General Options
Administrative changes can be made online by
clicking on the System Administration button from the Home Page.
Add/Edit/Delete
Primary User Access
This option lets you change
the User Log-In, Password and Access Rights for any user BELOW
yourself. You cannot change your own User Log-In, Password, or Access
Rights.
-
The Primary Users and their Passwords
at each level are shown in the field to the right of Edit or Delete
User Access.
- To select a user, click on the
name/password.
- The path to that user and access level
will display below.
- You can now add a new user below the
selected user.
- To view users at a lower level than
the selected user,
click the >> button.
- To Log-Out and Log-In as
the selected user, click the Switch button to the right.
- The Switch button only appears
when users below the Log-In level are displayed.
-
To edit or delete a
Primary User, click in in the name
on the left.
-
Here you can change both
the User Log-In and Password for both Primary and
Associate users below the Log-In level.
-
Primary Users are
persons who can have varying degrees of access to the application
-
A Principal will want to
setup one or more Primary Users at the next level down for
Grade Levels and then at a level below that for Teachers.
-
You can change the
following Primary User access rights:
-
Test Administration
-
Student Administration
-
System Administration
-
Records & Reports
-
Training Menu
-
If the only Access
Rights granted are Records and Reports and/or Training Menu, then the last two options in the Records and Reports
Menu (Print Tests & Answers and Display Test Setup)
do not appear in the menu.
-
Associate Users are persons who have
the same rights as the Primary User, except that they cannot
access System Administration.
-
An Associate User can only
be granted rights already granted to the Primary User.
-
If a Manager is the
Primary User, then his Secretary might be the Associate User.
She can
do what he requests except she cannot add or modify users.
-
To edit an Associate
User, select to edit the Primary User (such as yourself).
-
The Edit User Access
page will open
-
Scroll down to
Associate Users, select the Associate User from the
drop-down menu and click Edit. You can also add new
Associate Users here.
To add a new Primary User name and password,
you must first select the level as described above.
-
The user is added at the level shown under
Edit User.
- To add a user at a lower level, select
the next level down and click the >> button.
-
Click the Add New User button on
the left.
-
Enter the NEW User Log-In in the first field.
- Never use . , ? ! # @ $ % ^ & * ( ) +
- | \ / : ; ~ ' [ ] symbols in name!
-
Enter a NEW Password in the second field.
-
Click Submit to create the new user.
Edit User Access
This option lets you change
the User Log-In, Password and Access Rights for any user BELOW
yourself. You cannot change your own User Log-In, Password, or Access
Rights.
System Owner, Email, & Comments
This option gives you the right add
additional information and special features.
The
Test Area
and Setup Date
are entered automatically with a new user.
The
Owner [ ]
is the person who requested and has been given access rights to the
User Name and Password. Since this is not otherwise known
anywhere else in the application, it needs to be entered here.
- Enter the name within the brackets if
you want it to appear in the owner field when setting up a new test.
Two default Emails
may be setup in the brackets provided [ ] [ ].
- Enter one email address within each set
of
brackets if you want this person or persons to automatically get email results from
any test taken in this Test Area.
- In Edit Test Setup, enter any
email address in the FIRST field provided. It will be ignored and
replaced with the email address provided in the first set of brackets
here. Enter any email address in the SECOND field provided and it will
also be ignored and replaced with the email address provided in the
second set of brackets here.
- To receive no email setup in these
brackets, remove any email address from the specific test in Edit Test
Setup.
- To turn this feature off, remove the
email addresses from the brackets.
The Comments
area is for any additional commentary you
care to make about this user. It can be of any length, but should not
contain brackets.
Navigate to Other Test Areas
This option lets you quickly view and
switch to any Primary or Associate User below yourself.
- To view the System Navigation
chart, click the Navigate button on the top right side of the
menu.
- Columns indicate your level in the
system beginning with Level 1 on the left.
- Only your level and the level below
yourself (if any) are initially shown.
- Levels above yourself or not in your
path are not displayed.
- To Switch to any Test Area
shown, simply click the name of the Test Area.
- To Switch back to your Test Area, click the Switch button at the top of the Test List
page.
- To expand down to the next level, click
the down arrow.
- To move back up, click the Back
button at the bottom of the screen.
- To see all levels below yourself, check
the ShowAll box.
- Uncheck the box to show only your level
and the one below yourself.
-
To display Associate Users, check the
+Associates
box.
-
To Edit or Change Permissions
for a user, click the E to the left of the name.
- This option is only available when in
System Administration.
- If you are an Administrator and need to
access Test Areas not displayed, but in the database,
click the Up arrow in the top right corner.
- A page will open that asks for the
password. Enter it and you will be returned to this screen, but will
have full access to all the Test Areas in the database.
- If you do not know the password, contact
your System Administrator.
This option lets you select a default
user:
- Anyone who logs in to RoboTutor
will be able to access the program using this Default User.
- If you want to be able to access
the default without knowing the password, then set the password to be
the same as the Default User.
- The password is case sensitive, so you must
enter it exactly the same as the Default User.
- For example, if you set the Default User
to be Anonymous, then the Password must also be
Anonymous with a capitol A or you will have to give the Password
to the User to log in using Anonymous.
- To remove an existing Default User, select
the empty space at the top of the drop-down.
- To setup a NEW Default User, use Add New User
below Level 1.
Setup/Delete Access
Codes
Access Codes are special 6 digit passwords created here that students are
required to enter before they can access training materials and tests. On
first use, the student enters a name and from then on the Access Code
will bring up that name for the number of months specified. Access
Codes are very useful when access to course materials, once initiated, is
restricted
to a specified time period and may or may not be based on a fee paid.
-
To create 1 or more Access Codes, enter the number of codes needed in the #
field (unlimited).
-
Enter the months in the
Mo field that students will have access to the course materials
and tests after first logging-in.
- They are required to enter their name
and/or password to activate it.
-
To setup Restricted Access Codes for use in
the
Training Menu, leave the URL on the
Course Access Codes page in
System Admin blank.
- Use the Custom Links Wizard in Test Administration and
then select the Test Access Code option. When the Custom RoboTutor
Link page appears, click the Add to Custom
Training Menu and then modify it as need in the Setup Training Menu
page.
- To setup Restricted Access Codes for use
anywhere else other than the Training Menu such as in a
PowerPoint presentation or another HTML training menu page you
create, enter the URL to the training material or the test here in
System Admin.
- If you want to link directly to a
specific test, use the Custom Links Wizard in Test Administration and
then select the Test Access Code option. When the Custom RoboTutor
Link page appears, copy the URL provided and paste it here in
System Admin.
Delete Expired Access Codes
-
Access Codes are setup for a
specific duration of time once they have been accessed. The total number that have expired
are shown in parentheses.
-
To clean up the database and
erase old Access Codes, click the Purge Expired Access Codes,
and they will be deleted.
- Note, only the Access Codes
associated with your Test Area are deleted.
Pay for Courses Option
-
RoboTutor10 can be used with PayPal as on a website
where students view a menu with various courses available at
specified prices.
-
There are special options in RoboTutor for setting up this feature.
Have the System Administrator look at the Readme.txt file in the
AccessCode sub-folder.
Student Access to Personal
Records
Students can also access their personal
records and see
how they are doing toward reaching the Certification objectives
of any program:
- TakeTest.asp
logs in students for
taking tests. It also has an "View My Records" button at the bottom so
students can view their personal records.
- AccessMyRecords.asp
lets students
view their personal records, but does not log them in for testing.
This is what the hyperlink to AccessMyRecords.asp should look like:
http://www.robotutor.com/RoboTutor10/AccessMyRecords.asp
-
If you are linking to another site, you need to change the path (
blue).
Students will be only asked for their
name and password.
Once they enter their name, they
go to a page that lets them view the following:
- The Certificate Program, if it has been setup.
- All the tests the student has taken and are recorded in that
Test Area.
- Select tests the student taken as specified by a start and end
date.
The student also has the option to to display every test taken
or only the highest scores for each taken taken.
- RoboTutor is setup by default to automatically register students for
associated Certification Programs when they take a test.
For example, if a test is created called Math1 and it is
include in a Certification Program called Math Certification, then
when any student takes Math1, the program checks to see if that
student is registered for Math Certification, and if not, then that
student is automatically registered at that time.
- In this way, students who take tests that are part of a
Certification Program can access their records and see how they are
doing in that program even if they have never been formally registered
by any teacher.
- This saves teachers the time of registering students for
Certification Programs. But if a test is in multiple programs, it may
give students a wrong impression. To avoid this, only use a test in one
Certification Program.
This feature can be turned off by the System Administrator. To turn it
off, open the file email_results.asp in Notepad and search for
"Automatically Register." You will see the following:
'-------------------------------------------------
'--- Automatically Register Students for Certification Programs
'--- if they take a test in the program (true
or false)
'-------------------------------------------------
Const AutoCert = true
To turn automatic Certification Registration off, change
true to false.
Student Password
The Student Password option makes it very
easy for your students to access the Training Menu without having
access to anything else:
- When teachers want their students to
access tests using the Training Menu, they generally do not want
them to have access to anything else in the application. They certainly
do not want them to be able to go in and edit tests or view test results
for everyone.
- There are several ways to give your
students access rights to only the Training Menu:
- Create a new Primary or Associate
Log-in and restrict the access rights to only the Training Menu.
- Have your students log-in using YOUR
User Name and instead of your Password, have them enter whatever
name you have listed in System Admin as the
Student Password. This will automatically restrict
them to only the Training Menu.
- The students will see nothing else in
your Test Area
- You do not need to create an Associate
for your students.
- You can setup your own custom Training Menu and that is the only thing your students will see after
they log-in.
- You can change your Student Password by
going into System Admin and selecting Edit or Delete
User Access for your User Name.
- If you want to distinguish between
classes, put a drop-down menu on the top of your tests that
specify the periods (1-7). If you restrict it to integers, it
will process much faster.
The Student Password also serves
another purpose. It is the name that appears in the drop-down menu when
students log-in to take a test (taketest.asp) if the Test Area
name is missing in the parameters.
- When students go to TakeTest.asp to
log-in, normally the path will include this parameter: testarea=xxx
where xxx is the name of the Test Area.
- If this is missing in the
parameters, then a drop down menu will appear after the student
enters his password.
- The drop-down menu displays all Test Areas where this test has been copied. It will not display the original
area where it was created.
- The name that appears in the menu is the
Student Password that is entered in System Administration
when a Test Area is created or edited.
Browsers:
PC Users:
- RoboTutor has been optimally designed to
use Internet Explorer 6.0+. We recommend you
download the latest upgrade of
Internet Explorer. As far as we have tested, the program will run in
IE 4.5+.
- RoboTutor runs quite well in Netscape
7.0+. There are some known problems with sound and form fields in
all versions of Netscape. As far as we have tested, it will run
in Netscape 4.7+. Older versions have many more display
problems. If you prefer to use Netscape,
download the latest version.
- There are some specialty versions of both
IE and Netscape in which RoboTutor will not run. The program
has been tested in the Lennox browser and seems to work well. It has not been
tested with other browsers.
- The following internet options should be set:
- All pop-up blockers need to be turned off.
- Internet Explorer: Tools
> Internet Options > Privacy. Uncheck Block pop-ups.
- Netscape:
Open the Edit menu and choose
Preferences. Under the Privacy & Security Preferences category,
click Popup Windows. (If no subcategories are visible, double-click
Privacy & Security to expand the list.). Uncheck:
Block
unrequested popup windows.
- JavaScript must be enabled (IE:
Tools > Internet Options > Advanced; Netscape: Edit > Preferences >
Advanced).
- AutoComplete for forms should be
TURNED OFF (IE: Tools > Internet Options > Content). Click the
AutoComplete button and uncheck the Forms tab.
- Do NOT use the Back button on the browser menu
bar to return to pages previously displayed. Use the Exit button on
the page to return to the previous page. The Back button will almost
always produce error message in Netscape and sometimes produces them in
Internet Explorer.
Apple Mac:
- RoboTutor runs moderately well on the Mac with
operating systems 8 and 9, which we have tested.
- Flash and Shockwave should
be downloaded
and installed from Macromedia.
- Internet Explorer (versions 6.0+) works OK with
RoboTutor
on the Mac. Versions 5 and below may freeze up when doing Tutorials. We
recommend you
download the latest upgrade
to Version 6+ of Internet Explorer.
- Netscape (versions 6.2+) works
better with RoboTutor on the Mac. You can
download
the latest from the Netscape site.
- The following settings work best with Macs:
- Java must be ENABLED in Edit >
Preferences > Java
- Forms should be DISABLED in Edit >
Preferences > Forms
- If problems remain, try deleting all
existing cookies.
- Do NOT use the Back button on the browser menu
bar to return to pages previously displayed. Use the Exit button on
the page to return to the previous page. The Back button will almost
always produce error message in Netscape and sometimes produces them in
Internet Explorer.
Display Settings:
- The way a page appears on the monitor can be customized by
the user. To view RoboTutor the way it was designed, we recommend
the following:
- Set the monitor Screen Size to 800 by 600
- Windows: Start > Settings
> Control Panel > Display > Settings > 800 x 600
- Set the browser text size:
- Internet Explorer: View >
Text Size > Medium
- Netscape: View > Text Size
> 100%
System Administrator
Options
If a student takes a test that is
displayed in Tutorial mode (one-screen-at-a-time), and does not complete it, a record is
stored in the temp database until such a time that the student completes the
test. It is important to delete the temporary
records of students who do not finish tests or tutorials in order to speed
processing time and save space on the hard drive.
-
When students take tests displayed on the screen
one question at a time, a temporary record of their responses is saved in a
special database called Temp. It is located in the System folder.
-
Those students can return at a later time and
start right where they left off to finish the test or tutorial.
-
Many students, however, may never return to
finish those tests. Meanwhile, the temporary database can get very large.
-
When you click the "Test Records"
button, a page appears that displays the number of tests in the record that are
1 to 4 weeks old or more.
-
You have the option to view the names of students
who have taken and not completed tests during any of the five weeks, or to
delete all temporary test records during those specific weeks.
-
To view the students, check the boxes to the left
and click View Records.
-
To delete the records, check the boxes to the left
and click Delete Records.
Whenever students play a game, a temporary record of
the <%=Lcase(tDefaultStudent)%>names on the team and the final score is stored so
comparisons between teams can be made at a later time. These records
should be deleted after a month.
-
When you select "Delete Temp Game Records", a page appears that displays the number of games in the record that are
1 to 4 weeks old or more.
-
To view the game records,
check the boxes and click View Records.
- To delete the game records, check the boxes and
click Delete Records.
Reset Total
Tests Taken
-
At the top of the main menu
for System Administration is a counter that displays the total number of
tests taken since the counter was last reset.
-
The total includes all tests
taken by any students using any tests.
-
To reset the counter, select
this option and click Submit.
Show/Restore/Delete Lost Tests
This option lets you view, restore, or delete tests
no longer associated with any Test Area.
- The only tests that display here are those
that were created in a Test Area that been delete from the system.
- To restore a test, check the box on the
left and click Restore Tests.
- All tests are restored, by default, to
the Administrator Test Area.
- They can be moved (imported) into other
test areas from there.
- To delete a test, check the box on the
left and click Delete Tests.
- Once a test has been deleted, it is gone
and can no longer be restored.
- To view the test before you delete it,
click the Show button to the right.
This
option lets you DELETE
test records from ALL Test AreaS at one time.
As a result, it is very dangerous to use this option without first
backing up your SQL database or hard drive.
-
Delete all records for each
student
EXCEPT the the HIGHEST test score:
This option provides you with a single score (highest and most
recent) for every student who took any test. For example, if a student
has these scores: 99, 100, 100, and 80, this option erases the 99,
80, and the oldest of the 100s. If the student has no passing scores,
then the highest of the failing scores is retained.
-
Delete all records for each
student
EXCEPT the the HIGHEST PASSING test score:
This option provides you with the highest and most recent PASSING
score for every student who took any test. For example, if a student
has these scores: 99, 100, 100, and 80, this option erases the 99,
80, and the oldest of the 100s. If the student has no passing scores,
then all records of the student taking the test are deleted.
-
Delete all student test records
WITHIN these dates:
This option lets you specify a start date, an end date, or
both dates. If only the start date is given, then every record from
that date onward is erased. If only the end date is given, then every
record from that date backward is erased. If both dates are provided,
then every record in between and including those dates is erased.
Email Test Results
-
Email ALL test results to:
This feature, when selected, will email a copy of the test results of
EVERY test taken using RoboTutor on the server to the address
entered.
-
If in Advanced Features the
RECORDS: Save only the highest test records field is checked, then
an email is sent only when the score is the highest for this student on
this test.
- Enter the email address in the field
provided.
- Note, only a summary of the email is
sent. The test questions and student answers are not included.
- To email test results of just a single
test to a specified person, see Edit Test Setup for options provided.
Special Administrator Access
This option gives the System
Administrator full
access rights from Navigation and Copy to Lower Levels.
When you click the
Navigate
button in System Admin or in Test Admin > Test List, you
will see an up arrow to the right of +Associates.
-
Click the Up arrow and a page will open that asks for a password.
- The password is the name of the Owner of
Level 1: Administrator.
- When you enter the password, you are
returned to the navigation page, but it displays as if you had logged in
as System Administrator.
- The purpose of this feature is to give
the System Administrator quick access to the full features
without needing to log out and log back in again.
When you select the
Copy to Lower Levels
open from the drop-down menu on the Question List page in Test
Admin, a page opens similar to navigation and with an up arrow to
the right of +Associates.
- Click the Up arrow and a page
will open that asks for a password.
- The password is the name of the Owner
of Level 1: Administrator.
- When you enter the password, you are
returned to the Copy to Lower Levels page, but it displays it as
if you had logged in as System Administrator.
- This feature makes it possible for the
System Administrator to copy from any Test Area to any other
Test Area, whereas without this option, users can only copy to
Test Areas below themselves.
For security reasons when editing the
log-in Administrator, the word or words you enter in the
Owner field will not give students
restricted access to the Training Menu.
- With all other log-ins, it will give
students restricted access to the Training Menu.
Operating Systems:
-
Operating System: RoboTutor cam be installed on any computer that has Windows 2000, Windows XP,
or NT operating systems.
Application Coding:
RoboTutor is written using Microsoft ASP, HTML, VB, and
JavaScript. It is open source and can be modified by the purchaser
for personal use on a single server.
SQL Database:
RoboTutor Version 10 uses Microsoft SQL Server software and
is not known to run in other database applications.
Computers:
RoboTutor was designed to run on all PCs. It runs well on the Macintosh
with Versions 6+ of both Internet Explorer and Netscape
browsers.
- There are some known problems when using IE
5.1 and lower as described above.
Security:
- Time-Outs: The program has a time-out of 60
minutes built into it for security purposes. If there is no input over a 60
minute period while in the testing or administration sections of the software,
then it will automatically time-out. The teacher or student will need to
Log-In again to use the software.
- Test Areas: There can be any number of
Test Areas. It is common for every teacher to have his or her own
area.
Multiple SQL Databases:
If you want to have different SQL databases for various users, then you need
to install RoboTutor multiple times in separate folders and change
database.asp for each installation to go to the specified SQL database.
User Names and Passwords:
These are all setup in System Administration in a hierarchical manner. Users
cannot edit their own access rights.
System Navigation:
Full access to the system can be achieved by
entering a pass code after clicking the Up arrow in Navigate.
The pass code can be changed by the System Administrator when editing
his own access rights.
Changing Animations that Display when Setting Up Results Pages:
- The animations that display by default are
stored in the media folder.
- Animations that display when passing a test
are pass1.gif to pass6.gif
- Animations that display when failing a test
are fail1.gif to fail6.gif
- To have different animations display, copy
the animation to the media folder. Then rename it as pass1.gif
or fail1.gif etc.
Changing Animation,
Header, Certificate, Sound, and Background Options:
- The graphics that display are by default
stored in folders as shown below:
- /animate: ANIMATED gifs
- /backgrounds: BACKGROUND graphics
- /certificates: CERTIFICATE graphics
- /headers: HEADER graphics
- /sound: MIDI, MP3 and WAV files
- To add a graphic to the displays:
- Copy the graphic to the appropriate
folder.
- Open default.htm in FrontPage or other
HTML editor.
- Add a row or rows to the table where you
want the graphics placed.
- Enter the path using the name of the new
graphic.
- To link the graphic so it will display,
select anther graphic, look at the HTML code to see how it was linked,
then copy that code to the new graphic.
Changing
Access Database Location when Importing and Exporting:
- To change the path to the folders where the
Access databases are located, open a file called database_location.asp in
Notepad. You will see the following:
' Test Area location
const cTestLocation="/rtdb9/tests/"
' Test Area location
const cStudentLocation="/rtdb9/students/"
' Export Area location
const cExportLocation="/rtdb9/tests/"
-
To change the path to your folders, change the
text in red.
- The above paths assume the rtdb9 folder is
at the same level as the RoboTutor10 folder. Some prefer to locate rtdb9
under RoboTutor10, in which case, you should remove the / at the beginning of each
path.
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