Oscar Pena: Thank you very much, Mandilee. Thank you, everyone, for joining. As you know, this is the overview TOPSpro at Enterprise TE Training. This will be an overview training, we'll go over the basics of TE. Feel free to post any questions in the chat box, if you do so. To introduce myself, this is Oscar Pena. I've been with CASAS for about eight years and I'll be doing the second part of the training.

With me, I have Adrian and I'm going to let Adrian introduce herself. She's going to be doing the first chapters. So go ahead and take it over please, Adrian.

Adrian Boggess: Thank you, Oscar. Like Oscar said, my name is Adrian Boggess. I have been with CASAS since November, so I am still fairly new. But I did come over from the agency level, so I am well-versed in what we're going to be covering today. And I will be doing the first half of this TOPSpro Enterprise Overview presentation, basically showing you where to go to install TE and how to navigate certain aspects of that start page.

So what we're going to start off with is installing TE. So we're going to be using the Rolling Hills Simulator server today. And what we're going to be doing is, when you go to etestonline.org/rollinghills-- you don't have to follow along, this is just for general knowledge. This is where you're going to install TE, if you can see my screen.

So when you get to your eTest page for your state, you're going to click on Install TE. You're going to follow the prompts and it's going to download TE, you're going to give it permissions. And then what you're going to do-- I'm going to switch to share-- is it's going to bring you to a sign in page that looks like this. And again, we're using Rolling Hills Simulation and the agency for Rolling Hills is 4908.

So once you install TE, it'll bring you to a startup page that looks just like this. You will select your server, whether it be global, California, Washington. You will put in your agency's ID, your user credentials, and your password. Now the Rolling Hill Simulation password, just if you want to play around with it in the future, is admin, A-D-M-I-N, all lowercase.

And you're just going to click Connect. It can take a second or two to log on. So this is the start page. So NTE, you're going to notice that this was enabled a while back at the start page, it has basic shortcuts, recent reports that you may have run, alerts and notifications, new build releases, maybe I'll show you your WTU balance, and certain other aspects that you can have that are helpful.

Now, some people like the Start menu. They like seeing updates, your own agency can put in certain announcements here like cost of staff meeting, February 28th at 11 AM, and you can customize that. Now if you don't like the start page and you don't want to see this page, then you would either click on the red X up here to hide the start page.

And then to bring it back, you would just go to this view up here in the top and you would bring back the start page. Now you also noticed under the View, that you can change the size of your dashboard. So right now, we're in normal. Say I want it to be large, you see how all of the font and everything got large. So if you need a larger font, a smaller font, you can change it there.

So here are some menus that we have in TE. I'm going to close the start page. Your Organizations-- so your Organizations, this is at your agency level. This is everything that's attached specifically to your agency. So you have your CAEP consortia, if applicable. You have your agencies, your sites, what classes are connected to your agency, what users that are using your agency, their access groups, your personnel-- who do you have working at your agency.

Your Organization is basically everything that's attached to your agency-- your forms that you're using, your test administrations, your survey invitation sets, your survey forms, your agency's testing stations, testing sessions, and testing session templates, as well as tests in progress. So some people have called in to tech support because a student has started a test, but they don't see a score.

And here is where you would find that. You would click on your test in progress, it's going to show you everyone who has a test in progress. So that way, you can see who has not completed their test yet. Records is everything attached to the student. So just remember, Organization is specific to your agency, Records is everything that is attached with the student.

So your Student Demographics says your highest level of record for this category. This shows you all of your Student Demographics-- name, date of birth, native language, what year they're in the program. It also shows you all of your enrollments and records for your classes. So what students are enrolled in what classes and how many hours they've done in those classes under Class Records.

Same with Programs. Again, this is connected with the student, it's going to show you what students are enrolled and what their records are. It's also going to show you all of your Students Tests, what tests they have taken. Your Core Performance Students-- this is for your employment and earnings survey. This is going to show you all of your students who are involved in that, your invitations that have been sent, and your Survey Responses.

You also have Graduation detail, Employment History, and Places of Employment. So next on here, we also have-- hold on-- Reports. Now Reports is a combination of both records that are connected with students and your agencies. So your CASAS eTest-- this is going to show you a combination of both. The Next Assigned Test that you have multiple sites, it's going to show you for all of your sites.

You can customize it to show just one site, but this will show your Next Assigned Test for the student, the student's Personal Score Report, Test Administrations, how many eTests that you have left, your WTU Balance, and Agency Test Score Overview, and so on. Also you have your Demographic reports-- this will show demographic detail for all of your students.

It will also show a summary of your demographic detail, Total Student Hours-- so all of your students hours for all of the programs that they're in-- your Distance Learning Hours, your Class Distance Learning Hours, and so on. There's a lot of good reports here. Your Program Outcomes-- so your Enrollment Summary, how they enrolled, what buckets are missing, what buckets have more info, less info.

The Updates Summary-- maybe you ran an update on some of your students and you want to see what got updated, this would be the report for that. Test Results-- you have different options here. You can do Individual Skills Profile that shows the student's individual skills at their level, you also have a Summary that shows the students-- not the student, I'm sorry-- the classes summary for the individual, Competency Reports are also located here, Content Standards, Learning Gains-- if you want to see how well the student is doing with their Learning Gains.

Also we have Consumer Skills Profile, Graduation Reports, Data Management-- your NRS Data Integrity Report can be found here. This is a good report to run to see what is missing, if your students are missing their last name, their employment status, their ethnicity-- this is a good report to run for that. As well as your State Report. So we're in California.

So for California, you can run your CAEP Tables, Barriers to Employment, your CAEP Data Integrity is very similar to the NRS Data Integrity, it shows you what is missing, students with less than 12 hours, students who need a post-test, who have a pre/post test pair-- that can all be found under your Data Integrity Reports. Program Hours-- same thing.

If you run this report, it's going to show you all of your hours for the selected program year in one location. You also have your Payment Points, Student Gains, EL Civics Additional Assessments, as well as other reports here. Probably the most used report that we're going to look at are not reports, it's actually a lister, is your Student Demographics.

So using Student Demographics, you would go to Records, Students, Demographics. So this is a lister. It's going to give you a list of all of your students who are currently enrolled in your current program year. So if you can see here, it's 806 students that are currently enrolled in the program year. You have many different filters. You can filter right here on these little funnels.

For looking up a student ID, just click Add Filter. You would type in either the start of your student ID that you're looking for or you can also put in contains, which is great if you just know part of the student ID, and then select OK. You can also filter by last name and first name. Again, with putting it in here under Start with or Contains-- if you want to have this filter go more alphabetical, you would click on this arrow up here.

So this will now alphabetize it from A to Z or you can go the opposite and go Z to A. You can also filter by name. Same thing with the funnel, you can add in your specific Start With, End With, or Contains. Also with the name, you can filter the same with arrows up for starting with the alphabet starting with A or down. You can filter by date of birth with the same principle, gender, ethnicity, races, native language, and so on.

You also have the Filter button up here, which you can click on. And this has your current program year, so this shows only your students in this current program year. If you want to customize this filter, you can go over to Add and you can really get into a deep dive here of how you would like to customize it-- gender, age. You can customize it by status, highest year of school, class enrollments.

So there's many different filters here as well. Let's see. If want to filter your columns better-- like right now, as you can see we have students, last, and first name-- these are our columns. So what you can do is you can change your columns. If you want your columns to only show your student ID and your last name, then you would just click these, keep these, and get rid of these down here.

So whatever is highlighted, you can remove over here and then it's only going to show what's in this column. And then once you've decided what you'd like to see, you click OK. Another way of doing that is if you right click up here in the blank part of the column, right click with your mouse, you can add different column features, show their address, date of birth, cell phone, and et cetera.

If you would like to remove a column, the same is true with clicking on the right click. Right click and you can remove it. So right click here then we can hide native language. Now that's no longer here. Maybe we want to hide the race as well. And that's no longer here. Sometimes if people are looking for a student that is not in this program year, you can always take this filter and remove the year like we already did and it's going to show you all the students.

As you can see it shows 6719 because that's for all of the years. Let's see. We're going to move on to [inaudible]. So let's add a new student. So if we were going to add a new student into TE, you would go up here to New. And from here, we're going to add our new student. So you would create a generic ID, I'm just going to create 1010 for the student ID.

You're going to have to have the first name, last name-- if I could spell my last name, gender. If they have a social security number, you're going to put it here. If they consent to sharing it, you're going to mark that, "Yes, they signed the consent", "Yes, they've signed data sharing." If they have a GED ID, a HiSET ID, you're going to put that here.

Down here, you have the Educational part. Let's say they only completed the highest year with 11, so that means they did not get a degree. Moving on down, if they have GED scores, you can add them here for 2014 GED. GED 2002-- same principle. HiSET-- same principle. You would select the ethnicity, their native language, their race, and their address.

So you would just put in what address that they have. We'll just say, Process Avenue, there is zip code, city-- we'll just say Sample, and so on. Here's where you'd also put in their phone number, cell phone-- if applicable-- fax-- some people have faxes. I always put in a little side note here that student maybe has a third phone, maybe student has another email address, you can use that as a spare box and then fill in the student's email.

Once you have selected all the fields that you want to select, you would click Save and now that student is saved. So if you want to search for this student, we're going to click right here. We're going to go right back into Student Records and then Demographics. Now the student ID that I put in was 1010. Now if I click on 1010, notice it doesn't show up, even though I created the record.

The reason it's not showing up here is because I did not put the new student into the current program year. So if you know that you've created a student and you cannot find them right here on your demographic lister, you can go up to your filter and we're going to want to remove the current program year. This will show all students enrolled even if they're not enrolled in the current program year.

And there I am. So how do I get myself put into the current program year? Well, to edit your student information, you're going to want to double click on the student. And then from here, up here where it says In Program Years, you would select that and we're going to go down to here to New, Add New, and we're going to put the student into the current year of 22, 23, no site selected.

So we're going to put them into the site, we're going to use Rolling Hills One and we're going to click Save. Now that I have saved it, if I go back to our Records, Students, Demographics, and we're in the current program year-- that's why it's green, it means that there is a filter applied and we search for that 1010 again, you will notice that now that student has populated and shows up.

So from here, you can do a lot in the Student Information designation. If you have to edit their ID or their name, you can do that here by clicking on the pencil. So say, you put their name in incorrectly. Maybe it's supposed to be A-D-R-I-A-N-N-E. And so you can correct it here and then you would just click Save. Maybe their education was put in incorrectly.

Maybe they only had highest year of school was 11, but they got some other type of diploma or degree, you would put that in here. And you would click Save. Also from this page, you can also check on their student records. You can check if they're enrolled in a class. You can also add them to a class here by selecting New. You can check their class records, that is all of the students hours that they have earned.

You can click on New to add a new hours. You can also filter by current program year or previous current years. You can check to see what programs that they are enrolled in, their program records, what tests the student has taken, their demographic history, their employment history, invitations that they have received, surveys they have received, and so on.

So there's a lot of good information under here that you can access and put the student into. OK. I'm going to take a brief break. Is there any questions on what we've covered so far? No? OK. Moving on. Editing student information-- Oscar, is there anything you can see that I have missed highlighting?

Oscar Pena: No. Very good, very good coverage. We do have a question-- just to address it-- from Isabelle. Isabelle is asking if the Social Security Number, once it's entered, can it be hidden for other users.

Adrian Boggess: So you can restrict it. So if you are the Data Manager and you are wanting your schema-- so under your Organization or Record, Students, Demographics-- now you can't hide the Social Security Number into this informational page. But here as you notice, it's not selected, so we could say Show SSN. But here is where you can hide it.

If you have users that have certain access rights-- some users have more access rights than others, meaning they can see the student information, you can block that so they don't see the student information or see certain student information. But here if you hide this if it was shown, you would just right click and you would hide the Social Security Number.

And once you get your columns-- I forgot to mention earlier, my apologies. Once you get your columns where you want them, say, I like how this looks, these are all the columns I want-- you can save that in your Schema. So if you go to More, and you click Schema, then you're going to Save. And this is going to save how this page looks right now, the exact order that it's in.

So to reiterate that question, you can hide it here and you can also in User Access Rights restrict that option. But I would advise emailing tech support for further detail on that.

Oscar Pena: That's a very good point, Adrian. And to add to that, if you are to double click-- so do me a favor, double click on any of those demographic records, please.

Adrian Boggess: OK.

Oscar Pena: So you do see that the SSN number is there. But once that number is answered, this will be an access that would have to be limited to the access group for the user. Perhaps if the user should not be seen social security, perhaps the user should not have an access to TE, but you would have to determine that. But all that can be managed as Adrian pointed out to through the access group.

And if you have any questions-- so exactly what to control through the access, please go ahead and send us an email to techsupport@casas.org, techsupport@casas.org. Thank you.

Adrian Boggess: Thank you, Oscar. And then just to show the data managers in the audience, your access groups and your users are right here. So you can see all of your access groups that you have applicable here. This is what your agency is offered for their access groups and you can see what users have, what access groups. So maybe you have someone who has TE Enhanced and you want them to have TE Basic, this is where you're going to change it.

But again for further detail on that, please email techsupport@casas.org so we can further assist you. Are there any other questions?

Oscar Pena: Yes, there is just one more question. So we have a question from Herald. The question is, "Will we be covering duplicated records?" Duplicate a student records, I suppose this is.

Adrian Boggess: Oh, in this series? We won't be covering duplicated student records in this series, but I can show you where that report is. So if you go under Records-- oops. So if you go under your Reports and you go under your Data Management and you go to Duplicated Students-- this is where you're going to run your report for your duplicated students.

I'm going to go ahead if it's OK, Oscar and just click really quick.

Oscar Pena: Yes, go for it, please.

Adrian Boggess: OK. So here, what you're going to want to do for your duplicate students is it's important to add certain filters. And what we're going to do is matching fields and non-matching fields. These are going to be your big ones for finding duplicated students. The best way that we have found to select matching fields is by their first name, last name, date of birth, and gender.

And then for non-matching fields, and if you want to remove them, you just click on them and Remove. We go by student ID and we add that over for non-matching fields. Because sometimes you'll have one student that has multiple IDs, but it's very rare that you have more than one student who will have the first-- the same first name, last name, date of birth, and gender.

So that's what we advice for a filter for this is to filter like that and then you would just generate your report. So again to find that report, you go in Reports, Data Management, and Duplicate Students. I hope that helped.

Oscar Pena: Thank you very much, Adrian.

Adrian Boggess: OK. And if there's no further questions and if you're ready, I'll go ahead and turn it over to you, Oscar.

Oscar Pena: Thank you very much. So what I'll be covering the next chapter. And just to give you a quick overview, it will be-- I will be covering adding records manually and TE reports, which will include a submission, data submission for WIOA in CAEP and then how to disconnect and exit TE. All right. So just to get a quick survey here-- how do you register your students?

Do you register your students manually? Do you register the students through an import? Do you have a third party demographic database that you use? So that's one question you want to ask yourself. Are you doing it perhaps through eTest? So this is one of the areas that we're going to be addressing. All right. So to start, we're going to go ahead and go over how to add a site.

As you know, the agency is capable of adding site. What is the description of a site-- is basically a physical location away from the main campus, the main building, the main address. So you're welcome to have as multiple sites. If you do, how do you create that? I'm going to go ahead and share my screen now. So one second. Share screen. Let me go ahead and access TE.

All right. By the way, for those who came late, we are using the Rolling Hills Simulation Server. What is the Rolling Hill Simulation Server? That is our training database that is accessible to anyone. Anyone who has TE installed, it's just a matter of clicking on that server, choosing Rolling Hills, and using the following credentials-- the fictitious state agency ID is 4908, the fictitious username-- I'm going to be using will be Administrator One-- you can enter one through 60 @rhas.org, that stands for Rolling Hills Adult School.

So the password will be admin, short for administrator. So A-D-M-I-N, admin. All right. So I'm going to click Connect. All right. And we're going to go ahead and close our start page. Adrian, covered the start page, so we don't have to go over that. Now as you see, this is TE over here and we're going to click under Organization Insights.

As Adrian pointed out, everything that has to do under Organization, it's what the organization as an agency has. What are the sites? What are the classes? What are the users? What are they their WTUs, the forms, and so forth? That pertains to organization. Records, on the other hand, is what pertains to the student. So we're going to be covering organization for now. All right. So we're going to click on Sites, Organization Insights.

Again, were you seeing a fictitious database for Rolling Hills over here. So Rolling Hills happen to have two sites-- you have them displayed over here. One is 003, the other one is 01. So most of the above data is under 01, so we're just going to stay on that. Notice that under our lister over here-- this is what we call aid lister-- we have the Site ID, the Site Name, and the following column is eTest Site.

This selection enables the agency to test for eTest under these particular sites. So if you are to create a new site along with the option of creating that site, you want to enable that site as eTest. So I'm going to go ahead and click on the site for eTest over here. Notice that it has this little icon over here for-- which is a pencil, it's just basically like a lock feature to save you from entering by mistake any information.

So we're going to go ahead and enable this field for Site Identification, there you have the site. If you need to change the Site ID, that's where you do it. If you need to enter that name for the site, that's where you do it. And this is where you enable your eTest, your site to be an eTest site. All right. And then obviously, you have the contact information for that particular site.

So whoever is in charge of that site, whoever is managing that data, perhaps the testing process. So that could be enter under site contact. All right. So we're going to go ahead and that will be your site. Once that site is created, notice that under the navigator, you have Class Definition, you have Class Instances, and you have Registered Users.

So we're going to go ahead and go to Class Definitions. So I'm going to click on Class Definition. So here are the Class Definitions that this site happens to have. What is the amount of the number of classes this site has? You can see it over here under the count, it's 749. Again, this is all fictitious data, but this is the data that has been entered.

So within that, we're going to go ahead and just for the purpose of doing a quick overview through each one of them, I'm going to go ahead and quickly filter for a specific class. So notice that when I filter, I click on this little icon, this is called your @Filter. When I click on that, I get this little window and I'm going to enter the following ID-- 991861.

OK. So it gives me any class that matches with this. This database is using extended ID, it's up to you and that every agency uses extended ID. It can be problematic at times because agencies or users will tend to think the ID for the class is just this number. But in reality, it's the combination of these number plus the extended ID. If you are to enter only this number at the point of say, importing, then the system will create a new class.

So that's just a side note to mention. But we're going to go ahead and go under this particular class over here. So once I click over here, notice that this is the definition of the class. Again, notice the pattern of how TE uses this pencil icon to enable you to edit the information. You can enter that Class ID, the Course Code, the Class Description, Extended ID-- if you are to use it, those agencies will use A-22 course code, that will be their display.

Now in addition to the Class Definition-- those of you who know that class structure-- you have your Class Instances. So the Class Definition as you can see, carries the Class ID, and the Class Description, and any information you see right here. It's basically the description of your class, that's your definition. Class is this, on the other hand, if I am to click on the Class Instances on the navigator over here, this particular class-- again, we're under a class 991861-- has only one Instance.

The Instance go by the year. So remember how we set for the definition. The definition basically carries the name of the class and the ID of the class. Basically, those are the two biggest fields. The instance on the other hand-- and notice that the definition does not have any date mentioned, there is no program year, there is no starting or ending, that is by design because the structure is to have one definition and the instance would have-- will repeat every year.

So next time you create that class, next time that class recycles, let's say, you don't have to create that definition, all you have to create it's a new instance for each year. All right. So we're going to click on this instance over here to see what are the parameters, what are the settings for that Class Instance. Once again, we have that pencil icon that we need to click in order to enable the editing of these fields.

Notice that the Class Instance has your start date, your end date, has your instructional program-- this class happens to be an ESL class-- special program-- this happens to be an EL Civics class for those classes that do have EL Civics-- focus area, your physical settings-- all the parameters that have to do with the class itself in instructional program, the settings, the time-- the time that it starts, whether this is a distance learning class or in-person, then all that is determined under Class Instances.

All right. So next, we're going to go ahead and cover Class Enrollment. So Class Enrollments and Class-- we're going to go ahead and address Class Enrollment. So notice that this class-- again, we're sticking with this same example-- this class happens to have a total of 23 students. You see their Start Date and their End Date is displayed over here. You see their Class Status, you see their IDs, and so forth.

If I were to double click on the student, the system goes ahead and shows the screen of the status of the student. All right. So going back on the previous screen, my next record will be Class Record. So Class Records and Attendance carry the same information. It's just that Attendance is more in a attendance form, where you see those students displayed and you can go ahead and enter their attendance.

You can use this form or you can use this form as a record. This will be more of a record. But essentially, they display the same information. Notice that you have the ID, you have the name, you have the date, you have the type of attendance-- whether this is daily-- and you have the amount. You also have the displayed as a distance learning.

You can go ahead and have an instructional attendance combined, that will be the combination of instructional and distance learning. All right. So that will be how it displays under Class Records, but it also can be added under Attendance. So then you have Test. Obviously if the student has tested, then the system will go ahead and display the test that has been given.

Now, TE has the capability of showing those tests regardless of the site, regardless of the class that student is enrolled or those tests were taken under. What is showing you over here on the screen is based on the enrollment of the student, any test activity that has been given, it would go ahead and show you over here. All right. So we're going to go ahead and skip Class Cancellation and Class Request because that this will not cover the basics that we're doing over here.

All right. So notice as I-- as I'm going from one area to the other, TE will give me this sequence of tabs. I can go ahead and take myself one step back by clicking on-- closing each tab or clicking on each tab, so it gets me all the way to the beginning. So I'm going to go ahead and go back to the site. All right. So looking at my sheets over here of items to cover, next we're going to go ahead in address Users.

All right. So we're going to-- for users that will be under Organization and Users. So as we talk with Adrian before, the purpose of Users is to have people doing certain tasks in TE. Some of them are going to be data entry some of them are going to be perhaps generating reports, some of them are going to be perhaps making sure that the data is clean, that the data is good for reporting.

So TE has different levels of access. So let's just go ahead and click under this over here-- this is your Data Manager. So there is usually the typical setup will be one Data Manager per agency. There are situations where multiple Data Managers are needed, but usually it will be one Data Manager per agency. So you can go ahead and displayed that.

And then in addition to that Data Manager, you have other users such as your TE Admin. So Data Manager as explained, is the top level of access. Then you have your Data Manager that would go ahead and-- the Data Manager can go ahead and give access to other users such as TE admin, such as teachers, and other users that would have other roles perhaps.

So what you see right here is the access, the user for this particular TE admin records. So we're going to go ahead and click on that pencil icon. You'll see that the user account usually is the work email. If you are to reset a password, this is where the password is reset. Notice that by default, TE does not display the password, the password is for safety reasons.

If the password is lost for any reasons, the only way to fix it will be to have the user change the-- have the Data Manager reset that password and the user can go ahead and set that password that perhaps they might have thought that they had before. So they can go ahead and repeat that password, there is no problem. So this is where you do that.

Now in addition to that, you have Groups. So you have the Group over here. Notice that if I click on the pull down menu, these are the options you have for Groups. So you have anything from the ET to the TE. What does that mean? It means that it is for eTest, that stands for eTest. So for eTest, you have ET Coordinator, ET Coordinator/Proctor, ET Proctor.

Why would you have these combinations? Well, TE would only take or it is suggested, I should say, that a user should only have one access for ET-- eTest-- and one access for TE. So if the user completed say, the certification for proctoring coordinator, that user should get that combo access of ET Coordinator/Proctor. But if the user perhaps is your most common user for eTest, that will be the ET Proctor.

So ET Proctor, to explain, enables that user to start and stop a test. ET Coordinator, on the other hand, enables the user to edit a testing session. Not necessarily a task that is commonly done, so ET Proctor, by far, is the most common type of user, but it's always good to have both if you can. Obviously, that will require for one to take the certifications modules under the CASAS website and then submit those to your Data Manager.

Your Data Manager will be giving you this access. So the process is that automatically you have to submit that certification to your Data Manager and your Data Manager will go ahead and give you the access based on your role. All right. So that will be for eTest. And then in addition to that, we can see that we have multiple TE levels of access. Again, for TE admin, that will be the next level down from a Data Manager.

You can have as many as you want TE Admins. So that's a high level of access right below that TE Admin. Then you have TE basics. And then you have-- notice that you have TE Teacher Basics as well. So there's different access depending on the role of the student-- of the user, I'm sorry. All right. So notice that you also have the options over here to disable an account-- disable and suspend.

So both of those are basically to stop an account from being used. And then you have the Contact Information. So that will be needed in order to save, especially that email that will be important field to fill out in order to save a user account. All right. So that is first name, last name, and email. On the bottom of this, just to go over, you have Menu Access Rights.

Let me expand this. Then you have Container Access Rights-- that's basically your sites. And then you have Data Access Rights, which basically goes into the details of what is being listed, what is being viewed, what is being created, update, deleted. So these are the details of access a user would have. Now, notice that they are either with the aqua color or a gray color.

The reason for that is because these are to be set by the access group that you select. So in other words, a user, a Data Manager should not be going over here and start clicking on any of these boxes over here, these should be predetermined by the access group that you select. So in other words, you do not have to worry about Data Access Right, Container Access Right, and Menu Access Rights.

I will be showing you exactly what are the type of access each group would have next. All right. But this should not be added under the user account, it should be added under the access, the group access. All right. So I'm going to go ahead and close this. And this time, we're going to go to Organization and we're going to go to Access Groups.

So again, we cover already Users, we're going to go to Access Groups. OK. So for our fictitious database, we have the Access Group for TE Admin Enhanced, TE Basic Data Manager, TE Basic Access, Teacher Basic Access, and Teacher Access Enhanced. So we're going to compare two. We're going to compare the TE Admin Access, which is, again the highest level of access after Data Manager, and then we're going to check on the other hand, something that is more basic such as the TE Teacher Access.

All right. So I'm going to go ahead and double click on this record, TE Admin Access. And I'm going to go ahead and click on that pencil icon. Again, notice that pattern where the system lets you unclick that, change it to edit mode by clicking on that pencil icon. So now you can see the Menu Access Rights for TE Admin. So all these areas over here, from Users, from accessing this right here, it's only the user being able to access that area.

It doesn't necessarily give you access to edit it, access to delete it, access to create a new one, it just lets you access, that's basically what Menu Access Right is. All right. So you notice that TE Admin, it has selections or checkmarks under most of these areas-- from reports to any surveys that the student needs to be given, additional reports, and so forth.

So that will be your Menu Access Rights. Then we have Container Access Rights-- that is basically where the site is being enabled. And you have Data Access Rights. So notice that in addition to the Data Access Rights, this particular use, this particular access group-- TE Admin Access has been enabled to merge, enabled to batch delete, enabled to cascade deletion, enabled survey for those California agencies who do surveys, and so forth.

So these are additional actions that are given. I'm going to click on the pencil icon, so you can see those selections. And then you see this detail by area, by area. So these basically lets you see the-- lets you access, I should say, through a lister, then lets you see the data, then this one lets you create say, a demographic record.

This one lets you update that demographic record. This one lets you delete that demographic record. So basically, that's what each of these mean. All right. So notice that again, because this is a high level access, it has checkmarks everywhere. All right. So in comparison, we're going to go ahead and look at your TE Admin Access. These are again, predetermined for you. But if you, as the Data Manager, need to edit, this is where you do it, under the Access Group.

All right. So obviously, these are all the users, the fictitious users that the system has for teachers. Then we're going to go ahead and click under Menu Access Rights. Notice that it's much, much less. You have some reports, some records access that this user, this access group is capable of accessing. Then we're going to switch to-- we're going to skip Container Rights because that is not set right now.

And then Data Access Rights. So notice that it's less check marks selected and notice the mostly is for listing. Again, that is to see a record under a lister. Viewing-- that is basically to double click in opening that record. Create-- very little creation of capability over here. And then Updating-- there is as well-- about some updating there is no deleting access as you can see at all.

And those will be the access for your teacher. So you can see the comparison of the two. Again, these are predetermined for you, you don't have to do anything only if you are to-- you're looking to either enhance that access group or reduce some of the access level, this is where you will do it. All right. So moving forward, we're going to go ahead and-- let's see-- we're going to go to steps to add a student record.

All right. So to add a student record, you can do it multiple ways. But one way I would recommend is going to Records, Student, Demographics-- Records, Students, Demographics. I happen to like this way because it's more of a central way of seeing all the activity for the student. So to create a student record, we're going to go ahead and click on the New button and we're going to go ahead and enter these records.

So let's just go ahead and name ID 112233. All right. So this is going to be Oscar, your student. So Oscar, last name, Pena. All right. So let's just go ahead and say that Oscar was born-- that today is Oscar's birthday, let's say, so that's 23. Now, let's just say this was 1978, right? That's not my birthday, but that's the fictitious data, right?

So we're going to go ahead and save this record. Notice what happens once I save this record. My navigator as of right now is empty. I'm going to click on Save. Well, one, the system will tell me other areas that should be entered before saving this record. So I'm going to go ahead and select the gender and save again. So again, look what happens once I save.

Now under my Navigator, I have the options of In Program Year, Student Records, Class Enrollment. Now this record is ready to have activity, to enter activity. Notice that we didn't enter any start date or end date, there is no record of activity. So the first thing we want to do is if the students say, for example, is to be tested, it's just a matter of this student, Oscar, the student entering, 112233 ID and then the system will go ahead and enter whatever information is set under eTest under the Program Enrollment, the Class Enrollment, the Demographic History, and the test, of course.

But if you are to do it manually, you can go ahead and click on In Program Years and then about create a new In Program Year. This basically enables that record to be active in the current program year. Because if you notice when we created that demographic record, there was no starting or ending date, right? So in order to create activity, we're going to click on New, we're going to say this is in the current program year.

Now, there is a starting and ending date under this Oscar, the student. And we're going to go ahead and select a site where Oscar is active. All right. So then we're going to go ahead and save. Now that we did this, we can go ahead and search for Oscar, the student. So there it is. We don't even have to search, it's right on the top. If we do not create activity for Oscar, the student, we would not expect to see that record there because every record that is placed on the lister, it is just goes across every lister you are or even reports, it's only by activity in the current program year.

What do I mean with that is, if the student has activity, course enrollment, program enrollments, attendance, test, anything that relates to the current program year of 7/1/22 to 6/3/2023, then the system will go ahead and display that data under this lister. Now, you might ask, well Oscar, what happens if I create a demographic record and I forget to enter activity, how do I access that record back so that I can enter that activity?

Well, if you are to click on the Filter button and remove that option of current program year, then the system will go ahead and give you those records that do not have activity or those records that have activity across years. All right. So that will be the trick. All right. So just to go over my list over here. So that is steps to adding a record. So we're going to go ahead and add an enrollment and a test for Oscar.