Luke: Hello, everybody. I'm Luke with tech support, so let me share. Let's start page and see if we can get this to work. So hopefully you guys can all see my screen. And then I need a chat box, so I can keep track of hopefully anything. OK. So with top spread overview, if you ever go to casas.org, great information and all that. But if you ever need to go to the training sites or the rolling hills servers and the simulation, you can kind of just click or type in Rolling Hills instead of going through the help docs and all that.

Or search for anything, right? If you need first aid testing, anything you kind of need, search is really nice. So we type Rolling Hills. Some people have ads because they don't know how to stop them. And then you can click steps to access the simulation server. And this is going to bring you to all the sites, along with all the different logins. You can be an administrator, you can be a coordinator, you can be a teacher, you can be a proctor.

So if you want to practice anything specifically, you have all the creds, you have all the different ways in the simulation server. And so I'm going to go ahead and go to the Rolling Hills. So you'll go to etestonline.org/rollinghills.

However, depending on where you are, you might use ca.etest or LAREC or just eTest or Washington or Miami-- there's different servers, so make sure you're connecting to the correct server.

So you can take the mSecure. You can take a test. You can sign in as the proctor if you want to practice that, or when you're doing your right one. However we're going to be talking about TOPSpro So in the top left, you're going to see install TE client. So when you click that, that's going to install it, put it on your desktop, and then it's going to launch TE.

So let me do share on TOPSpro since we're going to switch. So now you guys will see TOPSpro Enterprise server. So again, just like we were talking about the eTest server sites. Now we're talking about T so you got to select your server, Rolling Hills. 4908, that's your agency. Administrator 10 because 10 is the best number. We all know this. And our password obviously is going to be admin. And then we can sign in.

And it goes in. So when you start up, it goes right to the start page. Some people don't necessarily like the start page. I personally like it for a couple of reasons. If you look on the far right, you kind of see these alerts, right? Notifications. So if there was updates, if anybody is requesting anything, if anything's been pushed out. Same thing with if you have state announcements or agency things.

Depending on how you guys kind of work with it, it's kind of nice. You can also set up your shortcuts. Set up-- instead of going through the menus, you can have recent reports. You could set up your own reports. And then obviously you have the-- just correct. Now some people don't like it. You can get rid of it. That's perfectly fine. You can just close it, just like a regular tab in a browser.

If you want to see it again, view start page. It comes right back up, closes, over and over again. If you click-- if you just hover. I'm not clicking, but hovering. You're going to notice, I'm connected to the Rolling Hills. It kind of tells you where you are. So if you ever forget or if you make a call and go, I don't know my agency. I got to log out and log back in. Just hover over it, it tells you right up there.

If you click it, you can lock it if you need to walk away. You can disconnect. You can change the password. You can associate account. You can do-- you can look at your options, you can exit. When you go to the view, you've got your start page like we just showed you, your dashboard. You can change the size, make the font a little bigger, make it a little smaller. You have those options.

Under organization, this is going to be kind of more of your agency side of records, if that makes sense. So you're going to see your agencies, your sites, your classes. So this is all agency-related things, right? Your users, they're attached to your agency, access groups. Personnel. When you're setting up your teachers and functional roles and things like that.

Your test administrations, your forms. You have all these nice little things. If anything, testing stations, testing sessions, templates, tests in progress, announcements. You've got graduation policies, portal. Data collection settings, data sharing, quarterly data. So this is kind of like on the agency side, attached to the agency itself. Now when you go to records, this is where you're talking about specific things to the student, so a little different.

So instead of that broad class side, you're now saying, hey. I'm going to students and I'm looking specifically at the student demographic list here, or in program years. Records, documents. Data sharing request, classes. What are the class enrollments attached to the students? What is the class record? Their attendance attached to the student. Their programs. What are their program enrollments, what are their program records?

Their tests, attached to the students. So anything on the student side, you can always kind of get from here. If you're doing invites, EME, right here with your core performance. Your invitation survey responses, graduation. So now when you go to reports, this is where it's kind of a mix, right? So you can now start doing reports and it's going to look at-- and you can break it down by a class.

And then it's going to pull that individual student record information and kind of give you a nice, clean report. Or maybe like how many students are missing this, how many people-- if you're on payment points or the test results, or do they get a level, not get a level. So next time test, per classes. You can kind of start breaking things down. So you got your next test, your personal score report, test administrations your W2 balance.

If you go under demographics, there's some good hours reports in here, as well as the demographic stuff as well. They're detailed, the summaries. If you just want a quick, clean little kind of look at it. And then a lot of hours. Student hours, class hours, enrollment summaries, hours since last test, monthly attendance. So if you're kind of like going, I wonder if there's any reports, demographics are nice.

Program outcomes. So all the things like when they're doing their entry records or update records. You can kind of get those reports along with labor force right here. The test results. So this is where you guys are going to have a lot of the fun. You can run your individual skills profile on the student side and summary for the whole class, things like that. Your competencies.

You can get a lot of fun in there, changing how a report runs four or five different ways. Your content standards, learning gains, test response, test history. You'll see all their tests. Consumer reports, graduation reports. Data management, so this is going to help you clean up your data and see what's wrong. The DIR data integrity is really, really good. The detail is nice. Student profile class, along with duplicate students.

You can kind of see if, hey, do we have any duplicate students we need to merge, clean up? That way we're not duplicating. Maybe they've got a pretest under one number and the post-test is in the other number. If we merge them, we got prepost. But right now, we just got a pretest for one and a pretest for another. So that's another one you want to kind of run and make sure you don't have any duplicates.

State reports. California, you've got your CAEP tables, your CAEP barriers, your CAEP DIR. So this one expands the federal NRS DIR to the CAEP program. So it's very important. Your program hours, performance population, employment earnings. Your payment points, student gains, your civics reports, your I3 summaries. So very good start for California.

Federal reports. So now this is all the federal side, right? Following those federal guidelines. You've got your NRS tables 1 through 11. Here's the participation statistics, the NRS monitor, performance, persists or barriers to employment. The WIOA earnings and survey now. The ad hoc reports where you can kind of mix and match what you need to and want. My reports.

When you set it up that way, report locate wizard. Reports manager, if you're setting up the start page, things like that. Your dashboard, your ad hoc. Tools is when you're running your wizards and when you're kind of doing something a little more. So when you're doing the skinny wizards, when you go through it, what are you trying to do? OK, we're doing this and importing this file type and we're going to review it and do that.

Third party imports, same kind of thing. What are we going to do? Here's our same thing. Imports. Scanner, you're going to load it up. Class replication wizard. Proxy wizard, you're pulling from last year. It's a wizard. It's a full kind of thing. If you're exporting and importing entire databases, the core performance wizard for E and E Your quarterly data submission when you're submitting.

Additional assessments when you're importing your co-apps. And the scheduler. Help is where you're going to have your contents, the release notes, your end user license agreements when you've got to sign in. So all that's going to be-- it's kind of your menus. Any questions? A little pause here with just the navigation all that. Perfect. Pretty basic. So we're going to go ahead and go to record, students demographics.

So now we're in the student demographics. This is a lister. And what's nice about it is when you're on the student side, it has-- everything is under that student, so it's nice. And so I'm trying to think of if it'd be easier to-- we'll go ahead and show all the different things here first, before we create a student. But she doesn't have college, right? Student ID, name, birthdate, gender.

If you ever need to see more, some or less, you can right click. If you right click on a column, you're going to see the options to show email, show fact, show all these things, show HiSET scores, show all of this. If you-- so there's a question. Why do I not have access to all these various reports? So depending on what state you are in, what server you're connected to, and what TOPSpro Enterprise level. There's basic and there's enhanced.

So the Rolling Hills is using the enhanced. So some things you might have access to because it's what level you have and the state. So if you're in a different state, different server, you don't have access to certain things. So you might not have those access. So yeah. That's most likely why you're not seeing maybe possibly some of the California things or some of these other reports.

Everybody has different things, if that makes sense. But good question. So it will be different for each agency. Some states have extra things, some states have less things, as a general rule. And then-- so then essentially, you can right click show. But you can also do the columns. So if you don't like doing the right click, you can always click the columns up here and add it that way.

I want to move it over here, I want to add the city, I want to show their email. And then you can see all the different options and you just click OK. And now we've kind of popped up city and email over here as well. And if we want to get rid of them, you just hide the city, just hide the email. And then sort is going to be the same. You're going to notice up here, you have these little triangles, essentially, right? Up, down.

So if we want to filter by address, gender, or sort, it's going to load. But that's a way to filter all of them. Or by date of birth. Let it go. Well, it's got to load. I've got probably too many people. But once it loads, slowly, I probably should reduce it. You'll notice it sorts. Right, I'll get to the-- I missed one, I think. So when you do this, I will get to that.

So you can kind of set up exactly how you want, right? You can set up your columns, you can set up your sorts. If you click sort, you can add the different sorts that way. If you hold control, you can add multiple sorts that way. Then you can delete, if you need to delete it. We reckon to never delete cascades. So if we click delete, you will get rid of it. You can refresh, you can invite. If you click more, you can export.

I'm trying to get the scheme. I'll just get the schema. So the question is, if you set up your columns perfectly, if you set up your sort perfectly, if you have it, how can you save it? What you can do is you can click more and you want to go to schema. If you click schema, you can now say perfect setup. And you can save it. You can also say that, oh, yeah. So you can then save it.

And now it's named perfect setup or whatever, right? And if you click the dropdown, you have all the different options. You can go back to the default, you can switch back to the perfect. You can see I may have set up perfect-- multiple perfect setups. And now it's going to be-- let me see if I can make it a little wider for you guys. You'll see it up here. So if I close the students and go back to record, students, demographics, you'll notice I was, for a moment, I still have perfect setup.

And so that's all you got to do. If you want to go back to the default, you can go back to the default. If you want to go back to a specific setup you've done, you can. You can also save over the default, right? So if you remove things and have it set up and you want to just leave it default when you go to schema, you can leave it the same and still save it and still have that.

If you need to print it, you can print it out. If you want to export, you can export it out. You can view it. You can kind of request data. You can batch insert, you can batch edit, you can merge. So these are kind of the basic navigators within it. You can enroll students from here. So in the program years and then new is like when you create a new student.

I'm not going to talk about-- I will talk about filter, but you may have noticed I've kind of skipped over it. So what I am going to do is I'm actually going to create a student. And we'll talk about why I-- yeah, we'll import a third party.

Audience: So Luke, real quickly. That question was just, if you could cover where to find that.

Luke: So it's a wizard, right? So all wizards are going to be under the tools. So you go to the third party import wizard. And so when you go into that, you're going to go through, essentially, the wizard.

And that's when you're going to be selecting. I'm going to be doing attendance, right? So that's when you would need the attendance file. And then you would select it, and then you would go through that wizard where I'm uploading these files, I'm reviewing these, I'm importing them.

But yeah, anything with importing. If you're scanning, scanning wizard. If you're a third party import, third party. But under tools. So anything where there's like a wizard, a process, 99% of the time it's going to be under the tools. Sorry, I kind of missed that. I need to focus a little better. But when we're creating a new student, obviously we're going to use 10. Greatest number.

Go ahead and put Luke P. 2000, sure. You can put in basic information. That's kind of what we recommend at the minimum. As you can see underneath, you've got your SSNs, your SSN Consents, your SSIDs, your new GDID high-set tasks, CalJOBS ID. You can put in highest level of school, your case information. 2012 versus 2002 schools.

Your task, your high set, your races. Your contact information, consumer information. Now one thing I have noticed. Some people request special fields, and you can do that. You can still kind of email tech support being like, hey. Would it be nice to do this? It kind of goes through when we review, sometimes you add things, sometimes you can't add things.

But what I've noticed is if you do kind of have a special field or there's a fax field, I know some people have used that for their specific agency. Hey, we would just love a custom kind of field. This is-- we've kind of recommended. Some people use it that way. You don't have to, but I've seen agencies do that. You've got your disabilities, your special needs, your strengths, your communications, your primary guardian, your secondary guardian.

But essentially, the demographic, basic information you can kind of save. Now when you create it, I just created an account, right? Luke P, student ID 10. So if I go back to students, I should be able to-- so I didn't talk about this because I wanted to set this up. If we clicked a little filter here, the little funnels, we can starts with, equal with, ends with, contains, not available.

So if we say student ID equal with 10, or 10, and we click OK, they show up. Why don't they show up? Well because I have the perfect setup, and not using the default setup, I don't get to see that. But when I change it to-- I'm too good. When I change it to the default setup, I do not see 10, right? If I click filter, the reason why is there is a program year filter for current program year.

So because 10 Luke is not in the current program year, they're not going to show up. Hence, there's two options you can do. You can click on the filter and change it to all which it will set, which we could see them. Or you can always click the little red X. And this is going to be for all filters. So if you're in your definitions filter and your class listers. When you're looking for things-- or even, say, you're trying to recreate it and you don't see it.

And it says like, hey, this is a duplicate record. You cannot create this record. Any time you see that, it's because there's a filter blocking it. So any time you know for a fact like, hey, I created this or I know I have it or it's saying it's duplicated, you can click filter in any lister, anything at all. You can go up here and you can clear all these things. So right now, I'm searching just for 10. No more program year.

When I click OK, it's going to pop up perfect, right? Because I removed it. So that's something that you got to kind of be aware and kind of that's one of the problems when you're trying to find people. You can always go up here and either remove it or just select the all from the bottom filter. And now you'll notice there's no red X's, right? We're going to look at everybody and see everybody.

And so that's one of those things you've got to kind of be aware of. So if I wanted to, when you double click on a student and actually go in, you're going to notice there's a navigator on the far left. I'm trying to see current demographics example. Yeah. So we'll talk about this. So in the navigator, this is for the students. We're going to see edit view. The basic information we just put in.

But we can go to program years and this is where you can kind of add a program year, right? We don't have one for this year. So that's why we weren't able to see them. And we'll say North Campus and we can add it and we can save it. And so now we have '22/'23 program year. Student records. This is where you're going to see the records, the class enrollments, class records, program enrollments, program records, their tests, demographic history.

Employment information, surveys. So you can kind of see this information. If you do have student graduation programs and transcripts and other things like that, they'll be there as well. For the main part, pretty much, demographic history and above is what you'll be focusing on and what is really going to be used for. There'll be case studies or certain things where you might use the others alone, but demographic history and above is what you're really going to be looking at.

And so, any questions about any of those so far? Anything about when you're setting these up? Setting up special things. If you left click and hold, you can kind of drag it if you don't like the order. Or if you want to do it through the columns lister, you can move it up, move it to the right, add/remove, add them all or remove them all. So you have some flexibility there.

A lot of people just like to left click and drag or right click and show last name, show first name. Set up the columns that way. That's perfectly fine. There's no problem at all. Or last name, first name. Different ways. And then if you're going to save it like before, schema. You can save over the default or you can type in a new one. You know, perfect two, and save that.

And so there's no problems there. Or you can reset to default. So you have those options. How about student goals? So the goals are going to be under their student records. So that'd be-- that'd be a different lister, right? So that'd be records, students records. And they'd have goals under here. Or if you go from the demographics lister, since it's the highest level, the demographics lister is the highest level.

What that allows you to do is you can also see all the records attached to them. So you can go right to their student records and look at their primary goals and secondary goals and things like that, and type it in that way. No problem. And so another thing. I guess we'll do a quick little thing. So when you do install TOPSpro Enterprise and you're clicking install, it is Windows 10, Windows 11.

Windows operating system, right? So if you do have a Mac OS, it's not going to necessarily install. So if you have boot camp, I feel like, yeah. I think if you've got the boot camp utility, running in Windows mode that way. I think parallels works as well. There may be other third party programs that kind of run Windows OS on a Mac, and then you'll be able to install it. So that's the one kind of situation with that.

Are there any other kind of questions with that? I know I've been moving a little quick. I'm trying to-- I don't want to rush anybody. OK. So we're OK with that? And so since we do want to edit, we'll give you an example. So say they're missing some information and you want to change it. You can kind of edit anything here, right? So if we back up, get out of the records, go back to the demographics. We'll go to 10.

You can always edit information. This is how you just edit it, right? Like, oh, they didn't type in their full name. Now we'll type in their full name. Or maybe middle name. We missed the middle one. Or the date of birth is wrong. We can kind of go in and change these things, right? So you kind of always edit if you need to. If you go to the student records, you can always create a new one. It has all the things.

You can kind of set up your program year. We'll say last week-- with the goals, it's a little tricky, since you were kind of asking about it. You have to select primary checkmark in order to be a primary, right? And then if you do not select primary, that is what is considered a secondary goal. So that's the primary goal, select primary. If it's the secondary, don't select anything, just select it. And then you can just save that.

And that's all you have to do for the goals. And then when you go in here, since you're nervous about. Yes. So SSNs are secure. Everything is locked down in that regard. Check with, I guess, your state agency, federal guidelines as far as consent forms, things like that. Everybody's a little different. If you don't want users to see social security numbers, you can kind of go into your users access and disable that.

However, the one caveat, I guess, would be if you are the data manager or the data manager, they kind of have those rights. Or you have to have somebody, essentially, with max rights. If there-- I don't know if there's a way to remove that, I guess, from a standpoint of a custom group. No one's ever kind of asked that because people have always been able to, or needed to.

Essentially, one person has to have power to type these things in, edit these things, change these things. I don't know-- so I don't know if we could kind of create a custom one in that regard. But as far as like a generalized, I'm the data manager, I'm the only one with this access and I'm going to lock up all the consent forms and however you guys do it that way.

Then you could technically go into the other users and make sure that SSN is disabled where they can't see social security numbers at all. So there is a way to do it that way. You can mask it for other users. But if you do have a question about the data manager itself where nobody has access, I would email tech support just because I don't know if they're-- because I do know there does need to be at least one DM.

So I don't know if we have a special group, or how that would work necessarily. We might have to create one, I'm not sure. Or if that's something where you've just got to accept that as one person has to have that ability to control these accesses, if that make sense. But yeah. As far as everybody else, you can perfectly not allow it. So if you go to organization users, you have that social security option, I believe.

Now these are all data managers, but I think it's like the data access rates. So these are all defaulted right now. But is it under role access, personal access? Yeah. So like enable full SSN display. So you can enable, disable. Right now, it's default in the group so they have it. But you could go in there on your groups because the groups essentially are associated with the agency and just make sure that's unchecked.

And then always go in there, double check that. If you create a test one, log in. Yep, can't see SSN. That's what we want. Just always kind of double check the changes you're making, just to make sure they're actually working. And if you have any problems, give us a call or email us. No worries at all. That's a good question. Does anybody have anything else?

I know I got-- I'm a little early. Let me see if I miss anything. Any questions about filtering? Any questions about the filters? Any-- I got a-- the idea is to hopefully have a little bit of time for all the random questions at the end. Perfect. I guess we're OK. But yeah, that's the general layout, the general form. I do have a question, I guess.

So when you're bringing in data, going back to the third party import, if you guys in chat go ahead and say how you-- the four ways. I shouldn't have said four ways. But how can data be created in TOPSpro Enterprise, essentially? Does everybody know all the ways that you can get data into TOPSpro? Directly into T, yep. Just like we did right here. We went ahead and created a record. That's one way, just manually.

ASAP, OK. Third party program. So essentially, yep. Export, perfect. Also exporting from a third party. Anything else? Is there another way? Maybe scanning, if you guys still-- I guess nobody scans anymore. But TOPS forms, you can scan them in. And the fourth one, yep. I still scan, perfect. Awesome. What is the fourth way information can get into TOPSpro? Wizard.

From a test-taker when they answer the question, yes. So that's another thing you guys can do so. With eTest, if they're new, they're registering, they type in that student ID you give them. They fill all their demographic information, they take the test. That creates their account, that creates their demographics, that creates the test record. And that's the fourth way to get information into TE. Exactly. All right.

So does anybody have any questions about this? If not, I'm going to go ahead and hand this off to Adrian.

Audience: I have a question.

Luke: Yes.

Audience: So when your students come in and they take their eTest, how do you create a class from there? Like I still have trouble with-- we have all our students in TOPSpro, but they're not per class.

Luke: Yeah. So I think Adrian's going to go over that, but you just go to organization, classes, and you can create it that way. And then under eTest, if you did want it to be set up automatically that way, you can assign the test to a specific thing. There is some student portal stuff that's going to be coming out hopefully next month to direct import stuff.

But essentially, you create the class, get a class enrollment, and do it that way. But there are some other ways that's coming along, as well as if you want the test specifically to get attached. You can kind of set that up in the eTest, under the edit.

Audience: And what's the difference between definition and instances?

Luke: So you have one definition, and Adrian is going to create this as well. But essentially, you just have one definition. And then an instance is for a program year. So from 71 to 630. So that's why essentially you can attach the teacher to the definition side. But then you'll have multiple class instances for each program year. So kind of in that program, specifically.

Why would a student not show up under the student records but show under classes? So this could be because a student is not showing. So under student records are different than show under the classes, and that also can be a filtering thing. So if you're talking about like a specific class enrollment and you enrolled them but they're not showing up, what could be going on is there could be a filtering if they're not in the site.

So then you'd have that site enrollment as well. But again, that all goes back to the filtering. If you click on the filter, it will have a specific site filter. So if you remove it, you would see it, if that's what's going on. Or they need to be enrolled in the site and then would pop up because now they're in that site. But yeah, you can always click filter, remove all the filters and you will always see it.

Or if you enroll them in the site and it's filtering by the site, then they'll pop up because they will now be under that site. But that occasionally has-- it's very hard and tricky for you to create that scenario, but you can technically create that scenario. From a participant, a different question. How do instructors take attendance using TOPSpro? I have looked under tools and help and found nothing on support. So yeah.

So is Adrian going over that? She might go over it. That's also in the instances. I will quickly kill some-- I'll kill one more and then we'll-- so as long as they have the enrollment, they're going to show up under the attendance, right? So you go to your class instances, you open a class instance. You can go to attendance and put them in this way.

If you want the attendance form, all of this information gets converted to class records though. Class records are technically the attendance records, right? So this is showing the actual attendance. But yeah. But you can also take attendance this way. You can edit it, fill it in that way. But yeah, that's-- you can do attendance this way. Or you can import it or scan it in. Those are also perfectly fine. Yep, yeah.

Adrian, probably cutting into a little bit of what you're going to create in wiz. Anything? I think I'll go ahead and move on to Adrian and then she'll kind of cover the second half. And then if we have any-- hopefully we'll have a little bit of time, or we'll stick around and answer some more questions. Does anybody have anything about what I've covered so far?

All right. Go for it, Adrian. I'm going to go ahead and stop sharing.

Adrian Boggess: OK, great. Thank you, Luke. I'm going to go ahead and share my screen now. Give me one moment. OK. Just checking. Can everybody see my TOPSpro Enterprise screen?

Audience: Yes.

Adrian Boggess: OK. Thank you so much. OK. So what we're going to go over first is demoing how to add a site to your agency. So all agencies have a single site. So if you go under your agencies, that's where you're going to see your agency ID. And then to create a new site, what you're going to do is organization, sites. And as you can see, this one has two sites associated with this agency.

We have North Campus and we have one that was created. To create a new site, we're going to go up to new. And as you can see right now, this area doesn't have anything in it. Once we create the site, this is going to fill out. So let's say we want our site ID to be 2023. Site name is Rolling Hills Adult School South. OK. So after that, this is pretty much the basics that you need.

You don't have to put in a contact ID. It is helpful if you have the other site and you know who is running it. And then that way, you can kind of put in their name so you know who to contact there. Also if this is going to be an eTest site-- if they're going to be administering testing on this site, you'd want to click eTest so the testing sites show up. Then save.

And then from here, you can see the class instances that are associated with that site, class definitions, the students that are associated with that site. The users that are associated with that site, and so on. So that is how you add a site to your agency. Now we're going to cover how to add a user. So we're going to go back to organizations, users.

As you can see, we have 247 users. We are using Rolling Hills Adult School simulator, so there are quite a few users that have been created. To create a new user, we're going to go to new. And from here, what we're going to do is we're going to select the container which is, which site do we want this user to be associated with? Do we want this site-- this user to have agency access level, meaning they can sign to the agency and have access to both campuses.

Or do we want them just at the South Campus? So for right now, let's just put them at the new site that we created. So that is the site that they're going to be at. User account, we always recommend that you use the email of the user. Password is uniquely created and can be changed when the new user logs in. We advise to keep the password really simple, maybe 1234.

And then on this section down here-- before I get to groups, I just want to cover this down here. If you would like them to change their password when they log in the first time, you're going to click password should be changed. So that way, they can have their unique password. If you don't want them to change their password, you just would not select this. Access groups.

So this is where Luke was kind of touching base on how you can limit people's access to viewing social security numbers or other data. Access groups is where you're going to give the user whatever access you would like to give them. If you see the ones that have ET in front of it, that is an access group that is associated with eTesting. So if you give them access to be a coordinator, then they can go in and create testing sessions, replicate testing sessions, and have access to certain reports.

Proctor is this person can go proctor the eTest, set up stations, and launch the testing sessions for the students. Coordinator and proctor has access to both. And remote registration is for helping students who are testing remotely to register for the test. Next we have TE-based access groups. So you have TE, which is TOPSpro Enterprise. We have enhanced, which means the user has more access to view reports and edit data.

We have basic, which means they can view only and not edit data or manipulate data. If you want your user just to have the basic access and so on. There's some other access groups. Some can be uniquely made to have the name there. For right now, we're going to give this user-- they're going to be an ET proctor. Now you notice they populated, but you have to remember to click add.

If you don't click add, it's not technically there. When you give somebody eTest, coordinator, or proctor access, it's going to prompt you that you are verifying that they have completed their training and that they are OK to proctor and be a coordinator. Moving on down, the user contacts. This can be minimally filled out, if you would like, or you can fill out the whole thing.

The minimum requirements to have the user account created is a first name, if I could spell my first name. A first name, a last name, and an email address. And that is the minimum requirements that you have to have in order to create a user. Down here, we highly recommend not manipulating these menu access rights too much.

That is why we have the access groups created. So that way, it's kind of all defaulted in there. However, like Luke had shown, if you want to edit certain access rights as far as personal information and you want to do it individually, you go to add X-- add access rights. Enable full social security number display. We want to disable that. So that means if I disable it for this particular user, they are not going to be able to see the full social security number display. And I would just say add access right.

And that's all we have to do, once unselected. All these are just your basic clusters of what they have access to. If it has nothing in it, that means they have no access to it. If it's grayed out, that means they have access. So everything that is a blank box has nothing and the gray square, that means they have access. So you're done creating your user account, you just click on save.

And now that user is created. So let's go back and find the user. So you go again under organizations. You're going to go down to users. And from here, you can filter. You can filter by first name, user account, or email. We're going to go ahead and filter by email.

Luke: Let me. Sorry Adrian, one note. When it's gray, it is just the default from the access group. That's all that means. So it could be checked or unchecked. The gray just means it's using the access group settings. Sorry about that.

Adrian Boggess: Oh. That's OK. No, thank you Luke for the clarification. Then you can search for starts with, contains, ends with, or equal to. So we'll go ahead and do that. And I did not show up for some reason, so that's OK. Just go ahead and-- it's most likely because, as you can see, this is at the agency level and I put that user access group at the South Campus level.

So if I go to South Campus, then I see that new user I created. Now if that happens and you're like, wait, I created this user or I can't find a user and you happen to be on this agency level then you just go to sub sites. Once you click on sub sites, you notice our number is 247 right now. If I click on subsites, that's going to jump up and show me all of the sites.

So now it's going to show me like '22/'23 Rolling Hill South. Now I'm showing up because I clicked on the sub-sites. So if you log in and you're at your agency level and you can't find somebody, go ahead and click sub-sites or you can go this little arrow down and find the site that you want to look at. So that is how you add and manage users. Was there any questions about that?

If we use third party import, do we need to create user access into e still, or do their-- does their title automatically set their user access? So the answer to that I believe is it will not give them the user access unless you click that on the import selection. So I believe that is an option for import is you would select what user access group you would like them to have, the data manager would, and then it would carry over.

Otherwise if it's not selected, you would have to manually do it. OK, so moving on. We're going to go to class definition versus class instance. Class definition is basically a shell. So basically a class definition is a shell that you're creating. So you can create the class instances and have it housed in that section. Definition carries through from year to year.

It can be sent over, whereas class instance has to be replicated into the new year. So here's our class definitions that we have. What we're going to do is we're going to create a new class definition. We're going to go under new. The site-- so let's stick with the Rolling Hills South if we want to have the class definition there. If we want to have it at North Campus, this one was created most likely by a user who was in here playing around with Rolling Hills Adult School, which is perfectly fine. That's what it's here for.

Or we can do it at the agency level. So we're going to do it at the 2023 South. Class ID can be unique to what you would like it to be. If you're following a pattern, maybe it's by year or maybe it's by number sequence, alphabetical sequence. But you can make it whatever you'd like. If you want to make it like A101, that would be your class ID.

We normally don't recommend extended IDs unless you're going to be using this class with the same exact ID more than once in the year. So what I mean by that is maybe we're going to have an A101 Fall session, and those dates are going to be different. So we would then have an extended idea of Fall 2022 because that was the Fall of this year.

And so that would be our extended ID for this one, and then we would create another class definition with the extended ID of Spring 2023. So you can use that same class ID and the extended ID makes it unique. For this demonstration, we're not going to do the extended ID. Course code. I don't think that you have to have that in your course description.

We can go ahead and put in math class. Zip codes, these are put on by usually administration or your consortium has zip codes. This is primarily in California where you would click what that class is about. And that's a little bit deeper dive than what we're going to go into today. Staying with the A22 course code, same thing. There are just codes that label the class and give the class description of what it's going to teach.

Again, we're not going to go into that too much today. That's a little bit deeper dive than what we're going to cover. So once you create your class definition, you're going to select save. Now that that has been saved, you notice our navigator populated more options. So from here, we can go into the class instance. And I just want to show you again how this is very basic.

It's basically just creating the shell for the class ID and the description. Once we have our definition created, if we go in the class instances, from here you can see there's no class instance associated with this definition. We can do a new one. As you can see, there's a lot more information on this page that we can input. We'll start at the top where agency is that '22/'23 RHAS South. That is our site.

The program year is going to be for this current program year. Our class definition is A101. It is labeled as a math class. Our start date by default is always July 1, 2022, to June 30, 2023. If you would like to change these dates, you can. You can manipulate this to maybe that started October 3 and it's going to end-- we'll say next month.