OxCORT Course Director Role Sarah Holmes Business Systems Trainer - - PDF document

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OxCORT

Course Director Role

Sarah Holmes

Business Systems Trainer Business Services and Projects

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Agenda

• Introduction to OxCORT
• Roles in OxCORT
• Report Lifecycle
• OxCORT screens
• Future of OxCORT
• Further Information
• Questions

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What is OxCORT?

• Oxford Colleges Online Reports for

Tutorials

• All reports for undergraduate tutorials

(also M Jur and BCL) in one place

• Used to arrange teaching and write

reports

• Tutors can claim for teaching and

marking Collections

OxCORT stands for Oxford Colleges Online Reports for Tutorials. OxCORT is a web application that collects, processes and stores, reports written by Tutors for the undergraduates they have taught. It is also used for M Jur and BCL Graduate courses. OxCORT is used to arrange Tutorial teaching and for Tutors to write reports and claim payment. Tutors can claim for Tutorial teaching and marking (but not setting) Collections.

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Background

• System in use since pilot in 2006
• Based on a Cambridge initiative (CamCORS)
• During pilot OUCS was responsible for

development, support, maintenance and training

• Now BSP has taken over these roles and is

working towards v3

• OxCORT remains a college owned initiative

with the OxCORT Management Committee the governing body

The OxCORT system has been in use within the University of Oxford since the pilot scheme commenced in 2006. It is a system based on a Cambridge initiative (CamCORS) that allows tutorial reports to be written, read and processed online, reducing the reliance on previous paper based

• systems. It allows Colleges to keep a complete record of what has been

taught to each student and by which Tutor, including teaching arranged by departments and faculties on behalf of Colleges. During the successful pilot phase OUCS was responsible for the development, support, maintenance and training of OxCORT. During this phase further feedback was received and a wishlist of requirements

• developed. The priority developments were agreed and implemented over

the long vacation. There was insufficient time to develop the whole wishlist and the outstanding requirements are to be addressed this year. In September 2007 OUCS was unable to continue providing this service. Business Services and Projects (BSP) were approached to continue the development, support and maintenance of the OxCORT system, under the guidance of the OxCORT Management Committee, the governing body of the project. The data ownership and security rules are well defined and will be maintained in all future developments.

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Roles in OxCORT

OxCORT Management Committee Role View statistical information Authorise Course Director role Course Director Role View basic report information View tutorial arrangements Arrange tutorials (creates a blank report and emails the Tutor) Authorise Tutors Tutor Role Edit reports created for them Create new reports Submit reports Enter payment details View payment claims College Roles Tutorial Office Senior Tutors Organising Tutor View and approve reports Release reports to students Process reports for payment Authorise Tutor role Tutorial Office role can authorise

• ther College roles

Students Can view reports

• nline once

released (provided College policy allows this)

Students It is up to individual Colleges to decide the level of access. Students may be permitted to read their reports immediately after the Tutor has submitted them, or they may have to wait for the release of the reports by their College. Some Colleges may choose not to allow students to read their reports online at all. Once a student has left Oxford University, his/her account is automatically disabled and he/she will no longer have access to his/her reports.

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Course Director Role

• Used when departments are

responsible for arranging Tutorials

• Access is granted by the OxCORT

Management Committee

• You will see a ‘stub’ report
• Tutorials can be arranged using

OxCORT itself or by importing a .tsv file from another system

The Course Director role is used when departments are responsible for arranging Tutorials. Access is granted by the OxCORT Management Committee. Please email OxCORT Support (oxcort@admin.ox.ac.uk)to request access to OxCORT. You will see only a ‘stub’ or basic report, unless a College has granted you the right to see the full report. Some Colleges may refuse to allow you to access the report at all. Tutorials can be arranged using OxCORT itself or by importing a .tsv (Tab Separated Value) file from another system.

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Report Lifecycle

Course Director Role OxCORT Management Committee Role gives access to Tutor Role Course Director gives access to Tutor. Course Director assigns students to Tutor, which creates a blank (ghost) report. Student Role College releases report to Student. College approves and processes report for payment Tutor completes report. Tutor submits report to College for payment. College Roles

In the case of Tutors who are paid directly by their department, payment for the report should be invoiced to the College in the usual way. When creating the report, these Tutors should select the option ‘I do not require payment’.

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Accessing OxCORT

• http://www.oxcort.ox.ac.uk
• Via WebAuth
• 1. Go to http://www.oxcort.ox.ac.uk
• 2. Click on the OxCORT Live System button.
• 3. Login via WebAuth using your username and password. This is the

same one that is used to access WebMail and WebLearn. Your username typically consists of 4 characters followed by 4 numbers e.g. phar1234.

• 4. You will also see a button to access the Demonstration System,

although this will shortly be moving from the front page of the website (there will still be a link from the navigation bar). The Demo system is a ‘sandpit’ where you may ‘play’ with OxCORT. The information in the Demo system is not correct or up-to-date. Authorisation for the Demo system is given in the same way as for the Live system and you will need to log on to the Demo system through WebAuth as you do for Live.

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Selecting your Role

1. Once you have logged in you will see a list of roles available to you. NB: If you only have one role, this screen will automatically skip on to the next screen, the Main Menu. 1. If you have two or more roles, you will need to click on the required role, in this case the Course Director Role, to access the Main Menu. 2. Clicking Authorise Tutors on the Main Menu will take you to the screen where you can authorise access to OxCORT for a Tutor.

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Authorising Tutors

• 1. Clicking Authorise Tutors on the Main Menu will take you to the

screen where you can authorise access to OxCORT for a Tutor. A Tutor only needs to be authorised once to use OxCORT, so if the Tutor is already using OxCORT or has been given access by a College, you do not need to Authorise them again.

• 2. Enter the username of the person you wish to authorise to act as a

Tutor on OxCORT and click the Show button. NB If you do not know the username of the Tutor, you can click the Search for People button to look it up.

• 3. A message will then appear, informing you whether this person is

already authorised to act as a Tutor, a Tutor only needs to be authorised by one person. NB Authorisation lasts for one year, so each year, every Tutor will need to be re-authorised.

• 4. To authorise or re-authorise a person as a Tutor, click the Authorise

button.

• 5. Click the Main Menu link at the top left of the screen at any time to

return to the main menu without saving your changes. NB All pages have links at the top, which will link you to: Main Menu – takes you back to the Main Menu without saving your changes Help – Will open a new browser window with relevant text from the manual displayed Logout – Will log you out of OxCORT without saving your changes

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Main Menu

• 1. To arrange Tutorials manually, click on the Arrange Tutorials By

Hand option on the Main Menu.

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Arrange Tutorials By Hand

• 1. To arrange tutorials manually, select Arrange Tutorials By Hand.
• 2. Enter the Tutor’s Username and click the Show button.

NB Don’t forget the Search for People button if Username unknown.

• 3. Tick the names of the students for whom you wish to arrange Tutorials.
• 4. Select the correct Term and Year.
• 5. Enter the Topic (Tutors can change this, or enter the Topic themselves

if it has been left blank).

• 6. Leave the tick in the field named ‘After creating the reports, I wish to

send an email to the Tutor’ if you wish to send an email informing the Tutor of the arrangements.

• 7. Click the Create Report Forms button to finish. This will create ‘ghost’

report forms for the Tutor to complete. NB Ghost reports can be deleted by yourself. However, once the Tutor has entered information into the report he/she takes

• wnership and he/she becomes the only person able to delete

it.

• 8. After clicking the Create Report Forms button, you will be shown a

confirmation screen. Check the details are correct and click the Yes- Create Report Forms button.

• 9. If you chose to send an email to the Tutor, you will be taken to the

email screen. 10.At any point you may return to the Main Menu, without arranging the Tutorials, by clicking the link in the top left corner of the screen.

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Emailing the Tutor

• 1. If you chose to send an email to the Tutor to confirm the Tutorials you

have arranged, you will automatically be taken to the email screen from the confirmation screen.

• 2. You can include other people on the email, if you wish, by ticking the

relevant fields at the top.

• 3. You may also edit the Subject and main body of the email to your

preferred wording.

• 4. Click the Send Email button once you are happy with the contents and

recipients of the email.

• 5. At the bottom of the screen you will see email links to all the relevant
• parties. If you have an email client configured on your PC, clicking

these links will start a new email with the relevant email address in the To: field. You may also copy and paste the email addresses shown on this screen.

• 6. At any point you may return to the Main Menu, without sending the

email, by clicking the link in the top left corner of the screen.

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Main Menu

• 1. To use a file to import the tutorial arrangements in bulk, click on the

Bulk arrange tutorials from a file link on the Main Menu.

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Bulk Arrange Tutorials from a File

• 1. Select Bulk Arrange Tutorials from the main menu.
• 2. The file that you import should be a .tsv (Tab Separated Value). You

can create this either by separating the values with the tab key in a text file, or by creating the data in a spreadsheet using the Save As option to save it in the correct format.

• 3. In OxCORT, click the Browse button and select the file. Click the

Import button to import the data. This will create blank (ghost) reports for the Tutor/s to complete in OxCORT.

• 4. This method should be used when a different system has been used to

arrange the tutorials. By exporting the tutorials from the other system into a file and then importing this file using the above method, the data will be transferred into OxCORT.

• 5. At any time you may leave this screen and return to the Main Menu

without completing the import by clicking on the link in the top left of the screen.

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Other Menu Options

• View Tutorial Report Information

Other options shown on the Main Menu include: View Tutorial Report Information:- This will take you to a search screen where you can search for reports that have been created in the system. To open a report click on the name of the student for the report you wish to view, or tick the report/s you wish to view and click the View button. To delete a report you have created by mistake, place a tick next to the report/s that you wish to delete and click the Delete button. NB This only applies if the Tutor has not yet saved any changes to the report. To display one or more reports as a pdf file (usually for printing purposes), tick the required reports and click the Display PDF button. To send an email to one or more person associated with the report, tick the relevant report and click the Email button. To export information from one or more reports into a spreadsheet, tick the relevant report/s and click on the Export Data button. Select the required fields to export and click the Export Selected Fields button. NB You may have to scroll down the screen to view the reports

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Other Menu Options

• View Tutorial Arrangements

Other options shown on the Main Menu include: View Tutorial Arrangements:- This will show you a list of all the Tutorial Arrangements for this term, followed by any unsubmitted reports for previous terms. You can view all the reports related to a particular student by clicking on his/her name from this screen.

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Other Menu Options

• Search for People

Other options shown on the Main Menu include: Search for People:- This will allow you to look up information about individuals on the OxCORT system. You can search by: Surname, First Name,Student/Non Student, College, POS, Year of Study or Username. The results will show you all the above information about the person. Whenever you are required to enter a username in OxCORT you will see a Search for People button, which will allow you to search for someone via this screen.

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Other Menu Options

• View your Permissions

Other options shown on the Main Menu include: View Your Permissions:- This screen will show you which Programmes

• f Study are allocated to you, which Colleges are withholding access to

reports and which Colleges are withholding access to the full reports (but will allow you to view ‘stub’ reports).

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Viewing Reports

• Unedited ‘Ghost’ Report
• Completed ‘Stub’ Report
• Full Report

There are 3 views of reports that you may see in OxCORT: Ghost report: This view will show only basic details of the report and will appear with a dotted line around the edge of the report and a grey

• background. This view is seen when the Tutor has not yet edited the

report. Stub Report: This view will show only the basic details of the report but with a solid line around the edge. This view is seen in either of these circumstances:

• 1. The Tutor has edited but not yet submitted the report.
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• 2. The College has only allowed you access to the Stub report.

Full Report: If the College has decided to allow you access to the full report, you will see this view once the Tutor has submitted the report. All report views include email links to the Student, Tutor, College and Organising Tutor. These links appear at the top of the report and are underlined in blue.

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OxCORT v3

• BSP further developing OxCORT
• OxCORT v3 to be implemented for new

academic year 08/09

• Working group established
• 6 main work-streams identified
• Plus an additional 3 key changes

– Revision Classes – Co-Taught Classes – Monitoring Collection Marks

The overall aims of the project this year are to further develop OxCORT in line with requirements defined by current users and the OMC, provide appropriate levels of training for all users and to have OxCORT v3 implemented in time for the new academic year 08/09. A working group has been established, comprised of users with experience of the various OxCORT roles. The working group will form a major part of the development project, and will be the main source of information for the project in terms of understanding current processes. It will also suggest and advise on improvements to the current processes and procedures. OxCORT v3 will comprise of 6 main work-streams (see next slide). Outside of these work-streams, the following three additional items will be implemented in advance: Revision Classes Co-Taught Classes Monitoring Collection Marks

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Project Aims & Objectives

• Improved data feed between OSS &

OxCORT

• Integration of Units of Assessment
• Development to address the needs of

Departments which organise teaching for Colleges

• Enhanced management information provision
• Incorporation of payment calculation and stint

monitoring

• Improvements of the end-user interface

– Improvements also to the web site

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OxCORT Help

• Accessing OxCORT

– Requesting a WebAuth account http://www.ict.ox.ac.uk/oxford/username/ – To get your password reset https://webauth.ox.ac.uk/reset_password – Virtual Card for Non-University Staff www.admin.ox.ac.uk/card/oxonly/appform.shtml

• Other OxCORT problems

– Email: oxcort@admin.ox.ac.uk

• OxCORT manuals

– www.oxcort.ox.ac.uk/documents.html – Help link on each screen within OxCORT

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Questions?

Over to you