School Designee
User Manual
Version 7.2.0
School Designee
User Manual
Version 7.2.0
Forgotten Password or
Login Id
Login with Login Id and
Password
Applicant Personal
Information
Compliance
Category: Student Services
Compliance
Category: Personnel
Benchmark
Task Category: Personnel
Task
Dashboard: Pending Review
The specific web address will be supplied by Critical Elements to the client.
The client will either point the mouse to the Existing Login ID (click here) or to create a new login id for a school designee, the client will send an email request to the appropriate person. Your accounts have been established by Critical Elements.
If you have forgotten your Login Id or Password:
Place your mouse cursor over:
“Forgot your login id or password? Click Here”
And click your left mouse key.
This screen will enable you to recover your Login Id and Password by the system sending the forgotten information to you in an email.
If you have forgotten your password, by submitting your Login Id to Critical Elements, your password will be reset by our HelpDesk.
If you have forgotten your Login Id, by submitting your email Id to Critical Elements, you will be sent the appropriate information about your Login Id and Password by our HelpDesk.
If you feel that you do not have a login id or that none of the above applies, submitting an email with the required information will permit our HelpDesk to take the appropriate action.
If you have no issues with remembering your Login Id or Password, use the following screen.
Enter Login Id
Hit Tab
Enter Password
Hit Tab
If you are a Designee that is working at multiple Schools, you must enter the school code with which you will be working during this current session. If you are a Monitor, or a Designee assigned to one school, you should not enter a school code.
Place Mouse cursor over Login and left click
Some common Icons you will see in the navigation box throughout the system are exhibited below with an explanation about their use:
|
|
This is your Artifact icon. It will be used when dealing with any files you have uploaded into the CSCMS system. |
|
|
This is the School Applicants icon and clicking on this icon at any time will bring you to the School Applicants list. This feature is available only to school administrators. |
|
|
This is the Calendar Icon. Clicking on this Icon at any time will bring you to the calendar screen. |
|
|
This is your School Information Icon. Clicking on this Icon at any time will bring you to information about your school. |
|
|
This is the Attach Files Icon. Click on this Icon to add documents as a part of satisfying the requirements of a task. |
|
|
This is a Back Icon. It appears at logical points throughout the system where it is useful to return to previous logical screen. |
|
|
This is your Help/FAQ Icon. You may click on this Icon if you are in need of getting help or reviewing some of the Frequently Asked Questions. |
|
|
This is the Delete Icon. Clicking on this Icon will delete the document to which it is attached. |
|
|
This is the expansion icon used to expand the notes present in the documents shared with the designees. |
|
|
This is the Expansion Icon used in the Reviews section. It is used to expand a Compliance Category to review the items associated with the Compliance Category. |
|
|
The download file icon is used to view documents attached to a benchmark. |
|
|
|
This is the primary desktop screen. Consider it a “home base” for operations in the CSCMS system.
The Desktop screen has 10 unique segments used for navigation and information purposes.
1. This is the icon upon which you may left click to enter the Calendar Screen
2. This is your help area. Place the cursor over this button and left click to obtain information about the system, a procedure to contact our help desk, or obtain training materials
3. You have been brought immediately to the Benchmark Schedule screen. However, when you have navigated away from this initial screen, you may place your cursor over the Benchmark Schedule item and left click to return to this screen.
4. This is the School Structure area.
5. This icon will take you to the School Applicants screen
6. This icon permits you to view past school year data by adjusting the period.
7. Your Name is a hypertext link used to bring you to the user profile screen
8. Once you have completed your tasks, click here to log out of the system.
9. This is the Task Dashboard, used to give you a single snapshot of tasks that you have submitted to be approved, tasks that are pending review, incomplete, or past due
10. This is the communication area that signals the number of alerts, documents, and reviews that have been posted to your work area.
This screen will empower you to change personal information about yourself, add a Clue Question and Answer, and/or change your password. I suggest that you change your password at this time to one that you will remember. Once you have added or changed the information, left click on Update.
You will be brought back to the same page to verify that the changes have been made.
Now left click on the Calendar Icon (
).
The system Administrator populates the Calendar with the events/tasks/benchmarks to which the Designees must respond.
By viewing the Calendar, you will see School Holidays and Tasks that your Schools will respond to for the entire year.
To download the calendar to your outlook instance, you may
left click the ICS Icon (
). This will open a download box asking if you
would like to open the download via Outlook, or save the file. Save the file. You may then open your Outlook and Import the
file which will place the calendar items in your Outlook calendar.
Now let’s review the Benchmark Schedule by left clicking on
the Benchmark Schedule Icon (
).
In this screen you can see all of the tasks currently due for your school
First, let’s left click on an item that is not yet complete.
By left clicking the Benchmark Description, we are brought to the Benchmark Details screen.
Here you will see the date the Benchmark was posted to the system, the date the benchmark is due, a description of any documents required for this benchmark, and any artifacts your school has submitted to support the submission of data on the benchmark. If the task requires a specific document format, you should download the format from the District web site by left clicking on the “clicking here” hypertext in the description of the task. In this case, we see that that this benchmark requires one document to be submitted by the school.
You should also notice the quick link hypertext in the Benchmark Issues section that permits you to jump to documents or reviews that pertain to your school. Should you decide to left click on either hypertext, you will be brought to the Document Management screen or the Reviews screen.
You will notice the section of this screen, Benchmark Issues, that permits adding a comment at a task level. In the text box on the right side of your screen, Issue Details, you may enter information, pertinent to this task, you wish to share with the Monitor. After entering the issue details, click on Submit New Issue. This will enter the issue into the system for all Monitors to view and email the issue to the responsible Monitor.
For some benchmark you will be required to use forms provided by your authorizer. In the past, these forms were linked to a benchmark by linking to external websites. CSCMS enables attaching one or more files to a benchmark which you can download to your hard drive and use in order to comply with the benchmark. A benchmark that has attachments that you need to download and use will display a rectangle with a short message and a link that you can click on.
Upon
clicking on the download link a popup window will appear listing the files that
you need to download. After you are done downloading all the available files
click on the (
)
icon at the top right corner of the window to close the window and resume
working on the current benchmark.
I
Now you see the issue you just entered. Once you are finished entering the issues you wish to share, and may now move on to fulfilling the requirements of the task.
You may review the any Artifact Item you placed previously
in your work in progress by left clicking on the Artifact Icon (
). If the artifact is a word document, MS Word
will be activated and the document may be viewed. Likewise, if the document is an Excel
document, Excel will be activated. The
left clicking of the Artifact Icon will bring up the software your systems uses
to view that type of document.
To add a document, you have multiple choices on how this may be done.
CSCMS supports 3 types of benchmark artifacts:
1. File
This is the most common type of artifact and is indicated by
the (
)
icon. It allows designees to uploaded various files and attach them to a given
benchmark. The following screen will appear when you click on the “Attach
Uploaded Document” icon:
Be sure to use your browse button to locate the proper file. Also, be sure to enter a Comment to describe what task the document is meant to fulfill. Then left click on the Submit button.
2. Form
This type of artifact is indicated by the (
)
icon and left-clicking on it displays a pre-defined data entry form that has
benchmark specific data the user has to fill in and submit. Essentially, the
data pertaining to this benchmark is captured rather than uploaded. Designees
are the only users who can update the form’s data and once the benchmark has
been reviewed by a monitor and its status updated as complete, designees will
lose the ability to update the locked form.
3. Link
This type of artifact is indicated by the (
)
icon and left-clicking on it will take you to another screen within the CSCMS
system. The specific screen will contain information that was previously
entered by you or another designee at your school. This information pertains to
the current benchmark and the link artifact provides an easy way to navigate to
the pertinent information and back without losing context. An example for a
screen that is typically related to a benchmark is school board members or
emergency contacts.
The above screen is an example of a typical on-line form in
CSCMS. The structure and look-and-feel of all the forms is similar; however,
the actual content and form fields will greatly vary.
Upon returning to this screen, we see that the document has been added. If one document satisfies the requirement, you may submit the benchmark task by left clicking on the down arrow next to Status and choosing Ready for Review.
If the document did not fulfill the requirements of the task, you may choose any other status permitted by left clicking on the down arrow next to status. From the following choices you are permitted to select only the options that are highlighted here in green:
Be aware that if you submit a task for review (Status set to Ready for Review) and you know that it is incomplete, the Monitor will inevitably mark it as Missing Information or Missing Document and return it to you. You may enter a Status of Under Preparation and left click Update, knowing that the task has not been fully completed. If you are satisfied that the task has been completed, enter a status of Ready for Review and left click Update.
Upon left clicking Update, the following screen will be returned to you.
The Monitor is now alerted that they must review this task and approve or disapprove it. If the Monitor disapproves it, it will be returned to you as an incomplete task with a status to that effect.
Now let’s look at our School Information by left clicking on
the
If you are a school administrator (also referred to as “Primary Designee”), the School Applicants icon will be available to you on the main menu. Designees who are not the school administrator for the school will not see this icon
By left-clicking on the (
)
icon you will get the following screen:
The purpose of the School Applicant screen is to allow school administrators to submit personal information of persons who apply for a position with the school. Furthermore, anybody who is directly associated with the school (for example, board members, emergency contacts, etc.)
Submitting a request for a new job / title applicant is a
multi-step process through which CSCMS will walk you. To start the process on
the (
)
icon and get the following screen:
The first step in submitting a new applicant request is
entering the Social Security Number (SSN) of the applicant. You may enter all
zeroes (000-00-0000) if the type of job or title does not require a background
check and drug screening. The SSN field cannot be empty and you must enter a
valid SSN or all zeroes. Click the 
button to continue to the next step.
The next screen depends on the SSN that was entered in the previous screen. If you have entered a valid (non zero) SSN and there is already a record in the system for this person then CSCMS will prompt you to decide if you wish to use the existing record or create a new one. The purpose of this step is to prevent the unnecessary creation of duplicate records for the same person.
If you are certain that the existing record matches the
person you are entering the request for just check the person’s record (there
could be multiple ones) and click the button.
If the SSN was not found in the database or you chose to create a new record for the person then you will be taken to the following screen:
In order to continue with the creation of a new person
record you must additional identifying information, such as first and last name
(middle name if applicable), gender, date of birth and employee id if the
person has one. Continue to by clicking the button.
In the above screen you are prompted to select the Job Category for the applicant. Once a Job Category is selected the screen will automatically refreshed and a new drop down list(s) will appear for the Position and Certification (id applicable).
You will notice that instead of a button you will now see a 
button which indicates that this is the final
step for submitting the application request. Upon a successful submission of
the request, you will be automatically forwarded to the School Applicants
screen and the new request will appear in the list.
Each application request record will include two
fields that are actually hyperlinks to other screens:
Request No.In order to view the application request, click on the numeric value in the Request No. column.
We shall review this screen in the next page.
In this screen you may view an existing application request and communicate with monitors and district personnel regarding at issue that pertains to this application request and applicant.
The only field that you can update is the Remarks text area. Simply type your comment and click Update. CSCMS will notify the pertinent monitor(s) by sending them an e-mail message with the content of your remarks.
Applicant Personal Information
In this screen you can view and update the applicant’s personal and contact information.
You may only update certain personal and contact information (only fields you can type in are updatable). Contact information can be added or removed from this screen. In order to add a contact for the person select a contact type from the list, enter the contact data (i.e. phone number, e-mail address), and add comments if needed and click the Add Contact button. You delete a contact from the list by clicking on the red x icon on the left-most column.
This screen displays the information the system retains regarding your school. You may not update the information. If you find any of the information to be in error, please notify your Monitor to correct the information.
Please view the Communication Box in the upper right corner of your screen. In this box, you will see Alerts, Documents and Reviews. The format of the numbers displayed next to each of these items is XX(YY), where XX is the total number of communications for the item and YY is the number of Unread communications for the item.
To read an Alert, or Document, left click on the XX(YY) number next to the item.
Let’s look at Alerts first.
You’ll see that we now have a number of new Alerts in our In Basket (notice that there is room for a scroll bar on the right…to see the remaining In Basket Alerts you would scroll down), as signified in the Communication Box as (nn). The message in the communication Box is Alerts: yy(nn). This tells you that you have yy Alerts in total, yy-nn you have already reviewed and nn New Alerts.
Now look at the any new Alert presented in this screen. This Alert tells you that some action has occurred in the system, of which you should be aware. There is a hyperlink to click. Left click on a Task hyperlink. You will be presented with this screen.
So we clicked on an approved task. As you can see, the task has been approved as Complete and a Score assigned by the Monitor. At this point, you may not make any changes to the task. Scoring will be utilized by the Monitor as one method of determining the success of your school.
For this exercise, note that the New Alerts indicator has been decremented by one (due to reviewing the current Alert) , now showing that we have one less new Alerts to review. You can go back to the New Alerts screen by either
1. Left clicking on the nn(nn) next to Alerts in the Communication Box
2. Or, left click on the Back Icon (
).
Then click on the View Old Alerts Button.
Here you see the Alerts read, now placed in the Old Alerts File. You can retain all Alerts or delete them selectively by placing a check mark (left click) in the box to the left of the Alert and then left click the Delete button.
Now let’s review the Documents (aka Notes/Letters) that have been sent to you. Place you cursor over the number next to Documents and left click.
The task level benchmark issues and letters from your monitor are stored in this portion of the system. There is no opportunity to modify, delete, or mark as read.
Notice the download file icon (). By left clicking on this icon, you may view
any attached files the Monitor has sent to you.
Note the expansion icon (
). By left clicking on this icon, you may see
the entire contents of the note sent to you.
Now let’s look at Reviews. In the Communication Box you see that you have a total of n Reviews. Left click on the n next to Reviews.
This screen displays the Review that was performed on your school. The status exhibited is Pending Sign-off which means that the Monitor has completed the Review and is seeking your acknowledgement that you have read the Review and understand where improvements, if required, must be made.
Let’s click on the details of the Review first, by left clicking the Details hyperlink.
Import Note: a compliance review may refer to benchmarks from a previous school year. In this case CSCMS will automatically change your school year context (also referred to as Period) to the previous year. You will be notified of the automatic switch with a pop up message (see below). Also, you will notice that the school year caption is highlighted in Red instead of Green to indicate that you are in a previous archived period context.
You will note that a Review consists of 14 Compliance
Categories. Each Category is composed of
a number of Review Criteria, the number varying from Category to Category. To view the Criteria, left click on the
Expansion Icon (
). Let’s expand the Student Services category.
You will see the 13 Criteria that compose the Student Services Category. You can also see the status of each of the 13 Criteria and any comments associated with that specific Criteria. You can also view any comments the Monitor may have written in their review relative to the Category in general.
Left click the Expansion Icon to deflate the Student Services category. Now left click the Expansion Icon next to Personnel.
You are now presented with the Compliance items associated with Personnel. These items are defined by the Monitor community as specific review items that are included in a site review. In this example, we have 19 Criteria that must be reviewed as part of the site review. Each Criterion will be assigned a status of Satisfactory, Deficient, or Not Applicable (NA). You will note that the Monitor is also permitted to enter comments on a Criterion level and on a Category level.
Please note the Benchmarks hypertext located at the rightmost portion of the line associated with this category. This hypertext indicates that benchmarks affecting this category may be present. Each Benchmark Task within the system is also categorized into the same 14 Compliance Categories present in the Review process. Left click on the Benchmarks hypertext for Personnel to see if any Benchmark Tasks are related to this item.
Monitor Designee Administrator Supervisor
Here you can view all current and past Benchmark Tasks associated with the Compliance Category Personnel. You will not be able to view future Benchmark Tasks, as these tasks will have a status of NA and have no effect on the Compliance visit. If the Benchmark Tasks are directly related to the Compliance item, these benchmarks may have an impact on the status assigned to the item.
Left click the back icon to return to the Compliance Category screen. And left click now on the Reviews tab to return to the Reviews screen.
Now, let’s look at how to print or view an entire Review.
The above screen permits viewing a review, and subsequently printing and/or saving the review, in three possible formats:
1. HTML
2. RTF
3. PDF
You can choose the format, depending on your needs by left clicking on the down arrow next to Document format in the header. After choosing the format suited to your needs, left click on View. For this example, let’s look at the PDF format.
The report has a print of the entire Review. The first page is always the Summary placed in a header, and the Review Details screen. Subsequent pages are based on the expansion of each Review Category with all Criteria associated with each Category.
When you have completed viewing the report, you may close your PDF viewer and return to the School Compliance Review Screen. You might want to step through the remaining two views: HTML and RTF. Depending upon your needs, you may download and view a Review in any of the three formats.
When you finish viewing the differing formats, return to the Review Summary.
Here you see the request for an acknowledgement of receipt. After reviewing the details and the summary of the review, please place a check in the checkbox next to Administrator’s Acknowledgement. Then, left click on the Administrator’s Acknowledgement button. This action will alert the Monitor that you have read the review and agree to the statement presented on this page. This is the same as applying your signature. Once submitted, it is the same as having signed a document and sending it to the Monitor.
You will be returned to the following screen.
Please note that the status has changed from Pending Sign-off to Signed-Off.
This completes Reviews. Now, let’s look at the Task Dashboard.
The last area to review is the Task Dashboard. This is a quick method to review how many tasks you have pending to complete, how many tasks have been reviewed, the number of tasks that are late in being submitted by you for review, and finally the number of tasks that have been determined to be incomplete.
What we see is that you have n Approved, n Pending Review, n Incomplete and n Past Due tasks.
The numbers next to each of the categories is a link that may be clicked on the link you to the Approved, Pending Review, Incomplete, or Past Due tasks available to you.
First, let’s left click on the Approved tasks.
This tells you that you have tasks that has been reviewed and approved. A task that you submit for review as either Ready for Review or Exemption Requested and has been subsequently approved by the Monitor is placed in this category.
Please note that you may sort this list by left clicking on
the 
)
indicates the currently displayed sort criteria.
Likewise, a task that you submit for review as either Ready for Review or Exemption Requested and has not yet been reviewed by the Monitor is placed in the Pending Review category. Let’s left click on the numeric next to Pending Review to see what the Monitor is charged with reviewing.
You currently have tasks waiting for the Monitor to review and take action upon.
The two areas of the Task Dashboard that should be used as a work list for you to take action are the Incomplete and Past Due Categories. Similar to the Approved and Pending Review categories, you may left click on the numeric next to the Incomplete and Past Due categories to get to the items upon which you must take action.
Let’s look at the Incomplete.
A task reviewed by the Monitor and determined to be Missing Information or Missing Documentation will be given an Incomplete Status.
Now let us look at the organizational structure associated with the school. Left click on the Structure icon.
Here you see the 5 areas of the organizational structure. By left clicking on any of the 4 hypertext organizations, you will see the members of that organization. Let’s look at Governing Board.
Here you see information about the members of the School Board. The Monitors and the Administrator may update the member list.
This concludes the
User Manual for the School Designee Role.
