Guide to Administrator Dashboard
This documentation is to support site administrators using their dashboard to set up and manage their EvaluateUR program.
If you are using the Student-Only version of EvaluateUR, see the Guide to the Student-Only Admin Dashboard
The dashboard is where site administrators carry out basic EvaluateUR functions such as: adding and activating student-mentor pairs; entering dates when they anticipate that students and mentors will start their research, reach the mid-point, and complete the research; keeping track of student-mentor pairs, including what steps have been completed and what steps have not been completed; previewing the surveys or actions to be completed; and viewing and exporting data.
Initial Steps - Getting Started
If you are just setting up your program to use EvaluateUR, you will need to go through the full Onboarding process.
You will need to have your password-protected account set up before accessing and setting up your dashboard.
Accessing your Dashboard
After you set up your password-protected account you will have access to your EvaluateUR dashboard using the URL generated for your program. You can access your dashboard using the link below, or from the top navigation bar.
Setting up the Dashboard or Making Changes to the Program
Box 1: Default Assessment Completion Dates
Setting dates: These are the dates you will use for completing steps in EvaluateUR. To determine the dates to enter in this box, plan around the timing of the start and end of the research experience.
Editing dates: If you wish to change the default dates for any pairs once EvaluateUR has started, you may change the mid-research or end-of-research dates for
After entering or editing the dates, be sure to hit 'Save All Changes'.
Box 2: Adding Student and Mentor Names and Email Addresses
Automated messages are sent to the email addresses you enter in Box 2. It is very important that you carefully enter your students' and mentors' names and email addresses, using email addresses will be checked often. After entering this information, be sure to hit 'Save All Changes.' Once you do this, you will be able to activate the student and mentor pairs. You are able to enter the students as soon as they are enrolled in the research program can activate them when you are ready to start EvaluateUR. If a student leaves during the course of the research, you have the option to delete the student using the "Delete this pair" option in the top left of the pair's block. You also can add any student later after you start EvaluateUR.
Box 3: Select Outcome Categories
You may choose to select a sub-set of outcome categories, rather than to assess all outcome categories. Be sure to save all changes after doing this. If you advance to STEP 5 before completing Box 3, all of the outcomes will be used.
Box 4: Optional Program-Wide Outcome Categories
In case there are additional outcomes that apply to your research program, you can add up to 3 additional outcomes here. These outcomes will be included in the assessments in Step 5 and after. Be sure to hit 'Save All Changes' if you add outcomes.
Box 5: Optional Open-Ended Questions
In case there are additional open-ended questions you would like to use in your research program, you can add up to 3 additional questions here. These questions will be included in the Student Pre-Research Reflection. Be sure to hit 'Save All Changes' if you add questions.
Activating Student-Mentor Pairs
Whether you are initially setting up the dashboard, or adding a student-mentor pair in after the start date, you will need to activate each pair when you want to EvaluateUR process to begin. Each student-mentor pair you have entered will appear in a block with names and email addresses once you have selected "Save all Changes". When ready to begin the EvaluateUR program, you can activate each pair individually by selecting "Activate this Student" at the bottom of the block OR you can activate all the pairs you have set up at once using the "Activate all Students" button below all your unactivated pairs.
Activating the pair(s) will send automated emails each student, prompting the student to set up their account and complete the Student Pre-Research Reflection. Mentors will receive an email notifying them that the process has begun.
Tracking the Progress of each Student-Mentor Pair
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Once activated, each pair will appear on your dashboard with a number indicating the step of the process and color-coded boxes indicating the status and progress of each pair through the program. The number of the current step will appear in large font in the pair's block, and the box for the step will be highlighted in orange. As steps are completed, the boxes turn green.
After you activate a student-mentor pair, Box 1 on the dashboard will be orange, indicating that the Pre-Research Reflection has been sent to the student and is awaiting completion. The rest of the boxes will be gray, indicating that these steps have not yet been started.
Pre-Research Steps (1 through 5 on the Dashboard)
Steps 1 to 5 should be completed for each pair before the research begins. The current step will be highlighted in orange and indicated by number in the block for each pair. By clicking on the block you will be able to expand the view to see when each step was completed.
Step 1 - Student Pre-Research Reflection
Step 1 is initiated when you activate the pair. The student will be prompted via automated email to create an account and complete the Pre-Research Reflection. The mentor will be notified of this by automated email. Once the student submits their Pre-Research Reflection, this step will be marked complete and Step 2 will begin.
Step 2 - Mentor Reviewing Pre-Research Reflection
Step 2 automatically begins once the student in the pair has submitted the Pre-Research Reflection. The student will receive an email notifying them that their mentor will review their Reflection. The mentor will receive an automatic email informing them that the student has submitted the Pre-Research Reflection and prompting them to complete their review.
Step 3 - Waiting for Release of Initial Assessment
Step 3 begins once the Mentor completes their review of the Pre-Research Reflection. The student will receive an email notification that the review is complete, with a link to read the response from their mentor. The mentor is notified that their review has been sent to the student. Both student and mentor will be prompted to discuss the reflection further in preparation for the release of the initial assessment.
Administrator Approval: You will receive an automated email at Step 3. When you visit the dashboard, the step for the pair will appear in red, indicating that the administrator needs to approve the pair before the initial assessment is released. Clicking to expand out the steps of the program, you can select "Approve Now" to release the initial assessment for the selected pair. Before you approve the assessment, it is a good opportunity to make sure that your mentor and student pair(s) understand the outcome categories that will be assessed. If you have not conducted the Orientation Session for mentors and students already, do so before approving in Step 3. Learn how to run an Orientation Session.
Step 4 - Initial Research Assessment
Step 4 starts after you approve the pair, releasing the Initial Research Assessment. Students and mentors will be prompted to meet and discuss the questions, while the student fills out the Initial Research Assessment. This initial discussion provides an opportunity for the student and mentor pair to identify some strengths and possible areas for learning that the student may have during the research project. Learn about Student-Mentor Conversations
When the assessment has been submitted, Step 4 will appear as complete on the administrator's dashboard view.
Step 5 - Started Research
Step 5 will be highlighted in orange, indicating that the Research is now in progress following the completion of the Initial Assessment and conversation. The score report from the Initial Research Assessment will be available an can serve as a basis for further conversation between the student and their mentor.
Mid-Research Steps (6 through 9 on the Dashboard)
Step 6 - Waiting for Release of Mid-Research Assessment
Dashboards will automatically move ahead into Step 6 when the Mid-Research date set at the start of the program is approaching. You will receive an email indicating that the date is approaching, and requiring you to check the progress of the student-mentor pair and approve access to the Mid-Research Assessment.
Resetting Mid-Research Date: If you see that the pair has not completed the prior steps, or if the mentor notifies you that the research is not on track with the default date for Mid-Research, you will then need to re-set the date for the mid-research point for this student-mentor pair. As the new date approaches, you will be reminded again to check their progress and approve the release of the assessment when ready.
It is very important for the site administrator to respond quickly to this message and take appropriate action.
Step 7 - Mid-Research Assessment
Step 7 starts when you approve the release of the Mid-Research Assessment. Students and mentors will be notified and prompted to complete the Mid-Research Assessment. The step will be marked complete when the student and mentor have each completed the assessment.
Step 8 - Second Half of Research
Step 8 begins when the Mid-Research Assessments have been completed. The student receives a score report and a notification that their mentor will schedule a conversation with them in a few days. They are also encouraged to reach out to their mentor if they do not hear back within a week. The mentor also receives a score report and instructions to schedule a conversation with the student.
End-of-Research Steps (9 Through 11 on the Dashboard)
Step 9 - Waiting for Release of Final Assessment
Step 9 indicates that the default date for the End of Research is approaching. You will receive an email indicating that the date is approaching, and requiring you to check the progress of the student-mentor pair and approve access to the Mid-Research Assessment. If the pair is on track, click the 'approve' link to give them access to the Final Research Assessment.
Resetting End-of-Research Date: If you see that the pair has not completed the prior steps, or if the mentor notifies you that the research is not on track with the default date for the Final Research Assessment, you will then need to reset the date for this student-mentor pair. As the new date approaches, you will be reminded again to check their progress and approve the release of the assessment when ready.
It is very important for the site administrator to respond quickly to this message and take appropriate action.
Step 10 - Final Assessment
Step 10 starts when you approve the release of the Final Research Assessment. Students and mentors will be notified and prompted to complete the Final Research Assessment. The step will be marked complete when the student and mentor have each completed the assessment.
Step 11 - EvaluateUR Complete
The dashboard will show that the pair has completed EvaluateUR once the assessments have been submitted. The data for pairs that complete all 11 steps will be viewable in the "View and Export Data" tab. Learn about Using your Score Reports.
Mentors and students will receive email notification of their completed assessments, prompting them to discuss their Score Reports once more.