Guide to Administrator Dashboard
This documentation is to support site administrators using their dashboard to set up and manage their EvaluateUR program.
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, where you can also view a Dashboard Tour video for an introduction to the features detailed in this guide.
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 all pairs once EvaluateUR has started, you may change the mid-research or end-of-research dates. If you wish to change default dates for a student-mentor pair without altering dates for all pairs, select that pair at the top of your dashboard instead, and select "Edit" under the section for Assessment Complete Dates.
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 Program-Wide Outcome Categories
For larger programs, it is unlikely you can observe and interact with all the students using all of the outcome categories. Use this box to select a sub-set of 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 Open-Ended Questions
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 on the assessments in Step 5 and after. Be sure to hit 'Save All Changes' if you add outcomes.
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 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 each filling out their own Initial Research Assessment for the student. The conversations will continue in the next step.
When the assessments have been submitted, Step 4 will appear as complete on the administrator's dashboard view.
Step 5 - Started Research
When student and mentor each submit their responses, they will be prompted to reload the page and continue the conversation while reviewing the Score Report. They will be notified of any differences in their responses and prompted to discuss those components. Learn about Student-Mentor Conversations
Step 5 will be highlighted in orange, indicating that the Research is now in progress following the completion of the Initial Assessment and conversation about the Score Report.
Mid-Research Steps (6 through 9 on the Dashboard)
Step 6 - Approaching Mid-Research
Dashboards will automatically move ahead into Step 6 when the Mid-Research date set at the start of the program is approaching. Emails will be sent to the research mentors, asking them to indicate whether they are approaching the mid-research point. If they are not on track with the mid-research date previously set, they are asked to contact the administrator to reset the date.
It is very important for the site administrator to ensure that mentors respond quickly to this message and take appropriate action.
Step 7 - Waiting for Release of Mid-Research Assessment
When the mentor has either confirmed the approach of the mid-research or contacted you to change the default date, Step 7 will appear in red, indicating that there in administrator action needed before the process can continue.
Administrator Approval: If the mentor confirms that they are approaching Mid-Research, you will be asked to approve the release of the Mid-Research Assessment. On the dashboard you can select "Approve Now" to move the pair to Step 8 and release the assessment.
Resetting Mid-Research Date: If the mentor notifies you that the research is not on track with with the default date for Mid-Research, select "Return to Step 5". You will then need to re-set the date for the mid-research point for this student-mentor pair. This will set the Dashboard back to Step 5 to repeat the reminders in Step 6 when the new date approaches.
IMPORTANT: Site administrators need to pay special attention to Steps 6 and 7. Some mentors do not remember to reply to the automated message they receive a few days before the mid-research point. If the site administrator does not discover this, a delay of several days or even a week or longer can occur. Catching this as soon as possible is best for keeping student-mentor pairs on track and ensuring a sound implementation of EvaluateUR.
Step 8 - Mid-Research Assessment
Step 8 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 9 - Second Half of Research
Step 9 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 (10 Through 12 on the Dashboard)
Step 10 - Approaching End of Research
Step 10 indicates that the default date for the End of Research is approaching. Emails will be sent to the research mentors, asking them to confirm that they are approaching the end of research. If they are not on track with the date previously set, they are asked to contact the administrator to reset the date.
It is very important for the site administrator to ensure that mentors respond quickly to this message and take appropriate action.
Step 11 - Waiting for Release of Final Assessment
When the mentor has confirmed the approach of the end of research, Step 11 will appear in red, indicating that there in administrator action needed before the process can continue.
Administrator Approval: If the mentor confirms that they are approaching End of Research, you will be asked to approve the release of the Final Assessment. On the dashboard you can select "Approve Now" to move the pair to Step 12 and release the assessment.
Step 12 - Final Assessment
Step 12 starts when you approve the release of the Final Assessment. Students and mentors will be notified and prompted to complete the Final Assessment. The step will be marked complete when the student and mentor have each completed the assessment.
The dashboard will show that the pair has completed EvaluateUR once the assessments have been submitted. The data for pairs that complete all 12 steps will be viewable in the "View and Export Data" tab. Learn about Using your Score Reports