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Access University Organization Admin Functions

Level Access University

Organization Admin Functions

  1. View/Run Cohort Reports
  2. View/Run User Reports
  3. Add Users to a Cohort
  4. Bulk Upload Users to a Cohort
  5. Edit Cohorts
  6. View Completion Progress Reports 

There are four buttons that are available to the org admins in the left-hand navigation. These buttons are not available to standard users/students: Reports, Cohorts, Upload users, and Edit cohorts
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  1. View/Run Cohort Reports
  • In the left-side nav, Select Reports>Select the name of an organization. Org admin will only see the organization to which they are the org admin. If the org admin is the admin to only one organization, then the dropdown will default to that organization. Once the Organization is selected, the Cohort name dropdown will be populated.
  • Select Cohort Name. Once you select the cohort name, the Course Name dropdown will be populated.
    • Select Course Name (you may also multi-select or Select All)
  • Select Submit. The wait time will depend on how many users are in the system, but it’s generally quick.
  • Data will be displayed for the organization only.
  • Data points that are included in the report are as follows:
    • Username, Full Name, Email, Organization Name, Cohort Name, Category, Course Name, Last Access Date, Completion Date, Grade, Status (Not Started or In Progress or Complete)
  • You can search for any of the contents in all columns via the Search box in the right-hand corner.
  • You may copy the contents of the results by selecting the Copy button (and paste into another document if you choose).
  • You may add or remove columns by selecting the Column visibility dropdown
  • You may download the report into an Excel doc (Select the Excel button) or into a PDF (Select the PDF button). 
  1. View/Run User Reports
    • Select Reports>Select the name of an organization. Org admin will only see the organization to which they are the org admin. If the org admin is the admin to only one organization, then the dropdown will default to that organization. Once the Organization is selected, the Cohort name dropdown will be populated.
    • Select Cohort Name. Once you select the cohort name, the Course Name dropdown will be populated.
    • Select Course Name (you may also multi-select or Select All)
    • Select Submit.
    • Data will be displayed for the organization only.
    • Select on the user’s name in the Full Name column to view the individual user report (e.g., Megan Alfaro)
  • You will be taken to a screen that gives a color-coded overview of the user: Fullname, Email, Number of Enrolled Courses and Completed Courses. You may search this report, copy the contents, add or remove columns and download the report to an excel or pdf file.
  1. Add Users to a Cohort
  • Select Cohort (in the left navigation)>Find the Name of the Cohort that you would like to add members to. In this example, we’ll add members to the Designers Cohort. Select the Edit icon on the far right:
  • The left side of the screen displays the current users that belong to the Designers cohort. On the right side, there is a list of Potential Users. Select or multi-select the members that you want to add to the cohort and select the Add button. No need to save, the users have been successfully added (and you will see their names on the left side that says ‘Current Users’)
  1. Bulk Upload users to University.
  • Select on the Upload Users button in the left-side navigation.
  • You will be presented a screen that will require you to upload a CSV file with all of your user information. Please note that the CSV file must be formatted in exactly the same way as the sampleUpload.csv file attached to this article. We can provide all customers with a sample template to use; to receive a custom one, you can reach out to ampsupport@levelaccess.com.
    • firstname, lastname, email, username, idnumber (optional), institution, cohort1, cohort2 (optional), .. (NOTE: you must name your columns exactly as described above.  The 'institution' field corresponds to the Organization in University that will be used for reporting for the user and the cohort1 field corresponds to the cohort that they should be a part of.  You can add cohort2 optionally if they should be in multiple, and idnumber optionally if you want to use it as an identifier. 
  • Now you are on a screen where you will upload the file. Browse to choose your file and select Upload Users by Organizational Admin
  • You will be presented with a preview screen of the users you have uploaded. For 'upload type', choose 'add new and update existing users', for 'existing user details', choose 'override with file'. This will ensure that all changes are applied. If everything looks okay, scroll down and select the blue Upload Users by Organizational Admin button.
  • Your users will now be added into the system.

5. Edit Cohorts

 

  • Select the ‘Edit Cohorts’ button in the left-hand navigation, and you will be brought to the Cohorts screen.

  • On the Cohorts screen, select your organization from the ‘Select Organization’ dropdown. After you select your organization, the ‘Select Cohort’ dropdown will autofill with the cohorts that belong to your organization.
  • Select your cohort that you would like to add courses to.
  • Select Submit, and you will be brought to the Add courses to cohorts screen.

  • To add courses to a cohort, select the ‘Add Courses into cohort’ button.

  • You will be presented with dropdowns that show your cohort and all of the available classes that you can add into your cohort.
  • In the ‘Select Course Name’ dropdown, select the course(s) that you would like to add, and select Submit.



Removing courses from a cohort

  • To remove courses from a cohort, Select the ‘Edit Cohorts’ button in the left-hand navigation, and you will be brought to the Cohorts screen.
  • On the Cohorts screen, select your organization from the ‘Select Organization’ dropdown. After you select your organization, the ‘Select Cohort’ dropdown will autofill with the cohorts that belong to your organization.
  • Select your cohort that you would like to remove courses from.
  • Select Submit, and you will be brought to the remove courses view.

  • On the next screen, you will see a list of courses that are in each cohort. Simply click the ‘Remove this course’ link next to the course that you would like to remove from the cohort, and the course will be removed.

 

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