Compliance Assist!

1. Compliance Assist! Refresher Instruction Guide Strategic Planning and Assessment Module

2. Logging In You can access the University of Florida Compliance Assist! website by going to http://ufl.compliance-assist.com and logging in with your GatorLink username and password In addition, there is a direct link to the Compliance Assist! website by going to http://sacs.aa.ufl.edu . From here, click on the link for “UF Compliance Assist!, which will bring up the GatorLink login screen.

3. Landing Page Once you log in you will see a list of “Available Web Sites” on the left-hand side. Each user has access to different modules depending on his/her unique responsibilities at the university. Click “Planning” to access the Strategic Planning and Assessment Module.

4. Strategic Planning and Assessment When you navigate to “Planning”, the Home page will list any announcements that are relevant to your work within the website. Please note: The jump menu in the upper left-hand corner of the screen which will allow you to toggle back and forth between different modules in the system The “Log Out” option in the upper right-hand corner of the screen The “Help” link in the upper right-hand corner of the screen which will automatically take you to the user guide documentation for the module

5. My Dashboard To begin entering data into the system, click on the “My Dashboard” tab. This page is customized for each user and displays your job title and home department as well as planning/assessment information that you are working on and/or are responsible for within the system. Underneath “My Dashboard” you will see one or more tabs (depending on your permissions) that list the “Plans” being documented by your institution. Select a tab to begin entering information for your department/program.

6. Organizational Chart Each user will see a filtered view of your university’s organizational structure of divisions, departments, programs, etc. depending upon where you work within the institution. This org chart functions like a folder system where users have been assigned to a specific department/program folder and have permissions to create and save information, such as goals or outcomes, within that folder.

7. Division/Unit Plans The “Division/Unit Plans” tab is where major divisions, academic colleges and administrative departments/units will enter their goals. Once you have selected the “folder” that you have been assigned to, you should see a “New Item” option. When you hover your mouse over this, a drop down list will appear displaying templates that you can utilize to create information for your division or unit. In this example, click “Division/Unit Strategic Goal”.

8. Creating a Division/Unit Strategic Goal Once you select “Division/Unit Strategic Goal” from the New Item drop down list, you will see a fill in the blanks form. The number and title must be completed before saving the new goal The start/end dates will be prepopulated for you based on the current fiscal year, however you can change the dates by selecting “Choose Fiscal Year Dates” on the right, or by placing your cursor in the text box and manually changing the date The “Progress” field is a drop-down list for you to indicate the status of that goal The “Division/College” will be prepopulated for you based on where you were in the org chart when you created that new goal. The “Responsible Roles” field is where you can select the individual responsible for overseeing the completion of that goal – this might by you and/or others from your unit.

9. Creating a Division/Unit Strategic Goal To enter content into any of the large right text boxes, click “Edit” on the right-hand side of each box. This will pop-up a text box editor which you can type directly into or also copy and paste content in from external sources. Once you have entered text, click “Update”.

10. Saving Your Work Clicking “Save” will save your new goal to the system, but will reload your page keep you in edit mode. Clicking “Save & Close” will save your goal and take you back to the screen where you can view for your unit’s folder and any data that has been saved within it. Clicking “Cancel” will remove your work and take you back to your unit’s folder. Note that a goal must first be saved to the system before you can attach supporting files to it.

11. Attaching Files to Your Goals Once you have saved your goal either by selecting “Save” or “Save & Close” you will now have the option to attach files as supporting evidence from your computer into your narrative text box fields. Within the “File Library” of a text box field, select “Upload File(s)”. You will have the option to upload a single file or multiple files at once and the supported file types will be listed for you.

12. Managing “Responsible Roles” • To assign another user as responsible, click the radio button for “Institution” and search by Role Name (job title), User Name or Department • Place a check in the box next to the role(s) you wish to assign and click the “Add Selected” option. To assign a responsible role, click “Manage” Click the radio button for “My Roles” to assign the item to yourself

13. Viewing and Editing Existing Goals When viewing information in your folder: Make sure that you are on the appropriate “Plans” tab for the type(s) of information you want to see. Make sure that have selected the appropriate folder from the left-side org chart. Make sure that your “Filter” is set to display the appropriate year(s) for which you want to see data. To view and/or edit an existing item within your folder, click on the “Name” of the goal and select the “Edit” tab to make additional changes or upload files.

14. Edit Filter The information in your planning and assessment website is organized by fiscal year which means that you can view items for specific fiscal years or all fiscal years. The default view will be the current fiscal year that we are in, which is 2012. To change the year that you are viewing data for, select the “Edit Filter” button You can select a specific year from the list or “ALL” fiscal years which will display all data saved in your folder regardless of date. Once you click “OK” your page will reload to show you any new data that is displayed in your new filter settings.

15. Assessment Plans The “Assessment Plans” tab is where academic programs will enter their goals and student learning outcomes. Once you have selected the “folder” that you have been assigned to, you should see a “New Item” option. When you hover your mouse over this, a drop down list will appear displaying templates that you can utilize to create information for your program.

16. Creating a Program Goal Hover your mouse over “New Item”, and click “Program Goal”, this will open a new fill in the blanks form.

17. Creating a Program Goal Once you select “Program Goal” from the New Item drop down list, you will see a fill in the blanks form. The number and title must be completed before saving the new goal The number should follow a specific format – mouse over the icon to see an example The start/end dates will be prepopulated for you based on the current fiscal year, however, you can change the dates by selecting “Choose Fiscal Year Dates” on the right, or by placing your cursor in the text box and manually changing the date The “Program” will be prepopulated for you based on where you were in the org chart when you created that new goal. The “Responsible Roles” field is where you can select the individual responsible for overseeing the completion of that goal – this might by you and/or others from your program. The “Progress” field is a drop-down list for you to indicate the status of that goal

18. Creating a Program Goal To enter content into any of the large right text boxes, click “Edit” on the right-hand side of each box. This will pop-up a text box editor which you can type directly into or also copy and paste content in from external sources. Once you have entered text, click “Update”.

19. Saving Your Work Clicking “Save” will save your new goal to the system, but will reload your page and keep you in edit mode. Clicking “Save & Close” will save your goal and take you back to the screen where you can view for your unit’s folder and any data that has been saved within it. Clicking “Cancel” will remove your work and take you back to your unit’s folder. Note that a goal must first be saved to the system before you can attach supporting files to it.

20. Attaching Files to Your Goals Once you have saved your goal either by selecting “Save” or “Save & Close” you will now have the option to attach files as supporting evidence from your computer into your narrative text box fields. Within the “File Library” of a text box field, select “Upload File(s)”. You will have the option to upload a single file or multiple files at once and the supported file types will be listed for you.

21. Managing “Responsible Roles” • To assign another user as responsible, click the radio button for “Institution” and search by Role Name (job title), User Name or Department • Place a check in the box next to the role(s) you wish to assign and click the “Add Selected” option. To assign a responsible role, click “Manage” Click the radio button for “My Roles” to assign the item to yourself

22. Viewing and Editing Existing Goals When viewing information in your folder: Make sure that you are on the appropriate “Plans” tab for the type(s) of information you want to see. Make sure that have selected the appropriate folder from the left-side org chart. Make sure that your “Filter” is set to display the appropriate year(s) for which you want to see data. To view and/or edit an existing item within your folder, click on the “Name” of the goal and select the “Edit” tab to make additional changes or upload files.

23. Edit Filter The information in your planning and assessment website is organized by fiscal year which means that you can view items for specific fiscal years or all fiscal years. The default view will be the current fiscal year that we are in, which is 2012. To change the year that you are viewing data for, select the “Edit Filter” button You can select a specific year from the list or “ALL” fiscal years which will display all data saved in your folder regardless of date. Once you click “OK” your page will reload to show you any new data that is displayed in your new filter settings.

24. Creating a Student Learning Outcome Hover your mouse over “New Item”, and click “Student Learning Outcome”, this will open a new fill in the blanks form.

25. Creating a Student Learning Outcome Once you select “Student Learning Outcome” from the New Item drop down list, you will see a fill in the blanks form. The number and title must be completed before saving the new outcome. The number should follow a specific format – mouse over the icon to see an example. The start/end dates will be prepopulated for you based on the current fiscal year, however you can change the dates by selecting “Choose Fiscal Year Dates” on the right, or by placing your cursor in the text box and manually changing the date. The “Program” will be prepopulated for you based on where you were in the org chart when you created that new outcome. The “Responsible Roles” field is where you can select the individual responsible for overseeing the completion of that outcome – this might by you and/or others from your program. The “SLO Area” field is a drop-down list for you to choose the appropriate SLO area addressed. The “Progress” field is a drop-down list for you to indicate the status of that outcome.

26. Creating a Student Learning Outcome To enter content into any of the large right text boxes, click “Edit” on the right-hand side of each box. This will pop-up a text box editor which you can type directly into or also copy and paste content in from external sources. Once you have entered text, click “Update”.

27. Saving Your Work Clicking “Save” will save your new outcome to the system, but will reload your page keep you in edit mode. Clicking “Save & Close” will save your outcome and take you back to the screen where you can view for your unit’s folder and any data that has been saved within it. Clicking “Cancel” will remove your work and take you back to your program’s folder. Note that an outcome must first be saved to the system before you can attach supporting files to it.

28. Attaching Files to Your Outcomes Once you have saved your outcome either by selecting “Save” or “Save & Close” you will now have the option to attach files as supporting evidence from your computer into your narrative text box fields. Within the “File Library” of a text box field, select “Upload File(s)”. You will have the option to upload a single file or multiple files at once and the supported file types will be listed for you.

29. Managing “Responsible Roles” • To assign another user as responsible, click the radio button for “Institution” and search by Role Name (job title), User Name or Department • Place a check in the box next to the role(s) you wish to assign and click the “Add Selected” option. To assign a responsible role, click “Manage” Click the radio button for “My Roles” to assign the item to yourself

30. Viewing and Editing Existing Outcomes When viewing information in your folder: Make sure that you are on the appropriate “Plans” tab for the type(s) of information you want to see. Make sure that have selected the appropriate folder from the left-side org chart. Make sure that your “Filter” is set to display the appropriate year(s) for which you want to see data. To view and/or edit an existing item within your folder, click on the “Name” of the goal and select the “Edit” tab to make additional changes or upload files.

31. Edit Filter The information in your planning and assessment website is organized by fiscal year which means that you can view items for specific fiscal years or all fiscal years. The default view will be the current fiscal year that we are in, which is 2012. To change the year that you are viewing data for, select the “Edit Filter” button You can select a specific year from the list or “ALL” fiscal years which will display all data saved in your folder regardless of date. Once you click “OK” your page will reload to show you any new data that is displayed in your new filter settings.

32. Institution Tab This tab is where you can view public information that is outside of your home department/program. You will have read-only access to the components of your University’s Strategic Plan You will have read-only access to your parent division’s plan The “Edit Filter” capabilities still apply here, so you will want to make sure that the tab you are on and the fiscal year that your filter is set to corresponds with what you want to see Although you are seeing the full organizational structure on this tab, the same permissions still apply and you will only have editing access within your home department/program

33. Reports This is where you can generate reports for your department/program. Master/template reports will be created and shared throughout the institution for users to generate filtered copies of for their department/program. To generate a report, click on the icon that you with to see the contents displayed in: PDF, Word or Excel. The report will generate in a pop-up window and you may be prompted to allow a pop-up, or open a file. When you generate a report from within the system it is displayed in real-time and will automatically update itself with any new content or changes to your data. If you save a report to your computer, that report is now no longer connected to the website and becomes static.