Counselor administrator manual


Counselor Administrator Manual


Learner Web Project © Portland State University 2009, Updated 7/27/09


Watch a training video here



Table of Contents
Responsibilities of the Counselor Administrator
Navigating the Learner Web
How to Add Counselors
How to Match Counselors and Learners
How to Edit or Delete Counselors
Index
Appendix A: Possible Counselor Training Materials


Responsibilities of the Counselor Administrator


Counselor Administrators should:

Navigating the Learner Web

Introduction:

This section explains the basic navigation of the Administrative Site.


Before you begin:

You will need your Learner Web screen name and password. If you have forgotten your password, please contact a Regional Administrator or email help@learnerweb.org.


Procedure:

Follow the steps below to learn how to navigate the Learner Web Site. If you are logged-in, skip to step 3.



Step Actions
1 Result: The system prompts you to enter your screen name and password.
2
  • Enter your screen name and password.
  • Press sign in button

Result: The system takes you to the Counselor Administrator site. New Counselor requests will be listed on this homepage. The process of filling these requests will be explained in the “How to Match Counselors and Learners” section of this manual.
3

On the left side of the screen is the menu bar.

There are two basic ways to navigate the menu:

  • Clicking on a link takes you to a new page that describes the link. For example, clicking on a Counselor’s name will display the Counselor’s profile.
  • Clicking on a plus sign learner example expands a list in the menu. It will reveal any Learners a Counselor is helping.
4 If you have any other questions about general navigation through the Administrative Site, you can contact your Regional Administrator.

How to Add Counselors


Introduction:

This topic explains how to add a new Counselor.


Before you begin:

You will need your Learner Web screen name and password. If you have forgotten your password, please contact your Regional Administrator.


Procedure:

Follow the steps to add Counselors’ information to the Learner Web. If you are logged-in, skip to step 3.

Step Actions
1 Result: The system prompts you to enter your screen name and password.
2
  • Enter your screen name and password.
  • Press sign in button

Result: The system takes you to the Counselor Administrator site.
3 From the drop down menu, select a Learner.new Counselor

Note:Clicking on a blue title prompts a new page, while clicking on a plus sign always expands a list.
4 a) Check the box next to your Region’s name. Fill in the fields.

Add Counselor Account

Note: Screen name, first and last name, and password are required. However, you may only want to enter “ ” as the last name because Learners will see the Counselor’s full name.

 

b) Create your schedule by clicking times. You don't need to add a schedule.

Add Counselor Account Schedule

c) Enter more information about the Counselor. This information is not required.

 

Add Account Organizational Information

 

d) This information will sometimes be used for matching Counselors, but it is not required.

 

Add Counselor How Counselor Works

 

e)This may help you match Counselors more appropriately with Learners.

 

Add Counselor Language and Education

 

f)Again, this information is not required, but may be helpful.

 

Add Counselor Subjects

 

5 Press save button

Note: If you experience an error, go back and make sure you checked the Region box at the top of the page.
6

Are you finished adding Counselors to the Learner Web?

  • If yes, click logout in the menu or continue working on the Learner Web.
  • If no, repeat steps 3-5 until you are finished adding Counselors.


Back to the Top

How to Match Counselors and Learners


Introduction:

This topic explains how to match Counselors and Learners, in order to fill a Learner’s request for a Counselor.


Before you begin:

You will need your Learner Web screen name and password. If you have forgotten your password, please contact your Regional Administrator.


Procedure:

Follow the steps to match Counselors and Learners. If you are logged-in, skip to step 3.


Step Actions
1 Result: The system prompts you to enter your screen name and password.
2
  • Enter your screen name and password.
  • Press sign in button

Result: The system takes you to the Counselor Administrator site.
3

The homepage will list any new Counselor Requests or you can click on the new Counselor requests in the menu to view requests.


Requests appear as below:
Counselor request example


They list the Learner’s:

  • Login- Screen name
  • Name- real name
  • Reason for Counselor- explanation of what he or she needs help with
  • Region- Region that he or she is working in
  • Goal- Goal (Learning Plan) that he or she needs help with
4 Press “Accept Request” accept request next to the individual’s name that you are certain you can match with a Counselor.

Result: The Learner will not be notified that anyone has accepted his or her request. But the system takes you a new page where you can match the Learner to a Counselor. You can get to this next page at any time by pressing “Accepted Counselor Requests” accepted Counselor requests in the menu and selecting “Find a Counselor” next to the Learner’s name.
5 The Learner’s information is at the top of the page with the Learner’s Profile information and a list of available Counselors is beneath it.
  • Counselors’ information is displayed like this:
    available Counselors
Do you have a Counselor who can meet the Learner’s request?
  • Yes, I have a Counselor that can adequately assist the Learner.
    1. 1. Press make match next to the best possible Counselor for this Learner.
    2. 2. You have successfully assigned a Counselor to a Learner. The Counselor and Learner will be notified automatically.
    3. 3. You will not be able to un-match the Counselor and the Learner.

  • No, I don’t have a Counselor that can help this Learner.
    1. 1. Press accepted Counselor requests in the menu.
    2. 2. Next to the name of the Learner that you cannot find a Counselor for press unaccept
    3. 3. This Learner will now appear in the new Counselor requests section and other Helper Administrators might be able to find a Counselor for the Learner.
6

Are you finished matching Learners to Counselors?

  • If yes, press logout in the menu or continue working on the Learner Web.
  • If no, repeat steps 3-5 until you are finished matching Counselors.


Back to the Top

How to Edit or Delete Counselors


Introduction:

This topic explains how to edit or delete an existing Counselor. Remember you will not be able to un-match Counselors and Learners. Only the Learner can break the Counselor-Learner relationship. However, you can delete a Counselor and then all of their Learner relationships are broken. The Learners, who the delete Counselor was helping, will need to request another Counselor. In other words, the system will not automatically create another Counselor Request, when you delete a Learner’s Counselor. So please be cautious when deleting Counselors and make sure that the Counselor has contacted the Tutee and explained what they need to do in order to get another Counselor.


Before you begin:

This topic explains how to edit or delete an existing Counselor. Remember you will not be able to un-match Counselors and Learners. Only the Learner can break the Counselor-Learner relationship. However, you can delete a Counselor and then all of their Learner relationships are broken. The Learners, who the delete Counselor was helping, will need to request another Counselor. In other words, the system will not automatically create another Counselor Request, when you delete a Learner’s Counselor. So please be cautious when deleting Counselors and make sure that the Counselor has contacted the Tutee and explained what they need to do in order to get another Counselor.


Procedure:

Follow the steps to edit or delete Counselors’ information from the Learner Web. If you are logged-in skip to step 3.


Step Actions
1 Result: The system prompts you to enter your screen name and password.
2
  • Enter your screen name and password.
  • Press sign in button

Result: The system takes you to the Counselor Administrator site.
3

Click Edit Delete Counselor to see list of Counselors.

From the menu, click on a Counselor’s name.


List of Counselors
Result: The system takes you to a page to edit or delete Counselors.
4
  • Update Counselor

 

  • Edit any of the fields and press save button

OR

  • Press delete at the bottom of the page to delete the Counselor.

Note: Please communicate with Learners before you delete their Counselor because Learners will need to request another Counselor themselves. You cannot reassign them without them first submitting another request.
5

Are you finished deleting or editing Counselors in the Learner Web?

  • If yes, press logout in the menu or continue working on the Learner Web.
  • If no, repeat steps 3 and 4 until you are finished adding Counselors.


Index:

Accepted Counselor request Accept Make a Match
Delete Counselor    
Edit Counselor Profile    
Make a Match    
Navigate    
New Counselor    
New Counselor request    
Counselor profile    


Back to the Top

Appendix A: Possible Counselor Training Materials


Introduction:

This appendix outlines some of the materials available online to train Counselors and Helpers.

Here are some possible links to help with Counselor training:



Owensboro Community and Technical College’s Counselor Training

http://www.octc.kctcs.edu/Counselortraining/Default.htm

America Counts Counselor Recruiting

http://www.ed.gov/inits/Math/roadmap/4/index.html

Thinkfinity- Literacy Network Volunteer Courses

http://literacynetwork.verizon.org/tln/courses

Minnesota Literacy Council

http://online.themlc.org/