Testing and Troubleshooting Program Settings

Prior to, or during, the testing period, administrators may want to generate and view reports or evaluations to be sure everything is working as it should. Program administrators may also want to do so to become familiar with the roles of different users within the system and to understand the options available to each. In addition, we recommend any new evaluation or competency that is created be tested thoroughly before employing.

Your program is initially configured with a test area, test site, and test student. Additional test students may be created from the Users/Manage page, but only in the Test Area. Likewise, test sites and supervisors may be added in this area. We strongly suggest that test data should not contaminate real student data or sites. While you may create additional test students or sites, it's really unnecessary. There should also be no need to create a test supervisor, since clinical coordinators and program directors can log in as if they were a supervisor using the CS Login link found on the home page. Administrators will not know the password for the test student; to reset to a preferred password, click the edit icon on the Users/Manage page and then "Change" beside the Password row. This will provide a temporary password until you log in, at which time a permanent password is requested.

Using the test student login, time records and logsheets can be filed, as well as evaluations. Reports can also be accessed if any evaluations have been created using the test student as a subject. Comp evals can be completed on a student if criterion that is specified on the Comp Exam/Log Setup-->Skills page (the student must perform a skill a designated number of times at a specified proficiency level) before a supervisor may complete a competency on a student. Additionally, the student must have clocked into a site recently in order for their records to be available at the site. If it's been longer than a semester since creating test data with the test student, the test student should "clock in/out" at that site so that the reports and evaluations become available for completion again. They will not become available until the time records are approved.

Troubleshooting

Using CS Login or as Supervisor or Site Employee...

No Reports menu item on the home page

Check Communication/Sharing-->Page Titles/Text for access levels for the Reports page for Supervisor or Site Employee access.
If not using CS Login, is the person set to Supervisor or Site Employee (Edit page of Users-->Manage)?
Is the person assigned to a site? (Add new from Users-->Assign Sites page)

In Reports, Evaluation template is not available

Is the link or page visible? Check Communication/Sharing-->Page Titles/Text for access levels.
Does "Display To" include All Supervisors at the Site or just the person who created the evaluation? (Edit icon on Evaluation Setup-->Templates)
Is the area included? (Edit icon on Eval/Form Setup-->Template Settings)

On Evaluations page, student is not available for an evaluation template

Has the student clocked in/out and had the record approved at the site within the last 120 days?
Is the subject of the evaluation correct? (Edit icon on Eval/Form Setup-->Template Settings)
If Levels are selected for subject (Edit icon on Eval/Form Setup-->Template Settings), is the desired student a member of that level? (Users-->Cohort: Assign Levels)
Is the evaluation scheduled (Edit icon on Eval/Form Setup-->Template Settings)? If so, check to see that you have done so (Eval/Form Setup-->Eval Schedule Dates)

Evaluations link is not available

The evaluation link will not be visible on the home page unless an evaluation exists; if there are no students at the site, or the student has not had time records approved at the site yet, the link will not be visible. Additionally, if the only evaluation that might be available is scheduled and the evaluation is either not scheduled or not within 4 days of the due date, the link won't be there.

Evaluations page is enabled for the supervisor or site employee access group. Check Communication/Sharing-->Page Titles/Text for access levels.

Evaluation is not present/available

Is the evaluator of correct type? (Edit icon on Eval/Form Setup-->Template Settings)
Is Visibility on? (Eval/Form Setup-->Template Settings, visibility checkbox)
Is the correct Area selected?  (Edit icon on Eval/Form Setup-->Template Settings)
Is the evaluation due date within 4 days? (Eval/Form Setup-->Eval Schedule Dates)

Student not available to select for an evaluation

Has the student clocked in/out and had the record approved at the site within the last 120 days?
Is the subject of the evaluation correct? (Edit icon on Eval/Form Setup-->Template Settings)
If Levels are selected for subject (Edit icon on Eval/Form Setup-->Template Settings), is the desired student a member of that level? (Users-->Cohort: Assign Levels)
Is the evaluation scheduled (Edit icon on Eval/Form Setup-->Template Settings)? If so, check to see that you have done so (Eval/Form Setup-->Eval Schedule Dates)

Student can't log in
A student reports they are unsuccessful in logging in. 
1) Be sure there are not 2 or more registrations by the student; there should never be 2 active accounts for any person in the system. If there are, the student may be attempting to log in to the second account which has not been set to active. Provide the student with the correct username for access.

2) Ask the student to request a password reset by clicking "Forgot" on the login page. If the student does not receive the automated reply, ask them to check their spam box.

2) If not successful with the instructions above, administrators can reset the password by going to Users-->Manage-->Edit page. Provide both the username and the password to the student verbally as the issue may be that the student has forgotten his username rather than his password. At this point, you can verify that there is nothing wrong with the system by using the student's credentials at the login screen to enter the system. If the administrator sees a password reset screen there is nothing wrong and the error(s) are on the student's side.

Supervisor or Site Employee can't log in
See the above instructions. In addition, confirm that they have been assigned a stie in Users-->Assign Sites.