Administrator FAQ

Where do I send someone to register?
Here.

Where do I send students to pay?
Here.

How do I allow someone access to the system?
Authorize the user, and in the case of a clinical supervisor, assign a specific clinical site.  Authorizing students and others takes place on two separate pages.

What do I do when a student drops out? Graduates? Or a faculty member leaves?
Students should be set as Alumnus, or marked as Inactive if they didn't graduate. All others should be set to Inactive. In the case of a clinical supervisor, the name will no longer appear as an option when assigning supervisors to specific sites. Records created or approved by that supervisor will remain in the system.

How do I add a procedure? How do I change a procedure?
Go here.

How do I edit or delete a comp exam?
Go here to learn how to edit or delete a comp exam.

I want my instructors to do a comp exam on a student, but it isn't in the dropdown list.
How do I add a comp exam? How do I change a comp exam? How do I delete a comp exam?
Comp exams are not available until the student has reported doing the associated procedure at a specific participation level for a specific number of times (configurable from the Comp Exam/Log Setup area (Skills page) of the Admin Panel). In addition, the student must have visited the site within the last 90 days. If the student has met all requirements by reporting the procedure correctly on the daily log sheet, then check to make sure that the student has not been logging into the wrong site by checking their time summary records, available either by logging in as the CS or in the Admin Panel under Time Records.

I want my instructors to evaluate a student, but they tell me that there's no way to do so.

There are many reasons why an evaluation may not be available. Below is a partial list of things to check:

• Is the instructor assigned to the same site that the student is visiting?
• Has the student clocked into this site within the last 90 days?
• If the evaluation is a scheduled one, did you schedule it for this student at this site - and is it within 4 days of the due date (not visible until then)?
• Are the areas, evaluators and subjects correctly designated (in the Evaluations Templates page)?
• Is visibility set to "On (checked)"?

A student logged in to the wrong site and clocked in and out. I don't want to have to delete all the time records and start over. Can I change the site location of the records?
Yes, you can. Visit the Time area of the Admin Panel; use the Approval page if the time record has not been approved yet. Use the pencil/paper edit icon to change the site by clicking the site name which is hyperlinked to a dropdown list of sites. If the time record has already been approved, go to the Summary page under Time, select a specific student's records by clicking "View." Click the "A" in the status column, uncheck the Approved box and update the record. This returns the record to the Approval page for editing. Note that you must edit both time records for a day to correct both the clock in and out records.

Someone forgot their password; Can you give it to me?
System users can retrieve their own passwords by clicking "Forgot" hyperlink on the Log In screen. They must know their username, which you can provide to them from the Users area (Manage page) of the Admin Panel. They must be able to receive Trajecsys email - if their email address has been confirmed (a checkmark exists in the "Confirm Email" column), then they should get it (another good reason to insist on confirmation!). However, if the user cannot receive their password, they can click the "Reset Email" option on the Login Screen menu and switch to a different email address and try again. You can also reset the 3mail address and/or password from the Manage page in the Users area of the Admin Panel.

Can I save student records to a location offline?
Yes, we strongly recommend that you do so regularly. Visit Reports-->Export: Times/Skills/Comps to generate grouped Excel or Acrobat reports for your Skill Summaries, Logsheets, Time Records and Competencies, and visit the Reports-->Export: Evals and Forms page to export all other evaluations sorted as you wish.

How long will you keep these records?
Five years from the creation date of the record.

When do you recommend that I back records up?
The more often, the better. At least every semester and especially immediately after students graduate.

A student got married and wants to change their name. Can this be done?
Yes, just go to the Manage page in the Users area of the Admin Panel, click the Edit icon, and change the name. All records containing that name will be changed to the new name in addition to newly created records. Usernames, however, are unique in the system and cannot be changed.

I want to test the system as if I were a clinical instructor or a student. How?
See Testing Program Settings and Logging in as a Clinical Supervisor.