First responder facilitator_guide

Copyright ©2010 Moraine Valley Community College. All rights reserved.
Slide 1
Slide notes: Welcome to the First Responders Tutorial, for the student self-service function. This is a self-paced tutorial and can be taken as many times as needed. Your job is very important. You are one of the first individuals to have contact with the student. So, we need to make sure you are prepared to respond to student's questions and concerns. The self-service function you are about to see, is where students will go to register for classes, and handle other student responsibilities.
Slide 2
Slide notes: Students will be accessing MVConnect from the Moraine Valley Internet homepage. This is good news, because they are already familiar with this page. So from the home screen, they would simply click on the MVConnect image.
Text Captions: Click MVConnect image
*Disclaimer: The materials in this training presentation may change prior to August 2nd.
Facilitator Guide for First Responder Trainers
MVConnect Self-Service for Students
Moraine Valley Community College
Center for Teaching and Learning

First Responder Facilitator Guide Jul-10
~ 2 ~
Getting Started
Duration: This training session should take 1 ½ to 2 hours.
Equipment: Classroom with podium and multiple PC workstations; all with access to the Internet. Each
participant will need to login to the simulation without voice. Please include the URL for the training
simulation on your whiteboard for easy access. http://online.morainevalley.edu/websupported/ctl
Preparation: Be sure to review this facilitator guide and the self-study video tutorial before facilitating
this training.
Audience: Those individuals who will have direct contact with students during the registration process.
Outcome
The purpose of this train-the-trainer session is to provide facilitators with the knowledge, materials and format to
deliver an effective First Responder Training Session.
Training Format & Agenda
Each training session will be scheduled for a maximum of 2 hours. A maximum number of 15 participants
are allowed to register in each session. Participants register via Training Manager.
There will be an additional online demonstration of the Portal functions available as a supplemental
resource.
Each training session should include an Overview, Demonstration, Practice, and Debriefing. and here are
some recommended formats for training:
o Give Overview of Self Service, Demonstrate, Take Questions, Practice and Debrief
o Give Overview of Self Service, Demonstrate, Practice, Take Questions and Debrief
Timeline* subject to change at facilitator discretion
Overview and Demonstration 60 minutes
Practice 40 minutes
Questions/Debrief 20 minutes
Total = 2 hours

~ 3 ~
Training Content
Item
Timing
3 minutes
Activity/Content
Overview of Student Self-Service Tab
The Student Portal Self-Service Tab was designed to give busy students direct access to their personal academic information at any time of the day or night. Using an easy web-based interface, they can: Access grades, GPA, and schedules with a single sign-on Register, add, and drop courses without waiting in lines Calculate credits needed to graduate Plan their academic career toward the completion of a degree or program, and contact advisors online Pay for courses and check financial aid status using a secure, online e-commerce solution
Participant Materials
None
Notes for Facilitator
Discussion format. You are welcome to tailor this to meet your needs.
Item
Timing
4 minutes
Activity/Content
Colleague Terms and Definitions
As a part of a successful implementation, we need to make sure that we are speaking a common language. Let’s discuss the different terms that you will begin to hear and label them accordingly.
Datatel
The company providing the software for the new student registration system.
Colleague
This is the software—the Campus Business System that allows us to store and manage our student records, human resources, finance operations and of all our course and program records.
Portal
This provides access to the areas of colleague that are specific to your role. For example, if you are faculty, you will see content that is relevant for your role as faculty.
MVConnect
MVCC Brand for Portal and designed to give busy students access to their personal academic information at any time, day or night. It is accessed from the Moraine Valley Internet homepage.The place where students register for classes online and perform other student functions and responsibilities
First Responder
The first line of defense as students learn to use the new registration system
Discussion Format: Let First Responders know they will be the “first line of defense” as students learn to use this new registration system. If there are questions that are not answered in this session, document the information and please contact the Center for Teaching and Learning. Colleague is the Room and MVConnect is the Door. MVConnect gives you access to the things that “you” or the “student” needs.

~ 4 ~
Item
Timing 3 minutes
Activity/Content
Username and Password Information
Participant
Materials
The system is CASE SENSITIVE. Also, if students are experiencing difficulty
logging in, they should contact the Help Desk at (708) 974-5757 or via email at
helpdesk @ morainevalley.edu
NEW STUDENTS
New students will be
mailed their user name &
password, when they apply
to the college.
EXISTING STUDENTS
Existing students will use
the same login information
they currently use for
Blackboard.
Student’s default password is their 8-digit birth date. For example, if your
birthday is November 7, 1985, your password would be “11071985”. You will
immediately be required to change this password at your first login.
Notes for
Facilitator
New students will be mailed their user name and password, when they apply to Moraine Valley
Community College. Existing students will use the same login information they currently use for
Blackboard. If they do not remember their password, their default password is their 8 digit birth
date. We have provided an example for you. Also, remind students that the system is case sensitive.
If they still have difficulty logging in, they should contact the help desk.

~ 5 ~
Item
Timing
1 minute
Activity/Content
Demonstration: Students Logging In/Out of MVConnect
Information:
Figure 1-1
Login Screen
Username and Password are needed in this area
Figure 1-2
Student MVConnect Screen
Student home screen of MVConnect
You should ask the participants to launch the Online Demonstration without audio so they will be able to follow along with you during the review of the screens. . http://online.morainevalley.edu/websupported/ctl
Advise the first responders that students will see a security message during navigation through the menus. If the message appears, they should click YES.
Item
Timing
4 minutes
Activity/Content
Demonstration: Tabs on the MVConnect Home Screen
Figure 1-3
Self Service
The focus of this training includes all services students can do on their own
Figure 1-4
My Week
Shows the students calendar and weekly activities
Figure 1-5
Announcements
Important updates that students need to know
Figure 1-5
Events
Happenings around campus, news articles and photos taken at Moraine.
Figure 1-6
Cy-Tools
Carpooling, Pace Bus Routes, Questions, Email Access
Figure 1-7
Quick Links
College website, Café Menu, and School Newsletter
Figure 1-8
Academic Services
College Catalog, Final Exam Schedule, Library, Policies, Testing and Tutoring
Campus Connections
Student Services
Adult Learning Services, Multicultural Student Affairs
Technology Resources
Blackboard, Help Desk Assistance and Email Access
Figure 1-1
Figure 1-2

~ 6 ~
Activity/Content
Demonstration: Tabs on the MVConnect Home Screen
You will need to walk the first responders through the each section. Please be sure to have the participants’ login and look at the screens from their computers.
Figure 1-3
Figure 1-4
Figure 1-5
Figure 1-8
Figure 1-7
Figure 1-6

~ 7 ~
Item
Timing
5 minutes
Activity/Content
Demonstration: Additional Student Resources Take a quick tour of the additional resources available for students to access through MVConnect.
Under Academic Services, students will find information on the college catalog, final exams, general information, library, policies, testing, and tutoring.
Campus Connections houses Athletics, Bookstore, Faculty Contact List, Intramural Sports, Police Department, Student Life, and so much more.

~ 8 ~
Activity/Content
Demonstration: Additional Student Resources Take a quick tour of the additional resources available for students to access through MVConnect.
The Student Services section provides a wealth of information, from Adult Learner Services to International Student Affairs. Students will have fun exploring what this section has to offer.
In Technology Resources, students will find Blackboard classes, twenty four seven access to all their questions, help desk assistance, and email access.
Please give a basic overview of what will be included in each of these sections. The links will go out ot the MVCC website so as content is updated the portal will stay current. Also, let the first responders know there will be a job aid available for students use of these resources.

~ 9 ~
Item
Timing
3 minutes
Activity/Content
Demonstration: Self Service Menu
Under the self-service tab, you will see several menu items. To expand a menu, click its name to see the sub menu. Clicking on Academic Profile allows you to see the sub-menus.
Choosing a sub menu opens a tab to the right of the self-service menu. You can open up to six tabs at one time. To close a tab, you must click OK or submit. Or you can close it with the X, in the top right corner of the tab. If you exceed six tabs, an information box will appear. Click ok, and then close one of the tabs to continue.
Additional Notes: Be sure to tell the First Responder that students will experience some loading time and security warnings. These are all normal; they should not interfere with their ability to help the student. Please remind the first responder that the student will see a security box appear. They should not be alarmed. This is strictly a security measure. Please direct the student to click the yes button.

~ 10 ~
Item
Timing
5 minutes
Activity/Content
Demonstration: Self Service Financial Information
The Financial Information menu allows students to view their account information, and make credit card payments. They can view their account summary in its entirety, or they can view it by term.
Please remind the first responder that the student will see a security box appear. They should not be alarmed. This is strictly a security measure. Please direct the student to click the yes button.
Here, we see the account summary for Billy Student. His balance is nine hundred ninety one dollars, and ninety five cents. From the bottom of this screen, Billy can also view his account summary by term, pay on his account, register for classes, add classes, or view his schedule. Let's view his account summary by term. Remember, we can do this from the bottom of the screen.

~ 11 ~
Activity/Content
Demonstration: Self Service –Financial Information
The Account Summary by Term screen shows that Billy's balance is for the Fall Term of 2010. If he wanted to pay on his account, he can click on the pay on my account button, at the bottom of the screen. Let's click it to see how payments are made.
To pay the balance the following steps are needed: Check the balance and brief description Enter payment amount in the blank payment box Using the drop down menu, select method of payment and click submit

~ 12 ~
Activity/Content
Demonstration: Self Service Financial Information
The Financial Information menu allows students to view their account information, and make credit card payments. They can view their account summary in its entirety, or they can view it by term.
Please remind the first responder that the student will see a security box appear. They should not be alarmed. This is strictly a security measure. Please direct the student to click the yes button.
Here, we see the account summary for Billy Student. His balance is nine hundred ninety one dollars, and ninety five cents. From the bottom of this screen, Billy can also view his account summary by term, pay on his account, register for classes, add classes, or view his schedule. Let's view his account summary by term. Remember, we can do this from the bottom of the screen.

~ 13 ~
Item
Timing
1 Minute
Activity/Content
Demonstration: Self-Service Financial Aid
Please let the first responders know that there will be three sub-menus under Financial Aid. Students will be able to view their Financial Aid by year, by term, and take a look at their financial aid award letter. It is currently under construction, but will be fully operable by the go live date of August 2nd.
Item
Timing
1 Minute
Activity/Content
Demonstration: Self-Service Communication
Please let the first responders know that Communication will have one sub-menu called My Documents, but is also under construction. It will be fully operable by the go live date on August 2nd.

~ 14 ~
Item
Timing
10 minutes
Activity/Content
Demonstration: Self Service Registration
Registration is where students will go to search for classes, register for class, drop classes, and perform other registration duties. We will begin with the Search for Sections option.
The Search for Sections screen is used to search for on e or more courses, which meet the students search requirements. They can fill out as many, or as few search criteria as they need, to narrow the list of courses they are interested in.

~ 15 ~
Example: If Billy wants to find out what sections are available for Chemistry 120, and what Physics courses are being offered at the 200 level. He would first use the drop-down box, to select the term he is interested in. Billy would then select Chemistry, and enter one twenty in the Course Number field. He would move to the following table, and select Physics in the Subjects field, then 200 levels in the Course Levels field.
Activity/Content
Demonstration: Sample Search for Sections
The Search for Sections screen is used to search for one or more courses that meet the students search requirements. They can fill out as many or as few search criteria as they need, to narrow the list of courses they are interested in.
The selection results tab opens and displays Billy's search criteria.
If Billy wants to return to the search for sections tab, he would click the back button in the upper left corner of the screen. Or if Billy wants to return to the main screen, and choose another menu item, he would click the ok button at the bottom of the screen. To see detailed information about one of the courses displayed, he would click the section name and title.

~ 16 ~
Activity/Content
Demonstration: Additional Search Options
If they enter a word, such as Accounting, in the search field called Course Title Keyword, the system will display all courses where the word Accounting appears in the title.
For the Locations and Academic Level field, they can only choose the search parameters available in the drop-down list box.
In Instructor's Last Name field they should only enter the actual last name of the instructor, without any prefix or suffix. For example, for an instructor whose full name is Dr. Ned Land the third, you would enter Land, rather than Dr. Land or Land the third. If there were multiple instructors, with the last name of Land, all courses with an instructor of that last name, would be displayed, along with their full names.
Search by time, day, and section
Search keyword, location, level, or instructor

~ 17 ~
Item
Timing
12 Minutes
Activity/Content
Demonstration: Registering for Sections
This screen represents the multiple ways that students are allowed to register for a section. The simulation will emphasize search and register for sections as that will be the most commonly used way students will register.
They can use Register from my Worksheet if they want to register for sections from their course planning worksheet. The program they select here, will be the default, the next time they use the Program Confirmation Form.

~ 18 ~
Activity/Content
Demonstration: Registering for Sections
The wizard uses their program evaluation, to help them plan courses that they need. Then, they would continue into registration to pick the section or sections they want. They can only plan for programs, in which they are already enrolled. They should see their advisor if they want to enroll in a different program, or add an additional program.
Express registration allows students to register, or add classes, in the most expeditious way possible. They must know the exact Subject, Course Number and Section Numbers, for the classes they intend to register or add. For example, psychology one oh one, zero zero one.

~ 19 ~
Activity/Content
Demonstration: Sample Registering for Sections
This will be the most common way to register. Let’s revisit our example to complete the registration. Billy Student is searching for a psychology class. Notice he has entered the course number and section number. Because he has this information, he can enter it and get exact results. If students only know the course number that's fine, they will just see larger search results when they click submit. Let's click submit for Billy's course.

~ 20 ~
Activity/Content
Demonstration: Sample Registering for Sections
The student will validate this is the course he wants and click submit. To offically register, he will select register from the list of options in the drop menu. Once registered, the student screen will appear like the last image.

~ 21 ~
Item
Timing
8 Minutes
Activity/Content
Demonstration: Academic Profile
The Academic Profile will be the home of information that students will need throughout their entire time at Moraine Valley. As you can see, there a quite a few items that are crossed out. These items will not be functional on August 2nd, so there is no need to view them at this time. They will not be visible to students until they are fully functional. We will cover the sub-menus that students will see.

~ 22 ~
Activity/Content
Demonstration: Grades
These screens show Billy’s grades for the selected term.

~ 23 ~
Activity/Content
Demonstration: Grade Point Average By Term
These screens show Billy’s GPA by term.

~ 24 ~
Activity/Content
Demonstration: Transcript
These screens shows Billy’s transcript to date.

~ 25 ~
Activity/Content
Demonstration: Test Summary
This screen will show a summary of any standardized testing that Billy has taken while at Moraine Valley.
Activity/Content
Demonstration: My Class Schedule
My class schedule is another sub-menu, but unfortunately it has not been activated yet.

~ 26 ~
Activity/Content
Demonstration: My Profile
This screen shows all personal and academic information on the student.
Notes:

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