UC Department of Information Technology

Educan: Using the Portal for Faculty & Adjuncts

School of Education

Faculty Member Homepage:
There are quick action cards on the user homepage. Each card is a starting point.

• Quick Action Cards — View Submissions, user type tutorial link. 
• Below them sit the Shared Forms and Pillar Rubric Forms cards.

Controls on Portal Forms:

Controls on portal forms behave identically across all forms.

• Filling in a Candidate by ID 
  • Most evaluation forms open with a Candidate Information section. 
    • Type the candidate's 9-digit student ID into the Candidate ID field, then click or tab out of it. 
  • The portal looks up the student and fills in their first name, last name, and the Course dropdown for you. 
  • The field goes by slightly different names depending on the screen — all of them want the same 9-digit student ID number:
    
    • Evaluation forms (rubrics, disposition, IPR, SCPR, PPR) = Candidate ID or Candidate ID Number
    • Create Timesheet = Student UC ID Number
    • Impersonate a user = Student/Employee ID
    • Submission lists = Shown as the Student ID Column
  • If the name fields stay empty, the ID was not found. 
    • Re-check the digits. 
    • Student IDs are nine digits including any leading zeros. 
      • If you were given a shorter number, the portal pads it for you, but typing the full nine digits is safest. 
        
• Choosing Your Course
  • The Course dropdown only lists courses the system has on record for that candidate. 
    • If the course you want is missing, the candidate may not be enrolled in it for the term you are working in.
  • Entries read YEAR-TERM-SESSION-COURSE , for example 2024-FA-A-ED520 — year, term, session, then course number. 
    NOTE: If the course you need is missing, the system has no record of you in it for that term. Check with your instructor before filing the work elsewhere.
• Scoring a Rubric
  • Every rubric form scores the same way. Each row has a dropdown:
    
  • As you choose scores, a running total updates at the bottom of the form. You do not have to add anything yourself — if the total looks wrong, a row is still unscored.
    
• Comment Boxes
  • Comment fields hold up to 1,000 characters and show a live count of how many you have left. 
    Once you reach zero, further typing is ignored, so if the end of a comment seems to vanish, you have hit the limit.
• Required Fields
  • Required fields are marked with a red asterisk (*). If you submit with any of them blank, the page returns with a summary of what is missing at the top. Nothing you already typed will be lost.
• Saving a Form
  • Forms save only when you press the submit button at the bottom. There is no autosave and no draft — if you close the tab midway, the entry is gone. 
  • For long forms, set aside enough time to finish in one sitting. 
  • After a successful submission, you will get a confirmation, and in most cases, the relevant faculty member or supervisor is emailed automatically.

View Form Submissions:

Every user type has a View Submissions card, which opens a grid of form types with a count beside each one.

• Select any card to see that type as a sortable, paged list. 
  • The counts reflect your own work: what you submitted.
• Every list allows the user to: 
  • Sort by clicking a column heading. 
  • Page through results, and change the page size, using the controls at the bottom. 
  • View a single record with the button in the Actions column.

Searching Pillar Rubric Results:

This is the part of the portal that works differently for faculty than for everyone else. Selecting a Pillar card as faculty opens a search across candidates instead. 

• Use this functionality to look up a candidate's pillar results regardless of who evaluated them
  • Useful when you are advising a candidate or checking whether an evaluation has been completed before a deadline. 
• The same search exists for each of Pillar I Interview, Pillar I, Pillar II, and Pillar III.

Common Questions:

• Signing In
  • My UC Microsoft sign-in fails 
    • This is your university account rather than the portal — the portal never sees your password. 
    • Contact IT the same way you would for any other UC sign-in problem, such as email or iLearn.
• Wrong Access After Signing In
  • My badge under my name on the homepage says Student but I am facult.
    • Faculty access comes from the university directory, not from the portal, so no one in the School of Education can change it directly. 
    •  Email [email protected] with the address you signed in with. This is a directory issue, not something the portal can fix.
  • I was just given access and nothing changed 
    • You are still on your previous session. Sign out, then sign back in. 
  • I am missing timesheets or mentoring plans 
    • Those belong to university supervisor access. Faculty access does not include them.
• Forms
  • A candidate's ID does not fill in their name 
    • The ID is not in the system as typed. 
      • Student IDs are nine digits, including leading zeros. 
      • Confirm the digits with the candidate or their supervisor. 
      • If the ID is right, the candidate may not be enrolled for the term you need. 
    • Do not type the name manually and leave a wrong ID — the ID is what files the record against the right person.
  • The course I need is not in the dropdown 
    • The dropdown lists only courses the system has on record for that candidate in that term. If one is missing, the enrolment is not there. Check with the instructor before filing the work under a different course.
  • My running total looks wrong 
    • A row is still unscored. Scroll back through the rubric — the total only counts rows with a score chosen, and 0 – Not Observed counts as a real score.
  • The end of my comment disappeared 
    • Comment boxes hold 1,000 characters. Once the counter reaches zero, further typing is ignored.
  • I lost a form I was partway through 
    • There is no draft and no autosave. Closing the tab, letting the machine sleep, or navigating away loses the form. Start the longer rubrics only when you can finish in one sitting.
  • I submitted something with a mistake 
    • Contact the School of Education — administrators can correct a submitted record. Evaluators cannot edit or delete their own submissions once they are in.
  • I am not sure my submission saved 
    • Open View Submissions and look for it. If it is not listed, it did not save and needs to be completed again.
• Other
  • My submission counts are zero 
    • Counts show your own records: what you submitted, or — for students — what was submitted about you. Zero early in a term is normal.
  • What is the difference between IPR and Completer Evaluation? 
    • Same form; the Completer Evaluation adds the Completer Information section. Use the link that matches what you are being asked to complete.
      

Your screens and processes may vary slightly from this document.