UC Department of Information Technology

Educan: Using the Portal for Administrators

School of Education

Portal Administrator Homepage:
There are quick link cards on the user homepage. Each card is a starting point.

• Quick Action Cards — View Submissions, user type tutorial links, and Admin Tools in red. 
• Below them sit the same Option 6, Shared, and Pillar cards other roles get, plus a fourth red Admin Tools card.
• The Admin button in the top right corner takes you to the Admin Dashboard.

Admin Dashboard:

The Admin Tools Card or the Admin button in the top right corner takes you to the Admin Dashboard.

• User Impersonation Card
  • View the site as another user
• Manage Admins Card
  • Who gets administrator access
• University Supervisors Card
  • Who gets supervisor (coordinator) access
• External Evaluators Card
  • Outside evaluators and their access codes
• Recent Impersonation Activity
  • This section lists who impersonated whom, and when it started and ended. Read it periodically — it is the portal's audit trail for the single most sensitive thing an administrator can do.

Impersonating a User:

This is the most powerful thing in the portal, and the most useful for support: it shows you exactly what another person sees. Use it to reproduce a problem someone has reported rather than asking them for screenshots.

• To Impersonate
  
  • Select Find User from Admin Tools, or Impersonate User from your home page.
  • Either search for a mentor or supervisor and select Impersonate on their row, or use the form at the bottom: enter the person's Student / Employee ID, choose their role, and submit. The portal fills in the rest from its own records.
• While Impersonating
  
  • A yellow bar sits across the top of every page for as long as it lasts, naming who you are impersonating and their role.
  • You now see the portal exactly as they do — their home page, their cards, their submissions.
  • Anything you do is done as them. A form submitted while impersonating is recorded as that person's submission. Treat impersonation as read-only unless you are deliberately fixing something on their behalf.
• End the Impersonation
  • Select End Impersonation in the yellow bar. 
    • Always end it explicitly when you are done.
  • You are returned to your own administrator session. 
  • Every session is written to the impersonation log with its start and end time, and a session left open reads as one that never finished.

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.

Issues Only Administrators Can Fix:

Other roles will come to you for these, because the portal deliberately does not let them do it themselves.

• A submitted evaluation has an error.
  • Open the record and edit it. 

• Duplicate Timesheet Entry
  • Open the candidate's timesheet and remove it
• A timesheet is on the wrong term.
  • Recreate the timesheet on the right term
• A student deleted a field experience entry by mistake.
  • The record is retained on the backend of the portal.
  • Submit a ticket with IT to restore it.
    
• An evaluation is filed under the wrong candidate.
  • Edit the record
• Wrong Mentor Assignment
  • Edit the candidate's timesheet

Your screens and processes may vary slightly from this document.