UC Department of Information Technology

Educan: Using the Portal for University Supervisors

School of Education

University Supervisor 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 Option 6 Forms, 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.

Bulk Uploading Dispositions:

• When you have dispositions for a whole cohort, Upload Dispositions imports them from a CSV file in one pass instead of one form at a time. 
  • This is the one screen in the portal that still uses the older interface, so it looks different from everything around it.
• Two cautions: 
  • There is no preview and no undo. Rows are inserted as soon as you upload. 
    • Check the file carefully first — especially that student IDs are the full nine digits. 
  • Upload a file once.
    • Uploading the same file twice inserts every row twice. 

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.

Common Questions:

• A candidate does not appear under View Timesheets. 
  • Either no timesheet has been created for them in that term, or it was created under a different term. 
  • Check the adjacent term, then create one if it is genuinely missing. 
• A district-based mentor says they cannot see their candidate. 
  • The mentor assignment on the timesheet is what drives that list. 
  • An administrator can correct the assignment. 
• I picked the wrong term when creating a timesheet. 
  • Contact an administrator — supervisors cannot move a timesheet between terms. 
• I entered the same session twice. 
  • Contact an administrator to remove the duplicate. 
• I cannot find the Course Embedded Rubric. 
  • Supervisors do not submit that form; faculty and external reviewers do. 
  • You can read submitted ones through View Submissions.
• My badge says UC Faculty Member, not UC University Supervisor. 
  • Your address is not on the University Supervisors list, or was removed. 
  • Ask an administrator to add it — the change takes effect at your next sign-in.
    

Your screens and processes may vary slightly from this document.