UC Department of Information Technology

Educan: Using the Portal for External Reviewers

School of Education

External Reviewer 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.

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:

• The Microsoft sign-in button does not work for me. 
  • It is for UC accounts only. Use the External Reviewer / DistrictBased Mentor Sign In panel below it. 
• I never received an access code. 
  • Contact the School of Education. Codes are issued when they add you, and they go to the email address on your registration — check that address specifically. 
• I have forgotten my password. 
  • Use Forgot Password? on the sign-in page. The reset goes to your registered email. 
• The candidate's ID will not fill in a name. 
  • The ID is not in the system as typed. Confirm all nine digits, including leading zeros. 
  • If it still fails, the candidate may not be enrolled for that term. 
• I submitted the wrong form type. 
  • Contact the School of Education. You cannot delete a submitted evaluation yourself. 
• Which form should I be filling in? 
  • Ask the university supervisor for the candidate's program. The portal does not decide this for you. 
• Something is broken. 
  • Email [email protected] with the page, what you were doing, and the exact error text. 
    

Your screens and processes may vary slightly from this document.