TIM Tools Administrator Manual

The Tim Tools suite of applications includes a survey for teachers about their uses and perceptions of technology, a classroom observation tool, and an action research tool. There is also an administrative center. As an administrator, you will see this screen when you sign into TIM Tools.

Figure 1. TIM Tools menu as seen by administrators. Note that observers and teachers will see fewer options than you will see as an administrator.

The Administrative Center

The Administrative Center is where you will find everything you need to enter your schools and teachers, and manage the use of the tools. You will find helpful information embedded throughout the Administrative Center. You could easily skip reading this manual altogether and find your way around the Administrative Center just by exploring, but this manual could save you some time. At least skim through for the various "TIP" sections we included below.

1. The Overview Tab

The Administrative Center opens to an overview screen. The Overview screen defines terminology used in the Administrative Center and repeats much of the information in this manual.

Figure 2. Top portion of the Overview tab.

2. The Settings Tab

The Settings tab allows an administrator to enter global settings for the TIM Tools suite. Currently, this includes four options.

Figure 3. Settings Tab with Tups set to 2 and four zones created.
  1. Maximum Number of TUPS Surveys. Possible values are 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, and unlimited. This sets the number of times a teacher can take the TUPS survey. By default it is set to 1. It can be easily changed at any time by using the dropdown menu. You may want your teachers to take the TUPS only once per year. Perhaps you would like for teachers to take the TUPS at the beginning of the year and then at the end of the year or at the end of a grant project or special initiative. In such situations, leave the setting at 1 until it is time for teachers to retake the TUPS, at which time you simply change the setting to 2. You can pick any other number or just change it to unlimited if you want teachers to always have access to the survey.
  2. District Level Spreadsheet Downloads. From here, you can download spreadsheets of results from either the TIMO or the TUPS. We provide this raw data so that it can easily be imported into other systems. We also provide a means of easily converting the raw TUPS data into an extensive report that assists with interpretation.
  3. Administrator Email Address. Here is where you can update your email address as administrator.
  4. Manage Zones. This option gives you the ability to group schools into zones for administrative convenience. Large districts often have existing geographic zones. Some districts prefer to group their schools by level and have created zones for elementary, middle, and high schools. Others may want to create a separate zone for their charter schools, schools participating in a special program, or any other factor of their own choosing.

Every school is in one zone, even it it is simply the default zone. A smaller district may choose just to leave all of their schools in the default zone when they first start using TIM Tools, but the fact that zones exist by default makes it possible at any time in the future to create additional zones and assign their schools among them as needs change.

TIP: Although the Administrative Center will allow you to enter member, school, and zone information in any order, it will save much time to

  • first enter the zones you want,
  • next enter your schools via spreadsheet with their zones identified, and
  • then enter your membership via spreadsheet with their schools identified.

Otherwise, you will waste time going back and forth to assign existing members to schools and/or assign existing schools to zones.

To change the name of the Default zone, simply select the word Default and change it to any name you want. Name changes are saved automatically. Your change will be reflected across the Administrative Center.

To add a zone, click the "Add Zone" button and enter a name where it says "Enter Name Here."

You can remove a zone by clicking the "Remove" button, however you need to leave at least one zone, so you will not be able to remove zone number 1.

TIP: If, for example, you want a total of four zones, rename the default zone to the name you want for your first zone, and then create and name just three additional zones for a total of four.

The default zone and every zone you create is automatically assigned an ID number. You will use these ID numbers if you choose to enter your schools via a spreadsheet.

3. The Schools Tab

The Schools Tab allows you to enter schools and assign them to zones. You can either add schools individually via a form or all at once via a spreadsheet. The Schools Tab also shows you a list of all your current schools arranged by zone.

Figure 4. This distict has four zones with three schools in each zone.
  1. My Zones. The top section of the Schools Tab lists all your district's zones in alphabetical order and indicates their ID number.
  2. Import/Add Schools. This section allows you to add your schools to TIM Tools.

    If you have a small number of schools in your district or are just adding a few new schools to to TIM Tools, you'll probably find it easier to use the "Add Schools Individually" option. Clicking this button opens the following form. Simply enter the school name, select a zone, and click "Add."

    Figure 8. Adding one school at a time.

    If you have many schools to add, it will be easier to import a spreadsheet.

    • Click the "Import via Spreadsheet" button and this section will open:
      Figure 13. Importing members via spreadsheet.

    • Click the link for "Download Example Spreadsheet."
    • Open the example spreadsheet. Enter school names in column A, beginning in row 2. Enter Zone ID numbers in column B.
      Figure 10. Sample completed schools spreadsheet.

    • Save your spreadsheet on your computer as an .XLS file.
    • Click the "Choose File" button and navigate to where you saved the spreadsheet.
    • Click the "Import Schools" button to import the school names and zone IDs from the spreadsheet into your instance of TIM Tools.
    TIP: Be sure to indicate a zone for each school, even if you did not create any special zones of your own. In that case, just indicate the default zone ID for each school. The default zone ID will always be 1. A SCHOOL WITHOUT A ZONE ID INDICATED WILL NOT BE IMPORTED.
  3. My Schools. The "My Schools" panel allows you to edit the name of each school, change the zone assignment, or delete the school as needed.

4. Membership Tab

The membership tab is organized into two sections: 1) methods for adding members and 2) an alphabetical list of all members.

Figure 11. Membership Tab viewing last names starting with A.

a. Import/Add Members. This section allows you to add members to TIM Tools. Members include teachers, observers, or additional administrators.

Adding members individually. If you are just adding a few members, you may find it easier to use the "Add Members Individually" option. Clicking this button opens the following form.

Figure 12. Adding one member at a time.

For each member, enter a valid email address, password, first name, and last name.

You can also select the school affiliation at this time. For administrators and others you do not want included in reporting, leave the affiliation set to "None."

Adding members via spreadsheet. If you are adding many members at once, you will want to use the spreadsheet method.

TIP: Although member information can be updated at any time, to maintain data integrity, once members have been added, they cannot be deleted. You can, however, change the satus of any member to inactive so that they no longer appear in reporting.

Edit Properties. Clicking on the "Edit" button allows you to edit the username (email address), first or last name, and school affiliation. You can also select the checkboxes to promote the member to administrator and/or observer status. Clicking "Save Changes/View Roster" saves the changes and returns you to the membership roster. Click "Cancel" to exit to roster without saving changes.

Figure 14b. Example of the "Edit Properties" panel for an individual member.
TIP: If you do not want a member to be included in reports, but still retain access to TIM Tools as, for example, an administrator or observer, set the member's affiliation to "None."

Reset Password. Clicking the "Reset Password" button allows you to set a new password for the member. If you want the system to automatically select a random number, just leave the text box blank. Changing the password will automatically generate an email containing the new password to the member. Click "Reset Password/View Roster" to save the changed password and return to the membership roster. Click "Cancel" to exit to roster without saving changes.

Figure 14c. Example of the "Reset Password" panel for an individual member.
TIP: As an administrator, you really shouldn't have to do much with individual passwords. Members who have forgotten their passwords can simply go to the log-in screen, enter their email address, and click the "Reset Password" button to have their password reset and emailed to them.
Figure 15. Member log-on screen with option to receive new password via email.

Status. This button allows you to toggle the status of the member. Setting status to "Inactive" disables the member's ability to log-in and removes the member from all reporting. Returning the status to "Active" restores TIM Tools access and includes the member back into reporting. To maintain data integrity, it is not possible to completely delete a member.

5. Administrators Tab.

This section lists all members who have been granted Administrator status in their membership setting. (See 4b above, "Edit Properties.") You will be able to leave the Admin Level at the default "School" level or promote the member to "Zone" level or "All." Any administrator promoted to the "All" level will be able to administer any zone or school in the district, therefore the "View Assignments" button is not applicable if the assignment is the whole district.

Figure 16. Administrators Tab.

For administrators at the school or zone level, you'll need to assign the specific school(s) or zone(s) you wish the member to administer. To make those assignments, click the "View" button in the Assignments column. The member's current assignments will appear in the Administrative Assignments list below. If there are no assignments, the box will indicate "No current assignments." To add an assignment, just select the school or zone from the dropdown "Select Assignment" list. A school-level administrator can be assigned any school. A zone-level administrator can be assigned any zone. Zones cannot be assigned to school-level administrators and schools cannot be assigned to zone-level administrators.

If you want to remove administrative authority from a member, click the "Remove" button. The member will be removed from the list of administrators and the administrator checkbox in their properties settings will be automatically unchecked. Removing a member from the Administrators List does not remove the person from the general membership roster.

TIP: Promoting any member to Administrator or Observer is a two-step process. First, grant them either Administrator and/or Observer status by editing their membership record. They will then show up in the list at the top of the Administrators or Observers tab as appropriate. From there, you can assign them to the specific zones or schools you wish them to have responsibility for.

6. Observers Tab.

This section lists all members who have been granted Observer status in their membership setting. (See 4b above, "Edit Properties.") You can assign any combination of schools and/or zones to an individual observer. To make assignments, click the "View" button in the Assignments column. The member's current assignments, if any, will appear below. To add a new school or zone to the observer, just select it from the dropdown "Select Assignment" menu.

Figure 17. Administrators Tab.

If you want to remove observer status from a member, click the "Remove" button. The member will be removed from the list of observers and the observer checkbox in their properties settings will be automatically unchecked. Removing a member from the Observers List does not remove the person from the general membership roster.

7. Reports Tab.

The Reports tab gives you web and printer-friendly reports for each school.

Figure 18. Reports Tab.

All reports are also available in a printer-friendly version. Just click the "Printer Friendly" button and the report will open in a new window for printing.