ClockWork Online Test Booking Manual
ClockWork Online Test Booking ManualTechnoPro Computer Solutions Inc. 2013
Table of ContentsScenario and Assumptions . 5What are Your Test Centre Rules/Processes?. 6Add a Test Booking Form for Assets . 8Add a Form for the Instructor Wizard. 13Add a Room as a Resource . 18Add Assets . 20Add a Room to the Test Booking System . 24Set Room Availability . 28Online Test Booking Student Wizard . 31Schedule a test, mid-term or quiz . 33Schedule a final exam . 42View Schedule . 43Online Test Booking Instructor Wizard . 44Creating Email Templates for Online Test Booking . 52Accessing the Email Templates . 52Creating a Basic Email Template . 54Creating the Exam Sheet . 57Creating the Exam List . 62ClockWork Tests and Exams Interface . 65Menu Ribbon. 66View. 66Backward and Forward . 66Today. 66Refresh . 66Set Date Range . 66Action . 67Auto find seat scenarios . 72TechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual2
Selected exam . 73Email. 73Cancel . 74No-show . 74Delete . 75Export . 76Exam Sheets . 76Sample Exam Sheet . 77Mailing Labels . 78Exam List . 79Sample Exam List. 80Preferences . 81Choose columns . 81Column Chooser window . 81Selecting and dragging “PersonId” to the interface . 81“PersonId” now in the interface . 81Save Layout . 82Load Layout . 82Hide Cancelled . 82Auto-size row height . 82Disable colour coding . 82Best fit . 82Clear column filters . 82Options . 83Re-assign rooms . 83Close Exams. 83Tests and Exams Interface Tabs . 84Test/Exam bookings . 84TechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual3
Calendar . 84Class test definitions . 85New class test definition . 87Select a course . 88Edit selected definition . 89Delete selected definition . 89Clear column filters . 89Choose columns . 89Export to Excel . 89Print . 89Un-booked students. 90Row Formatting . 91Row Formatting Example . 92Using the Tests and Exams Interface . 93Test Detail . 93Test Copy . 94Instructor Info and Student Info . 95Invigilator . 96Using the Tests and Exams Interface Table . 97TechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual4
Scenario and AssumptionsThe settings and screens that you see in the Online Test Booking Module are determined in part by the rules and processes of your test centre. For the purposesof this documentation the following scenarios and assumptions have been used: The disability office is not using online/electronic accommodation letters Only students will initiate the test/exam booking process (instructors cannot initiate a test or exam) Students must book a test/exam at least seven (7) days prior to the date of the test/exam Instructors will receive one email notification six (6) days prior to the date of the test/exam (rather than receiving an email each time a student books atest/exam) Instructors who have not yet submitted a test/exam will receive an email reminder three (3) days prior to the date of the test/exam Classroom and test accommodations have been set up The test centre will have different rules/settings for tests vs. exams The test centre will sync with the School’s formal exam schedule and use this to create the test definitions for exams The test centre will use the virtual room settingTechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual5
What are Your Test Centre Rules/Processes?QuestionYour AnswerDo students initiate the test/exam booking or do instructors or both?How many days in advance can students book their test/exam? (e.g. 7days in advance)Do you want instructors to receive notification for each student everytime they book a test/exam or one email once test booking hasclosed for the student? (e.g. 6 days in advance)Do you want to send a reminder to instructors who haven’tsubmitted the test/exam? If yes, how many days before the testdate?What additional information do you need instructors to provide? (e.g.what’s allowed in the test, contact info, software needed in test, etc.)Do you want to use a virtual room? (this means no student will betold there is no room even if you are fully booked)TechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual6
QuestionYour AnswerWill you need separate settings for tests vs. exams?Will you use your college’s exam schedule to create test definitionsfor the exam period?TechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual7
Add a Test Booking Form for AssetsDetailed instructions and explanations for creating forms are available in the “Forms” section of the Admin Manual. Theinstructions here are not as detailed and provide just what you need to set up this form for the Online Test BookingAssets.1. On the “Extra” tab, click the “ClockWork Admin” button; enter your password when prompted2. In the ClockWork ADMIN window, click “Forms”3. Click “Manage forms”4. Click the “Create new form” buttonTechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual8
5. Select the type of form you want to create. For the purposes of setting up this form for Online Test Booking,choose the “Appointment” type as tests are considered an appointment.6. Click “Select”TechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual9
The “Dynamic Form Info” window opens where you can set the form attributes.7. If you have other forms created and want this one in the same group, enter that name in the “Group name” box(e.g. Disability Forms). You can leave this blank and the form will be classified as “Un-grouped”.8. Enter the form name in the “Screen Caption” box (e.g. Student Test Booking Assets)9. Uncheck the “Show as button” check box (if this is checked it will add this form as a tab on the StudentInformation page in ClockWork)10. Click “Save”Type of form you selectedGroup nameForm nameTechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual10
The form you just created is now listed under “Un-grouped forms” in the forms listYour new form (#51)11. Double-click the form you just created to add the form controlsThe form window is blank until you add controls to it. The list of standard form controls you can choose form is locatedin the panel on the left side of this window. The properties of the controls you are adding display in the panel on theright side of this window.Form windowForm propertiesForm controlsForm lists12. To place a control on the form, click and drag it from the control list. Place the following controls on the form:Group Box, Label, 5 Checkboxes and a Textbox. Your screen should look like this:13. Click on each control to name itTechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual11
14. Click on the “Preview” tab to see what the form will look like on the screen15. When you’re finished creating the form, click “Save”TechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual12
Add a Form for the Instructor WizardDetailed instructions and explanations for creating forms are available in the “Forms” section of the Admin Manual. Theinstructions here are not as detailed and provide just what you need to set up this form for the Online Test BookingInstructor Wizard.1. On the “Extra” tab, click the “ClockWork Admin” button; enter your password when prompted2. In the ClockWork ADMIN window, click “Forms”3. Click “Manage forms”4. Click the “Create new form” buttonTechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual13
5. Select the type of form you want to create. For the purposes of setting up this form for Online Test BookingInstructor Wizard, choose the “Instructor per date” type.6. Click “Select”TechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual14
The Dynamic Form Info window opens where you can set the form attributes.7. If you have other forms created and want this one in the same group, enter that name in the “Group name” box(e.g. Disability Forms). You can leave this blank and the form will be classified as “Un-grouped”.8. Enter the form name in the “Screen Caption” box (e.g. Instructor Wizard)9. Uncheck the “Show as button” check box (if this is checked it will add this form as a tab on the StudentInformation page in ClockWork)10. Click “Save”Type of form you selectedGroup nameForm nameThe form you just created is now listed under “Un-grouped forms” in the forms listYour new form (#52)TechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual15
11. Double-click the form you just created to add the form controlsThe form window is blank until you add controls to it. The list of standard form controls you can choose from is locatedin the panel on the left side of this window. The properties of the controls you are adding display in the panel on theright side of this window.Form windowForm propertiesForm controlsForm lists12. To place a control on the form, click and drag it from the control list. Place the controls you want on this form.13. Click on each control to name itTechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual16
14. Click on the “Preview” tab to see what the form will look like on the screen15. When you’re finished creating the form, click “Save”TechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual17
Add a Room as a ResourceBefore you start adding rooms in the Test Booking section, you have to create the resource first. You do this in the“Users / resources” section of the Admin area. Once you create all the rooms here, you can add them into the TestBooking module.1. On the “Extra” tab, click the “ClockWork Admin” button; enter your password when prompted2. In the ClockWork ADMIN window, Click “Users / resources”3. Click “Manage rooms list”4. Click “Add New Room”TechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual18
5. On the “Info” tab of the “New Room” window, enter the “Room Description” and “Room ID”. You can decidehow you want to set this up. For this example, the room number (B2006) and desk/station number (01, 02, etc.)have been used for both line one of the Room Description and the Room ID and the second line of the RoomDescription has been used to indicate if this is a desk or computer station.Line oneLine two6. When you click the “Member of” tab, it should show this room as a PRIMARY member of the “Rooms” group7. Click “Save”. You have successfully set up a room. Repeat for each room you have in your test/exam centre.TechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual19
Add AssetsExplanation about Assets and Accommodations**Note: when we talk about “rooms” we mean any testing desk or station, with or without a computer, in an actualseparate room or not.**Assets are a way to tell the Test Booking system about each room. They tell the system if a room is a desk or computer,they tell the system which test accommodations are available in each room, they tell the system what software is loadedonto the computer in the room. The booking system uses this information to determine if there is a room available foreach student’s testing needs and assigns a room to a student based on their selections. If there is no room with thecombination of required assets available, the student will get a message telling them their booking could not becompleted and are prompted to contact the department.You need to set up each asset, attach an accommodation to it and then assign assets to each room. Accommodationsinclude the actual test accommodations that are selected in the accommodations section of ClockWork (e.g. extra time,scribe, adaptive technology) and things like non-adaptive software that might be needed for a test (e.g. SimplyAccounting). The non-accommodation assets are set up through the use of a form in the Admin section – see “Adding aTest Booking Form for Assets” for instructions.1. On the “Extra” tab, click the “ClockWork Admin” button; enter your password when prompted2. In the ClockWork ADMIN window, click “Settings”3. Click “Web Module Settings”TechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual20
4. Click “Test Booking” to access the test booking settings5. Click “Assets” to create the asset (or accommodation) that you will later attach to rooms6. Click “New Asset”TechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual21
7. Enter the name of the asset you are adding in the “Title” field. When you click in the “ID” field it willautomatically repeat the title in ALLCAPS; you can edit the ID field if you want. The “Score” will default to 100and the “is active” checkbox will automatically be checked. Adding a description is optional.8. Click “Add accommodation” to attach an accommodation to this assetThe Asset accommodation window will open.9. Scroll the list of accommodations and select the one you want (in this case “Scribe”). Check the box beside theaccommodation and click in the “Selected accommodation(s)” pane on the right side to add theaccommodation(s). You can add multiple accommodations to one asset.10. Click “Save”Click in paneTechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual22
The added accommodation now appears in the “Asset detail” window:11. Click “Save”. The asset is now in the asset list:12. Repeat for all the assets you need to enter13. Click “Save” when you are finished to save all assetsTechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual23
Add a Room to the Test Booking SystemIn order to have a room available to be booked in the Test Booking system, you must add it in the Test Booking Settings.Before you can do this, you must set up the rooms as resources first, see “Add a Room as a Resource” for instructions.1. On the “Extra” tab, click the “ClockWork Admin” button; enter your password when prompted2. In the ClockWork ADMIN window, click “Settings”3. Click “Web Module Settings”4. Click “Test Booking” to access the test booking settings5. Double-click “Rooms” to add rooms to the Test Booking systemTechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual24
6. Select a room (from the ones you entered into resources earlier) by clicking the drop-down arrow beside the“ClockWork Room” field. If there are no rooms liste
TechnoPro Computer Solutions Inc. 2013, Online Test Booking Manual 18 Add a Room as a Resource Before you start adding rooms in the Test Booking section, you have to create the resource first. You do this in the “Users / resources” section of the Admin area. Once you create all the rooms here, you can add them into the Test Booking module. 1.
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