based Evidence Room for Your

architectgroundhogInternet and Web Development

Dec 4, 2013 (3 years and 11 months ago)

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The “Green Room”:

Setting up a Completely Web
-
based Evidence Room for Your
Audit

Amanda Benedict
-
Chambers

a
nd

Beth Grzelak

AACTE Annual Conference, San Diego CA

February 25, 2011

Outline of Talk


Context and timeline


What was involved in building the site


Key takeaways from our audit visit


Tour of our Evidence Room


Setting a context


Our electronic records system was designed
exclusively for the audit visit


Other methods of sharing information with
reviewers were failing


Variety of information utilized in the
Inquiry
Brief

was in hard copy translated to electronic
charts, graphs, tables


Idea started with
Inquiry Brief
itself, and our
attempt to replicate an electronic version we
had seen another institution use


Development Timeline


Audit visit was November 2
-
5, 2010

1)
Aug. 2010: Site created


headers only, no content

2)
Oct. 6
-
13: Central purpose was translating
Brief

to HTML

3)
Oct. 14: Translating
Brief

to HTML is abandoned.
Decide to create bookmarked PDF instead

4)
Oct. 13
-
27: Determining best way to grant access to
TEAC reviewers and getting that access granted

5)
Beginning Oct. 14: Uploaded supporting documents to
site as they become available

6)
Oct. 21: Missing document status report

7)
Audit week: On
-
going editing and “live” uploads

8)
Nov. 10
th
: Finalize upload of post
-
audit visit documents


How easy was it?

Set
-
up done by two key people:

1.
Webmaster

2.
High
-
level administrative support


During audit visit requires a minimum of three
people:

1.
Webmaster

2.
High
-
level administrative support

3.
TEAC
IB

co
-
author



How easy was it?

Did not require special software:


Used university
-
supported “content management
system” (CMS). Non
-
site specific examples are
Drupal
,
Joolma
, Expression Engine,
Wordpress
.

o
If done again, our webmaster suggested use
of
Wordpress


CMS administrator created site and set
templates, and trained non
-
tech personnel


Biggest decision was how to provide protected
access (not public/open)



Who was involved?

Before the audit visit


Inquiry Brief

co
-
authors:


Set vision for what site should include and
suggested format

Webmaster/CMS administrator:


Created site and set templates, and trained non
-
tech personnel


Invested about 8
-
10 hours of time, including
experimentation time


Felt it was a good use of time and appropriate for
the role



Who was involved?

Before the audit visit




Administrative support staff member:


Created sections/organized site based on
IB

authors’ vision


Loaded and linked documents


Tracked “to
-
dos” related to site and
documents


Troubleshot problems with site or documents


Worked 10
-
15 hours per week in three weeks
prior to and during visit

Who was involved?

During the audit visit

IB

co
-
authors and staff member:


Worked on and off during audit visit to
prepare and/or find documents and upload
them


Edited “live” documents on the site

3 Key Takeaways


1.
Learned from our trial and error: Emailing
documents, CD
-
Rom, preloaded laptop, jump
drives all ruled out


None allowed for editing or “in the moment”
work

2.
With right support, can be done relatively
quickly

3.
Would utilize non
-
university based system, such
as
Wordpress
, in future, to avoid having to
navigate university security/permission issues


What auditors said about site


Easy to use


Sections and files well
-
labeled


Everything worked!


Electronic docs allowed for auditor cutting and
pasting to create new documents


Some files could have had more detailed
dropdown menus describing program, year, etc.


Huge PRO to have electronic “room” available


Facilitated auditor work


Provided admirable flexibility

Take a tour of our “Evidence
Room”


http://sitemaker.umich.edu/teac_2010

Contact Information


Amanda Benedict
-
Chambers

Graduate Research
Assistant for TEAC

Inquiry Brief co
-
author

mbenedi@umich.edu






Beth Grzelak

Teacher Education
Program Director

Inquiry Brief co
-
author

bgrzelak@umich.edu


QUESTIONS/COMMENTS?