User Guide for Faculty

This guide is written for Faculty users. Click on the links to go to a particular section.

Log-in and getting used to the site

Faculty: What you see

The Toolbar

The Add Forms Tab

Completing and submitting forms

The Progress Bar and Document History

The Contact Tab

Activities outside FES

Sections of a Student Dossier

         Enrolment History

         Examinations

         Plans of Study 

         HPRC/Risk

         Advisor/Supervisor

         Petitions

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Logging-in and getting used to the site

  • Log-in to the new system with your Passport York details
  • On the FES Homepage under Quick Links choose Graduate Dossiers, or go directly to: http://fes.yorku.ca/dossier
  • When you login, you will see several Blocks floating on a multicoloured background.
  • The white strip at the top is called the Toolbar
  • Between the Blocks and the Toolbar are some Tabs
  • Over time we intend to add more Tabs, which will contain more features.

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What you see

  • For Faculty, the big Block on the left is called My Students.
  • On the right are two Blocks: Tasks and Dates.
  • The Tasks block is where you will see any tasks you have been assigned. Tasks will come from a variety of users. Your Advisees will ask you to Approve forms; OSAS will create Green Sheets that will appear as a task etc.
  • The Dates block shows upcoming important dates in the graduate program.
  • You should see three Tabs: Home and Contact. Home takes you to the top page showing all your students. Contact is described in more detail below.
  • In My Students, you will see all the Students you are currently working with who are in this system. We will put these names in appropriate categories as needed eg. MES 2 students, PhDs. If it is not up to date, just let us know using the Contact tab.
  • Click on each name to go to that Student’s Dossier.

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Toolbar

  • The Toolbar contains your profile called My Account and your Messages.
  • You can edit some things in your profile; we’ll adjust this as we get your feedback.
  • Please make information is up to date.
  • You can send and receive internal messages from any other user in the system. 
  • It’s NOT the same as the email you get if you get a Task (see below).
  • Make sure to Log Out when using a computer in a computer lab.

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Add Forms

  • Student-created forms here are in several categories.
  • Create a form, fill it in and press Save at the bottom.
  • Some fields are mandatory and you cannot save until they are completed.
  • THEN PRESS SUBMIT – you receive confirmation that it has been submitted.
  • Non-FES and Non-YU courses require HARD COPIES only. Links are provided under Add Forms > Print Requests. PRINT the forms and follow the instructions in each case, securing the required signatures. Submit completed paperwork to OSAS.

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Completing and submitting a form

  • In most cases, you submit the form and it goes to the next person who needs to review and approve it.
  • This happens automatically if you put in the right details. Please take care to do that.
  • In this system we have used "Auto-Complete" fields wherever possible, to reduce typing and typos. Just type a few letters of what you want and these fields give you the possible options to select.
  • We also use "drop-down" boxes wherever appropriate for the same reasons.
  • There are some text boxes for certain fields. Where email addresses are requested, these must be exact in order for the form to go where it needs to. 

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Progress Bar and Document History

  • Once a student creates a form and presses “Save” you will see a Progress Bar and a Document History. From then on, you can use these to see where your form “is” and who has done what.
  • Hover your pointer over the Progress Bar or click on Document History to see the relevant details for that form.

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Contact

  • Where you go to let us know about mistakes or problems, or give us feedback.
  • Choose the right category (help or feedback) and we will respond as quickly as we can.

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Using this system to do activities outside FES

  • Many MES students engage in work outside the regular classes and workshops in the faculty. 
  • This means the individuals who agree to work with you (eg. Field supervisors) will need to approve your forms by coming into the system.
  • If you provide the correct details requested (accurate email addresses are absolutely critical), we can make this easy for them and ensure they get the information they want and need.
  • You can always check the progress of a form using the Progress Bar or Document History (see above).

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Sections of a Dossier

  • Inside a Student Dossier, there are several different types of things, which will accumulate as a program develops. Use the Index on the left to navigate the site. It contains multiple sections corresponding to the many forms required to complete for various courses and processes.
Students’ Enrolment History
  • This is a list of all the enrolment forms submitted, divided by term and year.
  • At a minimum, there should be a Course Advising Form for each term enrolled. Remember: Students don’t create their Course Advising Form. That is created automatically by OSAS for every Student at the start of each enrolment period.
  • There may be additional forms you created eg. for enrolment in IDS and fieldwork courses.
MES Examinations
  • As with Enrolment, there should be an Examination Report for every term enrolled. It contains an update of Student progress, as well as what Student and Advisor agreed are the next steps.
  • In your first term, this should be a 1>2 Examination.
  • Later there will be General Examinations and eventually, your 2>3 and Final Examinations. 
Plans of Study (submitted for exams)
  • Shows all the POSs submitted, again by term.
  • This does not include drafts, or sections of a POS submitted for your Advisor to review.
HPRC/Risk Assessment
  • This is where the Ethics and Risk assessment forms can be found. Not every student needs these. Students should talk to Advisors about these well in advance of conducting any fieldwork.
Advisor/Supervisor forms
  • Forms related to changing Advisors or nominating a Supervisor.
Petition Forms
  • Forms for petitioning for various things, such as withdrawing from a course after the last day of normal withdrawal.
  • You can also “hover” your pointer over a course in your Student History to see Petition options.

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