Assurance - PDF document

1 Assurance System Manual AUGUST 2021 Co
Assurance System Manual AUGUST 2021 Contents Institutional Tasks 3 User 4 Gaining Users 4 Managing 5 Navigating 6 Creating Adding Text 7 Managing Types of Evidence Tracking Changes to the Evidence File 10 Writing Adding Text Editing Text Tracking Activity and Accessing Previous Versions of the Assurance Argument 15 Uploading 15 Uplo

2 ading 15 Locking 16 AddingTab 16 Creatin
ading 15 Locking 16 AddingTab 16 CreatingVersion Peer Reviewer Tasks 18 Reviewer Reviewer Team Chair 18 Logging 18 Accessing 19 Conducting Review Assurance System Help Overview of the Assurance System Institutional Tasks USER ROLES Access to the Assurance System for each institution is limited to 15 active individual accounts. There

3 are three types of roles that may be as
are three types of roles that may be assigned to users in the Assurance System. All three types will count toward the allowable total of 15 active users at any time. COORDINATOR READ-ONLY GAINING ACCESS TO THE ASSURANCE SYSTEM COORDINATORS To activate the System Coordinator’s READ-ONLY IMPORTANT: PASSWORD MANAGING USERS (SYSTEM

4 COORDINATORS ONLY) to other users at th
COORDINATORS ONLY) to other users at the institution. To add an individual: change user role assignments at any time. To modify IMPORTANT: COORDINATOR USER’SSTATUS To change the status of a user: NAVIGATING THE ASSURANCE SYSTEM To navigate within the system, click on any of the e IMPORTANT: CREATING THE INTRODUCTION Type directl

5 y in the text box or copy and paste Pas
y in the text box or copy and paste Paste as Text option to avoid formatting errors To eliminate formatting problems with text that To resume adding text, click on the Edit button. To add an image: MANAGING THE EVIDENCE FILE Documents material that may be used in the Assurance Argument. To view documents in the HLC Documents folde

6 r: IMPORTANT: Word, Excel, or other type
r: IMPORTANT: Word, Excel, or other types of documents that the Websites that are not included in the allowable ALLOWABLE To add a URL source: Type or paste in the relevant URL. To ensure the correct link was added, click on the unless they are referenced in the Assurance Argument CREATING subfolders allowed. To create an instituti

7 on’s �le DOCUMENTS To uplo
on’s �le DOCUMENTS To upload a PDF document: to the Addendum Tab on page 16 for details). The DOCUMENTS indicate the number of �les unreferenced. To view To permanently delete any unreferenced �les, WRITING THE ASSURANCE Number/Title Status due dates. To set a due date: To change the due date at

8 any time, repeat the users. To assign a
any time, repeat the users. To assign a user to a section: To change the assigned user at any time, repeat Out time. To check in a section that has been checked out: WordCount To sort by due date, assigned user or word count To sort in descending order, click again on the To return to the original order, click on the Number NAVIGA

9 TING To open a Criterion section, click
TING To open a Criterion section, click on the title of the To exit a section of the Assurance Argument, click To add text to a section: Type directly in the text box or copy and paste the Paste as Text option to avoid formatting To eliminate formatting problems with text Editing Text). To exit the section, click on either “Chec

10 k In” or may edit it. To check in the
k In” or may edit it. To check in the section at a later date, Click on the Table button. Select Insert Table from the drop-down menu. To adjust the format of the table, place and click on the Table button. Select Cell To delete the table, place the cursor within the table, click on the Table button, and then TABLE PASTE Click

11 the Paste as Plain Text button. FORMATT
the Paste as Plain Text button. FORMATTING Sources To reference PDF �les in a section of the Assurance To add a PDF �le as a source for a particular section: manner. (Documents may be added at any point in To exit the section, click either “Check In” or the section out may edit it. To check in the section

12 To have a source open to a specif
To have a source open to a speci�c page: To reference the same document but have IMPORTANT: To delete a document, click the Delete button to the right of a document name. Note: this only deletes the document from a speci�c section; it does not delete the document from the Evidence File. Text To remove a linke

13 d source, highlight the link Argument w
d source, highlight the link Argument will appear to reviewers. To preview any To access a copy of a previous version of the section, click “View Archived Version.” The It is not possible to restore an archived version To close the Activity Log, click on the X in the top To print a copy of the entire Assurance Argument, ente

14 r the Dashboard view. To print a copy of
r the Dashboard view. To print a copy of a Select either “Export to PDF” or “Export to Word” The narrative will open as either a PDF or Word document that can be printed or saved as needed. This �le will not include the Evidence File documents. Note: The system only allows users to export a copy of the Assura

15 nce Argument. Although users may downlo
nce Argument. Although users may download individual Evidence File documents, it is not possible to export a copy of the complete Evidence File. UPLOADING THE FEDERAL COMPLIANCE FILING section. To complete these steps, follow the To upload the Federal Compliance Filing: To exit the tab, click on either “Check In” or may edit

16 it. To check in the section at a later d
it. To check in the section at a later date, UPLOADING FORMS To complete the required forms: LOCKING THE ASSURANCE (SYSTEM COORDINATORS ONLY) is the case with an Open Pathway Year 4 Assurance IMPORTANT: To lock the Assurance Argument, the System ADDING DOCUMENTS TO THE ADDENDUM TAB (SYSTEM COORDINATORS ONLY) To upload �

17 ;les to the Addendum tab, the System CR
;les to the Addendum tab, the System CREATING A NEW VERSION OF THE ASSURANCE ARGUMENT (SYSTEM COORDINATORS ONLY) Peer Reviewer Tasks REVIEWER ROLES LOGGING INTO THE SYSTEM IMPORTANT: PASSWORD ACCESSING ACTIVE IMPORTANT: CONDUCTING A REVIEW To access documents uploaded by HLC: To view a document, click on the �le name an

18 d Assurance System). To add information
d Assurance System). To add information regarding Type directly in the relevant text box or copy and the Paste as Text option to avoid formatting To eliminate formatting problems with text section. To hide the instructions, click “Close.” Number/Title: Once a section is selected, reviewers can page backward and forward throug

19 h the remaining sections by clicking on
h the remaining sections by clicking on the arrows to the left and right of the section title. To return to the Dashboard view at any point, click on “Return to Dashboard” at the top left of the page or click on the tab in the main menu. The team chair assigns reviewers to each section in order for the review team dates. To

20 assign a reviewer to a section and set a
assign a reviewer to a section and set a Available Reviewer to be assigned. This name will To remove an assigned reviewer from a section: The third column of the Dashboard displays chair or any reviewer assigned to that section. To Out: This feature ensures that team Team chairs can check in a section at any time. To The last

21 column of the Dashboard is the Institut
column of the Dashboard is the InstitutionalNarrative single PDF or Word document by clicking the Export/ Writing review. To hide the narrative, click the arrow a instructions for completing the review. To hide the Type the review directly in the Evidence text box use the Paste as Text option to avoid formatting (see page 12). To

22 eliminate formatting problems To previe
eliminate formatting problems To preview new or edited text, click the Preview To exit the section, click on either “Check In” or may edit it. To check in the section at a later date, Institutionaland/orTeam To print a copy of the entire narrative or report, click the Review tab. To print a copy of a single Argument or team r

23 eport as either a PDF or Word Requestin
eport as either a PDF or Word Requesting Institution(Team To request additional documentation from the Send an email to the institution’s System Coordinator detailing the documentation that the team needs. The institution will upload the new �les to the Addendum tab, but will not be able to edit the narrative or Evid

24 ence File. To draft the report: Type th
ence File. To draft the report: Type the review directly in the Rationale text box. (see page 12). To eliminate formatting problems To preview new or edited text, click the Preview To exit the tab, click on either “Check In” or may edit it. To check in the section at a later date, Forms tab. To review the completed forms: To

25 submit the completed form to HLC, return
submit the completed form to HLC, return is preloaded in the system by HLC. To send an email to To add a recommendation for an interim report or To add another recommended report or visit, click To remove a report or visit, click the red This section is where the team chair selects the team’s Conclusion Report IMPORTANT: Assura