Programme director's handbook

Programme Director’s Annual Clock in service platform: description and user guide

Programme Director’s Annual Clock is a tool for programme directors in service platform.
From this page, you find information and the guide to use the tool.
Ryhmä opiskelijoita istumassa rakennuksen aulassa.

What is Programme director's Annual Clock? 

Programme Director’s Annual Clock in service platform is a tool for programme directors. It offers information for the programmes to maintain, manage, plan and develop educational processes, including more detailed descriptions and instructions. 

The main users of the tool are the degree and doctoral programme directors. 

How has Annual clock been developed 

Based on the needs raised up by programme directors, Annual clock has been developed in collaboration with Aalto University programme directors and  Learning Services. It  includes information of commonly agreed educational processes and themes on Aalto University level, as well as school specific information defined by each school. 

Maintenance responsibility of Annual clock 

Programme management services is responsible for Annual clock service. 

Learning Services is responsible of the major updates for contents of Programme Director’s Annual Clock. Main updates will be done twice a year (spring/autumn). Specific subprocesses/tasks will be updated/created when needed. For the personnel editing the Annual clock, a separate permission to the tool is required. 

Support for the users 

Concerning the questions about the contents of Annual clock, please contact the staff responsible of that service at university or school Learning Services. 

In case of technical issues or questions and development suggestions, please use the service support email [email protected] If you have problems with login and verification, please contact [email protected] 

Contact person of Programme Director's Annual clock
Jiri Lallimo, specialist, [email protected]
Learning Services, Programme management services 

USER GUIDE TO PROGRAMME DIRECTOR'S ANNUAL CLOCK

On the section below, you can find instructions how to use Programme Director’s Annual Clock.

IMPORTANT
At the moment there is a bug in service platform which affects Annual clock.
Bug is being fixed.
In some cases when you open Programme Director's Annual Clock, the view is duplicated: Even if you have selected filters, in upper duplicate all the material is incorrectly visible, whereas the lower duplicate shows correctly the filters you have used.

  • If this happens, refresh the browser or
    open Annual clock from App launcher as described above.
Service platform Login and verification

Login and verification to Service platform

The recommended browsers on computers and mobile devices are Chrome and Firefox. The tool is not compatible with Internet Explorer. 

  1. Go to https://aalto.my.salesforce.com
  2. Sign in with your personal Aalto account and password
  3. Confirm your identity with multi-factor authentication (MFA) using your phone:

    a) SMS authentication: enter the verification code that you receive as a text message OR
    b) Get a verification code for MFA from the Microsoft Authenticator App
   

How to use multi-factor authentication:
https://www.aalto.fi/en/services/how-to-use-mfa

If you have problems with login and verification, please contact [email protected]

How to find Programme director's annual clock in service platform
  1. How to find and open Programme Director's Annual Clock in service platform?

After you’re logged in, you can openProgramme Director's Annual Clock.

  1. Click on App Launcher.
  2. Write ‘Programme Director's Annual Clock’.
  3. Click on ‘Programme Director's Annual Clock’ in the search result list.

=> Programme Director's Annual Clock opens

If you are not able to find/open Programme Director's Annual Clock, please contact [email protected]

IMPORTANT
At the moment there is a bug in service platform which affects Annual clock.
Bug is being fixed.
In some cases when you open Programme Director's Annual Clock, the view is duplicated: Even if you have selected filters, in upper duplicate all the material is incorrectly visible, whereas the lower duplicate shows correctly the filters you have used.

  • If this happens, refresh the browser or
    open Annual clock from App launcher as described above.

 

How is Programme director’s Annual Clock organized?

How is Programme Director’s Annual Clock organized?

In Annual clock you can filter the information and adjust the Annual clock view relevant to you. The content of educational processes is presented inside subprocesses, which can be opened to show their full information.

Before going into details of using Annual clock, let us go first through the main architecture.

  • The highest level of information in Annual clock are the three main categories
  • The main categories include processes
  • The processes consist of subprocesses
  • The subprocesses include the specific information

 

  1. The highest level of information in Annual clock are the three main categories
    • Education development (blue)
    • Student marketing, recruitment and admissions (red)
    • Teaching and student guidance (green)
  2. The main categories include processes
    • Note: In Annual clock a term “process” refers to main educational processes (e.g. admissions) or other important educational themes (e.g. Evaluation and development of education)
    • Each process belongs to one category only
    • Processes are presented on separate rows in Annual clock
    • Processes have several subprocesses
  3. The processes consist of subprocesses
    • Note: Subprocesses in Annual clock refer to important educational tasks or elements for academic and Learning Services staff
    • Each subprocess is related to one process only
    • The subprocess is marked by the same colour, to which category its process belongs to. E.g. the process "Bachelor admissions" and its subprocesses belong to category "Student marketing, recruitment and admissions", therefore they are presented with the same colour (red).
    • Subprocesses are presented on a timeline. E.g. On the row of process "Bachelor admissions" several subprocesses are presented, e.g. "Bachelor admissions entrance exams" or “Admission results for certificate-based admissions”.
  4. The current time is presented in timeline with a vertical red line goung through the row, which indicates years /months. There are also other vertical lines, showing subprocesses, which are marked for one day only.
Opening and viewing information of subprocess of Programme Director's Annual clock.jpg

Opening and viewing information of subprocess

Each subprocess is part of one educational process (~ educational theme) and includes detailed information about tasks and events relevant for programme director.

  1. By hovering the mouse on top of subprocess its title is shown.
  2. Open subprocess by clicking it.
    • In the subprocess card, on top is shown the process of which the subprocess is part of. The information includes the title, description and responsibilities (if defined to card), start and end date and whether the dates are exact or estimated/approximal (found in Start/End date info-tab), and, web link to aalto.fi or other sources (if defined to card).
Filtering information in Programme Director's Annual Clock

Filtering the information

When you enter Programme Director’s Annual clock, the amount of information is vast, because all the information is visible of educational processes defined commonly on University level and specifically on all six schools.

You need to filter the information relevant to you.

Important: The basic rule is that from Schools-filter you select both “Aalto University” and the specific school relevant to you. “Aalto University” includes information about commonly agreed educational university processes, which affect all Aalto academics and Learning Services. In addition to common university educational processes, each school has made its own specifications.

 

  1. The filters of Annual clock are on the left side of page
  2. Levels-filter shows the level of education: bachelor / master / doctoral / continuous education 
  3. Categories-filter shows the main educational categories used in Annual clock: Education development (marked as blue), Student marketing, recruitment and admissions (red) and Teaching and student guidance (green)
  4. Schools-filter shows whether the information in sub process is defined commonly for all in Aalto (Aalto University) or defined by each school (e.g. School of ARTS)
  5. Your current set of selections is presented above the timeline of Annual clock.

You can select all the information, or one or several options inside each filter. Important:

  • If there is no selection made inside a filter (Levels, Categories and Schools), all the information of that filter is selected and visible in Annual clock.
  • When one or several selection/s inside a filter has been made, that information is visible in Annual clock
Scaling the view and moving the time view in Programme Directors Annual Clock

Scaling the view and moving the time perspective

You can adjust the view of Annual clock

  1. Zoom in and zoom out (+ and – buttons) (nro)
  2. Scroll Annual clock left-right in time by dragging it with mouse
  3. Scroll down the view
  4. Hide / show the filters
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