Student tracker database web-based updates

INSTRUCTIONS
Cooperative Science Center Program
Coordinators

Student and Performance
Measures Tracking System
(SPMTS)

September 2013
Version 1.3

System Manager
System access and functionality issues
New menu items
Guy Angouma
Telephone: 301.713.9437 ext. 123
Email (preferred): [email protected]
Fax: 301.713.9465

Table of Contents

Log In Page ................................................................................................................................................... 1
Summary Data Page ...................................................................................................................................... 2
Add new student ........................................................................................................................................... 3
Check if the student is already in the system ............................................................................................ 4
Verification Screen ....................................................................................................................................... 9
Academic .................................................................................................................................................... 12
Funding ................................................................................................................................................... 13
Citation.................................................................................................................................................... 14
Summer Assignment ................................................................................................................................... 16
Training ....................................................................................................................................................... 21
Post education ............................................................................................................................................. 25
Student Search ............................................................................................................................................ 28
Reporting .................................................................................................................................................... 29
Performances (Performance Measures) ...................................................................................................... 31
Outreach Activities ..................................................................................................................................... 34
NOTES........................................................................................................................................................ 35
(1)

Funding Entries for leveraged students .................................................................................. 35

(2)

Student demographic data and information when an address is not found. ....................... 36

(3)
Insert experiences as a presenter or participant at a conference/forum in the training
module. ................................................................................................................................................... 37
(4)
Insert performance measures data in accordance with the guidance provided in the policy
handbook: .............................................................................................................................................. 37
(5)

Guidance for post-education entries ....................................................................................... 38

Log In Page

Enter
Username:
Password:

1

Summary Data Page

2

Add new student

Click on Add new student

3

Check if the student is already in the system

Type Name (example)
First Name: Jane
Last Name: Doe 31

Click on Click to check if the student is already in the system.
4

If the student’s name appears in the system, the following screen is displayed with
the opportunity to add this student to the program.

To add the student to the program, please click on Add to your program

5

If the student’s name is not in the system, the following page – Student
demographic - appears with the first and last name entered.

Enter or select the requested information. The data fields with an * are mandatory fields.
Enter: Middle initial (not a mandatory field).
Select (drop down menus or radio buttons): (1) Suffix; (2) State; (3) Zip code; (4) Street name;
(5) Street suffix; (6) Address number; (7) Citizenship; (8) Ethnicity; and (9) Gender.
Address: Entries in these data fields will identify the Congressional District. Enter the student’s
permanent address. If the address is not in the database, leave the data fields blank. After
selecting the state, wait to allow the system to populate the available zip codes. After selecting
the zip code, wait to allow the available street names to populate. After selecting the street name,
wait to allow the address low number to populate. New to the system is the Address high
number

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From the "Address low number" drop down list below, select the student address number.
If the student address number IS NOT IN THE LIST make sure the student address number
FALLS WITHIN THE RANGE - "Address low number" and "Address high number."

Citizenship: NOAA supported students must be US Citizens. After selecting the US Citizen
radio button, select one of three verification methods: (1) USA Birth Certificate; (2) USA
Passport; or (3) USA Naturalization Certificate of Citizenship.

7

Continue

Enter or select the requested information. The data fields with an * are mandatory fields.
Select (drop down menu): (1) Academic partner institution; (2) Degree; (3) Classification; (4)
Major; (5) Area of concentration; (6) Primary academic research advisor; and, (7) NOAA
research advisor.
Enter: (1) Funding start date (can also select date from calendar); (2) GPA – Grade Point
Average; (3) Research title or topic; (6) Expected graduation date (can also select date from the
calendar); and, (7) Actual graduation date (can also select date from the calendar).

8

Verification Screen

Verify that the student data were entered correctly.
If changes are required, click on the Back button.
If changes are not required, click on the Save button.
After clicking on the Save button, the new student record appears at the bottom of the Student
Search page.

9

Continue adding the new student’s data and information

Click on the Edit button next to the student’s name.
Example: Name – Doe31 Jane

10

After clicking on the Edit button next to the student’s name
the following page appears

The data fields with an * are mandatory fields.
Updates: If needed, make updates and then click the Update button.
If no updates are required, click Academic at the top of the page.

11

Academic

The data fields with an * are mandatory fields.
This screen shows the one academic record for student Doe 31 Jane.
Here is an opportunity to add a new academic record for Doe31 Jane.
When entering the actual graduation date, change the graduation status from No to Yes.
Enter the data and then click Add a new academic.
If there is no need to add a new academic record, then please click Student Search.

12

Funding and citation (e.g., publication) for the academic record

The data fields with an * are mandatory fields.
Updates may be made to the selected academic – click on Update the selected academic
Funding
Add the funding data and information for the academic record.
Select (drop down menu): (1) Funding type; (2) Funding source; (3) Award type; (4) Fiscal
Award Year; and, (5) Report period.
Enter (type in): (1) GPA – Grade Point Average and (2) Amount (dollar amount).
After adding funding data and information, click on Add a new funding then, proceed to add
Citation (if applicable).
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Citation
Enter (type in): Citation or publication title.
After adding the Citation (e.g., publication), click on Add new citation.

14

Student Search

On the Student Search page, click Edit next to student Doe31 Jane to add data and information
for this student.

15

Summer Assignment

The data fields with an * are mandatory fields.
Click on Summer Assignments to add information about a student’s summer experience.

16

Summer Assignment

The data fields with an * are mandatory fields.
Select (drop down menu list): (1) Research mentor 1; (2) Research mentor 2; and, (3) Year.
If the name of the Research mentor is not on the list, please email the name to the System
Developer and the name will be added to the drop down menu list.
Enter (type in): Summer assignment and Comments.
When finished adding data, click Add a new summer assignment.

17

Summer Assignment

The data fields with an * are mandatory fields.
The added summer assignment appears at the top of the page.
If edits are needed, click the Edit button.

18

Summer Assignment
Edit

The data fields with an * are mandatory fields.
Make edits to the data field(s) and click Update the selected summer assignment button.
Click Student Search to find the student (e.g., Doe31 Jane).

19

Student Search
Continue adding the new student’s data and information

Click on the Edit button next to the student’s name.
Example: Name – Doe31 Jane

20

Training

The data fields with an * are mandatory fields.
Click on Training to add data and information for Doe31 Jane.

21

Training

The data fields with an * are mandatory fields.
Add Training data and information for the student, Doe31 Jane.
Select (drop down menu): (1) Training category; (2) Training activity; and, (3) Year.
Enter Comments (if applicable).
When finished adding data, click the Add a new student Training activity.

22

Training

The data fields with an * are mandatory fields.
The training record now appears at the top of the page.
To the record needs to be edited, click the Edit button.
To add another training record, complete the data fields and click on Add a new student
Training activity.
When edits or additions are complete, click on Student Search.

23

Student Search

Click on the Edit button next to the student’s name.
Example: Name – Doe31 Jane

24

Post education

Click on Post education.

25

Post education

The data fields with an * are mandatory fields.
Select (drop down menu): (1) Industry Sector and (2) Occupation.
Enter: Type the name of the organization.
When all data fields are completed, click on Add a new post-graduation organization.
Click the Edit button next to the post-graduation organization and complete the data fields.

26

Post education

The data fields with an * are mandatory fields.
Select (drop down menu): (1) Field of Work; (2) Job Title; (3) Hired Level; (4) Hired Grade;
and, (5) Line Office.
The menu choices from the Field of Work are from a National Science Foundation Survey of
Earned Doctorates list.
Enter (Type in): (1) Place of work; (2) Job Title; (3) Hired Date (can also select from calendar);
and, (4) Future Plans.
Future Plans: What plans does the student have such as pursuing advanced degrees in Science,
Technology, Engineering, and Mathematics (STEM) field?

27

Student Search

Select search criteria
Last name
Student home state
Ethnicity
Degree
Institution
Institution state
Education level
Major
Concentration

Funding start date
Actual graduation date
Expected graduation date
Fiscal year funding start date
Fiscal year actual graduation date
Fiscal year expected graduation date
Gender
Student Status
Graduation Status

After selecting the criteria, click Search.
Data that meet the criteria are displayed at the bottom of the page.
Number of unique students is displayed at the bottom of the page.
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Reporting

Four types of reports are available:
(1)
(2)
(3)
(4)
(5)
(6)

Student demographic information;
Student academic information;
Student funding information;
Student post education information;
Student training information; and,
Student Summer assignment information

For the number of students, use the student demographic information.
For the number of unique students, use the Student search.

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Reporting

Student demographic
Some of the data that meet the search criteria are displayed at the bottom of the page.
For all the data, please check the box – Check here if you want to display all records.
Data may be exported in four types of formats: (1) Word; (2) Excel; (3) PDF; and, (4) CSV.
To export the data, click the format type (1) ExportToWord; (2) Export ToExcel; (3)
ExportToPDF; and, (4) ExportToCSV.

30

Performances (Performance Measures)

The data fields with an * are mandatory fields.
Add new performance metrics by completing the data fields.
Select (drop down menu list): (1) Fiscal year and (2) Fiscal year period.
Enter (type in the number):
(1) Number of collaborative research projects;
(2) Number of peer-reviewed research publications;
(3) Number of student peer reviewed publications;

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(4) Number of students completing experiential opportunities at NOAA facilities;
(5) Number of students and faculty who participate and complete postdoctoral level research
programs;
New Performance Measures
(6) Number of Cooperative Science Center students trained and who graduate in NOAAmission science;
(7) Number of Cooperative Science Center underrepresented communities who are trained
and graduate in NOAA-mission science, service, and stewardship fields;
(8) Number of Cooperative Science Center – supported graduates who entered the
workforce;
(9) Number of Cooperative Science Center – supported graduates who entered the
workforce – NOAA/NOAA Contractor
(10) Number of Cooperative Science Center – supported graduates who entered the
workforce – Private Sector
(11) Number of Cooperative Science Center – supported graduates who entered the
workforce – Federal Sector, state/local government, tribal, natural resources management
(12) Number of Cooperative Science Center – supported graduates who entered workforce
– Entrepreneur
(13) Number of Cooperative Science Center – supported graduates who entered workforce
– Academic Sector; and,
(14) Leveraged funding amount.
After entering the data, click Add a new performance.
Data are displayed in the middle of the page.

32

To edit the data, click the Edit button next to each row of performance measures.
To search by fiscal year or fiscal year period, see the top of the page.

33

Outreach Activities

The data fields with an * are mandatory fields.
Add new outreach activities by completing the data fields.
Select (drop down menu): (1) Students education year; (2) Outreach category; (3) Outreach
activity; (4) Fiscal year; and, (5) Fiscal year period.
Enter (type in): (1) Number of students; (2) Number of teachers; (3) Number of faculty
members; and, (4) Comments.
After entering the data, click Add a new outreach activity.

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NOTES
(1)

Funding Entries for leveraged students
The students are either funded or non-funded students.
a. Partial – students partially funded by a non-NOAA funding source
Example (e.g., funding source is NSF)
The funding amount may be “$0.00” or an actual dollar amount

Details for the selected funding:
Required fields are marked with *
Funding type: *

Partial

Funding Source: *

NSF

GPA: *

4.02

Award Type: *

Fellow ship - Books, Meals, Housing, Tuition/Fees, Travel

Fiscal Award Year: *

FY13

Report Period: *

09/01/2012 - 12/31/2012

Amount: $ *

0.00

( e.g. 3.99)

( e.g. 250 OR 25000.55 OR 0.00)

Add a new funding

b. Full – students funded fully by a non-NOAA funding source
Example (e.g., funding source is NASA)
Details for the selected funding:
Required fields are marked with *
Funding type: *

Full

Funding Source: *

NASA

GPA: *

4.02

Award Type: *

Fellow ship - Books, Meals, Housing, Tuition/Fees, Travel

Fiscal Award Year: *

FY13

Report Period: *

09/01/2012 - 12/31/2012

Amount: $ *

0.00

( e.g. 3.99)

( e.g. 250 OR 25000.55 OR 0.00)

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Add a new funding

(2)

Student demographic data and information when an address is not
found.

Student demographic

First name: *

Jane

Last name: *

Doe31

This field has a maximum length of 50 characters.
This field has a maximum length of 50 characters.

Middle initial:
Suffix:
State:*

District of Columbia

Zip code: *

20037

Street name: *

Please leave blank if none

Street suffix (i.e. Ave, St, Blvd etc.. ):
*

Please leave blank if none

From the "Address low number" drop down list below, select the student address number.
If the student address number IS NOT IN THE LIST make sure the student address number
FALLS WITHIN THE RANGE - "Address low number" and "Address high number."
Address low number: *

Student citizenship: *

Please leave blank if
none

US CITIZEN

Address high
number:

NOT US CITIZEN
USA Birth Certificate

Citizenship verification
by: *

Valid USA Passport
Valid USA Naturalization Certificate of
Citizenship

Address: Entries in these data fields will identify the Congressional District. Enter the student’s
permanent address. If the address is not in the database, leave the data fields blank. After
36

selecting the state, wait to allow the system to populate the available zip codes. After selecting
the zip code, wait to allow the available street names to populate…etc.

(3)

Insert experiences as a presenter or participant at a
conference/forum in the training module.

Details for the selected Training activity:
Required fields are marked with *
Training
category:
*
Training
activity: *

Career Building Experience
Presenter - Oral - Professional Science Meeting/Conference/Symposium/Workshop

Year: *
Comment
s:

Add a new student Training activity

(4)

Insert performance measures data in accordance with the guidance
provided in the policy handbook:
http://www.epp.noaa.gov/csc/csc_docs/csc_program_performance_metri
cs.pdf

37

(5)

Guidance for post-education entries

ACADEMIA

Sector: Academia
Organization: Examples – Elementary, Middle, or High Schools, Colleges or Universities
The George Washington University
Walt Whitman High School
North Bethesda Middle School

For students who are pursuing graduate studies, but are not working at the
organization/institution, select
Occupation: Student

For students who are pursuing graduate studies and who are working at the
organization/institution (e.g., research assistant, teaching assistant) where they are pursuing
graduate studies, select
Occupation: Professional/Student

For students who are working in academia as professors/teachers, select
Occupation: Professional

For post-doctoral fellows conducting research at academic institutions, select
Occupation: Professional

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FEDERAL, STATE, LOCAL, OR TRIBAL GOVERNMENT

Sector: Federal, State, Local, or Tribal Government
Not academic institutions

NGO – NON GOVERNMENTAL ORGANIZATIONS

Definition: An organization that is not part of the local or state or federal government.
Not-for-profit organizations are considered NGOs.

PRIVATE INDUSTRY

Sector: Private Industry
Organization: Example - companies that are not NOAA Contractors or governmental
organizations
Do not include the following:
Federal, state, local, or tribal governmental organizations
Academic Institutions

For Entrepreneurs
Organization: Provide the name of the business
If the business name is unknown, type: Entrepreneurship
Title: Entrepreneur/Web Consultant

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