_Administrator_User_Guide__

U.S. Department of Education Office of
Postsecondary Education E recognition
System

e Recognition System Administrator's User Guide

Contents
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Access and Login ......................................................................................................................................................................... 3
1.1 Accessing the System ................................................................................................................................................................ 3
1.2 Forgot Password ........................................................................................................................................................................ 4
1.3 Change Password ....................................................................................................................................................................... 4
1.4 Help ........................................................................................................................................................................................... 5
1.5 User Guides ............................................................................................................................................................................... 5

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Agency and Country Maintenance............................................................................................................................................ 6
2.1 Manage Agencies and Countries................................................................................................................................................ 9
2.2 Assign Analyst......................................................................................................................................................................... 14
2.3 Assign Meeting Date ............................................................................................................................................................... 15
2.4 Analysis Information ............................................................................................................................................................... 21
2.5 Change Meeting Date .............................................................................................................................................................. 25
2.7 View Agency/Country Data ..................................................................................................................................................... 25
2.8 Change Status .......................................................................................................................................................................... 27
2.9 Change Submission Type ........................................................................................................................................................ 27
2.10 View Historical Documents ..................................................................................................................................................... 29
2.11 3rd Party Comments ................................................................................................................................................................. 29
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Meeting Date and User Functions ............................................................................................................................................. 31
3.1 Manage Meeting Dates ............................................................................................................................................................ 31
3.2 Manage Users .......................................................................................................................................................................... 35
3.3 Manage Emails ........................................................................................................................................................................ 38
3.4 Manage Criteria ....................................................................................................................................................................... 42
3.5 Output Data.............................................................................................................................................................................. 45
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e-Folder and Blast Emails .......................................................................................................................................................... 46
4.1 e-Folder ................................................................................................................................................................................... 47
4.2 Add a Document to the e-Folder .............................................................................................................................................. 48
4.3 Edit an e-Folder Document ...................................................................................................................................................... 50
4.4 Search the e-Folder .................................................................................................................................................................. 54
4.5 Manage Document Types ........................................................................................................................................................ 55
4.6 Blast Email .............................................................................................................................................................................. 59

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1

Access and Login

The e-Recognition system allows Department administrators to maintain information needed to allow
the agencies to submit their on-line reports and analysts to review them.

Administrators can perform the following tasks.
• Add and update agencies and countries
• Add and update meeting dates
• Assign, change, and remove meeting dates for agencies and countries
• Assign and update the agency report submission type
• Enter the agency's scope of recognition
• Upload historical documents
• Upload 3rd party comments documents and requests to make oral comments
• View agency reports
• Change Status agency reports or change the report status
• Assign analysts to agencies
• Add, update, and delete analyst, reviewer, and committee user accounts and assign roles
• Assign committee members to meeting dates
• Unlock user accounts and reset passwords
• Update the text of standard emails
• Update the text of the criteria displayed on the agency narrative screens
• Output agency or committee data for FOIA or other requests
• Add documents to the e-folder
• Edit documents in the e-folder
• Search documents and narratives in the e-folder
• Send a blast email to agencies or countries
• Update document types for the e-folder
The screens you will use to perform these tasks are explained in the following sections.

1.1

Accessing the System

To access the system, enter the URL https://surveys.ope.ed.gov/erecognition in the address
box of the browser. The e-Recognition landing screen will display. Click the Accept and Login
button after reading the Privacy Act Notice and Security Warning message. Enter your User ID
and Password and click the Log in button to log in to the system. All login attempts are logged.
If you have three unsuccessful login attempts, your account will be locked. You will then need
to contact the Help Desk to have your account unlocked. A link to the Contact the Help Desk is
located on the Login page.

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The types of Status are:
• N/A – Agency has not started their report
• Narrative In Process – Agency has logged in and started their report
• Narrative Submit (Draft) – Agency has submitted the report and the Analyst can review it
• Response In Process – The Analyst has completed their review and the reviewer has
sent the agency an email notifying them that the draft analysis has been completed,
• Response Submit – Agency has resubmitted their response
• Final Review (Final) – The Analyst has completed their review and it is ready for the
committee
For each agency, the following links are available:
• Update - Update the agency's address and administrator information.
• Analysis Information - Update analysis information, not specific to a meeting date,
for the staff report.
• Assign - Assign the Analyst for the agency.
• Unlock - If the agency has been locked out of the e-recognition system (unsuccessful log
in after 3 attempts), the ‘Unlock’ link displayed in the Locked Column will allow the
admin to unlock the agency’s account so that they can attempt to login again. The
admin will need to notify the agency when their account has been unlocked.
• Reset – If the agency cannot recall their password, the admin can click on the ‘Reset’ link
displayed in the Locked Column to reset the agency’s password back to the default
login. The agency will then be able to login and update their password. The admin will
need to let the agency know when their password has been reset.
For each meeting date, the meeting date, submission status, latest submit date, and type of
submission are listed.
For each agency meeting date, the following links are available:
• Assign Meeting Date – Assign the agency to a meeting date.
• Change Date – Change the meeting date assigned to the agency.
• View Data – View the agency's report.
• Change Status - Change the submission status for a report or delete the meeting date.
• Update [Type of Submission] – Change the type of report, the required criteria on
a compliance report, or the outstanding issues for an NCFMEA update report.
• View [Historical Information] – View historical documents from the e-folder.
• Upload [3rd Party Comments] – Upload 3rd Party comments and enter requests for
oral comments. If documents have been uploaded for the agency's meeting date,
the documents uploaded can be displayed.
The screens to perform these functions are described in the following sections.
For archived and deleted meeting dates, no links to modify meeting date information will
display. The 3rd Party Comments column will contain a ‘View’ link to allow you to display these
documents.
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If you select ‘Foreign Vet’ from the dropdown, the Add Agency screen for Foreign Vet will
display fields to enter the primary and secondary contact. Otherwise, the Add Agency screen
will display fields to enter the agency administrator.

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Foreign Vet Manage Agency screen

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If you click the ‘Assign Meeting Date’ link for a foreign veterinary agency, the Assign Meeting
Date and Submission Type screen will display with only the meeting date and meeting type
dropdowns displayed. Select a value form both dropdowns and click the Save button.

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2.4

Analysis Information

To update the Analysis information, click the 'Analysis Information' link under the Action
column. This information is included on the staff report. Administrators can update the scope
of recognition and other information which is not report-specific. Report-specific information is
entered by the analyst.
The Analysis Information screen displays as follows for agencies:

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Enter the analysis information and click the Submit button. Spell character counter is available
for the text fields. Click on the back button to return to the Search screen.

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display to allow the meeting to be unarchived. Click the link to unarchive the meeting. The user
ID and date the meeting was archived will display on the screen. When you are ready to rearchive the meeting, click the ‘Archive’ link under the Action column.

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Enter the meeting date and select the meeting type (Foreign Vet, NACIQI, Degree Granting, or
NCFMEA). To make the final staff reports available to the public before the meeting date, enter
a date in the ‘Date Final Staff Reports Available to the Public’ field. Click the Create button.
The new meeting date will be shown on the Manage Meeting Dates screen.

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status.

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link to display the document.

4.3

Edit an e-Folder Document

The information (meta data) about documents in the e-folder can be updated by the
administrator. Only documents which are added by administrators can be updated, documents
added by agencies (Section 1) and analysts (Section 2 and Section 3) cannot be edited.
You cannot update the document itself. The admin can update the Agency associated to the
document, the meeting date, document type, document title and also add comments. If the
wrong document was added or if you have an updated version of the document, you will need
to delete the document and then add the new one.
To edit a document, click on the ‘e-Folder’ link at the top of the screen. When the e-Folder
screen displays, click the ‘Edit’ link for the document you wish to update.

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4.5

Click the Search button.
The e-Folder Search Results screen will display with a list of the documents that match
your search criteria.
Your search criteria will be displayed at the top of the screen.
Select a value from the dropdowns and click the Search button to filter the search results by meeting
date or section.
Click the document title to display the document.
Click on a column heading to sort the results by that column.
Click the ‘Next Page’ link to display the next 100 documents which met your search
criteria.
Click the ‘Prev Page’ link to display the previous 100 documents which met your
search criteria.
Click the ‘New Search’ link to return to the main Search e-Folder screen to start a
new search.

Manage Document Types

To update the document types used in the e-folder, click the 'Document' link at the top of the
screen. The Manage Document Type screen will display. Through this screen, you can add and
update document types and edit the Reference Tables.

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The Blast Email Search Results screen displays with a list of agencies that met your search
criteria.
If you want to send the email to all of the agencies listed, click the All button otherwise, click
the checkbox for the agencies to whom you’d like to send the email.
Click the Select Recipients and Continue button.
The Send Email screen will display.

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The email will be sent from the ASL Helpdesk email address.
A separate copy of the email and attachments will be saved to the e-Folder for each agency
or country.
If you would like others to receive a copy of the email, enter the email address in the
Additional Recipients field.
Enter the subject and message.
If you would like to attach a file, click the Choose File button and select it from your desktop.
You can attach up to three files.
If you would like to preview the email, enter an email address in to the Send Test Email text box
and click the Send Test Email button. A copy of the email will be sent so that you are able to
preview it prior to sending to the actual desired recipients.
Click the Send Email button.
You will receive a copy of the email.

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