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SLM Guide for Legacy SLM Users

This guide, geared toward site managers who have been using Legacy SLM, walks through the familiar territory of Legacy SLM and explains how it differs from the version 2.12 SLM, released in January 2018. It also lists which Legacy SLM features have been discontinued. This article is divided into four sections based on the four types of users: site managers, instructors, students, and agency managers.

Site Managers: Establishing SLM Settings

Legacy SLM's Settings area includes settings for opportunity approval, community engagement contacts, transportation types, and terms and conditions. For reference, the following sections link to Legacy SLM articles.

Opportunity Approval

Legacy SLM: A site manager had to specify approval settings for standard needs in one place (Settings > Main Settings) and for SLM needs in another (Modules > Service Learning > Settings, as explained here).

2.12 SLM: The approval setting entered in Settings > Main Settings apply to both standard and SLM needs. There is no longer any need to specify two different settings.

Note: This approval setting is in regard to new needs posted by agency managers. A site manager has the option of requiring site-manager approval for new needs, or of setting them to auto-approve.

Community Engagement Contacts

Legacy SLM: Students' Track Hours & Expenses area included the option to email the "Community Engagement Office" with any questions or comments. In your Legacy SLM settings, there was a place to enter the emails for the Community Engagement Office, should a student select that email option. 

2.12 SLM: Because this feature was rarely used, and because students already have ways to access their instructors and they're schools' community engagement office, the feature has been discontinued.

Transportation Types

Legacy SLM: When logging service hours, students can select their transportation type (carpool, personal vehicle, public transportation, or a custom type entered by the site manager).

2.12 SLM: This field has been discontinued. To provide a "transportation types" option, you can add it as a custom hours question.

Terms and Conditions

Legacy SLM: There is an option to attach terms and conditions to all courses, where a student must agree to certain terms and conditions before joining a course.

2.12 SLM: Terms and conditions cannot be attached to courses in bulk. You can, however, add a waiver (or a statement to terms and conditions) to a specific need.

Note: If you used the Terms and Conditions feature in Legacy SLM, you can also update your site's terms and conditions to include the SLM-specific items previously included there.

Site Managers: Creating and Editing Blocks 

Legacy SLM: Blocks were accessed from the Modules > Service Learning area.

2.12 SLM: Go to Volunteerism > User Groups and select Blocks.

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The form for creating blocks no longer includes a Description field, as that field was for administrative use only in Legacy SLM and was not visible to students, instructors, or agency managers. In addition, the term "block" can now be overridden with a term of your choice (semester, session, etc.). The override does not extend to Legacy SLM blocks.

Site Managers: Creating and Managing Courses

Legacy SLM: Courses could only be created from an existing block. To edit a course, you had to go to Modules > Service Learning, select the block, and then select the course.

2.12 SLM: Courses are a specialized kind of user group. Go to Volunteerism > User Groups to create or edit courses.

When creating a course (user group), you have the option of selecting SLM as the user-group type.

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Once you've selected the SLM type, you can then select the block, indicate the number of hours needed (and whether approval is required), and enter a course end date.

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Course Settings

Legacy SLM: Once a course was created, Settings option appeared for the course. Most settings were for student access to certain pages and fields.

2.12 SLM: There is no longer a Settings area for courses. Some Legacy SLM settings have been discontinued, while others are accessible from other areas of the site (see below).

Listed below are the Legacy SLM setting fields, along with how these features are accessed (if applicable) in version 2.12 SLM.

Legacy SLM Field 2.12 SLM Access
Dashboard Access Setting discontinued; is no student dashboard in version 2.12 SLM that compares progress between students. Students can check their own progress by going to SLM User Groups, and they can view their course's overall progress by accessing the User Group Report in My User Groups.
Service Opportunity Registration Setting discontinued; if a need is active, a student can respond to it at any time.
Student Join Method

Setting discontinued; in version 2.12 SLM, students can join a course by clicking a link (the "join link"), or they can be added by a site manager. Click here to learn more.

Tracking Page Title Setting discontinued; there is no longer a separate SLM tracking page. Students can now view their hours by going to their Track Hours page, or by viewing the progress chart for a course in SLM User Groups.
Track Hours Setting discontinued; students are required to enter hours when logging their hours.
Track Miles Setting discontinued; students have the option of entering miles traveled when logging their hours.
Track Expenses Setting discontinued; there is no default method for entering expenses. This information can be added in the Description field when logging hours, or it can be collected via custom hours-submission questions.
Terms and Conditions Setting discontinued; there is no longer an option for students to agree to course-specific terms and conditions.
Reflection Questions Reflection questions are now added to the course by either the site manager (in Volunteerism > User Groups) or the instructor (in the SLM Leader Portal).

For more information on the Legacy SLM settings fields, see the article titled Legacy SLM: System Settings.

Adding an Agency to a Course

Legacy SLM: An agency had to be added to a course before the agency could create needs for the course.

2.12 SLM: It is not necessary to add an agency to a course; an agency can assign a need to any course. The main benefit of adding an agency to a course is to allow the course instructor to post needs on behalf of the agency.

In version 2.12 SLM, a site manager can add an agency to a course from either Volunteerism > Agencies or Volunteerism > User Groups.

The option to automatically notify an agency that they have been added to a course, has been discontinued.

Adding a Need to a Course

Legacy SLM: Needs had to be created within the SLM; needs from outside the SLM could not be copied or otherwise transferred to the SLM. Students could not respond to an SLM need unless it was assigned to their course.

2.12 SLM: Agency managers create and manage all needs from the Needs section of their agency management area; they do not have to go to a separate area to create SLM-specific needs. A need must still be assigned to a course for the instructor to be able to view and manage responses, hours, reflections, etc. 

A site manager can add a need to a course from either Volunteerism > Needs or Volunteerism > User Groups. To make the need privately available to the course (so that it's not available to anyone outside the course), it must be marked as private.

Adding Students to a Course

Legacy SLM: There was no way to add students to a course directly from the site manager panel; joining the course was the responsibility of the student, who either needed to click a link provided to them, or click a button to request enrollment.

2.12 SLM: There are several ways to add a student to a course:

  • Send out a "join link" that students can click in order to join; this link is available in Volunteerism > User Groups, or in SLM Leader Portal for instructors.
  • Add students individually in Volunteerism > User Groups.
  • Add students individually (by accessing individual accounts) or in bulk (by using the user filter and the Select an Action option) in Volunteerism > Users.
  • Import students into existing user groups.

Both the site manager and the instructor can remove a student from a course as needed; students also have the option to leave a course by going to My User Groups.

Adding Instructors to a Course

Legacy SLM: Instructors and assistants were added in the Edit Course area of the module.

2.12 SLM: Instructors can be added in the same ways that students are added. The site manager is responsible for designating instructors and assistants as SLM Leaders. This is done in Volunteerism > User Groups.

Exporting Course Member Data

Legacy SLM: An Export Users button was available in the course-management area

2.12 SLM: You can export course members using the user filter and filtering by user group. Here is an example (click image for a larger view):

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Note: The Service Learning option in the user filter applies to Legacy SLM only.

Managing Hours and Reflections

Legacy SLM: A site manager could view, edit, and export volunteer hours from an hours-management area for a course. This area also included a button to export reflections.

2.12 SLM: Site managers can view and manage SLM hours from Volunteerism > Hours. Answers to reflection questions are only available in the SLM Leader Portal for instructors.

Reports

Legacy SLM: The course-management area include two reports: Legacy SLM included two course-specific reports:

  • Student Course Report - Information about students, the course, volunteer opportunities, hours, miles, and expenses.
  • Hour Detail Report - Hours information (including status), including student name, date submitted, need title, agency name, mode of transportation, mileage, and any expenses submitted.

2.12 SLM:

While these reports are not specifically available in version 2.12, site managers do have access to:

  • Tables in Volunteerism > User Groups, which list students, needs, and agencies assigned.
  • The export in Volunteerism > Hours, which can be filtered/sorted to show only those users associated with a particular course.
  • The Volunteer Hours Logged report, which can be exported and filtered/sorted as needed.

If you need a specific course report that we do not currently provide, contact our Customer Care Team to inquire about custom reports.

Instructors: Accessing and Managing Courses

Legacy SLM: Instructors had to go to the /slm link (typically via a spotlight), click on the block, and then click on the course to access data regarding their course's students, needs, hours, etc.

2.12 SLM: From their profile menu, instructors access the SLM Leader Portal.

menu_slm_leader_portal_.png

From this area, they can view their courses, rosters, student information, and students' responses, hours, and reflections. Instructors have the option to "drill down" to individual students' data, or they can view more general data by default. They can also post needs (if an agency is assigned to their course), approve and edit hours, add responses, export data, and more from this area.

Students: Accessing SLM Tools

Legacy SLM: After joining a course in the SLM, students had to go to the /slm link (typically via a spotlight), click on the block, and then click on the course to access their course's needs, log hours, and view their progress.

2.12 SLM: Students have easy-to-find options in their profile menus to access SLM-specific data. They can also click the handy Track Hours button at the top of their screen to log their hours.

The following subsections address the main tasks that students typically perform in the SLM: finding needs, responding to needs, logging their hours, and viewing their progress.

Finding Needs

To find needs in version 2.12 SLM, students can go to My User Groups, accessed from their profile menu.

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In the table of user groups, they can click View Needs to see all of the needs assigned to their course. (Click image for a larger view.)

table_my_user_groups.png

Responding to Needs

Once a student has clicked to respond to a need, they are taken to the Need Response Form. That form includes a User Group dropdown. When responding, the student should select the applicable course or other user group before submitting the response. (Click image for a larger view.)

dropdown_user_group.png

Logging Hours

To log hours, student can click the Add Hours button at the top of any Connect page:

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They can then select the need, enter their hours for a selected date, answer any custom questions (including reflection questions), enter mileage, and add any additional notes.

They can also access the hours-submission form from their SLM User Groups area or by clicking Track Hours in their profile menu.

Viewing Progress

Students can view their progress in their SLM User Groups area.

menu_slm_user_groups_.png

Once they have selected a block, they'll see the courses within that block, along with their percentage of hours completed. (Click image for a larger view.)

table_slm_user_groups.png

Students can also go to My User Groups to view totals and charts for an entire course.

Agency Managers: Managing SLM Needs

Legacy SLM: Agency managers clicked a special Service Learning link in their agency management area to access course information, post needs, and review hours.

2.12 SLM: Needs, responses, and hours data are stored with all other needs in the system; there is no separate Service Learning area. Agency managers also have the option of assigning needs to courses. Click here to access the agency managers' guide to version 2.12 SLM.

The following subsections address the main tasks that agency managers typically perform in the SLM: posting needs, assigning needs to courses, approving hours, and viewing stats.

Posting Needs

Agency managers can now post needs from the Needs section of their agency management area; there is no longer any need to access a separate Service Learning section.

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Note: The Service Learning section shown above is for Legacy SLM only.

Click here for further instructions on posting needs on a Connect site.

Assigning a Need to a Course

Once an agency manager has created a need, they can assign the need to a course. If they want the need to be privately available (in other words, if they want it to appear on the site for members of that course and no one else), they should make select Private when creating the need.

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Once the need has been created, the agency manager can scroll to the end of the need, to the User Groups area. From there, they can select the user group(s) for the need.

dropdown_user_groups_assign.png

Once the need has been assigned to the course, the instructor can manage it, along with the students' responses and hours, from the SLM Leader Portal.

Approving Hours

The agency manager, instructor, and site manager all have the ability to approve student hours. An agency manager who wishes to approve hours should go to the Time Tracking section of their agency management area. Once the hours are approved, they will appear in the Stats section. Click here for more information on approving hours as an agency manager.

Viewing Statistics

The Stats section of your agency management area shows your agency's past need responses and approved volunteer hours. Once you have exported the data in the Active Need Hours table, you can sort or filter the table to view SLM hours only. Click here to learn more about agency statistics.

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