End User Training Manual by vzm51964

VIEWS: 51 PAGES: 44

									        NovusEDU


End User Training Manual

          Teachers
              &
School Novus Site Coordinators
Table of Contents

All Users
    Getting Started .......................................................................................................................................3
    User Login..............................................................................................................................................4
    Forgotten Password................................................................................................................................4
    Getting Help ...........................................................................................................................................5
    Logout ....................................................................................................................................................5
    Login for the First Time.........................................................................................................................5
    My Information......................................................................................................................................5
    Working in NovusEDU..........................................................................................................................6
    Creating a New Web Page .....................................................................................................................7
    Page Layout ............................................................................................................................................8
    Editing Content ......................................................................................................................................9
    Working With Links ............................................................................................................................10
    Previewing a Page ................................................................................................................................12
    Save as Draft ........................................................................................................................................13
    Completing Your Web Page – Publish or Submit for Approval .........................................................13
    Page History and Versions ...................................................................................................................14
    My Pages..............................................................................................................................................15
    Editing an Existing Web Page .............................................................................................................17
    Archiving .............................................................................................................................................18
    Picture Library .....................................................................................................................................19
    File Library ..........................................................................................................................................21
    Design Elements ..................................................................................................................................23
    Republish Tool.....................................................................................................................................26
    Site Page Layout ..................................................................................................................................26
    Site Management ..................................................................................................................................26

School NovusEDU Site Coordinator Section.........................................................................................27
   Managing Users ...................................................................................................................................27
   Managing Sites.....................................................................................................................................27
   Creating New Sub-sites of Your School Site.......................................................................................28
   Switching to Another Site ....................................................................................................................29
   Deleting a Site ......................................................................................................................................30
   Adding Site Users ................................................................................................................................31
   Managing Rights (permissions) ...........................................................................................................33
   Workflow.............................................................................................................................................35
   Work Queue .........................................................................................................................................36
   Site Layout ...........................................................................................................................................38
   Republish Tool.....................................................................................................................................39
   Design Elements ..................................................................................................................................40
   Quick Guide – How to Create a Sub-site in NovusEDU .....................................................................43
   Resources .............................................................................................................................................44




                                                                                                                                                             Page   2
   Getting Started
Introduction: NovusEDU is a web site authoring and management tool that Pinellas County Schools
purchased and is making available to all schools, teachers, and administrative departments throughout the
district. It is a program that will allow people without web authoring skills to post sites to the Internet. This is a
tool that schools and teachers can use to communicate with their parents and community. All sites will have a
common look and feel to them using this program.

Administrative department and office sites will be housed on an MIS server and supported by MIS. School and
teacher sites will be housed on an Instructional Technology server and supported by Instructional Technology.

The Office of Instructional Technology has created a sub-site for each school and will turn the sites over to the
schools when they are ready to develop their site. School site will be developed, published, and administered at
the school level by a School Novus Site Coordinator designated by the principal.

Teacher sites will be created on request. All Pinellas County teachers may apply to have a teacher site for the
purpose of communicating class information with parents and the community. The process for getting and
publishing a teacher site is:
   1. Send an application for a teacher site to Instructional Technology
           a. will include agreement to follow site guidelines
   2. The teacher user and site will be created in the system (a UserID and Password will be assigned)
   3. Teachers will develop their pages for the site
   4. Teachers will either publish their site or submit their site for publishing (site based decision)
   5. Teachers will notify Instructional Technology that their site is published so they can be added to the
       Teacher Site Database

Terms and Concepts
Following is a list of terms used within the program.

                          Term                                         Definition
            Header/Masthead                 The top part of a web page. Headers can contain information,
                                            graphics and links.
            Footer                          An optional section of a web page located on the bottom of a page.
            Left Navigation                 A bar on the left side of a web page used to control navigation
                                            through a website.
            Design Elements                 The header, left navigation bar, and footer.
            Sub-site                        A group of web pages that share common design elements and
                                            common users.
            Body Content                    The center section of the web page that typically displays text and
                                            graphics.
            Content Template                A predefined layout of body content. Templates are the primary
                                            tools used to create web pages.
            Content Element                 A defined area of a content template. Text boxes, images and titles
                                            are all content elements.
            Hyperlink                       A word, or group of words, that takes users to another web page
                                            when clicked. Hyperlinks can also be pictures or files.
            System User                     A person added to NovusEDU with rights to perform various
                                            functions.
            Site User                       A system user added to a specific sub-site.
            User Rights                     Rights assigned to a site user to perform certain functions within a
                                            sub-site.
            URL                             The web address used to access a specific web page.
            Workflow                        The route a web page is forced to follow prior to publishing.

                                                                                                                   Page   3
User Login

Prior to using NovusEDU, users must first login. Your rights within the system will be based upon your login.


To login to NovusEDU:
   1. Open your browser and go to http://itedit.pinellas.k12.fl.us/
   2. Click in the User ID box
   3. Type your NovusEDU user ID
   4. Press TAB or click in the Password box
   5. Type your Password.
   6. Press ENTER or click the Login button

   Note: The User ID is NOT case sensitive but the password IS case sensitive.




Forgotten Password
If you have forgotten your user name or password, NovusEDU can email the information to your system email
account.

To have your user name and password emailed to you:
   1. Click the link Forgot Your Password below the Login button
   2. Click in the Email Addre ss box
   3. Type your email address into the Email Address box that appears (this must match the email address
      that is in your user information in the Novus system)
   4. Click the Submit button
   5. Click the Login button to return to the login screen
   6. You can then check for an email with your UserID and Password




                                                                                                      Page      4
Getting Help
To get task specific help: Click the Help icon located next to any field or function

Logout
Although it is not necessary, users can logout of the system at any time. It is beneficial to logout when you
leave your machine unattended or would like to logon under a different user name. To logout of NovusEDU,
click the Logout icon located in the upper right hand corner of any NovusEDU screen.

Login for the First Time
The first time you login, yo u will be taken to your default site. It will look like the picture below. This is where
you will be given the ability to develop your site.

A menu of actions you can
take will be displayed in
the left navigation bar
depending on the
permissions that have been
assigned to you.


The first time you login,
click on My Information.




My Information
This section enables a user to change their personal information. Username, Last Name, First Name, and
Password will already be filled in. The default password for all users is “password”.

Change your password by
typing a new password in
the Password & Retype
Password boxes.

Type your email address in
the box provided.

Click the “on” button for
Email Notification

Click the Save Changes
button at the bottom of the
page



                                                                                                           Page    5
Working in NovusEDU

When you login to NovusEDU, you will be taken to your
default site. Make sure that your site is displayed in the
Manage Website box in top of the left navigation bar.

If you work on several different sites, you can change sites
by choosing the site in the pop-up list and clicking on the
Change Site button.



The ability to work in NovusEDU is governed by permissions assigned to you as a user in the system and
assigned to the current site you are logged into. The permissions that you have to work in NovusEDU will
determine what options you have in the left navigation bar. Below is the left navigation bar that most teachers
will see when they login to their teacher site. School Novus Site Coordinators will see more choices when they
login to their school site.



                                       ?   Create New Page – click here to create a new page
                                       ?   My Pages – click here to edit, preview, publish, or unpublish pages
                                           that are already created
                                       ?   My Information – your user account information
                                       ?   My WorkQueue – if you must submit your pages for approval, this is
                                           where pages that require your attention will appear. Most users will
                                           not use this feature
                                       ?   Design Elements – this is where you can change several elements of
                                           your site that will show up on every page. Elements you can change
                                           are the Site Name and Left Navigation elements
                                       ?   Republish Tool – if you have publishing permission, this is used to
                                           republish pages that you have made changes to
                                       ?   File Management – before making a link to a file that you want
                                           people to download from your site, you need to add the files to your
                                           Private Library of files in the system
                                       ?   Picture Management – before adding a picture or graphic to a page,
                                           you must add the picture or graphic to your Private Library of
                                           pictures in the system
                                       ?   Site Page Layout – where design elements are assigned to parts of
                                           your pages. This is done for you.
                                       ?   Site Management – view the structure of your site. If you have
                                           subsites, this will allow you to change quickly between sites. School
                                           site may have subsites. Teacher sites will not have subsites.




                                                                                                       Page    6
Creating a New Web Page

To create a new web page in NovusEDU, you must complete the following steps:

   1.   Provide some general information about your new web page
   2.   Choose a Layout for your new web page
   3.   Add content to your new web page
   4.   Preview your new web page
   5.   Depending on your access level, either publish your new web page or submit your new web page for
        approval

To start the new page creation process:
   1. Click Create New Page from the left navigation bar

   2. Fill in the following:

        *Web Page URL—name
        of your page (short,
        lowercase, no spaces)

        Your first site page
        should be named
        “index.”
        *Content Title —title of
        your page visible in the
        browser of anyone visiting
        your page.

        Keywords —these words
        are used by “search
        engines” to find and
        categorize your page. Use
        commas to separate your
        keywords.

        *Page Description—this description is only visible within NovusEDU. This description will help you,
        and others, easily identify your page within NovusEDU.

        Additional Comments—this text box allows you to enter any additional comments associated with
        your page. These comments are only visible within NovusEDU.

        *Denotes a required field.

        Once the required fields have been completed, click the Create New Page button.

        Your page will be created and you will be taken to a screen that will allow you to choose a layout, edit
        your content, and either publish your page or submit your page for approval.



                                                                                                         Page      7
Page Layout

Every web page in NovusEDU is based upon a “body content template”. Content templates are used to assist
you in creating an attractive web page. All of the templates in NovusEDU have been developed by professional
web designers to insure attractive, consistent page layouts.

No layout is selected by default for each page you
create.



Before adding content to your page, you must
choose a layout.

Click on the Choose Layout button.




You will be presented with a graphical list of all the templates available in NovusEDU. These graphics use the
following conventions to describe the content elements:
    BT—body text
    IMG—picture (image)
    CAPT—picture caption
    TITLE—title
    LINK—link to another page, file, or email
    ? —elements will “auto generate” for
    unlimited content


Select the desired template by choosing the
appropriate radio button


Scroll to the bottom of the screen and click the
Save button



You will be directed to the web page overview
screen




                                                                                                      Page       8
Your webpage overview screen will now
show a graphic of the layout chosen for
your page.




You are now ready to add content to your
page.


Click the Edit Content button

Note: You can change the layout of a web page at
any time by clicking the Change Layout button.
Any existing information will be transferred into
the new layout selection.




Editing Content

Once a page layout has been selected, you can add content to the web page using the content editor. The
content editor will display content elements associated with the layout you selected.

To edit the content:
Click the Edit Content button at the bottom of the web page overview screen.

Depending on your layout selection, the editor will display a combination of the following:

                  Element                                         Acceptable Items
Body Text Box                               Typed text, pasted text from another source, typed HTML
                                            tags, pasted HTML tags
Image                                       Any image available from the image library. Simply click
                                            the “Click Here to Change the Image” and you will be
                                            presented with the image library.
Picture Caption                             Typed text, pasted text from another source, typed HTML
                                            tags, pasted HTML tags
Paragraph Title                             Typed text, pasted text from another source, typed HTML
                                            tags, pasted HTML tags
Hyperlink                                   Typed website address (URL) of any internal or external
                                            website and pasted website address (URL) of any internal or
                                            external website
“Repeating Element”                         These special elements can be any type of element. **When
                                            you complete the element, a duplicate element will appear
                                            once you click the Save button.

Note: It is not required to complete any of the elements. Complete the elements you would like to use and
NovusEDU will ignore the empty elements.




                                                                                                          Page   9
                                                                       Click on each content element and enter
                                                                       the content.

                                                                       ?   You may type or copy and paste text
                                                                           into Title and Text Boxes.

                                                                       ?   You can add images in Image boxes.

                                                                       ?   You can add links to other web
                                                                           pages, files to download, or an email
                                                                           address in Link boxes (see next
                                                                           section).




Once you have completed the desired elements, click the Save button at the top or bottom of the editor to save
the changes. To save and return to the page overview click Save and Exit. You can also click the Cancel
button to cancel any changes.

You will return to you webpage overview screen.

Working with Links
If the layout you are working on has links on it,
You will have three choices for what you can link to.
     ? A page on the Web
     ? An email address
     ? A file to view or download


When you edit your page you will see a Hyperlink section
that will allow you to determine what action your link will perform.

You will complete this section in one of three ways.

All links must have a Hyperlink Caption (the text that shows
on your published page as a link).




Link Possibilities:


                                                                                                       Page 10
Another Page on the Web

Fill in Hyperlink Caption

Fill in Hyperlink Target - You must supply the entire link unless it is relative
to your site. If relative, you just need to put the page name (i.e. about.html).

You can choose to have link open in the same window or open a new window.


Email Link


                              Fill in Hyperlink Caption

                              Fill in Hyperlink Target as an email address

                              Click Yes for Email Address

                              ***Note You can use your PLACES email for this link, but you must type your
                              Internet email address at PLACES. (i.e. John Smith on PLACES would have
                              the Internet email address “ john_smith@places.pcsb.org”)




Link to a File

Before you link to a file, you must already have put the file into your Private or Public Library under File
Management.

Fill in Hyperlink Caption

Click on the Select File button under File Target

A new screen will appear that lets you view or select the file.
Choose Select File




The file name will now show up in the Hyperlink Target box.




                                                                                                          Page 11
Preview

Since the content editor does not display any of the design
elements, you can click the Preview button to see what your
web page will look like once published.




                                                              Once you have finished previewing the web page,
                                                              click the Back button at the bottom of the preview
                                                              screen.




Note: Only links pointing to published web pages are functional in preview. All links pointing to
unpublished web pages will not wo rk in preview. Your pages must be published to check to see if all of
your links work.

Note: It is important to preview all web pages before publishing or submitting for approval. Preview is
the only method to see what your page will look like when published.

Note: Once your pages are published, it is important to check all links to make sure they all work. You
can make changes live (if you have permission) or you can unpublish the page, make changes, and then
publish or submit for approval.




                                                                                                       Page 12
Save as Draft

Many web pages may require more than one session to complete. You can use the “save as draft” feature to
save a copy of your web page so you can complete your web page at a later time.

To save your web page as a draft:
   1. Click the Save as Draft button at the bottom the web page overview screen
   2. You can continue to work on the web page or choose another function from the left navigation bar
           Note: You can only have one draft copy of each web page at a time. You must first process a draft
           web page to create an additional draft of the same web page.
           Note: You can use the My Pages option discussed in the next section to view your draft web pages.

Note: All pages that you create and save any edits to will be automatically saved as draft if you do not publish
or submit them for approval.


Completing Your Web Page – Publish or Submit for Approval

Once you have chosen a web page layout and added content, you must submit your web page for processing.
The actions you will be able to perform on yo ur web page will depend on the rights that you have been granted
by the administrator.

            Action                         Rights                             Result
Publish                        Publish Content                  Published web pages are             Note:
                                                                immediately published “live” to     Most users will
                                                                the web site                        either be able to
Submit for Approval            Create New Pages or Modify       All pages are submitted to an       “Publish” directly
                               Exis ting Pages                  “approver” for approval. Once
                                                                approved, the pages are sent to a   to the Web or
                                                                “publisher”.                        “Submit for
Submit for Publishing          Publish and Un-publish Content   All pages are submitted to a        Publishing” their
                                                                “publisher”. Once published, the    pages.
                                                                pages are “live”.




The button you click
will be either “Publish”,
“Submit for Approval”, or
“Submit for Publishing ”
depending on your permissions.


When the “Publish” button on the
screen to the right is clicked, this
page will be published and
immediately available on the Web.




                                                                                                           Page 13
Submit for Approval

If you do not have permission to publish directly to the Web, you will not see the Publish button. You will have
a button to “Submit for Approval.

The right to publish will be decided by the
principal of each school.

When you click the Submit for Approval
button, your page is changed from Draft to
Submitted for Approval. Someone at your
site will be designated approval rights to
publish your page as long as it follows
district guidelines.




Page History and Versions

Every web page created in NovusEDU has an associated history. The
history records actions taken upon a web page and creates a new version
each time a change is made.

To view the history of a web page:
   1. Click History & Comments on the web page overview screen
      You can view the following information about any version of this
      web page:
          ? All actions taken on this web page
          ? Who took the actions on this web page
          ? The date and time any actions were taken on
              this web page

   2. Once you have finished viewing the page history,
      click the Back button to return to the web page
      overview screen

To “roll back” to a previous version of a web page:
   1. Click History & Comments from the web page
       overview screen
   2. Click the version number of the web page you would like to “re-publish”
   3. Click the Make Changes button to view the web page overview screen
   4. Use the Change Layout and Edit Content buttons to edit the web page content
   5. Use the Preview button to view your changes
   6. Use the Publish or Submit for Approval/Publishing buttons to complete your changes

                                                                                                       Page 14
My Pages

Web pages within NovusEDU are grouped by sub-site and by status. You can view all
the web pages in your sub-site by clicking My Pages in the left navigation bar. You will
then have the option to view your web pages by status.

Following is an overview of each status for a web page.

                 Status                                    Description
                                     These web pages are currently “live” on the web. Any
Published Pages
                                     modifications to a published page will create a new, draft
                                     version of the web page. The published page will not be
                                     affected until the draft version is published.
Pages in Workflow                    These are draft pages, pages submitted for approval and pages
                                     submitted for publishing. Draft pages can be edited. Pages
                                     submitted for approval or publishing cannot be edited.
Not Published                        These are pages that were “unpublished” and not replaced
                                     with a newer version of the same page.
Rejected Pages                       These are pages that were not approved and need changes
                                     made before resubmitting for approval.

To view My Pages:
   1. Click My Pages in the left navigation bar

        You will be presented
        with a drop down box of
        page statuses

    2. Choose the desired status
       from the drop down box
    3. Click the View button




4. Click the page name to view
the page overview screen.

From the page overview screen
you will be able to edit, preview,
publish, unpublish, etc.
depending on your permissions.
Sample Screens from My
Pages

                                                                                                     Page 15
Pages in Workflow:

These pages are in draft
mode and can be edited or
ones that have been
submitted for approval.




Published Pages:

These pages are your site’s
pages that are live on the
Internet




Rejected Pages:

These pages are ones that
were submitted for
approval, but need some
work before they are
published. You can click
on the link and make
changes to the page before
re-submitting the page for
approval



Not Published:
These will be pages that were previously published and have been unpublished or earlier versions of published
pages.


                                                                                                      Page 16
Editing an Existing Web Page

Once a page is published in NovusEDU, you can make changes to the published page. All changes follow the
same workflow as the new page creation process.

Each time you make a change to a published web page, a new version of the web page is created. This
“versioning” enables you to easily view or
re-republish earlier versions of a web page.
Use the Comments & History function to
access versioning.

To edit an existing version of a
Published web page:
   1. Use My Pages to locate the web
       page you would like to change
   2. Click the web page name to view
       the web page overview screen
   3. Click the Make Changes button to
       create a new version of the web
       page



       Note: If the Make Changes button is
       not visible, there is a copy of the web
       page currently in the workflow (draft,
       submitted for approval, or submitted for
       publishing). The web page in the
       workflow must be processed prior to
       making your changes.




4. Use the web page editing processes discussed earlier to make changes to the web page

       Note: The editing process is exactly the same as when creating a new page.




                                                                                                      Page 17
Archiving

As new web pages and new versions are created, the various views within NovusEDU will begin to become
cluttered. Archiving is a method of removing pages and versions from standard views to eliminate unnecessary
items. Once a page has been archived, it cannot be republished. Only people with publishing rights can
archive a page.




To archive a version of a web page:
   1. Locate the web page or version to be
      archived. You can use My Pages to
      locate a web page and Comments &
      History to locate a version.
   2. Click the page or version to be
      archived.
   3. Click the Archive button at the
      bottom of the web page overview
      screen

   Note: Once a web page or version has
   been archived, it cannot be republished.
   You can only archive pages tha t have
   been published. You can delete pages
   that were never published by clicking the
   delete button.




                                                                                                    Page 18
Picture Library

Each site has access to the picture library. The picture library is a site-specific collection of pictures that can be
used in creating web pages. There are two types of picture libraries:

       Private Library—this is a collection of pictures available only to users of this site.
       Users must have been assigned the right to upload pictures into the private library.

       Public Library—this is a collection of pictures that can be “shared” to sub-sites.
       This enables the administrator to offer pictures to users who do not have the right to
       upload pictures.

Pictures are restricted by file size and type. The senior NovusEDU administrator can
modify these restrictions.

To view pictures in the picture library:
   1. Make sure the desired site is “active” by verifying the site name in the upper left
       hand corner of any web page
   2. Click Picture Management on the left navigation bar
   3. Click Private Library or Public Library
   4. Choose the picture you would like to view from the drop down list box
   5. Click the View button to view the picture




To upload a picture into the picture library:
   1. Make sure the desired site is “active” by verifying the site name in the upper left hand corner of any web
      page
   2. Click Picture Management on the left navigation bar
   3. Click the Private Library link



                                                                                                             Page 19
   4. Click Upload a new picture

       Note: A user must have the
       “picture upload” right to upload a
       picture.




   5. Type a description of the image
      in the Image Description box

       Note: Image descriptions are
       mandatory. NovusEDU will
       refer to the image by the
       description, not by the image
       name. This description will
       also appear in the “ALT Tag”
       to make text descriptions
       available to text readers.


   6. Click the Browse button to
      locate the image
   7. Once you have located the image, click the Open button
   8. Click the Upload button to upload the picture

       You will receive a confirmation that the picture was successfully uploaded

To add pictures to the public library: (School Novus Site Coordinators to add pictures for subsites)
   1. Make sure the desired site is “active” by verifying the site name in the upper left hand corner of any web
      page
   2. Click Picture Management on the left navigation bar
   3. Click Private Library
   4. Choose the picture you would like to add to the public library from the drop down list box
   5. Click the View button to view the picture
   6. Check the Sub-sites inherit this image box
   7. Click the Save button

       Note: All sub-sites of this site will be able to view and use the pictures in the public library.




                                                                                                           Page 20
To delete pictures from the private library:
   1. Make sure the desired site is “active” by verifying the site name in the upper left hand corner of any web
       page.
   2. Click Picture Management on the left navigation bar
   3. Click Private Library
   4. Choose the picture you would like to delete from the drop down list box
   5. Click the View button to view the picture
   6. Un-check the Sub-sites inherit this image box

        Note: Images being inherited by sub-sites must be un-inherited before they are able to be deleted

Click the Delete Image button


File Library
Each site has access to the file library. The file library is a site-specific collection of files that can be used in
creating web pages. There are two types of file libraries:

        Private Library—this is a collection of files available only to users of this site.
        Users must have been assigned the right to upload files into the private library.

        Public Library—this is a collection of files that can be “shared” to sub-sites.
        This enables the administrator to offer files to users who do not have the rights
        to upload files.

Files are restricted by file size and type. The senior NovusEDU administrator can
modify these restrictions.


To view files in the file library:
   1. Make sure the desired site is “active” by verifying the site name in the upper left
      hand corner of any web page
   2. Click File Management on the left navigation bar
   3. Click Private Library or Public Library

    4. Choose the file you would like to view from the drop down list box
    5. Click the View button to view the file


To upload a file into the file library:
   1. Make sure the desired site is
      “active” by verifying the site
      name in the upper left hand
      corner of any web page
   2. Click File Management on the
      left navigation bar
   3. Click the Private Library link



                                                                                                               Page 21
   4. Click Upload a new file

       Note: A user must have the “file
       upload” right to upload a file




   5. Type a description of the file in the File Description box

       Note: File descriptions are
       mandatory. NovusEDU
       will refer to the file by the
       description, not by the file
       name. This description will
       also appear in the “ALT
       Tag” to make text
       descriptions available to
       text readers.

   6. Click the Browse button to
      locate the file
   7. Once you have located the
      file, click the Open button
   8. Click the Upload button to
      upload the file

       You will receive a confirmation that the file was successfully uploaded.


To add files to the public library: (School Novus Site Coordinators)
   1. Make sure the desired site is “active” by verifying the site name in the upper left hand corner of any web
      page
   2. Click File Management on the left navigation bar
   3. Click Private Library
   4. Choose the file you would like to add to the public library from the drop down list box
   5. Click the View button to view the file
   6. Check the Sub-sites inherit this file box
   7. Click the Save button

       Note: All sub-sites of this site will be able to view and use the files in the public library




                                                                                                       Page 22
To delete files from the private library:
   1. Make sure the desired site is “active” by verifying the site name in the upper left hand corner of any web
       page
   2. Click File Management on the left navigation bar
   3. Click Private Library
   4. Choose the file you would like to delete from the drop down list box
   5. Click the View button to view the file
   6. Un-check the Sub-sites inherit this file box

       Note: Files being inherited by sub-sites must be un- inherited before they are able to be deleted


   7. Click the Delete File button




Design Elements
Design Elements are elements (sections) of webpages that are common to all pages in you site. You can edit
several design elements to make your site individualized and work the way you want.

Note: To keep the same general look and feel of all Pinellas County teacher sites, you are asked to only edit the
Site Name element (sn-yourna me) and Left Navigator element (ln-yourname ). You do not need to create
design elements. School Novus Site Coordinators may need to create design elements. This will be discussed
in the section for them.

Editing a Design Element – Left Navigator (ln-…)

   1. Click Design Elements on the left navigation bar




                                                                           2. Open the Design Element by
                                                                              clicking on its name. Choose the
                                                                              one that begins with “ln- “ for left
                                                                              nav.

                                                                                                           Page 23
   3. Click the Edit button to
      edit the element.




To begin with, your left nav has a generic
graphic of a school. This should be replaced
with a picture of your school, yourself, or some
other educational graphic that applies to your
site. It will show up on all the pages of your
site.

Click on the graphic and choose a graphic that
you have in a Private or Public Library.

Next, add the links to the main pages of your
site that you want visitors to get to from any
page in your site.

You must have both a Caption and a Target.
The caption is the text that shows up as a link on
your page. The target is where it links to.

Note: You can use “relative URLs” for these links if they
are linking to pages in your sub site. You must use
absolute URLs to link to any other page or web
destination.

A relative URL is your “page name.html”.


An absolute URL starts with http:// and has the full URL
for the destination. Example
http://Mymainsite/someonessite/theirpage.html

If you need more links, click Save and your page will be
saved and more links added.

When finished, click Save and Exit.
                                                            Page 24
Editing a Design Element – Site Name (sn-…)

    Click Design Elements on the left navigation bar




                                                                                             Open
                                                       clicking on its name. Choose the
                                                       one that begins with “sn-“ for site
                                                       name.



Click Edit




Here you can edit your Site
Name Text (large) and

your Small Site Name Text
that appears at the top of all
pages in your site.

The Optional Background
Image is an image that goes
behind your site name
similar to all school sites.
You may want to leave this
alone to begin with.

                                                                                 Page 25
Republish Tool

If you make changes to any design element for pages that are already published, you
need to click on the Republish Tool to get those changes to all pages.

In most cases you will only need to check the first option.



Click on the
Republish
button to
change all
pages in your
site.




Site Page Layout

This is a tool that allows you to
assign design elements to all
pages in a site. This will be
done for all Teacher and
School sites already. The only
reason for anyone to use this is
if they create a new design
element and need to assign it to
section of the site layout.

Site Management

This tool allows you to see your
site URL and ho w it fits in the
system including the Parent Site
and any Subsites you have.
Teacher Sites will not have
subsites. School sites might have
subsites. If you manage subsites,
you will be able to navigate
between the different subsites
from this tool.




                                                                                      Page 26
School NovusEDU Site Coordinator Section

Each school that uses NovusEDU to create and manage websites for their school and/or teachers will have a
School NovusEDU Site Coordinator designated by the principal. They will have more rights/permissions in the
Novus system than teachers that manage a single teacher site. This section explains the tools and procedures
that a School NovusEDU Site Coordinator might need.

The School NovusEDU Site Coordinator will assist in:
   ? Creating and managing the school site and subsites (if any)
   ? Providing teachers with applications for a teacher site
   ? Supporting teacher subsites
   ? Overseeing the approval and publishing of teacher pages if the principal decides not to allow teachers to
      publish directly to the Web

Managing Users

User management is one of the most important functions in NovusEDU. There are two types of users in
NovusEDU, System Users and Site Users.

System Users —these are “global” users of NovusEDU. In order to access any functions, pages, or sites in
NovusEDU, users must belong to this category. The Office of Instructional Technology will add system users
through an application process.

Site User—these are System Users that have been assigned to a specific sub-site. To access any page or
function within the sub-site, users must be assigned to a sub-site. Site users will be covered in a later section.
School NovusEDU Site Coordinators will be able to add site users to the school site and any sub-sites of the
school site. This is done to spread the workload of ma intaining the site.

Managing Sites

Management of the school site is will be a responsibility of the School NovusEDU Site Coordinator.
NovusEDU website management is divided into the following sections:

       Creating New Sites—create additional sub-sites and ensure the site structure remains consistent.

       Adding Site Users —insure users are assigned to the proper sites.

       Managing Rights—maintain the rights a user has within a particular site. Effective rights management
       will enable the administrator to distrib ute the administrative workload to selected users.

       Workflow—determine how pages and changes will be published for a site. The administrator will also
       decide who is responsible for approving and publishing.

       Picture and File Management—maintain the picture and file libraries and decide who will have access
       to the libraries.

       Navigation Editing—decide who will have the ability to edit site navigation and manage global
       navigation.

                                                                                                           Page 27
Creating New Sub-sites of Your School Site

Your school site will be a group of web pages that will be navigated through a number of hyperlinks. Your
school site can exist entirely as a single site (without sub-sites). If you wish, you may create sub-sites for the
purpose of giving the responsibility for the creation and maintena nce of a section of the school site or you need
to change the design elements for a group of pages (i.e. a different left nav).

The School NovusEDU Site Coordinator can create an unlimited number of sub-sites, and each sub-site can
have an unlimited number of web pages. Administrative functions can be delegated to other users as sub-sites
are created.

Example:

School site contains pages maintained
by the School NovusEDU Site Coordinator.




The sub-sites are maintained by other users that are added and given permissions in that sub-site.



To create a new site:
   1. Click Site Management on the left navigation bar




You will see the URL for the current site and a list of all sites below the current site. There are none yet.

   2. Click Add a Sub-site on the site management page
   3. Enter name for the new site
                                                                                                           Page 28
       Note: the name should be
       descriptive and will be
       visible only with
       NovusEDU.

   4. Enter the page name for the
      URL of this new site
      Note: This name cannot
      contain spaces. Keep it short
      and lower case letters.

   5. Choose a workflow (covered
      later)

   6. Click the Create Site button



You will be directed to the site management
screen. You should see the new site under
“Sites below this site”.




Switching Sites

A site must be “active” for new pages to be created or site functions to be performed.
Only one site can be active at a given time. You can always tell which site is active by
reading the site name from the drop down list box in the upper left hand corner of any
screen.

If you manage several sub-sites, you will need to be able to switch between sites
confidently.




                                                                                           Page 29
To switch to another site:
    1. Open the drop down list box in the upper left hand corner of
        any screen
    2. Select the site you would like to manage in the pop- up
    3. Click Change Site to switch to the new site
IMPORTANT NOTE: If you choose a site in the pop-up and do not
click the Change Site button, you will still be working in the site you
were trying to switch from.

   OR

   1. Click Site Management from the left navigation bar
   2. In the section “Sites below this site”, click the site name


Note: Users will only see sites in which they have been designated
a “Site User”.



Deleting a site

   1. Switch to the sub-site you wish to delete
   2. Click Site Management
      from the left navigation bar
   3. Click Delete this Site

        Note: To delete a site, the
        site must be empty of sub-
        sites. If the site contains sub-
        sites, you must remove the
        sub-sites prior to deleting the
        site.




   4. You will be asked to confirm the
      site delete. Click Yes to delete the
      site

        Note: All web pages within this
        site will be permanently deleted.

   5. You will be directed to your
      “default page”


                                                                          Page 30
Adding Site Users

By default, the user creating a new site is added as an administrator to the new site. This administrator is the
only user in the new site. The administrator will then need to add any additional users to the site.

A user MUST be added to any site in order to have access to that site.

To assign a user to a site:
   1. Make sure the desired site is “active” by verifying the site name in the upper left
       hand corner of any web page.
   2. Click User Management on the left navigation bar



       You will see a
       current list of users
       in the site.

   3. Click Add to add a
      new user to the site




   4. Use the alphabetical tabs across the top of the
      pages to find the desired user.



   5. Click the name of the user you would like to
      add




   6. You will be asked to confirm
      the addition. Click the Yes
      button to add the user to the
      site.




                                                                                                          Page 31
   7. You will be asked if you want this site to be the
      default site for this user (the site that
      automatically comes up when a user logs in).
      Choose either Yes or No.




   8. Click OK to return to the user list

The new user should now be added to the
list of users of the site.




To delete a user from a site:
   1. Make sure the desired site is “active” by verifying the site name in the upper left hand
       corner of any web page.
   2. Click User Management on the left navigation bar

       You will see a
       current list of users                                                               in
       the site.

   3. Click Delete user
      from this site




   4. Select the user to be deleted from
      the drop down list box
   5. Click the View button




   6. You will be asked to confirm the
                                                                                                 Page 32
        user delete. Click OK to delete the user

        Note: The user is only deleted as a site user, not as a system user. You can add the user back into the
        site at a later time.




Note: After you add a user to a site, they still cannot do anything in the site until they are given permissions.
The next section is on assigning user rights.



Managing User’s Rights

Each site user has a set of rights that are specific to a particular site. If a user is a member of multiple sites, the
user can have different rights for each site. Below is a description of each user right:


              Right                                         Explanation
Edit Style Sheets                      Enables the user to modify the style sheets of a
                                       specific site.
Create/Delete Sub-sites                Enables the user to add and remove sites below the
                                       active site.
Add/Delete Design Elements             Enables the user to change the design elements of
                                       the active site.
Create new pages or modify             Enables a user to create and modify web pages in
existing pages                         the active site.
Edit Site Permissions                  Enables the user to manage the rights of themselves
                                       and other site users.
Add Users to the System                Enables the user to add new system users.
Add/Delete Pictures                    Enables the user to upload pictures into the site
                                       picture library.
Edit Site Navigation                   Enables the user to modify the site navigation.
Approve Content                        If the proper workflow is selected, this enables the
                                       user to be designated as a content approver.
Add Users to this site                 Enables the user to add other system users to the
                                       site.
Add/Delete files                       Enables the user to upload files into the site file
                                       library.
Publish/Un-publish Content             Enables the user to publish web pages so that they
                                       are “live”.




                                                                                                               Page 33
To assign or remove user rights:
   1. Make sure the desired site is “active” by verifying the site name in the upper
       left hand corner of any web page
   2. Click Rights Management on the left navigation bar




   3. Select the desired user from
      the View User drop down list
      box



   4. Click the View button to see
      the rights for the selected user




   5. Check the desired boxes to
      assign the rights



   6. Click the Save Changes button
      to save the changes

       The screen will “refresh” when
       the changes are updated.

   Note: Click the cancel button,
   before saving changes, if you wish
   to cancel any actions taken on this
   page.




                                                                                       Page 34
Suggested Permissions for a Sub-site User

The permissions checked below will give a user the ability to create and edit pages in a site.




                                                                                            If you want the user to
                                                                                            publish their content
                                                                                            directly to the Web
                                                                                            without approval,
                                                                                            check Publish and
                                                                                            Unpublish Content.




Workflow

Site workflow defines the process a web page must follow prior to publishing. Workflow is important to insure
that content has been properly reviewed by a designated user(s) prior to publishing.

NovusEDU supports the following three workflows:

               Item                                     Description
No Workflow                          Any user can immediately publish content directly
                                     to the web server.
Approval Required                    Users without approval rights must have their web
                                     pages approved prior to publishing. Once a web
                                     page has been approved, it is immediately
                                     published.
Approval Required and                Pages must be approved and published to become
Publishing Restricted.               “live”. A web page is created, sent for approval,
                                     and then sent for publishing.



To assign workflow to a site:
   1. Make sure the desired site is “active” by verifying the site name in the upper left
       hand corner of any web page
   2. Click Site Workflow on the left navigation bar




                                                                                                          Page 35
   3. Click the radio button of the desired
      workflow

   4. Click the Save button

       The page will “refresh” once the
       changes have been saved.

   5. Depending on the chosen workflow,
      you will need to assign the appropriate
      rights to the site users.

Note: Workflow supercedes User Rights – if
you choose No Workflow, then users of the
site will be able to publish

       No Workflow—no user rights need to be modified.

       Approval Required—you will have to assign approval rights to at least one site user.

       Approval Required and Publishing Restricted—you will have to assign approval rights and
       publishing rights to at least one user. In this workflow, it is best to make the approver and publisher two
       separate people.


My Work Queue

Any pages that require you to take action as
an approver or publisher are viewed in the
work queue. The work queue is a
convenient location to quickly view and
process any web pages requiring your
action.

Work queues are user specific and site
specific. Users with email notification
enabled will be notified of any new work
queue items.

This WorkQueue has one item that has been
submitted for approval waiting for action.




                                                                                                         Page 36
To view My Work Queue:
   1. Make sure the desired site is “active” by verifying the site name in the upper
      left hand corner of any web page
   2. Click the My Work Queue on the left navigation bar




   3. Click the name of the web page you
      would like to process




       You will have the same editing
       options as “Editing an Existing Page”

   4. Click the Preview button to preview
      the web page

   5. Make the necessary changes using the
      editing functions

   6. Depending on your rights, you will
      have one of the following options:

       Approve—this will add your approval
       to the history file and send the web
       page to the users who have publishing
       rights.

       Publish—this will immediately publish the web page and make this web page “live” on the web server.

       Reject—this will send the web page back to the web page creator for editing.

       Note: There is a text box labeled “Additional Comments” at the bottom of the web page overview
       screen. All comments entered into this box will “follow” the web page through the workflow.

                                                                                                  Page 37
Website Appearance

This section details the functions in NovusEDU that control the appearance of the website and web pages. All
of the functions in this section are “site level” functions. Any changes made at this level will change all pages
in a site and could be inherited down to sub-sites.

These functions are rights that can be assigned to any user. Administrators should exercise restraint in
granting these rights to the average user as abuses of these functions will lead to an inconsistent “look
and feel” on the website.


Site Layout

The site layout function determines how many design elements are used and how the design elements are
arranged. Generally, the site layout will remain consistent throughout the website.

Site layouts utilize inheritance to force consistency throughout the website. For this reason, site layouts can
affect the current site and all sub-sites below the current site.

Note: School NovusEDU Site Coordinators will need to use this function only if they want to assign new
elements to the Site Name area or the Left Navigator area for sub-sites. You have the ability to edit those
elements as discussed earlier.

To select a site layout:
   1. Using the Change Site function, navigate to the site you would like to change.

       OR

       Using the Change Site function, navigate to the “parent” site for sub-sites you
       would like to change

   2. Click the Site Page Layout button on the left navigation bar




       You will see the site page layout options

   3. Select the page layout you would like to use.
      There will only be one choice.

   4. Click the Assign Design Elements button




                                                                                                          Page 38
   5. Using the drop down list
      boxes, select the design
      elements you would like to
      assign to the section of the
      site page layout
   6. Click the Save button to
      save your selections
   7. Click the Back button to
      return to the site page
      layout screen

   8. On the next screen click
      the Save button to save
      your changes

Republish Tool

Because your changes affect multiple web pages, you will need to use the “republish tool” to copy your changes
throughout the website.

To use the republish tool:
   1. Using the Change Site function, navigate to the site you would like to change
       OR
       Using the Change Site function, navigate to the “parent” site for sub-sites you
       would like to change

   2. Click Republish Tool on the left navigation bar

   3. Choose what you would like to republish
      (usually this will be the first choice only)

   4. Click the Republish button to
      start the republishing process

       Note: Depending on the size
       of the website, the republishing
       process can take a few
       moments to complete.




                                                                                                     Page 39
Design Elements

Design elements are the individual components of a site layout. Like pictures and files, design elements can be
shared with sub-sites. In most cases, sites will use the design elements from a parent site and change only the
links.

Note: School NovusEDU Site Coordinators will only need to create new design elements if they need them
for new sub-sites. Editing design elements has been discussed earlier.

To create a new design element:
   1. Using the Change Site function, navigate to the site you would like to change
       OR
       Using the Change Site function, navigate to the “parent” site for sub-sites you would
       like to change

   2. Click Design Elements on the left navigation bar




                                                                             A list of Design Elements will be
                                                                             displayed. If you want to edit an
                                                                             existing element, click on it (this
                                                                             was discussed earlier).




   3. Click the Add New Design Element button

   4. Complete the Design Element Title
      and Design Element Description
      text boxes
   5. Click the Create New button




                                                                                                        Page 40
6. Click the Change Layout button




7. Select the desired layout

   and click Save




8. Select Edit to




9. Add images, text, and links to your new
   Design Element


10. Click Save and Exit




                                             Page 41
   11. Your Design Element is complete and ready to be assigned to your site

       Note: You can share the design elements to sub-sites by checking the Sub-sites inherit this design
       element box.


   12. Click Save




You will notice that your new
Design Element is now added to
your list of available elements.




Once a design element is created it must be assigned as a design element in the site page layout area as
described earlier. Any changes to design elements require you to republish the site.



Notice: The new design element
is now a choice in our page
layout area.




     Quick Guide
             How to Create a Sub-site in NovusEDU
                                                                                                           Page 42
In Internet Explorer, go to http://itedit.pinellas.k12.fl.us and log in as yourself.

Step 1 – Create the sub-site
    ?   Change the site you’re working on by selecting your school site from the drop-down list.
    ?   Click the Change Site button.
    ?   Click on Site Management from the left menu.
    ?   Click on Add a Sub-site –
            o Site Name – type in an identifier for the site (i.e. Media Center)
            o Site URL box – type in a name, no more than eight characters, no spaces, using only letters and
                 numbers
            o Change Site Workflow to Approval Required (if desired)
            o Click Create Site


Step 2 –Create the Site Page Layout for the sub-site

    ?   Make sure your school site is shown under Manage Website at top left of screen
    ?   Click on Site Management from the left menu.
    ?   Click on the sub-site you are working on (notice, this changes which site you are managing – upper left corner of
        screen).
    ?   Click on Site Page Layout from the left menu
    ?   Make sure Pinellas Schools – Teachers Page Layout is selected and click Assign Design Elements.
    ?   Using the drop-down lists assign the design elements.
    ?   Click on Save


Step 3 – Assign the system user to the sub-site for which they are responsible

System Users can only be created by Instructional Technology staff. Please request the creation of user IDs through our
office.

    ?   Change to the sub-site you’re working on by selecting it from the drop-down list.
    ?   Click the Change Site button.
    ?   Click User Management from the left menu.
            o Click Add User to this Site at the bottom of the page.
            o Click on the empty Search button at the top right of the page.
            o Click the user you want to add.
            o When asked if you are sure about adding the user to the site, Click Yes
            o If you want this sub-site to be their default site when they log on, Click Yes, otherwise click No
    ? Click Rights Management from the left menu.
            o Select user ID from the drop-down list and click View.
            o Assign the appropriate rights.
Click Save Changes




                                                                                                                   Page 43
Resources

http://it.pinellas.k12.fl.us/index.html

This is the home page where people can
link to any school or teacher site in
NovusEDU. Also there is a link for
NovusEDU resources.




http://it.pinellas.k12.fl.us/novus/index.html

This page is full of
resources to help
anyone creating web
pages with
NovusEDU.




                                                Page 44

								
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