Coordinator User Guide
This section is dedicated to the dedicated. We’re talking about department staff, of course! On many campuses department staff (often referred to as Coordinators) perform the adoption work for faculty. So if this is you, please read up on the Faculty adoption portions of this user guide. It will teach you everything you need to know about the adoption work you’ll be performing in Hero (You can dip into the Bookstore or Student guides too, of course -- or just read the whole thing on one page.).
Unlike faculty, however, Coordinators have a special dashboard to get them through multiple adoptions faster, and to give them a visual queue as to the progress of adoptions every term.
- The Courses Dashboard Overview
- The Courses Dashboard: Section Links
- The Courses Dashboard: Dot Colors
- The Courses Dashboard: Communicating with Faculty
- Endorsing and Creating Adoptions for Faculty
The Courses Dashboard Overview
We’ll show several versions of this dashboard to cover it all. But just note that as a coordinator, you should by default land on your course dashboard. If not, you can always navigate to it using the menu at top right. Once here, you’ll see all the departments that are assigned to you in Hero. If you are coordinating for a department, and you don’t see it here, contact your bookstore. They can add you to any department immediately.
The Courses Dashboard is a color-coded page to help you understand which sections have adoptions, and which sections with adoptions have been marked as complete (by you).
The most basic concept about this dashboard is this: it is a color-coded page to help you understand which sections have adoptions, and which sections with adoptions have been marked as complete by you. It also has shortcuts to every course and every faculty profile, and allows you to communicate with faculty in a few different ways. Let’s look at that same image again:
Up at the top you can see a bright blue department abbreviation and department name. We arranged this page by department so it's easier for you to get oriented.
Below the department name you'll see three buttons. Those buttons each let you communicate with faculty in a different way -- you'll like those a lot.
Then there are all the red links (they change color--more on that in a minute--but in this screenshot they're all red). These are links to every section being taught in the department. You can click on them to see their specific details.
Hero groups those section links by faculty member. The links in the uppermost container aren’t yet assigned to anyone. They will be! But they aren’t just yet. This can change daily as Hero gets more information from your registrar’s office.
As faculty are assigned, the links fall in line next to a faculty name and disappear from the upper container, as you can see in the row where it says Instructor, English.
Dr. English Instructor doesn't exist, of course -- this is a demo account. In a real account you'd see an actual faculty member's name. Next, let's talk about the link color code and other color codes.
Here’s how the color code works. And take courage - once you understand the color code, you can pretty rapidly assess your departments.
The section color code has everything to do with your own workflow, and nothing to do with whether or not there are adoptions made for these sections.
The section color code (next to Courses) has everything to do with your own workflow, and nothing to do with whether or not there are adoptions made for these sections. As a coordinator assigned to a department, Hero gives you your own workflow to ensure the accuracy of adoptions. Remember, this page is for you. A red link indicates that you’ve not verified the adoption is accurate. A green link indicates that you have.
To show you what we mean, we'll show you what happens when you click one of the section links. You’ll zip through a shortcut right to the section in the Courses page itself without having to navigate.
By clicking the section link, you’ve arrived on the Courses page with this section pre-loaded. Notice there is a toggle here that asks Adoption Complete?. This is for you to track what you have and haven’t verified for yourself.
If you verify the adoption looks good and toggle to Yes, the section link will show up green in your courses dashboard. If a faculty member or anyone else comes along later and deletes this item and adopts something new, your toggle will reset to No, the link will revert back to red and you’ll know visually in the Courses Dashboard that you have a section to validate. If one section for a course has been marked Yes and one has been marked No, the link for both will turn yellow (we'll show you that in a minute). After checking an adoption and toggling (or not), you'll use the menu in the top right to navigate back to your Courses Dashboard. We'll click the toggle first -- here's what that looks like.
Neat, right? When you toggle Yes, the indicator turns green. With that done, let's go back to the Courses Dashboard and see what has changed.
The section link has changed from red to green. On the next page we’ll show you what it looks like when all sections have been verified by the coordinator.
We've gone in now and verified all adoptions in these courses. But wait…why is one course yellow? Notice, it’s because there are two distinct sections for the course, and we only verified one of the two. Hero alerts you any time that happens with a separate color designation.
In the image below we've gone in and verified the other section. Now all are green.
Finally, let's talk about Dot Colors.
These dots have everything to do with adoptions. They have nothing to do with your own process of validating adoptions.
Now, it’s time to talk about these weird colorful dots. They can be either green, red, or yellow. These dots have everything to do with adoptions. They have nothing to do with your own process of validating adoptions. They are simply indicating whether or not all of the courses and sections assigned to each faculty have adoptions, or not.
A green dot indicates that all courses and sections assigned to the particular faulty member have adoptions. Green = good.
A yellow dot means that some of the courses and sections have adoptions, but some are missing.
A red dot means that no adoptions have been made for the courses and sections indicated to the left. Red = bad.
So using the dots you can very rapidly assess which faculty are slow to adopt and what trouble areas you have to take care of. One of your most effective tools for addressing trouble areas is faculty communication, so let's head there next!
Communicating with Faculty
The action buttons just below the department abbreviation can help you communicate with faculty in two ways--by printing or emailing--and save you a bunch of time by flagging.
The first button will let you print off request forms for faculty who have not yet submitted an adoption. Maybe you just need to walk down to their office and hand them a form to fill in. We can do that.
By default, Hero will print forms only for faculty who have not yet completed an adoption, but if for some reason you want to print a request form for all faculty, just click the checkbox here, and you'll get a form for everyone.
The second button--the mail button--does the same as the print button, but sends an email instead of printing a form. Hello 1995! You can add your own custom message here as well.
The third button takes care of Instructor Flags. This isn't really a way to communicate with faculty, but since we're here, let's talk about it. We think you'll like it.
If a faculty member has told you that nothing they teach will have course materials required this term, Hero can save you (and them) a bit of time. Click the checkbox by the faculty member's name in your dashboard to select them, then click the Instructor Flag button. You'll see this popup:
Click the No Items Needed checkbox and then Save. This scoots every section for that faculty member to the Finalize stage of the process with No Course Materials Required.
OK, last thing: now let’s talk about the other colorful boxes that you can see in the image below. These indicate whether or not faculty have Endorsed the adoptions that have been made.
When someone other than a faculty member makes an adoption (i.e. a coordinator makes an adoption on behalf of a faculty member), it leaves the section unendorsed. There is a toggle faculty click to endorse the work you’ve done on their behalf. Some schools use this. Some don’t. But if you do, it would work like this:
- You’d go in and make the adoption (we’ll explain this next).
- The faculty member would get an email from Hero indicating an adoption had been made and asking them to verify it for accuracy.
- The faculty member would then access Hero and toggle their endorse button to Yes.
Once that happens it lets you know, right here in your dashboard, that the faculty member has verified that their adoption was accurate. It’s a check and balance to ensure that if someone other than the faculty member has actually made the adoption they can still check it for accuracy. Green means they’ve validated. Yellow means they’ve only validated some of the adoptions. Red means they’ve not validated any adoptions yet.
Want to see what this looks like for the faculty member? Great! That's next.
Endorsing and Creating Adoptions
We're logged in here as one of the faculty in the previous dashboard who showed a red box. You can see she has the chance to either say Yes or No to the Endorse Materials? question. Again, this is only applicable if the faculty member is not making the adoption herself. Clicking Yes here will change the box to green in your Courses Dashboard, and you’ll know this adoption has been verified by the faculty.
This is certainly not a requirement of the system, but has proven very handy in departments where very few or maybe none of the faculty make their own adoptions. It’s a good way to make sure everyone is on the same page.
Next, let’s talk about creating adoptions on behalf of faculty.
From your Course Dashboard, you can accomplish the work of adopting on behalf of faculty one of two ways. You can either click on the link to the section, or click on the faculty name. Clicking on the link to the section will take you only to the section. Clicking on the faculty name will take you to the page as if you were logged in as the faculty which means all their courses load on a single page, allowing you to do all adoptions for a particular faculty in one shot.
That’s it! Creating adoptions is really neat. Please refer to the faculty section of this guide to learn everything you need to know about making adoptions.
One last thing: up at the top of your Dashboard there are a few links that we didn't talk about, because they're pretty easy.
These are all just useful tools which give you some reporting and remove some noise from the page to help you do your work. Click around for yourself--you won't break anything. Enjoy!
Congratulations! You've made it through the Coordinator User Guide, and we bet you had a blast. If you can't wait for the fun to continue, we highly recommend the other sections in this guide -- Faculty, Bookstore, or Student -- or reading the whole thing at once. If you have questions about anything in here (or anything at all, really), grab your nearest Customer Success Manager or reach out to firstname.lastname@example.org. We'll get you taken care of.