Beginning the Quarter:

1. Compile the new list of proctors and edit proctorbase.

From the pool of proctors compile a list and schedule of proctors. Then update proctorbase via /ccs/adm/proctors/admin/bin/proctorbase -edit.

Proctorbase is a flat-text file database that is highly configurable via command line options.
See proctorbase -help for instructions.

What do all the fields mean in proctorbase? Well ...

> proctorbase -fields
Field                Alias     Description
------------------------------------------------------------------
LastName:            lname     Last name of CCS proctor
FirstName:           fname     First name of CCS proctor
Username:            proctor   CCS username
SSN:                 ssn       NU ID number
Phone:               phone     Telephone Number
Class:               class     Freshman, Sophomore, Middler, ...
Work_study:          ws        (yes/no) Enrolled in work/study program?
Work_study_amount:   wsm       Work study Dollars (0 if part-time employee)
CCS:                 ccs       (yes/no) CCS student or major?
Term:                term      Term hired: (Spring95, Summer95,...)
Current:             current   (yes/no) Currently employed as a proctor

First, change all of the "Current: Yes" fields to be "No". Then, update the current hires to "Yes". You may need to add new people to the database. You can do this from the command line or your favorite cut/paste methods in your editor of choice.

Now, you should verify your work ...

After updating all the new proctors. You should be able to run proctorbase -current yes and see the login names of all the newly hired proctors. You should check that the list of proctors matches the list of logins. Also, you should verify that each proctors Social Security number is correct. You will save yourself a lot of time and confusion at the payroll department if you verify the SSN now. You can see this list via the command:

proctorbase -current yes -print username ssn

To get columned data you can append the argument:

-sep "[space][space][space]\t"

The accuracy of this data if fairly critical since it is the point of contact for other services. Please be careful!

2. Edit proctor configuration file.

Most all of the software written for the proctors synchronize their data through a configuration file named /ccs/adm/proctors/admin/data/proctors.h. Please take second and verify that data in proctors.h is correct.

3. Make new data directory and compile a schedule template.

Now, it is time to initiate some data and set the current directory for that new schedule data. and compose a template schedule which will be used to compile the entire quarter. Finally, produce a latex file, to be used as a "key list" for the police department. This can all be done with /ccs/adm/proctors/admin/bin/make-proctors. You must print out /ccs/adm/proctors/admin/data/keylist/letter.dvi (you may have to run 'latex letter.tex'), have it signed by some staff member and deliver it to Police Headquarters. (Or, you could risk a fax to 373-5761.)

4. Send mail to systems.

Systems needs to update the "proctors" UNIX group, netgroup, and mail alias. Many things depend on this administrative change like your time clock commmands "proctorin" and "proctorout". Tell a network administrator to run: /ccs/adm/proctors/admin/bin/make-unix-proctors.

5. Compile "Live" Schedule Data

When a stable list and schedule of proctors has been assimilated you can make the quarter's "live" schedule data. The command exists at /ccs/adm/proctors/bin/make-quarter. (I'd advise to simply copy and edit a previously existing quarter's template.txt - editing a file directly tends to be faster and more direct than prompted software. The template.txt is output from make-quarter anyways but it's your choice.) Typically, proctors have lives and thus, scheduling problems arise. They need to distrubute their hours to anyone who'll take them and eager people would like to know when hours are available. This "Live" data will hopefully always show the current status of who owns what shifts and wether they're trying to release that shift to any proctors who want them. This data should be visually reflected through the web URL previously shown and through the /ccs/bin/schedule command.

Then, touch "/ccs/adm/proctors/data/schedules/current", and chmod g+w, and chgrp labadmin. This file is essential in order for the web broker to actually be able to edit the schedule. Without this file, your Web client should display "Sorry, but the data is currently locked and being editied by hand. Please try again in a few minutes.". See "Edit Web Schedule" section for more information.

Hiring and Firing during the Quarter

(This is a similar routine for making a new quarter.)

1. Update proctorbase

Run /ccs/adm/proctors/admin/bin/proctorbase -edit and either create a new record for a newly hired proctor or for a fired proctor, edit the "Current:" field (for currently hired) to say "no".

2. Update proctor associated files

Run /ccs/adm/proctors/admin/bin/make-proctors The program should ask you to define the quarter: (season and four digit year). The program should should then notice that this quarter already exists and prompt you to continue. This is good. With that response you know you're editing an existing quarter and not making a new quarter. If you do NOT get that prompt to continue on a "pre-existing" directory. Then simply do an "ls -l /ccs/adm/proctors/data/schedules" to see your options. Maybe there's a mispelling?

There are other prompts:

You do not wish to remove the "current" link since it is (hopefully) pointing to the correct quarter. If you boo-boo, simply put back the "current" link back. For example, cd /ccs/adm/proctors/admin/data/payroll_reports; ln -s (current quarter, ie "Fall-1997") current

You do not wish to make a template schedule. Since the quarter has begun, there's no need to make a new schedule from scratch. However, if you do need to swap some shifts around see the "Edit Web Schedule" section.

3. Send mail to systems.

Systems needs to update the "proctors" UNIX group, netgroup, and mail alias. Many things depend on this administrative change like your time clock commmands "proctorin" and "proctorout". Tell a network administrator to run: /ccs/adm/poctors/admin/bin/make-unix-proctors.

 

4. Update key list

The make-proctors command should have already made a new proctor keylist for the police department.

cd /ccs/adm/proctors/admin/data/keylist and you should check the date on the new "letter.dvi" file. If it's current, you can print it out and fax it to the NU police department. If it's not current, then check the log. Possibly, it's a write permission problem. You can attempt to make a new letter.dvi through the latex letter.tex command.

Ending the Quarter>

1. "Turning off" all the data.

By removing the file "/ccs/adm/proctors/data/schedules/current", you will make all the proctor applications give no data, and report a default answer similar to that "CCS is in intersession".

2. Send "Thank You & Last Chance" mail to all proctors.

Send mail to proctors thanking them for thier participation. Almost send them a reminder about any pay balances. If someone has not been paid properly, then they should reply promptly and let you know.

3. Make any editions to "Problem Proctor Database".

If someone was a chronic pain, either by attendence or something else irresponsible, please make an editition to /ccs/adm/proctors/admin/data/problem-proctors/

Your Software:

Current list of software:

Most all software can be run with the '-h' command line option to see help.

/ccs/adm/proctors/admin/bin/proctorbase

Should be necessary to run only once, at the beginning of the quarter. Run "proctorbase -edit" to edit the database. Afterwards, other software uses that information.

/ccs/adm/proctors/admin/bin/make-proctors [ -h ]

Should be necessary to run only once, at the beginning of the quarter. This makes the 'current' data directory, compiles the new proctor_list, and makes the Police keylist to be sent over to Police Headquarters. There's a lot of prompting.

/ccs/adm/proctors/admin/bin/make-quarter [ -h ]

This either composes a new quarter from the template data ... or purges proctors who've been fired. After the template.txt file has been completed from make-proctors, this script takes a begin-time and an end-time outlining the new days of the new quarter. Then, it simply composes an entire quarters data as 102.txt, 210.txt, etc ... one file for each lab. Sometimes, a proctor is hired and never shows up. As a result we fire them. So, we must update proctorbase (-edit), have a network admin on systems@ccs run make-unix-proctors and then this should be executed with the -fired "". It will then go through each lab for each user and ask you for the replacement for each occurance of a fired proctors shift. If they're is no current replacement, use lab-admin as a default.

/ccs/adm/proctors/bin/proctors [ -h ]

Lists all of the proctors currently hired for this quarter.

/ccs/adm/proctors/bin/schedule [ -h ]

Prints out a workweek specified by the user. The default work week is the current work week.

/ccs/adm/proctors/admin/bin/preport [ -h ]

Should be necessary to run once a week. This will verify both Work-Study and Part-Time payrolls and produce reports to be printed out.

/ccs/adm/proctors/admin/bin/preportv2 [ -h ]

Should be necessary to run once a week. This will verify both Work-Study and Part-Time payrolls and produce reports to be printed out. You also have the option of mailing the report to the front office.

/ccs/adm/proctors/admin/bin/apply.pl

This script checks the current web application database and prints out the applications in an easily readable format. It also creates the subdirectory applications/ and puts each one into its own file named by the email address in the application.

/ccs/adm/proctors/admin/bin/compare.pl

This script asks for a specific date and prints out a comparison of the posted schedule for that date with the proctorin/proctorout data for that date.

/ccs/adm/proctors/admin/bin/stats.pl

This script asks for a specific quarter and prints out the lab usage data from the proctorout database for that quarter.

Editing the Web Schedule:

1. Go to the web schedule directory

cd /ccs/adm/proctors/data/schedules/current/

2. Turn off editing from the web

mv open_for_trades open_for_trades.not

Without the "open_for_trades" file, the web cannot trade shifts (the web can still view shifts, just not trade). This is because, you don't want someone else to be trading shift while you're editing. If a remote web user does try to trade shifts they get a status message saying:
"Sorry, but the data is currently locked and being editied by hand. Please try again in a few minutes."

3. Edit the schedule

There's a file for each lab: 102.txt, 210.txt, etc. Use your preferred editor to open the lab you wish to affect. Each row (which may have it's line wrapped or more than 80 columns) represents a day. The typical format for each line (day) is:

date | day of week | list of shifts

Example:

9/27/1997---sat---(owned--7:55-10:25--username)---(owned--10:25-12:55--
username)---(owned--12:55-14:45--username)---(owned--14:45-17:15--username)
---(owned--17:15-19:45--username)---(owned--19:45-21:15--username)---
(owned--21:15-23:45--username)---

Notice the separator is three hyphens. Notice each shift is parenthesized and typically has 3 characteristics: status, time, and owner. The status is either "owned" or offered".

4. Turn web editing back on

After your edits, you should remember to allow people to turn the broker back on:

mv open_for_trades.not open_for_trades

With the file returned, the broker now has permission to trade shifts again.

Problem Proctors:

If there are proctors who are not fulfilling their responsibilities, then please make a note of them in /ccs/adm/proctors/admin/data/problem-proctors/