Affiliates are required to have at least one database administrator. Ideally there would be more than one to have redundancy and for succession planning. Adminstrators are responsible for the list of items listed below. For more in depth information on these topics please visit topic specific tutorials on this page.

0:00 Introduction – New Database Administrators  
1:33 Switching to Subadmin Permissions
2:25 Student Search and Management and Parent Consent forms
3:43 Mentor Search and Background Checks
5:23 Managing Tags Feature
6:07 Affiliate Profile and Compliance Documents
6:55 Affiliate Description Setup
8:54 Managing Compliance Documents
9:46 Creating and Managing Teams
11:18 Team Leader Assignment
12:41 Scholarship Management System
13:12 Managing User Roles and Permissions
14:06 Conclusion and Next Steps

Have you been assigned as a database administrator for your affiliate? Learn how to sign into your volunteer profile and switch to your sub-admin account to manage your affiliate.

0:00 Introduction – Finding the Database Login
0:28 Prerequisites for Sub Admin Access
0:40 Logging Into Your Account
0:58 Password Recovery Options
1:05 Initial Login Screen
1:10 Switching to Sub Admin Profile
1:40 Accessing Sub Admin Permissions

Understand the basics of the powerful search features in the student sections. Learn useful tips and tricks for performing various queries across program years. Manage search results and exports.

00:00 Introduction – Database Search Overview
00:06 Understanding Search Criteria and Categories
00:36 Using the Program Tab and Check Marks
00:58 Searching Current vs Past Program Years
01:34 Running Your Search and Viewing Results
01:52 Customizing Column Headings
02:12 Exporting Data to CSV Files
02:36 Selecting Specific Fields for Export

Understand the basics of the searching mentor/volunteers in the database. Learn useful tips and tricks for performing various queries. Manage search results and exports of program data.

0:00 Introduction – Mentor Volunteer Search Overview
0:36 Understanding Search Tabs and Criteria
0:59 Selecting Program Years
1:24 Running a Search
1:48 Viewing and Customizing Search Results
2:11 Exporting Mentor Lists to CSV

Basic overview of consent form management.  Learn what the different consent form statuses mean, troubleshoot common issues, and support students and parent/guardians in completing the required consent form.

0:00 Introduction – Understanding Consent Form Statuses
0:30 Three Consent Form Status Types Explained
1:02 What Students Need to Do
1:38 Resending Parent Email Invitations
2:26 Using Direct Links for Parent Forms
3:02 Managing Consent Forms at Scale

Tutorial on managing background checks for your affiliate. Learn how to invite your mentors to undergo the background check process. Understand background check steps, statuses, bulk inviting, and troubleshooting common issues.

00:00 Introduction – Managing Volunteer Background Checks
00:21 Understanding Background Check Status Categories
01:01 Sending Renewal Invites for Expired Checks
01:11 How to Send Individual Background Check Invites
01:52 Using Bulk Background Check Invites
03:05 Troubleshooting Email Delivery Issues
03:32 Sharing Direct Registration URL Links

Geared toward new Team Leaders (or a refresher for returning Team Leaders) to learn the basics of managing your team. Good for Affiliate Admins to understand how Team Leader management works. Topics include Team Leader admin features, managing program status & volunteer background checks, and managing team attendance.

0:00 Introduction – Team Leader Dashboard Overview
0:25 Accessing Your Team List
0:38 Managing Program Status
1:07 Ordering Background Checks for Mentors
1:31 Managing Attendance
2:13 Understanding Attendance Designations
2:53 How Attendance Percentage is Calculated
3:28 Not Applicable Status Explained
4:11 Viewing Attendance Records
4:38 Sorting and Filtering Options

Program Status is the indication of each individual’s level of participation in the program year.  It is crucial that we are marking are participant’s status correctly. This video covers the basics of managing program status for ACE participants. Learn about status definition, how to set status for individuals and in bulk, timing of marking status, tip & tricks, etc.

0:00 Introduction – Understanding Program Status
0:40 Running a Current Program Year Search
1:04 Program Status Options Explained
1:56 Updating Status Individually vs Bulk Actions
2:25 When to Update Program Statuses
3:05 Why Active Status Matters for Students
3:23 Program Status for Mentors

Former ACE students have the opportunity to “register” as alumni from their ACE Student profile to update us on any education or career advancement within the AEC Industry. Learn how the alumni registration works to support your alums in updating ACE with this valuable information. Understand eligibility criteria and see what the registration form looks like.

0:00 Introduction – Alumni Registration Importance
0:36 How Alumni Registration Works
1:06 Eligibility Requirements
1:37 Accessing Alumni Registration
2:01 Updating Profile Information
2:10 Adding Education and Trade Program Experience
2:23 AEC Industry Employment Question
2:48 Completing Employment and Certification Details

Explains how a Former ACE student can log in to their ACE profile to create an Alumni record

0:00 Introduction – Accessing Your Alumni Profile
0:23 Two Ways to Log In
0:37 Account Access Issues for Alumni
1:10 Lost Email Account Recovery Option
1:31 Admin Verification and Account Update Process

Explains how a recent senior ACE student can log in to their ACE profile to create an Alumni record after high school graduation

0:00 Introduction – Alumni Opportunities Overview
0:29 Eligibility Requirements for Alumni Registration
0:56 Logging Into Your Student Profile
1:14 Starting the Alumni Registration
1:21 Updating Your Profile Information
1:31 Adding Education and Trade Program Experience
1:40 AEC Industry Employment Status
2:07 Completing Job and Certification Details

Explains how Affiliate Database Admin can search existing and manually create alumni records

00:00 Introduction to Alumni Registration System
01:07 Searching for Alumni Records
02:20 Understanding Search Options and Filters
03:56 Alumni Registration Search Categories
05:28 Editing Existing Alumni Records
07:47 Updating Employment Information
09:05 Creating New Alumni Records
10:09 Registering Alumni on Their Behalf
12:25 Required vs Optional Fields
13:40 Eligibility Requirements for Alumni Registration
14:52 Wrap-Up and Additional Resources

Links to other relevant tutorials:
• Signing in as Subadmin  
• Understanding Alumni Registration  
• Alumni Registration_Retroactive  
• Alumni Registration_Recent Student  

Affiliate Database SubAdmins can create teams and add team members from the general affiliate database. Learn how to create a team, add students and volunteers, assign team leaders, and see the team leader management view.

0:00 Introduction – Creating a New Team
0:50 Adding Students to Your Team
2:09 Adding Mentors to Your Team
2:46 Assigning Team Leaders
3:39 Viewing Teams from Admin Perspective
4:02 Team Leader Dashboard View

Team Leaders and Admins can learn how to successfully take team attendance.  Learn how to create a session and take attendance for students and mentors. Understand how attendance percentage works.

0:00 Introduction – Accessing Team Leader Dashboard
0:26 Creating and Managing Attendance Sessions
1:03 Understanding Attendance Designations
1:50 How Attendance Percentage is Calculated
2:17 Not Applicable Status Explained
2:45 Submitting and Viewing Attendance
3:28 Sorting and Filtering Attendance Records

For Scholarship Creators and Admins. This tutorial is a deep dive into creating and managing student & alumni scholarships within the ACE database. Topics include:  eligibility terms, publish & close dates, public vs. private scholarships, default vs. custom questions, required vs. non-required questions, scholarship terms, field types, applicant preview feature, essay questions, files uploads, custom upload file label, saving work and publishing, editing published scholarship, draft vs. publish mode, student eligibility & view of scholarship application from profile.

0:00 Introduction – Scholarship Overview and Benefits
1:27 Creating a New Scholarship
2:39 Setting Publish and Close Dates
4:11 Public vs Private Scholarship Options
5:10 Scholarship Creation Tabs and Default Fields
6:54 Adding Custom Form Fields
8:06 Previewing the Student View
9:25 Education Tab
9:43 Essay Questions and Text Formats
11:04 Using Custom Essay Questions
12:09 Recommendation Letters Section
14:00 Considerations for Requiring Recommendations
15:19 Transcript and Custom Upload Options
16:41 Save Draft vs Publish
18:25 Active Status Requirement for Students

For Team Leaders and Admins to share with students to help them complete the ACE registration and parent/guardian consent form.  A step by step guide on creating a profile and registering for ACE.  Includes finding info on your ACE affiliate on the ACE map, troubleshooting consent form issues, sharing consent form link with parent/guardians.

0:00 Introduction to ACE Mentor Website
0:35 Finding Your Local Program
1:16 Creating Your New Student Account
2:32 Applying as a Student
3:24 Selecting Your Affiliate Program
4:49 Completing Registration Details
6:07 Entering Personal Information
7:35 Completing the Consent Form
9:42 Parent Guardian Signature Process
11:25 Registration Complete & Next Steps

For Team Leaders and Admins to share with students.  Step by step guide on completing the student portion of the consent form. Once complete, the next step is for the parent/guardian to review and sign the form.

0:00 Introduction – Incomplete Consent Form Issue
0:10 Accessing Your Incomplete Consent Form
0:45 Completing Required Information
1:21 Submitting the Form
1:48 Confirmation and Parent Next Steps

For Team Leaders and Admins to share with students and parent/guardians.  Step by step guide on completing the parent/guardian portion of the consent form, including how students can share the consent form with guardians if they didn’t get the email invite. Without complete consent forms, students are not permitted to participate in the ACE Mentor Program.

00:00 Introduction – Parent Didn’t Receive Email
00:21 Finding and Copying the Parent Consent Link
00:40 Sharing the Link with Your Parent/Guardian
00:55 Parent Completing and Submitting the Form
01:41 Confirming Final Completion Status

Managing additional user access in the aatabase. You must have sub admin level access in order to perform user access in this tutorial.

00:00 – Introduction to User Management
00:42 – Viewing the Manage Users Module
01:45 – Background Check Requirements for Admins
03:46 – Removing Inactive or Expired Admins
04:43 – Understanding User Status Types
05:05 – Reactivating Users with Background Checks
06:12 – Temporary vs Permanent Deletion
06:58 – Understanding Different Admin Roles
07:53 – Accessing the Admin Role Permissions Matrix
09:39 – Creating Custom Admin Roles
10:08 – Adding a New Sub-Admin User
11:13 – Background Check Process for New Admins