System Admin Help


Before you launch your testing program, make sure you have completed all the necessary steps.

Pre-launch Checklist

New to OWL? Try these Videos

What is OWL?

This brief video describes the OWL Test Management System.

Understanding the OWL Structure

Learn how the OWL Test Management System is organized.

Introduction to OWL Test Builder

An overview of the fields and controls for the OWL Test Builder.

System Administrator FAQs

What does an OWL System Administrator do?

The OWL System Administrator is responsible for managing the OWL Test Management System within the user's organization. There is typically one (or as few as possible) System Administrator(s) for a given domain. The System Administrator role includes the following functions and capabilities:

  • Log on Landing Page: OWL Home Page
  • Complete access to all menu options and capabilities for the domain
  • Determines organization of domain and appropriate roles for new users
  • Ongoing training of new users (i.e., content creators, test administrators, proctors and raters)
  • Complete access to edit/copy/delete all content created by any user within the domain
  • Creates/deletes users and classes (Manually, API, Administrative Import, Registration Codes)
  • The main point of contact with the OWL Hosting Team
Why are there different types of users?

Because not safe for EVERYBODY to see EVERYTHING

You can give your OWL users access to certain functions by assigning them to a Group.

You can select more than one Group for a user so they will have the permissions of multiple groups.

Types of Users Help Page

Creating Users Help Page

How do I create a new user account?

There are several ways to add new user accounts to your OWL domain.

This page describes them in detail: Creating Users Help Page

To manually add a new user to your domain:

1) Select Users from the Admin Menu
2) Click the Create Button
3) Complete the required Fields in the setup window, and click Save.

Why can't I edit my content?

Once an activity has been launched (i.e, a test session has started) everything that comprises that activity will be locked by the system.Test items cannot be changed by you, or any other user, while testing is in progress.

This ensures testing integrity by presenting all students on a given assignment with an identical activity.

You will see a locked icon (dark blue, closed padlock) on the appropriate list pages.

To change a locked element, copy the original item and make the desired revisions to the copied version.

How do I copy something?

1. Go to the appropriate OWL list page

2. Select the target item with the checkbox

3. Click the Copy button

4. A new version of the same item will appear in the list page.

Please note: Please be patient when you are copying large instances (for example a Test with many items).
It may take a few moments for the OWL TMS to copy all the underlying elements.

How to Copy Content Help Page

Why can't I delete something from a list page?

OWL protects your work by not allowing you to delete and element that is being used in another event. For example, you cannot delete an Item that is being referenced by a Test. Likewise you cannot delete Tests that are being referenced by an Assignment.

The order of deletion is:

1. Delete the Assignment (if applicable)
2. Delete the Test (if applicable)
3. Delete the Section (if applicable)
4. Delete the Items

Alternately, you can:

1. Remove the Section from the Test,
Remove the Items from the Section
2. Then delete the unwanted elements

Can I put the same question on a test twice?

Yes, but... ONLY IF YOU MAKE A COPY of the Item

NEVER, put the same Item (i.e., same OWL Tracking #) on a Test twice

This is also true of Sections

What are keywords?

1. Keywords can be used like tags for sorting and grouping your content in the OWL.

2. Keywords can also be used to engage certain other OWL features that have not yet been incorporated into the user interface.

What are OWL Keywords? Help Page


How is content shared?

Between System Administrators
OWL System Administrators have complete access to view and edit ALL content.

To avoid conflicts, NO two system administrators should open/edit the same instance at the same time.

With/Between Instructors
To share content with instructors/content creators, use the OWL Sharing feature.

Sharing should be closely managed by the System Administrator.

Sharing Content Help Page

How do I manually add a response to the Blind Pool?

1. Go to the Assessment Menu

2. Select Admin >> Assessment Monitor

Assessment Monitor Help Page

What is the order of events for an Oral Response test?

What is the order of events on an Oral Response test?
(Items per page = "1", Autoplay Media = "Yes")

1. Section User Language Audio prompt plays
2. Section Target Language Audio prompt plays

3. Item User Language Audio prompt plays
4. Item Target Language Audio prompt plays

5. Think Timer counts down
6. Beep sounds

7. Recorder starts automatically
   (unless the examinee has started recording during step 5)
8. Response Timer counts down

9. Examinee is automatically be moved to the next item
   (unless they click the Next button before response time expires in step 8)

How do I save/export an examinee's audio recordings?

There are 2 ways to export/save examinee response audio files from the OWL Test Management System

1. Directly from the Rater Module

2. Create an Examinee Portfolio

Saving Response Audio Help Page

Why did my content export/import fail?

Files must be properly formatted.

Security settings in the browser may prevent the file from downloading directly.

Content Exports Help Page

Why did my users password reset fail?

1. Do they have a valid email address in the OWL TMS?

Creating and Editing Users Help Page


2. Are you an OWL Hosted customer?

If you are using a site license, or single login with LDAP or ADFS this password reset procedure will not apply


3. Are they using the correct url?

The url given on this website for password resets may not be the same as your specific site.
To create a password reset link for your specific site, append the url you use for login with "/Account/Password/Forgot"

Still not sure where to go next? Seach Help