{"id":26,"date":"2026-05-13T14:29:30","date_gmt":"2026-05-13T14:29:30","guid":{"rendered":"https:\/\/swpro.org\/tutorial\/?page_id=26"},"modified":"2026-05-13T18:32:42","modified_gmt":"2026-05-13T18:32:42","slug":"managing-existing-portfolios","status":"publish","type":"page","link":"https:\/\/swpro.org\/tutorial\/managing-existing-portfolios\/","title":{"rendered":"Managing Existing Portfolios"},"content":{"rendered":"
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This section explains how the office manager supports existing student portfolios after they have been created. The office manager\u2019s role is to provide technical help, troubleshoot problems, and guide students toward the correct resources. Students remain responsible for developing and maintaining their own portfolio content.<\/p>\n

Editing Existing Portfolios<\/h2>\n

The office manager does not normally edit portfolio content for students. Instead, the office manager provides support when students need help understanding how to edit their own portfolios.<\/p>\n

Support may include:<\/p>\n

    \n
  • Meeting with students one-on-one<\/li>\n
  • Providing help online or by email<\/li>\n
  • Showing students where to edit pages<\/li>\n
  • Helping students troubleshoot formatting or upload problems<\/li>\n
  • Directing students to the appropriate tutorial page<\/li>\n
  • Helping students recover access to their portfolio<\/li>\n
  • Checking for technical glitches when something is not working correctly<\/li>\n<\/ul>\n

    Professors are responsible for guiding portfolio content. The office manager should not evaluate whether the student\u2019s writing, artifacts, reflections, or professional materials meet course expectations.<\/p>\n

    Updating Links and Menus<\/h2>\n

    Student portfolios generally include a simple page and menu structure. The required pages may vary between BSW and MSW students, so professors should provide the specific portfolio expectations in class.<\/p>\n

    Common portfolio pages include:<\/p>\n

      \n
    • Home<\/li>\n
    • About<\/li>\n
    • Resume<\/li>\n
    • Competencies<\/li>\n
    • Rewards<\/li>\n
    • Special Projects<\/li>\n
    • Contact<\/li>\n<\/ul>\n

      Students may need help creating pages, linking pages correctly, or organizing pages into parent\/child structures. Some portfolios may use simple drop-down menus, but complicated menus should be avoided.<\/p>\n

      When helping with menus, check that:<\/p>\n

        \n
      • Required pages exist<\/li>\n
      • Pages are linked correctly<\/li>\n
      • The Home page opens properly<\/li>\n
      • Menu items go to the correct pages<\/li>\n
      • Drop-down menus work if they are being used<\/li>\n
      • The portfolio remains simple and easy to navigate<\/li>\n<\/ul>\n

        If students are unsure what pages they are required to include, direct them back to their professor or portfolio course instructions.<\/p>\n

        Resetting Access<\/h2>\n

        Login problems are one of the most common support issues.<\/p>\n

        If a student forgets the login password, the office manager should manually create a new password and send it to the student.<\/p>\n

        When resetting access:<\/p>\n

          \n
        1. Confirm the student\u2019s identity.<\/li>\n
        2. Confirm the correct portfolio site.<\/li>\n
        3. Reset the WordPress login password.<\/li>\n
        4. Send the new password to the student.<\/li>\n
        5. Remind the student to use the correct username and login page.<\/li>\n<\/ol>\n

          Students should not reset or change passwords on their own unless the school changes this policy.<\/p>\n

          Sometimes students lock themselves out by entering the wrong password too many times. If this happens and the account cannot be unlocked from the normal dashboard, contact Lucian\/Intercer<\/strong> and ask him to unlock the specific account.<\/p>\n

          Fixing Broken Layouts<\/h2>\n

          Many portfolio problems happen when students accidentally change settings or modify parts of the site structure.<\/p>\n

          Common problems include:<\/p>\n

            \n
          • Student changes the theme<\/li>\n
          • Home page no longer opens correctly<\/li>\n
          • Content appears missing<\/li>\n
          • Pages are not linked correctly<\/li>\n
          • Menu or drop-down menu does not work<\/li>\n
          • Parent\/child page structure is incorrect<\/li>\n
          • Images are too large or not displaying properly<\/li>\n
          • Uploaded files are not opening correctly<\/li>\n<\/ul>\n

            When fixing layout problems, first check the basics:<\/p>\n

              \n
            • Is the correct theme active?<\/li>\n
            • Is the Home page still set as the static front page?<\/li>\n
            • Are the required pages still present?<\/li>\n
            • Are menus connected to the correct pages?<\/li>\n
            • Did the student delete or move content?<\/li>\n
            • Are images and documents uploaded in the correct format?<\/li>\n<\/ul>\n

              If the student changed the theme, return the portfolio to an approved simple theme, usually Twenty Ten<\/strong>, unless another approved theme is being used.<\/p>\n

              If content appears missing, check whether the page still exists, whether it was saved as a draft, or whether the student edited the wrong page.<\/p>\n

              Managing Uploaded Media and Files<\/h2>\n

              Students often need help understanding what kinds of files they are allowed to upload.<\/p>\n

              In general:<\/p>\n

                \n
              • Images should be JPG<\/strong> files saved at web quality.<\/li>\n
              • Documents should be uploaded in the approved document format, usually PDF<\/strong>.<\/li>\n
              • Large files should be avoided.<\/li>\n
              • Movies or videos should not be uploaded directly to SWPRO.<\/li>\n
              • Videos should be posted on another platform and linked from the portfolio.<\/li>\n<\/ul>\n

                Students may sometimes receive a message saying they have used all available space, even when the quota appears blank. When this happens, help the student reduce the size of uploaded materials.<\/p>\n

                Possible solutions include:<\/p>\n

                  \n
                • Resize large images<\/li>\n
                • Save images at lower web quality<\/li>\n
                • Convert documents to smaller PDF files<\/li>\n
                • Remove unnecessary duplicate files<\/li>\n
                • Avoid uploading large PowerPoint or video files<\/li>\n
                • Upload large media elsewhere and link to it from the portfolio<\/li>\n<\/ul>\n

                  If reducing file sizes does not solve the problem, contact Lucian\/Intercer<\/strong> for support.<\/p>\n

                  When to Refer the Student Back to the Professor<\/h2>\n

                  The office manager should help with technical issues, but portfolio content questions should go back to the professor.<\/p>\n

                  Refer students to the professor when they ask:<\/p>\n

                    \n
                  • What pages are required?<\/li>\n
                  • What should I write on this page?<\/li>\n
                  • Which artifacts should I include?<\/li>\n
                  • Is this reflection good enough?<\/li>\n
                  • What belongs under competencies?<\/li>\n
                  • What are the BSW or MSW requirements?<\/li>\n
                  • How will this portfolio be graded?<\/li>\n<\/ul>\n

                    The office manager can help students use WordPress, but professors guide the academic and professional substance of the portfolio.<\/p>\n

                    Managing Existing Portfolios Checklist<\/h2>\n

                    When helping with an existing portfolio, check:<\/p>\n

                      \n
                    • Can the student log in?<\/li>\n
                    • Is the student using the correct username and password?<\/li>\n
                    • Is the correct theme active?<\/li>\n
                    • Is the Home page working properly?<\/li>\n
                    • Are required pages present?<\/li>\n
                    • Are menus and links working?<\/li>\n
                    • Are images uploaded as JPG files?<\/li>\n
                    • Are documents uploaded in the approved format?<\/li>\n
                    • Are large files causing storage problems?<\/li>\n
                    • Does the issue require Lucian\/Intercer support?<\/li>\n<\/ul>\n

                      The goal is to keep portfolios functional, organized, and accessible while allowing students to remain responsible for their own content.<\/p>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n

                      <\/div>\n
                      \n
                      <\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/section>\n
                      <\/div>\n<\/div>\n<\/div>\n
                      <\/div>\n","protected":false},"excerpt":{"rendered":"

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