Training / Registration Toolbox

Transcription

1 System for University Planning, Evaluation & Reporting Training / Registration Toolbox Updated: August 4, 2015 Programs in agriculture and natural resources, 4-H youth development, family and consumer sciences, and resource development. University of Tennessee Institute of Agriculture, U.S. Department of Agriculture and county governments cooperating. UT Extension provides equal opportunities in programs and employment.

2 TABLE OF CONTENTS Access the Training/Registration module... 2 Training/Registration Dashboard... 2 Search for Courses and Events... 2 Registering/Unregistering... 3 Self Register... 3 Self Unregister... 4 Register a Client... 4 Unregister a Client... 5 Creating a Course/Event... 7 Course/Event for Approval County/Multi-County/Region Course/Event Approval State/In-service Course/Event Approving a Course/Event Running Reports Marking Paid/Attendance

3 ACCESS THE TRAINING/REGISTRATION MODULE Click the Training/Registration tab. TRAINING/REGISTRATION DASHBOARD The dashboard is filterable by selecting the appropriate year in the dropdown. It also has three sections to display the courses/events for the year selected. The first section lists courses/events that the user facilitates, the next section is for courses/events which the user is registered or completed and the final section lists courses/events that area awaiting approval. SEARCH FOR COURSES AND EVENTS Click the Search/Register tab. At the Search/Register screen, use the search fields to narrow the list of possible Courses and Events. After entering the search criteria, click the Orange Search button. 2

4 Based on the information provided, SUPER will return a list of all Courses and Events meeting the search criteria. The information will be presented as follows: Title, Start Date, End Date, Type, and Number of Participants for each event. SUPER also offers two types of registration: self register for the user logged into SUPER, and the option to register a client from the Enrollment module. REGISTERING/UNREGISTERING SUPER records whether or not users have registered for a course or event. To register or unregister the user logged into SUPER, simply use the links provided to the right of each course/event. SELF REGISTER When the Self Register link is clicked a detailed information screen will appear about the course or event such as time, place, presenters, prerequisites, etc. The facilitator may require the user provide certain information in order to register, such as special needs, location to attend, food for lunch, etc. Once all necessary information is provided, click the orange Register button located at the bottom of the screen. If the registration is successful, a pop-up window will appear to acknowledge the successful registration. Click the orange OK button to close the window. The detailed course/event page will display at the Home tab. All information for the course/event can be viewed by navigating the tabs on the left. If the registration is unsuccessful, a pop-up window will appear to acknowledge the problem. For example, the course/event may be filled and the user placed on a waiting list. 3

5 SELF UNREGISTER Courses or events a user is registered for display on the My Courses/Events page. To unregister, click the Unregister link to the right of the course/event. A pop-up box will appear to confirm the unregister process. Click the orange Unregister button at the bottom of the window to confirm. The user is now removed from the participant list of the course/event. The screen returns to the My Courses/Events page. Note: A user can only unregister for a course/event before the registration deadline. REGISTER A CLIENT Registering a client for a course or event can be done in a similar manner as in using Self Registration for staff members. A search can be used to locate the course or event and a client registered. A second method is to use Enrollment to search for the client and select the course/events tab to search for a course or event. Both yield the same results. Searching for a course or event is done in the same manner as self registration. Once the course or event is located simply click the Register Client link. Note: To register a Client for a Course or Event, each client must first be entered into the Enrollment module. When the Register Client link is clicked, a search box to locate the client appears. SUPER is using enrollment data to search for clients. Both a first and last name can be entered, only a first name, only a last name or wildcards by using an asterisk (*). Simply enter the 4

6 name of the person to register and click the orange Search button. SUPER will return the values of all clients that match the search criteria. Locate the client to register and click the name from the list. The client information will appear at the top of the screen followed by detailed information about the course or event such as time, place, presenters, prerequisites, etc. The facilitator may require the user provide certain information in order to register, such as special needs, location to attend, food for lunch, etc. Once all necessary information is provided click the orange Register button located at the bottom of the screen. If the registration is successful, a pop-up window will appear to acknowledge the successful registration. Click the orange OK button to close the window. The detailed course/event page will display at the Home tab. All information for the course/event can be viewed by navigating the tabs on the left. If the registration is unsuccessful, a pop-up window will appear to acknowledge the problem. For example, the course/event may be filled and the user placed on a waiting list. UNREGISTER A CLIENT If a client is currently registered in a course or event and needs to be unregistered, this must be done through the Enrollment Module. Navigate to the Enrollment module by clicking the Enrollment tab, and then click the Search link. Using the search fields for name, enter the client name to unregister and click the orange Search button. SUPER will return the name(s) of the clients meeting the search criteria. Find the client to unregister and click the name in the list. 5

7 The client contact information will display for the selected client. Click the Course/Events tab on the left navigation panel. This will display all the courses and events the client is registered for or has participated in. A list of the client s courses and events is displayed at the top of the page. Click the plus sign next to the year to see all the courses in that year. Click the Unregister link at the right of the course or event from which to unregister. When the Unregister link is clicked, a pop-up box will appear to confirm the unregister process. Click the orange Unregister button at the bottom of the window to confirm. The user is now removed from the participant list of the course/event. If the removal is successful you will return to the client s list of courses and events. The event will no longer appear on the individual s list of registered events or courses. Note: A user can only unregister for a course/event before the registration deadline. 6

8 CREATING A COURSE/EVENT Click the Training/Registration tab then click the My Courses/Events tab. The My Courses/Events window will display all the courses or events the user is currently registered for, or are facilitating. To add a course or event that the user will facilitate, click the orange Add Button. Creating a course or event is a multi-step process. A number of fields are required for successful creation. These fields are denoted with a red asterisk (*). The first screen requires the following fields be completed: Title, Registration Deadline Date, Training type, Unit, Maximum enrollment and Delivery Method. Complete all required fields and other optional fields as needed. Instructors may be added individually for Extension employees and/or as a group for non-extension employees. To add instructors click the Add button. On the pop up window begin by entering an instructor s last name. You will see a list of names appearing. Click on the name you choose and click Save. To delete an instructor check the box next to their name and click Delete. The Registration Deadline Date will determine when a person can register or unregister for a course/event. Choose a date and time from the provided drop downs. Enter a date during or after the event to allow for day of the event or open registration. 7

9 Training Type will be County or Multi-County for county based staff, Region or Inservice for region staff and State or In-service for statewide staff. Choose Face to Face, Other, Video Conference, Web-based Asynchronous and Webbased Synchronous for the Delivery Method. RPL Review is a required field for in-service and state events. Approval Pathway is a required field if State or In-Service is chosen as the Training Type. Approvers can be chosen as either a department or State Action Agenda. Enter the maximum number of people who are allowed to register for the event. If there will be a waiting list, enter a number in the Number Allowed on Waiting List field. Note: This is only to establish a waiting list not the number of people who can be on the waiting list. Contact Hours is a required field if In-service is chosen as a Training Type. The Contact Hours must be greater than zero. Click the orange Save button to complete the first step. Course/Event Screen Overview The second step for creating a course/event is to complete additional required/optional information. The overview allows the user to navigate the different options using the tabs on the left of the screen. The Home tab is selected by default. Use each of the tabs to navigate to required/optional information for the course/event. After selecting a tab, click the orange Edit button to add/make changes to any of the fields included in the tabbed sections. Additional information is required on the Home and Description tabs. The other tabs are optional. On the Home tab click the orange Edit button in the Date(s) section. In the pop up window click the orange Add button and choose the Start Date, Start Time and End Time from the dropdown and then click Update. Multiple days may be entered by clicking the orange Add button again and entering another set of Date and Times. Click the Edit link to make changes to the date or times. Click the orange Close button when complete. 8

10 On the Home tab click the orange Edit button in the Details section. In the pop up window select the Base Program(s), Knowledge Area(s) and Topic(s). If the course/event is associated with a State Action Agenda, choose it in the State Action Agenda(s) section. Multiple items may be selected in by holding the CTRL and clicking on the items. Click Save when complete. On the Description tab click the orange Edit button. Complete the fields for Description and Intended Audiences. The Expected Learner Outcomes field is optional. Click Save when complete. On the Contact Info tab click the Edit button. All fields will be prefilled with the SUPER profile information of the facilitator. Make any necessary changes and click the Save button. The Sub Events tab is used to create one or more sub events. Information needed to create sub events is similar to that of the primary event. Click the orange Add button to open pop-up window. Complete the required information of Title and Maximum enrollment and click the orange Save button when complete. Click on the sub event title link to bring up the sub event and edit the Dates and Description for the sub event. Click on the Return to Main tab when finished entering sub events. 9

11 Click the Funding tab to edit funding source(s). SUPER will default to Smith-Lever b and c and Regular State/County Extension Funds. Click the orange Edit button. On the popup select the appropriate funding sources. Grant/Contracts can be chosen from the select box (CTRL-Click to select multiple). Specific notes for explanations or about funding sourced not listed may be entered in the Additional Comments box. Click the orange Save button when complete. The Optional Questions tab allows the user to create questions a user will answer in the registration process. Three types of questions may be entered: free text, multi-option and single option (yes/no). Questions may pertain to special needs the client may have, lunch choices or allow for a short quiz prior to participation in the course/event. Click the Optional Questions tab and then the Add link. In the popup window type in the question into the Question box and choose the question type from the dropdown. If using multi-option or single option click the orange Add button to add answers. Click Update to save the answer. Click the orange Save button when complete. The Participants tab displays the number of current people who have registered for the course/event. The Waiting List displays the people who have registered after the Maximum Enrollment has been reached. As people unregister those on the waiting list will be automatically moved to the participants list in the order they were added to the waiting list. The Run Report feature will return information about the course/event based on search criteria. The report feature can filter the attendees based on Unit, Name, Gender, Optional Questions asked, Payment Status or Special Needs. COURSE/EVENT FOR APPROVAL The final step in creating a course/event is approval. Each county, multi-county, or region course/event is self-approved. State and In-service courses/events are submitted and approved using an approval chain. If when submitting an event for approval, required fields are not completed, the Status window will list the areas that need to be completed. Use the tabs to navigate to the required fields for completion. Submit the course/event again. 10

12 COUNTY/MULTI-COUNTY/REGION COURSE/EVENT APPROVAL To submit the course/event, click the Approve link in the Status window located below the navigation tabs on the left side of the screen. Once approved the status of the course/event will change from New to Approved. The course/event will now be listed in the user s My Courses/Events screen under Course/Events I facilitate. Unlimited changes to the course/event can be made after approval as long as no one has registered for the course/event. If there are participants registered then changes can be made with the exception of changing the Max Enrollment and the Optional Questions. If changes are needed in these areas participants will need to be un-registered. Note: A course/event cannot be deleted if users or clients are enrolled in the course/event. STATE/IN-SERVICE COURSE/EVENT State and in-service course/events have a two-step process for submitting and approving events. The first step is to click the Propose Event link in the status section. This will change the status to Proposed and allow the course/event to be visible in search. Although visible, participants will not be able to register for these events until they are approved. The second step is the approval process. The workflow was set up when choosing a RPL Review and an Approval Pathway in creating the course/event on the Home tab. While in Proposed status, click the Submit for RPL Review. This will start the approval process and send an to the RPL. The event will be visible in search and the status will change to In Process. Once the RPL reviews the event he/she will click Submit for Approval. The event will then be sent through the approval pathway. Unlimited changes to the course/event can be made after approval as long as no one has registered for the course/event. If there are participants registered then changes can be made with the exception of changing the Max Enrollment and the Optional Questions. If changes are needed in these areas participants will need to be un-registered. Note: A course/event cannot be deleted if users or clients are enrolled in the course/event. APPROVING A COURSE/EVENT If a course/event has been submitted for approval, the approver will receive an with a link directly to the course/event. 11

13 After logging in the approver will see the course/event under the Unapproved Courses/Events section of the Training/Registration Dashboard. Note: The year for the event may need to be selected in the year dropdown for events with a start time that is not in the current year. To approve a course/event click the Approve link. This will make the course/event visible in search and allow participants to register. If changes need to be made by the facilitator, click Unapprove link to send it back. Once changes are made the facilitator will need to send the course/event back through the approval process. Running Reports The Run Report tab generates information about the course/event based on search criteria specified in the search. The report feature can filter the attendees based on Unit, Name, Gender, Questions asked, Payment Status or Special Needs. With selections made, click the orange Search button at the bottom of the window. The report will be displayed in a pop-up window. Note the column headings are links. Click on the headings to sort the data in the most useful way. Information can be exported to Excel to create custom lists, print nametags, certificate, etc. Click the orange Export to Excel button to begin the export process. The fields that export to Excel from Training/Registration include: Status, First Name, Last Name, Unit, Gender, Race/Ethnicity, Address, City, State, Zip, Phone 1, Phone 2, Fax, , Date of Birth, Grade, Paid and Special Needs. 12

14 MARKING PAID/ATTENDANCE If a course/event has a registration fee only the facilitator can mark the individuals that have paid. After the course/event is completed, the facilitator should mark those individuals who attended the course. With the course/event selected, click the Participants tab. Select the check box for each person that paid or attended. Click the orange Save button to confirm the selections. Updated By: John Toman, Extension Specialist 8/4/2015 John Toman, Extension Specialist 4/14/2015 John Toman, Extension Specialist 4/1/2015 John Toman, IT Specialist 3/22/2014 Created by: Ryan Heady, Extension Area Specialist Information Technology Randol G. Waters, Professor Agricultural and Extension Education David Yates, Extension Areas Specialist Information Technology 13