California Career Development Event Online Registration

Transcription

1 California Career Development Event Online Registration 1

2 Table of Contents About This Program... 1 Event Registration Field Day Setup... 6 Field Day Event Setup... 6 Contest Setup... 7 Mailing List and Password Generation... 9 Editing the Password List CalAgEd Password Lookup Feature Administration List Registrations Exporting Contestant Names Contacting Registered Schools Editing School Information Recording Payments Information for Contest Advisors Making a Direct Link to the Registration Screen

3 Event Registration About This Program The online registration was first used at for Fresno State in The purpose of the program is to provide host schools and contest advisors with immediate real-time registration information, reduce the time it takes to manage event registration, and simplify the registration process for competing schools. This program is integrated in to the California Agriculture Teachers Directory and hosted on the CalAgEd web site. The documentation is divided into two parts: 1) School registration information and 2) contest administration. Program developed by Michael Spiess, College of Agriculture, California State University, Chico with help from the Fresno State Field Day Committee. Record your host institution login and password below: Login Password Event Registration Schools are sent a registration password that is unique to the school and a specific contest. To register the school simply goes to the site: or to a host school link that points to the site and completes the following steps: 1. Selects the contest (only contests with open registration are listed). 2. Enter their password 3. Enters basic contact information (defaults from the California Agricultural Teacher s Directory are provided 4. Enters the number of contestants and alternates (if allowed) for each contest. 5. Enters the contestant names (if required). 6. Reviews (and edits as needed) their registration 7. Prints out a copy of their registration with the fees computed. Registration is allowed only once per school. If a school needs to make registration changes, they should contact the host school directly. Schools can list current information for their school (included paid date) or by contest. Revised: 1/2005 1

4 Event Registration Main Registration Menu Registration Entry Screen Revised: 1/2005 2

5 Event Registration Registration / Contest Information Menu (public) Main Registration Menu Revised: 1/2005 3

6 Main Registration Menu Revised: 1/2005 4

7 All administration functions are accomplished via the Web. Each host school has a login and password that allow access to their contests. The Administration Site is: Admin functions include: Contest Setup, Mailing List and Password Generation, and. The interface for the program is driven by a menu of Administration Options. Revised: 1/2005 5

8 Field Day Setup Contest setup includes the creation of a contest event (field day) and entering the important registration dates that control the online registration process. Once a contest event is setup, then individual contests can be entered or edited for that event. Field Day Event Setup The following information is required: Field Day Description Event Starting Date Registration Opening Date This is the title given to the event on the school registration screen. Enter as mm/dd/yy. This date will be published on the school registration screen. Enter as mm/dd/yy. This is the first date that the field day will appear on the school registration and the first date that a school can register. Revised: 1/2005 6

9 Registration Deadline Late Registration Deadline Remit To Text: Copy Contests From Enter as mm/dd/yy. This is the last date that a school can register and have regular fees apply. Enter as mm/dd/yy. This is the last date a school can register online. If no late registration fees apply then enter the same date as the Registration Deadline. These are the instructions that print on the registration receipt. HTML is allowed, but newlines (enter key) will be removed. Use the HTML tag <BR> to create a new line. Copies all the contests from a prior field day. Recommended! You can edit the list later. Contest Setup Each contest for the field day needs to be setup (or at least reviewed). Existing contests can be listed (and printed) using the List option (below). Revised: 1/2005 7

10 Contest information can be added or edited at anytime, but will not affect existing registrations. The information required for each contest is: Contest State Final Team Fee Late Team Fee Contestant Fee Late Contestant Fee Max Team Size Max Contestants Allow Alternates Comments Preregistration Required URL The name of the contest Displays on the registration screen Fee charge per team (see team size below) Fee charged during the late registration period Fee charged for each contestant Fee charged for each contestant during late registration Maximum number of contestants per team. (Team fees are determined by dividing the number of registered contestants by Max Team Size) Maximum number of contestants allowed Additional alternates can be registered if this box is checked and contestant fees apply. Display on the registration screen If this box is checked then the school must enter contestant names. NOTE: Names are not prompted for alternates. A link on the registration is created to this URL to allow additional contest information. To be delivered via the web. Enter a complete link such as: Revised: 1/2005 8

11 Mailing List and Password Generation A mailing list and contest specific password are generated from the California Agricultural Teachers Directory. Schools cannot register until they have a valid password for a specific field day. You may regenerate this list as needed since existing passwords are not changed for a specific school/field day combination The list is generated in a tab delimited text format and can be imported in to Excel, Word, or used as is for mail merging. It is recommend that this list be used to generate mailing labels, contest information letters, and as a reference list. Host institutions not wishing to invite all schools with FFA chapters (ex. a regional contest) in California can edit the list before using it to send invitations.. The school name, chapter name, mailing address, and advisor contact information (if available) including are listed in the downloaded file. Revised: 1/2005 9

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13 When using this file be sure to change you open option Files of Type to text so the file will appear in the list. Editing the Password List Once generated, the host can delete schools from the password list which blocks registration or add new schools (like 4H chapters). CalAgEd Password Lookup Feature Host schools can send a generic letter or to high schools and still control who can register for their field days. This feature will work for all CA high schools that have a CalAgEd login and password. If you add schools to the password list (ex. 4H clubs) they will have to be sent their password to register. Schools should be directed to the page: or to The will be prompted to enter their CalAgEd username and password (see below). Revised: 1/

14 After successful login, the screen will list all field days with open registration AND generated passwords. If a school has been removed from the password list for a specific field day then that field day will not appear. Host schools control the generation and maintenance of the password list for their field days as well as the registration dates. See the sample screen below. To register the high school may record the field day password displayed on the screen for later use or simple click on the password and be taken directly to the registration password entry screen with the password pre-entered. The link shown at the top of the page can be ed to high schools and/or placed on the host schools web page. Revised: 1/

15 Administration During the registration process the field day administrator can list registration, edit registration, and delete registrations. List Registrations Registration can be listed by school or contest. These are the same options available to competing schools except that all schools or contests can be displayed. Contest advisors can use the public options to keep tabs on the current registration. Revised: 1/

16 The additional options to print a registration summary (list all contests and number of contestants) and to list the contestants (pre-registration names) for one or all contests are available to field administrators. Note: Data is in table format and can be extracted by cutting and pasting. Revised: 1/

17 Registration Summary By Contest Revised: 1/

18 Registration Summary By School Revised: 1/

19 School Registration Information (Public view shows only contest information) Revised: 1/

20 Contest Information Revised: 1/

21 Contestant List Exporting Contestant Names Pre-registration names can be exported for use in the California CDE tabulations program. Use the Export link found on the Contestant List screen (above). The exported file is a comma delimited file with School and Name. NOTE: If a school registers more than one team then the teams will be separated in the file by adding a (2) to the second school name, and so forth. The exported file can be opened in Word or Excel, choose type text. The Export All Contestants link is NOT for use with the Tabulations programs, but provides a means of exporting all contestants with the School, Chapter, Contest, and Name. This file is also comma delimited. Revised: 1/

22 Contacting Registered Schools Registered schools can be contacted using the option. The address entered by the school during the registration process is used. No attachments are allowed, but a URL (link) can be included in the text of the message. Editing School Information School information can be edited or added using this option. This is useful in adjusting registrations or manual entry of an entire school. A new registration number is assigned (as a audit) and a new registration page is printed. NOTE: Contestant Names CANNOT be entered. If pre-registration of contestants is being used you can delete the existing registration and reenter using the schools password. Revised: 1/

23 Recording Payments Payments are recorded using the screen shown below as payments are received. Payments will also be shown on the Registration List (see above). Payments and be entered by registration number or by selecting the school by name. Revised: 1/

24 School Selection Screen Revised: 1/

25 Payment Entry Screen Information for Contest Advisors Contest advisors can view registration information in real time with using the administrator s login and password. Simple go to the public registration web site and choose one of the list options. Making a Direct Link to the Registration Screen Host institutions may wish to create a direct link to the field day registration. This is possible by using the URL of the field day shown in the example. The link is determined by going to the main registration screen and choosing your field day. The link to the resulting page can then be used to create the direct link. This same technique can be used to create a direct link to the contest list information. Sample Link: Revised: 1/

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