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The new and improved user-friendly workshop scheduler offers a variety of new features to aid facilitators in managing the logistical aspects of their workshops.

To properly utilize all of the new "bells and whistles" of the workshop scheduler, please review both the new and old terms below.

Terms & Features:

Workshop Scheduler Dashboard
  • Workshop Department (formerly called Learning Community): The name of the department/unit that will be offering these workshops.
  • You can have access to multiple Workshop Departments, which can be navigated via the Dept. dropdown menu. 
    • Examples:
      • Center for Academic Excellence (FAD)
      • Center for Academic Excellence (LTS)
      • CAE Online
  • Dashboard: Your Workshop Departments' "control center". You can view the Understanding Dashboard Tabs page for more information.
  • Courses: Displays ALL of the workshops your Workshop Department has offered.
  • Course Type: The categories that your workshops fall under
  • Formats: Various formats that your workshop will be offered under (i.e. Book Clubs, Courses, or Workshops)
  • Book Clubs: Faculty/staff book clubs that are offered multiple times throughout the year
  • Courses: Programs/Institutes that are offered for an extended length of time.
    • Example: The Course ReDesign Institute or Agile Teaching Academy
  • Workshops: Professional development offerings that are offered usually between 1 hr to 1.5 hours
  • Notice Templates: You can create a variety of templates that will automatically be sent out to registrants, including
  • Invitations:  Invites that you can send out to a select group of people that includes a code so that they can access & register for the workshop
  • Reports: You can download the number of attendees and registrants by the workshop name or course type during a specific time frame
Adding a Workshop Page: Common Features
  • Course Type (required): Select the category that best describes your workshop topic
  • Name (required): This is the name of your workshop that will display on the main page. 

    • Tip: Avoid long workshop titles. Titles should catch attention, less than 50 characters, and accurately describe your workshop.

  • Format: Select the format of your workshop 
  • Info URL: An external hyperlink that provides registration with more information about your workshop 
  • Description: Write a brief description of the material that will be covered, including materials that they should be brought to the workshop. 
    • View the Workshop Toolkit for tips on creating a description and learning objectives
  • Objectives: Information/learning outcomes that your registrants will obtain by attending your workshop
  • Prerequisites: Courses that need to be taken beforehand or skills that registrants need to have before attending your workshops
  • Administrators: A person from your department who has privileged access to make changes to your Workshop Department 
  • Max. Registration: The maximum number of people you want to attend your workshop
  • Min. Registration: Minimum # of registrants that must register for your workshop (otherwise workshop scheduler will cancel it)
  • Waitlist:  You can add a waitlist for your workshop whenever you have met capacity.
  • Send Reminders: Worskhop scheduler will send out reminder emails to participants about this workshop (you can enter in how many days before you want the reminder to send out)
    • Tip: 1-2 days is generally the most effective
  • Location Type: The format that your workshop will be held in (Face to face or online)
  • Meeting URL: If your workshop is online, copy and paste the Zoom link URL. If face-to-face, enter in the building name and room number
  • Additional Access Info: Enter in your zoom link password or access code
    • Note: This information is not visible to the public

Adding a Workshop Page: Advanced Features (Click on the "More Settings drop-down menu)

  • Embed Media URL: Hyperlink to an external YouTube that is relevant to your workshop 
  • Registration Message: Confirmation email that is sent out to registrants, which includes:
    • Link to add the date/time to your Google Calendar
    • Zoom Link and Access Code
    • More Info URL & Media URL
    • Example Template:

Subject: Workshops Registration: %coursename%

Content

Section ID: This is used to differentiate between a workshop that has different dates/sections. 

  • Common IDs: 01, A, B, C
  • Hidden (Yes/No):  Only certain people can see this workshop—t's not open to the entire campus
  • Invitations:  Only people who you invite can register for this workshop
  • Instructors: Person(s) teaching the course (does not have to be the administrator). They can pull attendance and receive notifications but cannot modify the course content or date. 
  • Notify Instructors: You can check off boxes if the instructors want to notified of registration, drops, or those who get moved from a wait-list
  • Credits & Credit Units: For faculty/staff workshops, these are generally “not used but you can choose from the following:

  • Grading Method: Defaults to attendance, which is what is generally used for regular workshops, but you can also choose from the following:

Grades

  • Passing Grade: The lowest number that counts as passing the course (only applicable if you select "Point Scale" as the grading method)
  • Auto-Cancel Days: If you have not obtained the minimum # of registrants by a certain date, workshop scheduler will cancel the workshop for you
  • Register Cutoff Days: The last day that people can register for this workshop. If the registration cut off is one day prior to the workshop, people will not be able to register for it on the day of the event
  • Drop Cutoff Days: Same as above except people will not be able to drop out of the workshop after a certain day
  • Location Type: The format that your workshop will be held in (Face to face or online)
    •  If your workshop is online, click on the drop menu "place or space" and click on online
    • Participants will be sent the zoom link upon registration or based on the "location reveal days" which can be the day of or 1 or 2 days before the workshop
  • Access (only applicable for online offerings): Enter in a password or access code for your zoom link (if applicable) 
  • Location Reveal Days: If you want the location of your workshop to stay hidden (i.e. the zoom link to remain hidden) until the day before the workshop, you would want to enter in 1, otherwise it will default to 0 (the location is not hidden)
  • Notify Admins (optional): You can check which boxes you want to get notified of registration, drops, or those who get moved from a wait-list
  • Required Courses: Used if a certain series of workshops must be taken in chronological order. Registrants will not be able to register for this course until they have completed those you have listed.
  • Concurrent Reg: Used for a workshop that is held asynchronously (without a specific start or end time)










Terms & Features:

Old Workshop Scheduler Terms:

Administrator: each Community has at least one Administrator who creates and maintains the workshop schedule; the Community Administrator is listed with the Leaders in the Community but may not necessarily be a workshop Leader; assigning a Leader the position of Workshop Administrator does not give Administrator credentials: these must be requested (see page 15). Any Community Administrator may request Admin credentials for someone in their department, unless communicated otherwise to the System Admin for WS.

Leader : a member of the community who leads one or more Sections of a Workshop as an instructor or facilitator; to be entered, a Leader must have a valid Appstate ID; leaders should have Community Administrator credentials to manage the workshop sections and rosters

participant : a user who has successfully registered for a workshop

System Administrator : assists with troubleshooting and training; contact by creating a support ticket (see page 15)

user : a visitor to the Workshops web site who can sign up to participate; participants must have an appstate.edu login (student, faculty, or staff with a current ASU ID); anyone logged in who is not a Community Administrator experiences the Workshop Scheduler site as a user

workshop : a community conducts a workshop on a specific topic; a workshop can be presented multiple times (see workshop section below)

Workshop Administrator : the default Leader for a Workshop (see page 10); this is NOT the Community Administrator

workshop section : each presentation of a workshop is scheduled as a section with a specific meeting date and time; a workshop can have an unlimited number of sections


v2

NOTE: Workshop Scheduler does not prevent scheduling workshops with date/time and location conflicts. It is the Community Administrator’s responsibility to schedule carefully.



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