Miciah Lewis

1 Course Creation Workflow for Work-study USING THE COURSE CHECKLIST ...................................................................................... 2 CREATING EVALUATIONS ............................................................................................... 3 CREATING A CALENDAR ANNOUNCEMENT .......................................................................... 7 If the event has not yet been created in Event Software, or the event is multiple days: ............7 If the event has already been created in Event Software and is only one day: ........................8 CREATING INSTRUCTOR GUIDES ...................................................................................... 9 CREATING COURSE DETAILS ......................................................................................... 11 Click on any of the headings above to navigate to that section 2 Using the Course Checklist First, we need to figure out which documents or processes need to be created. This will differ for some courses based on their type (online vs. on campus) 1. Open Company Master Course Info spreadsheet1 2. Scroll to the right to find the “Logistics” heading Notes: Not a checklist item Requests: Company Staff take care of this AV: Company Staff. Stands for Audio/Visual Parking: Company Staff (noted in the spreadsheet under the “Locations” heading) o Catering: Company Staff o Elevate: Company Staff o Details — Web: Company Staff, usually—but sometimes you make these (instructions below: “Creating Course Details”) ▪ Find these in professional development > 006 Elevate > 20XX SEASON > Course Details, you may use them for other parts of the checklist o Evaluation: Create using Survey Software (instructions below: “Creating Evaluations”) o EventSoftware Cal: Create in Event Software (instructions below: “Creating a Calendar Announcement”) o Instructor Memo: Company Staff o Instructor Guides: Create using Canva (instructions below: “Creating Instructor Guides”) o Website: Company Staff 3. For each section of the checklist, you’ll put an ‘x’ next to the class you’ve created documentation for. 4. The list of documentation you are responsible for: 1. Course Evaluations (“Creating Evaluations”) 2. EventSoftware Calendar Announcements (“Creating a Calendar Announcement”) 3. Instructor Guides (“Creating Instructor Guides”) o o o o Note: this guide assumes you have access to the Company Cloud Storage. If you don’t, you can either request access to the Company Cloud Storage, or request the documentation we’re talking about from your supervisor. 1 3 4. Course Details (“Creating Course Details”)2 Creating Evaluations “Evaluations” are Survey Software surveys that we use to gauge how well our classes went, and how students feel we can improve. We make them using the Course Details document for a course, and then send them out with our “Letter of Completion” email. 1. Find the Course Details in the Company Cloud Storage using the “course number” in the Master Course Info spreadsheet a. professional development > 006 Elevate > 20XX SEASON > Course Details > cpdduXXXX (this is the course number) 2. Copy the bullet points under “Learning Outcomes” 3. Log in to Qualtrics a. Username:-b. Password: CPD2018! 4. Close the Survey Software pop-up by hitting “cancel” 5. Confirm you’re in the correct Project Folder (ex: Summer/Fall 2019 = SF19) You may not always create course details. Check the Company Cloud Storage (professional development > 006 Elevate > 20XX SEASON > Course Details ) or confirm with your supervisor that they haven’t been created. 2 4 a. If you’re not sure, check with your supervisor about your current season 6. If there are surveys in your folder, copy one of them by clicking on the arrow on the far right of the survey a. If there are not surveys in this folder, copy one from a different folder and just change the folder destination to the correct one in Step 7 3 Sometimes we run repeat courses. You can search in old folders for the course name, and if you find it, copy that project instead. If you copy the project for the same course as the one you’re running, (the course name should be the same) skip steps 8-12, because the evaluation is already worded correctly and doesn’t need to be edited. 3 5 7. On the “Copy Project” pop up that shows, change the project name to the name of your course, and confirm the folder is correct, then hit “Copy Project” 8. Click on the Project Name of your new copied project 9. On the project screen, scroll down to the “After this course, I feel I can:” section. Click into the section so that the sidebar on the right appears. 6 10.In the sidebar on the right, under the “Statements” heading, click the minus sign until there is only 1 statement left. 11.Click into the text of the statement amount (“Identify the stages…” in this case) and paste the bullet points you copied earlier from the Course Details 12.You may have to delete the bullets from the text of each statement by clicking in to the statement, but then your evaluation will be complete. a. It automatically saves, and you will publish later when you make Letters of Completion for the course 7 Creating a Calendar Announcement There are two sets of instructions below. One is for an event that is 1) multiple days or 2) isn’t in Event Software yet. One is for events that are one day and are in Event Software. To start, navigate to The Event Page and login with this login information to access Staff account: Username:- Password: Meg90065! If the event has not yet been created in Event Software, or the event is multiple days:4 1. Click on “Create an Event” 2. Fill in the information for the event a. Event Name: Whatever the Event Name is b. Event Type: Training/Workshop OR Calendar Announcement c. Primary Organization for this Event: Full Company Name 3. Hit “Next” 4. Skip “Estimated Head Count” by hitting “Next” 5. On “Is this a Repeating Event”, click “no” 6. Enter the date and time of the event a. If the event is one day: select the day of the event b. If the event is multiple days: select the first day that the event will occur and enter the time of the event on that day 7. Hit “Next” 8. Location Page a. If the event is one day: enter the location b. If the event is multiple days, and this is just a calendar announcement: do not enter a location (it will create duplicate requests for the same room on the first day of the event, which will create conflicts) 9. Hit “Next”. a. On the “Custom Attributes” page, answer “No” to “Will there be a guest speaker at this event?” if it asks 10.Skip the “Contacts” page a. put Staff as the contact if it won’t let you skip 11.On the categories page (header below), scroll down to the bottom If the event is multiple days, don’t use the main event created in Event Software. The calendar announcement will not work on the Company website. Instead, make a new event with the same name, and put the event date as only the first day of the multiple day series 4 8 12.Select “Publish to Web” if it’s not already selected 13.Save the event! If the event has already been created in Event Software and is only one day: 1. Click on the link that says you are the Requestor in “Your Upcoming Events” 2. Scroll down and click on the event that you’re publishing 3. Click on “edit this event” 4. Click on the “Event Categories” section—in some events it may say “Do not Publish to Web” in the sidebar. 1. If there is no “Do Not Publish to Web”, just click “Next” until you get to the Event Categories Page (the header looks like this: ) 5. Scroll down to the bottom – if “Do Not Publish to Web” is checked, uncheck it. Then, check “Publish to Web” 6. Save the event! 9 Creating Instructor Guides Instructor Guides are created using Canva.com and a template provided by your Supervisor. To start, go to the Canva website 1. If you don’t already have an account, create an account. Otherwise, log in. • Your supervisor will share the template for creating an instructor guide to your Canva account, so you’ll want to sign up with your Company email. If you sign up with a different email, just give them the email you sign up with to send the template to. 2. Once your supervisor shares the template, it should show up in your “Shared with You” folder on your main page. 3. Open your “Shared with You” Folder (screenshot to the right) by clicking on it. 4. Click on the document (usually called InstructorGuidesomething) 5. Click “Edit” OR “Use as template” – if you use it as a template, you’ll be able to save it to your own Canva and open it later, which can be easier 6. When you open the document in Canva, it should look like this: 7. Click on the 37% in the corner (it may be a different percentage), and change it to “Fill” 8. Open the “Company Master Course Info” spreadsheet on the main page of the Company Cloud Storage 9. Scroll to the right until you reach the “DATES AND TIMES” and “LOCATIONS” section of the spreadsheet (screenshot below) 10 10.Find the course name and dates/times that correspond to the course (screenshot above) 11.You will edit the highlighted area on the instructor guide 12.The steps below will detail where to find the information to fill in using the Company Master Course Spreadsheet 13.Course Name: Course Title 14.Location: Building & Room Number, Building Address Ex: KRH 204 is This Building Here 1000 E Street St City, STATE-.Date/Time: Day, Date/Dates, Times Ex: Thursday, August 8th 6:00 pm – 8:00 pm 16.Parking Lot: Parking Lot 17.Once you have changed all of these, make sure you click outside of the box you edited (otherwise it won’t save) 18.Click the “download” button in the upper right hand corner 19.Save the file as “InstructorGuideCOURSENAME” • In the Company Cloud Storage: professional development > 007 Instructors > Instructor Resource Guides SEASON 20XX 11 Creating Course Details Course details have a lot of information in them that you get from disparate places. In this guide, I assume you have the pieces of information you need for each course. If you don’t, ask Company Staff for the specific thing you’re looking for. 1. Navigate to the Course Details template in the Company Cloud Storage • professional development > 005 Documentation > Templates > “CourseDetails.docx” 1. Open the document and “Save As…” into a new folder. • I generally save them in professional development > 006 Elevate > 20XX SEASON > “Word Docs”, where Word Docs is a folder that I create inside of the current Year/Season 2. Add in the information from the Company Master Course Info spreadsheet • (this is formatted in this way: • Course Details: Company Master Course Info) • Dates and Times: Dates, Times • Class Location: “Company Campus”, Building Name, “Room” Classroom 1. Ex: Company Campus, Building Name, Room 204 • CE Hours: Hours, Credential • Course Description: If you don’t have this, ask a supervisor or check the website • Learning Outcomes: “Upon completing this course, students will be able to:” (this is the same as the Course Description, ask if you don’t have this) • Instructor Bio: Same as Course Description 3. Everything else should stay the same, confirm that the formatting looks correct (Example below) 12 4. Print and select “Save as PDF” (located here on a Mac)