Getting Started with the OIT Workshop Database
Navigating to the Workshop Database
Even if you're not logged into the system, you can
- Search for a particular workshop.
- Browse workshops, including their descriptions or a simple list of workshops.
- Access a calendar view of workshops.
- Clicking on View Workshop Times will display a list of dates and times for that workshop.
Login to the Database
- Login to the database by entering your NetID and Password.
- Once you login you'll access the workshop you are teaching and confirm student attendance.
Workshops I'm Teaching
Within this interface, you have the opportunity to access and engage with all the workshops you are teaching. Hover your mouse over a workshop title to read a description of the workshop.
In this section, you will discover essential information such as the workshop title, date, time, and location. Pay attention to the Seats category, which displays Active, Max, and Waitlist numbers. For instance, if you see 2/10/0, it indicates that there are currently 2 participants enrolled out of a maximum capacity of 10, with no one on the waitlist.
Taking Action on Your Workshop
Action: Editing Workshop Details
This action allows you to modify key workshop information, including the date, time, instructor, and workshop capacity.
Action: Cancelling a workshop
If you intend to cancel a workshop, you must provide a reason for the cancellation. If participants are already enrolled in the workshop, they will receive an automatic email notification containing the provided reason. In cases where no one is enrolled in the workshop, no email notifications will be sent.
Action: Edit Workshop Details
After making edits to workshop details (via Action > Edit Class Details), it's important to revisit the Action > Email Enrollees option to inform participants of the modifications.
Action: Adding an Attendee
This process is straightforward. In the Action > Manage Roster section, click +Add Attendee, input the Name, NetID, Role (Student or Faculty/Staff), and List (Active or Waitlist).
Action: Email Notes to Students
Confirmation, workshop reminder, and evaluation reminder emails are generated automatically. As openings become available, individuals on the waitlist are also notified automatically.
Action: Manage Roster
Instructors should initiate the workshop by logging in and accessing the Manage Roster section. Here, in addition to waitlisting or removing a user, you will also confirm student attendance. It's crucial to do this at the start of the workshop since it activates the feedback form for that student at the workshop's conclusion. If the instructor neglects to confirm attendance, the student won't have the opportunity to provide feedback.
Action: End of the Workshop
Instruct students to sign in at workshop.utk.edu using their NetID and Password. In the My Feedback section located on the left-hand side navigation menu, students can access and complete the survey specific to the workshop they attended. After finishing the survey, they should log out of the registration system. If the instructor confirmed their attendance at the beginning of the workshop, and a student fails to complete the survey by the workshop's end, they will receive a reminder email the following morning. This email will contain a link to the survey for their convenience.
My History
Within the My History section, students can monitor the workshops they have successfully attended.
Logout
Finally, please sign out of the system when you have finished.