Steps for posting a training (single event or series) to the

regional calendar

R&C Regional Calendar

Select ORS

Select Resource Parent Registration

Log on using your ORS username and password

Select R&C Supervisor Entry

This is the main menu where you will go to add regional events, edit registration, view participant lists, etc.

Select Add a Training Event

Add a Training Event Page

Training Event Page Continued

Training Event Page Continued

This isn’t part of a series and only active parents/staff are invited, so the answer to the first two questions are ‘no’. Continue filling in the form.

Continue filling in the form

Enter the number of slots that you want your region to have and any other region that you would like to invite.

Once you submit the training, an automatic E-mail goes out. This screen shows you who received an E-mail.

Select one of the links at the bottom of this screen or go back to the R&C Admin Area.

Select Multi Register Parents for a Training—this is where you need to go after posting an event to make sure that it is on the calendar and to check for any errors in posting.

All the regional events (single events) will appear on this page of the calendar. You can sort in different ways and search for keywords in looking for your training. The check mark indicates that it is a regional event vs. a statewide event.

When you select the title, this page will contain all the training information.

If you select register, then the registration form will appear. The information is filled out for the parent you wish to attend the training.

From the Admin Area, you can choose to view regional participant lists.

The View Participant List will list all the participants that are registered and will show who is on the waiting list. The person who set the training up can move participants from one to another.

From the Admin Area (either the supervisor or worker area), you can edit any registration.

When you select ‘edit’, the Training Event Information form appears and then you can edit as needed.

A copy of the E-mail that notifies the TRIS Office that a training event has been posted to the regional calendar.

Return to Main Menu to post a series which would consist of more than one part/session or contains workshops.

Select Add a Training Event.

Part of Series: Select Yes

Which series: select the title of the series in the dropdown box, if it has been created.

If not created, select the Create a New Series link and you will see the Make New Series screen.

Add the title of your series—standard setup title is Title of Training then Beginning Month, date, year—Testing Series Beginning January 1, 2008.

You have the option of adding an attachment.

Type in a description for the attachment (ex. map, brochure, etc).

Browse and find the location of your file and attach the file.

You will be notified that the attachment was successfully attached and you have an option to attach additional documents.

Then you will be prompted to enter the rest of the training information; you will enter “Part I” first.

Example of Part I of the Testing Training.

After submitting, you will receive a notice letting you know that the training has been posted to ORS. This alerts you that no E-mails have been sent out on this series yet. Click on the link to create another event using the current one as your template.

Then the current form is displayed—you only change the title, start time and any other information that is different about the next part of the series.

Example of Testing Training Part II.

Again, after submitting, you get the screen notifying you that the training has been submitted. If you have more than two parts, you continue the same way as before.

After being notified that you have posted all parts or sessions of series, go back to the Admin area and select Multi Register Parents.

When the calendar page appears, you will need to read the first line (red) at the top and click here in order to get the series screen. The events will not be listed on this calendar page.

Then the Series Training Calendar page will be displayed.

Scroll down until you see the title of the series that you created. Example: Testing Series Beginning January 1, 2008.

After selecting the series, you will see the Series Training Calendar displayed showing the title, description of series and all the parts/sessions.

When selecting one of the titles, you will see this page displayed showing the training information. Notice the attachment.

Example of the attachment (map).

When selecting the register link, the registration form will be displayed.

Add the parent’s SSN and their name will populate. If you don’t have the SSN, you can do a search on their name and pull their name into the form.

Select View Event Participant Lists to see reports on a series.

Three reports are available on a series.

Example of View Series Participant Lists.

Example of report.

To view a regional participant list, select view.

After you have viewed the series on the calendar and everything is correct, then you will want to go back to the Main Menu and select Series Events to send out the E-mail.

Select Send E-mail on the correct series.

You will see a listing of all the staff and parents that will receive notice of this event. If you don’t want someone to get this notice, you can deselect their name.

If you want to add any additional comments to the E-mail, you have that option in the comment area.

Example of the E-mail that TRIS receives.

Example of E-mail for Part II.

To post an event that has workshops. Go to Main Menu and select Series or Add an Event; then select Create a New Series.

Add any attachments for the series.

Part of a series will be Yes. Select the title of your new series.

Add your first workshop.

Notice that the training has been posted to ORS and the E-mails have not been sent out. Then select the link that allows you to use the previous one as a template.

Now you’re ready to add your second workshop. Select the correct series, then click yes for the next question—is this event an alternate for another one in this series? Make needed changes to the title and description (time will remain the same as I).

After submitting the second workshop, you would see the notice again that it has posted and E-mails haven’t been sent. You will select the link that allows you to use the previous template to set up the next workshop.

This workshop will be the third one in our example and will be occurring in a different time slot. You’re ready to add this event.

You need to change the title from Testing Workshop II to Testing Workshop III. Since this workshop is the first one in the next time slot, the alternate question will be changed to ‘no.’ Then continue making other needed changes like time, trainer and description.

To set up Workshop IV, you would click ‘yes’ for an alternate to Workshop III; you need to be careful when selecting the workshop that the next one or more would be an alternate for, as they need to be in the same time slot.

Setting up Workshop IV

Repeat the same steps as shown earlier, Main Menu, Multi Register Parents, click here to go to the series page, then scroll down to the correct series and select it.

Then you will see the series training calendar displayed showing you the title of the series, overall description and the first two workshops. You will notice the ‘or’ between workshops—this indicates that they will only be signed up for one. The system won’t allow a participant to be signed up for more than one workshop in the same time slot.

After adding the other two workshops in the same series and repeating the steps above, the page will display showing all four workshops, a gray line will separate the time slots. You will need to check each workshop for accuracy on this screen: title, training, date, time, slots.

After confirming that everything is accurate, then you will want to return to the Main Menu, select Series Event and then send the E-mail.

You will have the option to review all the parents and staff that will receive the E-mail, and you will be able to remove any that you don’t want to receive this.

Suggestions for posting events

• Have all your information prepared before starting, decide if you’re going to invite any other region(s) and the number of slots—this is very important that it is done in the beginning as it is almost impossible to adjust after the event has been posted for awhile

• Type your description of the event and save it in a word document, so you can copy and paste. This would also be available for your use again in the future for the same event, eliminating the need to retype this again

• If possible, do this at a time where you won’t be interrupted (this process won’t take long once you get accustomed to posting)

• If you notice that there is an error or you need to change something, please contact the TRIS Office (Donna) and we will make the correction before the E-mail is sent out

• On single events, the E-mail won’t go out until that night around 10:00pm, so there is still a window of time to make any needed corrections

• You can edit your own events but remember that E-mails will be generated to everyone alerting them that a change has been made. There would be times when you would want an E-mail to be sent out after the initial posting if changes are made to the location, date or time

Suggestions for Posting Events to the Regional Calendar

• Have all your information prepared before starting

• Type your description of the event and save it in a word document, so you can copy and paste. This would also be available for your use again in the future for the same event eliminating the need to retype this again

• If possible, do this at a time where you won’t be interrupted (this process won’t take long once you get accustomed to posting)

• If you notice that there is an error or you need to change something, please contact the TRIS Office (Donna) and we will make the correction before the E-mail is sent out

• On single events, the E-mail won’t go out until that night around 10:00pm, so there is still a window of time to make any needed corrections

• You can edit your own events but remember that E-mails will be generated to everyone alerting them that a change has been made. There would be times when you would want an E-mail to be sent out after the initial posting if changes are made to the location, date or time

• Once your event is posted to the regional calendar, the registration and approval process is the same as it is now for statewide events posted to ORS• Staff registers their parents• Registration goes to the R&C Supervisor queue waiting for

approval • Registration then comes to TRIS and once it is processed here, the

E-mail notification will be sent out letting the worker know that the parent has been registered for the event

• You can post any training event to your regional calendar regardless of who is holding the event--this is another way to inform your staff and parents (who we have current E-mail addresses for) of training opportunities in your region

• You will be receiving training credit approval forms from some of our support groups like the Network and ASK—you can then post these events on your regional calendar• If there is any additional information on these events, you can

always put this in the special information section

• If you need help in setting up your first single event or any series, please contact Donna in the TRIS Office at 859-622-2332 or E-mail me at donna.turner@eku.edu and I will assist you until you get comfortable with the process