Providers: Event Responsibilities

Introduction

This guide will walk you through the simple process of managing events as a provider.

Being added to an Event:

1. Receive an email notification: You will be added to an event by a program administrator. You’ll receive an email notification with details about the event. See image below

2. Navigate to the Teach Screen: This is your central hub for all things teaching-related.
3. Locate the Event Placeholder Card: The exact Event title will depend on your program administrator. 
4. Review Assigned Events: You should see a list of events you've been assigned to by program administrators. Each event will typically display details like:
   1. Event Name
   2. Date(s) and Time(s)
   3. Location (if applicable)
   4. Additional Information

Tip:  If you've been assigned to a recurring event series, all the event dates within that series will be displayed on your Teach Screen. See image below:

Event Attendance:

This guide outlines how to manage student attendance for events you've been assigned to.

Preparation:

• In-Person Events: If the event is held at a physical location, it's helpful to familiarize yourself with the check-in process (typically handled by you) and confirm if a kiosk will be available for student self-check-in.
• Virtual Events: For online events, double-check that you have access to the event platform or meeting link before the event starts.

Pre-Event

Before the event, you will be able to view the registered students and open the kiosk (if the option is enabled).

During The Event: 

During and after the event, you will be able to:

1. View checked-in students
2. Manually check-in students
3. Mark excused absences
4. Share the kiosk link

View Checked-in Students:

Here, you will be able to see all currently registered students for the event. 

Manually Check-in Students

• In-Person Events: Unless the students are already pre-registered by your program admin, you will be responsible for checking in students when they arrive. 
• Virtual Events: You can check-in students the same way you would in-person events.

To manually check-in students: 

1. On your Teach Screen, click on the event you want to record attendance on
2. Click “Record Attendance”

3. Click “Check-in Students”

4. From there, you can manually check-in students who have attended your event. 

Bonus Tip 1: If students are already pre-registered to the event, you do not need to manually check-in their attendance. 

Bonus Tip 2: If students have been uploaded to the attendance list as part of a roster, they will not be automatically checked-in, you will only have a list of potential students who will attend the event. You will still need to record their attendance. 

Mark Excused Absence

If a registered student was reasonably not able to attend the event, you can mark an excused absence by clicking on the “Mark Excused Absence” button under the “Excused Absence” line. You will be redirected to the next page below:

Select the student/s whom you need to mark an excused absence. 

Share Kiosk

If this setting is enabled by your program administrator, you can begin to share the kiosk QR code once the event is open for registration.

When you click on the “Share Kiosk Link” button, you will be redirected to the next page with the QR code and Kiosk Link students can use for registration. You can share this for easier attendance management. 

Post-Event 

After the event, you'll see a placeholder card appear in the "Feedback Needed" section of your Teach page. Here, you can add last-minute attendance changes before submitting the final report of the event.

The options are the same as those in the “During The Event” section, except you will not be able to open the Kiosk.

Once you have confirmed the attendance details of the event, you can click “Submit ‘N’ present.” The “N” represents the number of students who have successfully attended your event.