Certifying Providers

All users signup for Penji with their @___.edu email. You, as admin, will certify certain users as "providers" (tutors, coaches, mentors, etc.) so that when they register they have access to certain features within Penji, including the Teach screen and Calendar screen. You will also certify them for certain courses in this step.

NOTE: as of 1.9.24, a new provider.csv was introduced. How you fill out the CSV is the same EXCEPT there are two new columns for the first and last name of the provider. We recommend including this detail so that you can create a provisional provider account before the provider has logged in. Once provisional provider accounts are created you can, 

• Add appointment hours, drop-in hours, and create events for the provider
• Start booking appointments on behalf of the student with the provider in the create-a-session flow
• See the provider's name on the eligibility tab next to their email
  
  

How to Certify Providers

1. Navigate to “Providers” (or your word for Providers, such as Advisors, Tutors, or Coaches) on the side menu
2. Click the “Manage” header
3. Click “Download Template CSV”
4. Edit this CSV and add providers in exactly the same format as the sample. 
   • You can use either provider email (most common, must be filled in, column A), provider SSO ID (not common, can be left blank, column D), or both, to identify providers. If you’re a school where students have multiple valid email addresses, we recommend using the provider SSO ID to identify them. Talk to your IT team if you don’t have that data for providers. This field is required. 
   • Adding the provider's first and last name (columns B and C) creates a provisional provider account when you upload the CSV. These columns can be left blank, however we highly encourage them. This allows you to:
     • Add appointment hours, drop-in hours, and create events for the provider
     • Start booking appointments on behalf of the student with the provider in the create-a-session flow
     • See the provider's name on the eligibility tab next to their email
   • Add the provider SSO ID. This column can be left blank, however we highly encourage adding it. If students have multiple emails, adding SSO ID can help them have a smooth login experience.
   • Ensure the course code you enter links up with a course that you’ve uploaded as an option - this is done by adding Subject Abbreviation and Course Number together from the related row in the Courses.csv you previously uploaded; do not include a space between the two. See the below screenshot for an example course.csv, "CHEM" and "1301" would be "CHEM1301" in this Providers CSV. This field is required. 
     • 
     • You can use an asterisk (*) following a string in this field to certify the provider for all courses that have at least those characters to start. For example, including "CHEM*|MATH1301|MATH1302|" in a provider's courses column would certify them for all courses starting with CHEM, and for the courses MATH1031 and MATH1302. 
5. Once you've edited the CSV, navigate back to Penji (Provider tab > manage) and upload your providers by clicking “Choose File”, selecting the edited CSV, and clicking “Import CSV”
6. To make changes, you can download your most recent version under “Recent Imports” on the Manage tab and edit the document before re-uploading.
   • If you are editing a recent import from before 1.9.24, we recommend downloading the new template CSV and filling out that template. You'll see two new columns for First and Last name. 

For reference, some schools want to certify a provider in every single subject. You can do this by certifying a provider in "*", an asterisk with no text before it. This will match all courses.

Here is another shortcut: A*|B*|C*|D*|E*|F*|G*|H*|I*|J*|K*|L*|M*|N*|O*|P*|Q*|R*|S*|T*|U*|V*|W*|X*|Y*|Z*

Eligibility Term to Term

Some communities have different courses each term. To avoid having to recertify your tutors each term, for the tutor.csv upload, courses that are no longer within the course.csv file can stay in the tutor.csv file. However, only courses within the last 10K courses "removed" from Penji will avoid an error message. If the course was not one of the last 10K courses removed, and it is not listed within the current course.csv file, the following error message will appear when uploading the tutor.csv: "The following courses were not found in the current upload or the previous term's upload and must be imported before tutors can be made eligible for them: "COURSENAME"". 

Note, if there is tutor eligibility that uses a "*", the system will look at the previous 10K courses that also meet the "*" criteria and pull that information into the Eligibility tab. For example, let's say CHEM301 is offered in the fall and only on the fall course.csv file. For spring, CHEM302 is offered and only on the spring course.csv file. If a tutor is eligible to teach "CHEM*", it does not matter if it is spring or fall, the Eligibility tab will list both  CHEM301 and CHEM302.

If a course is not listed on the course.csv file, students will not have the option to schedule an appointment or receive drop-in help in that course, even if a tutor is eligible. The course.csv file dictates to the system which courses are available for students to receive help in. Once a course is relisted in the course.csv file, the tutor will instantly be able to tutor in that course. 

Search vs. Eligibility

Search Tab

The “Search” tab only shows providers who have signed up for Penji and have accessed their teach screen OR any provisional providers. Provisional providers are created when using the provider template CSV, updated on 1.9.24. If you are using an older template/recent import, providers must log in and access the teach screen to unlock their provider account. "Locked" provider accounts will not be available to students nor will they show on the admin website if you are trying to assign hours or events to them. On the search tab, as an admin, you can see when the provider first logged into Penji as well as details on their appointment hours. You can edit appointment hours or set unavailable times by clicking on the edit icon. 

Eligibility Tab

The “Eligibility” tab shows the providers that you have uploaded to Penji and the courses they are authorized for. It is used to show visually what is on the most recent import for the provider.csv. It does not indicate whether or not they’ve logged into Penji or other activity.