-
Notifications
You must be signed in to change notification settings - Fork 3
Entering Class Requests as Staff Member
While the CRT was designed primarily for instructors to enter their own class requests, as a staff member you may also occasionally wish to enter class requests on behalf of an instructor. To do so, select your repository from the center dropdown menu and then select the "Request a Class" button. If you would like the request to go to all admins at all repositories registered in CRT, do not make a selection here.
A new "Request a Class Visit" form will open.
Note: Actions which are only visible to users with a staff affiliation will appear in yellow boxes throughout the form.
Location is determined by the selection made from the homepage "Request a Class" box. If a selection is made, the repository should appear following the Location designation. If no site has been selected, the request will be designated "Homeless" and a new class notification will be sent to all admins at all registered repositories. It is possible to change the site in the yellow "Assign Library/Archive" box.
Primary Contact will also import based on the logged in user's details, but are editable fields. To send confirmation of class request and any future notifications to the patron, be sure to enter the patron's email address.
Additional Contacts may be added. This is useful for including co-teachers, teaching assistants/fellows, etc.
The Class Information section of the form requires entry of a Class Title, Number of Students, and a Class Goal. Selecting Affiliation of the requester here may also be useful for reporting purposes.
Select any needed Staff Involvements and affiliate a Primary Staff Contact and any Additional Staff in the Staff Services section. Collaborations with any other registered repositories may also be indicated here.
Class Duration is a required value.
As a staff member, you may skip the Requested Date/Time and enter the Actual Date/Time. Values for past dates may be entered (more detail here).
Adding additional Sections indicates separate groups of students from the same class will come at different times to interact the same materials.
Adding additional Sessions indicates the same group of students will return at a different point in time, likely to interact with different materials.
Headcounts should be entered when closing the class, not at the point of requesting.
The list of available Rooms is dynamically updated according to the selected repository.
Pre-class Appointments, if needed, may be entered.
Any Technology needed to support the class may also be entered.
When form has been completed, click the "Submit Request" button.
The logged in user's details will automatically appear in a new class request, but these are editable fields and may be altered to reflect the instructor’s information. If the patron has a registered account and staff enter their details in the request form, the request will file under the patron's account. This facilitates patron access to past class requests and details, as well as providing the option for the patron to leave notes and questions on the class request.
If you have entered a class request for an instructor without a current account, it is possible to affiliate the request with the patron at any point in the future if the patron does establish an account.
While patrons may only enter class requests with a date in the future, staff may back-enter classes. This may be used to retroactively capture the data for all classes in a fiscal year or to enter classes not requested through the usual channel.
Classes scheduled in the past will not trigger any notification emails.
To enter a back-dated class, fill in the request form as needed and select the "Create Request" button. On the "Show Page" (e.g. http://classrequest.library.harvard.edu/courses/###), be sure to mark the back-entered class as closed. It is not possible to register a class as closed from the request form itself.