Tracking Trainee Checkout Progress¶
Accepting Trainee Applications¶
- All trainees will be reminded before and during the training event to complete the instructor application.
- Carpentries Staff will assign all applications to the relevant training event in AMY.
Tracking Training Event Attendance¶
- After a training event, trainers will email a list of trainees who completed and did not complete the event to checkout@carpentries.org.
- Carpentries Staff will go to this person”s record in AMY and mark this step complete.
Tracking Discussion Attendance¶
- After Community discussion sessions hosts will fill out the host questionarre.
- Carpentries Staff will use this information to update trainee”s records in AMY and mark this step complete.
Tracking Teaching Demos¶
- Discussion session hosts will email a list of trainees who participated in a teaching demo to checkout@carpentries.org, noting whether each participant passed or failed.
- Carpentries Staff will go to this person”s record in AMY and mark this step complete.
Tracking Lesson Contributions¶
- Trainees should email the link to their contribution to checkout@carpentries.org.
- Carpentries Staff will go to this person”s record in AMY and mark this step as complete, including a link to their contribution.
Recording Extensions to Complete Checkout¶
- A trainee may ask for an extension on their three months to complete their checkout.
- Carpentries staff will go to this person”s record in AMY and make a comment in the notes field that an extension has been granted for three months from when requested.
- The note should read:
Extension granted through [DATE] - [STAFF INITIALS]
Awarding badges¶
- Search in AMY for all persons not badged but eligible for a badge.
- Open that person”s record and add SWC or DC instructor badge.
Trainee no-shows and cancellations¶
Cancellations¶
Cancellations with less than one week”s notice are treated as no-shows. See below. If a trainee gives at least one week”s notice that they will not be attending the event:
Cancellations (member seat):
- In the Trainee”s record in AMY, go to Edit –> Tasks. Click the red X next to the task for the training they missed.
- In Eventbrite, cancel this person”s registration. This ensures the member registration code can be used again.
- Send Trainee and member contact this template email.
Cancellations (open seat):
- In the Trainee”s record in AMY, go to Edit –> Tasks. Click the red X next to the task for the training they missed.
- In Eventbrite, cancel this person”s registration.
- Send trainnee this template email.
No-shows¶
If a trainee does not attend the training and does not give notice at least one week in advance:
Emergency situations, as determined by Carpentries staff (member seat):
- In the Trainee”s record in AMY, go to Edit –> Tasks. Click the red X next to the task for the training they missed.
- In Eventbrite, cancel this person”s registration. This ensures the member registration code can be used again.
- Send Trainee and member contact this template email.
Emergency situations, as determined by Carpentries staff (open seat):
- In the Trainee”s record in AMY, go to Edit –> Tasks. Click the red X next to the task for the training they missed.
- Send Trainee and member contact this template email.
Non-Emergency situations (member seat):
- In the trainee’s person record in AMY in the “Instructor Training Progress” section, add “Training” = FAILED.
- Send Trainee and member contact this template email.
Non-Emergency situations (open seat):
- In the trainee’s person record in AMY in the “Instructor Training Progress” section, add “Training” = FAILED.
- No notification is sent. If the trainee contacts us, respond with template email.