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Standard Operating Procedures

Workshops: event planning and management

  1. Complete Teaching Center Event Information Form and make sure to add program coordinators (PC).
  2. Upon completion of form, PC will receive email notification of submission.
  3. PC will send facilitator(s) a meeting invitation from Teaching Workshops with event details (i.e. date and room location). Please note PC will do their best to accommodate room requests. All rooms are subject to availability.
  4. PC will create registration page (both in University Calendar and LibCal) and publish workshops in University Events Calendar . Published workshops are automatically added to Teaching Center Workshop & Events page.
    NOTE: Registration page for “invitation only” events are still created in the University Calendar and the registration link will be sent to the host/facilitator(s).
  5. PC will monitor registrations for all workshops. Email reminders with the following standard text will be sent to all registered attendees one week, one day, and one hour (for webinars) before the event:

IN PERSON EVENTS:

Subject: REMINDER: title of workshop on date, time

You are receiving this reminder because you are registered for title of workshop on date, time, and location of event.

Please reply to this email if you no longer plan to attend (*add if meal is provided* – to keep accurate count for lunch.) The Teaching Center promotes zero-waste events. Guests are encouraged to bring their own water bottles and coffee mugs.

Please contact workshops@teaching.pitt.edu with any questions or concerns.

VIRTUAL WORKSHOPS/WEBINARS:

Subject: REMINDER: title of workshop on date, time

You are receiving this reminder because you are registered for title of workshop on date, time.

Please use the following Zoom meeting link to join the webinar: [link]

Please allow 5-10 minutes before the webinar to check your system requirements to join the webinar. We prefer you use your Zoom account with the University. If joining using another email account, you will click on the Pitt-provided link to the Zoom meeting.

To reduce the possibility of issues that may interrupt the webinar, we recommend that you suspend or pause any internet downloads and close any open browser tabs. Additionally, we recommend that you temporarily disable any applications that might impact the Internet connection speed, e.g., Skype, etc.

Please contact workshops@teaching.pitt.edu with any questions or concerns

  1. One week before the workshop:
    • PC will email workshop facilitator(s) with a list of registered attendees and noting when registrations are five (5) or fewer letting them know that PC will continue to monitor registrations and will contact them two days before the workshop.

    Two days before the workshop:

    • PC will confirm cancellation with facilitator(s) if registrations remain at five (5) or fewer.
    • PC will email registered attendees (and copy facilitator/s) with the standard text below.
    • PC will hide subject event in the University Calendar to remove from active workshop listings in the Teaching Center website.

Subject: Workshop title, date, time, location

Due to low enrollment, the subject workshop has been postponed to a future date.  Please continue to check Workshop and Events page for the new date and any other workshops that might be of interest.

Please contact teaching@pitt.edu should you wish to schedule an individual consultation or have any questions/concerns.

  1. B26 and 815 Alumni Hall:
    Calendars for the current week showing events and meetings taking place are posted outside of these meeting rooms. Additionally, a sign indicating the current event happening is posted next to the calendar. Student workers have been assigned to make sure current information is posted daily. This informs attendees that they are attending the correct event and location.

Workshops: day of event

  1. PC will be at the venue at least 30 minutes before the workshop begins to check for:
    1. Room access, if necessary.
    2. Room set-up.
    3. A/V accommodations, if any.
    4. Catering delivery, if requested.
    5. Workshop materials, if any.
  2. Facilitators (for workshops with attendance of 10 or less) will be responsible for entering attendance data into Airtable with PC as backup. PC will reconcile attendance information in Airtable.
    Until all facilitators are comfortable using Airtable, PC will check attendance for registered and walk-in attendees. PC will stay for 15 minutes to ensure latecomers are recorded. Should additional attendees arrive later, please send the PC an email with the additional names of attendees.
  3. For events that have higher visibility registrations, PC will be present for the entire event to set up and break down.

Workshops: post-event

  1. PC will ensure space is left in its original condition. PC will return supplies to original locations and alert staff as needed to retrieve any event materials/equipment.
  2. PC will review attendance records to ensure accuracy in the University Events Calendar and Airtable. PC will reach out to facilitators for any discrepancies.
  3. If applicable, PC will send “thank you” email messages with links to materials to attendees.

Stipends

There are two options for submitting requests for payment. You can either:

When other University departments send requests for additional information to verify payment eligibility to Teaching Center’s budget assistant, your manager/supervisor will contact you to add additional information on the Airtable workspace. When you approve payment for an individual, they will receive an email confirmation indicating payment is in process. Please note stipends are received through the University payroll system. Receipt of stipends are dependent on when individual department’s payroll coordinators approve payments. Payments may take more than one pay period for departments to process. Please forward inquiries to PC or budget assistant.

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