1. Complete the Teaching Center Event Information Form.
2. Upon submission, an administrative staff will receive an email notification.
3. Within 48 hours of receiving the event information form, an administrative staff will create the event registration page in the University Events Calendar. Published  workshops are automatically added to Teaching Center Workshop & Events page. Please note any special instructions such as, include the workshop in specific tabs (i.e., DEI, Mentoring, etc.) in the “Registration Details” field of the event information form.
4. Registration information is available in Airtable base: Workshop and Event Registration. The information here is updated daily at 6 a.m. You can also request a full report (attendee, email, school, department, and University role) by emailing workshop@pitt.edu.
5. The facilitator(s) can send any special messages/instructions/workshop materials to registered attendees. This is so participants with any questions can contact facilitator(s) directly.
6. Email reminders with the following standard text will be sent to all registered attendees one week and one hour before the event. The University Events Calendar (Localist) sends automated standard email reminders to all registered attendees one day before the event.

IN PERSON EVENTS:

Subject: REMINDER: title of workshop on date, time

This is a reminder that you are registered for [link to event] which will begin in [choose: ONE WEEK, ONE DAY, ONE HOUR] on: 

 [add: day, date, time] ET

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

This is a reminder that you are registered for [link to event] which will begin in [choose: ONE WEEK, ONE DAY, ONE HOUR] on: 

[add: day, date, time] ET

How to join the live event: 

Click on the link to join the webinar [Zoom link]

When joining the webinar, please use the Sign in with SSO (single sign on) option

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

7. One week before the workshop:
   • Administrative staff will email workshop facilitator(s) with a list of registered attendees and noting when registrations are five (5) or fewer. It is up to the facilitator whether to postpone, cancel, or offer individual consultations. If they decide to wait until one day before the workshop, proceed to the following step.

   Two days before the workshop:

   • Administrative staff will confirm with facilitator(s) if they wish to proceed or postpone the workshop/event if registrations remain at five (5) or fewer.
   • Administrative staff will email registered attendees (and copy facilitator) with the standard text below.
   • Administrative staff will mark the event as postponed or canceled, and unpublish in the University Calendar to remove from active workshop listings in the Teaching Center website.

Subject: Workshop title, date, time, location

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

8. Facilitators are responsible for entering attendance data into Airtable.
9. For high-level events (e.g., New Faculty Orientation and other provost-sponsored events) administrative staff is present for the entire event to set up, monitor, and break down.

Workshops: post-event

Facilitator(s) for in-person workshops will ensure space is left in its original condition. They will return any supplies borrowed to original locations and alert administrative staff as needed to retrieve any event materials/equipment.

Custom Workshops

To include attendance data for custom workshops:

• Airtable base: Workshops and Event Registration
• Click on “Extensions” located at the top right menu tabs next to “Tools”
• You will find detailed instructions on how to upload attendance information. See image below.
  

  

Stipends/Honoraria

All stipend requests must be approved by director for administration before you invite guest speakers. When you receive approval for stipends/honoraria, please complete the request form.

The Teaching Center’s payroll coordinator will contact the requestor when other University departments request additional information to verify payment eligibility. Please note that stipends are received through the University payroll system. Receipt of stipends are dependent on when the individual department’s payroll coordinators approve payments. Payments may take more than one pay period for departments to process. Please forward inquiries to the payroll coordinator.

For guest (non-Pitt) speakers, reimbursement will require a W-9 or W-8 (foreign nationals) and a document stating amount paid and purpose of payment. Please contact the payroll coordinator for details.

If you want to record speakers or retain rights to the content presented, you must document the speaker’s grant of permission and transfer rights in writing using the Speaker/Participation Content Recording Agreement.