Logging in to the Calendar

To post a training, you must log in to the administrative section of the website using the user name and password assigned to you by the training calendar administrator. The login module is on the left hand side of the page immediately below the main menu. Both the login and the password are case-sensitive, meaning that upper and lower case letters have different values to the computer, so that, for example, "User" and "user" are treated as different words. At present, user names and passwords are assigned to an individual, and one indvidual cannot alter a training that someone else has entered, even if the two people are from the same agency.  This may change in a future version.

After you are logged in, the entry boxes for user name and password will disappear and instead, above the Logout button, there will be a message reading "Hi," and your user name.

Basic User Navigation

When logged in, it is possible to add, modify, or cancel trainings. The menu for accessing these options is at the bottom of the page on which trainings are listed. Depending on what trainings were listed before you logged in, you may have to scroll a way down the page before you see this menu.

Hold your mouse over the menu item for the option you would like to select (the menu item will darken and become underlined) and click to select that option.

After selecting an option by clicking your left mouse button, the program will take you to the input page for option you have selected. If you selected one of the options to Add a training, then top left of the page will read Training::Add; the top right of the page will display icons for saving or cancelling the entry. Selecting this cancel icon will only cancel your data entry, not the training itself. If you selected the My trainings option, then a list of trainings that have been entered by your agency will appear, each with the words Delete and Modify appearing next to them. Select and left click the Delete option ONLY if you have made a total mess out of the data entry and don't know how to fix it; if you simply wish to indicate that a training has been cancelled, then you should use the Modify option and follow the instructions below. Selecting and left clicking the Modify option will bring you to almost the same page as to add trainings, however the top left will read Training::Modify and the information already entered for that training will be shown. In this case, selecting the cancel icon will cancel any changes you have made to the training, and again, will not cancel the training itself.

Below this, the main data entry area appears, boxed in with a thin line and topped with three tabs: Content, Publication Date, and Help. Initally the Content tab is the active tab, meaning this is the page that the user initially sees; the inactive tabs are "behind" this page. At some point, the Publication Date tab will need to be activated by clicking on it The Help tab can be activated at any point by clicking on it. The user is free to move among the three tabs, however nothing is saved until the Save icon (the diskette) at the top of the page is clicked to save the training.

When you are finished with your data entry, left click the Save icon (the diskette) in order to save the new training or to save the modifications of the training you were working on. Warning: There is no "undo" option so if you are not certain that you have made the correct modifications, you may want to cancel the modifications using the Cancel icon (the x). Notice that both the Save and the Cancel icons are initially grey, but become colored when the mouse hovers over them; when the icon becomes colored, it is then active and can be left clicked to initiate the selected option. At any point in the data entry, you may save your work and return later to modify it, however there are certain required fields; if there is no data in these fields or if the data entered is incorrect, an error message will appear and you will not be allowed to save the training. Note: You must either save or cancel a training before you can navigate to any other portion of the website!

Adding a Non-Standardized Training

To add a non-standardized training, first select and click the Add a new training menu option, which will take you to the Add event input page. By default, you should be on the first tab of the data entry, which is the Common tab, but if for some reason you are not, left click on the Common tab to activate it. You can enter the fields in any order you prefer, but this guide will follow the fields in the order they appear on the page. For most of the fields, select that field for input by left clicking the mouse inside of the input or selection box for that field.

Title (in English) - Enter the title for the training in English; the title can be up to 200 characters long and should be in English, even if the training is being offered in another language.  This title will be displayed in the user's list of trainings, and when the trainings are viewed using the "All Languages" menu item.

Title (in language other than English if training is in another language) - Enter the title for the training in the language it is being offered in; the title can be up to 200 characters long.  This title will be displayed when the specific language menu item is select (i.e. the Spanish title will be displayed under the Españoll menu).

Short Title - If the title is over 60 characters in length, enter a shortened version of the title, otherwise leave this field blank and the short title will be the same as the previously-entered title.

Training Category/ies - Select the training or categories that apply to this training. To select a single category, simply left click that category and it will be highlighted; when a category is highlighted, it is selected. To select multiple categories, hold down the Ctrl key on the keyboard with one hand, then left click all the categories that you wish to select; if they remain highlighted, they have been properly seleted. At least one category must be selected.

Appropriate for Age Group(s) - Select the age group or groups for which the training is appropriate. If it is a training not targeted at one or more specific age groups, select General. To select a single age group, simply left click that age group and it will be highlighted; when a group is highlighted, it is selected. To select multiple age groups, hold down the Ctrl key on the keyboard with one hand, then left click all the age groups that you wish to select; if they remain highlighted, they have been properly seleted. At least one age group must be selected.

Instructor/Trainer - Enter the name of the instructor or training who will conduct this training. If you do not have an instructor or trainer scheduled, then skip this field and it will default to To be announced. Once you have arranged for an instructor/trainer, please modify the training and enter their name.

County - Left click on the arrow on the right side of the input box to bring up a list of all the counties in Oregon. Scroll down the list with your mouse or use the slider bar on the right side of the list to scroll up or down the list. Select the county in which the training is being offered by left clicking on it. A county must be selected.

Language Taught In - Left click on the arrow on the right side of the input box to bring up a list of all language options. Select the language in which the training is being taught in by left clicking on it. If no language is selected, the language defaults to English.

Description - Enter a brief but complete description of the training. Two to three sentences is the preferred length, although the description can be longer if needed. Use the icons in the Description box to add formatting or emphasis to the description, but do not change fonts or sizes.

Clock Hours of Training - Enter the number of clock hours this training provides. If this field is skipped, the number of hours defaults to one. A numeric value greater than zero must be entered.

Oregon Registry Set - Left click on the arrow on the right side of the input box to bring up a list of the three Oregon Registry Set options. Select the option indicating the set of the training by left clicking on it. If no set is selected, the set defaults to Set One.

Fee -- Enter the cost of this training or skip this field to default the cost to Free. You do not need to enter a decimal point unless the cost includes a fraction of a dollar (ie 10 for $10 or 10.5 or 10.50 for $10.50). Do not enter a dollar sign ($). A numeric value or the word Free must be entered here (Free is entered by default).

Location - Enter the general location where the training will be held. This could be a college campus, a neighborhood or section of town, etc. Do not enter the specific location of the training, such as a building or room number or street address, as providers may show up there without registering for the training previously. If the location is not yet determined, skip this field to default it to To be announced.

Location City - Enter the city in which the training will be held. This field is required. Be consistent in the manner in which you spell and punctuate the city (ie. do not enter Baker one time and Baker City the next, or St Helens one time and Saint Helens the next).

Contact - There are two ways for contact information to be entered, a check box which enters default contact information if checked and an input box in which customized contact information can be entered. Defaultc contact information includes the agency name, agency phone number, and an email address. To enter default contact info, all you have to do is to check the box reading Check box to use standard contact information for your organization. If you enter contact information in the space below, that will be used instead, however you are encouraged to use the standard contacts when at all possible.

Registration Information - If you wish to enter standard registration instructions that you have provided to the Calendar Administrator, check the box reading Check this box to use standard registration information for your organization.  If checked, the standard registration instructions that you have provided will be displayed to those viewing the training after the training is published. 

Registration Form - If you have submitted a registration form to the Calendar Administrator or provided them with a link to where your form is online and you want to include a link to the form, then check the box reading Check this box to create link to your standard registration form. If checkec, a link to your registration form will be displayed to those viewing the training after the training is published.

Public or Restricted Training? - If the training is open to anyone who wants to take it, then leave the default selection, "Anyone may attend training."  If the training is being given to a restricted audience, such as the staff of a specific center, then use the pulldown menu to select Training attendance restricted. If the training is marked as restricted, then it will not be viewable to the general public. 

Additional Information - Enter any specific other information relevant to the training, such as class size, limitations, persons in a certain county given preference, scholarships available, etc.

Once you have completed the Common tab, you are ready to move on to the Calendar tab, which you can do by left clicking on that tab. This page allows you to enter the time and date of your training. For most single date trainings, all you have to do is to select the Start date of the training (the end date will default to the same date) and to enter the start and end times of the training. Nothing else on this tab needs to be changed.

If you have a more complicated time schedule for your training, check the Help tab to understand the various schedules you can set up.

You must be sure the save the training after you have completed the data entry for it.

Adding a Standardized Training

To add a standardized training, first select and click the Add a standardized training menu option, which will take you to the Add event input page. By default, you should be on the first tab of the data entry, which is the Common tab, but if for some reason you are not, left click on the Common tab to activate it. You can enter the fields in any order you prefer, but this guide will follow the fields in the order they appear on the page. For most of the fields, select that field for input by left clicking the mouse inside of the input or selection box for that field.

Title - For standardized trainings, the input is a pulldown menu with a list of the abbreviated titles of the standardized training sessions. Left click on the arrow on the right side of the input box to bring up a list of all standardized training options and click on the short title of the training you are entering. The full title of the training will be displayed when appropriate and, if you are entering a training in a language other than English, the title will be displayed in the language you have indicated that the training will be taught in. The abbreviated title will also be indicated in its appropriate field.

Once the title is selected, the training category or categories, age group or groupss, description, credit hours, and Oregon Registry Set for that training will be retrieved, in whatever language you have indicated that the training is to be taught in.

Instructor/Trainer - Enter the name of the instructor or training who will conduct this training. If you do not have an instructor or trainer scheduled, then skip this field and it will default to To be announced. Once you have arranged for an instructor/trainer, please modify the training and enter their name.

County - Left click on the arrow on the right side of the input box to bring up a list of all the counties in Oregon. Scroll down the list with your mouse or use the slider bar on the right side of the list to scroll up or down the list. Select the county in which the training is being offered by left clicking on it. A county must be selected.

Language Taught In - Left click on the arrow on the right side of the input box to bring up a list of all language options. Select the language in which the training is being taught in by left clicking on it. If no language is selected, the language defaults to English.

Fee -- Enter the cost of this training or skip this field to default the cost to Free. You do not need to enter a decimal point unless the cost includes a fraction of a dollar (ie 10 for $10 or 10.5 or 10.50 for $10.50). Do not enter a dollar sign ($). A numeric value or the word Free must be entered here (Free is entered by default).

Location - Enter the general location where the training will be held. This could be a college campus, a neighborhood or section of town, etc. Do not enter the specific location of the training, such as a building or room number or street address, as providers may show up there without registering for the training previously. If the location is not yet determined, skip this field to default it to To be announced.

Location City - Enter the city in which the training will be held. This field is required. Be consistent in the manner in which you spell and punctuate the city (ie. do not enter Baker one time and Baker City the next, or St Helens one time and Saint Helens the next).

Contact - There are two ways for contact information to be entered, a check box which enters default contact information if checked and an input box in which customized contact information can be entered. Default contact information includes the agency name, agency phone number, and an email address. To enter default contact info, all you have to do is to check the box reading Check box to use standard contact information for your organization. If you enter contact information in the space below, that will be used instead, however you are encouraged to use the standard contacts when at all possible.

Registration Information - If you wish to enter standard registration instructions that you have provided to the Calendar Administrator, check the box reading Check this box to use standard registration information for your organization.  If checked, the standard registration instructions that you have provided will be displayed to those viewing the training after the training is published. 

Registration Form - If you have submitted a registration form to the Calendar Administrator or provided them with a link to where your form is online and you want to include a link to the form, then check the box reading Check this box to create link to your standard registration form. If checked, a link to your registration form will be displayed to those viewing the training after the training is published.

Public or Restricted Training? - If the training is open to anyone who wants to take it, then leave the default selection, Anyone may attend training.  If the training is being given to a restricted audience, such as the staff of a specific center, then use the pulldown menu to select Training attendance restricted. If the training is marked as restricted, then it will not be viewable to the general public.

Additional Information - Enter any specific other information relevant to the training, such as class size, limitations, persons in a certain county given preference, scholarships available, etc.

Once you have completed the Common tab, you are ready to move on to the Calendar tab, which you can do by left clicking on that tab. This page allows you to enter the time and date of your training. For most single date trainings, all you have to do is to select the Start date of the training (the end date will default to the same date) and to enter the start and end times of the training. Nothing else on this tab needs to be changed.

If you have a more complicated time schedule for your training, check the Help tab to understand the various schedules you can set up.

You must be sure the save the training after you have completed the data entry for it.

Modifying or Deleting a Training

To modify a training, first select and click the My trainings option, so that a list of trainings that have been entered by your agency will appear, each with the words Delete and Modify appearing next to them. Select and left click the Delete option ONLY is you have made a total mess out of the data entry and don't know how to fix it; if you simply wish to indicate that a training has been cancelled, then you should use the Modify option and follow the instructions below. Selecting and left clicking the Modify option will bring you to almost the same page as to add trainings, however the top left will read Edit event and the information already entered for that training will be shown. If the training you have selected is a non-standardized one, then you will be brought to the Content tab for a non-standardized training; if the training is a standardized one, then the tab you will see if for a standardized training. In both cases, the page will be almost exactly the same as for a training to be added, except that the information already added will appear or be hghlighted in the input boxes.

Change the fields that need updating or adding on either the Common tab or the Calendar tab or both, then save the training to make the changes permanent, or cancel the training if you do not want to save the changes to the database.

If a Training is Full

 Select the training in the same way as if you were going to modify it (which, in effect, you are going to do).  Make certain that you are on the Status tab, then go to the Is Class Fully Enrolled? field:

Is Class Fully Enrolled? - If the training is fully enrolled and you feel that you have a sufficient number of people on the waiting list, then use the pulldown menu to select Class fully enrolled, then save the training.  This training will no longer be displayed to the public.

Canceling a Training 

Select the training in the same way as if you were going to modify it (which, in effect, you are going to do).  Make certain that you are on the Status tab, then  go to the Status of Training field: 

Status of Training -  Left click on the arrow on the right side of the input box to bring up a list of reasons why the training was canceled.  Select the option most appropriate to your reason for canceling the training. Note that only the word "CANCELED" will appear to the public; the reason selected will not be viewable to them.  

 Explanation for Providers (APPEARS ON WEBSITE) - This field is optional.  If desired, use it to display a short note about whether or not the training is rescheduled or why it was canceled.  This note will appear to the public and should not contain a lot of detail about the reason for the cancellation.

Explanation for Reporting (NOT PUBLIC INFO) - If you wish to record a note about why the training was canceled, you can enter it here.  This text will not be viewable to the general public.  This field is primarily intended for CCR&Rs, since their training report is based on the calendar input.