Tracking Trainee Checkout Progress

Accepting Trainee Applications

  1. All trainees will be reminded before and during the training event to complete the instructor application.

  2. Carpentries Core Team will assign all applications to the relevant training event in AMY.

Tracking Training Event Attendance

  1. After a training event, trainers will email a list of trainees who completed and did not complete the event to instructor.training@carpentries.org.

  2. Carpentries Core Team will go to this person’s record in AMY and mark this step complete.

Tracking Discussion Attendance

  1. After Community discussion sessions hosts will fill out the host questionarre.

  2. Carpentries Core Team will use this information to update trainee’s records in AMY and mark this step complete.

Tracking Teaching Demos

  1. Discussion session hosts will email a list of trainees who participated in a teaching demo to instructor.training@carpentries.org, noting whether each participant passed or failed.

  2. Carpentries Core Team will go to this person’s record in AMY and mark this step complete.

Tracking Lesson Contributions

  1. Trainees should email the link to their contribution to instructor.training@carpentries.org.

  2. Carpentries Core Team 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

  1. A trainee may ask for an extension on their three months to complete their checkout.

  2. Carpentries Core Team 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.

  3. The note should read: Extension granted through [DATE] - [Core Team INITIALS]

Awarding badges

  1. Search in AMY for all persons not badged but eligible for a badge.

  2. 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):

  1. In the Trainee’s record in AMY, go to Edit –> Tasks. Click the red X next to the task for the training they missed.

  2. In Eventbrite, cancel this person’s registration. This ensures the member registration code can be used again.

  3. Send Trainee and member contact this template email.

Cancellations (open seat):

  1. In the Trainee’s record in AMY, go to Edit –> Tasks. Click the red X next to the task for the training they missed.

  2. In Eventbrite, cancel this person’s registration.

  3. Send trainee 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 Core Team (member seat):

  1. In the Trainee’s record in AMY, go to Edit –> Tasks. Click the red X next to the task for the training they missed.

  2. In Eventbrite, cancel this person’s registration. This ensures the member registration code can be used again.

  3. Send Trainee and member contact this template email.

Emergency situations, as determined by Carpentries Core Team (open seat):

  1. In the Trainee’s record in AMY, go to Edit –> Tasks. Click the red X next to the task for the training they missed.

  2. Send Trainee and member contact this template email.

Non-Emergency situations (member seat):

  1. In the trainee’s person record in AMY in the “Instructor Training Progress” section, add “Training” = FAILED.

  2. Send Trainee and member contact this template email.

Non-Emergency situations (open seat):

  1. In the trainee’s person record in AMY in the “Instructor Training Progress” section, add “Training” = FAILED.

  2. No notification is sent. If the trainee contacts us, respond with template email.