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 Staff 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 checkout@carpentries.org.

  2. Carpentries Staff 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 Staff 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 checkout@carpentries.org, noting whether each participant passed or failed.

  2. Carpentries Staff 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 checkout@carpentries.org.

  2. 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

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

  2. 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.

  3. The note should read: Extension granted through [DATE] - [STAFF 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 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):

  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 staff (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.