Library Services
Once session dates and times are confirmed, trainers are responsible for creating their sessions in:
A deadline for these will be given ahead of each term so that a whole term's events can be advertised by the start of term and made available in Inkpath for the Researcher Development Programme.
See below for how to set up a session as part of our scheduled programme of sessions, including settings which should be selected, in the standard platforms we are using.
The choice of platform is at the discretion of the trainer although we recommend Zoom for ease of access from China, auto-captions and reports of participants.
LibCal: An event for the session should be created in LibCal by one of the trainers for that session, or may be created by another appropriate LibCal admin person, e.g. if a site library has an allocated individual for LibCal admin
Trainers can then monitor bookings, print off sign-in sheets and record attendance as required.
If you require a login for LibCal, please contact Sabrina Squires or Angela Young.
Once a session is confirmed as being added to LibCal in the scheduling spreadsheet, details will be sent to the DSDP / Researcher Development Programme to be added to the Inkpath system, so details of the session should not be changed. If details must be changed for some reason, please inform Angela or Sabrina.so we can request the details be changed in Inkpath.
When setting up a training session in Teams, you may wish to create an 'open' meeting, whereby you do not need to invite attendees by email. Instead you can invite attendees to join via a link. This is necessary for any sessions as part of our scheduled programme, or for any dtop-in sessions.
The meeting organiser can download a real-time list of attendees at any point during the Teams meeting. It is not possible to get attendee lists after the meeting.
Ahead of the event, you should always check the settings in your Zoom account to ensure that you will have access to all the zoom features you need for your session. Your Zoom account settings will apply to all Zoom meetings you create. See guidance in the Platforms page for Zoom.
Ensure that your settings allow autocaptioning, for accessibility best practice.
Zoom sessions should be set up through the Zoom website and not through Moodle in order to have the settings so that attendees can join by clicking on a link and do not need a passcode.
From the page that appears, copy the 'Invite Link' to be added to the registration confirmation email in LibCal.
Zoom Meetings has an integrated poll feature which is very easy to use. Polls are a great way to introduce interaction into a session
When the first attendee attempts to join your meeting you will receive an email that says they have joined the meeting. This is a bit misleading because actually they will be faced with a screen that says 'Please wait for the host to start this meeting.'
If you receive an email alert and it is not time for your scheduled meeting, ignore it. The most likely scenario is that someone has clicked on the link in their confirmation email accidentally.
After your event you can download reports, including a list of participants and results from any polls. Reports can be retrieved for the last 12 months with a search range of up to one month at a time.
This is useful for recording attendance figures for training statistics purposes.