Trainer Guide
This guide is designed to inform SLAC trainers and Subject Matter Experts about:
Scheduling Sessions
Following these steps will activate your training session in our system. Those who have added their name to the course waitlist or are identified as overdue/coming due in their STA will be automatically notified. This process also helps ensure that training rosters are provided and records are accurate.
When to Schedule a Session
Plan on setting up your class at least two weeks prior to the date you conduct your training session. It's a good practice to occasionally review the Course Waitlist Report to see how many people are waiting for a session to be offered. When a session is established, it is listed in the Upcoming Session Dates table on a course's Catalog Page. You can set up sessions well in advance (some instructors schedule sessions annually) and SLAC Training can help you determine when and how many sessions are needed to meet projected demand.
Scheduling a Training Room
Once a time and date for the course session has been determined, it is the instructors responsibility to schedule an appropriately sized room using Outlook. All training rooms will require approval from the room's administrator. You will be notified if the room is not available for use at that time. Do not notify SLAC Training until you’ve received confirmation that the room has been booked.
Scheduling the Session
At least two weeks prior to your session date, use the Schedule a Session form to schedule your class. Be sure to include the course number, date, start and end time, class size limitations (if applicable) and location of the session. We will activate your session in PeopleSoft and send you a confirmation email when this is done. Within 30 minutes of activation, the session will be visible in the course catalog, training calendar and available in the Registration system. People will also be sent a notice the next morning that a new session for that course was scheduled if they were on the course waitlist or the course is coming due/overdue in their STA.
Obtaining Rosters
A PDF of the course roster will be emailed to the instructor the afternoon before your course. This will help ensure that your session roster is up-to-date, reflecting any last-minute registrations or drops. Instructors are encouraged to check the Course Registration report a few days prior to the session to determine if expected numbers have registered. If not, the instructor is encouraged to check the Training Due Dates report and send an email to those not registered encouraging them to register and attend.
Blank Rosters
If you require a blank roster for an out-of-schedule class, you may download that below.
Submitting Completed Rosters
Encourage all attendees to sign-in on the course roster and tell walk-ins to print their names legibly and include their SLAC ID. Those who have not signed the roster will not received course credit.
Email a scan of the roster to slac-training@slac.stanford.edu to have it entered into the training database. Be sure to keep the hard copy for your records.
It is the instructor’s responsibility to ensure that the roster is reviewed and revised, as necessary, prior to submission to SLAC Training. If a student has signed the roster but did not successfully pass the course exam, for example or if the student signed the roster but missed a significant portion of the course, note that on the roster otherwise SLAC Training will assume that all on the roster should receive course credit.
Adding a New Course to the STA
If you have a new course which you would like to add to the Training Course Catalog and STA, you will need to complete a Course Needs Analysis form and Course Catalog Template for each new course you would like to add. Once completed, please email the forms to SLAC Training (slac-training@slac.stanford.edu).
Once these forms are submitted, a new course number will be assigned to them in the system and a catalog page will be prepared for your review. Upon your approval, the course will be activated and made available for assignment in the STA.
New Course Request Forms
If you wish to request a new course be added to the system, you may download the forms below.
Transferring Credit From Another Institution
As the Subject Matter Expert for a given curriculum, you are responsible for determining whether training taken at another institution is transferable for SLAC credit. To transfer credit from another institution to SLAC, follow this process:
1. Have the student scan or PDF their Certificate of Completion, or some other proof of completion, from the institution where the training was provided. The certificate must have their full name and indicate the date training was completed.
2. The student should attach this documentation to an email and send it to the Course Contact named in the Training Course Catalog for the course(s) in question requesting approval for SLAC training equivalency.
3. The Course Contact will review the information and determine if there is an equivalency to SLAC Training.
4. If accepted, the Course Contact will then forward the documentation along with their stated acceptance in the body of the email to slac-training@slac.stanford.edu to be entered into the database.
5. If it is rejected, notify the employee that they will need to take the SLAC version of the training if required for their work.
Course Evaluations
We are committed to helping SLAC instructors and Subject Matter Experts(SMEs) improve the performance of their training by providing course evaluations for all classroom and web-based training sessions.
Course Evaluation Forms
The following course evaluation methods are available to all SLAC instructors and SMEs:
Classroom Training Evaluations: Evaluations are hosted by Stanford/Qualtrics. For classroom courses scheduled in the training system, an eval invite is automatically sent to all who completed the course when the roster is entered inviting students to filll out the evaluation online. Instructors wanting access to evaluations should send a request to slac-training@slac.stanford.edu.
Web-Based Training Evaluations: All of our web-based courses give learners an opportunity to complete a course evaluation survey upon completion of a course.
If you wish to see a report for a particular web course, please send a request to slac-training@slac.stanford.edu
