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Example sign-up for presentations
Example sign-up for presentations

The Sign-up tool allows instructor to create timeslots for individuals or groups of students to sign-up for. The timeslots can be presentation times, office hours, or other group or individual tasks.


[edit] Sign-up tool : Overview

Creation of the Sign-up tool was motivated by requests from faculty who wanted to replace the 'sign up sheets on the door' with an online alternative. Faculty needed a system that would allow students to sign up for office hours, meetings, review sessions and other events in one convenient place. This tool can also be used in project sites to create meetings for the participants.

Various scheduling, participation, recurrence, and notification arrangements can be made. An instructor can assign participants to timeslots or allow them to select their own choices. If a timeslot is full, the instructor can allow participants to add themselves to a wait list, which automatically "promotes" a participant when a slot becomes available and sends an email notification. The Sign-up tool is group- and section-aware which gives instructors the ability to set up office hours or meetings which are visible only to their sections or to a group.

On entry, the Sign-up tool displays the list of meetings, if any, already created in the site. By default all future meetings will be displayed. For a view that includes past meetings, choose "All" in the drop down menu next to "View."

At this time the Sign-up tool does not interface with the Manage Groups tool or any other group-based functionality.

[edit] Adding the the Sign-up tool to a site

Click Site Info, then Edit Tools and check the box next to "Sign-up." Then click Continue and Finish. You'll see the tool listed on the left side of the page.

[edit] Who can use the tool?

Students may want to review the article Sign-Up for an Event.

In course sites, the instructor and TAs have permission to create meetings and students are allowed to sign up for them. Instructors and TFs can permit students in any of the courses they teach to sign up for a meeting.

[edit] Suggestions for use

The Sign-up tool can be used in a variety of ways and the list below is by no means exhaustive:

  • Use the Sign-up tool to allow students to sign up in advance for office hours. Because you can break up the total time into individual slots it allows both you and the students to make better use of your time.
  • To schedule in-class presentations either by individuals or by small groups, set up multiple time slot meetings within a class time to allow a fixed time for each presenter. Ask the students to indicate the topic of their presentation by typing it in the comment area when they sign up.
  • The Sign-up tool is 'group and section aware' which gives TFs the ability to set up office hours or meetings which are visible only to their sections or to a group. Note: To set up a group, click Site Info then Manage Groups.
  • To get an estimate of how many students would attend a review session, set up a meeting with no limit on the number of participants who can sign up. This is useful in choosing a room of adequate size for the session.
  • To save typing, you can set up multiple meetings of the same type by setting up one meeting and then Copy it as often as needed. To copy a meeting, click the title, then click Copy at the top of the screen. After creating a copy of the original, click the name of the meeting, then Modify to make any changes.

[edit] Meeting Types

Sign-up Tool: Meeting Types There are three types of events or meetings:

  1. Open meeting: creates a single timeslot for an event or meeting, serving as an announcement. No attendance list is kept, so participants who plan to attend are not required to sign up.
  2. Single slot: a single timeslot is created, an attendance list is maintained, and the number of participants can be limited or unlimited. Participants are required to sign up in order to appear on the attendance list.
  3. Multiple slots: a single time span can be divided into any number of timeslots of equal length, under a single meeting name. For example, a two hour meeting could have four half-hour slots, three 40-minute slots, or eight quarter-hour slots. The timeslots can also be defined at irregular times over different days. For each slot a maximum number of participants is specified. Participants are required to sign up in order to appear on the attendance list. The resulting series of timeslots can be removed or modified individually. (This option does not automatically set up a recurring meeting.)

Note: All these meeting types can be set up as recurring events, which creates several different meetings under the same title according to a given schedule. See “Creating meetings,” and the “Meeting frequency” setting below.

[edit] To create a meeting

  1. Click Add, then choose the type of meeting and complete all the required information about dates, times and place of meeting.
    • Title: This field will identify the meeting in this site’s list of meetings.
    • Location: This field will appear in the Meeting Details.
    • Description: This field appears on the Meeting Details and the student Sign-up screen.
    • Start Time: Fill out the date (with, optionally, the date picker) and the time showing when the meeting will begin. The 24-hour clock is not available, so AM and PM must be used.
    • End Time: Fill out the date (with, optionally, the date picker) and the time showing when the meeting will end. The 24-hour clock is not available, so AM and PM must be used.
    • Meeting frequency: To set up recurring meetings, choose an option here. Any of the meeting types can be recurring. Selection of a meeting frequency other than “Once Only” will create a series of entries in the meetings table with the same name but different details, where any of the individual entries can be modified as necessary (see “Editing a meeting”).
    • Sign-up begins: Enter the point at which the meeting should be opened for sign-up. Before then, participants will not have an active Sign-up button next to a meeting entry. To allow immediate sign-up, choose “Start Now” from the drop-down box.
    • Sign-up ends: Enter the point relative to the meeting at which to close the sign-up process. This blocks further sign-up by participants, and also blocks cancellation of a meeting for which a participant has already signed up. This period is measured from the scheduled meeting end, allowing sign-up even after the meeting has started, when that is appropriate.
    • Available to: This field allows you to determine who can sign up for the meeting. You can limit sign-up to members of a group (defined on this site) or extend the sign-up offer to the membership of other sites, by selecting the appropriate checkboxes. The option to extend to other sites allows inclusion of those sites’ members, or groups defined there. The other site must also have the Sign-up Tool in order for its members to participate. Default: Available to members of this site only.
    • Meeting Type: The relevant options for each of the three meeting types appear when that meeting type is selected via its radio button. Please see above for more information about the Meeting Types available.
  2. Continue to the second page (using “Next”), the Meeting Summary, to verify the details set so far, then complete the meeting settings, as follows. Check the appropriate boxes to manage email notifications and the display of participant names. These settings are off by default (value is “no”):
    • Display Participant Names: “Yes” means that names of participants will be visible to others.
    • Receive Notification: “Yes” means that the meeting creator will receive email notification when a participant signs up or cancels an appointment.
    • Announce Availability: “Yes” means that all the potential participants will receive e-mail announcing that this meeting has been published.

      Just below that, other default settings can be opened, all with initial values of “Yes”:

    • Allow Wait List: “Yes” means that a Wait List will be kept, and participants can join it if this meeting is filled to capacity.
    • User ID Input Mode: Yes, I want to use User ID input mode for adding participants. – allows organizer to use User Id rather than choosing from drop down list. Useful for very large classes where drop down list is very long.
    • Allow Adding Comment: “Yes” means that a participant can add a comment during sign-up.
    • Auto Reminder: “Yes” means that all attendees of the meeting will receive an e-mail reminder one day in advance.
    • Publish to Schedule: “Yes” means that the meeting will appear on this site’s Schedule or Calendar tool, regardless of attendance status of the current user.
      • If you use the Sign-up tool to modify a meeting (for example, change the time or date) the changes will be reflected on the Schedule tool.
      • If you use the Schedule tool to edit meeting information that originated in the Sign-up tool the meeting information will not be changed on the Sign up tool.
        Note: The transfer of information goes in one direction only: from Sign-up to Schedule and not the other way round.
  1. Publish by clicking either Publish or Assign Participants & Publish. You have the option of assigning participants or allowing them to choose their own timeslots. If you do not choose to assign participants at this time, you may do so later by editing the meeting settings, as described below.

The Sakai Educational Community License is deemed to be compatible with this site's Project:Copyrights which are under the Creative Commons 2.5 Licence.

Other articles about Isaak/Sakai's tools and how instructors can use them:

Core Tools:   Image:Flag blue.png Announcements | Image:Page edit.png Assignments | Image:Lessons-icon.png Lessons | Image:Comments.png Forums | Image:Report.png Gradebook | Image:Folder.png Resources | Image:Calendar.png Schedule | Image:Pencil.png Tests and Quizzes

More Tools:   Image:User comment.png Chat Room | Image:Folder page.png Drop Box | Image:House.png Home | Image:Comment.png Messages | Image:Chart bar.png Statistics | Image:Page world.png Web Content

Related articles:   How to add tools to your course | Using the Text Editor | Manage Groups | Permissions and roles | Contact the CPI for help

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