Overview for Specialists
1. Training Cycle
1.1 Proposing trainings
Notes:
Welcome to “Proposing Trainings and the Extension Training System” online tutorial.
1.2 Welcome!
Notes:
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I would like to share a few quick tips on navigating the tutorial. The slides auto advance. You can pause
and rewind at any time. The Menu tab to the far left provides an outline of this module. Feel free to jump
around from section to section. The Notes tab provides a transcription of the narration. In the far right
corner you will see a resource tab. Here you will find links to various web resources for ETS help that are
available to you and referenced in the module.
1.3 Welcome!
Notes:
I am Marcie Simpson, Staff Development Specialist with the Extension Office of Learning and
Organizational Development.
1.4 Proposing Trainings Overview
Notes:
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This online training is an introduction for individuals proposing trainings for county faculty and staff. I will
provide and overview of the proposal cycle, high level attributes of the Extension Training System.
1.5 Proposal Cycle
Notes:
First, let us begin with the skyline view of the training proposal cycle. Extension has a
standard process for proposing and accepting trainings for faculty and staff.
Submit training proposals in ETS.
Next, the proposed sessions are reviewed for any initial changes that need to be made.
During program planning week, all proposed sessions are reviewed, discussed, changed.
Finally, registration is open in ETS.
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1.6 Proposed Outside of Cycle
Notes:
It is possible to propose a session outside of the traditional cycle. This flow chart walks you through the
decision process. I’ll give you a minute to review.
The most important take away is to work with the District office, Program Development Coordinators or
Office of Learning and Organizational Development when proposing outside of the traditional cycle.
I have provided link to this document in the resource list of this training. You will also find this document
at the ETS Help webpage
1.7 Proposal Timeline
Notes:
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Back to the traditional cycle. The proposal timeline is something like this each year planning for the
following year.
In May through August, trainings are proposed by entering them in ETS. At the close of the call for
proposal time frame the Program Area contact will review the proposed sessions and contact session
coordinators for needed changes.
During Program Planning Week, typically mid-September, all sessions are reviewed and discussed. At the
end of the week ETS sessions are marked as approved or rejected.
Participants are invited to register for sessions during November through December.
Beginning January, session coordinators are responsible for managing their sessions in ETS and
conducting their trainings.
2. Introduction to ETS
2.1 ETS is?
Notes:
Now, moving into why and how to use ETS.
Extension Training System is a Training Warehouse. It is the system used to proposed
and manage trainings.
The system allows participants to register for sessions and session coordinators to
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manage the rosters.
Finally, Training Transcripts. ETS is the official transcript for Extension personnel. An
advantage for county agents is that transcripts are populated in GaCounts and into the
agent’s faculty activity report.
2.2 Training vs. Session
Notes:
It is important to understand the terminilogy in ETS. There is the top level training and then sessions
associated with the training. There terms are used interchangeable in general communications. But
Training and Session have unique meaning in ETS. Once this concept is clear propsoing sessions and
managing sessions becomes easier.
There can be multiple sessions of various types associtated with one training.
When providing instruction that is very similar but different dates and formats it is important to use the
same training. I will explain this further in later slides.
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2.3 Online Session vs. E-Study
Notes:
I mentioned that sessions could be held in various formats. Sessions can be face to face or virtual.
Virtual sessions fall into two categories. They are either an online session or an e-study.
Note that an online session has all the same attributes as a face-to-face session except the meeting
format is online. These sessions are held in real time, with specific times and dates. These sessions have
a designated registration period and must be finalized in ETS once the session is held.
An e-study is proposed in a different manner than a face-to-face or synchronous online session. An estudy is uses when the session available for asynchrous participation. Participants are added based on a
start date and then receive a completion date, managed by the session coordinator. These sessions can
be perpetually open for registration.
2.4 Training Attributes
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Notes:
There is a help document and online video that will walk you through the details for proposing a session.
You can find a link in the resource list of this tutorial or at ETS help. I am going to try and stick to the high
level explanation of items that will help provide clarification.
We will assume we are propsoing a session that has never been taught before, therefore I need to create
a training first.
2.5 Training Attributes
Notes:
There are three choices for training Type. A Course is a training that has sessions that can be taken only
every three years. An update is a training that has sessions that can be taken every year. Something like
a Camp update or Cotton Update. Then there is a Periodic training that has sessions that can be taken
multiple times a year. This type of training is used mostly by the District faculty who are creating
trainings to capture district meeting that are held multiple times a year.
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2.6 Training Attributes
Notes:
A training holds unique descriptors asking if the training is a Foundations training, a required training or a
district meeting.
Typically a specialist creating a training would select “no” for all of these.
2.7 Session Attributes
Notes:
Moving on into the details and creating a session associated with a training. Again, there is an online
video that provides specific instructions.
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Once a training is created multiple sessions can be added to that training. The session is where the
details are housed. Attributes that are captured include Content area, Coordinator, Department,
Description, Location and Registration Type.
Note that most sessions proposed during the planning cycle are designated as an unrestricted registration
allowing individuals to register themselves during open registration.
Also note that the description from the training is brought forward and only additional details need to be
provided. Many leave this blank.
2.8 Session Attributes
Notes:
The remaining attributes that are provided in the session are displayed here.
It is important to realize that the enrollment limits are used when to make a decision to cancel the session
or not. Please enter your ‘real’ enrollment limits. All sessions with below minimum enrollment numbers
at the close of open registration will be cancelled. So, if you will provide instruction for 5 people, please
enter that number. A waiting list, that you will need to manage, is created when registrants go above
your maximum enrollment number. So, if you do not have a maximum enter a high number to avoid a
waiting list.
Be sure to mark the session as online and provide instructions for accessing the online training closer to
training date. You as the session coordinator are respoinsible for all communications with participants and
for giving them instructions on how to attend your session wether face to face or online. A best practice is
to copy the district office on all communciations to participants.
Registration Fee and Bill paying details play an important role in the decisions made during program
planning week. Estimate as close as possible to allow DEDs to make sound decisions on sessions that are
held or not held.
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Special instructions are there for the participants. The adminstrator notes are things you want to tell the
program planning week review team or yorself and are not shared with the participants. I often note
things like changes in dates of the session in this area for archive purposes.
2.9 Finalizing a Session
Notes:
You have proposed your session, it was approved, you communicated the training details with participants
and you provided instruction. Now it is time finalize the session in ETS.
2.10 Finalizing a Session
Notes:
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Your session must be finalized in order for it to appear on participant’s transcripts. This is a two step
process.
First, you must finalize the roster. Mark all participants as having attended or not the click the submit
button at the bottom of the roster.
Step one is complete. You can still make changes to the roster at this time.
Moving on to step two.
2.11 Finalizing a Session
Notes:
Step two is finalizing the session. At the main data level of the session click ‘yes’ next to Finalize and then
click submit changes at the bottom of the screen.
Your session is now finalized. Participants received an email telling them the attendance status and so did
their Program Development Coordinator.
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2.12 ETS Help Page
Notes:
Don’t get bogged down. There are several options for help and assistance.
2.13 ETS Help Page
Notes:
Navigate to the left side bar while at the ETS web page. You can access the help document even if you
are not logged into ETS.
You will find the help link at the bottom of the navigation bar.
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2.14 Other Tips & Features
Notes:
If you are ready to throw in the towel, you may want to have someone enter and manage your sessions
on your behalf.
You can do this by giving them them impersonation permission. Look to the left navigation bar for the
term preferences. And then once you click you will see an option for a drop down menu to add an
individual who already has an ETS login. Select the person you would like to act on your behalf and grant
them permission. At that time they can log into ETS and act on your behalf. Please note you will need to
remove this permission if the status of that individual changes.
2.15 Review
Notes:
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In review, sessions are propsed during the traditional call for training or proposed outside of this cycle.
Trainings contain high-level information about the content, topic, etc. A training can have multiple
sessions. Session provide specific details like date, time, location, etc. Finalizing a session must be
complete for agents to receive credit.
2.16 Questions/need assistance
Notes:
This concludes this turotiral. Please feel free to contact me or Bridget Rucci if you need assistance. The
email address is extodev@uga.edu and the phone number is 706-542-7786
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