1. How to Coordinate
SLED Sessions!
FULL INSTRUCTIONS
STUDENT LEARNING AND ENGAGEMENT – TRAINING TEAM
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Table of Contents
Coordinating SLED sessions will begin two months before sessions.
Reaching Out to Presenters (Week 1-6) Page 2-7
Uploading SLED Sessions to Guidebook (Week 6) Page 8-19
Training Calendar/Helpers (Week 6) Page 20-23
Advertising SLED Sessions (Week 7) Page 24-25
Uploading Evaluations to Guidebook (48 hours before each session) Page 26-36
Update HMS for Attendance (48 hours before each session) Page 37-51
Sending Evaluation Responses to Presenters (7 days after session) Page 52-56
Sending Updates to Staff (As needed) Page 57-65
Preparing for Helper and SLED Session (At least 24 hours before session) Page 66-75
Looking up Training Records (First week of sessions) Page 76-78
Attachments for E-mails Page 79-83
Note: It is important to keep in mind that the timeframe listed on here is ideal but not inflexible.
If information becomes available sooner, the SLED coordinator can adapt this time table.
Note: Include Live Learn Lead branding in all documents.
Note: As will be explained in the instructions, it is important to publish updates every time
Guidebook is edited.
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Reaching Out to Presenters
At least two months before the upcoming semester, e-mail a list of SLED topics to Housing
Graduate and Professional Staff. For example, if the upcoming semester starts on January 5th,
begin the process no later than November 5th. Ask for two to three topics which interest them.
Give staff one week to respond from when you sent this e-mail.
NOTE: Be sure to use HRERLETrainingRecruitment@housing.ufl.edu when sending e-mails on
behalf of the training team. When doing so, you must manually insert your electronic
signature.
Attention all Housing and Residence Staff! SLED Session Topics now available!
Hello Housing and Residence Staff,
We hope this e-mail finds you well. It is that time of year again to train our student staff in
RLE. We will be holding Student Learning Engagement Development (SLED) sessions to
accomplish this. The following are the topics that we will be presenting on this semester.
Please e-mail me with TWO or THREE topics that interest you by (ONE Week from when e-
mail is sent).
If you have any questions, please feel free to reach out to the Training Team at
HRERLETrainingRecruitment@housing.ufl.edu.
Thank you and we are looking forward to a great semester!
LIVE LEARN LEAD
Training Team
Electronic Signature
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Within three days of receiving responses from presenters, place them according to their
interests. E-mail presenters asking for three dates and times that suit them.
Subject - SLED Session: NAME OF SESSION <Session Title>
Hello <PRESENTER NAME>,
Thank you for your interest in presenting a SLED session on <TOPIC> this semester.
Please provide three dates and times that suit you by (ONE WEEK FROM DATE E-
MAIL IS SENT). If you have any other questions please reach out to the training team
at HRERLETrainingRecruitment@housing.ufl.edu and we will accommodate you.
LIVE LEARN LEAD
Training Team
Electronic Signature
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I made folders within the HRE RLE Training and Recruitment. Right click on “Inbox” as circled
below and select “New Folder” to create folders as can be seen here. The presentation dates can
be filled in as the information is provided. This makes it much easier to organize the many e-
mails associated with each session.
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I used a binder for my personal records to organize any information relevant to each
presentation (time, location, status of room, information received from presenters). This is
strictly for personal records, not to be used for SLE.
Presenters should send dates and times within one week of the e-mail sent in Step 2. When
dates and times are received, do best to match presenters to times they requested. This should
take one week MAXIMUM.
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One week after dates are received, presentation times should be finalized. Send the following
e-mail to presenters using MailMerge.
Subject: SLED Session: <NAME OF SESSION> and <DATE>
Hello <Presenter>,
Thank you again for presenting at RLE Student Staff Training on <Session Title> on
<date><time start> <time end> to our <Staff> staff in the <Room>. I am shooting you this
quick email to ask you a few questions.
Please let me know by DATE if you have any needs moving forward to make your
presentation as successful as possible, we are happy to accommodate
What is your intended audience?
What learning outcomes will attendees achieve? Please list two or three.
What attendance cap do you want to set?
Please provide a brief description of your presentation (1-2 sentences)
Please provide this information by DATE so that we can get the guidebook up and running.
We ask that you be inclusive in your scenarios to include all positions and please remember
not all staff are students.
What are your AV needs?
Do you need the room set up in a certain way?
Do you need us to print anything for your presentation?
Please provide your presentation files for us by DATE to upload to our guidebook
https://guidebook.com/guide/69619/ so the students will have access to refer back to the
resources. It would be great if you could make your presentation accessible, I have attached
the quick best practice guide.
Any expectations you would like us to share before your presentation? (for example: please
put cell phones away or Tweet it up @.....)
We are honored to have you be a part of LIVE │LEARN │ LEAD with the Department of
Housing and Residence Education!
Training Team
Electronic Signature
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Give the presenters at least TWO WEEKS to provide you with the description, learning
outcomes, etc. It is useful to mark down when they need to get you the information in the
binder. The presentation files can be added within ONE WEEK of their presentation.
Note: The “Best Practices for an Accessible Presentation” document can be found in the chapter
“Attachments for E-mails”
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Uploading SLED Sessions to Guidebook (Week 6)
1. When all information is received (or as much possible), update and upload CSV file to
guidebook. Click on “UF Housing Training”
2. Note: ANY time edits are made to Guidebook, you must publish updates for these edits
to take effect on the application.
Use the CSV file included on guidebook as template for uploading. To do this click on
“Schedule” in guidebook.
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Click “Data Import/Sync”
Click “Schedule (CSV)” and open the document. This is where you enter all information for
guidebook.
Note: Remember to keep formatting exactly as it was in the original CSV document unless the
document instructs otherwise. If any incorrect changes are made, the document will not upload
properly.
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Click on “Select File” and you will be able to select the CSV file with the guidebook schedule.
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It is now time to publish your updates.
Return to the home screen by clicking the “g” icon at the top of the screen. Return to UF
Housing Training.
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Click “Save and Publish.”
Your changes will now show on Guidebook! Click continue when prompted.
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Helpers/Training Calendar
It is now time to select helpers for each session. I developed a sign-up sheet. Here is a
sample of it:
Note: This document will be sent out to area coordinators and GHD’s once completed so
they have a schedule of sessions. You will be reminded of this later.
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Once helpers have selected sessions to help out with, add training sessions to the HRE Training
Calendar. Here is a sample of how it will look.
To edit the “HRE RLE Training” calendar, check the box that is circled below. Make sure all
other calendars are unchecked.
Click “New Appointment” in the top right corner
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You will be taken to this screen.
In subject type “SLED Session: Session name”
Change the start time and end time accordingly.
Put the helper’s name in the body of the appointment.
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Click on “Invite Attendees” as circled in the previous image
Invite the presenters, the helper, and whoever coordinates the room you are
requesting/have requested. When the room is added, the location will be automatically
updated in the appointment.
Click “send” and the event will be created!
Note: It can be helpful to add more appointments for setup time and cleanup time. Allow for at
least half an hour for both.
Note: For Graham Gallery and Cypress Gathering Room, add “HRE Conferences Services” to
invitees.
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Advertising SLED Sessions
Once this has been completed, you can now advertise SLED sessions to the public!
Send out an e-mail to:
HRE RLE All Staff Full Time <HRERLEAllStaffFullTime@housing.ufl.edu>; HRE RLE
GRADLIST <HRERLEGRADLIST@housing.ufl.edu>; HRE RLE All Staff Resident Assistants
<HRERLEAllStaffResidentAssistants@housing.ufl.edu>
The e-mail should read:
Hello Housing and Residence Staff,
We are excited to announce that Student Learning and Engagement (SLED) sessions are
now accessible on guidebook! These sessions will help you develop the skills needed to be
effective in your position and throughout your professional career. Topics range from social
justice to living-learning communities to resume building-- needless to say there is a lot of
valuable information. There are twenty-one scheduled sessions for the Fall 2016. RA’s must
attend at least two sessions per semester but we encourage you to attend more as they are very
helpful!
WHEN: Registration is first come first serve and space is limited so be sure to register as soon as
possible. Registration will close 48 HOURS before the session. This gives us time to best serve
the presenters and the attendees.
You are required to attend TWO FULL sessions. If you feel that you are unable to do so, please
speak with your supervisor this week.
HOW:
With a smart phone: Download the Guidebook app titled “Live UF” and register with the app
with your housing email and create a profile. Add as much or as little info as you would like.
If a session in which you are interested is filled to capacity, you can add yourself to the
waitlist. You will be automatically added from the waitlist in the order you registered for it
when someone drops and we ask if you can no longer attend that you unregister for a session
AT LEAST 24 HOURS IN ADVANCE should you need to.
Without a smart phone: You can also register online at
https://guidebook.com/guide/69619/. Simply click on “schedule” and you can find all of the
SLED sessions. It is important to note that if you register or add yourself to the waitlist online,
you WILL NOT receive any notifications. You must frequently check the website to make
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yourself aware of any updates. In the event that you were on the waitlist and a space becomes
available, you will still be added automatically, but you must check the website to know this.
Guidebook will include all relevant information pertaining to SLED sessions.
Guidebook How to Instructions are attached to this e-mail.
Note: We will be constantly adding more sessions and descriptions for the sessions. Be sure to
check guidebook frequently!
The first session is NAME AND DATE.
There are surveys on guidebook which can be found at the bottom of the page for each SLED
session. At the end of the session, please fill them out as they only take 5 minutes and are very
helpful for us as we develop these sessions so that they best serve you!
Keep taking photos and uploading them to guidebook and #LiveUF!
If you have any questions, please feel free to reach out to the Training Team. We cannot wait to
see you there!
LIVE │LEARN │ LEAD
Training Team
ELECTRONIC SIGNATURE
Note: Guidebook instructions can be found in the chapter “Attachment for e-mails”
Note: When I received information from presenters, I printed it out and placed it in file
folders for each session. This will help keep track of presenter’s needs.
Once the helper schedule is completed with all the SLED sessions and info filled in, send this
document to area coordinators and GHD’s at HRE RLE All Staff Full Time
<HRERLEAllStaffFullTime@housing.ufl.edu>; HRE RLE GRADLIST
<HRERLEGRADLIST@housing.ufl.edu>
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Uploading Evaluations to Guidebook (48 hours before each session)
Add evaluations to sessions on guidebook. This must be done individually for each session.
CANNOT be done in bulk.
On guidebook go to UF Housing Training
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Scroll over “Create new” and click on ”Survey”
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You will be brought to the screen below:
In name type “SLED (title of session) Evaluation”
In Call to Action type: Please fill out this form when you are done with the (name of session)
SLED session!
In description type:
Please use the following guide to score:
1. Would not recommend
2. Needs improvement
3. Good
4. Very Good
5. Excellent
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When all information is entered click create as circled in the previous image.
You will be brought to this page:
Click Questions to create questions for the survey.
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Click “Add your first question” to begin adding questions to the survey.
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On this page you can enter the information for each question. In “question title” type the
question. In type you can choose which type of answers the attendee can give (most of the
questions we ask are multiple choice). In answers type 1 – 5 in each box.
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To add questions to the survey, click “Add new question” at the bottom of the page.
Reminder: To change from multiple choice to paragraph format for answers, you click on
“type” when creating the question and choose from the drop down menu.
The multiple choice questions we ask are as follows: Well prepared, Focused on important
issues, Demonstrated knowledge, Good use of time, Quality of visuals, Loud and clear, Lively
and interesting, Use of professional language, Allowed time for questions.
The paragraph question we ask is: Please share what you learned that you can utilize in a
Leadership Position or in your social life.
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When you have entered all questions, return to “Summary.”
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To link a survey to a SLED session on guidebook, click “Link this Survey”
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In “Search for Things Within this Guide,” type the name of the session you wish to link this
evaluation to. Click the checkbox on the right, and the evaluation you have developed will be
found on the session in Guidebook!
REMEMBER TO PUBLISH UPDATES
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Update HMS for Attendance (48 hours before each session)
Log into Guidebook and click on UF Housing Training.
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You will be brought back to this page:
Click on “Attendance” as circled below.
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Click on “Bouncer Tools” and “View Attendance”
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This next step is a little bit tricky.
Click on “filter.” Select the date of the session from the calendar by clicking on it.
You must also manually enter the exact time the session begins in the bottom left corner.
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This is an example of what the screen will look like. Click on the session and you will be
able to view the attendance.
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Attendees will be viewable on this screen.
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It is now time to add these names to HMS so that attendees can be swiped in for attendance
during SLED sessions.
Go to hms.housing.ufl.edu/staff.
When you reach the following page, login with your Housing username and password.
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Once you have logged in, go to “assignments” and “RLE Training”
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Click on “Manage Sessions” to create a new session.
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On this page, you can enter all the information about the session.
Training Name – SLED: Session Name
Group – All Staff from the drop down menu.
When all info is entered, click “Create Session”
When the session is created, click “Previous”
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Select the session you are updating from the drop down menu as circled below.
Search the names of the attendees listed on guidebook in the search for under “Select for
Training Session”
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Check the box on the far right corner.
When searching for more names, be sure to uncheck the box next to the name at the left side
of the screen.
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When all names have been assigned, check the box next to “Send Confirmation E-mail”
Click “Custom Template” from the drop down menu next to “E-mail template”
Type the following under the body of the message:
“If you have any questions, please reach out to the training team at
HRERLETrainingRecruitment@housing.ufl.edu.
If you need to cancel for any reason, please do so at least 48 hours before the session.”
Click “Save” and the attendees will be assigned!
Note: Ensure that the scheduled attendees matches the attendance list on guidebook on the
day of the session if possible. It is important that this is closely monitored.
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Sending Evaluation Responses to Presenters (7 days after session)
On guidebook go to UF Housing Training
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Use the “Print Screen” button to capture images of the responses and send these to the
presenter.
Note: When you send these images to the presenter, make sure to check that all free form
responses are appropriate and explain to the presenter that 5 is the highest mark and 1 is the
lowest.
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Sending Updates to Staff (As Needed)
As the semester progresses, it is not uncommon for more sessions to be added, postponed,
or changed in other way. It is important to inform staff of these changes. Here is a sample
of how that communication can occur:
Good afternoon all,
We have some important updates pertaining to SLED sessions.
The session “So What Does a Conduct Meeting Look Like?” on Wednesday October 5th
still has
availability.
The session “Behind the Curtain of Title IX” on Thursday, October 6th
has been postponed.
The session “The Queer UF Experience” on October 14th has been postponed.
There are two new sessions on Guidebook on October 20th
both with plenty of availability:
“Strive at GatorWell: Sexual Consent”
“What is Leadership”
Note: As a friendly reminder, if you need to unregister from a session for which you signed up, you can
do so on guidebook the same way you signed up initially. We ask that you do this at least 48 hours prior
to the session.
As always, if you have any questions please reach out to the Training Team at
HRERLETrainingRecruitment@housing.ufl.edu.
LIVE │LEARN │ LEAD
Training Team
Jacob Holober | Graduate Staff for Student Learning & Engagement
University of Florida Department of Housing and Residence Education
PO Box 112100 | Gainesville, FL 32611-2100
office 352.392.2171 x10668 | fax | JacobHo@housing.ufl.edu
StrengthsQuest Top 5: Analytical, Discipline, Responsibility, Consistency
Futuristic - Find Out More
Please consider the environment before printing this email.
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Guidebook will need to be updated as well. To create a session from scratch on guidebook:
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Enter the information about your session and click save at the bottom right corner.
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Choose the session from the list. You can search for it if needed in the bar on the right.
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Click on attendance. Enter the information for attendance. Be sure to turn on “Limited Space?”
Also turn on “Waitlist”
Save and publish updates and the session will now be available on Guidebook!
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Preparing for Helper and SLED Session (At least 24 hours before session)
If instructions from presenter are not already printed, do so now.
Compile all of their extra needs (poster board, extension cord, etc.).
Prepare SLED bag (a laptop bag with all extras for presenter). E-mail presenter that bag is
ready and how to pick-up. The instructions/checklist are as follows:
SLED bag: Contents need to be prepared prior to pick-up by training team point person (found on SLED
Shelf)
MAKE SURE THAT LAPTOP IS CHARGED!!!
Water bottle for number of presenters
Thank you note for presenter(s)
Candy for number of participants
Laptop
Swiper for Check-In
Charger
Clicker
Pens and Expo markers
MAKE SURE THAT HELPER SIGNS LAPTOP OUT!!! SIGNOUT LOG IS ON DESK IN SLE LOBBY.
SEND E-MAIL TO HELPERS THE DAY BEFORE. IF THIS IS NOT POSSIBLE DUE TO TIME CONSTRANTS,
MAKE HELPERS AWARE OF THESE CONSTRAINTS.
E-mail to helper -
Dear HELPER NAME,
The SLED laptop bag is ready for you to pick up for SESSION NAME on DATE/TIME. Please let me know
when you are picking the bag and it will be available to you on my desk in the SLE office lobby. Inside of
the bag are instructions for you as the helper, as well as instructions from the presenter. Please sign the
laptop out and remember to return it during office hours. Thank you for your help and if you have any
questions please reach out to the training team at HRERLETrainingRecruitment@housing.ufl.edu.
NOTE: Check the date and times of the upcoming SLED sessions. There are a number that occur in the
same day or the following day. When this is the case, it is imperative that the helper gets the bag back
in time for the next helper to pick it up. Include this in the e-mail when appropriate.
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The thank you card for presenters should read as follows:
Dear Presenter Name
Thank you so much for taking the time out of your busy schedule to present on “Session
Name” as part of our Student Leader Education and Development series. We greatly
appreciate your dedication to training and developing our student staff here in Housing!
-Training Team
There should be one thank you card written for each semester.
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Instructions for presenter should be included in presenter bag and are as follows:
Instructions for SLED Session Helper
Sign up for helper shift on the document titled “SLED schedule”. This is located in the 2016-2017 folder
which is in the Training Team folder.
1. Pick up SLED presenter/laptop bag from SLE office.
The laptop bag should include the following contents.
Water bottle for number of presenters
Candy
Thank you note for presenter(s)
Evaluation: upload to Guidebook
Pens and Expo markers
Laptop for Check-In
Laptop Charger
Laptop Swiper for Check-In
Instructions from presenter(s)
2. Read instructions from presenter which will be placed in the helper bag to verify that all
additional requests from presenters are ready to go.
3. Arrive at session one hour/30 minutes early. This will give ample time to ensure that AV is
working properly and you can tend to any presenter requirements (room setup, etc.).
4. Setup the laptop and swiper to sign attendees in. Instructions are listed below.
5. When the presenters arrive, provide them with the bottles of water and make them aware of
the resources provided to them (pens, expo markers, candy as prize/incentive).
6. Remind all attendees that they must stay for the whole session.
7. If anyone shows up who is not scheduled to attend, ask the presenter if it is okay for extra
people to attend. Instructions to add people to attendance are listed below.
8. When the session is over, thank the attendees for coming and remind them to fill out the survey
included in guidebook which takes less than five minutes to complete. Encourage them to fill it
now right then and there
9. Give the presenters their thank you cards.
10. Make sure that all items have been collected and return laptop bag to a SLE staff member during
office hours.
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Sign-in instructions
Go to hms.housing.ufl.edu/staff. You will come to this page after signing in with your housing
username and password.
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Go to assignments and RLE training as outlined below.
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You will be taken to the following page. Click “select session for check-in” next to the session you are
helping
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Once you have selected the session at which you are helping. You will be taken to a list of students
who have signed up through guidebook. Connect the swiper to the USB port and you can now swipe
people in! If a student does not have his or her ID, you can enter the UFID in the search bar circled
below.
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How to schedule additional attendees
Return to “Assign for training” under assignments as listed in the instructions. (Click on assignments,
then RLE training). Choose the training session you are helping with. Search the name of the
additional attendees in the search bar also circled below.
NOTE: Under the search bar, the names you have searched will appear. Be sure to uncheck the box
next to these names once they are signed in
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Click the checkbox under “Action” and then click save. Return to “training-check in” and you can now
swipe this attendee in.
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Looking up Training Records (First week of sessions)
Area coordinators and GHD’s will want to keep track of their resident assistants’ attendance at
SLED sessions.
During the first week of SLED sessions (before the first session) send the following instructions
to HRE RLE All Staff Full Time <HRERLEAllStaffFullTime@housing.ufl.edu>; HRE RLE
GRADLIST <HRERLEGRADLIST@housing.ufl.edu>
How to Look Up a Student’s Training Record
1. Search hms.housing.ufl.edu/staff. You will be taken to the following page.
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2. Under “Reports” click on “RLE Training Records”
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3. In the search bar, type the name of the student whose training record you wish to see.
All of the training sessions this student has attended will be displayed! The session name and date
will be viewable as well as the time the student swiped in.
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Attachments for E-mails
In the e-mail sent to presenters asking for description, learning outcomes, intended audience,
etc., you must include the “Best practices for an accessible presentation” document. It reads as
follows:
Best practices for an accessible presentation
• Choose a font that is sans serif (e.g., Arial, Helvetica) to be UD friendly, 14 point on
handouts and at least 28 point on PowerPoint and other presentations.
• Use high contrast font and colors, i.e., light on dark or dark on light, not light on light or
dark on dark.
• Avoid using orange, red, green text.
• Use textures for graphs not colors.
• Limit the number of words and amount of material on slides. Use white space liberally.
• Have at least one large-print copy (18 point sans serif font or 140x enlargement) of your
handouts available to provide upon request.
• Limit animation or do not have it at all.
• Add alternative text to images and objects
• Be sure all videos used are captioned and the caption function is “on.”
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In the e-mail sent to staff announcing that SLED sessions are now available on Guidebook,
include Guidebook instructions. The document reads as follows:
SMARTPHONE:
Upon first entering guidebook, you will reach this page.
Click “Sign up with email” and fill in your housing e-mail credentials to create an account with
guidebook.
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General Info has a welcome message.
Schedule is the SLED Sessions schedule. You can filter for a particular group by clicking the little slider in
the bottom right of the schedule. Simply scroll to a particular date to find the session held on that day.
Click on the “+” to the right of the session name and you will be registered! If the session is full, it will
be labeled as such under the name of the session. Click on the “+” to add yourself to the waitlist.
My Schedule Once you have registered for a session, the session will be added to your schedule so you
can keep track of what sessions are upcoming for you.
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ON THE COMPUTER:
To create an account, click on the link provided in the e-mail. You will reach the main screen. In the top
right corner, click on “create an account.” And enter your housing e-mail credentials and other
information that is requested.
The schedule looks like this: The date is listed on the top of the page and you can scroll using the arrows
to the left and right of the date.
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Once you click on a session in which you are interested. You will reach this page. You will be prompted
to “sign in to register.” Do so and you will be good to go!
