Send practical information to registered participants

The #Manager organising the course is responsible for sending the practical information to registered participants.

Before sending the practical information to registered participants, send your draft mail to the #Trainer to check that all that is required is included and there are no last-minute changes.

Once validated, retrieve the list of names and email addresses of the registered participants from #courseadmin. For courses with fees, make sure to include only those who have paid. To respect GDPR (General Data Protection Regulation), send the mail to yourself and put the email addresses of the students in Bcc.

See template email

Regular courses with fees

For regular courses with fees, this is done at the earliest 7 days prior to the start of the course.

The mail should contain:

1. Course title

2. Date

3. Access information. For in person courses, specify the building and classroom, and include instructions on how to travel to the location using public transport for participants who are coming out of town. If possible, include a map of the campus. For streamed courses, include the Zoom link, meeting ID and passcode.

4. Exact time of start and end of course.

5. Technical requirements, including internet connection, memory, programs installed.

6. Course material, including warmup exercises.

7. Wi-Fi network information (for in person courses).

8. Feedback. Link to the feedback form (If needed).

Free streamed courses

For courses which do not have a maximum number of participants, i.e., free and streamed courses on SIB resources, this is done 1 day prior to the start of the course.

The mail should contain Access information in:

1. Course title

2. Date

3. Access information. The Zoom link, meeting ID and passcode.

4. Exact time of start and end of course.

5. Technical requirements, if necessary.

6. Course material, including videos which should be viewed before the course (inverted classroom).

7. Feedback. Link to the feedback form.