Trainers & Facilitators Information
Additional Trainer & Facilitator Resources
Links
Workday Learning for Instructors course (suggested for Trainers only)
Workday Learning Instructor’s Guide (self-directed)
Learning Alma - videos and documentation
All-Staff Demos by Jennifer K, Fall 2024 (does not include Yale-specific workflows)
Ex Libris “Getting to Know Alma” videos
Ex Libris “Alma Essentials” videos
Class Scheduling and Sign-ups to Train & Facilitate
Trainers:
To sign up to train a Zoom-based class, go to the sign-up sheet for the appropriate month and add the date, time, course title, Zoom link, and your name to a row at the bottom below the blue row.
To sign up to train an in-person class
Reserve a training room or large meeting room in a building you have access to
Go to the sign-up sheet for the appropriate month and add the date, time, course title, room information, and your name to a row at the bottom below the blue row.
A few times a week, Jennifer will use the spreadsheet to add class offerings to Workday Learning. Only add classes that you have confirmed you can lead. Once she adds the class, she’ll move the listing up into the schedule above the blue row.
Please try to fill out all sessions you can train for the month at once to help with balancing the number of each classes we’re offering.
Facilitators, go to the sheet for the appropriate month and look for available sessions to facilitate. If you want to work with a specific trainer, reach out to them and coordinate dates, times, and courses.
Trainer & Facilitator Roles and Responsibilities
Detailed information about being a volunteer trainer or facilitator has been moved to the new Trainer & Facilitator Roles and Responsibilities page.
Responsibilities During Migration Training Period (May - July, 2025)
Availability and Time Commitment: We hope most trainers and facilitators will be available to lead at least one class per week between May and July. We also hope to have enough trainers that no one needs to lead more than two classes per week.
Total time commitment: minimum of 3 hrs/week (1 class), a maximum of 6 hours/week (2 classes)
Classes will be 1-2 hours; the time estimate includes prep time and travel time to/from trainings
We will work with trainers and facilitators to fit their training sessions into their existing work and vacation schedules. This is not an overtime opportunity.
Activities:
Trainers will be responsible for:
By the end of each month, choosing dates and times to lead at least one class per week for the following month, either online or in person
Zoom: Setting up Zoom meetings using their own Zoom accounts using the Zoom Session Settings guide
In-Person: Reserving a computer training room or meeting room in their own locations, or working with the Training & Documentation Task Force to find and reserve rooms.
Entering the dates, times, and Zoom links or locations for their sessions into the Trainer & Facilitator Class Sign-up spreadsheet. (Jennifer Koerber will then create the Workday Learning class offerings using that information.)
Prepare for the classes using the course pages/training scripts, their own Alma knowledge, and their subject matter expertise in existing Yale systems and workflows. This includes finding examples to use during class and setting up any records/statuses needed for the process.
Lead the class, either via Zoom or in-person. Be sure to record attendance, either using a physical roster or the Usage reports in Zoom.
After class, record the attendance in Workday Learning according to these instructions. Please do this as soon as possible after class so staff can get credit for their work.
Reset any example records to use again in your next class.
Facilitators will be responsible for:
Reviewing the training material for any classes they might facilitate
Signing up to facilitate a class on the Trainer & Facilitator Class Sign-up spreadsheet. You can also work with a trainer to choose dates and times and sign up with them.
Arrive early to the in-person session or Zoom session to assist with set-up.
Assist the trainer during the session:
In-person: Walk around the room and look for staff who are following along and having problems. Assist them by asking what they did last and point out where they need to click or a field they didn’t fill in (or whatever the issue might be).
Zoom: Monitor the chat for questions or issues and keep an eye out for “raised hands” for questions. If a participant has a technical issue with Zoom, try to help them resolve it.
Both: Assist the trainer in answering questions, or recording questions that weren’t able to be answered. Generally provide support to the trainer and to attendees.
After the class, work with the trainer to record questions and submit them for answers.
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