Faculty Documentation: Best Practices for Sign-Up Tool
The sign-Up tool is a way for instructors to be transparent with the students about times that they are available to meet throughout the semester. It is a much better alternative to the sign-up sheet on the door and convenient for the students too!
Recommendations for Creating Meetings
TIP #1: You can make the Sign-Up available to certain groups within a site which can make it easier if you only want a few people setting up meetings with you at a time.
TIP #2: We recommend turning on Notifications of participant actions, so you will receive an email when a student signs up or cancels an appointment.
TIP #3: Use Announce Availability to send an email notification to all potential participants.
TIP #4: Do not use the option Assign Participants & Publish unless you want to manually enter students for each time slot you have available.
Creating a Sign-Up
First, go to the Sign-Up tool in your course site.
Click on the top of the page.
You will then be prompted to enter a Title, Location, and Description of the meeting.
Next, you will want to fill out the Start Time, End Time, and Meeting Frequency.
Decide who you want to make this Sign-Up Available To, and then decide the Meeting Type.
When you are satisfied with the settings, click Next.
You will be shown a Meeting Summary which you should review to make sure that all the settings are correct.
When you are finished reviewing the settings, click Publish or Assign Participants & Publish.
Types of Sign-Up Meetings
1. Open Meetings
No sign-up is necessary.
It is a way to tell students that an event is occurring during a specific time period and that they are all invited.
Alternative to using calendar, but can also be used in conjunction with calendar.
2. Single Slot
Can configure the attendance list to allow unlimited participants or only allow a limited amount of students to sign-up.
Students must sign-up in order to appear on the attendance list
This is a good option if you want to have a running list of how many students plan on attending the event.
3. Multiple Slots
This is the best option if you are meeting with students one-on-one or in small groups to discuss group assignments.
If you set up a three-hour meeting, you can divide up the three hours into six half-hour slots or twelve quarter-hour slots.
TIP #5: If you believe that too many people have signed-up for a specific time period, you can click on a time slot and select Lock, which will prevent any more students from signing-up for that given time.
Other Default Settings
RECOMMENDATION: We encourage you to use these settings. For Max # of time slots, it would be beneficial for students to be allowed to sign-up for at least two times if you think they need to have some options and there is only one available slot per time allowed.