CTL Team Resources

Purpose (please read this): I spend a lot of time modifying the format of what people send me so it's all consistent on our event LibGuide. If, however, everyone submits the event item to me using the exact formatting listed below, then I simply have to copy and paste the items when modifying the LibGuide.  This will really help me a lot and I very much appreciate the effort!

Important Reminders: Please try to adhere to the exact formatting of the example below. If it's used as a template so everyone's event items are the same, this keeps our events consistent and professional looking.  Also, please do not only submit a start-time to an event. I need both a start and end time. 

Format

Title of Offering – Date, Time (e.g., March 12, 12:00-12:30 PM and March 13, 10:00-10:30 AM)
Location: [Insert Virtual or Physical Location] (e.g., https://mu.webex.com/meet/MClifford)

Description:
Include a brief, engaging description that highlights the value of the session. Explain the key takeaways, incorporating research or best practices where relevant. Provide an overview of what participants will learn and how it applies to their teaching practice or professional growth. End with a call to action encouraging registration. Please keep descriptions to about 100 words.

Example

Recharge, Refocus, Retain: The Power of Brain Breaks in Higher Education – March 12, 12:00-12:30 PM and March 13, 10:00-10:30 AM

Location: https://mu.webex.com/meet/MClifford

Discover how short, intentional brain breaks can transform the learning experience in higher education. Brain breaks—brief mental resets—are proven to boost focus, retention, and student engagement, especially in long lectures, complex discussions, or online learning environments. We will explore the science behind cognitive fatigue and attention spans, experience examples of effective brain breaks, and learn how to integrate them seamlessly into teaching practice. Whether you’re looking to energize a tired class or spark deeper learning, brain breaks offer a practical and research-based way to enhance student success. Register here.

Once an offering has been marketed, please complete the following steps to ensure smooth communication and engagement with registrants. This is specifically to help mitigate non-participation of registrants. Our participation rates are being noticed, and we need to ensure we are doing all we can to prevent non-attendance. 

Step 1: Monitor Registrations

• Within three days of the initial marketing push, check Qualtrics for new registrations.
• Continue monitoring regularly to capture additional registrants.

Step 2: Send Outlook Calendar Invitations

• Within three days of the initial marketing push, send an Outlook calendar request to all registrants.
• The calendar invitation should include:
  • CTL Workshop: Then the Title of the Offering
  • Date and Time
  • Location (virtual link or physical location)
  • Brief description of the session
  • Any necessary attachments or pre-session materials
• Important: This step applies to all offerings, even those scheduled later in the semester. Feedback indicates that participants prefer having these on their calendars in advance for better planning.
• As new participants register in Qualtrics, add them to the existing calendar invitation.

Step 3: Send Reminder Email

• 1-2 days before the offering, send a reminder email to all registrants.
• The email should include:
  • A subject line that highlights the session title and date/time (e.g., "Reminder: Recharge, Refocus, Retain – March 12, 12:00 PM")
  • A brief overview of the session
  • The session link or location details
  • Any necessary pre-session materials
• This step may seem redundant to Step 2, but reminder emails have shown to be critical in boosting attendance.

In addition to the standard communication one might do during the facilitation of a workshop, please make sure the following items are addressed so we can establish metrics for our offerings.

Step 1: Note Attendance

If meeting in person, have an attendance sheet so participants can sign in and attendance can be tracked.  If meeting virtually, obtain attendance from the Meetings area of Webex.

Step 2: Invite Participants to Complete Follow-Up Survey

Please allow a few minutes at the end of a session to administer the following Qualtrics satisfaction survey so we can ensure our topics are aligned with the needs of the faculty. We hope that the information from these surveys will help shape future professional development and meeting the needs of faculty and staff participants.

Copy this link and add your tag at the end: [https://marian.co1.qualtrics.com/jfe/form/SV_eUHgNkKJfhDZfro?SessionName=]

To customize it for a session (e.g., "AI Workshop Spring 2025"), you just add a tag to the end of the link like this:

https://marian.co1.qualtrics.com/jfe/form/SV_eUHgNkKJfhDZfro?SessionName=

Now when someone clicks that link, Qualtrics will store “AI_Workshop_Sp25” in the “SessionName” column in your results.

You can create a different link for each workshop, like:

• ...form/SV_eUHgNkKJfhDZfro?SessionName=GenZ_Teaching_SP25
• ...form/SV_eUHgNkKJfhDZfro?SessionName=AI_Lit_Panel_SP25
• ...form/SV_eUHgNkKJfhDZfro?SessionName=Rubrics_Workshop_SP25

Here's a video that walks you through all of these steps as well:

There are several follow-up items to consider after a scheduled session has been held that are important to the success of the CTL and the metrics that we track. 

Step 1: Follow-Up After the Offering

• Within 24-48 hours after the session, send a thank-you email to all participants.
• The email should include:
  • A message of appreciation for their engagement
  • Any handouts, PowerPoint slides, or relevant resources from the session
  • A link to the follow-up survey that was administered during the session to ensure all participants complete it. 
  • A closing note encouraging them to participate in future offerings

Step 2: Send Attendance to Michael Lockett

Michael Lockett (mlockett@marian.edu) maintains an attendance database for all offerings. This helps us track attendance so we can monitor trends. Please send the following information to Michael after an offering:

• The title of the session.
• The month, day, year of the session.
• The first and last names of all those who attended.

Step 3: Attach Pertinent Handouts to LibGuide Listing

If applicable, attach any handouts or other useful information to the LibGuide listing for that offering. This can serve as a portal of information for faculty who weren’t able to attend due to scheduling conflicts.

Step 4: Basque in the Joy of your Efforts

I appreciate you, your time, and your efforts with your professional development offerings! The CTL wouldn’t be what it is without you and your dedication.

Thank you for helping to ensure we have clarity, consistency, and professionalism with all we do. This will ultimately enhance the experience for our participants and show we are following good practices that boost attendance.