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University of Oregon
Making Tracks: Registration and Tracking System User Guide

Making Tracks, A Registration and Tracking System for the University of Oregon brought to you by Professional Development

SUPPORT GUIDE FOR: GENERAL USERS

Users are able to access the Making Tracks: Registration and Tracking System at any time by clicking on the following link: http://odt.uoregon.edu/registration

Making Tracks, A Registration and Tracking System for the University of Oregon brought to you by Professional Development. Click here to email your questions, comments and concerns to Professional Development team.

Table of Contents

  1. General Site Information
    1. Purpose and Functionality
    2. Permission Scheme
    3. Logging In
    4. Link Tabs
    5. Terminology
  2. General Site Options
    1. Home
    2. Course Listings
      1. Categories
      2. Viewing course details
      3. Registering for a course
      4. Managing Waitlist
      5. Unregistering for a course
    3. Course Search
      1. Performing a basic search
      2. Performing an advanced search
    4. Additional Resources
    5. My Courses

SITE INFORMATION AND GENERAL FEATURES

The following section provides an overview of the Making Tracks: Registration and Tracking System and details the universal features found throughout the site.

Purpose and Functionality

The Making Tracks, A Registration and Tracking System for the University of Oregon brought to you by Professional Development was created to enable and promote professional development opportunities at University of Oregon. This website provides a centralized location for anyone to advertise a course targeted to University of Oregon faculty and staff. A central resource for course listings makes it easier to find opportunities to grow and further their education. Anyone with a Duck ID account can click on a course listed within the Making Tracks: Registration and Tracking System and register for it, and instructors are able to manage their enrollment in this easy-to-use website.

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Permission Scheme

There are four levels of permissions built into this registration and tracking system

1) Unauthenticated User

This entails anyone on the website that has not logged in. This group of people is able to view any of the published courses. Once they try to register for a course they will be prompted to login with a Duck ID account.

2) Authenticated User

This group entails anyone who has successfully logged into the site. This group can sign up for courses in the system.

3) Instructor

This group entails anyone specifically granted “instructor” permissions. Instructor permissions are tied to departments that are listed in the registration and tracking system. An instructor is granted the ability to manage any of the courses that have been created under the departments they are assigned to. A user can be granted instructor permission to manage courses in multiple departments as well as create new courses and sessions under those specified departments.

4) Administrator

This is a very select group and permissions to this group will be limited to one person per department. The administrator group has permission to manage enrollment and create courses in any department. Administrators also mange the following lists in the system: categories, departments, restrictions and manage user permissions.

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Logging In

To log into the Making Tracks: Registration and Tracking System, click on the [Login] link located in in the upper right-hand area of the site. This will take you to a section which prompts you to log in with your Duck ID account. Using a Duck ID account is the only way to log into the Making Tracks: Registration and Tracking System and utilize its features. After you have entered a proper Duck ID account, you will automatically be redirected back to the Making Tracks: Registration and Tracking System, which will have you officially logged in and able to access the various features of the site.

A picture of the login link for the Making Tracks: Registration and Tracking System

The login link for the Making Tracks: Registration and Tracking System

To log out, there will be a [Logout] link in place of the former [Login] link. Click the [Logout] link to log out of the Making Tracks: Registration and Tracking System.

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Tabs

As a user navigates through the Making Tracks: Registration and Tracking System, "file tab" images will appear from time to time above the headings/titles of the different sections. These are quicklinks to previous pages within the currently-viewed section that have been created to help the user navigate through the site easily and efficiently. Clicking on them will open the corresponding section of the site.

A picture of the tab links

The tab links

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Terminology

Here are a few terms that might make navigating the Making Tracks: Registration and Tracking System a little easier:

Class is an individual meeting date & time for a course session
Course is the description of the training offered.
Section (a.k.a.> Session) is a particular offering of the course.
Date & Time refers to the actual and date and times a section will be offered.

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GENERAL SITE OPTIONS

The following section provides general overviews of the Making Tracks: Registration and Tracking System's tools and options along with explanations on how to use them. The sections of the Making Tracks: Registration and Tracking System detailed are available to all general users.

All of the options mentioned in this section are accessible from any point within the Making Tracks: Registration and Tracking System by clicking the associated link located within the links column on the left-hand side of the site.

 

Home
Users of the Making Tracks: Registration and Tracking System can click on the Home link located within the left-hand navigation column at any time from any point in the site to return to the site homepage.
A picture of the navigation bar

The left-hand navigation bar

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Course Listings

The Course Listings section of the Making Tracks: Registration and Tracking System provides users with a concise listing of all available courses. It allows users to view course information, research different aspects and requirements of each individual course and register for any desired courses. Users can find out not only which courses are available, but also the instructor, location, times, registration opening/closing dates and the remaining seats for each course.

Click on Course Listing in the left-hand navigation bar to enter this section of the Making Tracks: Registration and Tracking System.

A picture of a course listing within the Making Tracks: Registration and Tracking System

A course listing within the Making Tracks: Registration and Tracking System

Categories

The Making Tracks: Registration and Tracking System uses categories, which are broad topic classifications, to organize the listings of courses that are available to the site's users. They can assist users with navigating to appropriate courses more efficiently and to simplify the course searching process overall. To view courses within a specific category, use the category pulldown menu located directly below the Course Listing heading to select the appropriate category, which will automatically display the courses found within the selected category.

Course Details

To see the details of a course, click on the title of the desired course. This will access the specific details of the course, such as a description, location and restrictions (if any).

To Register for a Course

Find the desired course and session and click on the Registration link, which is located on the right side of the course's listing. If there are multiple sessions for a course, there will be an individual Registration link for each session. To register, click the <Submit My Registration> button located below the course details. If the registration attempt was successful, a screen will appear that states that you are registered for the course and will display the course details, such as dates and times, location and instructor. Successful registrants should receive an email to their Duck ID account shortly after registering. There will also be a linked title for the course, which upon selecting takes a user back to that course's details.

If you click the title of the course, it will open the details page for the course, which will also have Registration links located in the sessions listings located toward the bottom of the section.

A picture of how the Making Tracks: Registration and Tracking System displays a course along with the register link located on the right-hand side

Display of a course with Register link on the right-hand side

Some courses require a fee. When registering for these courses, the course's details page will list the cost under the last heading, Session Cost. There will be a text box for an index number. Enter the University of Oregon account index number you wish the course fee to be billed to and click the <Submit My Registration> button to register for the course. Using an University of Oregon index account is often the only method of payment accepted for course registration. If this is an issue or you would simply like to pay using a different method, you are encouraged to contact the course instructor and discuss the matter with him/her.

A picture of the session cost section of a course registration form

Session cost section of a course registration form

Managing Waitlist

When there are no available seats in a course, the user is allowed to register in the waiting list(if waiting list is enabled by the administrator). When another user decides to unregister from the course, the users who are on the waiting list still remain in the waiting list and must contact the instrutor to register them in the course(instructors might decide to register the users in the waiting list). When a position opens up in a course, users will be allowed to register in the course only if the sum of the users in the waiting list and the users who are already registered is less than the total capacity for the course.

To Unregister for a Course

It is a simple process for users of the Making Tracks: Registration and Tracking System to unregister from a course that they had previously registered for. Find the desired course and click on the Unregister link, which is located on the right side of the course's listing. The site will prompt you to confirm your desire to unregister from the selected course. To unregister, click the <Yes> button. If you wish to stay registered for the course, click the <No> button, which will redirect you to the details page for the course. If you successfully unregister for a class, a message will appear on the site stating that you are no longer registered for the course. You will receive an email to your Duck ID account confirming this shortly after unregistering.

Display of a course that a user is registered for, which has the Unregister link on the right-hand side

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Course Search

The Course Search section of the Making Tracks: Registration and Tracking System provides an easy-to-use way to search for courses by means of a variety of criteria, such as title, keywords, category, department and start and end dates.

To Perform Searches

Click on Course Search in the left-hand navigation bar to enter this section of the Making Tracks: Registration and Tracking System. Users can perform a basic search by entering keywords in the text box under the Course Search heading and then hitting the <return> (<enter>) key on their computer keyboard. The Making Tracks: Registration and Tracking System will search for the entered search string in both course titles and course descriptions.

A picture showing how one would conduct a basic course search

Conducting a basic course search (Show inactive sessions option only available to instructors and administrators)

To perform an advanced search, click the Advanced Search box , which will provide the user with additional search options. Note that this option is only available to instructors and administrators. These options include limiting the search to courses listed under specific categories and/or specific departments, along with courses with a specified start date or end date. There is also the option of searching the courses that other users are registered for by means of their Duck ID username (note that there is also a link located directly below the text box for this option that opens the Find Someone section of the University of Oregon website in the event that you are unaware of a specific user's Duck ID username).

A picture showing how one would conduct an advanced course search

Conducting an advanced course search

A display of the results after conducting a course search

Displaying results after conducting a course search

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Additional Resources

The Additional Resource section of the Making Tracks: Registration and Tracking System provides information about professional development opportunities that are available for users by University of Oregon.

Click on the Additional Resources link in the left-hand navigation bar. Links to external resources will be listed under topic headings.

A picture showing the listing of various resourses available to users within the Additional Resources section of the Making Tracks: Registration and Tracking System

A listing of the various resources available to users

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My Courses

The My Courses section of the Making Tracks: Registration and Tracking System provides users with a quick reference with regard to the courses that they are registered for. It lists all of a user's courses along with links to the details page of each of the courses. Unregistration from previously registered courses can also be done from this section. Course listings that are displayed with a blue background are courses for which the user is actively registered for. Course listings that are displayed with a red background are courses for which the user has been placed on the waiting list due to lack of available seats.

Click on My Courses in the left-hand navigation bar to enter this section of the site.

Display of a the courses that a user is registered for as found in the My Courses section of the Making Tracks: Registration and Tracking System

Display of a user's courses in the My Courses section.

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