Cancel Training with Intent to Reschedule

This is the procedure for cancelling a training with the intent of rescheduling the session for a new date and time.

Stacy Price
28 steps
3 minutes

Wvregistry

Scribe

**Policy** All in-person or webinar Scheduled Events must be properly maintained in the WVSTARS Registry. Therefore, training cancellations must be handled efficiently, and effective communication with all parties must be prioritized. It is the responsibility of Professional Development Providers to ensure Scheduled Events are completed, canceled, or rescheduled and recorded promptly in the registry. WVSTARS staff serve to support PDPs and instructors in this process.

Training entities and individual instructors/trainers will determine if the training will be cancelled or rescheduled, not WV STARS.

**Before making changes, instructors need to run the Class Roster Report with the phone number & email address options selected.**

## Rescheduling Guidelines - We encourage instructors to consider participant need and interest when determining to reschedule vs cancel training. - Participants from the original registration list must be notified by phone/email of the new date/time or location. - The rescheduled date can be added to the additional comments section to be included in the automated email. - We encourage instructors to reach out to WV STARS Staff with questions about the best way to reschedule the training within the registry system. - If you need to remove a course from the Scheduled Event calendar and replace it with a different course – for example you need to replace a face-to-face course with an online webinar course, follow the guide for "Training Course Change Procedure".

Decide to cancel or make changes to a scheduled event following the applicable rules of your Entity/Organization.

Once changes are decided, run a "Class Roster Report" with the registered user's email and phone number selected. To run the report, follow the steps below:

Click "Reporting"

Find "Class Roster Report". Click "Create".

Give the report an appropriate name.

If you need to, you can email a copy of this report to an email address of your choosing.

Leave the "Report Type" as "HTML".

In the "Course Box", start typing the name of your course and it should populate.

Click on the course.

Click the "Scheduled Event" box and select the correct scheduled event.

Click "Search".

Click the box next to the correct scheduled event.

For "Report Include"...have all but the "Include User Free Form field Columns" selected.

You can Sort Records By "Student Last Name" option if you wish.

Click "Run Report".

To view the report, click on its title.

You now have a list of all the participants, email addresses, workplaces, and phone numbers.

At this point, you need to directly contact the participants via phone/email to notify them that this event is being rescheduled. Once you know the new date/time of the event, notify all participants. **DO NOT USE the "Email Registered Participants" option in the Scheduled Event for contact (it doesn't work as attended and participants may not get the email).**

If the session is face-to-face, the instructor must also contact the hosting site to request that the change in date/time sign be posted.

If someone calls and cancels their attendance, first mark their status as "did not attend" (to get the course off their dashboard) and save. Then remove them from the scheduled event by selecting the box next to their name (in manage scheduled event), then select remove selected users, and save to update the changes.

Next, you'll change the date/time of the scheduled event.

Click "Manage Learning"

Click "Manage Scheduled Events"

Click on the "Course" box. Start typing the name of the training and it should populate.

Click the name of the course.

Click "Search"

Find the event you want to change and click on its title.

Click "Switch to Edit Schedule"

Scroll down to the "When" boxes and change the date and time.

Make sure that the new date/time is free (it will be in blue on the calendar to the right).

Click "Save Event" to save all changes.

Users will NOT receive an automated email about any date/time changes to a scheduled event.

WVECTCR Funding Information - TCR-ECE is supported by federal funding passed through the West Virginia Department of Human Services: Federal award amount: $4,727,547 (99.9% of program budget) State award amount: $5,122 (0.1%). TCR-OMCFH is supported by state funding through the West Virginia Department of Health. TCR-HV is supported by federal funding passed through the West Virginia Department of Health: Federal award amount: $225,000 (100% of program budget) State award amount: $0 (0%).