eDoctrina for Instructors
eDoctrina is the official platform where PGCPS staff members can use the Learner Dashboard to search the professional learning catalog, register for courses, and monitor professional learning activities.
Key Responsibilities of an instructor
Before a Course
Several Days before:
Monitor and manage the roster of registered learners
5 Days Before:
Verify the link to your virtual session is included in to the section details.
As Needed:
Send custom messages to registered learners
Day of:
Print a sign in sheet
After a Course
Within 48 HOURS
After a section concludes, attendance must be updated with 48 hours. If a section has multiple class meetings, update after each class meeting.
Update scores, if applicable
Update Roster Status, if not set to auto-complete.
Access edoctrina
From the PGCPS Homepage, access the Staff Portal.
Click on the Applications menu and select eDoctrina, then select Login to eDoctrina.
Enter your PGCPS username and password and click Sign In.
Select the QUICK LINKS menu in the top left.
Select INSTRUCTOR DASHBOARD.
Access_InstructorTools.mp4The INSTRUCTOR Dashboard
The Instructor Dashboard is the main page for all activities related to being an instructor for professional learning.
You will see a list of the courses to which you have been assigned as an instructor.
Filters - search by course name or section dates
2. Instructor Tools
Roster tools
Messaging
Attendance
Edit (to add Webinar Link)
Sign In Sheet
Surveys
3. Section Details - basic information about each course/section.
Roster Tools
The Roster icon provides access to most essential instructor activities.
Roster
View a list of registered learners.
Add or remove learners as needed.
Attendances
View and update attendance.
Waitlists (if available)
View a list of learners currently on the waitlist.
Add or remove learners as needed.
Dropped
View a list of learners who have been removed from the section.
Attachments
View or add links or files that will be visible to registered participants via the Learner Dashboard.
Adding and Removing Learners
Add a Learner
Access the Instructor Dashboard from the Quick-Links menu
Select the Roster icon to view a list of registered participants.
Click the Add Learner button
Search by name or EIN
Double click on the name to add the learner to the roster
Drop a Learner
Access the Instructor Dashboard from the Quick-Links menu
Select the Roster icon to view a list of registered participants.
Click the delete button to the right of the learner's name
edoctrina_add-remove-learner.mp4Bulk Import Learner
Preparing Your Data
Before you can start, you will need a CSV file (spreadsheet) with participant information saved to your computer.
The only data you will need in the spreadsheet is the learner’s name and EIN. To prevent errors, do not include usernames or email addresses.
If your data is in Google Sheets, select Download As from the File menu and select Comma Separated Values (CSV) as the format.
Importing Your Data
Now that your data is saved as a CSV file on your computer, you’re ready to import it.
Navigate to the Course /Section you need to update.
Select the Roster icon.
Click the Bulk Import button.
Locate and select your saved CSV file.
On the configure import screen:
Locate the column that contains the EINs and select UID/EIN from the dropdown menu.
For all other columns, select --do not import--
At the top of the window, set Skip Rows
Set to 0 if you DO NOT have a header row
Set to 1 if you DO have header row
Delimiter - most likely leave as “,”
Select what actions should be performed upon import (see options below)
Click the Import button.
If the import was successful, data will be highlighted in green. If it was unsuccessful, data will be highlighted in red.
Importing BEFORE a Section is Held
Mark Attended - unchecked
Mark Paid - unchecked (unless CPD)
Automatically increase seats...- either option
Send Registration Confirmation - checked
Send Wait List Confirmation - checked
Importing AFTER a Section is Held
Mark Attended - checked
Mark Paid - unchecked (unless CPD)
Automatically increase seats...- either option
Send Registration Confirmation - either option
Send Wait List Confirmation - unchecked
Waitlists
Moving Learners to the Waitlist
Access the Instructor Dashboard from the Quick-Links menu
Select the Roster icon to view a list of registered participants.
Click the Move to Waitlist button
Click Yes to confirm
Moving Learners from the Waitlist to the Roster
Access the Instructor Dashboard from the Quick-Links menu
Select the Roster icon to view a list of registered participants.
Select the Waitlist tab
Click the Move to Roster button
Click Yes to confirm
Messaging Learners
Send custom messages to all or to specific learners who are registered for the section.
Manual Messages
Access the Instructor Dashboard from the Quick-Links menu
Select the Messages icon for your section.
Recipients:
By default, all learners will receive the message.
Recipients can also be limited to specific learners or to everyone with a specific roster status (ie, Complete, No Show, etc).
Click inside the To field to open the selector window.
On the right, click the "x" next to the section number to remove it.
On the left, click one or more categories or learners to add the to the recipient list (on the right)
(Optional) Select the appropriate checkbox to copy Instructors or yourself on the message.
Subject: Enter the subject of the message
Body: Enter the contents of your message
Click Send. Registrants will receive the message in their PGCPS Gmail.
Automated Messages
Upcoming Section reminders are sent to registered learners 3 days before the session and the day before the sessions.
If the session is virtual, the link to the session will be included - as long as it is included in the section details. Please confirm with Office requesters/approvers that links are included.
EDITING WEBINAR LINKS
Webex or Zoom links must be added to a section at least 5 days before a section's start date.
Access the Instructor Dashboard from the Quick-Links menu
Select the Edit Configuration icon to open the Webinar link window.
Paste your webinar link. If needed, add instructions to the instructions field.
Click Save.
These details will be included in the automatic emails that are sent 3 days and 1 day before the session.
Printing sign in Sheets
Access the Instructor Dashboard from the Quick-Links menu
Select the Sign In Sheet icon to view a printable sign in sheet.
Click the Print icon in the top right corner.
Print as usual.
Updating attendance
Attendance must be updated within 48 hours of a class meeting. If a section meets multiple times, update after each meeting time.
UPDATING ATTENDANCE
Access the Instructor Dashboard from the Quick-Links menu
Select the Attendance icon
Update the Class Times field to All Days.
To mark attendance for an individual, select Not Recorded then choose the correct attendance status.
To mark attendance for the entire roster, select the Set Status for Everyone button at the top of the column, then choose the correct attendance status.
Every learner should have a status other than Not Recorded.
If you have a large roster, click next to view the next set of records or choose to view more records per page.
When you have updated attendance for all learners, on all pages, click Close
ATTENDANCE STATUS OPTIONS
Not Recorded - default option until action is taken
Attended - the learner was present for the session
Absent - the learner was not present for the session
Late Arrival - reserved for stipend courses
Early Departure - reserved for stipend courses
**NOTE***
If the roster is empty, you can also use the BULK UPLOAD option to add learners to a roster and mark them attended.
SELF CHECK-IN
When enabled for a section, the self check-in process allows registrants to be marked attended for an eDoctrina section by entering a 4 character code provided by the instructor. This process removes the need for a hard copy sign-in sheet and manual attendance entry, making the attendance process faster and more efficient.
Learners who are present, but not pre-registered have the option to submit a registration request. These requests will be displayed in a queue and can be approved by the instructor.
Using the Self Check-in Feature
Self Check-in is available 15 minutes prior to a session, during the session, and 1 hour after the session has concluded. The instructor can display the Self Check-in code, the QR code or provide the link for participants to access the course to check-in.
Participants must be logged into eDoctrina on their devices prior to scanning the QR code or accessing the link in order to be taken directly to the Self Check-in page. Those who do not use the code or the link will access the Self Check-in option from the Learner Dashboard.
What happens when a participant does or doesn't use self checks in:
Participants who check-in during the available time frame (15 minutes before through 1 hour after the session) are automatically marked attended.
After 24 hours, participants who did not check-in will be marked absent.
Instructors may manually update attendance for any participant who was present but unable to use self check-in.
Instructors must manually update attendance for specific scenarios such as late arrivals and early departures.
Instructors or Office requesters/approvers must manually process registration requests.
Accessing the Self Check-in Code
Select Instructor Dashboard from the Quick-links menu
A list of sections will be displayed. If nothing is displayed, click the Refresh button at the top of the page
Locate the current section and click the Self Check-in icon to access the self check-in information.
If you choose to display the QR code (for in-person sessions) or provide the link (for virtual sessions), remind participants they will need to be logged into eDoctrina before accessing the QR code/link.
Provide the code for registrants to enter during their self check-in process. (This code will apply to those who are pre-registered and to those who are requesting registration, if applicable.)
If the code is not available, self check-in may not be enabled for the section OR you are trying to access before the check-in window has opened.
Approving Registration Requests
After a participant who was not pre-registered for a session uses the Class Code to request registration, the Instructor will need to approve the request. Once the request has been approved, the participant will be added to the Roster and marked attended for the session.
If your section has more than one class time (e.g. a full-day class has a morning class time and an afternoon class time, please resolve any requests between class times.)
Approving Registration Requests
Select the Roster icon from the Instructor Dashboard
Select the Registration Requests tab.
To add/approve the request and add users to the section, click Move to roster.
A confirmation prompt will appear, click Yes.
To deny the request, click the trash can icon on the far right.
Updating LeArner Scores
Access the Instructor Dashboard from the Quick-Links menu
Select the Roster icon
Double click in the Score column next to the learner
Enter the score
Click outside the score entry box
REGISTRATION Status
Registration Status is the field that indicates whether or not a learner has completed a course. Only "completed" courses will appear on a learner's transcript. When a course is created, the Registration Status can be set to update automatically when specific criteria (attendance, score and/or survey completion) is met. In some cases, registration status must be updated manually.
Courses set to Auto Mark Complete, Registration Status will be automatically update 24 hours after the completion criteria has been met. In most cases, this is based on attendance.
If a course is not set up for Auto Completion, Registration Status must be manually updated by the instructor or Course Requester/Approver. This should be complete within 24 hours of taking the final attendance or entering scores.
If you are not sure what status is set for your course, check with Course Requester/Approver from the sponsoring office.
Updating Registration Status
Access the Roster tab.
Locate the Registration Status column.
For each learner, select the appropriate status.
Registration Status Options
Complete - All completion criteria is met. Course will appear on transcript.
Dropped - Learner was removed from roster.
Incomplete - Typically used for sections with multiple class times to indicate that a learner participated in some but not enough of the course to earn a status of "Complete"
No Show- Indicates a learner did not attend any of the course.
On Waitlist - The learner is/was on the waitlist.
Registered - The learner is registered. If no status is updated, this will remain as the status.
Withdrawn - Reserved for CPDS when a learner has attended
SURVEYS
Surveys are sent 30 minutes before the end of the last class time and are available for 30 days.
To view the results of the survey, click the dropdown menu and select Survey Statistics. A summary will be displayed. Click Export as PDF to view offline.
To export the data as a spreadsheet, click the dropdown menu and select Survey Export.
When you Need the OfFICE to HELP
To increase the number of seats.
If you don't see the course on your Instructor Dashboard
To confirm that Self Check-In is enabled
To Cancel a section
Learner registration statuses are not updating