Group Registration Guide for Coordinators

GROUP REGISTRATION GUIDE For Coordinators

OVERVIEW

The majority of Professional Education offerings allow for groups of educators to participate together. This guide provides step-by-step instructions for those serving as a Coordinator for their group through the Registration process.

Please review the program website for program dates, group registration deadlines, group discounts if any, and policies.

NEED ANY SUPPORT? For any inquiry or question at any point, please submit a question.

KEY INFORMATION

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• One individual will serve as the Coordinator to submit a group registration form.

• The Coordinator may be a participant in the program or serve only as a Coordinator for other participants.

• The Coordinator will submit the following information for each participant: – Name – Job title – Email Correct email is key for participants to receive our communications.

Take a moment to add ppe@gse.harvard.edu and ppe_community@gse.harvard.edu to your safe senders list, so our emails won’t be blocked or land in junk or spam folders.

• The Coordinator will receive a group invoice.

• Groups of 50+ will need to be divided into smaller cohorts of 50 or less.

See below for instructions.

REGISTRATION PROCESS AT A GLANCE Coordinator submits group registration form by deadline

Coordinator receives invoice

Coordinator pays invoice by deadline

Participants receive emails and create user accounts

Participants gain access to the course on course launch date

GROUP REGISTRATION GUIDE For Coordinators

1. REGISTRATION

PRE-WORK: Collect your participants’ information Have the following information for each participant in your group ready before starting your application.

• Full Name • Job Title • Email

You can request changes after submitting the form. See FAQ section for details.

STEP 1. Log into the Professional Education Community.

If you don’t have an account, you can create one.

STEP 2. Complete your registration.

Once logged into the Professional Education Community, search for your program name, select “Apply”, and then select “Team.”

Please submit the form by the group registration deadline.

Search

Team

GROUP REGISTRATION GUIDE For Coordinators

STEP 3. Send the following email to all of your participants.

After you submit the group registration, each participant will receive email notifications. Please remind your participants by sending the following email.

Dear Colleague, I have registered for you to participate in an upcoming Harvard Professional Education program [insert program name here].

You should have received two emails from ppe@gse.harvard.edu.

• O ne with the subject line: Welcome to HGSE Professional Education Community –P lease follow the instructions to create your Professional Education Community account.

• A nother with the subject line stating that I have added you to the program group, followed by the program abbreviation and dates If you did not find this email in your inbox or spam folder, please submit a question to Harvard immediately so they can help you troubleshoot.

If your plans have changed and you can no longer participate, please email me immediately.

Group With 50+ If you have 50+ in your group, divide them so that each sub-group has 50 participants or less. Enter your first subgroup in the form and press “Submit.” Then return to the program page in the Professional Education Community, and select “Add Team” to add the next sub-group. Repeat the process until all participants have been entered.

Add Team

GROUP REGISTRATION GUIDE For Coordinators

2. INVOICE AND PAYMENT

Invoices will be generated upon submission of your registration form. You can find your invoice in the Professional Education Community in My Learning > My Invoice and Payments. The Payment is due by the “Payment Deadline” on the invoice.

Program access will only be given to participants who have paid in full.

For your group discount or other payment related questions, contact our Finance Team by submitting a question under the Question Topic “Invoice and Tuition Payments.”

My Learning

My Invoices and Payments

Payment Deadline

3. PROGRAM ACCESS

Participants will gain access to the course after your group invoice is paid in full.

Participants will receive a Canvas course invitation by 5:00 p.m ET on the first day of the program. The Canvas program website contains all course materials related to your participation in the program.

GROUP REGISTRATION GUIDE For Coordinators

FREQUENTLY ASKED QUESTIONS

What is your refund policy?

Request a refund by submitting a question. We will only grant refunds for withdrawal requests submitted by the program’s final payment deadline.

Need to make any change after submitting your registration?

All change requests are done by submitting a question. Common requests include: • Add, remove, swap participants before the application deadline.

Your participants’ list is final after the application deadline.

• Update incorrect email or other information for participants.

What do I do if participants are not receiving the program emails?

Make sure that you entered the correct email address for that participant. If the email is correct and the participant also searched his or her junk/spam folders, submit a question so our team will troubleshoot for you.

When will my group gain access to the program?

Participants will gain access to the course after your group invoice is paid in full.

The course website on Canvas, along with all course materials, will be made available online by 5:00 p.m. ET on the first day of the program. Once the course is live, participants will receive an email titled HGSE Professional Education Canvas Course Invitation and Password Reset from the Professional Education Community with instructions on how to log into the course.