Online CDE Registration Documentation

California
Career Development Event
Online Registration
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Table of Contents
About This Program........................................................................................................................ 1
Event Registration........................................................................................................................... 1
Registration Administration............................................................................................................ 5
Field Day Setup ........................................................................................................................... 6
Field Day Event Setup ............................................................................................................ 6
Contest Setup .......................................................................................................................... 7
Mailing List and Password Generation....................................................................................... 9
Editing the Password List ..................................................................................................... 11
CalAgEd Password Lookup Feature ..................................................................................... 11
Administration .......................................................................................................................... 13
List Registrations .................................................................................................................. 13
Exporting Contestant Names ................................................................................................ 19
Contacting Registered Schools ............................................................................................. 20
Editing School Information................................................................................................... 20
Recording Payments ............................................................................................................. 21
Information for Contest Advisors ......................................................................................... 23
Making a Direct Link to the Registration Screen ................................................................. 23
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Online CDE Registration
Event Registration
About This Program
The online registration was first used at for Fresno State in 2003. The purpose of the program is
to provide host schools and contest advisors with immediate real- time registration information,
reduce the time it takes to manage event registration, and simplify the registration process for
competing schools.
This program is integrated in to the California Agriculture Teachers’ Directory and hosted on the
CalAgEd web site. The documentation is divided into two parts: 1) School registration
information and 2) contest administration.
Program developed by Michael Spiess, College of Agriculture, California State University,
Chico ([email protected]) with help from the Fresno State Field Day Committee.
Record your host institution login and password below:
Login
Password
Event Registration
Schools are sent a registration password that is unique to the school and a specific contest. To
register the school simply goes to the site:
http://www.calaged.org/registration
or to a host school link that points to the site and completes the following steps:
1. Selects the contest (only contests with open registration are listed).
2. Enter their password
3. Enters basic contact information (defaults from the California Agricultural Teacher’s
Directory are provided
4. Enters the number of contestants and alternates (if allowed) for each contest.
5. Enters the contestant names (if required).
6. Reviews (and edits as needed) their registration
7. Prints out a copy of their registration with the fees computed.
Registration is allowed only once per school. If a school needs to make registration changes,
they should contact the host school directly.
Schools can list current information for their school (included paid date) or by contest.
Revised: 1/2005
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Online CDE Registration
Event Registration
Main Registration Menu
Registration Entry Screen
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Online CDE Registration
Event Registration
Registration / Contest Information Menu (public)
Main Registration Menu
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Online CDE Registration
Registration Administration
Main Registration Menu
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Online CDE Registration
Registration Administration
Registration Administration
All administration functions are accomplished via the Web. Each host school has a login and
password that allow access to their contests. The Administration Site is:
http://www.calaged.org/registration/admin
Admin functions include: Contest Setup, Mailing List and Password Generation, and
Registration Administration. The interface for the program is drive n by a menu of
Administration Options.
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Online CDE Registration
Registration Administration
Field Day Setup
Contest setup includes the creation of a contest event (field day) and entering the important
registration dates that control the online registration process. Once a contest event is setup, then
individual contests can be entered or edited for that event.
Field Day Event Setup
The following information is required:
Field Day Description
Event Starting Date
Registration Opening Date
Revised: 1/2005
This is the title given to the event on the school
registration screen.
Enter as mm/dd/yy. This date will be published on the
school registration screen.
Enter as mm/dd/yy. This is the first date that the field
day will appear on the school registration and the first
date that a school can register.
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Online CDE Registration
Registration Deadline
Late Registration Deadline
Remit To Text:
Copy Contests From
Registration Administration
Enter as mm/dd/yy. This is the last date that a school
can register and have regular fees apply.
Enter as mm/dd/yy. This is the last date a school can
register online. If no late registration fees apply then
enter the same date as the Registration Deadline.
These are the instructions that print on the registration
receipt. HTML is allowed, but newlines (enter key)
will be removed. Use the HTML tag <BR> to create a
new line.
Copies all the contests from a prior field day.
Recommended! You can edit the list later.
Contest Setup
Each contest for the field day needs to be setup (or at least reviewed). Existing contests can be
listed (and printed) using the List option (below).
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Online CDE Registration
Registration Administration
Contest information can be added or edited at anytime, but will not affect existing registrations.
The information required for each contest is:
Contest
State Final
Team Fee
Late Team
Fee
Contestant
Fee
Late
Contestant
Fee
Max Team
Size
Max
Contestants
Allow
Alternates
Comments
Preregistration
Required
URL
Revised: 1/2005
The name of the contest
Displays on the registration screen
Fee charge per team (see team size below)
Fee charged during the late registration period
Fee charged for each contestant
Fee charged for each contestant during late registration
Maximum number of contestants per team. (Team fees are determined by
dividing the number of registered contestants by Max Team Size)
Maximum number of contestants allowed
Additional alternates can be registered if this box is checked and contestant
fees apply.
Display on the registration screen
If this box is checked then the school must enter contestant names. NOTE:
Names are not prompted for alternates.
A link on the registration is created to this URL to allow additional contest
information. To be delivered via the web. Enter a complete link such as:
http://www.myschool.edu/ffafieldday/agMechanics
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Online CDE Registration
Registration Administration
Mailing List and Password Generation
A mailing list and contest specific password are generated from the California Agricultural
Teachers’ Directory. Schools cannot register until they have a valid password for a specific
field day. You may regenerate this list as needed since existing passwords are not changed for a
specific school/field day combination
The list is generated in a tab delimited text format and can be imported in to Excel, Word, or
used as is for mail merging. It is recommend that this list be used to generate mailing labels,
contest information letters, and as a reference list. Host institutions not wishing to invite all
schools with FFA chapters (ex. a regional contest) in California can edit the list before using it to
send invitations.. The school name, chapter name, mailing address, and advisor contact
information (if available) including email are listed in the downloaded file.
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Online CDE Registration
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Registration Administration
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Online CDE Registration
Registration Administration
When using this file be sure to change you open option “Files of Type” to text so the file will
appear in the list.
Editing the Password List
Once generated, the host can delete schools from the password list which blocks registration or
add new schools (like 4H chapters).
CalAgEd Password Lookup Feature
Host schools can send a generic letter or email to high schools and still control who can register
for their field days. This feature will work for all CA high schools that have a CalAgEd login
and password. If you add schools to the password list (ex. 4H clubs) they will have to be sent
their password to register.
Schools should be directed to the page:
http://www.calaged.org/registration/get_password.asp or to
http://www.calaged.org/registration
The will be prompted to enter their CalAgEd username and password (see below).
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Online CDE Registration
Registration Administration
After successful login, the screen will list all field days with open registration AND generated
passwords. If a school has been removed from the password list for a specific field day then that
field day will not appear. Host schools control the generation and maintenance of the password
list for their field days as well as the registration dates. See the sample screen below.
To register the high school may record the field day password displayed on the screen for later
use or simple click on the password and be taken directly to the registration password entry
screen with the password pre-entered.
The link shown at the top of the page can be emailed to high schools and/or placed on the host
schools web page.
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Online CDE Registration
Registration Administration
Administration
During the registration process the field day administrator can list registration, edit registration,
and delete registrations.
List Registrations
Registration can be listed by school or contest. These are the same options available to
competing schools except that all schools or contests can be displayed. Contest advisors can use
the public options to keep tabs on the current registration.
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Online CDE Registration
Registration Administration
The additional options to print a registration summary (list all contests and number of
contestants) and to list the contestants (pre-registration names) for one or all contests are
available to field administrators. Note: Data is in table format and can be extracted by cutting
and pasting.
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Online CDE Registration
Registration Administration
Registration Summary By Contest
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Online CDE Registration
Registration Administration
Registration Summary By School
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Online CDE Registration
Registration Administration
School Registration Information (Public view shows only contest information)
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Online CDE Registration
Registration Administration
Contest Information
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Online CDE Registration
Registration Administration
Contestant List
Exporting Contestant Names
Pre-registration names can be exported for use in the California CDE tabulations program. Use
the “Export” link found on the Contestant List screen (above). The exported file is a comma
delimited file with School and Name. NOTE: If a school registers more than one team then the
teams will be separated in the file by adding a (2) to the second school name, and so forth. The
exported file can be opened in Word or Excel, choose type “text”.
The “Export All Contestants” link is NOT for use with the Tabulations programs, but provides a
means of exporting all contestants with the School, Chapter, Contest, and Name. This file is also
comma delimited.
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Online CDE Registration
Registration Administration
Contacting Registered Schools
Registered schools can be contacted using the email option. The email address entered by the
school during the registration process is used. No attachments are allowed, but a URL (link) can
be included in the text of the message.
Editing School Information
School information can be edited or added using this option. This is useful in adjusting
registrations or manual entry of an entire school. A new registration number is assigned (as a
audit) and a new registration page is printed. NOTE: Contestant Names CANNOT be entered.
If pre-registration of contestants is being used you can delete the existing registration and reenter using the schools password.
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Online CDE Registration
Registration Administration
Recording Payments
Payments are recorded using the screen shown below as payments are received. Payments will
also be shown on the Registration List (see above). Payments and be entered by registration
number or by selecting the school by name.
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Online CDE Registration
Registration Administration
School Selection Screen
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Online CDE Registration
Registration Administration
Payment Entry Screen
Information for Contest Advisors
Contest advisors can view registration information in real time with using the administrator’s
login and password. Simple go to the public registration web site and choose one of the list
options.
Making a Direct Link to the Registration Screen
Host institutions may wish to create a direct link to the field day registration. This is possible by
using the URL of the field day shown in the example. The link is determined by going to the
main registration screen and choosing your field day. The link to the resulting page can then be
used to create the direct link. This same technique can be used to create a direct link to the
contest list information.
Sample Link:
http://www.calaged.org/registration/EnterAccessCode.asp?FieldDayID=4
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Online CDE Registration
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Registration Administration
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