Thank you SO much for presenting at Digital District Day 2020. This day couldn't happen without presenters like you, and we're so glad you're here!
It's very important that you take 15-20 minutes to read through all the steps below to be ready for a 100% virtual event, as we have many resources linked below to help you prepare for a seamless session, including a presenters-only technical support video room for the day-off. As always, you can reach out to Jessica Pederson or Allison Rothman at any time with any questions.
Step 1: Log into Sched
It's important to always be logged into Sched, so it's a good habit to get used to checking each time you visit our Sched page.
Step 2: Edit your session and/or profile as needed
While you may not need to make any changes right now, this step is good to click through at least once so that you know how to do it in the future.
Step 3: Give us some extra information about your session
We learned that there are a few session settings that only Sched admins can adjust, so we need a little more information from you. Watch the video first, and then make edits in our Session Updates Spreadsheet. More resources are linked below the video.
Scheduling a Meet (copy and paste the link)
Scheduling a Zoom (copy and paste the full link)
Step 4: RSVP as an attendee for DDD
This adds you to our attendee email updates list and helps us get an accurate headcount for the day for grant reporting.
Step 5: Sign up for sessions on our Sched
Sign up for sessions to attend during slots when you're not presenting! Presenters get a first look at the schedule before it's released to attendees. Just make sure you're logged into Sched so that you can save your spot.
Watch the video to learn how to sign up for sessions.
Step 6: Know what to expect for DDD 2020
With this year being 100% virtual, we wanted to help you feel more comfortable with presenting. We've linked our top 6 tips and resources to help you prepare and feel supported.
- Technical day-of support: Presenters experiencing technical issues when presenting can go to sfusd.edu/ddd-presenterhelp to join a Meet room staffed by DoT employees.
- SFUSD official slides template: Consider using the district's official slide deck template for your deck. You can even use Google Slides' master feature to change the images, layouts, formatting, and more, if you'd like to personalize it a little.
- Include breaks in your session: Copy and paste our break time slide into your deck to cue yourself when it's time for a break in your presentation. We recommend one 5-10 min break for a breakout session (60m long) and two 5-10 min breaks for a deeper dive workshop (1h45m long). The break slide also includes a link to our site with our official DDD break activities, including photo contests, trivia, and more. Feel free to check out some of these activities yourself!
- Get comfortable with Meet (or Zoom): Meet is the district's recommended platform for PD and meetings with adults, as it will be around long after COVID/distance learning is over, but you may also choose to use Zoom. See our Guide to Virtual Facilitation with Adults to learn more about these two tools. It may also be a good idea to practice presenting with a few friends or colleagues to feel more comfortable with the tool.
- Have a moderator: It's hard to manage a virtual training by yourself, so find 1-2 people to be your moderators. Have them monitor the chat window, answering attendee questions and unmuting themselves to bring up trending/bigger questions to you, the facilitator, to answer for everyone. This divide-n-conquer strategy frees you up to focus on your presentation and activities, instead of trying to divide your attention. Another key benefit of moderators is that they can post links to resources in the chat window for attendees to access quickly and easily. We've created a DDD Helpful Links document that your moderator(s) can use to quickly copy and paste links to DDD resources and help.
Pro tip: To make your own link(s) clickable, it has to be the entire URL, including the http:// part. We often use the format of "Name of resource: http://www.resource.com" to help attendees know where that particular URL will take them.
- Get a thought partner: Need some help converting your session into a virtual space? Submit a Help Desk ticket to request a Digital Learning team thought partner to work with you on developing or adjusting your session.
- Remember to take care of yourself that day: Have water available, find a quiet and well-lit space, and make sure you take bathroom breaks. You may want to have an easy lunch ready to eat, and it’s good to get up and move between sessions.
Step 7: Set attendees up for success (items from 7-31 email)
- Check sharing permissions: New hires without SFUSD emails will be attending. Open your settings to allow them access to materials. You can wait until the day-of to do this, and you can always re-secure it (SFUSD only) afterwards. Please also check your linked materials in your session description to make sure it’s the correct link.
- Welcome slide: Consider adding a slide at the very beginning of your deck that lists the session name, a brief description, and your name to help people know they are in the right place. See an example of a deck with this in practice.
- Make your presentation accessible: Google Slides has built-in captioning that will capture what the speaker says (you would need to repeat anything an attendee says to have it captured in caption). Meet also has captions that an individual attendee can turn on for themselves. There are no automated captions in Zoom at this time. Learn more about making your presentation accessible. You can also look over our resource on Accessibility in Digital Design for best practices.
- Record your session: We highly recommend recording your session, as long as it doesn’t capture identifiable student data. This allows participants both to return to the content later to review it at their own pace and to learn from sessions they weren’t able to attend. We aren’t collecting videos from presenters unless you’d like us to upload it to YouTube on the Digital Learning account. If part of a central office team, we encourage you to include your recording where you post your other resources. Lastly, if you record your session, please notify your attendees that you are recording.
- Feedback forms: We will have an overall DDD feedback form to gather feedback about the day, but there isn’t a feedback form for individual sessions. If you would like to gather your own feedback about your session, you certainly can. Attendees will receive the overall DDD feedback form via email from us before the day is over.
- Sign in form: Attendees will fill out the SFUSD PD attendance form bit.ly/SFUSDPDsignin for their entire day, so while you can remind them to fill it out if they haven’t already, you don’t need to have them fill it out for your specific session.
- Zoom users: If you gave us a Zoom link for your session, we will be “opening” up your SFUSD Zoom account to allow non-SFUSD accounts to join your Zoom to allow new hires to attend that may not have an SFUSD account yet. If you would like us to restore your SFUSD Zoom account back to only allowing SFUSD accounts to join after Digital District Day is over, making your future Zoom calls more secure, please reply to this email to let us know. If you are using Zoom for your session and we don’t hear from you, we will leave your account open.
- Presenter technical support: We have set up a special information desk just for presenters who need technical help on the day of. If something isn’t working right for you, you can visit sfusd.edu/ddd-presenterhelp to jump into a Meet with people who can answer your questions. It will be staffed and open continuously from 7:30 am until 3:30 pm.
Step 8: Promote your session(s)!
Get the word out about your session!
Share our virtual flyer with colleagues + other people who might be interested in attending your session. Word-of-mouth is a great way to let people know they might be interested in your session. And it's always nice to have a couple of friendly faces in the crowd.
It's as easy as sending them to sfusd.edu/ddd to RSVP to attend and to learn more about Digital District Day.