Attendance Policy for Virtual Trainings
Effective July 1, 2024, ICOY has updated our attendance policy to capture attendance and participation as accurately as possible. Please note: failure to follow these guidelines may result in attendees' participation being marked as incomplete and render them ineligible to receive Continuing Education Units (CEUs) or Certificates of Attendance (COA).
Canceling ahead of time
All registrants that can no longer attend a training they have registered for should plan to give notice of their cancellation at least 3 business days ahead of the start date.
In order to cancel your registration, you may contact ICOY's Training Team with the details of your cancellation. Please include your name, the title of training you are registered for, and the date.
On the day of the training
- Audio & Video requirements for participants
- The “dial-in option” offered via Zoom will no longer be recognized as an acceptable form of participation, and will no longer be offered as an option for our trainings.
- Participants must have access to a device with a functioning microphone or headphones.
- Participants must utilize a computer with a stable internet connection.
- All attendees' web cameras must be turned on for the duration of the training
- If an attendee must step away, they should communicate this to the training coordinator via the chat function in Zoom. Failure to do so may result in attendees' participation being marked as incomplete for the training.
- AI Usage
- Use of 3rd party AI tools, or AI-based note taking software, is not permitted for use in any ICOY trainings under any circumstances. Anyone found to be in violation of this rule will be removed from the training and sent to the waiting room.
- Joining an ICOY training via AI-based assistants is not a suitable form of participation. Anyone found to be using tools of this nature will not be granted credit towards participation.
- As a standard practice, ICOY will not use Zoom's AI Companion during trainings.
- Only one participant per device
- ICOY strongly advises against any device sharing between participants in our virtual trainings.
- If multiple people log in to a training using a single computer, ICOY will only record the name and organization of the registrant whose computer is being utilized as having attended the training. Further, only the individual that registers for the training will be eligible to receive CEUs and a Certificate of Attendance.
- Only ICOY has the authority to decide whether or an attendee will receive credit. A manager or supervisor cannot vouch for participation credit to be received and validated. A manager or supervisor cannot voucher for your participation for credits to be received or validated.
- All attendees are expected to actively participate for the duration of the training
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- Active participation consists of:
- Staying visible during the training via webcam
- Contributing comments during open discussions (written or verbal)
- Engaging in group activities during breakout session
- Responding to poll questions, where applicable
- Failure to do so may result in attendees' participation being marked as incomplete.
- Any participants that are unable to attend the full training should contact ICOY's Training Team to determine if they are still eligible to receive credit for their participation. Any requests sent to ICOY's Training Team on this matter should include the participant's name, the title/date of the training, and any other details relevant to the situation.
- Active participation is up to the discretion of the trainer. If the trainer(s) notices low participation, the attendee will be moved into the waiting room.
- Active participation consists of:
Please note: On the day of the training, if there are issues connecting, or if participants cannot be active during the entirety of the training, they must reach out to ICOY's Training Team to notify them of the situation. ICOY will not recognize attendance for those that fail to communicate any discrepancies, and these participants will be ineligible to receive CEUs or a Certificate of Attendance.
Obtaining proof of participation or credit for the completion of trainings
In order to receive a Certificate of Attendance (COA) or Continuing Education Units (CEUs), participants must complete the evaluation provided to them within two weeks of finishing a training. If completed within two weeks, the submission will automatically generate a certificate of attendance to be delivered via email. CEUs are able to be requested within the evaluation for each training, and those who elect to apply them can expect to receive them near the end of each month. Evaluations submitted more than two weeks after the date of a training are not eligible to receive a Certificate of Attendance or Continuing Education Units.
