Who?

Does What?

VR Trainer or Training and Development Specialist 

Review the Meeting & Training Calendar to avoid scheduling concurrent training events.

1. Creates the Nebraska VR training event on Outlook Calendar with:
    
   • Description: (write the purpose, a description, and/or listed agenda for the session),
      
   • Audience Expectation: (required or optional, attend one of two events, list staff positions if not intended for VR All Staff),
      
   • Materials: (Attach or provide links to supplemental documents, slide decks, etc.; all of which should be emailed to interpreters in advance.),
      
   • Recorded: (Yes or No), and
      
   • Accommodation request notice to be emailed to the meeting host specified at least 4 weeks prior to the scheduled event:

If, because of disability, auxiliary aids or reasonable accommodations are needed to fully participate in this training or meeting, contact <<meeting host email>> by <<date/time 4 weeks before event>>.   

2. Sets up Zoom or Microsoft Teams Link and/or conference rooms, if applicable.

3. Invites vr.allstaff@nebraska.gov, Meeting & Training Calendar, and atp.allstaff@nebraska.gov, if applicable.
    
   1. For Nebraska VR University events, also include the Director for the Commission for the Blind and the Director for Commission for the Deaf and Hard of Hearing.
       

VR Staff Member

4. Accepts Nebraska VR training event on their calendar.
    
5. Contacts trainer and/or meeting host if accommodations are required to fully participate in the training. 
    

VR Trainer or Training and Development Specialist 

Arranges requested accommodations at least 4 weeks prior to the event, as applicable. 

6. Trains staff.
   
   At the start of training: 
    
   • Spotlights any interpreters/translators in Zoom, if applicable.
      
   • Enables multipin for any interpreters/translators in Zoom, if applicable.
      
   • Mentions if the Nebraska VR training event will be recorded and shared with any reference materials, if applicable.
      
7. Sends a thank you note to external presenter(s), if applicable.
    
8. After training, downloads and appropriately renames the digital file from the recording link when it becomes available.
    
9. Uploads digital file to VRIS.
    
   1. Goes to Training Resources on VRIS.
       
   2. Uses the Training document library to create a new folder or selects an already existing folder.
       
      1. To create a new folder, click New from the drop-down menu and select Folder.
          
      2. Type the folder name and click Create.
          
      3. Open the file that was newly created.
          
   3. Select the Three Dots menu item, selects Upload, and then selects Files from the dropdown menu. 
       
   4. Selects the recording and necessary materials to upload.
       
   5. After uploading, opens the recording to edit Video Settings. 
       
      1. Switch the Viewing dropdown option to Editing for the editing options to appear. The page will refresh automatically.
          
      2. Select Video Settings from the editing options.
          
      3. Turn on About Video and include an appropriate Title, then select the check mark button to save the title.
          
      4. Include a description of the video with original recording date in the dialogue box below the title, then select the check mark button to save the description.  
          
10. 1. 5. Select Transcript and Captions from the Video Settings menu. Captions should generate automatically, or select Upload to upload already generated .vtt file transcripts. (Note: Stream only allows .vtt file transcripts.)
           
       6. Turn OFF Chapters, Interactivity, and Comments.
           
       7. Turn on Analytics
           
       8. Switch the setting back from Editing to Viewing. The page will refresh with the saved edits and can now be closed.
           
11. Return to the document library containing the file with uploaded recording and materials, then right-clicks (ctrl + clicks using track pad) the file containing the recording and materials, and selects Copy Link to copy the link. 
     
12. Emails vr.allstaff@nebraska.gov and if applicable, atp.allstaff@nebraska.gov, the file link when the training is posted on VRIS.

The <<Title of the Recording>> recording is now available in the <<name of folder>> folder in the Training Resources section of VRIS.

12. Creates calendar reminder to review uploaded recording and materials in one year to check for relevancy and/or outdated information.
     

VR Staff Members Who Do Not Attend Training

 

13. Follows-up with their supervisor for alternative viewing options or watches the recording, if applicable.