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Erik Kelly
Interim Instructional Support Supervisor

Vanessa Yieh
Technology Support Specialist


Zachary Zahringer
Technology Support Specialist
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GENERAL INFORMATION

Overview

SignupSheet allows instructors and authorized assistants to create and distribute online signup sheets. SignupSheet can be utilized in a variety of ways, including student selection of essay topics and signups for presentation timeslots.

Instructors and assistants that have been given SignupSheet access through Assistants are able to create and edit signup sheets for their class(es). All enrolled students can sign up, and anyone with a UCInetID can be assigned a signup sheet.

USING SIGNUPSHEET

Access SignupSheet

  1. Sign in to EEE.
  2. Click ToolBox.
    Image of ToolBox
  3. Click SignupSheet.
    Image of Signupsheet link
You should now be in SignupSheet.

CREATING & EDITING SIGNUPSHEETS

Create signup sheets

  1. Verify that you are within your "My Library" tab.
    Image of My Library tab
  2. Click the "Create New Signup Sheet" button.
    Image of create new signup sheet button
  3. Enter a new title and description for your signup sheet in the appropriate fields.
  4. Enter all items you would like to include in your signup sheet under "Signup Items."
  5. Optionally, enter the maximum number of individuals allowed to sign up for each item.
  6. Click
    • Save & Continue - To save your signup sheet and continue creating.
      Image of save and continue button
    • Save & Done Creating - To save your signup sheet and return to the "My Library" tab.
      Image of save and done creating button
Your new signup sheet should now be available in your "My Library" tab.

Automatically create timeslots

If you are collecting signups for timeslots, you can save time and effort by automatically creating your timeslots, rather than manually typing them in.

Automatically create timeslots:

  1. Create or edit a signup sheet.
  2. Click Option: Automatically create timeslots.
    image of option: automatically create timeslots
  3. Choose settings:
    • Select a label.
    • Select a time range.
    • Select a date, or click choose a day of the week to select a day of the week.
      image of choose a day of the week link
    • Select number of slots, or click define timeslot length to define the length of the timeslot.
      image of define a timeslot lenth link
    • Select the gap between slots.
    • Select the number of signups you wish to allow per timeslot.
    • Click Add.
      image of add button
  4. Click
    • Save & Continue - To save your signup sheet and continue creating.
      Image of save and continue button
    • Save & Done Creating - To save your signup sheet and return to the "My Library" tab.
      Image of save and done creating button
Your signup sheet should now include automatically generated timeslots based on your settings.

Reorder items in signup sheets

  1. Create or edit a signup sheet.
  2. Click Reorder.
    Image of reorder button
  3. Select the question or heading you wish to move and click the arrows to change its position in the list.
  4. When you are satisfied with the order of the list, click
    • Save & Continue - To save your signup sheet and continue creating.
      Image of save and continue button
    • Save & Done Creating - To save your signup sheet and return to the "My Library" tab.
      Image or save and done creating button
The list should now be displayed in the specified order.

Preview signup sheets

  1. Verify that you are within your "My Library" tab.
    Image of My Library tab
  2. Click Preview to the right of the sheet you wish to preview.
    Image of preview button
You should now be previewing the selected signup sheet.

Edit signup sheets

  1. Verify that you are within your "My Library" tab.
    Image of My Library tab
  2. Click Edit to the right of the signup sheet you wish to edit.
    Image of edit link
  3. Make the desired changes.
  4. Click Save & Done Creating.
    Image of of save and done creating button
Your changes should now be made and the signup sheet should be available in your "My Library" tab.
You cannot edit a signup sheet that has already been published.
Any changes made to a signup sheet in your "Published Sheets" tab will not appear in previously published signup sheets. If you would like to edit a published signup sheet, you must first cancel the published signup sheet.

Why associate to classes, not UCInetIDs?

It is strongly recommended that you associate your signup sheets to classes, rather than individual UCInetIDs, whenever possible.

If you need to include students who are not officially enrolled, associate the signup sheet with the class and add the additional UCInetIDs, rather than entering individual UCInetIDs for an entire class.

Benefits of associating a signup sheet to a class:

  • You won't leave anyone out.
    • When a signup sheet is associated with a class, all of the enrolled students are automatically included. You don't need to worry about forgetting any students or making a mistake on any UCInetIDs.
  • Your students will be able to locate the signup sheet more easily.
    • When a signup sheet is associated with a class, the SignupSheet link under the class name on each student's MyEEE page becomes active. This makes it more likely that students will notice open signup sheets and remember to sign up.

      By contrast, when a signup sheet is associated with a student's UCInetID, the student must click the ToolBox link, and then the SignupSheet link. Students typically access all their class resources from their MyEEE pages and are not accustomed to using the ToolBox.

PUBLISHING SIGNUP SHEETS

Signup sheet publish options

Choose one or more of the following:

Step 1: Participants & Access

Section Description
Signup Sheet Select the appropriate signup sheet from the pull down menu (the default is the previously selected signup sheet).
Access Rights Restrict the signup sheet based upon classes/individual UCInetIDs, anyone with a UCInetID, or private.
Participants Select the class(es) and/or enter the UCInetIDs of the individuals you would like to include as signup sheet participants.
Password Opt to require the entry of a password, determined by the administrator, for participation.

Step 2: Administrators

Section Description
Automatically Associate Administrators Review those individuals who will be automatically associated as administrators with your signup sheet.
Additional Administrators Enter the UCInetIDs of any additional administrators you would like to include.
Viewers
  • Enter the UCInetIDs of those individuals that you would like to allow viewing privileges.
  • Those with "view" access will be able to see settings, but will not be allowed to make any changes.

Step 3: Settings

Section Description
Window Set the signup sheet opening and closing dates and times. This is the time period when participants can access the signup sheet.
Friendly URL Create an optional "friendly" URL that is easy to remember and access.
# of Signups Per Participant Determine the maximum or minimum number of signups allowed for each participant.
Allow Comments Allow participants to comment on their signups.
Allow Edits Allow participants to go back and edit their signups within the signup sheet window.
Participant Viewing Rights Allow participants to view the signups of others who have already signed up before selecting a signup item.
Anonymous Signups Allow for participant anonymity.

Publish signup sheets

  1. Verify that you are within your "My Library" tab.
    Image of My Library tab
  2. Click Publish to the right of the signup sheet that you wish to publish.
    Image of publish link
  3. Complete each page of settings and click Next.
    1. Participants & Access
    2. Administrators
    3. Settings
  4. Review your settings.
  5. Click Publish.
    Image of publish button
Your signup sheet should now be published to the selected classes and/or individuals and should appear in your "Published Sheets" tab.

Edit published signup sheets

You cannot edit a published signup sheet.

Changes made to a signup sheet in your "My Library" tab will not appear to anyone to whom that signup sheet has already been published. To make changes to an active, published signup sheet, first cancel the signup sheet, and then make your changes and re-assign the newly edited signup sheet.

Edit published settings

Once a signup sheet is published, you can edit many of its settings including its participants, administrators, and duration.

  1. Verify that you are within the "Published Sheets" tab.
    Image of Published Sheets tab
  2. Click Settings to the right of the signup sheet you wish to edit.
    Image of settings link
  3. Edit a section's settings by pressing Edit next to the section.
    Image of edit link
  4. Change settings as needed, pressing Next >> as you reach the end of each page.
    Image of next button
  5. Press Save.
    Image of save link
Your signup sheet should now reflect the updated settings.

Cancel published signup sheets

  1. Verify that you are within the "Published Sheets" tab.
    Image of Published Sheets tab
  2. Click Delete to the right of the signup sheet you wish like to cancel.
    Image of delete link
  3. Click Yes, Delete if you are sure you want to cancel the published signup sheet.
    Image of yes, delete button
Your published signup sheet should now be canceled and removed from the "Published Sheets" tab.
The signup sheet will still be available to edit and re-publish in your "My Library" tab.

COPYING SIGNUP SHEETS

Copy signup sheets

  1. Verify that you are within your "My Library" tab.
    Image of My Library tab
  2. Click Duplicate to the right of the signup sheet that you wish to copy.
    Image of duplicate link
  3. Enter a name for the copy, or accept the default name.
  4. Click Duplicate.
    Image of duplicate button
Your signup sheet should now be copied and both the original and duplicate should be available in your "My Library" tab.
The original and duplicate are entirely separate - edits to one will not affect the other.

MANAGING RESULTS

View signup sheet results

  1. Verify that you are within the "Published Sheets" tab.
    Image of Published Sheets tab
  2. Click Results to the right of the signup sheet for which you would like to see the results.
    Image of results link
  3. You should now be viewing a summary of the results of your signup sheet. Here you can view the number and percentage of signups per item.
  4. Click the links of the individual items to see the individuals who signed up and their possible comments.
  5. If you would like to print the summary, click Printer-Friendly View.
  6. If you would like to view results by participants, click the "Participants" tab.
    Image of Participants tab
  7. The "Participants" tab will show you a list of participants with the items they signed up for, as well as the date and time last modified. Click View or Edit to view the individual, or edit their selection.
  8. Click Done.
You should now be back at the "Published Sheets" tab.

Download sheet results

Download CSV file of results:

  1. Verify that you are within the "Published Sheets" tab.
    image of published sheets tab
  2. Click Results by the appropriate signup sheet.
    image of results link
  3. Click Downloads & Print Views.
    image of downloads and print views
  4. Click Download Spreadsheet.
    image of download standard scv file
You should now have downloaded a csv file of the results.

Download CSV file of results by participants:

  1. Verify that you are within the "Published Sheets" tab.
    image of published sheets tab
  2. Click Results by the appropriate signup sheet.
    image of results link
  3. Click Participants.
    image of participants tab
  4. Click Downloads & Print Views.
    image of downloads and print views
  5. Click Standard (CSV).
    image of standard csv
You should now have downloaded a csv file of the results by participant.

Edit sheet results

Edit an individual participant's results:

  1. Verify that you are within the "Published Sheets" tab.
    image of published sheets tab
  2. Click Results by the appropriate signup sheet.
    image of results link
  3. Click Participants.
    image of participants tab
  4. Click Edit by the appropriate participant.
    image of edit participant link
  5. Change the desired items.
  6. Press Save when finished.
    image of save button
The signup sheet results should now be edited.

Edit multiple participants' results:

  1. Verify that you are within the "Published Sheets" tab.
    image of published sheets tab
  2. Click Results by the appropriate signup sheet.
    image of results link
  3. Click Participants.
    image of participants tab
  4. Press Edit All Signups.
    image of edit all signups button
  5. Edit the signups you wish to edit by selecting the desired checkboxes for the participant.
    image of Multiple Signup Editing
  6. Press Save & Done when finished.
    image of save and done button
The signup sheet results should now be edited.

Delete sheet results

  1. Verify that you are within the "Published Sheets" tab.
    image of published sheets tab
  2. Click Results by the appropriate signup sheet.
    image of results link
  3. Click Participants.
    image of participants tab
  4. Click Delete by the appropriate participant.
    image of delete link
  5. Double-check to confirm that you are deleting the correct results.
    Deleted results cannot be recovered.
  6. Click Yes, Delete.
    image of yes delete button
Your sheet results should now be deleted.

DELETING OR ARCHIVING SIGNUP SHEETS

Differences in archiving & deleting signup sheets

Archiving vs. Deleting (and why archiving is better):

The difference between an archived and a deleted signup sheet is that a deleted signup sheet can never be retrieved, whereas an archived signup sheet can. We strongly recommend that you archive, rather than delete, unwanted signup sheets. That way the signup sheets will no longer clutter up your "My Library," but they can still be retrieved and unarchived for later use.

Archive signup sheets

  1. Verify that you are within the "My Library" tab.
    Image of My Library tab
  2. Check the box(es) to the left of the signup sheet(s) you wish to archive.
  3. Click Archive Selected.
    Image of archive button
Your signup sheet should now be archived and available by clicking Archived (#).
Image of archived link

Delete signup sheets

  1. Verify that you are within the "My Library" tab.
    Image of My Library tab
  2. Check the box(es) to the left of the signup sheet(s) you wish to delete.
  3. Double-check to ensure you've selected the correct signup sheet(s) for deletion.
    Deleted signup sheets cannot be recovered. You may wish to archive signup sheets instead.
  4. Click Delete Selected.
    Image of delete selected button
  5. After you have read the disclaimer, click Yes, Delete if you are sure you want to delete the signup sheet.
    Image of yes, delete button
Your signup sheet(s) should now be deleted.

Unarchive previously archived signup sheets

  1. Verify that you are within the "My Library" tab.
    Image of My Library tab
  2. By default, only unarchived signup sheets are displayed. To view your archived signup sheets, click Archived (#).
    Image of archived link
  3. Check the box(es) to the left of the archived signup sheet(s) you wish to unarchive.
  4. Click Unarchive Selected to return the selected signup sheet(s) to active status.
    Image of unarchive selected button
The signup sheet(s) you unarchived should now be active and available to edit and publish.

Troubleshooting

UCI Public — Why can't applicants, newly admitted students, or certain others participate?

Only officially enrolled students, staff, faculty, and some alumni are able to login to the EEE website and participate in EEE tools. This means others, including applicants, newly admitted students, individuals using 3rd party IDs, and separated employees cannot login to take surveys or quizzes, participate in signup sheets, et cetera.

If you are not sure whether a particular person or group of people is eligible to use EEE, please feel free to contact us to check before making plans to use a particular tool.