Access online and blended learning opportunities for registered program participants
WeTeachNYC Classes & Communities provide NYC teachers and school leaders with an online space where they can engage in online classes and blended learning communities with their colleagues. Currently, access to communities is limited to participants in specific NYCDOE programs.

Help For Facilitators

Community Setup

When you first enter your community, you will find a Community Quick Start Guide that walks you through five easy steps to start your community in about 10 minutes.

1) Create a community goal.

2) Create tags

3) Start a discussion or add a file/video and add a tag.

4) Create a next step.

5) Upload your community members and compose your launch message after you are ready for all community members to have access to your community.

You can also download step by step instructions on community setup.

Community Goal

The Community Goal section is a space to share the overall goal and learning objectives for your community and an explanation of how the community will support those objectives.  The Community Goal section can be found at the top left of your community.

Setting A Community Goal

Click ‘EDIT’ to write out the goal(s) for your community. Then press ‘SAVE’. You can change your community goal(s) at any time by clicking ‘EDIT’.

You may also download step-by-step instructions for setting community goals.

Tags

Tags provide a way to group discussions, files, and videos using key words to help your community members easily find the content they need. It is recommended that you create tags before launching the community to begin organizing the content. Adding multiple tags to a file, video or discussion provides multiple ways for community members to find the content they want. For example, if during the second session in your in-person professional learning event you focus on instructional strategies, you could tag files with “Session 2” and “Instructional Strategies”. Community members can find these files by clicking on either tag.

Creating Tags

1) To add a new tag, go to ‘Tags’ on the left-hand navigation pane, click ‘+ Create a new tag’, write in the name of the new tag, and then click ‘+ Create a new tag’. 

All of your existing tags will appear in this menu. Tags that have not been assigned to a specific file, video or discussion are not visible to community members, even though they are visible to you as the facilitator. 

2) Facilitators can rename existing tags by hovering over them in the tag menu and clicking the pencil icon. This will rename the tag wherever it exists in your community.

You can create new tags after you have created a discussion or uploaded a resource. Click ‘+ Add a new tag’ under the discussion title or filename. Select ‘Create a new tag’. This brings you back to the tag menu where you can create a new tag.

 

Facilitator Tip:

It can be helpful to create tags before launching your community. For example, if you have multiple in-person professional learning sessions, you can create a tag for each session. If you are organizing your community by school team, you can create a tag for each school team.

 

Facilitator Tip:

Tags allow you to create an organizational structure that you can share with community members when you introduce the community. A structure that is outlined and shared in advance will help community members to find easily the discussions, files or videos they need.

You may also download step by step instructions for creating tags.

Organizing Tags

As a facilitator, you can decide on the order in which the tags appear. Click ‘EDIT’ in the Tags section of the left-hand navigation bar to access your tag menu. The tag menu contains all of the tags that you’ve created for your community.

1) Click and drag tags to reorder how they appear on the sidebar. 

2) Click the ‘x’ in the top right-hand corner when you’re done ordering your tags.

 

Facilitator Tip:

The order of tags can be changed at any time if you’d like to push certain tags to the top of the list for easier navigation or to draw community members’ attention to a specific topic.

 

You may also download step by step instructions for organizing tags.

Deleting Tags

To delete tags from a specific discussion or resource, click the small blue ‘x’ next to the tag you wish to delete. This removes the tag from the menu. Only facilitators can delete tags.

To delete tags from the overall community, go to ‘EDIT’ in the tags section of the left-hand navigation bar. When the tag menu appears, hover over the tag you wish to delete and click the trash can icon. You will get a warning reminding you that any discussions, files, or videos that have this tag attached to them will have the tag deleted. This uncategorized content can still be found in ‘All Resources’ or ‘All Discussions’. If you still wish to delete, click ‘Yes, Delete’. If not, click ‘No, Cancel’.

You may also download step by step instructions for deleting tags.

 

Applying Tags to Discussions

To add a tag to a discussion, click the ‘+ Add a Tag’ icon under the discussion title and a dropdown menu of options will appear. The tags in the list are the tags that you created to organize discussions, files or videos in your community. If you would like to add additional tags at a later date, you can always go back to the discussion and click the ‘+ Add a Tag’ icon.

Facilitator Tip:

Add a tag to a discussion as soon as it is created so that community members can find it easily.

If you need to create a new tag for this discussion, you can select ‘Create a new tag’ from the dropdown menu. 

Then click ‘+ Create a new tag’ and type the name of the tag in the box provided. Then click ‘Create Tag’.

Then go back to the discussion and click ‘+ Add a Tag’ under the discussion title and the dropdown menu with your new tag will appear. Click on that tag to associate it with this discussion.

 

You may also download step by step instructions for applying tags to discussions.

Adding Tags to Existing Files or Videos

If you have an existing file or video and want to add a tag (or additional tags) select ‘Edit File’.

Then click ‘+ Add a Tag’. You will be prompted to select from a list of existing tags. 

If you need to create a new tag for this discussion, you can select ‘Create a new tag’ from the dropdown menu. 

Then click ‘+ Create a new tag’ and type the name of the tag in the box provided. Then click ‘Create Tag’.

Then go back to the discussion and click ‘+ Add a Tag’ under the discussion title and the dropdown menu with your new tag will appear. Click on that tag to associate it with this discussion.

Facilitator Tip:

All discussions, files or videos should have at least one tag so community members can easily find the content they need. Adding multiple tags to a file, video, or discussion provides multiple access points for community members.

You may also download step by step instructions for applying tags to existing resources.

Adding Tags to Files and Videos

Any uploaded resource can be tagged. It is strongly recommended that you tag every file or video so community members can find them easily. To do this, click ‘+ Add a Tag’ under the file attachment box after you upload a file or video. 

If you need to create a new tag, you can select ‘Create a new tag’ from the dropdown menu.

This brings you back to the tag menu. Click ‘+ Create Tag’ and add your new tag in the space provided. Then click ‘Create Tag’.

Remember, this doesn’t automatically apply the tag to the file or video; you have only created a new tag. Go back to the file or video, click ‘Edit’ then ‘+ Add a Tag’ under the file or video title and the dropdown menu with your new tag will appear. Click on that tag to associate it with this discussion.

You may also download step by step instructions for applying tags to existing resources.

Discussions

What is a discussion?

Discussions allow facilitators and community members to engage with one another and to seek and provide support online before, during, and/or after in-person professional learning sessions. 

Starting a New Discussion

To start a new discussion, click the green ‘START A DISCUSSION’ button on the right-hand side of the page. You’ll be prompted to enter the title for your discussion and then click ‘SAVE’.  

Keep discussion titles concise. You’ll have an opportunity to offer framing and instructions around the discussion in the ‘Next Steps’ section.

1) Once you’ve pressed ‘SAVE’, a box will appear that says ‘POST REPLY’. Click inside the box and write the discussion prompt.

2) Click ‘POST REPLY’ to make your prompt visible to community members.

Be sure to add at least one tag so that the discussion is easily discoverable to your community members. 

3) You can add a tag by clicking on ‘+ Add a Tag’ under the discussion title. You can always go back and add tags after you’re done creating the discussion post.

Facilitator Tip:

Remember tags are used to organize your discussion, files, and videos; common tags include session number or session topic and/or school team names to organize discussions, files, and videos. 

Attach files or videos to your discussion by dragging and dropping them into the resource bar or uploading them from your computer. You can also add links to websites and publicly viewable videos from sites such as Vimeo.

Facilitator Tip:

Add files or videos that further community members’ learning and help inform their responses to the initial post.

 

You may also download step by step instructions for starting new discussions.

Editing Discussion

To edit the title of a discussion, click on its title.  

You can edit the title, add and remove tags, or delete the whole discussion.

Facilitator Tip:

It is recommended that you carefully consider whether to delete discussions that other community members have replied to or added files or videos to, unless the content is inappropriate, as the response or resource may be valuable to community members.

All of your own replies can be edited or deleted.  

To edit your own posts, click ‘EDIT’. The text box will activate so you can edit what you’ve written, attach new resources, and/or add videos. When you’re done editing, click ‘POST REPLY’. If you change your mind, press ‘CANCEL’.

You cannot edit or delete replies made by community members or other facilitators. If you need to remove a reply because the content is inappropriate, please contact the Knowledge Sharing team.

Facilitator Tip:

To safeguard against the appearance of any inappropriate content, it is strongly recommended that you review community norms and expectations when you introduce the community to your community members.

 

You may also download step by step instructions for editing discussions.

Tagging a Discussion

To add a tag to a discussion, click the ‘+ Add a Tag’ icon under the discussion title and a dropdown menu of options will appear. The tags in the list are the tags that you created to organize discussions, files or videos in your community. If you would like to add additional tags at a later date, you can always go back to the discussion and click the ‘+ Add a Tag’ icon.

Facilitator Tip:

Add a tag to a discussion as soon as it is created so that community members can find it easily.

If you need to create a new tag for this discussion, you can select ‘Create a new tag’ from the dropdown menu. 

Then click ‘+ Create a new tag’ and type the name of the tag in the box provided. Then click ‘Create Tag’.

Then go back to the discussion and click ‘+ Add a Tag’ under the discussion title and the dropdown menu with your new tag will appear. Click on that tag to associate it with this discussion.

You may also download step by step instructions on tagging discussions.

Replying to Discussions

When replying to discussions, you have two options.

Step 1) You can click ‘REPLY’ to the original discussion prompt (just under the title) at the top of the screen and then click ‘POST REPLY’.

Step 2) You can also reply to the original discussion prompt by clicking on the blank text box that appears at the bottom of the discussion thread, writing your response, and click ‘POST REPLY’.

To respond to another community member on the thread, click ‘REPLY’ next to the post you want to reply to. This will indent your reply so that other people in the community can clearly see what you’re responding to.

You may also download step by step instructions on replying to discussions.

Attaching Files and Videos to Discussions and Replies

Attach a resource to your reply by dragging and dropping the resource into the file attachment box just below the text box or by clicking on the words ‘from your computer’, which appears just below the text box.

Files and videos automatically inherit the tags from the discussion they are attached to so community members can find them later.

Add a video by clicking the text that says ‘add a video’ just below the text box and pasting the URL in the space provided to a publicly viewable video from sites such as Vimeo.

You may also download step by step instructions on attaching resources and videos to discussions.

Deleting Discussions or Replies

Deleting discussions and replies is simple. If you want to delete the whole discussion, click the title of the discussion you’d like to delete and then click ‘DELETE DISCUSSION’. Only facilitators can delete discussions.

A pop-up window will appear that says, ‘Are you sure you want to delete this discussion?’ and it will remind you that deleting the discussion deletes all associated posts, files, and videos. This includes all replies, files, or videos that community members have uploaded within their replies. Click ‘YES, DELETE’ if you’re sure you want to delete all of the content.

Facilitator Tip:

It is recommended that you carefully consider whether to delete discussions that other community members have contributed to, as the responses or attached resource may be valuable to community members.

To delete a reply, click ‘EDIT’, which is located next to the start of the reply.

You will see a button at the bottom right of the file attachment box that says ‘DELETE REPLY’. When you click it, it will ask you if you are sure and you can then click ‘Yes, Delete’.

This will not delete any replies that have been made prior to the comment being deleted.  

The content of the deleted comment will be replaced with the text ‘This post has been deleted’.

Facilitator Tip:

You are only able to delete your own replies, not the replies of other community members. If you need a specific reply deleted, please contact AGraddyGamel@schools.nyc.gov with the URL of the discussion.

You may also download step by step instructions for deleting discussions or replies.

Affiliating Discussions with Next Steps

Once you have created your initial discussion posts, you can link them with next steps so community members know what to do next. It’s important to create your discussion prompts first so they appear as options in the Next Steps dropdown menu.

Go to ‘EDIT’ next to Next Steps.

1) Click ‘+ ADD AN ITEM’ and two boxes will appear. One says ‘New Step’ in it and the other has a dropdown arrow.

2) Type in brief instructions for the new step.

3) Click the dropdown menu in the box below and select the discussion you want to link to the new step.

4) Click ‘SAVE’.

Facilitator Tip:

Next steps appear in reverse chronological order. This means that whatever you type last will appear at the top of the list. Map out your next steps in advance and add them in reverse order (from the last step to the first step).

1) To remove next steps when they are no longer relevant, click ‘EDIT’ and ‘REMOVE ITEM’ directly below the next step you’d like to remove.  

2) To change the discussion that is affiliated with one of your next steps, choose a new discussion from the dropdown menu affiliated with that next step.

Facilitator Tip:

Using Next Steps is a way to help structure work for community members. Be consistent in how they are utilized so community members will always know what they need to pay attention to when they log into the community. 

You may also download step by step instructions on affiliating discussions with next steps.

Adding Files or Videos

Why add a file and video?

Adding files and videos allows community members to review documents and videos and comment on them, and it can help to shape discussions. 

Uploading a File or Video

To add files and videos, scroll down to the bottom of the homepage, to the ‘Recently Added Files’ section of the page. Click the green ‘ADD A FILE’ button on the right. The file attachment box appears and you can drag and drop a resource from your computer or browse your computer to find a resource you’d like to add.

After you’ve added a resource, you can rename the resource by clicking the pencil icon next to the name. Be sure to leave the three letter extension in the resource name (e.g., .jpg, .pdf, .doc).

Facilitator Tip:

When sharing files or videos, start a discussion that introduces the resource and offers community members the opportunity to ask questions. Then attach the files to that discussion. This way, you can provide ongoing support after your face-to-face meetings.

Facilitators are able to upload individual files and videos to the community outside of a discussion thread; community members are only able to upload a file or video that is connected to a discussion.

Be sure to associate a tag with each one of the files or videos so that community members can find what they are looking for.

You may also download step by step instructions on uploading individual resources.

Tagging Individual Resources After Upload

If you have an existing file or video and want to add a tag (or additional tags) select ‘Edit File’.

Then click ‘+ Add a Tag’. You will be prompted to select from a list of existing tags. 

If you need to create a new tag for this discussion, you can select ‘Create a new tag’ from the dropdown menu.

Then click ‘+ Create a new tag’ and type the name of the tag in the box provided. Then click ‘Create Tag’.

Then go back to the discussion and click ‘+ Add a Tag’ under the discussion title and the dropdown menu with your new tag will appear. Click on that tag to associate it with this discussion.

Facilitator Tip:

All discussions, files or videos should have at least one tag so community members can easily find the content they need. Adding multiple tags to a file, video, or discussion provides multiple access points for community members.

You may also download step by step instructions on tagging individual resources.

Deleting a File or Video

To delete a standalone file or video, click on it. If you have uploaded a file, the ‘Edit File’ button next to the name allows you to change a file name, delete a file or video, or add tags to a file or video. Facilitators can only delete the files or videos they uploaded. For support on removing a file or video, please email AGraddyGamel@schools.nyc.gov.

Click the trash can icon to delete the file or video. You will be asked to confirm if you want to delete the file or video or cancel. Click ‘YES, DELETE’ and the resource will be deleted.

You may also download step by step instructions on deleting resources.

Next Steps

The Next Steps section helps community members know exactly what they need to do in the community. Next steps can clarify what the work is between sessions by providing reminders to community members and connecting them to discussions that correspond with the work. Clicking on a next step will automatically take the community member to the appropriate discussion.

 

Creating Next Steps

Click on ‘EDIT’ next to ‘NEXT STEPS’.

1) Click ‘+ ADD AN ITEM’ and two boxes will appear. One says ‘New Step’ in it and the other has a dropdown arrow.

2) Type in brief instructions for the new step.

3) Click the dropdown menu in the box below and select the discussion you want to link to the new step.

4) Click ‘SAVE’.

Facilitator Tip:

Update your community’s next steps regularly so community members can remain informed about what is important. 

Facilitator Tip:

Next steps can only be linked to discussions. If you would like community members to review a file or video as a next step, it is recommended that you attach it to a discussion.

Facilitator Tip:

If you don’t link a next step to a discussion, it is recommended that you write it as a clearly defined action, such as “Click on the Session 1 tag to review session resources” or “Remember to bring your copy of the Danielson Framework to our session on Tuesday.”

You may also download step by step instructions on creating next steps.

Adding/Removing Community Members

User Management helps you to add or delete community members from your WeTeachNYC Community. 

Adding Community Members

To add new members to a community, first make sure that all members have NYCDOE usernames and passwords that allow them to access WeTeachNYC. If members have NYCDOE email addresses, they automatically have access to WeTeachNYC. If they are non-NYCDOE employees or partners, email AGraddyGamel@schools.nyc.gov with the first name, last name, and email address for any community member to check to see if they already have an account. If they do not have an account, one can be created for them.

Once you’ve confirmed that everyone has an account, add their NYCDOE email address to a spreadsheet in Excel, one email per line.   

Please use your NYCDOE email if you are a NYCDOE employee. Non-NYCDOE employees and partners should reach out to AGraddyGamel@schools.nyc.gov to create partner accounts for these community members or facilitators. Save the file as a CSV (Comma delimited) file.

When your CSV file is saved, go to the ‘Members’ section of the left-hand navigation bar and click ‘See All’. Drag and drop the CSV file into the box that says ‘to add community members’. The system will display all community members that have existing WeTeachNYC accounts that could be added to the community and also any individual(s) who are already in the community. Once you confirm that all of individuals are accounted for, click ‘ADD SELECTED’. This adds the individuals to the community.

You may also download step by step instructions on adding community members.

 
Removing Community Members

In order to remove users from a community, facilitators must go to “Members” in the left hand navigation and click ‘see all’.  A list of community members will appear.  To remove a member, click the checkbox next to their name and then click ‘remove selected’.  If you are sure, click “yes, remove” and the member(s) will be removed from the community.

Please note that the user’s posts and resources will still be visible after they are removed from the community.

You may also download step by step instructions on removing community members.

Community Launch

After you have set up your community and completed the quick start steps, there is one final step before you launch the community. 

Writing Your Launch Message

After you have set up your community and completed the quick start steps, there is one final step before you launch the community.

In the white box above ‘Launch Community’, it says ‘Add an optional message to welcome members’. Click inside that box. Type a message to make the provided text disappear. This message will be emailed to all of the community members you have added so be thoughtful about how you’d like to invite people to your community and explain what they can expect upon entering it.

After you’ve written your launch message, you’re ready to click the ‘Launch Community’ button! When you click it, you have one more opportunity to confirm that everything is how you want it. Then click ‘Yes, Launch!’ Your launch message will be emailed to your members and they will be able to see the community in their ‘Communities’ dropdown on the WeTeachNYC homepage.

Facilitator Tip:

Including the following information in the launch message will be helpful for community members:

  • Community name, facilitators, and why the person has been added to the community
  • What community members should do next (such as pre-work or responding to a discussion)
  • What to bring to the first in-person session

Who to get in touch with if they have programmatic questions or need technical assistance

You may also download step by step instructions on launching communities.

Analytics

Analytics data are available for community facilitators. To access them, go to the bottom of the left-hand navigation and under Analytics, click ‘People’, ‘Discussions’, or ‘Files’. 

People Analytics

Under ‘People’, you can access information on the number of times a community member has logged into a community, the number of replies they have written, and the number of files or videos they have shared with the community. 

Data can be displayed for specific time periods by clicking on the calendar at the upper right-hand corner of the screen and picking a date range. Otherwise, data for all dates will be displayed.  

In order to export this data to a CSV file so you can use it in Excel, set the date range and click ‘EXPORT’. This will prompt you to save a CSV file to your computer.

Facilitator Tip:

Regularly reviewing data about an individual’s community contributions can help you identify high flyers or members that may be struggling or need additional support. Consider making time to review the data regularly to help with planning your professional development content and assessing engagement in the community.

You can also download step by step instructions on people analytics.

File Analytics

Under ‘Files’, you can get information on the number of times a specific file has been downloaded. This data can be viewed for a specific time period by clicking the calendar at the upper right-hand corner of the screen and picking a date range. Otherwise, data for all dates will be displayed. 

To export this data to a CSV file so you can use it in Excel, set the date range you want, and click ‘EXPORT’. This will prompt you to save a CSV file to your computer.

Facilitator Tip:

Data about community files or videos can help you to identify popular files, do a quick check on completion of tasks, or check on the most common files uploaded by community members.

You can also download step by step instructions on file analytics.

Discussion Analytics

Under ‘Discussions’, you can get information about how many replies there are for a given discussion, how many files are attached to it, and how many times the discussion has been viewed. These data can be viewed for a specific time period by clicking the calendar at the upper right-hand corner of the screen and picking a date range.

To export this data to a CSV file so you can use it in Excel, set the date range you want and then click ‘Export’. This will prompt you to save a CSV file to your computer. 

Facilitator Tip:

Data about discussions can help you to identify areas of interest for community members, do a quick check on members’ pre-work, and see which conversations taking place during or between sessions are most popular. 

You can also download step by step instructions on discussion analytics.