Transcript Keys to Successful Program

Academic Year Timeline &
Planning
Where to Start?
Calendar Review
• University/ college/ company projects for
important dates (i.e. midterms, finals,
winter/spring break, last day of school, audits,
etc.)
• Funding sources’ application period and
expected implementation dates
• School district calendar (i.e. start of classes,
winter/spring break, testing period, etc.)
August
2014
September
2014
October
2014
November
2014
December
2014
SHPE Jr. Chapter Proposal Application 8/1/14-2/28/15
SHPE Jr. Chapter Meetings
Fall NdC
Proposal
Opens 8/1
Fall NdC
Proposal
Closes 9/15
Spring NdC
Proposal
Opens 11/11
Spring NdC
Proposal Closes
12/15
Fall NdCs Conducted
George
Mason First
day of class
8/28
Midterms
9/22- 10/17
FCPS- First
Day of Class
9/2
Testing Grades
9-12
Thanksgiving
Recess
11/26-11/30
Student Holiday
11/3- 11/4
Last Day of Class
12/6
Exam Period
12/10- 12/17
Planning Process
History of
the Event
Why?
Who?
Where?
What?
When?
Planning Process
Have we done this before?
• What was successful?
• What needs improvement?
Why?
• Why are we doing this? (Purpose)
• Why is this important to us?
What?
• What do we want to accomplish?
• What would participants gain?
• What would success look like?
Planning Process
Who?
• Who are the decision makers? (SHPE members, school
district, university)
• Who is the target audience? (School, community,
town)
• Who can we partner with? (Corporations, other
chapters, organizations)
When?
• When would the event/project have the most impact
(Time, date)
Planning Process
Where?
• What would be the best location for the event?
• Is it accessible? Can people walk or do they need
transportation?
How?
• How are we going to pay for this? (Budget, proposal
submission, fundraising)
• How are we using the funding ? (Funding restrictions)
Lets Plan!
Create Timeline
Build Team
Create Budget
Implement / Execute
Evaluate
Creating a Task List and Timeline
Identify
categories
Identify big
tasks
Break into
smaller
tasks
Sample Task List
Categories
Partners
Funding Sources
Location
Activities
Registration
Marketing
Materials
Food
Big Tasks
Identify target school
Smaller Tasks
Research nearby schools
Compile contact
information for principal,
PTA president, Family
Outreach Coordinator
Compose letter about
event
Send letter
Follow-up
Confirm target school
Create a Task Timeline
Finalize your task list
Determine the order of tasks
Identify the important deadlines
Calculate how long each will take to complete
Sample Task Timeline
Task
Duration
Research nearby
schools and compile
information for
principal’s, PTA
president, Family
Outreach
Coordinator
4 hours
Compose letter
about event
3 hours
Print and distribute
letter
3 hours
First Action
Create Excel
spreadsheet to
compile
information
Buy paper,
envelopes and
postage
Start
Date
End
Date
8/16
8/16
8/18
8/18
8/19
8/19
Comments
Building Your Team
Remember - you are helping people with
different skills sets and styles work together
to reach the same goal.
Building your Team
Project Lead
• Responsible for successful
completion of the project
• Determines objectives,
schedule, budget and
resources
• Reports project activities
• Keeps stakeholders informed
and committed
Team members
• Perform tasks with the
highest standards
• Complete tasks on time
and within budget
• Communicate with
project lead & other
team members
Who Does What?
Task
Total Hours
Number of
people
Traits and
skills needed
Possible
Candidates
Research and
compile nearby
schools
4
1
Detail
oriented,
computer
literate
Mary C,
Isabella D,
John T
Compose letter
about
program/event
3
1
Detailed
oriented,
computer
literate,
excellent
writing skills
Rodrigo C,
Mary C,
Isabella D,
John T
Follow-up with
schools
5
1
Public speaker, Laura R, Deb
knowledgeable M, Mauricio G
about
program/proce
dures, friendly
Building a Budget
• Start with strong task list
• Review allowable/unallowable expenses
• Make a list of possible expenses:






Room rental
A/V rental
Travel
Copies
Postage
Marketing materials
 Supplies
 Food
 Review past
expenses for similar
projects
• Request quotes from vendors
Sample Budget
Quantity Price
Total
Comments
Income
SHPE Foundation
1
$500
$500
Submit report 2
weeks after event
University Diversity
Center
1
$200
$200
In-kind (pens,
folders)
100
$.50
$50
In-kind (sodas)
1
$25
$25
Copies
100
$0.05/ea
$5
Food
80
$10/pp
$800
Mileage
45
$0.14/mile
$25.20
XYZ Company
Expenses
A/V Rental
Confirm
•
•
•
•
•
•
•
Implementation
Speakers & Special Guests
Additional volunteers
Marketing materials
Recruitment of attendees
Venue/Facility
School participation
Purchase of materials/supplies
Keep Track
•
•
•
•
•
Who is responsible for each task
Points of contacts
Schedule and timelines
Expenses (receipts)
Agenda
Walk-through
•
•
Venue/Facility
Agenda with volunteer and speakers
Communicate
•
•
Roles and responsibilities
Recognize work of team members and volunteers
Train
•
Team members and volunteers
Tips
• Make sure everyone knows how to contact
the team lead
• Develop a list of frequently asked
questions
• Create a schedule for the event day
(including floor plan and other important
information)
• Make a list of things that can go wrong,
and have plan to fix them
When
Sample Schedule
Who
What
Contact
Information
Notes
October 14, 2014 (Day before event)
Before 5:30 pm
Jessica B
Confirms food
order at Joe’s
Pizza
Jessica B
202-555-5555
Joe’s Pizza
353-555-5555
David G.
Meets with high
hchool staff to
open the venue
David G.
323-555-555
Pomona High
School
343-555-5555
October 15, 2014
3:00 – 4:00
Delivery should
go to the main
building
Evaluation
What worked?
What was
accomplished?
What did not
work?
How can we
keep the
momentum?
How does this
benefit our
chapter?
How can we
improve?
Remember
• Send thank you notes or call:
–
–
–
–
Participating schools
Team members
Volunteers
Funders and Sponsors
• Send reports with supporting
documentation
• Compile lessons learned for your future
events
Foundation Training &
Support
Support Provided to SHPE Chapters
•
Hands-on STEM curriculum (SHPE Jr. Chapter and Noche
de Ciencias)
•
Webinar trainings to implement curriculum (SHPE Jr.
Chapter and Noche de Ciencias)
•
Logistical support for events (Checklists(s), set-up,
volunteer roles)
•
Chapter Recognition
•
Reporting to funders
•
Establishing collaborations with similar organizations
Support Provided to SHPE Chapters
• Sample communications (Stakeholders
and media)
• Standardized programs and
implementation (clear roles and
responsibilities, suggested agendas and
calendar of events)
• Funding opportunities
• Forms and evaluation templates
Community & School
Partnership Building
Partnerships: The Start of a Beautiful Friendship
Who should you partner with?
• Who is working to solve the same
problem?
• Who is affected by the issue?
• Have you worked together before?
• How are they addressing the issue?
• Are they open to partnerships?
Partnerships
• Outline your partnership's vision and
mission
• State the objectives or goals
• Identify current and needed resources and
relationships to accomplish goals
• Identify potential barriers and how you
would overcome them
Partnerships
• Describe responsibilities for all partners
• Identify main point of contact for each
organization and your own
• Describe how the group will maintain
momentum and foster renewal.
Tips
How do I invite partners to collaborate?
• Do you know someone in the
organization? Can someone introduce you
to someone in the organization?
• Send a letter/email explaining the
program and how it would benefit them
• Follow up and answer questions that the
organization might have
Tips
Remember people want to know…
•
•
•
•
How much will it cost them?
What will they gain by participating?
Who has to be involved?
Is this a one time deal or the beginning of an
ongoing partnership?
Reach out to organizations that already work
in the school (science clubs, diversity clubs,
PTA)
Questions?