Transcript Keys to Successful Program Implementation

Volunteers
Volunteers…
• are essential to provide support during planning,
execution, and evaluation of an event
• are direct representatives of SHPE and your affiliated
university or company
• fulfill individual responsibilities to directly contribute to
the overall success of an event or program
• hone leadership and professional skills through their
volunteer role
Tell me about a time when…
Volunteers did a great job
Volunteers could have done better
When volunteers are rock stars…
• Deadlines/timelines are met
• Budgets stay on track
• Communication is clear
• Organization is high and event/program is cohesive
• Each person’s workload/responsibilities remain
manageable
• Outside parties respect your organization and are eager
to partner
When volunteers drop the ball….
• Timelines and expectations change
• Expenses may exceed the budget
• Last minute decisions are made, communication is poor
• Event or program becomes unorganized
• Volunteers’ workload and responsibilities shift, some may
have to ‘pick up the slack’
• Your organization seems unreliable and organizations
may be hesitant to partner with you
When Recruiting Volunteers for an Event/Program
Identify volunteer
roles/responsibilities
prior to
implementation
Hold regular meet-ups
to discuss progress,
updates, and any
barriers
Clarify roles and
expectations at the
start
Share volunteer’s
contact information
Recognize
contributions
Have volunteers
provide best
practices/tips and
transfer information
for future
Funding
SHPE Chapters can seek funding through…
• Educational institutions
• Local businesses/corporations
• Fundraising activities
• SHPE Foundation grants
Noche de Ciencias Funding
Noche Funds
(up to $500)
Noche in a Box
Curriculum
(Student and
Parent)
Webinar
Trainings
Staff Support
• Fall Noches: Oct. 1, 2014 – Dec. 15, 2015 (Application period: Aug. 1, 2014 –
Sept. 15, 2014)
• Spring Noches : Jan. 14, 2015 – Apr. 15, 2015 (Application period: Nov. 11,
2014 – Dec. 15, 2014)
SHPE Jr. Chapter Funding
SHPE Jr.
SHPE Jr.
Chapter
Chapter Funds Representative
Stipend
(Up to $200)
(Up to $300)
SHPE Jr.
Chapter
Advisor
Stipend
(Up to $300)
Monthly
Curriculum for
Meetings
• Applications accepted Aug. 1, 2014 – Feb. 28, 2015
Staff Support
for Charter
Application
Process
ACE Mini Grants
Grant Funds for K-12
Outreach Activities
Staff Support
Coordinate with SHPE Chapter to determine what funding you will apply to
Read entire proposal to be aware of funding levels, reporting requirements, due dates, and
roles/responsibilities
Coordinate with SHPE Chapter and participating schools/target population to identify
event/program details such as date and location
Follow outlined instructions to complete proposal with proper spelling and formatting
Submit proposal to [email protected]
Marketing
Properly marketing your event and reaching your
target audience will provide a return on investment
on your SHPE Chapter’s outreach efforts
Time
Resources
Money
Partnerships
• If working with a school, reach out to existing
organizations/clubs (Robotics Club, Math Team,
etc.)
• Share information with Parent Teacher
Association (PTA)
• Work closely with school to promote via website,
school announcements, emails to STEM teachers
Partnerships
• If event is at school site and they permit, contact
surrounding schools
• Connect with organizations within your
university or professional network to request
they announce the details of your
event/program to their contacts
On-site Marketing
Past events have shown that promoting from a distance and
relying on the school to market your event does not work
• Visit STEM related classrooms to let students know of your
event/program (see if teacher allows extra credit to
attendees)
• Set up an information/registration table to recruit students
during lunch and include registration sheet with phone
number and/or email to conduct a follow up and reminder
prior to the event.
You may add that the first 100 registered attendees will
be registered for a drawing to be held at the event
• Distribute event/program flyers in English & Spanish
• Contact local media with the Noche de Ciencias Press
Release (radio, print, TV, online publications)
• Send sample invitation letter to local organizations,
community centers, and companies to spread the word
of your event/program
• Visit website of participating school(s) to obtain
contact information of the STEM teachers
• Drawing for giveaways (if applicable)
• Event is free and open to all interested students
• Free food provided
• Free bilingual scholarship and college workshops will be
provided along with handouts
• Interactive STEM activities
• Get to meet college students and STEM professional
Remember to recognize sponsors/funders
Real-life Application
Review Noche de
Ciencias Proposal for
Funding
Coordinate with SHPE
Chapter and target
school to determine
date and location
Submit proposal to
SHPE Foundation
Once approved,
review Noche de
Ciencias
Implementation Plan
After receiving Noche
in a Box (if applicable)
Lead and Volunteers
review contents
Noche Lead and
volunteers attend
webinar trainings
Noche Lead to assign
volunteer positions to
SHPE Chapter
members
Create Noche de
Ciencias Committee,
identify Noche lead
Event is implemented
SHPE Chapter holds
post-event meeting to
discuss outcome
Reporting is
completed and
submitted to SHPE
Foundation
Volunteers fulfill
responsibilities (i.e –
marketing, treasurer,
etc.)
Communicate any date, location, school changes, or highlights to SHPE Foundation
We serve as a resource to support YOU!
Want to Come to Our
Noche?
Your small SHPE Chapter (10 members) will be hosting a
Noche de Ciencias at City High School.
Take 5 minutes to discuss in your SHPE Chapter how will
you market and promote the event to reach a minimum of
100 students/parents?