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Keys to Successful Program Planning

Keys to Successful Program Planning. SHPE Foundation NILA 2014. 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.)

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Keys to Successful Program Planning

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  1. Keys to Successful Program Planning SHPE Foundation NILA 2014

  2. Academic Year Timeline & Planning

  3. 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.)

  4. Planning Process

  5. 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?

  6. 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)

  7. 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)

  8. Lets Plan!

  9. Creating a Task List and Timeline

  10. Sample Task List

  11. Create a Task Timeline

  12. Sample Task Timeline

  13. Building Your Team Remember - you are helping people with different skills sets and styles work together to reach the same goal.

  14. Building your Team

  15. Who Does What?

  16. Building a Budget • Start with strong task list • Review allowable/unallowable expenses • Make a list of possible expenses: • Request quotes from vendors

  17. Sample Budget

  18. Implementation Confirm • Speakers & Special Guests • Additional volunteers • Marketing materials • Recruitment of attendees • Venue/Facility • School participation • Purchase of materials/supplies 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 • Keep Track • Who is responsible for each task • Points of contacts • Schedule and timelines • Expenses (receipts) • Agenda

  19. 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

  20. Sample Schedule

  21. Evaluation

  22. 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

  23. Foundation Training & Support

  24. 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

  25. 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

  26. Community & School Partnership Building

  27. 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?

  28. 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

  29. 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.

  30. 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

  31. 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)

  32. Questions?

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