Model Letter, Sample Evaluation, Other tools

MODEL LETTER TO RESOURCE PERSONS

Dear (Name),
Ref: Training Workshop on (Subject)
Thank you for agreeing to participate as a member of the training team for the above workshop to be held (dates and venue).
The Workshop has been designed to (brief overview of objectives).
In order to accomplish these objectives, the Workshop will employ a number of working methods (Below are examples: Specify those that apply!)
- small group work and plenary session
- brief lectures and video materials which present conceptual
as well as practical examples of what has already been
done in a number of countries worldwide
- individual readings
- a case study
- a field visit to meet with local officials and leaders
and to observe existing activities related to the topic
- role playing
- a programming exercise

Workshop Content
Enclosed you will find the following information:
- the overall workshop objectives
- an annotated schedule giving an overview of workshop sessions
- session by session objectives
- a copy of the pre-workshop assignment for participants
As you have agreed, you will be covering the following specific content areas:
( L i s t )


For your sessions, I am also sending the following information (Below are examples: specify those that apply!)
- the proposed session methodology
- proposed Learning Points
- suggested video material
- suggested overhead transparencies
- suggested Discussion Points
- Additional Readings

It would be appreciated if you would read through all of the above materials and use them in developing your specific sessions. Nonetheless, these materials should be seen as a point of departure; do not be constrained by them. If you would like to revise the session methodology, adapt the learning points, eliminate or substitute different video material, modify the overhead transparencies, discussion points or additional readings, please feel free to do so. However, please keep in mind:
• That the objectives for your session should not be significantly changed
• How your modifications might affect the overall tone and flow of the workshop.
At any rate, even if the pre-prepared material is to be used by you “as is”, we would at minimum appreciate your bringing your own experience to light with regard to the subject matter.
In order that we may make any needed adjustments, kindly inform me of any projected modifications by (date).
While planning your session, please keep in mind that we shall have the following equipment at our disposal: [list equipment from among video equipment (note specifications), overhead projector, flip charts, film and slide projectors, word processor (note specifications), photocopier, etc.]
In addition to serving as the key resource person for the above noted session(s), you will also serve as a resource person for the participant working groups for other sessions to facilitate the discussions.

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TRAINING/SEMINAR/COURSE MANAGEMENT
Each seminar team (STeam) is encouraged to organize and distribute the load among all the members. Overall management responsibility rests with the seminar director. Below is the suggested division of load/structuring according to teams or committees with the corresponding tasks/duties of members:
Director
 Takes overall responsibility for all seminar requirements
 Calls for and presides over meetings, planning sessions, etc
 Provides updates to instructor
 Ensures participation of all members of the STeam

Program and Invitation Group (PIG)
 Designs program/curriculum and generates approval from the entire PIG; assigns people who shall run the actual program
 Identifies potential resource persons; prepares a shortlist of resource persons for presentation to the entire Steam
 Sends letter of invitation to resource persons and makes follow-ups (paper, way of reaching the venue, other arrangements)
 Advises resource persons to submit papers/notes and bio-data ahead; gets the hard or soft copy (when available) after the talk/lecture
 Invites target audience/participants through various means; ensures good attendance
 Introduces resource person/s
 Facilitates the conduct of the seminar

Promotions, Gimmick and Media Group (PGMG)
 Prepares promo and campaign materials to create awareness of the activity; ensures good participation
 Ensures that promo materials have been distributed/posted at least a week before the seminar
(Note: poor attendance may be attributed to poor promo)

Documentation Unit (DocU)
 Notes/Captures all the processes and activities that happened at various phases: preparation, actual conduct, and post seminar
 Prepares and submits a documentation report with all the attachments/evidences/materials

Evaluation Unit (EU)
 Administers the evaluation instrument (both for the entire seminar and for the peers)
 Facilitates the evaluation session among all the members of the STeam
 Prepares a summary report and submits it to the faculty

Logistics and Support Unit (LSU)
 Identifies and prepares the necessary materials and equipment and turns them over to secretariat
 Identifies the venue and takes care of the necessary reservation, arrangement, and physical layout as well as decoration
 Cleans-up the venue after the seminar

Secretariat Group (SG)
 Prepares the kit (to include materials, ID, pen and paper when applicable)
 Takes care of registration of participants (SG members must arrive earlier than the participants)
 Assists the resource person/s in the distribution of handouts when available and or in setting up of exhibits and other materials
 Prepares the necessary tokens/gifts for resource person/s, as well as tokens for and/or certificates of participants
 
PARTICIPANT EVALUATION


Instruction to Evaluator: Encircle the number which most closely matches your answer to the following
questions:




1 Has the seminar matched your needs? 1 2 3 4 5
2 Has the seminar provided you with additional or new knowledge? 1 2 3 4 5
3 Was the seminar worthwhile? 1 2 3 4 5
4 How would you rate the knowledge of the resource person/s? 1 2 3 4 5
5 How would you rate the learning methods, techniques & processes? 1 2 3 4 5
6 How would you rate the learning materials/aids used? 1 2 3 4 5
7 How would you rate the learning environment (participants, 1 2 3 4 5
venue, equipment, etc)?
8 How would you rate the program facilitation? 1 2 3 4 5
9 What is your overall evaluation of the seminar? 1 2 3 4 5

10 What did you like most about the seminar?
__________________________________________________________________________________
__________________________________________________________________________________
11 What did you like least about the seminar?
__________________________________________________________________________________
__________________________________________________________________________________
12 What suggestions would you like to make to improve future seminars?
__________________________________________________________________________________
__________________________________________________________________________________
13 Other comments you would like to make
__________________________________________________________________________________
__________________________________________________________________________________


Thank you for your cooperation.
STeam’s SELF-EVALUATION

Instruction to Evaluator: Encircle the number which most closely matches your answer to the following
questions:




1 How well was the seminar managed? 1 2 3 4 5
2 How well was the support provided to the resource person/s? 1 2 3 4 5
3 How well was the support provided to the participants to 1 2 3 4 5
maximize their learning?
4 How prepared was the team in conducting the seminar? 1 2 3 4 5
5 How would you rate the participation and cooperation of 1 2 3 4 5
the team members?
6 How would you rate the leadership of the team? 1 2 3 4 5

7 What are the strong points of your team?
_________________________________________________________________________________
_________________________________________________________________________________
8 What are the weak points of your team?
_________________________________________________________________________________
_________________________________________________________________________________
9 What aspects of your team can be improved?
_________________________________________________________________________________
_________________________________________________________________________________
10 Other comments
__________________________________________________________________________________
__________________________________________________________________________________

Thank you.



PEER EVALUATION
Instruction to Evaluator: On a scale of 1 – 5 where 5 is highest, rate yourself and write the number of yuour answer corresponding your name (self). Do the same for your co-members.




1 Preparatory Stage
 Participation in planning __ __ __ __ __ __ __ __ __
 Participation in planning meetings __ __ __ __ __ __ __ __ __
 Contribution of ideas __ __ __ __ __ __ __ __ __
 Contribution in the financial requirements __ __ __ __ __ __ __ __ __
 Performance of required/assigned tasks __ __ __ __ __ __ __ __ __
 Overall contribution during prep stage __ __ __ __ __ __ __ __ __
2 Seminar Proper
 Performance of required tasks/assignments __ __ __ __ __ __ __ __ __
 Support provided to other units/team members__ __ __ __ __ __ __ __ __
 Overall contribution during the seminar __ __ __ __ __ __ __ __ __
3 Post Seminar
 Performance of required/assigned tasks
 Participation in the completion of docu report __ __ __ __ __ __ __ __ __
4 Overall contribution __ __ __ __ __ __ __ __ __

6 What tasks were assigned to you but you failed to do? Reasons.
__________________________________________________________________________________
__________________________________________________________________________________
7 What more did you do? Instances where you “walked the extra mile”?
__________________________________________________________________________________
__________________________________________________________________________________
8 Other comments
__________________________________________________________________________________
__________________________________________________________________________________
Evaluator ______ Co-Member3 ______ Co-Member6 _______
Co-Member1 ______ Co-Member4 ____ Co-Member7 _______
Co-Member2 ______ Co-Member5 ______ Co-Member8 ______