Running a CAS Hub Operations Manual v4
Running a CAS Hub
June 2013
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Running a CAS Hub
Running a CAS Hub ................................................................................................................................... 5 Introduction ......................................................................................................................................... 5 What is a CAS Hub? .............................................................................................................................. 5 Opportunities ....................................................................................................................................... 6 Getting Started ..................................................................................................................................... 7 Role of CAS ........................................................................................................................................... 7 Role of the hub leader.......................................................................................................................... 8 Hub Leader Summary ...................................................................................................................... 9 Event Guidelines .................................................................................................................................. 9 Theme? ............................................................................................................................................ 9 Presentation or “hands-on” training?............................................................................................ 10 Format?.......................................................................................................................................... 10 Day and time? ................................................................................................................................ 10 Venue? ........................................................................................................................................... 10 Audience? ...................................................................................................................................... 10 Advance planning? ......................................................................................................................... 10 Quality Assurance .......................................................................................................................... 10 Finance ............................................................................................................................................... 11 Appendix A: Sample Flyer ...................................................................................................................... 12 3
Running a CAS Hub
Appendix B: Sample Feedback Form ..................................................................................................... 14 Appendix C: Checklist and timeline ....................................................................................................... 16 Become hub leader ....................................................................................................................... 16 Initial Planning ............................................................................................................................... 16 Event Booking ................................................................................................................................ 17 Preparation .................................................................................................................................... 17 On the day ..................................................................................................................................... 18 After the meeting .......................................................................................................................... 19 Appendix D: Computing At School......................................................................................................... 20 Mission Statement ......................................................................................................................... 20 Structure and Organisation............................................................................................................ 20 Appendix E: Using Eventbrite ................................................................................................................. 22 Creating a CAS event in Eventbrite ................................................................................................ 22 Eventbrite Event Listings – Hints and tips...................................................................................... 24 Appendix F Expenses Sheet .................................................................................................................... 25 Appendix G CAS Informational material ................................................................................................. 26
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Running a CAS Hub
Running a CAS Hub
Introduction The primary aim of the Computing at School group is to directly support teachers promote the teaching of computing in schools. One way to achieve this is to provide teachers with a local forum to share ideas and mutual interests. These hubs form the foundation of much of the work of CAS, they seek to provide:
the opportunity for teachers to meet in a relaxed and informal atmosphere
to share ideas and resources
to receive training, and
to gain mutual support from discussing teaching methods with colleagues.
Furthermore, CAS derives much benefit from drawing in members from Universities and industry as well as schools. The CAS hub provides a unique opportunity to meet colleagues from local higher education institutions and local employers.
CAS hub meetings are for teachers, run by teachers.
CAS would like to support its members form a hub in their area and this document explains what is involved in running a local hub.
What is a CAS Hub? A CAS hub is a meeting of teachers and lecturers who wish to share their ideas for developing the teaching of computing in their schools, their classrooms and their community. It is a meeting of likeminded professionals with the general objective of supporting each other and the specific aim of providing (at least) one idea that can be taken and tried in the classroom.
The success of a CAS hub relies on local teachers committing to the hub and the vision and direction provided by the hub leader(s). We learn all the time, some of the hub meetings that have taken place already have been very successful, well supported with a real ‘buzz’ created whilst others have been less successful. The important thing is that we learn and improve. Those who lead the CAS hubs will find support from other CAS hub leaders; they will have their own CAS hub where the focus will be on improving the quality of the hubs in their area. 5
Running a CAS Hub
One meeting per term is as much as most teachers can manage. This will be supported by online discussions and follow-up through the CAS website where each hub will have their own dedicated space. It is expected that the CAS hub meeting will be a face-to-face event, but each local community is different. The style and format of the meeting is up to the discretion of the hub leader and online meetings (even Second Life) should not be ruled out. The face-to-face meeting remains one of the most effective forms of communication; they can create a great deal of energy and motivation amongst those who attend. However, teachers are busy and in the current climate (especially in schools that rigorously apply the ‘rarely cover’ policy) there should be opportunity for the online meeting as well. Perhaps the two approaches can be combined?
Opportunities The meetings offer opportunities to network with other ICT and computing teachers and for CPD for teachers.
For the Host school:
It offers schools with Specialist School Status for Computing and/or Mathematics the chance to fulfill their role
The school can be a self-appointed hub for computing activities for an area, leading to increased status.
In-house training/CPD to staff.
For the Visiting Teachers
Networking
Sharing “Best practice”
Pooling successful lesson plans and resources
Discussing common issues and sharing solutions
CPD
For CAS
Promote CAS aims and membership 6
Running a CAS Hub
Develop the regional network
Getting Started 1
The only requirements are : 1.
You are a member of CAS
2.
You are willing to put in a few hours of time each term to plan and host a meeting for teachers in your area.
The CAS rep who oversees the hub program is Claire Davenport. The first stage is to notify Claire, (
[email protected]), that you would like to run a hub in your area.
Role of CAS CAS will support you in any way that you wish to ensure that the CAS hub meetings are successful. This will mean different things to different people at different times. Through discussions with CAS we will get a good idea of the level of support that you would like us to provide for you.
Typically this might include:
a network of potential speakers
links to other CAS hubs
links to HE faculty in your region
links to other partner groups in your region e.g. BCS The Chartered Institute For IT , Vital, STEM officers, industry.
designated website for publicising events, discussion forums etc. for each local/regional hub within the CAS community forum
an annual workshop for hub leaders
branding and identity
mailing list
1
It helps greatly if there are a couple of people to share the load of running the hub – but not essential.
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Finance to offset expenses incurred (typically refreshments).
Role of the hub leader The hub leader is the first point of contact for CAS in that locality and is the point of contact for local teachers who wish to become involved in the work of CAS. The hub leader will champion the cause of CAS and look for opportunities to connect with local teachers and provide opportunities in the hub meetings to meet the needs of the teachers in the area. The hub leader should also encourage all Hub attendees to join CAS, in order to access the resources and forum discussions on CAS Community online : http://community.computingatschool.org.uk/door
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It is not expected that the hub leader will present at any of the hub meetings. Of course, they can use members of the hub and external speakers wherever possible. The hub leader will ‘chair’ the meeting and introduce guests etc.
The practicalities of organising the local meeting are the responsibility of the hub leader i.e. setting the date, the venue, the catering, the topic, gathering feedback etc.
Keep Claire Davenport informed at all stages of your meeting preparations and management.
Set the geographical boundary of the hub. Each area will have its own unique geography, travel constraints etc. Inner-city hubs will have different demands to those in more rural locations. Set this boundary. A maximum travel time of approx 45 minutes is a useful ‘rule of thumb’.
Inform the Local Authority Advisor that the CAS hub meetings are taking place. Invite them to your meetings. Some will be very supportive, seek to build on that support and ensure that they do not see your meetings as a threat to their own activities.
Make contact with the local teachers. You may have a contact list already from LA meetings for ICT. Most universities will have an outreach team who are used to sending out information to schools in their area. They are usually very keen to help. Organising the CAS hub meetings in partnership with the university will ensure extra help is on hand. CAS can broker introductions if needed. Eventbrite keeps a record of all attendees at previous meetings. Start here with your advertising for future meetings.
Plan for one Hub meeting each term , and any additional specific CPD training days you decide to run. The summer term can be hectic for many teachers with the extra burden of exam marking and may not be a good time.
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A checklist is provided in Appendix C 8
Running a CAS Hub
Start small and encourage others to spread the word amongst their networks. Notify other hubs within your region about what you are planning, you may find that folk from other hubs will wish to join in!
HUB LEADER SUMMARY
You must be registered on CAS Community online with your geographical location set on the map and have a photo of yourself included in your profile.
Please encourage CAS Hub group attendees to join CAS online and highlight the online resources that they can get from the Resource section of CAS online, as well as the forum discussion section and events
Use the online registration system, which means that CAS will know what meetings are being planned. See Appendix F for information on using the Eventbrite system.
You must issue Feedback forms, or link to Online feedback form after each event, to be shared with CAS HQ.
Event Guidelines You do not need us to tell you that teachers are very busy and giving up their time is a real sacrifice. Let’s make it worth their while! For every CAS meeting the teachers should leave with one thing, a lesson plan, resource, that they can use in their classroom. Please make this the top priority.
Meetings should be informal and allow maximum opportunity for teachers to chat with each other whilst maintaining sufficient direction to ensure flow. Please see the latest CAS Events policy for further guidance. THEME? Do you want a theme or topic? Need to find relevant speaker? Contact CAS if you want a particular topic. We may be able to find someone in your area. Choose a topic that interests you - it is likely to
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be of interest to others. Feedback forms are an excellent way of finding out what others would like as well.
PRESENTATION OR “HANDS-ON” TRAINING?
This determines the type of venue and the maximum recommended numbers. However, if the meeting focuses on a software product do try to arrange hands-on activities. FORMAT? Face to face meetings are the best format but there are several tools available for online meetings and these are to be considered as an alternative to a face-to-face meeting. Vital can supply licences for “Blackboard” if required. The Teachmeet format could be used as well as an online event within ‘Second Life’. DAY AND TIME? What’s the most suitable day of the week, time of day for the event? Any clashes with other known events in the area? Check the event list on the Eventbrite page as well. VENUE? Is there a venue/room available for the day and time identified? Is there a map that be added to the Eventbrite page? Provide plenty of signs from the car park(s) or reception. AUDIENCE? ICT teachers, Primary school teachers, Trainee ICT teachers, FE/HE colleagues? Some topics may be of interest to teachers from other curriculum areas as well. If two audiences are targeted – eg Primary School teachers and Secondary ICT teachers, experience has shown that parallel streamed activities work well with the different audiences, after an initial joint introduction and presentation. ADVANCE PLANNING? How far ahead do you need to organise to get the best turn-out? One month? Six weeks? A term? Plan the advertising campaign. No meeting should be organised less than one month in advance, as this will result in poor turnout. QUALITY ASSURANCE All meetings arranged under the CAS banner need to represent CAS in a positive way. This includes content, delivery and all practical arrangements. To this end it is expected that all hub leaders will:
Use the eventbrite registration system
Use the hub ‘template’ provided 10
Running a CAS Hub
Obtain feedback from attendees and speakers
Seek support from the CAS team when needed
Write a brief report of each hub meeting to be distributed to attendees and CAS hub coordinator
Return feedback forms to Claire Davenport
Finance No hub leaders should fund any aspect of a CAS hub from their own pocket. Each hub has money accessible given to ensure that expenses can be met. If a hub requires funding for a specific project that exceeds this amount then application must be made in the first instance to the CAS Coordinator.
Expenses incurred in organising a hub meeting and having the meeting e.g. refreshments, speaker travel expenses need to be claimed for using the pro forma expense form available from Claire Davenport. If a catering company or school catering used, a Purchase Order number needs to be requested from Claire Davenport and an invoice will be issued for the amount to the catering company used for refreshments.
We do not usually pay for venue hire – hopefully one of the organisers’ venues can be used for free. Basic refreshments (tea, coffee, water, biscuits) should be available at no more than £3 a head for CAS hub meetings. Longer CPD sessions may require lunch breaks, with buffet to be provided. This needs to be factored into the total cost of such an event.
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Appendix A: Sample Flyer
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NB. An editable template is available for the flyer.
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Appendix B: Sample Feedback Form
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N B. A template for this feedback form is available
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Appendix C: Checklist and timeline BECOME HUB LEADER
INITIAL PLANNING
#
Task
1
Write to Claire Davenport expressing an interest to be a CAS hub leader for an area
2
CAS adds you as an administrator to the CAS Eventbrite page
3,
Request dedicated email id for hub organiser, eg
[email protected]
#
Task
1
Date for the hub meeting.
2
Venue
3
Maximum numbers
4
Theme/topic and event objectives
5
Budget needed?
6
Confirm speaker(s)
7
Draft the proposed agenda for the meeting
8
Determine dates to e.g send out first invitation and then reminders
9
Email Claire with meeting information
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Running a CAS Hub
EVENT BOOKING
PREPARATION
#
Task
1
Use CAS Eventbrite site to create a page for your meeting
2
Create flyer to email to contact list (inc Eventbrite URL)
3
Inform Claire that Eventbrite page is published and discuss CAS support required inc budget
#
Task
1
Email speaker(s) confirming: a)
Theme of presentation and level of knowledge
b) Audience (background if known) c)
Estimated numbers
d) Practical requirements of speaker – wireless internet access, laptop, computer screen, audio? e)
Travel expenses and subsistence available
f)
Time of event and date
g)
Venue, including travel details to get there
h) Ask for any printed materials to be made available on the day Exchange emergency contact telephone numbers 2
Prepare a contingency plan in case speaker cancels
3
Book venue and catering accordingly, eg How many coffee breaks needed? Will breakout areas be needed?
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ON THE DAY
4
Received written (email) confirmation of speakers agreement to present.
5
Contact speakers to confirm attendance and any special requirements.
6
Invite eg LA, Vital, STEM Officer
7
Distribute flyer/email advertising to contacts
8
Ask LA to advertise on their subject portal
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Is recording or streaming possible?
#
Task
1
Print attendee list, at least 2 copies (1 for school reception)
2
Print name badges, if needed
3
Print required paperwork for attendees e.g. attendee list, schedule, ancillary documentation related to the meeting including feedback forms.
4
As attendees arrive, circulate and welcome
5
Start and end on time
6
Keep notes on all activities and discussion items to be included in the meeting report
7
Give all attendees time to complete the feedback form
8
Retrieve the name badge holders as they leave (if used)
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AFTER THE MEETING
#
Task
1
Email/write to speaker with thanks
2
Write short report and email to all attendees (and Claire Davenport), inc relevant links to follow-up from the meeting
3
Send report to CAS newsletter editor or post to your section on CAS Community Online Forums
4
Send feedback forms to Claire Davenport
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Running a CAS Hub
Appendix D: Computing At School The Computing At School (CAS) group aims to promote the teaching of computer science at school. CAS was born out of our excitement with our discipline, combined with a serious concern that many students are being “turned off” computing by a combination of factors that have conspired to make the subject seem dull and pedestrian. Our goal is to put the excitement back into Computing at school. CAS is a grass roots organisation, whose energy, creativity, and leadership comes from its members. We are a collaborative partner with BCS, The Chartered Insitute for IT, through the BCS Academy of Computing, and have formal support from other industry partners. Membership is open to everyone, and is very broad, including teachers, parents, governors, exam boards, industry, professional societies, and universities. We speak for the discipline of computing at school level, inc. FE, and not for any particular interest group. CAS seeks to work at many levels, including:
Directly supporting ICT and Computing teachers who are excited by computing, by providing them with teaching material, training, local hubs, newsletters and the opportunity to meet with like-minded colleagues.
Acting as a Subject Association for computing teachers.
Working at an institutional level, for example by encouraging the developments of GCSEs in Computing.
Advocacy at national policy level; for example, submitting evidence to the Royal Society study on Computing in School.
MISSION STATEMENT Computing has transformed the way we communicate, work and play in recent decades. However, it is not obvious to most people that it is a broad, deep, exciting, and fertile discipline. Its full potential can only be realised through great creativity and ingenuity in working with concepts, theories and challenges. It has also been a powerful source of new ways of thinking that have influenced many other fields, as diverse as biology, mathematics and philosophy. CAS aims to support and promote this vision of computing in UK schools, by providing opportunities and resources to help all educators and learners to better understand, use and develop computing in a variety of activities and fields. STRUCTURE AND ORGANISATION CAS has formed a strategic alliance with BCS, The Chartered Institute for IT. The institute is the natural professional society for our discipline, and it is hugely helpful to us to have its support. BCS contributes significant resources in terms of time and money which enables two part-time staff to support CAS members from within BCS.
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Formally, CAS is part of BCS Academy . This provides a supportive institutional framework but does not threaten CAS’s autonomy or grass-roots style. CAS is internally governed by the CAS Board, formed from the membership. Around the country, members of CAS volunteer to be a regional representative for the association, forming a valuable network across the UK. CAS is supported financially by BCS, The Chartered Institute for IT, Microsoft Research, Google, the Council of Professors and Heads of Computer Science (CPHC) and many other organisations. Without their help there would be no CAS. Thank you!
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Running a CAS Hub
Appendix E: Using Eventbrite When you have decided to run a CAS teachers hub event, you must first decide the date, time, venue and identify any speakers or themes for the meeting. Once these have been agreed, please email
[email protected] to request that your name is registered as a CAS Eventbrite organiser. When you have been registered, you will receive an email from Eventbrite inviting you to login. You need to create a login which consists of your chosen email address and a password (don’t forget to always log in using this email address that you used to contact CAS with, otherwise you won’t have any visibility of the CAS event that you’re organising). Please note that if you have already signed up to Eventbrite previously, you will need to choose another login name and password, in order to be registered as a CAS Eventbrite organiser.
Here’s a step by step guide on how to set up your event on Eventbrite. The easiest way to do this is by modifying an existing CAS event, which has been stored as “Template” in the Draft section of “My Events” tab. Note: The steps run down the page vertically, then continue on the top right of the page like a newspaper article. CREATING A CAS EVENT IN EVENTBRITE 1.
Once you’ve logged in you will see a list of CAS events under My Events. The templates are kept in the Draft section.
2.
Click on the Event name “Template for CAS Teachers Hub meeting– Please copy template before making changes and leave Original as is”.
3.
Click on “Copy” from the Copy, Cancel , De;ete options above the template, which will allow you to create a copy of the template.
4.
Overwrite the NEW EVENT NAME with your own event name, eg “West Midlands Teachers Hub meeting”.
5.
Click on the green button “Copy event”. Then click on “Save As Draft”
6.
Your own version of the Event page will now be displayed in Edit mode, which allows you to make changes.
7.
STEP 2: ADD TICKET INFORMATION. Click on the existing title” Registration”. This allows you to edit this to enter your own meeting details. The tickets are free, so leave this option as is. Select (or confirm) the room capacity for the meeting, eg 30.
8.
STEP 3 ADD EVENT DETAILS. Using the example shown and the word processing tool for this option, add the details of the event, including any speaker details and venue. Please add suitable images of speakers or venues to brighten up this section – they make a big difference!
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9.
Personalise the url link that will be always be used for your event, eg caswestmidlandshub.eventbrite.com. To retain this constant url, each event needs to be deleted to enable a new version of this url to be created.
10. STEP 4, ADD WHEN. Please enter times and dates for event. 11. STEP 5: ADD WHERE. Click the drop down option “Create New location” and add the address of the event venue, including postcode. To help attendees, tick the box beside the option: Show Google Map for this address 12. STEP 6: ADD HOST. Do not change anything here, PLEASE leave this as “Computing At School”. 13. STEP 7: ADD COLOUR. Do not change anything here, leave as Classic. 14. ADDITIONAL OPTIONS. Select the primary and secondary categories to publicise the event. Add any keywords that would link to your event. Leave the Google Analytics UA code in. 15. Click on the grey button “Save as Draft “at the bottom or top right of the page. Click on “Preview” tab to look at how your event will be displayed. To make any amendments, select “Close Preview” and go back into “Edit” tab to edit information. When you’re satisfied click on the green button “Save and Publish” at top right or bottom right. 16. It will then be viewable by anyone searching the Eventbrite system. 17. You can publicise the url that you created for this meeting in publicity information, eg
[email protected] on posters, flyers, emails etc. 18. Use the Invite Function to send an online invitation to known contacts by adding or importing their email ids into the event. (You can add to this list after every meeting, so the mailing list will grow the more meetings you have). This is why attendees must register online, so that we have visibility of them for future mailings.
CAS support will tweet this event out through the CompAtSch twitter account and CAS Google group forum at regular intervals before the event. Therefore the more information contained in the event details, the more we can promote the event and the more attractive a proposition we can make it.
Notes: Using Twitter? See: http://www.eventbrite.com/t/twitter-event-promotion What about using a Facebook account as well? http://www.eventbrite.com/t/facebook-connecteventbrite
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EVENTBRITE EVENT LISTINGS – HINTS AND TIPS
CAS Hub Event template.
Every event needs contact information, eg Name of organiser and email address. If you do not want to put your email address on the listing, please request a Computing At School email address from Claire Davenport that can be used for this purpose, eg
[email protected] In this way, people can ask you questions beforehand, or may even offer to present!
Every event needs a bespoke url to identify it, so please create a relevant one eg www.westmidlandshub.eventbrite.co. uk
Please leave the Organiser section as “Computing At School” and don’t change it to your own school name or institution! This does not mean organiser of that particular event, it is referring to the Organiser of the Event account, in this case CAS.
Attendees may email you about the event . CAS Admin also receive these emails through the
[email protected] email id. If you reply to these queries can you please cc
[email protected] into the mail so that we know that you have dealt with it. Thank you.
Please put a town or region name in the event title so that potential attendees have an idea of whether it’s within easy travelling distance before they get excited enough to click on it! Yes, CAS Hub names are usually in the title of the Hub meetings, but not all CPD events.
Please set a date for a meeting or event at least one month in advance, minimum, Any less time than this often results in a poor turnout.
Please put Access details to the venue, the number of the room, parking restrictions nearby etc . You may be very familiar with your own venue, but others may be visiting for the first time in the dark and won’t know where to go. They may give up if you make it too hard for them!
Use additional logos (Host school/institution) and photos if suitable to brighten up the listing and make it more attractive and inviting
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Appendix F Expenses Sheet Small scale expenses incurred from holding the CAS meeting can either by invoiced to BCS (CAS) or reclaimed using an expenses sheet (example below) obtained from Claire Davenport.:
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Appendix G CAS Informational material The following CAS marketing and information material is available to order from CAS Hub Network support, Claire Davenport
[email protected]
Printed and electronic promotional material
1.
“Switched On” newsletter, issued three times a year, Winter/Spring, Summer and Autumn. Copies need to be ordered by email or phone, giving at least a week’s notice.
2.
A6 size CAS “postcard” – Mission statement, Computing At School website url.
3.
“Careers in Computing” – A5 hardcopy leaflet for 13 – 16 year olds and online http://whatiscomputing.com
4.
CAS Logos
a.
“Educate, Engage, Encourage”
b.
Cassie (girl with Laptop)
c.
“Computing At School” Full colour
d.
One colour “Computing At School”
Available for promotional material from Claire Davenport. Please indicate the usage of these logos, eg on printed materials, on website in order to provide the most suitable format.
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