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Building Networks for Change Conference Recommendations


A. HOW TO ATTRACT NEW ELT MEMBERS & BUILD ASSOCIATIONS

Having discussed the points of attracting new ELT members and creating ELT Associations the group of young teachers came up with the following plan and steps that should be taken into consideration:

- Encourage local teachers to set up Associations and opening web sites/pages

- Define the target group (future oriented teachers) inside schools and universities

- Use MLM (multi level marketing) techniques to involve professionals (friends and colleagues and friends friends and colleagues)

- Keep in professional touch on a regular basis

- Arrange Teacher development training on a regular basis (monthly)

- Arrange Best Practice Sharing Sessions with focus on young teachers achievements

- Involve and invite prominent, distinguished presenters to the local sessions

- Involve young teachers in creating new teaching materials

- Use cross-regional networks and their experiences (sharing and exchanging ideas)

- Participate in Umbrella sessions 


B. WORKING WITH ENGLISH LANGUAGE FELLOWS  

The following presents a number of suggestions on how to best work with English-Language Fellows from the U.S. and how to make the most of their participation. For more information on having a Fellow come to your region, please see under Programs where you will find more information.
Before the Fellow arrives:
- study all the English Language Office papers outlining the requirements you must meet to host a fellow (registration rules, medical service, accommodation, business schedule, etc.) ;

- talk with the administration of the institution to find out whether it can host a Fellow on th terms listed in the requirements including temporary quarters (e.g. university hostel) for the first days of the Fellows stay;

- in this talk you should cover the main aims of the Fellows work (teacher training ranging from your institution up to the regional scope);

- meet with the Organizing Committee of your Association to discuss the main guidelines of the work of the Association and the Fellows future participation in it;

- learn as much as possible about the personality of the invited Fellow, his/her special needs (rent budget and type of apartment, which floor the apt. should be on, walking distance from your university, nearby shops, bank, pharmacy, dry cleaner etc.);

- fill in a Request for a Fellow (see Forms section to the left);

- check on processing an official invitation ;

- DHL the official invitation to the Fellow;

- consult with ELO on every step of the process;

The more details you get the better you can satisfy the needs of the Fellow and make his/her adaptation to your city and university quicker and more successful.
Logistics once the Fellow arrives:

- Before the Fellow arrives, the person responsible for the Fellows program (e.g. the President of the inviting Association or the Head of the inviting University department) should appoint two teachers to accompany/support the Fellow and help him/her at least during the first three months.
- These teachers should be properly instructed by the person responsible for the Fellow how to help with the Fellows registration (within three days of arrival) and with scheduling the first days of his/her stay. The teachers should help the Fellow with the following:

- show the apartments found for him/her from which he/she can choose;

- show all the important places which the Fellow needs to know: e.g. shops, bank, pharmacy, clinics and hospitals, transportation system, Internet access etc. Find a person or a Company to help with computers in case of a problem;

- take him/her around the university, acquaint him/her with the head of your department and colleagues;

- organize an excursion in your native city and tell about its theatrical, cultural,art life: invite the Fellow to the theatre or a museum;

- tell about the people and the way of life in your city including some peculiarities (holidays and traditions);

- advise about the weather in your region and recommend what and where to buy necessary things at a reasonable price;

- warn about the places where he/shed better not visit and explain why

- if the Fellow has seriously fallen ill, dont waste time and bring him/her immediately to the doctor;

- taking into account some negative experience we strongly recommend your Fellows:
- always have a copy of his/her registration certificate and the mobile phone numbers of people to contact in case of any trouble or emergency;

- do not carry large sums of money, better keep it in the bank (and withdraw as needed);

- do not keep expensive jewelry at home or in a hand bag: better keep it in a bank safe;

- while signing the apartment rental agreement with the landlord, thoroughly study its terms ;

- when paying the apartment rent, do not forget to take a document certifying payment;
Planning the Fellows work:
- The key words for this aspect of preparing to host a Fellow are: pre-planning, coordination and analysis of the work to be done.  The next steps are extremely important:
- appoint a meeting of the Fellow with the President of your Association or Head of your Department before he/she starts to work: find out your Fellows ideas for ways to work with the teachers of your region;

-describe to the Fellow the traditional forms of teachers-training at your university and in the city and share your ideas on his/her involvement in them;

- guidelines of your future joint work should be made with the Fellows participation;

- e-mail the guidelines to the members of the Association for their comments and feedback;

- as soon as you have the short- and long-term joint work plan adopted by the Association (including the range of the Fellows involvement) make an appointment with the Administration of the Institution to introduce the Fellow and his/her future projects;

- arrange an appointment with local city authorities to tell them about the prospects of the projects in the field;

These are only a short list of recommendations to take into account to make your cooperation with a Fellow effective. Hopefully they will be of some help to you. The following are a few more important things contributing to the effectiveness of the joint efforts working with the Fellow. Dont forget to include coverage, analysis and evaluation of the work done.

- cover all the important events of the project in all mass-media available;

- send copies of the mass-media comments, video-photo materials, feedback from participants of seminars to ELO;

- conduct discussion of all the events with the Association, keep comments and recommendations for future work with Fellows and send them to ELO;

- consider whether it is possible or feasible to renew the Fellow project for a second year


C. TIPS ON ARRANGING CONFERENCES

There are 10 important steps to arranging a good conference.  The steps are outlined below:
1.  Build a Team of Organizers (Local and Outsiders)
Elect a Conference President, Conference Director, Conference Secretary and the Organizing Committee.  The Organizing Committee will consist of:
- 1 person responsible for contacts with local authorities;

- 1 person responsible for overall design (logo, design of announcements, design of folders, design of the Program, site decoration),

- 1 person responsible for logistics

- 2 people responsible for the budget

- 1 person responsible for contacts with mass media and advertising

- 1 person responsible for the Program

- 1 person responsible for cultural events

- 1 person responsible for foreign guests

2. First Announcement: logo, title, motto, goals, procedure, organizing committee, celebrities, contact information


3. Call for Papers: see First Announcement + Registration Form + info about the site + info about the city + cultural events


4. Budget: registration fees + local support + fund-raising + grants


5. Logistics: timing, forms, tables, databases, schedules, visas, hotel info, reservations, transportation, site decoration

TIMING: consider dates of the Conference, deadlines for submission of the articles and for registration, frame of the conference program, arrival/departure opportunities

FORMS: registration form, speaker proposal form, letters of invitation, letters to readers, letters to moderators, letters of acceptance, letters of rejection

TABLES: arrivals, departures, responsibilities

DATABASES: all participants, moderators, speakers, readers, guests of honor, hotel rates, transportation schedules

CONFERENCE WEBSITE: create, support, update

SCHEDULES: timing on when what and where, committee meetings (dont forget to take notes!)

VISAS: procedure, timing, approvals, complete info on the invited guest

HOTEL INFO accommodations, prices, don't forget about VAT, addresses, telephone and fax numbers, students' dormitories, tourist centers

RESERVATIONS: site, transportation, hotels, cultural events

TRANSPORTATION: University, personal, friends, students, sponsors

DECORATION: logo, greetings, flowers, posters, flyers, plan of the premises (put in every folder and post on the sites walls), arrows to show directions to special exhibitions, workshops, etc.

TEA/COFFEE BREAKS: menu, location, cost, sponsors, decorations, volunteer help

RECEPTION: Cheese and Wine reception- menu, location, cost, sponsors, decorations, volunteer help; Dinner - options, usually for those who choose to pay.


Dont forget * folders * badges * registration * announcement board * photos * rest/informal communication area


Train your staff!

Special colors to wear (ties or belts of the colors of the Conference)

5 steps rule- have a special training with the support staff (students)

appoint support staff to meet guests at the airport/train station

think about porters at the airports/train stations, if they are not available, invite students

check (inspect) rooms at the hotel: personally go and see the rooms, do not trust hotels that the rooms are fine!

all VIPs should have an escort student/young teacher and they should accept this role as a great privilege (a reward)


6. Advertising + mass media: create a flyer advertising the conference and send it to educational institutions. Also create a press release and send it to various media resources: e-mail, posters, telephone calls, word of mouth, English newspaper "Speak Out", committees on Education, Ministry of Education, NATE website, ELT website, Hello-online e-journal


7. Preliminary Program Develop the Concept, format (plenary, guest speakers, talks, round table discussions, panels, workshops, satellite workshops/symposium)


8. Conference

Lottery (?)

Raffle (provide rules ahead of time)

Competitions (the best presentation, workshop, etc)

Equipment should be in all rooms before the beginning of all presentations inspected and checked. There should be a technician available for problems

All hand-outs should be available and put on the presenters table BEFORE the start of presentations

Check whether boards, felt pens, chalk are not only available, but are functional

All members of the organizing committee, drivers, those who meet people at the airports/train stations and help with check-in at hotels should have cell phones, the list of cell phones with names should be laminated and given to all organizers

Music in the assembly hall before the beginning of the Conference and during breaks

All Rooms should have CLEAR numbers and the room number should correspond to the room number in the program

There should be a notice board with all info about the Conference in at least 2 places

There should be paper arrows on the walls showing directions to major Rooms - each participant should have a plan of the premises in the Conference pack

There should be info about recent changes twice a day (on the notice board and/or on give away leaflets)

Post announcements on the doors about presentations that will be in that particular Room

All bathrooms should have soap and toilet paper

If publishing houses representatives want to take part in the conference and have a display of their materials or want to sell their materials, they should be financial sponsors of the Conference

Each speaker should be approached (best in writing) with a request to video record his/her presentations: possibly these materials could be offered to the Conference participants

Organizers should be available at the turning points of the Conference Before the beginning, after the last presentations, etc

Moderators reports should be included into the program

Think about welcome letters to the participants (they can be from VIPs, Opinion leaders, etc

Arrange hospitality Table or Booth (what is interesting in the city, where to go, what to see, where to change money, map of venue, medical unit, inter-city phone calls, photo shop, tickets, info about restaurants/cafes, internet access, renting of cell phones, emergency phone list, info about a post office, transportation services)


9. Certificates, thank you letters, awards: Certificates should be printed before the beginning of the Conference - Awards should be announced and prepared and given during the Conference


10. Evaluations: evaluation forms should be printed out and put into Conference packs - special evaluations from opinion leaders

11. Recommendation after the 18th NATE Conference from Toni Hull:
1. on Presentation Proposal - clearer instructions about how to submit, consistent naming of sessions, what will be printed in conference book, etc. and consistent instructions on all postings

2.  available at time of conference: list of all participants (full names) with locations and emails, maybe mobile numbers - ideally this would be online as well as printed / distributed at conference (maybe a special group on the Ning) - but in any case searchable ...
3.  more and better signage to sites plus maps (for conference venues, session rooms, local area places of interest)
4.  necessary time scheduled between sessions to allow people to move around, go to bathroom, etc.
 
D.  RUSSIA ENGLISH ACCESS MICROSCHOLARSHIP PROGRAM
(program for underprivileged children)
The following program is based on the English Access Microscholarship Program, a special State Department program designed to support English-language teaching among highly motivated students who may be economically disadvantaged. This intensive English-language program can be adapted and modeled for your local students.


Selection Process and Criteria
Age 14-16, no pending graduates

Motivated

Economic status (low income)

Placement test


Documents for Eligibility
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Teaching Materials & Aids (please contact the ELO if you have questions)

Kursk CD Listen+Read+Learn

Touchstone

Interchange

Side by Side

Video Grammar and Lexical Courses

Connect 1, 2, 3

Face to Face

Way to Go video course

Family Album

American Potpourri

Shaping the Way We Teach English (for teachers)

Games: baseball, etc

Karaoke

Readers (Cambridge, Longman, etc)

American Indian Tales by Susannah J. Clark

English Teaching Forum magazine

Sinbad (movie)

Shrek (movie)

Madagascar (movie)

Online materials and useful sites:

http://oelp.uoregon.edu/shaping.html - video teacher training program Shaping the Way We Teach English

http://exchanges.state.gov/education/engteaching

http://www.sister-cities.org/crc/directory/NIS/Russia/index - Sister Cities International, opportunity to develop sister cities projects

http://www/nyevisit.com/ - a virtual trip to NYC

http://en.wikipedia.org/wiki

http://etopisi.ru


Work with Parents
Meet with parents, in groups and individually, to explain the program and talk about students talents, hobbies and progress, on a regular basis

Get parents feedback through questionnaires, meetings, etc.

Invite parents to events, tea-parties, presentations, contests, etc.


Work with Administration
Meet with Ministry of Education; Ministry of Youth and Sports; City departments of Education, Sports, Culture; University administration

Send informational letters, thank you letters

Invite them to Opening/Closing Ceremonies and other events.


POSSIBLE PROJECTS:
Student-Generated Stories Project
Conduct a refresher writing workshop, if necessary

Film the stories

Contact the ELO for more information
Reading Project
Create libraries

Conduct contests, round table discussions, and reading forums/conferences

Meet the authors

Create PowerPoint presentations My favorite book

Draw pictures to illustrate the stories


Outreach

Share experience with secondary school teachers, invite them to observe classes

Share information through websites and blogs; create them if they do not exist yet and find creative ways to link them


 SUMMER CAMP SUGGESTIONS


Pre-camp


-          conduct TOT (training of trainers) for teachers and counselors prior to camp start for team-building, promoting the idea of respect, support and positive thinking


-          create a handbook of activities to be used at camp (cheers, words of the day, games, etc)


-          set camp policies, rules and regulations:


a)      no cell phones during classes policy


b)      speak-only-English policy


c)      be on time rule for everybody


-          design camp schedule, be creative with the names of events


-          develop curriculum


-          bring an expert/specialist with camp experience


-          meet with parents to discuss camp rules


-          expose trainers to other camps experience


-          prepare certificates for students and staff


-          discuss what makes an Access camp different from other camps (American Studies, student-centered, technology, leadership skills, etc)


During camp


-          follow camp rules and regulations:


a)      no cell phones during classes policy


b)      speak-only-English policy


c)      be on time rule for everybody


-          use all time for learning (lunch breaks, after lunch rest at out-of-city camps), students should be always engaged


-          make sure it is a student-centered camp


-          add to a handbook of activities, comment on what worked, did not work, why


-          create a positive learning environment, encourage trial and error, promote the idea of respect and support, team-building


-          PAS visits


-          have essay competition
After camp


-          get feedback from all those involved in camp (teachers, counselors, students, parents, coordinators, visitors)


-          revise a handbook of activities


-          compile a bibliography of important books


-          exchange ideas/curriculum with other camps


MORE RECOMMENDATIONS:


Conduct a 2-3 day training during winter holidays for ALL camp teachers and counselors; if this is not possible, conduct training of trainers for each site separately.

Arrange exchanges between similar camps (groups of teachers and students).

Conduct Camp Festival, joint camp for all/several camp sites.

Use authentic materials: movies, cartoons, songs, poems, games, small gifts and awards, online resources.

Find ETAs and FLEX students to help (contact ELO for more information).

Make a list of camp Dos and Donts (rules): English all the time, be on time, wear badges, etc.

Make a list of students (personal info plus talents and hobbies, level of language proficiency), counselors, and teachers; collect all required documents.

Design a curriculum and schedule; adjustments can be made after the initial testing.

Go to the school hosting camp and see/check everything (rooms, assembly hall, stage, screen, equipment, microphones, windows, air-conditioner), identify places to put the camp logo, posters, etc.; make arrangements for breakfast, lunch, free Internet, if possible.

Conduct meetings with parents throughout the program.

Decide on the responsibilities: for example, school can be responsible for meals, attendance, and security, university - for teaching process and cultural events, etc.

Choose events and activities that children like, more games and sports events.

Provide certificates for the most active participants.

Include both mandatory and elective classes into schedule (for example, on Saturday, students can choose classes they would like to attend).

Create blogs and websites to share information with other camp sites and ELT community.

Invite secondary school teachers to observe classes.

Create poems, songs, PowerPoint presentations, essays, photo galleries, etc and share them with other English camp sites and secondary school teachers (possibly through websites and blogs).

Conduct thematic days twice a week.

Introduce a word of the day every morning.

Work on this program with your Teachers Association.

Decide on summer school goals and objectives: learn English and American culture, create comfortable learning environment.

Allocate time for team-building activities every day: each team of students has a special name, number, color, motto, song, logo.

Label in English all the rooms at school used during the camp.

The curriculum can be oriented towards the EGE (Unified State Exam) format.

Take photos, write articles to local press, give interviews to local media during the camp.
 


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TUELTA April 2012 events
Events in association
Events in association
ATES (Annual cross-cultural film-based contest) April, 6, 2011


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