Designing a Workshop: Preplanning Tips and Tasks

1. WAS: Framing theCurriculum:Part 1IS: Preparing a Workshop Gaetan Drolet Wendy Watkins DLI Unit Carleton University Montreal March 8, 2004 Laine Ruus University of Toronto

2. Outline • Objectives • Review 1996 structure (Appendix C) • Compare to 2004 structure • Similarities and difference • Designing a workshop: Preplanning Tips and Tasks • Tips • Timing • Survey of needs • Using the curriculum/Covering the bases • Planning the programme • Choosing the trainers from within DLI and StatCan community • Inside the region • Outside expertise • Administrivia • Budget • Location/Local arrangements • Web site

3. Agenda (con’t) • Conducting the workshop • Tips • Post-workshop tips and tasks • Evaluations • Next steps • Tips • Group work • Divide into four groups 1. Preplanning - survey of needs, content 2. Preplanning - instructors, Administrivia 3. Designing a sample workshop 4. Defining over-all best practices • Reporting

4. Objectives • To develop an understanding of the 2004 curriculum framework • To identify features of a successful workshop • To develop expertise in each of these features in each region • To share the experience

5. 1996 Curriculum Plan • 5 Core Areas • Data Services • Data Management • Data Structure • Data Content • Data Analysis and Use • 2 Task Areas • Design • Management function • Operation • Support function • Often only one data professional; makes task areas moot

6. 2004 Curriculum Plan • 4 Core Areas • Administration • Content • Reference Skills • Statistical and Data Literacy • Much overlap with 1996 • No breakdown between management and support functions • Covers all essential components of what is needed in a workshop • Task for Training Co-ordinators: Have all the elements of the 1996 structure been covered in your regions?

7. Designing a Workshop: Preplanning Tips and Tasks • Tips • Prepare list of objectives • Identify training needs • Identify network of trainers • Timing • Availability of participants, trainers, space • Budget constraints (STC’s fiscal year, university resources) • Survey of needs • Stand-alone or in conjunction with national or international meetings? • Dependent on data culture of region • Participants must be directly involved

8. Designing a Workshop: Preplanning Tips and Tasks • Using the curriculum/covering the bases • Regional, national or international? • Needs to cover all four curriculum areas • Will depend on content of previous workshops • Should build on skills gained at previous workshops • Planning the Programme • Use results of survey • Dependent on availability of resources--physical and human • Choose appropriate learning methods • Lecture • Demonstration • Hands-on sessions • Homework? • Book facilities/people well in advance • Prepare an evaluation

9. Designing a Workshop: Preplanning Tips and Tasks • Choosing the trainers • Develop regional capacities • Use Statistics Canada content expertise • Make use of DLI team • Call on DLI colleagues from outside region if necessary • Administrivia • Budget • $10K/region, annually (+$20K in IASSIST years) • 1st priority: travel subsidy to maximize attendance • Up to 2K for coffee breaks, equipment rentals, space • Travel • Lowest air/rail fare to training site • Meals and accommodation for trainers (not usually for STC) • On-site expenses

10. Designing a Workshop: Preplanning Tips and Tasks • Administrivia (con’t) • Location • Will have budget implications (travel) • Need facilities for workshops • May require commitment from senior staff • Varying the site, shares the local-arrangements load • Choose location that will build community (ie. not everyone goes home) • Local Arrangements • Not a trivial task • Accommodation information • Facilities booking • Refreshments • Social event(s) • Website • Registration page • Accommodation • Programme • Local information

11. Conducting the Workshop • Tips • Encourage participation • Teaching is learning; be a trainer • Stretch the participants • Make sure there is something new for everyone • Try to have both an: • Introductory session • Welcome and reacquaintance • Wrap-up • Discussion of issues arising from workshop • Dates and location for next year • Make certain to collect evaluations

12. Post-workshop: Tasks and Tips • Assign task of compiling and reporting on participants’ evaluations • Assess what worked best; what didn’t • Tips • Have instructors evaluate the workshop • Review the Regional Training Programme • Begin planning the next workshop • Keep networking • Try to keep up the feeling of community developed in the region

13. Group Work • Process • 4 groups • Group composition • At least 1 member from each region • At least 1 member from DLI team • At least 1 fluently bilingual member • Process Objective • To develop expertise within each region in all facets of using the curriculum and designing a polished workshop • Outcome • List of activities or decisions needed to accomplish the tasks assigned your group

14. Group Work • Tasks • Group 1: Preplanning • Survey of needs • Sample content for regional, national, international context • Evaluation instrument • Group 2: Preplanning • Sample roster of instructors for each of the four curriculum areas • Administrivia • Group 3: Preplanning • Design a workshop covering all four curriculum areas • Group 4: Global (Pre, During and Post) • Define a framework of best practices for each of the workshop components

15. Group Work • Questions to be answered: • What needs to be done to complete this task? • When should be it completed in preparing a workshop? • Who needs to be responsible for this task? • What resources do we require to complete this task? • Are there existing materials to help us with this task? • What types of assistance can we use from DLI, Statistics Canada and/or the EAC Education committee to do this task better?