Training organization procedure

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Training event organization

All training events must be publically announced in advance on the VI-SEEM project portal. The full detailed information about the training event will be available on the VI-SEEM Agenda system . Within the Agenda System for each training event there will be: a registration page, collection of specific presentations and related material together with the relevant links to the training platform, the evaluation survey form and link to the completed training summary report, plus additional data and information if available. In cooperation with the other WPs, the infrastructure will be prepared for a training event and all necessary training materials will be made available via the training platform.

ToDo checklist

A training event ToDo checklist has been prepared in order to help remind the training event organizers to all of the major steps involving the preparation and organization of the training event.

Status

Item

Plan the event

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Create an account on VI-SEEM Agenda system

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Inform training task leader (T2) and WP2 leader for the upcoming event (include the username for the created account on the Agenda system)

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WP2T2 gave you admin rights to your VI-SEEM training event template

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Modify the data within the event to correspond to training event details

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Set dates for activation and deactivation of user registration and evaluation forms

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Change visibility and access to the training event to public (Protection tab)

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Advertise training event via different channels to target audience

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Check available training material, prepare additional if necessary

[ ]

Reserve training slot on the available training infrastructure

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Organize trainers and define schedule

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Update training timetable details (Agenda System)

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Update questions in evaluation form to reflect the training event (Agenda System)

Before the event

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Provide link to training material and user guide on training infrastructure on the training event in the agenda system

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Prepare venue (classrooms with presentation equipment, labs and access to infrastructure, refreshments, printed material necessary)

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Send reminder to registered participants

During the event

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Take photos of the event

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Send reminder to trainees about the evaluation survey (Agenda System)

After the event

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Notify the training portal coordinator (Stelios Erotokritou s.erotokritou(at)cyi.ac.cy) that new material is available in the events page.
You should also suggest where the training material should be presented within the training portal, i.e. categories, etc.

[ ]

The training portal coordinator adds the info about the training in the training section on the training portal and adds the new training material to the training portal taking care of the categorisation, avoiding duplicates, etc

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Fill out the training summary report template (available in Materials->Summary)

*use evaluation form statistics from Agenda System

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Make the report publically available on the VI-SEEM agenda system within the training event

[ ]

Send the training summary report and any additional comments to WP2 leader and WP2T2 leader

Training material

At the end of each training event the training organizers need to make sure that the training material used for the training is available on the Agenda system. In order to sync the new training material with the material available on the training portal, the training organizers need to inform the training portal coordinator about the availability of the new training material, where it can be found, and how it can be categorized. The training portal coordinator will then (1) create a new link to a training event in the separate training section on the training portal, and (2) check the available training material used for the training and add all new training material available in the corresponding categories.

Training survey

At the end of each training event the trainees will be asked to fill out a training event survey that will provide insight into the quality of the delivered training, and will be used as input for the organization of future training events. The template for the training event survey is available in the Agenda system. If for some reasons you can not use the Agenda systems for the survey, you can download the template as a Word file here.

Training event summary report

Upon finishing the training event, the event organizers need to fill out a training event report that will highlight the training activities that took place, report on training statistics (number of trainers, number of trainees, topics covered, level of training, interested audience, etc.). The template for the summary report available in the Agenda system. If for some reasons you can not access this template from the Agenda systems for the survey, you can download the template as a Word file here.