TASK+2


 * Task 2: ON THE FACULTY MEETING **


 * Part 1 **
 * 1) What questions do you have on the power point presentation? (Find the ppt on the Resources page of this wiki)
 * 2) What other information should have been included, if any?

Prepare your notes for this faculty meeting. Please consider:  
 * Part 2 **
 * What materials will you need to have? Who prepares them? Who makes them available?
 * How long will the meeting need to be?
 * What needs to be included in the faculty meeting apart from what is on the power point presentation you will get from IB?
 * What happens if a workshop leader is delayed and is not present at the Faculty meeting?
 * TASK 2 **

I have tried to put together your questions and have answered them to the best of my abilities. At times, your questions or reflections have also raised new ideas or thoughts of different aspects of the Field rep role we should be looking at or revising.

 **Part 1**


 * a. What questions do you have on the power point presentation? **

<span style="font-family: Arial,sans-serif; font-size: 10pt;">Is there a Faculty meeting for each programme? <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">Yes – each programme has its own meeting

<span style="font-family: Arial,sans-serif; font-size: 10pt;">When do we meet the session observer? <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">Session observers will drop into each Faculty meeting for a few minutes to introduce themselves and clarify their role….

<span style="background-color: white; font-family: Arial,sans-serif; font-size: 10pt;">What does AoB mean?

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">Any other business

<span style="color: #404040; font-family: Arial,sans-serif; font-size: 10pt;">What is new in the IB? More info for Field Reps

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">This powerpoint presentation will be updated by IBEN twice a year to reflect any new info about the programmes. PYP Field reps will have news on the PYP but we may also add info on the other two programmes.

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">Regarding more info for Field Reps, under each slide we have put in some notes where a clarification was needed. We do, nevertheless encourage Field Reps to go into the webpage and explore the pages we have included on the ppt. If you should have more questions, then do send them to me and I’ll do everything possible to provide an answer. <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">PYP news: the goal here is to direct WSLs to where they should be looking for the news rather than giving it to them……namely……the right hand column on the OCC PYP home page……………and within that expressly point out they should always read the latest version of the Coordinator’s notes before planning a workshop! IN those notes you’ll find all about upcoming publications and the fate of the POI pilot project!!!!

<span style="font-family: Arial,sans-serif; font-size: 10pt;">Can the power point be amended to meet specific needs, or is this not allowed?

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">Some of the ppt slides will be set and you will not be able to change them, others you will need to make changes in order to reflect the info of a given venue.

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">The ppt should be the tool that creates the common link in all events…..we want all workshop leaders to get the same information. <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">So the only info you can add is the one related to the venue….and logistics…..

<span style="color: #404040; font-family: Arial,sans-serif; font-size: 10pt;">Providing the WSL with cell phone numbers would provide more immediate assistance rather than having to look for the FR.

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">This could be a good idea in venues where there are many workshops and rooms are very far apart.

<span style="color: #404040; font-family: Arial,sans-serif; font-size: 10pt;">Share workshop observation protocols.

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">Definitely, WSLs need to know what Field reps will have to complete in their reports <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">You can take paper copies of these protocols to show….in the ppt you have WHERE WSLs can go to find all protocols……invite them to do so!

<span style="color: #404040; font-family: Arial,sans-serif; font-size: 10pt;">Information on how to access the modules on the process of authorization just in case someone has not completed that task.

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">PYP educators should write to <span style="background-color: white; font-family: Arial,sans-serif; font-size: 10pt;"> marcela.izraelson@ibo.org <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;"> By 2012 all educators should have completed these modules before going on any activity.

<span style="color: #404040; font-family: Arial,sans-serif; font-size: 10pt;">Field Rep will: make any necessary changes to participant registration in conjunction with the conference coordinator – <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">If the conference coordinator has a request from a participant to change from one workshop to another, Field reps may be asked for their opinion. Please make sure you base your replies on the PYP Workshops Handbooks found in the WSLRC rather than on “the way it has always been”. Point 3 of the workshop description “Recommended audience” should be what we base our answers on.

<span style="font-family: Arial,sans-serif; font-size: 10pt;">OCC session <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">Field Reps NO LONGER hold an OCC meeting for workshop participants. The OCC is an integral part of each workshop. Workshop leaders should be showing the OCC to participants and making reference to any specifics considered appropriate for the workshop they are leading.

<span style="font-family: Arial,sans-serif; font-size: 10pt;">Do WSLs need to attend the plenary? <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">Yes, this is non-negotiable! We need all WSLs at the plenary where Field reps will introduce them….

<span style="font-family: Arial,sans-serif; font-size: 10pt;">Faculty dinner???? <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">Definitely organized by the conference cordinator

<span style="font-family: Arial,sans-serif; font-size: 10pt;">Breakfast debrief??? <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">There will be a whole task on that!!!

<span style="font-family: Arial,sans-serif; font-size: 10pt;"> **Part 2**

<span style="font-family: Arial,sans-serif; font-size: 10pt;"> **Prepare your notes for this faculty meeting. Please consider:**

<span style="font-family: Arial,sans-serif; font-size: 10pt;"> **What materials will you need to have? Who prepares them? Who makes them available?**


 * <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">IN THE FUTURE **<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;"> Field reps will need a laptop, an LCD projector, and the power point presentations (one for the Faculty meeting and one for the Plenary)….which will be provided by the IB


 * <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">IN 2012 **<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">: Field reps will not have available a laptop, beamer or screen to show the Faculty meeting ppt. IBEN will nevertheless provide a Faculty meeting ppt (once in January and an update in July) with notes, for Field reps to use as a guide during the meeting.

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">Field reps should also get the following from the conference coordinator:


 * <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">list of WSLs,
 * <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">workshop leader assignments,
 * <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">location of rooms
 * <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">any last minute changes to the printed programme
 * <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">updated participant list and attendance forms
 * <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">times that WSLs can get into rooms to set up
 * <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">internet access codes if available

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">Cell number of field rep may be given to all WSLs if the venue is too big and there are many workshops

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">WSL packets that have not been picked up at the time of the Faculty meeting may be left by the Conference coordinator in the room where the Faculty meeting is being held. If a WSL has not arrived by the time the Faculty meeting is over, Field rep could leave it at the Front desk for them.


 * <span style="font-family: Arial,sans-serif; font-size: 10pt;">How long will the meeting need to be? **

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">90 minutes may turn out to be too long at the beginning, so in 2012 we’ll probably plan for a 60 minute meeting. Our hope is to gradually change the Faculty meeting so that we can share best practice as well the logistics of the event.


 * <span style="background-color: white; font-family: Arial,sans-serif; font-size: 10pt;">What needs to be included in the faculty meeting apart from what is on the power point presentation you will get from IB? **

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">Stress the importance of wearing badges at all times

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">Stress importance of not changing the schedule


 * <span style="font-family: Arial,sans-serif; font-size: 10pt;">What happens if a workshop leader is delayed and is not present at the Faculty meeting? **

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">Help the co-presenter with set-up and anything else they may need.

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">After the faculty dinner check to see whether the WSL has arrived…if YES, relax, if NO, start thinking of contingency plans……

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">If a WSL does not arrive, is called away, is ill:


 * <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">Field rep may join the other leader for a session or two if there has been a delay
 * <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">The WSL that has arrived may be asked to lead the workshop on his/her own
 * <span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">In the event of a large number of participants, you may need to ask

<span style="color: #0070c0; font-family: Arial,sans-serif; font-size: 10pt;">Please read the DRAFT emergency response document I’ve attached…… <span style="font-family: Arial,sans-serif;">