One of the services EARCOS provides to its member schools throughout
the year is the sponsorship of two-day institutes and workshops for
faculty and administration. The topics for these institutes are determined
according to the needs of members. Institutes are hosted by EARCOS schools,
and the following guidelines have been established to provide uniformity
and eliminate misunderstandings.
Participants in the institutes MUST be from EARCOS member schools
unless other arrangements are made with the Executive Director. Non-EARCOS
school educators may attend ONLY if there is still space FIVE DAYS before
the commencement of the workshop for a $100.00 additional fee per person,
with a check on a US bank made payable to EARCOS. The host school coordinator
is responsible for collecting this $100.00 and sending it to the EARCOS
office in case of any nonmember participants.
1. The member school that wishes to host an EARCOS
weekend institute (workshop) will first contact the consultant that
it has chosen to discuss the possibility of his/her coming to the school
and to select a date or possible dates. If the school has a subject
in mind but does not know a consultant, it can contact the EARCOS office
for suggestions. Once it has been established that the consultant will
be available for a weekend workshop, the school should submit the “EARCOS
Weekend Workshop Grant, Request Form” to the EARCOS office by
the deadline shown on the form, usually January 30th
of the school year preceding the school year of the workshop. The grant
request form should be filled out completely with the name and address
of the presenter, the actual or estimated honorarium, per diem, and
airfare.
2. EARCOS will review the grant requests, and determine
the maximum amount for the grants approved. After a grant request has
been approved, the host school will contract directly with
the consultant (presenter). The host school is responsible
for airfare, hotel accommodations (room cost only), per diem for meals
and incidentals, and honorarium. The host school will write
a letter of agreement with the consultant and send a copy
of the signed letter of agreement to the EARCOS office. (A sample letter
of agreement is attached.) The per diem (between $40.00 and $60.00 depending
on the city) will be advanced to the consultant before he/she departs
his/her home if desired or, airfare, per diem, and honorarium will be
paid to the consultant at the completion of the institute.
3. The host school will appoint a member of its staff
to serve as the coordinator, who will handle all logistics for the institute.
This will include registration, facilities arrangements, such as a meeting
room (usually within the host school), and organizing a daily schedule
including lunch and/or energy breaks. The coordinator should also provide
other support for the consultant, including meeting him/her at the airport
and arranging for lodging (either in a hotel, with faculty, or school
apartments) and providing transportation during the institute.
4. The coordinator will communicate directly with the
consultant regarding specific titles, number of participants, copying
of materials, etc.
5. Each institute will be limited to 40 participants
(more if a higher number has been approved by the presenter
IN ADVANCE). The first 25 spaces are reserved
for the host school. If there is still space available three full days
before the commencement date, additional participants from the
host school may fill these slots.
6. The host school will provide use of their school
facilities at no cost. The coordinator’s time and any secretarial
time shall also be provided free of charge.
7. The host school may charge a small registration
fee ($25-$30 seems appropriate) for photocopying and/or communication
costs, lunches, and energy breaks during the day. It is intended that
this registration fee should cover only actual costs of the workshop,
and not any of the cost for the consultant. All delegates, both from
the host school and visiting EARCOS schools, should pay the same registration
fee.
8. The host school will be responsible for sending
out announcements to EARCOS schools about the institute, biographical
data about the presenter, and other details well in advance. Usually
this communication will be sent to EARCOS schools in the immediate region,
but it can be sent to all EARCOS schools if desired. A copy of this
announcement should be sent earlier to EARCOS for approval before sending
to schools. Do not send the announcement to non-EARCOS schools,
and do not include any information in the announcement about registration
fees for nonmembers. In case of inquiries from nonmember schools,
please inform them that if there is still space three days before the
workshop commences, they can participate for an additional $100.00.
In addition, the host school should place a copy of this announcement
on its own school's website and send the direct website address to EARCOS
so that a link can be placed on the EARCOS website.
9. Because university credit is available at many of
the institutes, they should run on Saturday 8:30 AM until 4:30 PM and
on Sunday 8:30 AM until 3:00 PM. The host school coordinator should
contact the university of its choice to make arrangements for credit.
If the school desires assistance in identifying a university, it should
contact the EARCOS office well in advance, as EARCOS has several member
universities who can arrange for credit.
10. At the conclusion of the institute, the
coordinator must send to the EARCOS office a list of participants and
the names of their schools. The coordinator must also send a check or
checks for any non-member school participants.
11. The coordinator will provide an article of 250 words or
less and a picture or two (with captions explaining the photos and identifying
individuals pictured) of the institute for the EARCOS TriAnnual Newsletter
(ET). This should be completed and sent to the EARCOS office within
one week of the completion of the institute. Pictures should be original
photos (NOT scanned and sent as attachments).
12. The host school should send the “EARCOS Weekend
Workshop Grant Final Report,” along with all the required documentation—airfare
invoice, hotel bill, copy of honorarium check, etc.—to EARCOS
office as soon as possible after the workshop has been completed. EARCOS
will reimburse the host school for actual expenses up to the maximum
approved as soon as the “Final Report” and all other required
supporting documents are received in the EARCOS office.
Grant Request Forms for Weekend
Workshops 07-08.doc
Sample Letter of Agreement.doc
Sample Model Flyers for Weekend Workshops.doc
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Hosting Guidelines for Weekend
Workshops