Revised December 18, 2025

At a Glance

Purpose
EARCOS Professional Learning Weekends support member schools by sponsoring two-day, in-person or virtual workshops led by external presenters.

Who this guide is for
Host school coordinators responsible for planning, logistics, compliance, and reporting.

Key Parameters

Maximum grant amounts: USD 3,500 (in-person) | USD 2,500 (virtual)
Standard limit: 45–50 participants (higher numbers only with prior presenter approval)
Presenter eligibility: Grant funds may not be used to pay a school’s own employee
Non- EARCOS member participation: Permitted only if space remains, with an additional USD 100 fee per participant

Key Deadlines:

• Application Grant request should be submitted by May 1, 2026 (see grant form)
• Final report & reimbursement submission: No later than June 1, 2027 (for 2026–27 workshops)

Contact
For questions, contact Edzel Drilo at edrilo@earcos.org

Phase 1: Planning & Grant Approval

1. A member school wishing to host a Professional Learning Weekend should first contact a consultant (presenter) to confirm interest and availability and to identify possible dates.
2. If a school has a topic in mind but does not yet have a consultant, it may:
   • Contact the EARCOS office for suggestions, or
   • Consult the list of EARCOS-recommended practitioners on the EARCOS website.
3. The host school must designate a workshop coordinator who serves as the primary point of contact between the presenter and the EARCOS office.
   1. Managing registration
   2. Planning facilities and meeting spaces
   3. Developing the daily schedule (including lunch and energy breaks)
   4. Coordinating airport reception and local transportation
   5. Arranging lodging
   6. Remaining available throughout the workshop
4. Once presenter availability is confirmed, the school must submit the EARCOS Weekend Workshop Grant Request Form by the stated deadline. The form will require information regarding:
   • Presenter name and address
   • Actual or estimated honorarium
   • Airfare estimate
   • Per diem estimate
5. EARCOS will review all submissions and confirm the grant amount approved.

Important
The intent of the grant is to enable schools to bring in an external presenter who would not normally be available to their community. Grant funds may not be used to compensate a school’s own employee.

Phase 2: Presenter Contracting & Financial Responsibilities

1. After grant approval, the host school contracts directly with the presenter.
2. The host school is responsible for paying:
   • Airfare
   • Hotel accommodation (room cost only)
   • Per diem for meals and incidentals (typically USD 50–80, depending on location)
   • Honorarium
3. The host school must:
   • Issue a letter of agreement to the presenter
   • Send a signed copy of the agreement to the EARCOS office
4. The host school provides:
   • Use of facilities at no cost
   • Coordinator and administrative support at no cost

Phase 3: Participants & Registration Rules

1. Workshops are typically limited to 45–50 participants, unless a higher number is approved in advance by the presenter.
2. The first 25–30 spaces are reserved for the host school.
3. Participants should be from EARCOS member schools.
4. Host schools may charge a registration fee of USD 75–100 to cover:
   • Workshop materials
   • Lunches and energy breaks
5. Non-member educators may attend only if space remains available and must pay an additional USD 100 non-member fee in addition to any registration fee charged by the host school. This additional fee is collected by the host school and remitted to EARCOS.

Phase 4: University / College Credit (Optional)

1. Offering university or college credit is optional and is entirely the responsibility of the host school.
2. Requirements vary by institution but commonly include a minimum of 16 hours of workshop attendance
3. Applications must usually be submitted at least six weeks in advance. Retroactive approval is not permitted.
4. Host schools must not advertise any credit option unless written approval from the university partner has been secured and can be provided to EARCOS upon request.

Phase 5: Communication & Promotion

1. External announcements must be approved by EARCOS before distribution
2. Workshop announcements should include at minimum
   • Presenter biography
   • Workshop details
   • The EARCOS logo and statement of sponsorship (e.g. This workshop is sponsored by the East Asia Regional Council of Schools (EARCOS)
3. Host schools should also:
   • Post the announcement on their school website
   • Share the webpage link with EARCOS for posting on the EARCOS website
   • Share to EARCOS member schools in the immediate region or to all EARCOS schools
4. Announcements should NOT:
   • Be sent to non-member schools
   • Refer to non-member registration fees

Phase 6: Evaluation & Reporting

1. The coordinator must submit evaluation forms from at least 75% of participants. EARCOS can provide standard evaluation forms and certificates template upon request.
2. At the conclusion of the workshop, the coordinator must submit:
   • A participant list with school names
   • Payment for any non-member participants
3. Within one week of the workshop, the host school must provide:
   • A short article (300 words or fewer)
   • One or two high-resolution photos (100 dpi) with captions
4. To receive reimbursement, the host school must submit the Professional Learning Weekends Grant Final Report, along with all required supporting documentation, as soon as possible after the workshop.

Final Deadline
For workshops conducted during the 2026–2027 school year, all final reports must be received by June 1, 2027.

Fees & Cancellation

If low registration numbers require cancellation or the presenter becomes unavailable, the workshop coordinator should contact the EARCOS office immediately to discuss options.

For additional information, please contact Edzel Drilo at edrilo@earcos.org.