Keys to Successful Program Implementation

SHPE FoundationNILA 2014

Volunteers

Why are Volunteers Important?Volunteers…• are essential to provide support during planning,

execution, and evaluation of an event

• are direct representatives of SHPE and your affiliated university or company

• fulfill individual responsibilities to directly contribute to the overall success of an event or program

• hone leadership and professional skills through their volunteer role

Why are Volunteers Important?Tell me about a time when…

Volunteers did a great job

Volunteers could have done better

Why are Volunteers Important?When volunteers are rock stars…• Deadlines/timelines are met

• Budgets stay on track

• Communication is clear

• Organization is high and event/program is cohesive

• Each person’s workload/responsibilities remain manageable

• Outside parties respect your organization and are eager to partner

Why are Volunteers Important?When volunteers drop the ball….• Timelines and expectations change

• Expenses may exceed the budget

• Last minute decisions are made, communication is poor

• Event or program becomes unorganized

• Volunteers’ workload and responsibilities shift, some may have to ‘pick up the slack’

• Your organization seems unreliable and organizations may be hesitant to partner with you

Why are Volunteers Important?When Recruiting Volunteers for an

Event/Program

Identify volunteer roles/responsibilitie

s prior to implementation

Clarify roles and expectations at the

start

Share volunteer’s contact information

Hold regular meet-ups to discuss progress,

updates, and any barriers

Recognize contributions

Have volunteers provide best

practices/tips and transfer information

for future

Funding

How to Fund Event/ProgramsSHPE Chapters can seek funding through…• Educational institutions • Local businesses/corporations

• Fundraising activities

• SHPE Foundation grants

SHPE Foundation Funding

Noche de Ciencias Funding

Noche Funds

(up to $500)Noche in a Box Curriculum

(Student and Parent)

Webinar Trainings Staff Support

• Fall Noches: Oct. 1, 2014 – Dec. 15, 2015 (Application period: Aug. 1, 2014 – Sept. 15, 2014)

• Spring Noches : Jan. 14, 2015 – Apr. 15, 2015 (Application period: Nov. 11, 2014 – Dec. 15, 2014)

SHPE Foundation Funding

SHPE Jr. Chapter Funding

SHPE Jr. Chapter Funds

(Up to $200)

SHPE Jr. Chapter

Representative Stipend

(Up to $300)

SHPE Jr. Chapter Advisor Stipend

(Up to $300)

Monthly Curriculum for

Meetings

Staff Support for Charter Application

Process

• Applications accepted Aug. 1, 2014 – Feb. 28, 2015

SHPE Foundation Funding

ACE Mini Grants

Grant Funds for K-12 Outreach Activities Staff Support

How to Apply for SHPE Foundation Funding

Submit proposal to shpefoundation@shpe.org

Follow outlined instructions to complete proposal with proper spelling and formatting

Coordinate with SHPE Chapter and participating schools/target population to identify event/program details such as date and location

Read entire proposal to be aware of funding levels, reporting requirements, due dates, and roles/responsibilities

Coordinate with SHPE Chapter to determine what funding you will apply to

Marketing

How to Market Your Event/Program Properly marketing your event and reaching your target audience will provide a return on investment on your SHPE Chapter’s outreach efforts

Time Resources

Money

How to Market Your Event/Program Partnerships• If working with a school, reach out to

existing organizations/clubs (Robotics Club, Math Team, etc.)

• Share information with Parent Teacher Association (PTA)

• Work closely with school to promote via website, school announcements, emails to STEM teachers

How to Market Your Event/Program Partnerships• If event is at school site and they permit,

contact surrounding schools

• Connect with organizations within your university or professional network to request they announce the details of your event/program to their contacts

How to Market Your Event/Program On-site MarketingPast events have shown that promoting from a distance and relying on the school to market your event does not work

• Visit STEM related classrooms to let students know of your event/program (see if teacher allows extra credit to attendees)

• Set up an information/registration table to recruit students during lunch and include registration sheet with phone number and/or email to conduct a follow up and reminder prior to the event.

You may add that the first 100 registered attendees will be registered for a drawing to be held at the event

Additional Tips & Ideas • Distribute event/program flyers in English &

Spanish

• Contact local media with the Noche de Ciencias Press Release (radio, print, TV, online publications)

• Send sample invitation letter to local organizations, community centers, and companies to spread the word of your event/program

• Visit website of participating school(s) to obtain contact information of the STEM teachers

What to Highlight? • Drawing for giveaways (if applicable)

• Event is free and open to all interested students

• Free food provided

• Free bilingual scholarship and college workshops will be provided along with handouts

• Interactive STEM activities

• Get to meet college students and STEM professionalRemember to recognize sponsors/funders

Real-life Application

Review Noche de Ciencias Proposal for

Funding

Coordinate with SHPE Chapter and target school to determine date and location

Submit proposal to SHPE Foundation

Once approved, review Noche de

Ciencias Implementation Plan

Create Noche de Ciencias Committee, identify Noche lead

Noche Lead to assign volunteer positions to

SHPE Chapter members

Noche Lead and volunteers attend webinar trainings

After receiving Noche in a Box (if applicable) Lead and Volunteers

review contents

Volunteers fulfill responsibilities (i.e – marketing, treasurer,

etc.)

Event is implementedSHPE Chapter holds post-event meeting to

discuss outcome

Reporting is completed and

submitted to SHPE Foundation

We serve as a resource to support YOU!

Communicate any date, location, school changes, or highlights to SHPE Foundation

Want to Come to Our Noche?

Scenario Your small SHPE Chapter (10 members) will be hosting a Noche de Ciencias at City High School.

Take 5 minutes to discuss in your SHPE Chapter how will you market and promote the event to reach a minimum of 100 students/parents?