Organising Staff Development Events · 2015. 7. 8. · Holiday Inn Southampton Herbert Walker...
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08/07/15 Medu/staff development/organising staff development events 1 Organising Staff Development Events An advice pack for the administration of Staff Development Events for Undergraduate teaching Contents Page 1 Before you start ......................... Page 2 Advertising How to advertise an event Page 3 Recruitment Information to request Identifying learning needs Identifying personal needs Page 4 Details of venues Page 7 Facilities, Resources and participants packs Page 8 Procedure for requesting CPD credits Page 9 Involvement of students in the event Page 9 Reporting Staff Development events Pages 10 – 14 Appendices [email protected] Medical Education Development Unit
Transcript of Organising Staff Development Events · 2015. 7. 8. · Holiday Inn Southampton Herbert Walker...
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Organising Staff Development Events
An advice pack for the administration of Staff Development Events
for Undergraduate teaching
Contents
Page 1 Before you start .........................
Page 2 Advertising
How to advertise an event
Page 3 Recruitment
Information to request
Identifying learning needs
Identifying personal needs
Page 4 Details of venues
Page 7 Facilities, Resources and participants packs
Page 8 Procedure for requesting CPD credits
Page 9 Involvement of students in the event
Page 9 Reporting Staff Development events
Pages 10 – 14 Appendices
Medical Education
Development Unit
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Before You Start .........................
Be clear who is organising the event
Check who will be facilitating the event
Identify potential participants
Check budget available and ensure approval of the budget holder
Consider type of venue needed
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Advertising
How to advertise the event
Remember to advertise your event well in advance especially if it involves clinical
teachers. Events may be advertised in the following ways:
Flyer (to include some or all of the following details)
name of event
date of event
people it is intended for
aim of event
learning outcomes
venue where event is to be held
facilitator(s) name(s)
how to apply for a place
if CPD points are available
(This can be sent by post or as an email attachment to possible participants) For
help with designing/branding flyers, please email design&[email protected])
Advertised as an “Event” on MEDU website
Advertised on the “Workshops and courses” page MEDU website
Advertised in the Medical Education News “Facilitator” (published summer
and winter)
Email to Past participants of the ‘Teaching Tomorrow’s Doctors’ courses
(For all of the above please contact: [email protected]_
Via Mailing Lists: https://all.soton.ac.uk/
Through Contact Lists (some events may be advertised directly to lists of
previously identified participants or through existing Contact Lists)
N.B. Applications for ‘Teaching Tomorrow’s Doctors’ courses and other staff
development events facilitated by MEDU staff should be submitted online
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Recruitment
Information to request
If there is a maximum number of people who can be offered a place on the event (due
to venue/logistics etc.) and the event is heavily subscribed it may be necessary to
allocate places according to the relevance of the event to the applicant. It is therefore
useful to ask for the following information when advertising the event:
name
job title
contact address
email address
place of work
undergraduate teaching role
As applications are received, they should be acknowledged and applicants advised
that they have been registered and places will be allocated on dd/mm/yy. Where
possible make sure that this date is sufficient for people to get cover and/or Study
Leave.
Once places have been allocated, successful applicants should be advised that they
have a place and sent a map showing the location and a programme for the day.
Identifying learning needs
If facilitators need more information about what participants hope to gain from the
event, a proforma can be sent out (see Appendix 1)
Identifying personal needs
Check whether participants have any personal needs e.g. dietary requirements
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VENUES
The Procurement and Conference Office is very pleased to announce that a new contract for Local
Accommodation and Conference Facilities has been awarded from 1st
July 2014 to 30th
June 2016. All of
the hotels have submitted rates for room nights, 8 hour day delegates and for 24 hour residential
delegates, which are inclusive of VAT.
Hotel Address Website Contact Name(s) Contact Number(s)
Email Room only night £
8 hour day delegate £
24 hour Resident Delegate £
Bartley Lodge Hotel
Cadnam Hampshire SO40 2NR
www.newforesthotels.co.uk Nicki Smith / Laurie Coupland
02380 286119 / 02380 286126
[email protected] 60.00 36.00 132.00
Beaulieu Hotel Beaulieu Road Nr Lyndhurst Hampshire SO42 7YQ
www.newforesthotels.co.uk Nicki Smith / Laurie Coupland
02380 286119 / 02380 286126
[email protected] 60.00 36.00 132.00
Careys Manor Hotel
Lyndhurst Road Brockenhurst Hampshire SO42 7RH
www.careysmanor.com Reservations 01590 623551 [email protected] 108.00 42.00 174.00
Chilworth Manor Hotel
Chilworth Southampton SO16 7PT
www.chilworth-manor.co.uk Jo Frampton 02380 767333 /
02380 763005
70.32 33.00 127.20
Devere Venues New Place
Shirell Heath Southampton SO32 2JH
www.deverevenues.co.uk/en/v
enues/new-place
Zulfiya Truscott 01329 836504 [email protected]
78.00 36.00 144.00
Forest Lodge Hotel
Pikes Hill Lyndhurst Hampshire SO43 7AS
www.newforesthotels.co.uk Nicki Smith / Laurie Coupland
02380 286119 / 02380 286126
[email protected] 60.00 36.00 132.00
Grand Harbour Hotel
West Quay Road Southampton
www.grandharbourhotel.co.uk Jo Bennett 02380 633033 [email protected] 102.00 38.40 162.00
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SO15 1AG
Highfield House House
119 Highfield Lane Highfield Southampton SO17 1AQ
www.highfieldhousehotel.co.uk
Katie Garland /
Viv Cooper
02380 554223
66.00 34.01 n/a
Hilton Southampton
Bracken Place Chilworth Southampton SO16 3NG
www.hilton.com/southampton Lorna Chatterley -
Groups,
Conference &
Events Manager
Sue Harvey -
Account Manager
Central
Reservations
(individual
accommodation
booking) -
08708636169
Groups
Conference and
Events Office
02380 702700
m
78.00 34.00 130.00
Holiday Inn Eastleigh
Leigh Road Eastleigh SO50 9PG
Claire Bell & Helen Boswell
0871 942 9075 / 0800 405060
[email protected] 79.00 32.00 139.00
Holiday Inn Southampton
Herbert Walker Avenue Southampton SO15 1HJ
[email protected] Cheryl Martin & Jenna Brown
0871 942 9073 / 0800 405 060
79.00 28.00 135.00
Jurys Inn 1 Charlotte Place Southampton
www.jurysinns.com Luke Whittaker – Fiona McBride Sales Manager
02380 371245 / 02380 371244
79.00 35.00 135.00
Marwell Hotel Thompsons Lane Colden Common Winchester SO21 1JY
www.marwellhotel.co.uk Charlotte
Troester/ Shellie
Jarvis
01962 777681
64.00 32.87 118.10
Mercure Southampton
(Dolphin)
34 High Street Southampton SO14 2HN
www.dolphin-
southampton.com
Reservations/Abi
Cohen
02380 386460
[email protected] / H7876-
86.40 33.60 144.00
Moorhill House Hotel
Shappen Bottom Burley Hampshire BH24 4AH
www.newforesthotels.co.uk Nicki Smith / Laurie Coupland
02380 286119 / 02380 286126
[email protected] 60.00 36.00 132.00
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Royal Hotel Winchester
St Peters Street Winchester SO23 8BS
http://www.royalhotel-winchester.hotel-details.com/
Lindsey Trend -
Reservations,
Kelly Allen
Conference &
Meeting
Manager, Marie
Alden Sales
Executive
01962 840840
events.winchesterstjameshotel.co.uk
89.00 40.00 139.00
The Elizabeth House Hotel
42-44 The Avenue Southampton SO17 1XP
www.elizabethhousehotel.com Brett Hockin, Karen
Hockin, Michelle
Polakovichova
023 8022 4327
66.50 28.40 106.90
The supplier’s will provide the following:
1.1 Room night (B&B) including full English and Continental breakfast (based on single occupancy of a
STANDARD double room) free car parking and wifi
1.2 8 hour day delegate - to include:
Meetings Host(s) to be available for the whole event
Room Hire
Hot & cold drinks – Welcome, morning and afternoon including at least one of the following:
biscuits/pastries/cake and fresh fruit
Buffet or two course hot lunch with drinks
LCD Projector and screen
Free WIFI internet connectivity
Free car parking
Unlimited soft drinks, water and sweets
Flip chart, conference pads and pens
1.3 24 hour residential delegate rate – as above plus three course evening meal, overnight accommodation
and breakfast (as per 1.1 above
Please note that hotels charge a cancellation fee depending on the amount of notice given and details
should be confirmed with the hotels at the time of booking
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University of Southampton Conference, Events & Hospitality
University of Southampton Catering
Other factors to consider when booking a venue
If an event is organised in a University location during examination time, check there are no exams taking place
on the day in adjacent rooms
Check if the venue has available parking and whether participants will need parking facilities
Ideally do a site-inspection of the venue if you are not familiar with it to get a first-hand impression of the
available resources including disabled access, washrooms etc.
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Facilities, Resources and Participants packs
Resources (if relevant) to be checked with venue before event:
Seating and tables available (where required), size of room, if space for breakout-out groups
Where food will be taken (i.e. restaurant, side room, reception area etc.)
Internet access
PowerPoint facilities e.g. data projector, screen, computer
Overhead Projector
Video/TV
Flipchart stand and pad
Flipchart pens – check they work beforehand!
Scissors
Blue-Tak
Hole punch
Participants’ packs for distribution on the day
Programme (see Appendix 2)
Register (see Appendix 3)
Any available free material
Evaluation form (see Appendix 4)
Name badges for participants and spares
Certificates to be given out at end of event (see Appendix 5)
Spare packs and spare certificates for ‘unexpected’ attendees!
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CPD (Continuing Professional Development) Credits
Several Royal Colleges run Continuing Professional Development Schemes where credits are
awarded to participants of training events. The maximum credits awarded per day are 6.
Credits can generally be applied for on-line and website addresses are as follows:
Royal College of Physicians www.cpd.rcplondon.ac.uk
Royal College of Psychiatrists www.rcpsych.ac.uk
Royal College of Surgeons www.rceng.ac.uk
Royal College of Obstetricians &
Gynaecologists
www.rcog.org.uk
Royal College of Paediatrics & Child Health www.rcpch.ac.uk
Royal College of General Practitioners www.rcgp.org.uk
When applying for credits the following information will need to be provided:
Title of event
Date of event
Duration of event
Type of event (Clinical or Non Clinical)
Category (External, Internal etc.)
Number of credits applied for
Venue for event
Learning objectives (maximum of 3)
Details of sessions (programme) throughout the event including:
Session name
Number of hours for each session
Method of presentation (Workshop/Seminar etc.)
Presenter(s) name(s), title(s) workplace(s) expertise
Example:
Presenter: Dr Jane Meadows
Presenter Title: Consultant Cardiologist
Presenter Workplace: St Mary's Hospital, London
Presenter experience: Dr Meadows has worked as a consultant cardiologist for the
past 10 years and has lectured on this subject numerous times etc, etc.
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Involvement of Students in Staff Development Events
The following procedure may be useful if students are to be invited to attend for part of a
staff development event.
Inviting students
Email using mailing lists to students in relevant year. Include following information:
Type/title of event
Date of event
Venue (to include invitation to lunch etc. if relevant)
Time students would be required
A brief outline of what they would be doing
Who they should contact if interested in taking part
If there is any reimbursement or payment e.g. travel expenses
On the day of the event:
Name badges should be provided for the students
If you are intending to reimburse them for their travel expenses, forms should be
provided on the day or details of where the form can be found on-line
If you are intending to acknowledge their attendance, a book token can be given to them
on the day
A certificate can be provided for the students to keep in their portfolios
Reporting Staff Development Events
All Staff Development events should be reported to Medical Education Development Unit as
they are completed
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EXAMPLE OF PROFORMA APPENDIX 1
PROFORMA FOR IDENTIFYING NEEDS
NAME:
……………………………………………………………………………………………………
To help us plan this course, please complete the two sections below:
Please list any training on educational issues you have attended in the past:
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
Please list the main things you hope to gain from this course:
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
Please return this form by:
…………………………………………………………………………………………………………
To:
…………………………………………………………………………………………………………
………………………………………………………………………………………………………….
Thank you.
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EXAMPLE OF PROGRAMME APPENDIX 2
Harnessing Emotion Through Role Play
Wednesday 12 January 2011 9.30 am – 4.30 pm
Venue: Chilworth Manor Hotel, Chilworth, Southampton SO16 7PT
Facilitator: Alex Fitzgerald-Barron
Aim To enable participants to use role play with medical undergraduates confidently and comfortably in their everyday teaching/clinical context. Programme 09.00 Arrive and coffee 09.30 Introduction and ground rules 09.40 Participants’ experience of role play 10.00 Experiencing role play 11.00 Coffee 11.15 Practicalities of role play Preparing role plays 12.30 Lunch 13.30 Delivering role play 15.15 Tea 15.30 Advantages/disadvantages of role play Appropriate and inappropriate use 16.15 Evaluation 16.30 Close
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EXAMPLE OF REGISTER APPENDIX 3
Harnessing Emotion Through Role Play
Wednesday 12 January 2011
PARTICIPANTS
NAME SIGNATURE
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EXAMPLE OF EVALUATION FORM APPENDIX 4
Harnessing Emotion Through Role Play
Evaluation Form
12 January 2011
1. Please rate this one day course on the following criteria:
Very Good Average Below Poor
Good Average
Content
Process
Enjoyment
Usefulness
2. Please add any other comments
Thank you.
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EXAMPLE OF CERTIFICATE OF
ATTENDANCE APPENDIX 5
Teaching Reflective Practice
A one-day training event
Certificate of Attendance
NAME
Attended this one day course
AIM
To enable participants to enhance learning opportunities
for students, while also engaged in patient
related activities
Course date: ………………….
David Owen John Perry
Principal Clinical Teaching Fellow Principal Teaching Fellow in
Healthcare Communication
‘Teaching Reflective Practice’ (code ……….) has been approved by the
Federation of the Royal Colleges of Physicians of the United Kingdom for
3 category 1 (external) CPD credits
