The Renaissance Society · 2020-02-09 · OK, yes, you got it--a great idea for a Renaissance...

The Renaissance Society

Seminar Leaders’ Handbook

Name____________________________________

Spring 2020

2 Seminar Leaders’ Handbook (Rev. 1-20)

SEMINAR LEADERS' HANDBOOK

CONTENTS

TABLE OF CONTENTS ................................................................................................................................... 2

INTRODUCTION ........................................................................................................................................... 5

PURPOSE OF THIS HANDBOOK .................................................................................................................. 5

MAKING THE DECISION TO BE A SEMINAR LEADER ................................................................................. 5

LEADING A SUCCESSFUL SEMINAR ............................................................................................................ 6

Step 1—Develop your idea into a seminar .......................................................................................... 6

A. Talk to a Seminar Committee member and/or brainstorm your idea with others ...................... 6

B. Recruit a Co-leader to help you ...................................................................................................... 6

C. Submit your proposal to the Seminar Committee ........................................................................ 6

D. Get approval for your seminar from the Seminar Committee ..................................................... 6

E. Complete the Seminar Description Form by the due date ........................................................... 6

F. Determine the style and class size of your seminar ...................................................................... 7

G. Determine classroom visual and audio equipment needs ........................................................... 7

Step 2—Plan the seminar ........................................................................................................................ 8

A. Research informational resources available for your topic ......................................................... 8

B. Develop your seminar plan ............................................................................................................. 8

C. Line up outside speakers and request parking permits for them ................................................ 8

D. Attend the Seminar Leaders’ Workshop to learn tips from current and past leaders ............... 8

E. Go to your assigned classroom beforehand to check out the equipment and practice using it 8

F. Ask a member of the Seminar Committee whenever you have questions or need assistance. . 9

Step 3—Monitor Enrollment in Your Seminar and Attend Rendezvous .............................................. 9

A. Functions Available to Leaders with the Seminar Registration System: ...................................... 9

B. Manual Seminar Registration Tasks ............................................................................................... 9

C. Attend Rendezvous to answer questions and to take in-person sign-ups (R) .......................... 10

D. Notify the Seminar Committee Chairperson(s) if a room change is needed ............................. 11

Step 4—Conduct the seminar ................................................................................................................ 11

A. First class session responsibilities ................................................................................................. 11

B. Each seminar meeting responsibilities ......................................................................................... 12

C. General responsibilities and considerations during the semester .............................................. 13

Step 5—Conclude the seminar.............................................................................................................. 14


A. Plan the agenda for the last class meeting ................................................................................. 14

B. Thank all presenters and seminar members for their participation .......................................... 14

C. Thank co-leaders and any Technology Team people for their assistance ................................. 14

D. Pass out and collect Feedback Forms ......................................................................................... 14

E. Tell a Seminar Committee Co-chair about outstanding presentations for Summer Seminars . 14

F. Inform the Seminar Committee of anyone interested in leading a seminar or who has an idea for a seminar ...................................................................................................................................... 14

CONSIDERATIONS FOR OFF-CAMPUS SEMINAR LEADERS...................................................................... 15

SUMMARY .................................................................................................................................................. 16

HOW TO'S AND TIPS ................................................................................................................................... 17

A. How to Handle Emergencies ............................................................................................................. 17

B. How to Get Up-to-the-Minute Renaissance Information Through the Internet ............................ 17

C. How to Get a Parking Permit for Guest Speakers ........................................................................... 18

D. How to Access the Internet In Campus Classrooms ....................................................................... 18

E. How to Find Out the Audio/Video Equipment in Your Assigned Classroom .................................. 19

F. Tips on Writing an Effective Seminar Description for the Catalog ................................................. 19

G. Tips on Getting Members to Participate in Your Seminar .............................................................. 19

H. Tips on Handling Disturbances in Class ........................................................................................... 20

I. Tips on Preventing Tech Equipment Problems ................................................................................ 20

1. Pre-Seminar Room Check .............................................................................................................. 20

2. Pre-Testing of Presentation Material and Equipment .................................................................. 21

3. DVD Tips .......................................................................................................................................... 21

4. Microphones .................................................................................................................................. 21

J. Accessibility Guidelines for Seminar Leaders and Presenters .......................................................... 21

K. Sending PowerPoint Presentations as an Email Attachment ........................................................ 22

L. Guidelines for Leading a Discussion ................................................................................................. 22

1. Preparing: ....................................................................................................................................... 22

2. Setting up Ground Rules: .............................................................................................................. 22

3. Leading: .......................................................................................................................................... 23

M. How to Obtain a CSUS Library Card ................................................................................................ 23

1. What your library card entitles you to: ......................................................................................... 23

APPENDIX ................................................................................................................................................... 24

A. Responsibilities of On-Campus and Off-Campus Seminar Leaders ................................................ 24

B. Definitions ......................................................................................................................................... 27

1. Auxiliary Leader Roles ................................................................................................................... 27


2. Seminar Styles ............................................................................................................................... 27

C. Forms Available on the Leaders Page on the RS Website .............................................................. 27

D. Criteria for Seminar Offerings .......................................................................................................... 27

E. RS Code of Conduct .......................................................................................................................... 28

RESOURCES (As of 1/23/20) ....................................................................................................................... 29

A. Seminar Leaders' Workshop and Why It Is Important to Attend .................................................. 29

B. Seminar Leaders’ Training ................................................................................................................ 29

C. Technology Team and Other Technical Resources ......................................................................... 29

1. Technology Team ........................................................................................................................... 29

2. Technical Resources Within Your Seminar ................................................................................... 29

3. CSUS Technical Help with Classroom Equipment ........................................................................ 30

4. RenSoc Website: www.csus.edu/college/social-sciences-interdisciplinary-studies/renaissance- society ................................................................................................................................................. 30

5. APPLE and ANDROID Mobile Devices: Check Activities Catalog for Friday times .................... 30

6. Presenters’ Clinic On-campus Fridays ....................................................................................... 30

D. Seminar Committee .......................................................................................................................... 30

E. Office Support .................................................................................................................................... 31

F. Renaissance Society Website ............................................................................................................ 31

G. The Recorder Newsletter .................................................................................................................. 31

H. Accessibility Contact .......................................................................................................................... 31

I. CSUS Library ........................................................................................................................................ 31

J. Current Members of the Board of Directors and Committee Chairs ............................................... 31


INTRODUCTION OK, yes, you got it--a great idea for a Renaissance seminar! You'll have to send that idea to the Seminar Committee and they'll find someone to put a seminar together and lead it. Then you think, well, wait a minute, maybe I could lead the seminar. Yes, maybe I should, after all that's the heart of Renaissance--participation. But, no, you have never done anything like that and wouldn't know where to begin anyway. Time, yes, it will take time to do it. But your idea is so good and you do know a lot about the subject or at least have a real interest in it. And it would be enjoyable to share it with other members. Yes, perhaps, you could do a seminar but where to begin?

PURPOSE OF THIS HANDBOOK Here's a place to start. This handbook guides you through the whole process of leading a Renaissance seminar from your decision to become a seminar leader, through the planning of your seminar, the enrollment of members in it, and the management of the weekly seminar class right through the conclusion of the semester. In short, it will provide you the information, tips and resources you need to lead a successful seminar.

MAKING THE DECISION TO BE A SEMINAR LEADER You are not sure whether you can pull off a seminar. Without a doubt, leading and coordinating a seminar will require a significant investment of your time and effort. The most important consideration in deciding to lead a seminar is the level of commitment you can bring to it. You will need to research your topic, determine how to present it, prepare for and then conduct a 6-session half semester seminar or a 12- to 13-session full semester seminar. However, you don't need to reinvent the wheel; information and resources exist to tap which will save you time and effort. The Seminar Committee members provide help and guidance before and throughout the semester. They offer the Seminar Leaders' Workshop before the start of the semester that will give you the information and available resources you need to lead a seminar and to have fun while doing it. Past seminar leaders comment that leading a seminar is a rewarding experience and that they learned more giving one than taking one. So, talk with other members about your idea, recruit a partner to help you share the duties and become a part of the heart of Renaissance. If you want to know more about the Renaissance Society and feel you need more information before leading a seminar, you may be interested in a program called the Seminar Leaders’ Training. The Seminar Committee offers it as a semester-long seminar to provide encouragement, teaching tools and skill enhancements for experienced, new or potential seminar leaders. The seminar will focus on: 1) How to select a topic and structure a seminar; 2) Various methods of seminar presentations; 3) Technical training in the effective use of classroom electronics; and 4) How to make seminar leadership an enjoyable experience.


LEADING A SUCCESSFUL SEMINAR The following steps guide you through the whole process of leading a seminar from developing your idea to concluding the seminar at the end of the semester. Some steps are formal responsibilities that leaders and co-leaders are required to perform but the majority are suggestions and guidelines past leaders have used successfully. Those required responsibilities are indicated with an (R) notation. For the complete Responsibilities for On-Campus and Off-Campus Seminar Leaders, see the Appendix in this handbook.

Step 1—Develop your idea into a seminar

A. Talk to a Seminar Committee member and/or brainstorm your idea with others Mull over your idea and share it with others to get feedback on how you might want to present your topic. Does your idea sound interesting to them? Does enough material (books, magazines, on-line material, videos, etc.) exist to supplement your knowledge of the topic or for seminar members to use in research? Do you possess enough knowledge about the subject to lecture for each class, or do you plan to show videos on your topic and then discuss them, or do you plan to have seminar members research aspects of the subject and present the information to the class? Decide when you will be ready to offer the seminar.

B. Recruit a Co-leader to help you An essential step is to get at least one person to help co-lead the seminar. If you haven't already recruited a co-leader, now is a good time to do so. The co-leader serves as your back-up should you be absent from the seminar anytime during the semester. Also, with having a co-leader, you can share the responsibilities of the seminar, e.g., helping plan and conduct the seminar, operating the audio/visual equipment, making a presentation, etc. If you cannot find anyone to help you co-lead, the Seminar Committee will find you someone. Having a co-leader will make your job as leader easier and allow you flexibility should you need to be absent during the semester.

C. Submit your proposal to the Seminar Committee When you firm up your idea for the seminar, e-mail a short description of it to the Chair or one of the Co-chairs of the Seminar Committee listed in the Resources section of this handbook. Include when you plan to offer it. Your idea will be shared with the committee. Someone from the committee may call to discuss it with you further if more information is needed about your idea.

D. Get approval for your seminar from the Seminar Committee After you submit your seminar proposal, the Seminar Committee will approve your seminar or it may provide feedback, including suggestions to broaden or narrow the scope. When your seminar is approved, the Seminar Committee will e-mail you an approval along with a Seminar Description Form which you will need to complete.

E. Complete the Seminar Description Form by the due date The Seminar Committee will e-mail you the Seminar Description Form at the same time you receive approval for your seminar. You will need to write a 100-word or less description which accurately reflects the content of your seminar for publication in the Activities Catalog. Complete and submit the form by the deadline indicated in the e-mail. It is important that you respond by the deadline for your seminar to be included in the Activities Catalog. If you do not have an email address, the office will mail you approval and a form to fill out and return.


See the How To's and Tips section of this handbook for tips on writing an effective description. Should you desire, the Seminar Committee will help you develop the description so that it describes your seminar and captures the interest of potential enrollees. You will also need to provide your preferred contact method(s)—your e-mail address and/or phone number—for members to contact you about your seminar. You should include the name and contact information of your co-leader as well.

F. Determine the style and class size of your seminar In addition, you will need to designate on the Seminar Description Form the style of your seminar and class size. There are five styles of seminars: Presentation, Lecture by Leader, Discussion, Activities/Social and Integrative style. If you have more interest in the subject than knowledge, a Presentation style seminar where class members research and give presentations works well. If you possess significant knowledge of your subject, then you may prefer to give lectures each week. If members will be reading books, stories or articles, watching videos or listening to recordings, the Discussion style, where class members can express thoughts and opinions, works well. Integrative seminars use “paired discussion” to foster social interaction. It’s quite possible your seminar will be a combination of styles but you need to choose the one predominate style to be published in the Activities Catalog. (For definitions of the different seminar styles, see the Seminar Style Definitions in the Appendix). Once you’ve decided on the style, determine the minimum and maximum number of people to make the seminar work well within that format. Decide how you will handle the seminar if you have fewer than the optimum number or more than the optimum. If your seminar does not spark a lot of interest, you have the option of cancelling the seminar if you do not get enough sign-ups to make it work well. Or you might consider changing the style of your seminar to garner more interest.

G. Determine classroom visual and audio equipment needs Most of the CSUS classrooms we use have the equipment to play DVDs and to hook up your own laptop or tablet (called Basic Smart rooms). Some classrooms (called Intermediate Smart rooms) are equipped, in addition, with a touch panel control system in a podium, and PC. Advanced Smart rooms have, in addition, a document camera.

If you will be using audio/visual equipment in your seminar, designate what you will need on the Seminar Description Form so you can be assigned an appropriate classroom.

If you will need wireless access to the Internet on campus (e.g., you want to show videos from the Internet in your seminar), you must have a Wi-Fi-enabled laptop or tablet and a valid e-mail address. Signing on as a Guest User will give you four hours of CSUS Internet access on your own PC or tablet.

For more specific information on using classroom equipment and accessing the Internet on campus, see "How to Access the Internet In Campus Classrooms" in the How To's and Tips section or go to the Renaissance Society webpage and click on “Tech Help for Seminar” box at the top of the page.

Most classrooms are not equipped with a microphone. If you need a microphone or a loudspeaker in your seminar, contact the Technology Team more than a week in advance of the presentation to arrange to pick up and sign out a unit. Refer to the Resources section of the handbook to find the Technology Team person in charge of lending microphones. You may check out a microphone for the whole semester. Speakers may think they do not need a microphone but many members have hearing problems. So, you and all presenters should use one to ensure everyone hears well.


If you are leading an off-campus seminar, you will need to find a facility with the audio/visual equipment you need or provide your own. The only exception is that microphones are available for use in off-campus seminars by contacting the Technology Team.

Step 2—Plan the seminar

A. Research informational resources available for your topic Once you have approval, you can begin in-depth research of the books, articles, Internet material, videos and speakers available for your seminar. As an RS member, you have access to the CSUS library for books and media at an annual $10 fee. You need to get formal permission from Campus Police if you want to bring weapons or animals on campus and inform the Seminar Committee Chair.

B. Develop your seminar plan This part will take the most time but will serve you through the entire semester. You have already determined the style of your seminar—Presentation, Lecture by the Leader, Discussion, Activities/Social, Integrated—so you will complete the tasks listed below with the style and the class size in mind.

• Determine if your topic is best suited to a shorter, half semester seminar or full semester.

• Expand or divide your topic into increments to fit the time frame you chose—6-week or 12- to 13-week format. Determine the schedule for guest speakers, videos, presentations, field trips.

• Prepare the seminar schedule and/or syllabus to distribute to seminar members.

• If you are using reference materials, prepare a bibliography of the materials you will use in class.

• If it is a Presentation style seminar, create a list of possible presentation topics with spaces for members to sign-up and then bring it to Rendezvous. You may want to consider whether having class members make a presentation is to be optional or mandatory, individual or in teams, etc.

C. Line up outside speakers and request parking permits for them As soon as you get approval for your seminar, you should contact and schedule guest speakers, if you plan to have any. This provides speakers enough lead time to prepare. Also, if the guest speaker will need a parking permit to park on campus, e-mail the Renaissance Office at the beginning of the semester or 5 weeks in advance of the speaker's date. Do not leave a voicemail. Impt: See the How To's and Tips section of the handbook “How To Get a Parking Permit for Guest Speakers”.

D. Attend the Seminar Leaders’ Workshop to learn tips from current and past leaders The Seminar Leaders’ Workshop is a 4-5 hour training presented by the Seminar Committee a few weeks before the beginning of both the Fall and Spring semesters. At the workshop, you will learn your responsibilities as a seminar leader. It is the ideal opportunity for you to talk with past leaders to find out tips, e.g., getting class members to participate and volunteer for presentations, leading discussions, handling waiting lists, etc. Also, you will find out which classroom the Seminar Committee has assigned for your seminar and how many people it will hold.

E. Go to your assigned classroom beforehand to check out the equipment and practice using it This will save you time and frustration with equipment problems. If you have problems operating the equipment or encounter technical problems, contact the CSUS Information Resources and Technology (IRT) Service Desk for assistance at (916) 278-7337 or use the Red phone (dial 8-7337) in the classroom for help. Your parking permit allows you to park on campus any Friday or Saturday.


F. Ask a member of the Seminar Committee whenever you have questions or need assistance. Mentors are available to help you and guide you with planning tasks. Many Renaissance members have led seminars and are a wealth of information. The Seminar Committee will find someone who can help and advise you with your questions during the planning process.

Step 3—Monitor Enrollment in Your Seminar and Attend Rendezvous

In the past, leaders enrolled members in their seminars either by phone or through email messages but now most leaders use the automated Seminar Registration System. Going to an on-line registration process from a manual one freed leaders from the task of enrolling members. Now members enroll themselves but you, as the leader, have the ability to monitor enrollment of members in your seminar.

A. Functions Available to Leaders with the Seminar Registration System: You will receive specific instructions via email to access the Seminar Registration System before the semester begins. You will use your email address and a special PASSWORD provided to you. If you do not receive a PASSWORD, contact the Technology Team Head listed in the Resources section.

• You have the ability to access the Seminar Registration System to view and/or print out the

names, phones, emails and emergency contact information of your seminar members.

• You have the ability to download the names, contact information, emergency contact name and

phone into an Excel spreadsheet. From this you can create an email distribution list.

• You have the ability to change the status of a member from “Waitlisted” to “Enrolled” in your

seminar, from “Enrolled” to “Dropped” or from “Waitlisted” to “Dropped”.

• You have the ability to enroll a member on-line into your seminar for members who do not have

on-line access. You will need the Member Number and Last Name to do so.

• You can request from the Technology Team Head the ability to limit enrollment to specific

members in certain cases.

• You have the ability to send group emails to your seminar members. Note: You can’t send

attachments at this time; to do so use the Excel download function to create a distribution list

in your email account from which you can send attachments to your members.

If a member calls or emails you to enroll in your seminar, it is very important that you request the member enroll on-line so that your seminar does not get over-enrolled by both the on-line system and you enrolling members. Remember that the new on-line Seminar Registration System is designed to free you up from the task of enrolling members.

Please contact the Technology Team Head or Assistant listed in the Resources section for any questions you may have on the on-line Seminar Registration System.

B. Manual Seminar Registration Tasks If you decide you want to manually register members for your seminar, follow the following steps.

• Keep a list of enrollee's name and contact information as s/he signs up for your seminar (R) Create a form or use the Seminar Registration form (available on the RS website) to list the members’ names, e-mail addresses and phone numbers as they sign-up. The most efficient way


is to create the list on your computer so that you can edit it easily and use it for an e-mail distribution list during the semester.

• Verify each person is a Renaissance Society member (R) An active member will have a membership card with the current academic year printed on it. If you are uncertain whether someone is a member, call the RS Office to check on his/her status. (Note: This process is obsolete for those using online Seminar Registration.)

• Acknowledge receipt of e-mail and voicemail sign-up requests If a person sends an e-mail or leaves a voicemail, respond to the person and let them know that you received his/her sign-up request.

• Maintain a waiting list if more than the maximum number sign-up The seminar leader determines the minimum and maximum needed to make a class work and may limit the number of people enrolled. Also, the size of your classroom will dictate the maximum number of people in the class. Experience has shown that you can over-enroll by about 10% because a few members are absent each week due to illness, travel, etc.

If more than the maximum want to enroll, you can decide to create a waiting list if you desire. It is recommended that you do create one even if you are firm on the number of people you want in the seminar. This is because folks do change to other seminars or may need to drop out and you can invite members from your waiting list.

• Create an e-mail distribution list of class members to communicate The best and most efficient way to communicate with your class members is by e-mail so take the time to create an e-mail address distribution list. It is an easy way to keep your members informed of the next week's presentations and, also, to distribute class handouts to members rather than printing hard copies or incurring the cost of having copies made.

Note: Tasks C and D apply to ALL leaders whether using on-line or manual seminar enrollment.

C. Attend Rendezvous to answer questions and to take in-person sign-ups (R) You, your co-leader or someone knowledgeable of your seminar is required to be at Rendezvous which occurs on the Friday before the seminars begin. You will have the following tasks:

• Arrive in plenty of time to set up your display and table before members arrive.

• Share the bulletin board behind you, if necessary.

• Find on your table the card with your seminar name on it, and put it onto the bulletin board or wall behind you. Save the card to post outside your classroom the first weeks of class.

• Print and bring the roster of members already enrolled in your seminar from the on-line system. If you are manually enrolling members, pick up from the Rendezvous Information table a Seminar Registration Form and an Emergency Contact Form that you will keep for class members to complete the first day of class.

• Bring your list of possible presentation topics and encourage people to choose one to present.

• Clean up the area before you leave.


D. Notify the Seminar Committee Chairperson(s) if a room change is needed Should you find that you have more people signing-up than your assigned classroom will hold, or the classroom does not fit your needs, notify the Seminar Committee Chairperson. You may be able to change to a different classroom. Be aware, however, that classrooms are fewer in the last couple of years with CSUS offering more classes in order that students can graduate in four years.

Step 4—Conduct the seminar Below are the most common tasks you will have during the semester. Some you will need to do only at the first class session and others you will do at each class session. The tasks below are self-explanatory. The Seminar Committee requires you to perform the tasks indicated by (R).

A. First class session responsibilities The following tasks you and your co-leader will typically perform before or at the first session of the semester.

• Consider emailing a Welcome Letter to your seminar members a few days before the start of classes to introduce yourself and the seminar. Include pertinent information such as room number and time of seminar, closest parking, etc.

• E-mail copies of your seminar materials and handouts before the class meets asking members to print out at home and bring to the seminar. Bring extra copies to class for those who don't have them. (Note: At this point, it is not possible to send attachments using the Group email function within the Seminar Registration system. You need to use the EXCEL download function in the Seminar Registration system to create your own distribution list in order to send attachments.)

• If possible, arrive early to class to set up equipment and to call for Tech Help, if need be. Your classroom may be in use; if so, do not disturb the on-going CSUS class. You might ask the instructor if it would be alright to set up as students are leaving.

• Post the card with your seminar name outside the classroom door. If you've changed classrooms, post a notice of the room change for two weeks on the door(s) of the old room (R).

• Bring dry erase markers and eraser to use on the whiteboard, if you need to.

• Make sure that all members can hear and understand adequately (see the Accessibility Guidelines in the How To’s and Tips section). Post a sign asking members to reserve front row seats for those with a hearing, sight or mobility limitations and, where possible, use the closed captioning on videos. If necessary, obtain a portable microphone from the person in charge of microphones (see Resources section for person’s name) (R).

• Review administrative information with seminar members (R). o From the on-line Seminar Registration System, print out and bring with you the roster of

members enrolled in your seminar. Circulate it and ask members to check that the Emergency Contact information is correct. If you do not use the on-line Seminar Registration System, have members fill out the purple Emergency Contact sheet. Bring the roster list or Emergency Contact sheet to class every week for reference should an emergency arise.

o Remind members to wear nametags and to put their emergency contact information on the back of their name tags.


o Point out where restrooms and emergency exits are in the building. o Remind everyone that we are guests on the campus and should always respect the CSUS

staff and students. Never enter a classroom before students are dismissed. o Remind members that if they bring in snacks, coffee or soda, to put any trash in bins. o Mention that, if someone wants a buddy to help them get out in an emergency, s/he can

ask another member ahead of time or let you know and you can arrange it. o Ask someone to write the Forum information on the board each week, if you don't do it. o Ask that cell phones be turned off unless expecting an important call. A good practice is

to write “Cell phones off, please” on the board under the Forum information. o Allow only the number of persons in any classroom for whom there are available seats.

• Explain what your seminar will be about in detail and what your vision is for it. This ensures that the seminar will be what members are expecting and give them a chance to change seminars if yours is not what they thought it would be.

• Relate your background and that of your co-leaders and why you chose the topic.

• Email beforehand or distribute in class any materials for the seminar, including: list of presentation topics, seminar agenda/syllabus, bibliographies, and, if requested, a list of seminar members.

o Optionally, ask for $1/$2 contribution to cover cost of handouts, if members don't have e-mail.

• If your seminar is Presentation style, ask members to choose a topic to present.

• Be prepared to handle the first two sessions in order to give presenters time to prepare their presentations.

B. Each seminar meeting responsibilities You and your co-leader will typically perform the following tasks each week. Again, some are administrative tasks required by the Seminar Committee.

• Place the card with your seminar name on it outside your classroom door (R).

• Announce, or ask someone to announce, the Forum topic and location. Be sure to check the weekly E-blast for the latest information as there are often changes to the schedule (R).

• Always have a back-up plan prepared and ready, such as a video or a presentation, in case a presenter is not able to attend.

• Come early to class to help set-up the audio/visual equipment for presenters if room is vacant. Do not disturb an on-going CSUS class.

• Go over the agenda and schedule each week with seminar members.

• Introduce presenter(s) to the class and make the presenter feel comfortable. Give a few words of background, announce the name of the topic and how it pertains to the overall theme.

• Make sure your presenters know how much time they will have to speak. Do not let presenter(s) go overtime. o Indicate when five minutes remain so presenters have time to summarize.


• Encourage questions and discussion at the end of a presentation as time permits.

• Observe break times as consistently as possible (R).

• Thank the presenter(s) and/or e-mail them a thank you message.

• End class at 2:45 PM so members can reach the Forum on time (R).

• Do not allow the presenter(s) or guest speakers to personally promote books, products or classes not offered by Renaissance Society (R).

• The Seminar Committee encourages seminar leaders to share outside speakers with another seminar when the topic or subject is appropriate for both seminars.

C. General responsibilities and considerations during the semester You need to be familiar with these tasks and either perform them or be ready to perform them should the situation arise. Those required are indicated by (R).

• In case of an emergency during your seminar, call 911 or (8-6851) from the RED phone in the classroom for the Campus Police Dispatch Center. From a cell phone, CALL (916) 278-6851. Do not call 911 from a cell phone on-campus as it takes too long. Stay with the member and call his/her emergency contact while waiting for help to arrive. (R)

• If a member is absent twice in a row, call or e-mail the member to see if s/he has dropped the seminar before you call the next person on your waiting list. A guest may attend twice before they must become a Renaissance member or stop attending your seminar. Call the RS Office if you have a question about a person’s membership status.

• Do not invite other Renaissance members to miss their own seminar to attend yours (R).

• Contact presenters ahead of time to check on need for assistance with his/her presentation.

• Make preparations for guest speakers (R). o If one is needed, request all parking permits at the beginning of the semester or at least

five weeks in advance by sending e-mail to Renaissance Office [email protected]. If you submit a request later than five weeks before the speaker’s scheduled date, you will be responsible to pick up and get the permit to the speaker. See the How To's and Tips section for the information to include in your e-mail to the office.

o Send your guest speaker a thank you note.

• Make preparations for any field trips ahead of time (R): o For insurance purposes, notify the Renaissance Office of any field trips two weeks in

advance. Send an e-mail to [email protected] with your seminar name and date of trip o This is always necessary, even if the field trip is not on the usual class day

• Distribute feedback forms to your members 2 or 3 weeks into the semester if you want to know how you are doing and whether or not to make any adjustments with your seminar. A sample Feedback Form is on the RS website at www.csus.edu/college/social-sciences-interdisciplinary-studies/renaissance-society/_internal/_documents/semfeedback.pdf

http://www.csus.edu/college/social-sciences-interdisciplinary-studies/renaissance-society/_internal/_documents/semfeedback.pdf

http://www.csus.edu/college/social-sciences-interdisciplinary-studies/renaissance-society/_internal/_documents/semfeedback.pdf


• Seminar Committee members may visit your seminar to provide support and/or to recruit new seminar leaders.

• For Saturday seminars on campus, call the CSUS Police if you find your classroom locked or in an emergency. Dial 911 or 8-6851 on the classroom red phone. From a cell, call (916) 278-6851.

Step 5—Conclude the seminar You will want to decide how to end the seminar. You might ask the members what kind of a conclusion they would like, or you and your co-leader might have other ideas. You might review the ground covered since the beginning of your seminar and/or you might have a celebration.

A. Plan the agenda for the last class meeting Decide whether you and the members want presentations, a review of the semester, a celebration, etc.

B. Thank all presenters and seminar members for their participation Some past leaders have created and handed out certificates of recognition, appreciation and/or graduation for members of their seminar. It's a tangible way to recognize members' efforts in making the seminar a success.

C. Thank co-leaders and any Technology Team people for their assistance Again, certificates of appreciation may be in order.

D. Pass out and collect Feedback Forms A Feedback Form provides a means for members to say what worked well and where improvement was needed. It is optional but could help you in the future should you lead another seminar and can be a source of good tips to share with other seminar leaders.

E. Tell a Seminar Committee Co-chair about outstanding presentations for Summer Seminars Every summer the Renaissance Society holds weekly seminars on Fridays from 1-3 PM for 10 weeks. Typically, two presentations are made each Friday. The summer presentations are repeats of those that members prepared and delivered in their seminars during the year. If a member of your seminar has prepared an outstanding presentation, please let a Seminar Committee Co-chair know about it.

F. Inform the Seminar Committee of anyone interested in leading a seminar or who has an idea for a seminar The encouragement and development of new seminar leaders are essential for the continued success of Renaissance. You and other leaders like you are the best recruitment tool Renaissance has because you are in the position to identify potential leaders in your seminar. So, if you know of anyone interested in leading or co-leading a seminar, or have observed two or three members in your seminar whom you believe would make good seminar leaders, talk to them and encourage them to lead a seminar. Direct them to the Leader's Page on the Renaissance Society website for more information about leading a seminar. And let any member of the Seminar Committee know of potential leaders; the committee will take it from there.


CONSIDERATIONS FOR OFF-CAMPUS SEMINAR LEADERS Most of the information in this handbook pertains to off-campus seminar leaders as well as those on campus. As an off-campus seminar leader, you will follow the same steps to develop your idea, plan your seminar, enroll members and then conduct the seminar with the following exceptions:

• Off-campus seminars differ in that the location and the frequency of meetings are at the discretion of the seminar leader. You may meet in any appropriate public or private site or in members' homes. You may decide to meet year-round and not necessarily on a weekly basis.

• Off-campus seminar leaders identify and arrange for meeting sites. If you need some suggestions, contact the Off-Campus Seminar Co-chair for a list of potential sites. If you are aware of off-campus sites, please share this information with the Co-chair.

• Notify the Off-Campus Seminar Co-chair of any changes, e.g., cancellation, time and location changes, etc. The name, phone and e-mail address of the Off-Campus Seminar Co-chair is listed in the Resources section of the handbook.

• If you change or need to change your program/seminar location, notify all participants on your list and provide directions to the new location.

• If a member is injured or becomes seriously ill in your off-campus seminar: o Call 911. Give your exact location (address) and describe the problem. o Stay with the person until help arrives. While waiting, get in touch with the person's

emergency contact which should be on the back of the nametag or on your Emergency Contact List.

o Notify Off-Campus Seminar Co-chair. o Fill out the Emergency Incident Report form and submit to the Renaissance Society

office.

• If your seminar requires audio/visual equipment, you will need to find a location with the equipment you need or provide your own. However, a portable Public Address (microphone) unit may be checked out for off-campus seminars. Contact a Technology Team member listed in the Resources section if you need a microphone. The Technology Team does not make house calls to assist you on-site with technical equipment, but will answer any questions you have via e-mails or telephone.

• A guest may attend twice before they must become a Renaissance member or stop attending. However, this restriction does not apply to facilities that require open access to the program/seminar for the public or the residents (e.g., library, senior residences).

• Toward the end of the semester, you will receive a reminder to begin planning for the following semester’s program/seminar. If you expect to continue, it is important that you submit the information to the Off - Campus Seminar Co-chair by the requested date. Include: title of seminar, description of seminar, location, day and time seminar meets, contact information, name of leader(s).

The Seminar Committee needs sufficient time to review it, prepare the information for the Activities Catalog and send it to the Renaissance Office for publication.

o For Fall semester, submit information no later than May 15th o For Spring semester, submit information no later than Oct 1st

Find the complete List of On-Campus and Off-Campus Leaders’ Responsibilities in the Appendix.


SUMMARY The goal of the handbook is to improve your understanding of the role and responsibilities of the seminar leader and provide the information you need to conduct a successful seminar. Hopefully, this handbook will be a resource that will increase your confidence and comfort in leading a seminar. The future success of the Renaissance Society depends on the development of seminar leaders to maintain the high-quality learning environment that members desire and expect.

See the next sections for information and tips to make the seminar safe, enjoyable and effective.


HOW TO'S AND TIPS

A. How to Handle Emergencies On-Campus: There are 2 ways to report a member's serious medical problem or emergency.

1. If using a RED Phone in a classroom, CALL 911 (or 8-6851) to reach the Campus Police. 2. If using a CELL phone or non-red phone, CALL (916) 278-6851 to reach the Campus Police. Put

this number in your cell phone Contacts. Do not call 911 from a cell phone because you will reach the California Highway Patrol, thus slowing down the response time.

Give Campus Police your exact location (building and room number) and describe the problem. Stay with the person until help arrives. While waiting, get in touch with the person’s emergency contact on your list of the seminar participants or the back of their name tag. Off-Campus: Call 911. Stay with the person until help arrives. Call the person’s emergency contact. As soon as possible, notify one of the following: the Renaissance Office, the President or a Seminar Committee Co-chair of the emergency. Fill out the form entitled Emergency Incident Report Form (available on the RS website) and submit it to the Renaissance Office. The RS office mailing address is in the Resources section.

B. How to Get Up-to-the-Minute Renaissance Information Through the Internet It is important that you and your co-leader receive the weekly Renaissance e-mail, also called an E-blast. The E-blast contains all the last-minute room and speaker changes for Forums and topic changes for the morning drop-in seminars. The E-blast also contains other pertinent information that may be necessary to share with the members of your seminar. Because of this, the Seminar Committee requires you to receive the E-blast while you are leading a seminar. Do not unsubscribe. You can get the latest news and schedules for the Renaissance seminars and forums through the Internet in two different ways: the Renaissance Society Website and the Email list.

The New! Renaissance Society Website https://www.csus.edu/college/social-sciences-interdisciplinary-studies/renaissance-society/

Our website is being totally redone and is now part of the CSUS website. The address is long, but you can just google “Renaissance Society Sacramento” or use Search on any CSUS web page and you will find it. It lists all the semester’s seminars. It also includes the weekly schedules for the Forums and many of the drop-in seminars with any updates or changes. It has plenty of other information, too. Check it out before you head to campus on Friday. You might want to make this website a Bookmark or Favorite in your browser or create a shortcut on your Desktop or your phone or tablet.

The Renaissance Society Email List Our Email List system is run through a company called Constant Contact, which also lets Renaissance Board members do many helpful things, such as surveys. You do NOT have to sign up for this system. If you have an email address, and if you listed it on your Renaissance membership form, you will automatically be on the list for emails. These will include


weekly emails, sent out each Wednesday during the semester, giving you links to Friday, Saturday and off-campus drop-in seminar and Forum schedules. You also will get emails about Renaissance business, including changes in seminar schedules and rooms, as well as notices about upcoming events and opportunities at CSUS and in the community. If you are not getting these emails once you have joined Renaissance, there are a few things you should do. Check the spam folders for both your email program (such as Apple Mail or Outlook) as well as your email server’s online email page (such as comcast.net, sbcglobal.net). Also check special tabs on your email (such as Promotions in Gmail). If you find our emails, mark them as NOT SPAM. If your email provider has something like a “friends list,” add this email to it: [email protected]. The emails will say they are from Renaissance Society and will come from that email address. If you still are not getting the emails, contact Jennifer Kerr.

C. How to Get a Parking Permit for Guest Speakers If there are FIVE weeks or more between the request date and the date the speaker will be on campus, you will need to:

1. Send an email to [email protected] with the following information:

a) Seminar title with the start and end times included, Seminar date, Seminar location and the guest speaker’s name and mailing address.

2. Let the speaker know that they will receive a letter by US mail from the RS Office with their

parking permit and information where they can park on campus.

If there are NOT FIVE weeks remaining between the request date and the date the speaker will be on campus, you can 1) pick up the parking permit at the UTAPS office* and get it to the speaker or, 2) have the speaker pick the permit up at the Information Kiosk at the J. St. entrance to campus on the day of their presentation. You will need to:

• Send an email to [email protected] with the following information:

a) Seminar title with the start and end times included, Seminar date, Seminar location and

the guest speaker’s name and mailing address.

b) Statement as to whether the leader will: 1) pick up the permit at UTAPS or 2) ask the

speaker to pick up the permit at the Information Kiosk at the J. Street entrance.

• If the Leader picks up the permit for the speaker, they must present their Renaissance

Society name tag or i.d. at the UTAPS office.

• Make sure that speaker knows how to get the permit and where they can park on campus.

Another option for your guest speakers is to purchase an all-day permit for $7.00 upon arrival in the parking lot.

* University Transportation and Parking Services, 7667 Folsom Blvd., Mon-Fri 7:30 am to 5:00 pm.

D. How to Access the Internet In Campus Classrooms Most campus classrooms are equipped with a PC (including a DVD/CD player) and sound equipment. If you are leading a seminar and need access to the PC, you will need to be assigned a login account valid for the whole semester. You will need access if:

• You do not intend to use your own device (laptop, Mac, iPad, etc.)

mailto:[email protected]



• You intend to play DVDs or CDs

• You intend to stream or display Internet content (e.g., YouTube, TED)

• You plan to show PowerPoint slides from a device such as a memory stick.

If your seminar qualifies based on these criteria, please contact the Technology Team Head (listed in the Resources Section) for a login account.

If you are assigned an account, it is important that you attend the seminar leader's technical training that the Technology Team holds before the beginning of each semester. If your classroom is not equipped with a PC and you will be showing videos, movies, or anything directly from the Internet in your seminar, you will need a laptop or tablet that is Wi-Fi-enabled and a valid email address to access CSUS's wireless network. Open your usual browser to connect to the CSUS wifi network. Scroll down to the "Guest Users" on the lower right. Type in your personal email address and press enter. This will give you four hours of internet access. If you need more time, log in again as a guest. You will find more detailed information on the RS website at www.csus.edu/college/social-sciences-interdisciplinary-studies/renaissance-society/spotlights/tech-help.html.

E. How to Find Out the Audio/Video Equipment in Your Assigned Classroom The CSUS website http://irt-pw-cp1.irt.csus.edu/rooms/external/classrooms/new/index.php will tell you what equipment is in each classroom. Type this address into your browser. When this webpage comes up, click on your Building abbreviation and Room number from the drop-down menus in the upper left page to find the equipment available in your classroom.

F. Tips on Writing an Effective Seminar Description for the Catalog Help with your rough draft is available. If you want to discuss your description, contact a Seminar Committee Co-chair and someone will contact you to provide assistance. This person will take you through the process and may suggest changes.

Your description should follow these guidelines:

1. Be 100 words or less. (You can provide more details about your seminar either at Rendezvous or when members contact.)

2. Catch the reader's attention by the first sentence. It can be a question, a controversial statement or a challenge.

3. Be clear as to what your goal/purpose is, e.g., Information, leading to action.

4. Be clear that members understand their role in the seminar, e.g., make a presentation, do homework, discuss in class, or listen.

G. Tips on Getting Members to Participate in Your Seminar There are many reasons why members may be reticent to participate in seminars. The reasons may include lack of resources to do research or a hesitation about speaking in front of a group. They also may be waiting for someone else to volunteer first to do a presentation, or they may be unfamiliar with audio/visual equipment.


Ways to encourage participation:

• Greet people as they enter the room to make them feel comfortable and part of the group.

• In the catalog description of the seminar, you might state participation is encouraged, but not required. This takes the pressure off and members may feel more comfortable to actually volunteer.

• Have a list of suggested topics ready to e-mail when members enroll so they can sign-up then or be thinking about which one they might do when the seminar begins.

• Pass around a list of suggested topics the first day of class, and/or step through the list asking for volunteers. Enlist a few friends or acquaintances who are comfortable giving presentations to volunteer to get the sign-up process going the first day.

• Suggest that members work together on a presentation by dividing the research, scheduling outside speakers, putting the visuals together, and/or actually making the presentation.

• Encourage questions at the end of a presentation to promote more interaction and familiarity among members in the seminar.

• Offer to work with class members individually to help them put together a presentation.

• Emphasize that presentations may be only 25 minutes in length, leaving a few minutes at the conclusion for questions.

• Call or e-mail your presenters a couple of weeks before they are scheduled to check if they are on track or need help.

• Send a weekly e-mail to members announcing the next week's presentations.

H. Tips on Handling Disturbances in Class It is important to create and maintain a friendly environment so all members have a pleasant experience. Uncomfortable situations can arise where a member may be less than respectful of another member or leader. You should consider yourself an impartial referee and work to restore balance and/or diffuse the situation. Call the Seminar Committee Chair if a problem persists.

• Set the ground rules for discussion at the beginning of the semester. (See Guidelines on Leading a Discussion).

• Discourage side conversations by pausing your presentation until all are paying attention.

• Ask members to give full attention to the presenter; if someone is a distraction, handle it appropriately.

• Diffuse a situation that is becoming too emotional by acknowledging the different viewpoints and suggesting that the issue cannot be resolved in the seminar. Change the direction or subject by asking a new and different question.

• Enlist the help of class members to direct the discussion in another direction.

• Remind everyone of the ground rules whenever it becomes necessary.

• Contact the Seminar Committee Chair if a problem persists.

I. Tips on Preventing Tech Equipment Problems

1. Pre-Seminar Room Check

• Locate room phone, DVD player and remote, transparency projector, wall panel control unit with posted instructions for connecting your Laptop or tablet to a ceiling mounted projector.

• Locate a VGA cable connected to the wall panel, if the room has one. Note that there are no adaptors to connect the VGA cable to Apple Macs or iPads. You will need to bring your own adaptor. If you are not sure what kind to buy, talk to a Technology Team member.


• Check the projector screen and room shades.

• Test as much equipment as your knowledge allows. 2. Pre-Testing of Presentation Material and Equipment

• Avoid SEMINAR NIGHTMARES including: A CD/DVD cannot be read by the DVD player; the resolution on older laptops may not be compatible with some classroom equipment; the pictures on the projector screen are too small to be seen; the flash drive may not open, be blank, or be the wrong type; and/or the adaptor from MAC to PC may be the wrong one.

• Pre-test the material and equipment two or three weeks in advance so adjustments and corrections can be made.

3. DVD Tips

• Have a backup DVD for beginning sessions or backup in case the speaker is not available.

• Carry extra AA and 9V batteries for any microphone or remote control used or contact a member of the Technology Team for batteries.

• Make sure you have a remote control that operates the room DVD player.

• Practice with the remote control to access material in the middle of the DVD using the 4 arrow navigation ring, or the display button (info on some remotes) to get to X number of minutes. The X number of minutes played must be determined by the presenter.

• If your laptop has a DVD player, this can be your backup. Most laptop DVD players allow you to skip chapters and find minutes played.

4. Microphones If you have a large classroom, you may want to check out a portable microphone from the Technology

Team to amplify the sound. Many members have impaired hearing so using a microphone will ensure

that all can hear clearly.

• The person in charge of microphones will show you how to use it. Be sure it is working properly

in the classroom before sessions begin.

• You will find the name of the person from whom to check out a microphone in the Resources

Section under Technology Team.

J. Accessibility Guidelines for Seminar Leaders and Presenters In order to effectively lead seminars and improve the hearing and understanding of all participants, all leaders, co-leaders, and presenters should model aware, compassionate behavior by following these eight guidelines at all times:

• Speak slowly and clearly, with face and mouth visible to all seminar participants whenever

speaking.

• Use the sound system, whether speaking or introducing a speaker. Also ask guest speakers

to use the sound system.

• Use portable microphones for comments or questions by seminar participants.

• Always repeat or summarize what is asked or said by each seminar participant. The seminar

leader may hear and understand a comment or question, but people behind, in front, or

beside the questioner can miss a lot because the words are directed forward and because

the speaker’s face and mouth may not be visible.

• Never engage in a discussion with participants in the front rows that is not repeated or

summarized for all participants to understand.


• When possible, activate the subtitles or closed captioning of any video that is shown during

a seminar. Be aware that videos that include loud music or other sounds can make dialogue

or narration unintelligible to those with hearing loss.

• Leave front seats vacant for those with hearing/understanding, vision and mobility

limitations. Please use the signage provided to you, in each session of your seminars, as a

reminder of the front row seating reservations.

• Please utilize these suggestions for improving participation by visually impaired members:

o Use four or fewer points on any slide presentations

o Avoid moving objects or text in slide presentations (fly-ins and other manipulations)

o Use a dark blue background for slides

o For handouts, avoid using light paper with light text

o Check slide presentations from the back of the room to ensure slides are readable.

K. Sending PowerPoint Presentations as an Email Attachment To send a PowerPoint presentation in an email:

• First save your PowerPoint presentation as a “pdf” file extension rather than as a “ppt” file extension.

• Then attach the pdf version of your PowerPoint to your email as you would any attachment.

Please note: If your PowerPoint presentation contains any videos or music (MP3 or MP4 files), you must send these items as “hyperlinks”. Video and music files are usually too large to send as an attachment in an email. Simply copy and paste the video or music hyperlink onto the PowerPoint slide where you presented the video or music. Then anyone receiving your slides can just click on the hyperlink to see or hear what you presented.

L. Guidelines for Leading a Discussion As a discussion leader, you lead the participants into sharing their ideas about a particular subject. Set the direction and facilitate the participants. If you want to give your own opinion and participate in the discussion, take off your "leader hat" and communicate that you are speaking as yourself, not as the discussion leader. Group discussions are most effective when participants are informed and actively engaged.

1. Preparing:

• Make sure you understand the topic; you don’t need to be an expert but you should have good grasp of it.

• Keep the topic narrow enough to be able to keep on topic.

• Write down questions that stay within the topic and are open-ended.

• Have two to five broad questions and several follow-up questions that focus on aspects of the broader questions.

2. Setting up Ground Rules:

• Explain the parameters of the subjects to be discussed and/or not to be discussed.

• Suggest raising hands to be acknowledged – needed in larger group.

• State a preference to have one person speaking at a time.

• Keep the discussion on topic.

• Respect others and their opinions. Use guidelines that work for your particular group.


3. Leading:

• Try to make sure that everyone has an opportunity to participate. Call on those who haven’t been able to speak, or open up the discussion for all of those who may want to comment.

• Don’t be dismissive of anyone with your body language or comments.

• Maintain a safe and friendly atmosphere by ensuring that everyone shows respect. Ask people to phrase personal opinions using “I” or “my” (e.g., I feel, In my opinion).

• Ask one or two people to scribe if having a record is desired. This will keep the pace moving along.

• Consider recapping periodically, rather than waiting until the end. “So far we have covered ____ and ____. But what about ____?"

• Have references available for reference or further research.

• It can be tricky to mix a lecture style with a discussion group. Make sure both the leader and

the participants are clear about the ground rules for each.

M. How to Obtain a CSUS Library Card To obtain a CSUS library card, you must check the library card box when you pay your Renaissance Society membership either online or by sending a check with your membership renewal. You may optionally send a check to the RS Office at a later time indicating you want to get a library card. You will need to go to the Library Service Desk to pick up your library card--they will have your name if you paid for a library card. The card entitles you to all campus library privileges, including borrowing books for three weeks and audiotapes. Video tapes may be watched on the viewing monitors located on the 2nd floor of the library, or may be borrowed for 60 days.

1. What your library card entitles you to:

• CHECKOUT of items from the general collection for a 3 WEEK LOAN PERIOD.

• 15 ITEM LIMIT at a time.

• AUTOMATIC RENEWALS. Items will renew automatically provided your account is in good standing.

• PUBLIC COMPUTER ACCESS. Two hours per day using the public computers. o ACCOUNT LOGIN: To log in to your Library account, select MY LIBRARY ACCOUNT on the

Library webpage https://library.csus.edu.


APPENDIX

A. Responsibilities of On-Campus and Off-Campus Seminar Leaders Knowing these responsibilities will assist you in leading an effective seminar, whether it is on-campus or off- campus. All responsibilities apply to both on-campus and off-campus seminar leaders, unless otherwise noted. Planning Your Seminar

1. Identify one or more co-leaders or back-up persons to assist you with technology, administrative details, and to fill-in for you in case of absence. This person(s) should know the class schedule and routine in case you are absent unexpectedly.

2. Keep abreast of and share relevant communications from Renaissance by reading messages sent to seminar leaders via Constant Contact, E-blasts, and The Recorder. To ensure effective communication, seminar leaders may not unsubscribe from Constant Contact during their tenure as a leader.

3. Notify the Seminar Committee Chair if an on-campus room change is needed. If you change rooms on-campus, post a notice of the change for at least two weeks on the doors of the room you are leaving.

4. Arrange for a location if you are leading an off-campus seminar. 5. Submit your seminar idea to a member of the Seminar Committee. Fill out and return the Seminar Description form sent to you via email by the date indicated. If the Seminar Committee has further questions about your seminar, you may be asked to submit a syllabus or pertinent seminar materials. Representing your Seminar at Rendezvous

6. Make the description of your seminar available to members, including specific topics for the sessions, as appropriate.

7. Solicit volunteers for presentations, if appropriate.

8. Direct those members interested in your seminar to the computers set up in the room for on-line registration.

Leading your Seminar on the First Day

9. Remind all members to wear their Renaissance nametags at all Renaissance activities.

10. Allow only the number of persons in any classroom for whom there are available seats. This is especially important for ‘drop-in’ seminars that may be heavily attended. Safety should always be a priority.

11. Make sure that all members can hear and understand adequately (see the Accessibility Guidelines in the How To’s and Tips section). Reserve front row seats for those with hearing, sight or mobility limitations and, where possible, use the closed captioning on videos. If necessary, obtain a portable microphone from the person in charge of microphones (see Resources section for person’s name).

12. Have participants record or upgrade their Emergency Contact information on the back of their nametags.


13. From the on-line Seminar Registration System, print out and bring with you the roster of members enrolled in your seminar. Circulate it and ask members to check that the Emergency Contact information is correct. Bring this roster/emergency contact list to class every week for reference should an emergency arise.

14. Point out the location of the elevators, stairs, fire escape, and the restrooms in the on-campus or off-campus building.

15. Remind people NOT to use the elevators in case of fire. Assign buddies for evacuation, as needed.

16. Announce or write on the white board the topic and location of the Forum every week. The most current information about the Forum is in the weekly E-blast. The topic is also listed in the catalog and The Recorder. Assign someone this task if you don’t want to do it each week.

17. Remind members to turn off their cell phones and, if they must take a call, to step outside the classroom.

18. Distribute a list of class members' names, phone numbers and e-mail addresses, if appropriate. Knowing EMERGENCY Procedures

19. On-Campus: Call 911 on the Red phone in the classroom for the Campus Police Dispatch Center, if a member is injured or becomes seriously ill in your seminar. If using a Cell phone, call (916) 278-6851. Do Not Call 911 on a Cell because the call goes to outside police and it will take longer to get help. Give your exact location (building and room number) and describe the problem.

20. Off-Campus: Call 911. Stay with the member until help arrives and call emergency contact.

21. Stay with the person until help arrives. Contact the person’s emergency contact that should be on the back of the nametag, on your class roster or on your purple Emergency Contact list.

22. Notify the Renaissance Office, President, or a Seminar Co-chair of the incident. Fill out the Emergency Incident Report form and submit it to the Renaissance Office. The form is available on the RS website. Leading During the Semester

23. Be very respectful and courteous toward professors, instructors, students, and/or others when using CSUS or Off-Campus facilities. Renaissance leaders and members are guests on campus and in off-campus facilities. Never disturb an on-going CSUS class even if it runs overtime.

24. On Friday afternoons, end the on-campus seminars by 2:45 PM to allow members to attend the Forum.

25. Notify the Renaissance office two weeks in advance of any field trips you are taking. This notification is for insurance protection, and it is always required even if the field trip is not on the usual class day.

26. Notify the Renaissance office at the beginning of the semester to obtain on-campus parking passes for all guest speakers. Fall 2019, this procedure is changing, so contact the RS office for the latest instructions.

27. Send guest speakers a thank you note.


28. Inform each guest speaker that Renaissance does not allow “promotions” of books, products, or services. The speaker is not permitted to sell books, media, programs, classes, etc. while participating in a Renaissance On-Campus or Off-Campus seminar. The guest speaker may mention items for sale and how to get them, but the speaker may not sell them at a Renaissance activity.

29. Honor and respect other seminars by not encouraging members to miss one to attend another.

30. Allow guests to attend Renaissance two times before they are required to become a Renaissance member. If you are unsure of someone’s status, call the RS Office. This rule is not applicable when seminars are held in public facilities that require open access for their members/residents (e.g. library, senior residences).

31. Be aware that Seminar Committee members typically visit all on-campus seminars sometime during a semester to observe out of interest, to provide support and/or to recruit new leaders.

32. Advise the Seminar Committee Chair of all problems you might encounter with your seminar or with any members in your seminar. The Chair will work with you to help resolve the issues. 33. At the end of the semester, send the Seminar Committee the names of your seminar members who made good presentations or show potential or interest in becoming a seminar leader. You are in the best position to identify our future seminar leaders. Considerations for Off-Campus Leaders:

• Off-campus seminar leaders identify and arrange for meeting sites. If you need some suggestions, we have a list of potential sites which we can provide.

• If you are aware of potential off-campus sites for future seminars/programs, please share this information with the Off-Campus Seminar Co-chair.


B. Definitions

1. Auxiliary Leader Roles For members who want to assist a seminar leader, here are auxiliary roles:

• Substitute Leader: Substitutes when the co-leader is unavailable and there is no other leader available. Uses same or similar topic and agenda. May give presentation but not required. May use Great Courses, TED talks, documentaries, introduce scheduled speakers and ensure technology is available.

• Organizer Leader: Arranges curriculum, DVD, etc., researches material for seminar speakers, may facilitate discussion following DVD, may give presentation.

• Co-Share Leader: Divides time between two people. One may lead first and second week or by month or for the first half of semester and the other leads second half of semester.

• Facilitator Leader: Following a presentation, facilitates discussion and assists the leader as necessary.

2. Seminar Styles

• Presentation (P): The members of the seminar will research, prepare and present reports pertinent to the seminar's main subject. The leader may suggest report topics or have members choose their own topics. As the leader decides, presenters may work individually, in pairs or teams to give a report, show a video, give a demonstration, etc.

• Lecture by the Leader (L): The leader will lecture or present speakers, present films, videos, or music, etc. Members are not expected to participate directly or make presentations.

• Discussion (D): The leader offers an interactive seminar where members are encouraged to participate in group discussions. Reading or writing assignments may be suggested or required beforehand in preparation of the discussion in class. Movies or videos may be shown during the weekly meeting with a discussion following led by the leader or a member.

• Activities/Social (A/S): The leader conducts physical or social activity in which members participate. Examples are dancing, singing, playing games. At the leader's discretion, members may be asked to take the lead at times.

• Integrative (I): This is a Lecture or Discussion style seminar, but the leader at times

specifically incorporates the technique of “paired discussions” to encourage the social and

friendship aspects of belonging to the Renaissance Society.

C. Forms Available on the Leaders Page on the RS Website • Emergency Contact Sheet (only needed when not using the on-line registration system)

• Seminar Registration Form (only needed when not using the on-line registration system)

• Emergency Incident Report Form

• Sample Feedback Form

• Accessibility Sign for Classroom

D. Criteria for Seminar Offerings

The Seminar Committee retains the sole discretion to determine which seminars are offered. Should a question arise about a seminar, contact the Seminar Committee Chair for the criteria used to accept or decline a seminar offering.


E. RS Code of Conduct

Seminar Leaders should be aware of and abide by the expected behavior from all RS members. Core Values Civility and respect towards others are core values of the Renaissance Society (RS). Hostility has no place in an open and welcoming learning environment. Accordingly, the standards and procedures below shall apply to all RS members, seminar leaders, invited guests and speakers. 1. Standards of Conduct a. Civil Discourse: Discussions, debates, and disagreements are expected and encouraged. However, civil discourse should be maintained at all times. To ensure tolerance and respect for diverse opinions, leaders of seminars and other RS activities shall not engage in, nor allow participants to engage in, hostile or derogatory comments about the viewpoints of others. b. Disruptive Behavior: Substantial or repeated disruption of RS or CSUS activities is unacceptable. This includes behavior that is disruptive to seminars, forums or other events. c. Compliance with CSUS Policies and Regulations: Conduct that violates CSUS policies, regulations, or other restrictions may result in disciplinary action by CSUS, the RS or both. 2. Review Process: In most cases, conduct contrary to the provisions of this code can and should be resolved informally by the affected persons. However, when this is not possible, a formal review of the dispute can be requested in accordance with the following process: a. Initial Review: Initially, all formal complaints arising from this Code of Conduct should be brought to the attention of the President and/or Vice President for review and, where possible, an acceptable resolution. b. Executive Committee Review: If an acceptable resolution cannot be reached, the issue shall be reviewed and resolved by the Executive Committee. All decisions by the Committee are final unless appealed to the Board of Directors. c. Appeal to the Board of Directors: Any person wishing to appeal a decision of the Executive Committee must place the matter on the Board's Agenda in an appropriate and timely manner. A final decision by the Board cannot be further appealed. 3. Remedies: When a standard of conduct is violated, the remedy should be appropriate to the situation. In many cases, an informal verbal discussion and agreement will prove to be sufficient. In other situations, a formal remedy may be needed. Formal disciplinary actions may include: a. A written warning; b. A restriction on specific activities; c. A period of probation; d. A suspension of membership; or e. Expulsion from the RS.


RESOURCES (As of 1/23/20)

A. Seminar Leaders' Workshop and Why It Is Important to Attend New seminar leaders find the Seminar Leaders' Workshop the best source of training, information, and useful tips for leading a successful seminar. The Seminar Committee offers the workshop prior to the start of each semester. Past leaders share ideas on what is essential, what has worked well, and what has not worked out so well. It is a vital opportunity to:

• learn about the resources that are available to help you throughout the semester

• make connections with other seminar leaders; and

• have your questions answered and find support.

B. Seminar Leaders’ Training This is a semester-long seminar which the Seminar Committee offers each Spring to provide encouragement, teaching tools and skill enhancements for experienced, new, or potential seminar leaders. The seminar will focus on: 1) How to select a topic and structure a seminar; 2) Various methods of seminar presentations; 3) Technical training in the effective use of classroom electronics; and 4) How to make seminar leadership an enjoyable experience.

Program Coordinator Marian Kile

C. Technology Team and Other Technical Resources

1. Technology Team The Technology Team is available by email and phone to answer general technical questions but is your second line of defense if you have problems. Your first contact should always be with the CSUS IRT organization. RS has an agreement with the CSUS Information Resources and Technology (IRT) Department to assist if you encounter technical problems in the classroom. Call IRT at 8-7337 from the red phone or (916) 278-7337 from your cell phone. An IRT assistant will either answer your question on the phone or will come directly to your classroom to resolve the problem. Technology Team Head Jeff Hendy Technology Team Assistant Tom Holt Microphone and Equipment Checkout Steve Harley

2. Technical Resources Within Your Seminar Ask seminar members if they have any computer knowledge, experience using Power Point or Keynote, operated similar room equipment, or if they have any technical/mechanical ability that


may be of help in the classroom. Better yet, seek out a technical person as a co-leader who has responsibility for only the technical issues during the semester.

3. CSUS Technical Help with Classroom Equipment The CSUS Information Resources and Technology (IRT) Department provides assistance for all on-campus classroom equipment problems and questions. Call 8-7337 on the classroom red phone. From anywhere else or from your cell phone, call (916) 278-7337.

4. RenSoc Website: www.csus.edu/college/social-sciences-interdisciplinary-studies/renaissance- society

Click on “Tech Help for Seminars” tab at the top of the page. This excellent section contains information which is beyond the basics.

5. APPLE and ANDROID Mobile Devices: Check Activities Catalog for Friday times iPhone, iPad, Android phone and tablet use and information is presented each week. Find information on the RenSoc Website and in The Recorder for weekly topics, dates and presenters.

6. Presenters’ Clinic On-campus Fridays Marian Kile offers a drop-in clinic each week of the Fall semester. These clinics will enhance presentation skills including: researching topics, using PowerPoint, using technical equipment in the classroom and delivering a successful presentation.

D. Seminar Committee The Seminar Committee members work to ensure that leaders and co-leaders are successful and committee members are ready to answer any questions you may have in planning, enrolling members and conducting your seminar.

Seminar Committee Joint Chairs

Allan Keown

Cindy Suchanek

Seminar Committee Leads

Marsha Holland, Off-campus Co-chair

Evie Boggs

Maryellen Burns

Jack Gougé

Jeff Hendy

Doris Keller, Advisor

Members

Mike Agron Sharon Anderson Steve Harley Jack Jennings Carol Limbaga

Beth Mann Karen Martin Norv Wellsfry


E. Office Support Hours: Monday-Thursday 9-12; Friday 10-1 Office Location: 7750 College Town Drive, Adams Bldg. Room 106 Mailing Address: Renaissance Society, CSUS, 6000 J Street, Sacramento, CA 95819-6074

Shari Lowen, Office Manager (916) 278-5133 Diana Takao-MacDonald, Secretary (916) 278-5133 Sharon Anderson, Seminar Committee Support (916) 661-6981 [email protected]

Send e-mails to the RS office e-mail address at [email protected]

F. Renaissance Society Website The RS website, www.csus.edu/college/social-sciences-interdisciplinary-studies/renaissance- society contains general information about the Renaissance Society including its By-laws, Calendar of Events, the upcoming week's morning seminar topics and documentaries, as well as technical help information. Useful for leaders, the Help for Seminar Leaders’ page contains links to the Seminar Leaders’ Handbook, information on audio/visual equipment in each classroom, and the forms leaders will need during the semester. To access this page from the RS Homepage, click on the “Membership and Seminar Basics” link and, then, click, on the “Jump to Help for Seminar Leaders” link. Contact Jennifer Kerr for any questions regarding the website.

G. The Recorder Newsletter The Recorder is the Renaissance Society's newsletter published each month except January, July and August. Contact the co-editors with any items of Renaissance Society news or interest. Deadlines for articles are due 45 days prior to The Recorder's publication month, i.e., articles for the February edition are due to the co-editors by December 20th.

Jennifer Cummings, Co-editor

Cheryl Huffman, Co-editor

H. Accessibility Contact For questions regarding hearing, sight and mobility limitations, contact the Accessibility Chair.

Jennifer Cummings

I. CSUS Library Renaissance members may check out books and media from the CSUS Library. Members need to pay $10 for a library card good for the whole year which they can obtain during the annual membership registration or by sending a $10 check to the RS Office and going to the Library Service Desk for pickup.

J. Current Members of the Board of Directors and Committee Chairs Refer to the back pages of the Activities Catalog.


The Renaissance Society · 2020-02-09 · OK, yes, you got it--a great idea for a Renaissance...

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