building an instructor support systempiece by...

Building an Instructor Support System…

MAB / 7-25-13

2013 Southern Regional Conference

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MAB - 7/25/13 OLLI at Duke 1

Building an Instructor Support System…Piece by Piece

Mike Bahnaman ([email protected])

OLLI at Duke University July 2013


OLLI Instructors

In many ways, building an Instructor Support

system is like assembling a puzzle…


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Putting it together is a challenge

and takes time

Some days the pieces go together

perfectly while other days they just

don't seem to fit at all

There are lots of pieces – some big,

some small

You can make progress alone, but it

goes faster with the help of others



For OLLI at Duke, Instructor Support

encompasses five major areas

• Appreciation & Recognition

• Resources & Faculty Development

• Communications

• Advocacy

• New Instructor Integration

Today’s Objectives

• To share the what and how of OLLI at Duke’s effort to assemble our instructor support puzzle…a 5-year journey to enhance our relationship with instructors and to help them “be all that they can be”

• To stimulate a dialog regarding how your OLLI supports your instructors



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A Bit of a Disclaimer…


• No single step we have done is particularly unique – your OLLI may have done something similar and perhaps even better

• However, the combination of steps have helped to move us forward…

…perhaps you will get an idea or two that you can use.

Topics

• Background – OLLI at Duke

• The genesis

• Deciding to start…and a false start

• Instructor Needs Survey & Focus Groups

• Starting to implement – first steps

• Moving forward…adding more pieces

• Measuring progress

• What’s next for us?

• What we’ve learned

• Your questions and ideas MAB - 7/25/13 OLLI at Duke 8

Background – OLLI at Duke

• History

– Founded 1977 as DILR (Duke Institute for Learning in Retirement) – 35th anniversary in 2012

– Joined OLLI network in 2004 – changed our name to OLLI at Duke in 2006

• 1,600 members – growing at ~ 5% per year

• Over 240 active instructors

• 300 + Courses per year in a full range of topics – fly fishing to finite mathematics


http://www.google.com/url?sa=i&rct=j&q=disclaimer&source=images&cd=&cad=rja&docid=nSaqLRAVjjGoLM&tbnid=jRWJmbZ9Wwfo9M:&ved=0CAUQjRw&url=http://www.pramodluthra.com/Disclaimer.htm&ei=EebFUfGnMonc8wS--IDYBg&psig=AFQjCNE-1SBK7BqeeIfpzABgZPf6PI0lQA&ust=1372010186127226


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The Genesis of This Effort

• Strategic Plan Update in late 2007

• Six Critical Issues including “Curriculum Innovation”


“Curriculum is the heart and soul of a lifelong

learning organization. Our current curriculum

continues a long-standing tradition of offering a

broad array of high-quality classes tailored to the

needs of our members. Maintaining

excellence…will require a focused innovation

effort to ensure that our future curriculum meets

the evolving expectations of our members.”

Options to Consider

• Dramatically New Courses

• New Lecture Series

• Special Presentations

• New Date / Time / Venue Options

• New Course Length Options

• New Course Delivery Methods

• Instructor Recognition

• Instructor Training

• Course Evaluation / Feedback


Curriculum Innovation


•Question: How to move forward?

•Answer: Ask the Curriculum Committee appoint a Task Force to consider new and innovative approaches to our curriculum.

•Charge was given to Curriculum Committee by the Board in February 2008

•The Board declared victory and moved on


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Waiting…Waiting…A False Start?

• Progress was slooooooow

• Life got in the way

• Turnover of Curriculum Committee leadership,

• Developing a full slate of courses each term, and

• Other pressing business

• We needed a different approach!


The New Approach

• Dramatically New Courses

• New Lecture Series

• Special Presentations

• New Date / Time / Venue Options

• New Course Length Options

• New Course Delivery Methods

• Instructor Recognition

• Instructor Training

• Course Evaluation / Feedback


Directly Related to

Courses – Retain by

Curriculum Committee

Not Directly Related to

Courses – Move to the

Strategic Planning

Committee for Further

Definition


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The New Approach • Strategic Planning Committee took on the items not

directly related to specific courses

– Established three study groups for further information gathering and definition

• Recognition

• Training & Resources

• Course Feedback

Each consisted of 2 – 3 individuals with an interest in helping us improve in this area

– Conducted a baseline “Instructor Needs” Survey


Instructor Needs Survey


• On-line survey (SurveyMonkey)

• Key sections – Agree / Disagree with 13 statements, for example

• “The training OLLI provided in operating the classroom AV equipment was adequate”

• “The classroom size and setup allowed me to effectively conduct my class”

– Interest in Resources (Workshops, Training, etc.)

– Likelihood of teaching at OLLI again

– Willingness to participate in a group discussion

– Demographics

Instructor Needs Survey – Results


• Excellent response rate – 71%

• 70% of respondents expressed a willingness to participate in a group discussion

• High interest in

– How to teach mature learners

– How to access Duke Library resources

– How to deal with “difficult” students

– Basic PowerPoint

– Accessing Internet resources


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Focus Groups


• Three groups of 8 – 12 based on survey responses

– Group 1 – Teaching Resources

– Group 2 – Technology Resources

– Group 3 – Less than 1 Year Teaching at OLLI

• 1½ hour structured discussions

Focus Groups – Actions


• Create targeted learning opportunities related to both technology and teaching methods

• Develop a website to make it easy to access instructor information

• Offer a “potential instructor” workshop to answer questions common to new instructors

• Develop a network of technical experts who can help instructors on a targeted basis

• Create opportunities for instructors to informally network

• Develop targeted communications for instructors

How to Proceed?


• Establish a dedicated committee to focus on instructor issues: “Instructor Relations”

Key Activities: – Instructor Appreciation / Recognition

– Instructor Resources & Faculty Development

– Instructor Communications

– Instructor Advocacy

– New Instructor Integration

• Formal Charter approved May 2009*

* Included in handout package


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Instructor Relations Committee


• For the first two years, operated as a “committee of one” – Several of the initial steps were small, one-person

tasks or were ones done in conjunction with another standing committee, but…strong linkage back to Strategic Planning Committee and study groups

• Early energies focused on small, visible efforts – Distinctive Name Badges

– Recognition Posters

– Workshops

First Steps…Name Badges

• Distinctive Badges for all instructors

• Distributed with contract before each term


Member Badge Instructor Badge

We knew these were having an impact when non-instructors asked for them!

First Steps…Posters


• Posters to be displayed in

each of our main classroom

buildings

• Lists all instructors teaching

in a given term

• Displayed at the beginning of

each term

• How to get them noticed? SUPERSIZE THEM!

Thanks OLLI Instructors - Spring 2013.pdf


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First Steps…Posters


• Second poster listing the

name and brief biography of

instructors teaching at OLLI

for the first time that term

• Also prominently displayed

at the beginning of each term

First Steps…Workshops


• Offered before Fall and Winter terms

• 1 ½ - 3 hours in duration

• Variety of topics based on survey input

– Using Duke Library Resources

– Teaching Mature Learners

– Researching on the Internet

• Use both OLLI members and Duke resources (e.g., Duke Library and Duke Graduate School)

• Solicit formal feedback after each session – important to ensure that we are “on track”

Wine & Cheese Reception


• Annual Event – early January before the start of Winter Term

• Invite all instructors who have taught during the past year and their guest

• The Board’s way of saying “Thank You”

• 100 instructors / guests attend plus board members

• Brief remarks – thanks to all and recognition of those who have taught the most times

New OLLI Instructors - Spring 2013.pdf


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Instructor Website


• Instructor-oriented website on PBWorks (www.olliatdukeinstructors.pbworks.com)

• Typical content: Course Proposals forms, key dates, information on resources & policies, links to useful websites

• 63% of active instructors access the website

Instructor Newsletter


• Electronic Newsletter

• E-mailed 4 x per year – August, November, February, April

• 2 page max

• Short blurbs with lots of links

• 78% of active instructors read

Prospective Instructor Workshop


• 1 ½ hour session conducted 2 x per year – 4 - 6 weeks prior to the course proposal deadline

• Invite anyone who is considering teaching – members and non-members – 10 – 15 attend

• Agenda

– Introductions + Brief Course Idea

– “Teaching at OLLI” Presentation

– One-on-one discussion of course concept with Curriculum Committee member

• Handouts include course proposal, quick reference

• Conversion rate ~ 60%, most within 1 year

http://www.olliatdukeinstructors.pbworks.com/

OLLI Instructor News - April 13.pdf

OLLI Instructor News - April 13.pdf


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Recent Efforts…New Instructor Outreach


• Committee members touch bases with new to OLLI instructors on a periodic basis

– Reinforce how much we appreciate their efforts

– Identify problems

– Remind them of things they should be doing

• Three planned contacts

– 2 weeks before term starts / 2 weeks after term starts / 2 weeks before term ends

– Standardized questions for each contact

• Have tried both e-mail and phone – e-mail seems to work better for us

Recent Efforts…Course Feedback


• New effort piloted during 2012 – 2013

• E-mail invitation from Director to everyone who enrolled in a course with a new instructor whether they completed the course or not

• Brief on-line survey (SurveyMonkey)

– Did you complete the course?

– Overall satisfaction

– Would you recommend?

– Rating of five course aspects (content, presentations, etc.)

– Did catalog description match the course?

• Individual reports sent to instructor, CC Chair, Director

• High response rate (73%) and useful feedback

Measuring Progress…Instructor Surveys


• Outgrowth of initial Instructor Needs survey conducted in 2009

• Update every two years – 2011, 2013, 2015

• Survey everyone who has taught for us during past 2 years

• Some changes from year to year, but most of the questions remain the same

• Useful in taking the pulse of the instructors and reinforcing that we care


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2013 Instructor Survey


• A few highlights

– 63% response rate

– 94% Likely or Very Likely to teach at OLLI again

– 76% use the internet to research their courses / 49% use the internet in the classroom

– 84% visited an OLLI website during the past year / 86% read an OLLI electronic newsletter

– 64% participated in an OLLI event (e.g., reception, workshop, etc.)

• High level results + action plan communicated to all instructors within 6 weeks of survey

What’s Next for Us?


• Explore and expand

– More ways to encourage instructor networking

– Better ways to integrate new instructors into the fold

– Broaden the use of course websites

– Expand instructor recognition efforts

What Have We Learned?


• A lot of work, but it’s worth it

• We needed a dedicated effort

• There is no shortage of good ideas, but…there is a shortage of individuals willing to work hard to implement those ideas

2013 Instructor Survey - Summary & Actions.pdf


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Assembling the puzzle is challenging but rewarding


“The secret of getting ahead is getting started.”

Mark Twain

Your Questions? Comments?

Ideas?


OLLI AT DUKE – INSTRUCTOR RELATIONS COMMITTEE Committee Charter

MAB / 5-31-09 OLLI at Duke Page 1 of 1

Role: The role of the Instructor Relations Committee is to enhance OLLI at Duke’s relationship

with existing and potential instructors.

(Note: The efforts of this committee will augment the ongoing work of the Curriculum

Committee* -- close coordination between these committees is essential).

Activities: Key activities of the Instructor Relations Committee will fall into the following areas:

1) Instructor Appreciation / Recognition – ensuring that our instructors feel appreciated

by OLLI members and leadership.

Examples: Prepare and post OLLI Instructor posters on bulletin boards and the OLLI

website each term; develop and implement an OLLI instructor Hall of Fame.

2) Instructor Resources & Faculty Development – ensuring that our instructors have the

resources and skills they need to be effective.

Examples: Create a series of targeted learning opportunities for instructors (e.g.,

accessing Duke Library resources, teaching mature learners); facilitate instructor

networking to share ideas and work on common issues.

3) Instructor Communications – listening to & proactively communicating with our

instructors.

Examples: Develop and maintain an OLLI Instructor website (wiki) that contains

instructor-specific information; develop targeted communications informing our

instructors of existing resources available to them (e.g., PowerPoint training).

4) Instructor Advocacy – act as an advocate for our instructor community with other

OLLI Committees and the Board of Advisors to ensure that instructor voices are heard

and needs are met.

Examples: Evaluate instructor satisfaction with existing resources and recommend

changes to the relevant OLLI committee (e.g., technical training changes recommended

to the Technology Committee).

5) New Instructor Integration – ensuring that our new and potential instructors know

what is expected and are aware of the resources available to them.

Examples: Develop a workshop for potential instructors as a way of answering common

questions and identifying emerging talent.

Chair: Mike Bahnaman will initially chair this committee.

Members: Additional members will be invited to participate as determined by the chair in

consultation with the OLLI Director. To ensure coordination between the Instructor

Relations Committee and the Curriculum Committee, at least one member will serve on

both and act as liaison.

Reporting: This is a standing committee that reports to the Board of Advisors.

*The role of the Curriculum Committee is…

… To provide and develop a broad array of interesting, stimulating and attractive courses.

… To recruit potential teachers, assist them in developing courses and scheduling classes.

… To support music education including performance groups and enrichment experiences while seeking to expand OLLI’s musical outreach to the community.

THANKS OLLI INSTRUCTORS!Our sincere thanks to all Spring Term Instructors!

Jane Andrews

Ron Barker

Dilip Barman

Anne Baugh

Henry Blinder

Jeannette Brossart

Betsy Bullen

Peter Burke

Vivien Burns

Joseph Caddell

Catherine Chandler

Bob Chernow

Margaret Clemen

Thomas Colley

Daryl Coston

Baz Cunningham

Kathy Davis

Karen Dold

Jay Dunbar

Gary Duncan

Ed Eastman

Sandra Eisdorfer

Dick Ellgen

Richard Ellman

Ann Evangelisto

Cynthia Ferebee

George Gopen

Thomas Hauck

Pat Hill

Christina Hinkle

Richard Hoffert

Sylvia Hoffert

Ken Hoover

Dick Isabel

Julie Kelly

George Lankevich

Jerry Lazarus

Nerys Levy

Leland Little

Anne Logan

Doug Longman

Bob Lynch

Tom Magnuson

James Marksbury

Patricia Mason

Louise Masurat

Sara McCreary

Marc Menetrez

Melissa Mills

Kathleen Morrison

Char Murphy

Wendell Musser

Joanne Napoli

Jodee Nimerichter

George Oberlander

Lois Oliver

Riverdave Owen

Fred Porter

Richard Prust

Carolyn Pumphrey

Patti Rieser

Julia Rose

Vicki Ryder

Harriet Sander

Margie Satinsky

John Sehon

Pete Selleck

JB Shelton-Spurr

Thomas Stumpf

David Suwala

Elias Torre

Barbara Tyroler

Laurina Uribe

Sonia Usatch-Kuhn

Rick Waechter

Anthony Waraksa

Ruth Warren

Susan Wartell

Rita Weimer

Ellen Weinstein

Jim Wise

Carolyn Wood

Billy Yeargin

Jeff Zentner

Jinxiu Zhao

New OLLI Instructors / Spring 2013

A Special Thanks to Our New Instructors!

Ron Barker is teaching “The Soul Puzzle.” Ron is an inventor with 8 patents and has founded four tech companies. He was on the team that built the first US commercial laser, invented the first electronic publishing system and the first computer film-editing system.

Laurina Uribe is teaching “Your Hero’s Journey” with veteran OLLI instructor Joanne Napoli. Laurina’s 30 year career as a social worker and sociologist includes 15 years experience with the hero’s journey frameworks through her research, instruction, social group work and facilitation of psycho-educational groups.

Margie Satinsky is teaching “A Taste of Russian Opera.” Margie has been an opera devotee since 1976. She has attended more than 100 operas at the Metropolitan Opera and in Europe and has also traveled to Russia. As the owner of Satinsky Consulting, LLC, and a yoga teacher in Durham, she is an experienced teacher and presenter.

Jodee Nimerichter and Gaspard Louis are teaching “American Dance Festival.” Jodee is the director of ADF. She has worked as an arts administrator for the past 20 years. Gaspard is the director of ADF’s Creative Movement Program.

Elias Torre is teaching “Insights into Architecture.” Elias is a licensed architect with a Master of Architecture from the College of Design at NC State and a Bachelor of Civil Engineering from Duke. She has practiced architecture in North Carolina for over 20 years.

Ellen Weinstein is teaching “Places to Live.” Ellen has degrees in architecture and landscape architecture and 25 years of experience collaborating on projects recognized with local, regional and national design awards. She frequently teaches at North Carolina State College of Design.

Carolyn Wood is teaching “Art & Society in 17th

Century Europe.” Carolyn has a PhD in art history with a specialty in Renaissance and Baroque art. She has taught art history and museum studies at Bowdoin College, the University of Georgia, and UNC-Chapel Hill. She worked at the Ackland Art Museum for many years.

Ruth Warren, Sara McCreary and Jeannette Brossart are teaching “Creative Reuse Mosaics” at the Durham Scrap Exchange. Ruth has been creating with reclaimed materials for over 40 years, including quilting and fabric mosaics. Sara worked as a creative reuse teacher and artist for more than 10 years, using a variety of mediums. Jeannette’s mosaic work focuses on nature themes and showcases the viability and beauty of reuse materials in a unique way.

Vivien Wushuan Burns is teaching “Introduction to Chinese Brush Painting.” Vivien is deeply passionate about Chinese brush painting and has studied with masters in China and Taiwan. She stills the mind, grinds ink on stone, draws wolf-hair brush across rice paper, creating prolific imagery.

Bob Chernow is teaching “Geocaching 101.” Bob is a retired techie from IBM. He has worked in many areas of computer technology and also loves the outdoors. He has been geocaching since 2006 and has located over 4000 so far.

Daryl Coston is teaching “The Future of Medicare & the Affordable Care Act” with OLLI veteran instructor, Gary Duncan. Daryl is a licensed insurance agent representing Medicare and other insurance plans for retirees. He is also a certified health coach and operates Customized Wellness Solutions.

Richard Hoffert is teaching “Inside the World of Symphony Orchestras.” Richard is a retired arts administrator. He was the CEO and president of the North Carolina and Indianapolis Symphonies as well as vice president of development and marketing for the St. Louis Symphony.

Sylvia Hoffert is teaching “American Women Behaving Badly.” A retired professor, Sylvia taught American women’s history at Texas A&M and UNC. She has published five books on women and gender, including biographies of Jane Grey Swisshelf, a 19th century newspaper editor, and Alva Vanderbilt Belmont, a women’s rights advocate and philanthropist.

Bob Lynch is teaching “The World Today” along with a team of veteran OLLI instructors. Bob has taught and counseled students from the 7th grade to university level during a 44 year career in education. With two master’s degrees, he spent the bulk of his career as a high school counselor.

Patricia “Summer” Mason is teaching “West African Drumming for Beginners.” Patricia has been trained to teach djembe technique and West African traditional rhythms through the Tam Tam Mandique School in Winston-Salem. She has 17 years experience playing and performing and currently teaches drumming at Durham Tech.

OLLI at Duke Instructor News

4-8-13 OLLI at Duke Page 1 of 2

OLLI AT DUKE APRIL 2013 VOLUME 2, ISSUE 4

Prospective Instructor Workshop – a workshop for prospective instructors will be

held on April 11 from 1:30 - 3:00 at the Bishop's House. This is a great opportunity

for prospective instructors to learn about teaching at OLLI and to get their

questions answered. If you know someone who is thinking about teaching at OLLI,

please tell them about this session, even if they are not an OLLI member. Contact

Tony Waraksa ([email protected]) for more information.

PowerPoint for OLLI Instructors – a four-week, basic PowerPoint class for OLLI

instructors will be offered in the Spring term. This is an ideal introduction to

PowerPoint for new users and a great refresher for experienced users who may be a

little “rusty.” Current or prospective OLLI instructors may take this class at no cost.

Please contact Pete Selleck ([email protected]) if you have questions about the

course or Mary Georger ([email protected]) if you would like to sign up.

Welcome New Instructors! Twenty instructors are teaching at OLLI for the first time during the 2013 Spring Term:

Ron Barker

Vivien Burns

Bob Chernow

Daryl Coston

Ed Eastman

Richard Hoffert

Sylvia Hoffert

Nerys Levy

Gaspard Louis

Bob Lynch

Patricia Mason

Marc Menetrez

Jodee Nimerichter

Margie Satinsky

Elias Torre

Barbara Tyroler

Laurina Uribe

Sonia Usatch-Kuhn

Ellen Weinstein

Carolyn Wood

Welcome to all our new instructors!

2013 Instructor Survey – one hundred forty instructors participated the biennial

OLLI Instructor Survey which was conducted in March. Analysis is currently

underway and recommendations will be made to the OLLI Board in April. Thanks to

all who participated in this survey!

Course Feedback Pilot – a second test of our course feedback system is currently

underway. Students in 15 Winter Term courses have been asked to provide online

feedback. Summary results will be shared with participating instructors in late

April.

Course Proposal Deadline – course proposals for the 2013 Fall Term are due

May 13, 2013. Proposal forms are available on the OLLI Instructor website

(www.olliatdukeinstructors.pbworks.com) or from your Curriculum Committee

contact. Please return completed forms to your Curriculum Committee contact. The

2013 Fall Term runs from September 9 through December 6, 2013.

Did You Know…your Class Assistant can be a valuable resource? In addition to

making OLLI announcements and taking attendance, your Class Assistant can help with

room set up, distribute handouts for you and report problems to the OLLI office.

mailto:[email protected]




OLLI at Duke Instructor News

The OLLI at Duke Instructor News is published periodically throughout the school year by the OLLI at Duke Instructor Relations Committee. Contact Mike Bahnaman ([email protected]) if you have questions or comments about this publication.

4-8-13 OLLI at Duke Page 2 of 2

OLLI Instructor Website (www.olliatdukeinstructors.pbworks.com) – our instructor

website contains information on topics of interest to OLLI instructors. New content

is posted regularly. This website is open to all OLLI instructors and does not require

a password.

OLLI Member Website – we encourage you to visit the OLLI member website

(www.olliatduke.org, password: OLL!4-Me, note “!” not “I”) and consider sharing

some of your student’s creations with the rest of OLLI. We're looking for photos,

videos or pictures of class-created art work, poetry, or anything that would make

your course “come alive” to prospective students. For further information contact

the Communications Committee ([email protected]).

A New Resource for OLLI Instructors – instructors sometimes encounter a

problem and aren’t quite sure where to turn. Although you can always contact the

OLLI office, another resource is now available. Veteran OLLI instructor,

Tony Waraksa, can be your link to the Instructor Relations Committee: “If there is

anything we can do to make your teaching experience better, send a note or

call…we’ll try to help.” Contact Tony at [email protected] or 919-598-6705.

Key Dates for Instructors:

- April 15, 2013 – Start of Spring Term classes

- May 13, 2013 – Fall 2013 Course Proposals due

- May 24, 2013 – Last Day for most Spring Term classes

- September 9, 2013 – Start of Fall Term Classes

- September 10, 2013 – Winter 2014 Course Proposals due

- October 14 – 18, 2013 – OLLI Fall Break

- December 6, 2013 – Last day of Winter Term Classes

- December 20, 2013 – Spring 2014 Proposals due


http://www.olliatduke.org/



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