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ConsciousAgingProcedures

Manual

Prepared bySusan Spitzer

[email protected]

http://olliatduke.org

OLLI at Duke

CACONSCIOUS

AGING

Contents3 Phases of Operation4 Job Descriptions7 Procedural Flow Charts12 Directory of Links13 Proposed Speakers Contact Form15 Speaker Tracking Form

Weeks

8-20

PHA

SE IVW

ork individually to manage

talks by con�rming, introducing,

and following up w

ith Speakersand w

ith the team to produce

weekly lectures.

CON

FIRM, PRESEN

T,A

ND

FOLLO

W U

P

Week 7

PHA

SE IIIThe entire team

meets

again to �nalize theschedule.

FINA

LIZE SCHED

ULE

MEETIN

G

Weeks 1-7

PHA

SE IIW

ork individually to contactpotential speakers and

obtain their available dates.

CON

TACT SPEA

KERSPRO

POSE SCH

EDU

LE

Week 1

PHA

SE IThe entire team

works together

to develop a list of potentialspeakers to contact

PLAN

NIN

G M

EETING

PHA

SES OF O

PERATION

CO

NSC

IOU

S AG

ING

of 17 Phases of Operation

The Gatekeeper

Specific responsibilities for Gatekeeper include:

1 Ensure Headhunter and Ringmaster responsibil-

ities are carried out appro-priately by ‘stepping in’ as needed.

2 Collect handouts/PDFs from Ringmasters and

forward to Webmaster for publication.

3 Manage historical Speak-er Tracking Forms for

future use.

4 Schedule planning meeting, usually between late March and mid-April for fall session, early- to

mid-August for winter.a. Poll committee members for suitable date (Doo-dle poll).b. Confirm room availability with Kathy/OLLI admin if using a Bishop’s House room.

5 Create/distribute agenda and run planning meet-ing.

6 Run the planning meeting.a. Help identify potential Speakers and topics

based on ideas generated by committee members. b. Manage a running list of new ideas.c. Manage a running list of past Speakers with contact information.d. Record the Headhunters responsible for contacting potential Speakers.e. Distribute Potential Speakers Contact Forms and encourage Headhunters to complete from information shared at the meeting. Each member should record contact information for Potential Speakers that they will be contacting as an Headhunter.

f. Provide Headhunters with (1) an updated sample email for inviting Speakers, and (2) a list of date-slots on the Current Speaking Schedule that can also be downloaded through Link #1.f. Provide Headhunters with Speaker Tracking Form(s).

7 Run the follow-up meeting.a. Work with Headhunters to fill in each date-slot with a speaker based on information provided by Headhunters, ensuring that all presentation date-slots are filled and not overbooked. Finalize the Current Speaking Schedule.b. Provide Headhunters with updated sample speaker confirmation email.c. Follow-up with Headhunters to confirm Speaker schedule and obtain presentation title, description, bio, and introduction for each speaker (can do this via Speaker Tracking Form).d. Compile a descriptions/bios document con-taining date, speaker name, presentation title and description, bio, and introduction for each talk.e. Add speaker names/contact info to Current Speaking Schedule located on the Google drive (link #1).

8 Forward descriptions/bios document to Kathy/ad-min, Garry/director, Webmaster, and CA publicity

coordinator(s) 3-4 weeks before session start date.

9 Submit individual calendar requests for each talk on olliatduke.org .

10 Trouble-shoot last-minute schedule changes with Headhunters, inform folks in #8 of updates.

11 Before session begins, check/update material in the CA folder that lives behind the JRC desk.

12 After the session ends, compile and submit a brief summary to the committee and the direc-

tor (Garry).

The Gatekeeper coordinates all activities of Headhunters and Ringmasters. They may also serve as Headhunter and/or

Ringmaster. There is one Gatekeeper per session who serves in this position for the duration of the session.

of 17

Active throughout Operational Phases I through IV.

Job Descriptions

TheRingmaster

Specific responsibilities for Ringmaster include:

1 Oversee the setup of the room: set up chairs starting with those behind the screen and close blinds.

2 Welcome memberxs as they arrive and distribute handouts when appropriate.

3 Sit near the door to keep it from slamming when members enter and leave.

4 Record approximate head count on schedule table in the green CA accordion folder.

5 Oversee the cleanup of the room: Put away chairs and open blinds.

Specific responsibilities for Headhunter include:

1 Complete tasks listed in Speaker Tracking Form during operational phases II (contact Speakers) and

IV (post-presentation). Completing the form itself is optional.

2 Document Speaker’s contact and descriptive infor-mation (area of expertise, affiliation).

3 Make initial contact with invitation to speak.

4 Identify available dates.

5 If speaker responds with regret, send appropriate reply.

6 Initiate up to 2 follow-up correspondences in the event of no response to the initial contact.

7 Two weeks prior to presentation: confirm with Speaker, including A\V needs; notify Gatekeeper or

A\V person of A\V needs.

8 On presentation day, arrive by 12:15pm to wel-come the Speaker, orient them to space (re-

strooms, water), remind them that some people will leave around 1:20pm for other classes.

a. introduce the Speaker to the audienceb. assist Speaker during presentation if neededc. graciously terminate presentation at 1:45 by thanking the speaker and instigating audience applause

9 If the Speaker shares slides/electronic handouts, forward to the Gatekeeper for website posting.

10 Send thank you email.

Roles are fluid, in that we’re all Headhunters and Ringmasters

at various times – but not on the same day! When “your” Speaker is presenting, you’re the Headhunter

that day, without A/V or Ringmaster responsibilities. One role at a time, and we float between the roles from talk to

talk.

of 17

Headhunters are committee members responsible for all communications with a speaker before and after the presentation; they recruit, schedule,

and thank a speaker through email and telephone.

TheHeadhunter

Ringmasters are committee members who oversee presentations.

Active during Operational Phase IV.

Active during Operational Phases I through III.

Job Descriptions 2

Specific responsibilities for A/V Support include:

1Assemble equipment:

aGet the screen, projector, Mac laptop (red tag on the case, the Dells have been acting up recently), orange

extension cord, speaker and speaker accessory bag, and load it all on the cart from the OLLI equipment room.

bGet the power strip/surge bar and green accordion folder from the cart behind the front desk.

2 Orange cord goes into the outlet on the left side wall, power strip into the orange cord.

3 Set up the projector on the middle shelf of the projector stand. Plug it into the electrical outlet on the cart, plug

the cart into the power strip. Insert the HDMI cord into the projector. Don’t turn it on yet.

4 Set up the laptop (OLLI Mac laptop or speaker’s). Plug it into power strip. Attach the other end of the HDMI

cable to the laptop so the laptop and projector are connect-ed. We deeply hope that if the Speaker brings their own laptop, it will have a port for either the HDMI cord from the projector bag or an old 15-prong connector from a Dell laptop bag.

5 Turn on the projector and boot up the laptop. Log in info is taped on the laptop.

6 When the laptop is open to its “home” window, press and hold the “Computer” key on top of the projector for

several seconds; you might need to do this more than once. You should see the laptop screen on the big screen (we hope!).

7 If you’re using an OLLI laptop, insert the Speaker’s thumb drive into a USB port.

8 Open the device by clicking on the device icon on the Mac’s desktop. Find and open the file that will trigger

Powerpoint to open. Choose the slide show option. The speaker can advance the slides by clicking the arrow keys on the laptop or using the bluetooth device in the green accor-dion folder (see below).

9 Set up the screen after all the chairs from the central “cubby” are removed. Feet on the base turn to be per-

pendicular, unsnap the clasps to open the lid, then gently open it and straighten the support mechanism at the back. (These specifics may change depending on which screen is available.) Set it as close as possible to the wall.

10Adjust the image size by moving the cart, focus using the rings by the projector lens.

11Pack the cords and adapters in the appropriate cases when you’re done. The laptop power cord goes in the

laptop case; the projector power cord and HDMI cable go in the projector case. Return everything to the equipment room.

Trouble-shooting tips:

1Plug in the laptop, they sometimes won’t run with the projector on battery power.

2The projector may turn itself off if it’s left on and disconnected from a laptop.

3Last ditch effort if the Speaker’s laptop won’t connect: use our thumb drive (in the green accordion folder) to copy the presentation from their laptop, then

insert our thumb drive into the OLLI laptop. That’s always worked in the past.

4Microphone/Speaker--On the bottom of the projector cart or the floor of the equipment room. The accessory ziplocks are labeled to go with a specific speak-

er, also labeled. They are not interchangeable. Use speaker two (the lapel clip is broken on one).

aPlug in the speaker (power adapter in ziplock, plug into surge bar), turn it on (switch at bottom left).

bSet up the pocket transmitter device and lapel mike. The transmitter needs to be turned on at two places: remove the front cover and turn it on there,

then turn it on at the top of the device. Adjust the volume (wireless knob on the speaker). The speaker should be facing the audience. Turn off the transmitter at both places when you’re done.

5Bluetooth slide changer lives in the green accordion folder. Plug the small cruzer in one end of the device into the laptop. Turn on the device, the OLLI

Mac “remembers” it. Up/down arrows to advance slides, laser pointer. You can try it with a Speaker’s laptop. If it’s a PC, it may connect easily. A Mac is more complex to connect, we won’t mess with that, they’ll have to use the arrow keys on the keyboard. Remember to unplug the cruzer and put it back in the device when you’re done!

of 17 Job Descriptions 3

A/VSupport

Active during Operational Phase IV.

of 17 Procedural Flow Charts

Phase II-a

OrganizationalMeeting

List ofPotential Speakers

Divide List into Multiple Lists:One for Each Headhunter

Phase I: Headhunting List

(one for each member)

Phase I






Phase I






Phase IThe entire team works together to develop a list of potential speakers to contact

The entire team works together to develop a list of potential speakers to contact

The entire team works together to solidify the speaking schedule for the

session.

Organizational MeetingPhase I

Proposed Speakers Contact Form

Gather and record contact, topic

information, and up to 6 available dates provided

during Planning Meeting.

Invite Speaker through email (see example

through link #2). Include 3-6 available dates from Speaker

Tracking Form.

Does Speaker respond within 1 week?

Send reminder e-mail or contact via phone.

Does Speaker respond after another week?

Send e-mail to Speaker expressing regret that they will not be able to present at this time, but hope they will consider doing so in the future.

Contact the Gatekeeper for an alternate

Speaker.

New

pot

entia

l Spe

aker

Info

rmat

ion

Did Speaker indicate willingness to participate?Yes

No

No

No

Yes

3Yes

Speaker Tracking Form

Yes

Each Headhunter works individually to contact potential speakers and obtain their available dates. Each headhunter will manage each

potential Speaker on their list.

Establish Relationship

Are there contacts on the Proposed Speakers Contact Form that have not been contacted yet?

No

2

4

Phase II-a

Solidify Details

Phase II-b

3

Taking into consideration preference of Speaker

and available dates indicated on Speaker

Tracking Form, solidify three potential speaking

dates through e-mail.

Complete items 3a-3e and 11 of the Speaker

Tracking Form.

Is there adequate information available to complete items 3a-3e and 11 of the Speaker

Tracking Form?

Yes

Converse with Speaker via e-mail or phone to

collect missing information.No

Each Headhunter continues to work individually solidifying details of each Speaker

assigned to them. This should yield a fairly firm scheduling document.

2

Phase IIISubsequent Meeting

4

SubsequentOrganizational

Meeting

Review and finalize schedule of Speakers

for the session.

5

Record schedule in Current Speaking

Schedule that can be accesse through Link #1.

5Headhunter sends

confirmation e-mail to Speaker. (A sample is

provided through shared documents).

Did Speaker respond to confirmation e-mail

within 1 week?Confirm with Speaker

by phone.No

Send completed copy of Speaker Tracking Form

to Gatekeeper

Yes

Was confirmation made within a day?

Yes

No

Gatekeeper notifies A/V person of A/V needs.

Gatekeeper forwards copy of Speaker Tracking Form to

Ringmaster.

Gatekeeper decides to:

SpeakerC

onfifirm

6 CancelAttach appropriate sign to

door of venue.

2

Update Current Speaking Schedule through Link #1.

Arrange for Substitute

Headhunter completes new Speaker Tracking

Form.

12:4

5pm

-1:4

5pm

12:2

0pm

-12:

45pm

Phase IV-bThe Presentation!

The Ringmaster runs this show.

At 12:45pm, the Headhunter formally

introduces the Speaker from material that is

prepared in #11 of the Speaker Tracking Form.

Headhunter assists Speaker during

presentation if needed.

Headhunter graciously terminates presentation

at 1:45 by thanking Speaker and instigating

audience applause.

7

8

1:45

pm-2

:00p

m

8

Ringmaster supervises cleanup of the physical facilities: (1) put away chairs, (2) open the

blinds, (3) make sure A/V person puts away

equipment.

6

Upon arrival, Headhunter:

(1) welcomes Speaker,(2) orients Speaker to

space (restrooms, water),

(3) reminds Speaker that some people will leave about 1:20pm for other

classes.

At 12:15pm on presentation day,

Speaker and staff meet at the venue, including:

Ringmaster, Headhunter, and

A/V Support.

Ringmaster supervises setting up the physical

facilities: (1) set up chairs, starting with

those behind the screen, (2) close the blinds, (3) make sure A/V person

accomplishes setting up as requested by

Speaker

Ringmaster collects paper handouts from Speaker, if available.

Ringmaster greets audience members upon arrival while

distributing handouts.

7

Ringmaster gives all handouts and copies of

presentation to Gatekeeper.

Gatekeeper forwards all paper and electronic

documents to Communication

Committee for website posting.

Is this the final presentation of the

session?1Yes

5

No

Headhunter notifies Gatekeeper of the

situation.

Two Weeks Prior to Presentation...

ConfirmationPhase IV-aEach headhunter works

individually to confirm each speaker on their list.



Divide List into Multiple Lists:

One for Each Headhunter

Proposed Speakers Contact Form that can

be downloaded through Link #6 (one for each

member)

1

Choose a Potential Speaker to focus on

Each Headhunter notifies each of their

Speakers of their speaking date.

Phase II-a






Phase I






Phase I









session.








Tracking Form.






Speaker.

New

pot

entia

l Spe

aker

Info

rmat

ion


No

No

No

Yes

3Yes


Yes





No

2

4

Phase II-a

Solidify Details

Phase II-b

3






Tracking Form.


Tracking Form?

Yes





2


4


Meeting


for the session.

5



5Headhunter sends





by phone.No


to Gatekeeper

Yes


Yes

No



Ringmaster.


SpeakerC

onfifirm


door of venue.

2




Form.

12:4

5pm

-1:4

5pm

12:2

0pm

-12:

45pm










audience applause.

7

8

1:45

pm-2

:00p

m

8



equipment.

6





classes.




A/V Support.





Speaker




7







session?1Yes

5

No


situation.










member)

1




of 17 Procedural Flow Charts 2

Phase II-a






Phase I






Phase I









session.








Tracking Form.






Speaker.

New

pot

entia

l Spe

aker

Info

rmat

ion


No

No

No

Yes

3Yes


Yes





No

2

4

Phase II-a

Solidify Details

Phase II-b

3






Tracking Form.


Tracking Form?

Yes





2


4


Meeting


for the session.

5



5Headhunter sends





by phone.No


to Gatekeeper

Yes


Yes

No



Ringmaster.


SpeakerC

onfifirm


door of venue.

2




Form.

12:4

5pm

-1:4

5pm

12:2

0pm

-12:

45pm










audience applause.

7

8

1:45

pm-2

:00p

m

8



equipment.

6





classes.




A/V Support.





Speaker




7







session?1Yes

5

No


situation.










member)

1





Directory of LinksLINK #1: This link will take you to the Current Speaking Schedule. It is a Google word processing document or a Google spreadsheet document. This document is re-created every session and, therefore, the link will change from session to session. It should be set up during or before the Planning Meeting for each session. This document is intended to be completed online by Conscious Aging staff. The link (address) for the tracking document will be distributed at the Planning Meeting for each session. It will have a format similar to the table below:

DatePresenter’s

Name Topic Gatekeeper Ringleader HeadhunterA/V

SupportSetup/

Cleanup

LINK #2:Link #2 will take you to an example of an initial contact e-mail intended for Headhunters to download and modify to suit their needs. Although this document has the potential to be modified online with Google’s word processor, it is important for Headhunters to download it first and modify only their copy, leaving the original online and in it’s original form. Since the original stay the same from session to session, the link will NOT change from session to session:https://docs.google.com/document/d/15X75SKXpmMWl5pW40HiJn1JhhtrA1z7V3m3iJeiX7sg/edit?usp=sharing

LINK #3:Link #3 will take you to an example of a confirmation e-mail that Headhunters send to speakers two weeks prior to their talk. This document remains the same from session to session. Like the document described above with Link #2, the confirmation document has the potential to be modified online with Google’s word processor. However, it is important for Headhunters to download it first and modify only their copy. The Link #3 address is:https://docs.google.com/document/d/1GfDI6Lx6p-5NGk8KOvnJkPQyqQUnrplhOSNHIxw0dhU/edit?usp=sharing

LINK #4:This is where Speaker Tracking forms can be downloaded:https://drive.google.com/file/d/0BwMCu9D6Cs9uSDVQaWs5QlJaSU0/view?usp=sharing

LINK #5:This is where Conscious Aging Procedures Manual can be downloaded:https://drive.google.com/file/d/0BwMCu9D6Cs9uZjZYcjF3U0I2dTA/view?usp=sharing

of 17 Directory of Links

LINK #6:This is where Proposed Speakers Contact Form can be downloaded:https://drive.google.com/file/d/0BwMCu9D6Cs9uRXcwS0tBWXRnLTQ/view?usp=sharing

https://docs.google.com/document/d/15X75SKXpmMWl5pW40HiJn1JhhtrA1z7V3m3iJeiX7sg/edit?usp=sharing

https://docs.google.com/document/d/1GfDI6Lx6p-5NGk8KOvnJkPQyqQUnrplhOSNHIxw0dhU/edit?usp=sharing

https://drive.google.com/file/d/0BwMCu9D6Cs9uRXcwS0tBWXRnLTQ/view?usp=sharing

of 17 Proposed Speakers Contact Form

OLLI at Duke Conscious AgingProposed Speakers Contact Form

Headhunter Name: _____________________________________________________

Session: _____________________________________________________________

Link #1 (Current Speaking Schedule): ______________________________________

_____________________________________________________________________

Name: _______________________________________________ E-mail: _____________________________

Phone: _________________________________ Topic: ____________________________________________

Additional Notes:

Name: _______________________________________________ E-mail: _____________________________

Phone: _________________________________ Topic: ____________________________________________

Additional Notes:

Name: _______________________________________________ E-mail: _____________________________

Phone: _________________________________ Topic: ____________________________________________

Additional Notes:

of 17 Proposed Speakers Contact Form 2

Name: _______________________________________________ E-mail: _____________________________

Phone: _________________________________ Topic: ____________________________________________

Additional Notes:

Name: _______________________________________________ E-mail: _____________________________

Phone: _________________________________ Topic: ____________________________________________

Additional Notes:

Name: _______________________________________________ E-mail: _____________________________

Phone: _________________________________ Topic: ____________________________________________

Additional Notes:

Name: _______________________________________________ E-mail: _____________________________

Phone: _________________________________ Topic: ____________________________________________

Additional Notes:

of 17

Completing this form is optional, but recommended. Use it if it helps you. It may be completed by hand, or by filling in the boxes with computer/tablet, etc. If digitally completed, information may be copied from this form and pasted into shared documents. For questions, contact Susan Spitzer

at [email protected] or 305-724-6220. Best accomplished with Adobe Reader for computer ( http://get.adobe.com/reader ) or mobile devices(Google Play or The App Store), which are all free.

This form completed by: ______________________________________________________________________________

Speaker’s name and credentials: ________________________________________________________________________

Professional affiliation(s)/where they work: _______________________________________________________________

Work Phone: ____________________ Home Phone: ____________________ Mobile Phone: ____________________ (preferred) (optional) (optional)

E-mail: ____________________________________

Ringmaster name: ______________________ e-mail: _________________ phone: _______________

A/V support name: ______________________ e-mail: _________________ phone: _______________

Setup/Cleanup name: ______________________ e-mail: _________________ phone: _______________

1Check lecture dates provided at the planning meeting and

record here:

2 Invite Speaker to present by adapting the sample e-mail appropriately and then send it to them. You may download a sample email from https://docs.google.com/document/d/15X75SKXpmMWl5pW40HiJn1Jhhtr

A1z7V3m3iJeiX7sg/edit?usp=sharing ; be sure to download it before you edit it for your speaker, as changes on the Google doc are saved automatically. Include request for 3 available dates, of those offered, they are willing to keep open for a few weeks until we are able to get back to them.)

3 If Speaker responds ‘yes’, complete the following and bring it to the follow-up meeting or email to the Gatekeeper.:

b Title of presentation:

c Brief description:

a Speaker’s available dates:


OLLI at Duke Conscious AgingSpeaker Tracking Form

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of 17

d Biosketch:

e A/V needs:

4 If Speaker responds ‘no’:

a Send e-mail to Speaker expressing regret that they will not be able to present at this time, but hope they will consider doing so in the future.

bContact the Gatekeeper for an alternate speaker and start a new form.

5 If Speaker fails to respond after 1 week, follow up with another e-mail or phone call.

6 If Speaker still fails to respond after another week:

aSend e-mail to Speaker expressing regret that they will not be able to present at this time, but hope they will consider doing so in the future.

7 TWO WEEKS PRIOR to presentation, send a confirmation e-mail to Speaker. You may download a sample email here: https://docs.google.com/document/d/1GfDI6Lx6p-

5NGk8KOvnJkPQyqQUnrplhOSNHIxw0dhU/edit?usp=sharing . (Be sure to download it before you edit it for your speaker, as changes on the Google doc are saved automatically.).

9 AFTER the presentation, send ‘thank you’ e-mail to Speaker.

10 Additional notes or comments:

8 ONE WEEK PRIOR to presentation:

a If you did not receive a response to the confirmation e-mail, confirm with Speaker by phone.

bConfirm with Ringmaster (who will in turn confirm with setup/cleanup/support person).

cConfirm with A/V person and alert to specific needs.

Speaker Tracking Form 2

bContact the Gatekeeper for an alternate speaker and start a new form.



of 17 Speaker Tracking Form 3

11 Based on information from this form, and optionally with supplemental information from the internet, prepare an introduction for the Speaker to be used at the presentation. It should take approximately 3

minutes to verbally present to the audiance, which is roughly 300-500 words (just short of a page).

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