WebJunction - Program Materials -- Government Information in the 21st Century

Gi21 Trainer Checklist

1. Keeping track of training

When scheduling a training session, be sure to ask your host about the setting for your session.

Are there computers available for trainees to practice during training?
If so, do trainees need credentials to log on?
Do the training computers have filters that might block what students need?
Do they have a laptop and projector or do you need to bring them?
If you will be using their computer, does it have a flash drive?

After setting up a training session, notify the Project Manager and your state coordinator with the date/time and location of the training, and the modules to be covered. If the date or time changes or the session is cancelled for some reason, again notify everyone of the changes.

Trainers have found that having an additional person present to help distribute and collect paperwork (see below) and assist with hands-on training is helpful. If you need assistance at a training session, please contact your State Coordinator or the Project Manager.

Contact your host again several days prior to the training session to make sure all preparations and marketing have been provided for your training session. (Remember, everyone is busy and it's easy to forget!) Use multiple forms of communication, i.e. email, letter, phone, to make sure that everything is in place for your training session and it will be well-attended.

Make liberal use of the promotional materials below.

If possible, please take digital photos of your training session and forward them to the Project Manager.

2. Promotional materials & Templates

All promotional material should contain:

some form of the logo
IMLS Grant Statement and Image

Powerpoints - should include the grant logo in some form and the IMLS statement and logo

Additional promotional materials you can edit and use:

slides with project overview information
government information toolkit presentation
promotional flyer
another promotional flyer
tri-fold brochure to hand out
promo materials from GPO
promo poster from AzLA Conference
introduction to project presentation from AsLA Conference

3. Pre-test

It is the responsibility of the trainer to make sure the pre- and post-tests are done by attendees. These tests are used to measure the knowledge gained by training session/workshop attendees. Results of these tests are vital for reporting to IMLS.

Steps for the pre-test

If at all possible the pre-test should be taken online at http://ucblibraries.colorado.edu/govpubs/IMLSGrant/namedata.htm. If the training session attendees' names and email address are known, the link can be emailed the week before the session. If attendees are not known beforehand, and there are computers available at the training session, the pre-test can be done FIRST THING before ANY training occurs. Instruct attendees to select the radio button next to BEFORE when taking this as a pre-test.
If using the online form is not feasible, use the paper version of the pre-test. It is available as a Word document or a PDF.
If paper is used, please mail the completed forms to:

Debra S. Van Tassel, IMLS Project Manager
University of Colorado at Boulder
University Libraries
Government Publications Dept - UCB 184
Boulder, CO 80309.

Reassure attendees that all information provided is confidential and data is collected according to Human Research standards.

4. Attendance Sheets

Attendance must be taken at each training session/workshop. Attendance Sheets are available. Please mail the attendance sheets with the pre-tests and other paperwork to the Project Manager at the address above.

5. Training Session/Workshop Evaluation

A separate evaluation of the training session or workshop will be done of each event. The evaluation should be filled out at the end of the training session or the link emailed after the session. This evaluation will help trainers learn from their experience and assist the Project Manager in evaluating the success of the project overall. Please mail the the completed Session Evaluations to the Project Manager along with the other paperwork to the address above.

6. Stipends

Stipends ($50 per attendee) are available to all training session/workshop attendees. If an individual attends more than one training session at different locations, or, attends more than one training at the same location on different days, they are eligible for more than one stipend.

The following steps must completed by trainers:

Have attendees wanting the stipend to fill out a W-9 (http://www.irs.gov/pub/irs-pdf/fw9.pdf)
Have attendees wanting the stipend to fill out the "Payee Information" on the CU IMLS Payment Voucher. In the field "Federal ID" they need to enter their Social Security number. In the field, "Payee Type" they need to enter "non-employee" to indicate that they are not an employee of the University of Colorado. They should include a phone number in case there are questions about their form. Finally, be sure they sign and date the form at the lower left where it indicates "Requestor Signature"
Instruct attendees to mail these completed forms directly to:

Debra S. Van Tassel, IMLS Project Manager
University of Colorado at Boulder
University Libraries
Government Publications Dept, UCB-184
Boulder, CO 80309

To save time, supply each attendee with a copy of the Stipend Instructions.

7. Post-test

Steps for the post-test

If possible, the post-test should be taken online at http://ucblibraries.colorado.edu/govpubs/IMLSGrant/namedata.htm
If you are in a computer lab the post-test can be taken at the end of your training session.
If you are not in a computer lab, use the attendance sheet to email the post-test link to all attendees in the week after the training session/workshop [sample email]. Yes, this is the same link as the pre-test. Instruct the attendees to select the radio button next to AFTER when taking this as a post-test. The Project Manager will monitor the post-test sent in to make sure all training session attendees finish the post-test, and will work with the trainer to make sure all are complete.
If taking the post-test online is not possible, you may administer it in paper format: Gi21 Post-Test
Another sample follow-up email with reminders for stipends, link to post-test, etc.

8. Travel Reimbursement for Trainers

Trainers may be traveling to libraries outside their local area. If the trainer's institution does not cover the cost of travel, grant money is available to help fund these trips.

Steps for trainer reimbursement

Contact the Project Manager to provide travel details (i.e. mileage, need for a hotel room, meals, etc.) prior to the training session. At this time the Project Manager will walk the trainer through the CU Travel Voucher form.
The trainer must complete the Traveler Information (including Employee ID which is your Social Security number), the Trip Information including actual address of the training session location, and the Travel Expenses to be Reimbursed fields on this form. If completed online the form will automatically enter the mileage rate, cost and total. Be sure to sign and date the form.
After the training, fill out the CU Travel Voucher and mail this, along with original receipts, to:

Debra S. Van Tassel, IMLS Project Manager
University of Colorado at Boulder
University Libraries
Government Publications Dept, UCB-184
Boulder, CO 80309.

9. Cost Share from Trainers

A key piece of the IMLS Grant budget is to show what participating institutions are adding to make the grant work. One way this is accomplished is to monitor cost share (those costs that are directly tied to grant activities). This spreadsheet provides a template for keeping track of these costs. After the training session, this file should be emailed to the Project Manager, or included with other paperwork being mailed to the Project Manager.

10. Training Materials

If you create training materials, such as lesson plans, handouts, powerpoint presentations, etc. please email these to the Project Manager so they can be uploaded to the Training Materials section of the module pages for other trainers to use.

11. Trainer Discussion Forum

Post training tips and ideas to the Trainer Discussion Forum at http://webjunction.org/forums/category.jspa?categoryID=121. Tip: you must sign in to WebJunction in order to see and post to the Trainers Forum.