Preparation Guidelines for EV ONLINE (EVO) sessions

1. middle-to-end-of-August: contact all EV ONLINE team leaders; announce start-up of EVO preparations

·         Team leaders should set up e-mail folders for EV online communications—Call for Proposals, Training of moderators, Communications, Session sites, Evaluations.  It is a good idea to keep a record of the various communications, of which there will be many.

·         EVO Team Leader prepares dates for CFP (due date for CFP, training of moderators, EV ONLINE session dates for the following winter/spring)

·         Ongoing: communicate with TESOL (Educational Programs Coordinator, currently Srisucha McCabe smccabe@tesol.org) about EVO preparations

2. end-of-August/Sept. 1:

·         prepare the Call for Proposals

·         send CFP to TESOL Interest Section (IS) chairs and IS-e-list managers (can be found on TESOL web site http://www.tesol.org/isaffil/intsec/index.html ); email addresses are available from Google by typing in “TESOL Interest Section Leader Directory” and selecting the html version.

·         send CFP to TESOL Connections (Paul (Gibbs) His email is pgibbs@tesol.org. or email your entry directly to http://www.tesol.org/global/tesolconnections/submitnews.html

·         send email to Brandi Berry at TESOL Central Office (bberry@tesol.org) with request to “Send it out to anyone in the membership who has listed "CALL" as an area of interest who lets us send them e-mails about TESOL events”

·         send CFP to interested TESOL members, but share incoming proposals with appropriate IS chair for approval and sponsorship

·         send CFP to TESOL (Educational Programs Coordinator, currently Srisucha McCabe smccabe@tesol.org)

3. beginning-to-end of September:

·         EVO teams shares/reads proposals, communicates with authors for refinements/changes/media; acceptances sent out via email, with cc to all team members.

·         EVO team invites previous EVO trainers to help out with training of new session leaders/moderators

·         EVO team works on YahooGroup site for EV ONLINE TRAINING; all training materials need to be organized; old messages deleted, etc.

·         Ongoing: communicate with TESOL about EVO session preparations

4. beginning October:

·         set up training teams for session leaders/moderators – divide up among EVO team

·         finish work on YahooGroup training site

·         Ongoing: communicate with TESOL (Educational Programs Coordinator) about EVO preparations

5.  end-of October – end-of November:

·         Training of session leaders/moderators

·         Preparation of web site announcing the EV ONLINE sessions, including links to each session

·         Ongoing: communicate with TESOL about EVO preparations

6. beginning December:

·         Announcement prepared for EV ONLINE sessions, including link to EV ONLINE announcement web site

·         Announcements sent out to:

                                                               i.      CALL-IS web master for posting the announcement and link on the CALL-IS web site

                                                             ii.      TESOL (Brandi Berry, bberry@tesol.org ) for posting the announcement and link on the TESOL web site; Brandi: “pass along a banner ad (460x70 max size) to be posted on TESOL's Web site”

                                                            iii.      TESOL—Edcuational Programs Coordinator

                                                            iv.      TESOL Connections (via Brandi Berry)

                                                              v.      TESLCA-L

                                                            vi.      NETEACH-L

                                                           vii.      IS-chairs and IS e-list managers

                                                         viii.      Other organizations: Webheads in Action, Real English Video, IATEFL, more …..

7. beginning January:

·         reposting announcements to the above sites

·         contacting all moderators, trainers, and EVO team leaders to prepare for start of session

·         Ongoing: communicate with TESOL about EVO sessions

8. end-of January to beginning-of March (6 weeks) : 

• EV ONLINE sessions take place

• send out evaluation form to all moderators with request to post it for all participants

• collect feedback on sessions

• review session feedback and consider changes

• collect statistics on the sessions to present to the CALL-IS at the Business meeting (Wednesday)--prepare a handout that includes

  • enrollment:

  • active participants:

  • # of postings:

  • # of files:

  • # of links

  • # of databases:

  • # of chats:

  • # of photos

  • other features used

  • # of total participants and % increase/decrease to previous year; % of active participants out of total # of participants

• send a thank you note to moderators and coordinators

9. pre-TESOL:

•  possible meetings arranged for EVO moderators, participants, trainers, team leaders

10. during-TESOL:

·      pressent session summary at CALL-IS Business meeting (prepare handout; see 8. above)

• EVO team leaders should scout for and contact interesting/interested future session leaders.

·      EVO team leaders should recruit new team members to shadow and then become leaders

·      Ongoing: communicate with TESOL about EVO preparations

Christine Bauer-Ramazani
created September 2003, additions made in March 2004