2015 NCCEP/GEAR UP Annual Conference Call for Presentations Submission Guidelines

Transcription

1 2015 NCCEP/GEAR UP Annual Conference Call for Presentations Submission Guidelines STEP 1: Read the Call for Presentation Submission Guidelines Call for Proposals - Overview Submission Guidelines and Requirements Presentation Proposal Submission Process Important Note Concerning Registration Fees and Audiovisual Equipment STEP 2: Review the Submission Proposal Questions and Prepare Your Proposal STEP 3: Submit Your Proposal Online (Link Provided Below) 1

2 STEP 1: Read the Call for Presentation Submission Guidelines Call for Proposals - Overview Thank you for your interest in submitting a proposal to the 2015 NCCEP/GEAR UP Annual Conference, July 19 22, 2015, in San Francisco, California! We encourage GEAR UP sites and other organizations committed to advancing college readiness, access, and success to submit session presentation proposals that Demonstrate proven results in meeting GEAR UP s mission. Highlight effective, systemic, and sustainable practices and processes for facilitating college access and success. Share program innovations building toward future success based on important emerging trends in middle and high school education and college and workforce readiness. Inspire GEAR UP programs and others in the college access field while also providing practical, replicable, and adaptable tools and resources. Provide fresh perspectives, models, and strategies for the GEAR UP community. New: Please note that there is a new category this year for proposals for advanced/very experienced GEAR UP professionals. Submission Guidelines and Requirements You must complete one proposal submission for each session your site is proposing. A maximum of four applications are allowed per GEAR UP grantee. Important note: please coordinate all proposals with your GEAR UP director to ensure your program does not submit more than four proposals. An individual may appear as a presenter or convener on no more than two applications. NCCEP reserves the right to combine similar sessions and edit titles and descriptions if needed. Due to scheduling constraints, we are not able to honor requests for specific time slots. Prior to submitting your application, make sure to confirm the participation of all of your speakers. Speaker substitutions are discouraged. The person who is submitting the proposal (alone or on behalf of a team of presenters) must also be a speaker in the session. We welcome noncommercial presentation proposals (that are content focused, and not dependent on participants having to buy a product or service) from speakers in the vendor and sponsor community. If your company is interested in exhibiting at the 2015 conference please contact Amy Sheldon at NCCEP for details. All sessions are one hour and fifteen minutes in duration and will typically be held in theaterstyle rooms (similar to a classroom, without tables) to maximize seating capacity. All presenters are required to register and pay the conference registration fee by May 26. The proposal submission deadline is March 15, All proposals must be submitted using NCCEP s online submission process using the link provided below (STEP 3). 2

3 Presentation Proposal Submission Process 1. Read the Call for Presentations Submission Guidelines carefully. 2. Discuss and refine your presentation proposal with your colleagues. 3. Review the questions in the online proposal form (copied below) so that you know what content questions will be asked. 4. Prepare and copy edit your submission proposal answers and save a copy as a document for your records. 5. Submit your proposal online (using the link below in STEP 3) by the March 15 proposal submission deadline. 6. Send a confirmation to NCCEP to john_donaldson@edpartnerships.org after you have successfully completed your proposal online. Note the following in your Title of your presentation in your subject line The full name and contact information of the person who submitted the proposal The name of your GEAR UP grant (or company, organization, or institution) If you are not the GEAR UP director, make sure to cc your GEAR UP director. 7. NCCEP will inform you (and all speakers whose names are on the proposal) on or about April 15 if your proposal is accepted. Many more proposals are received than there is space available. If you have any questions about the 2015 submissions process, please contact John Donaldson at NCCEP at john_donaldson@edpartnerships.org or , extension 109. Important Note Concerning Registration Fees and Audiovisual Equipment 1. All session presenters must pay their own conference registration fees by May NCCEP will provide a podium microphone and LCD screen in each meeting room at the hotel. On request, NCCEP can also provide a flipchart and markers at no cost. 3. LCD projectors, DVDs, internet connection, and any other audiovisual equipment have to be ordered in advance with the presenter paying the cost. (Note: you may bring your own LCD.) 4. Presenters who order a LCD projector are responsible for bringing their own laptop with their presentation pre-loaded (and should have it on a flash drive as well for backup). If you have any questions about audiovisual equipment or other logistical arrangements please contact suzan_shimko@edpartnerships.org. 3

4 STEP 2: Review the Submission Proposal Questions and Prepare Your Proposal Please take a moment to review the submission proposal questions, enclosed below, including the formatting required for each question. (As noted above, all proposals must be submitted online using the link provided in STEP 3.) After reviewing the questions and format, prepare your presentation proposal, copy edit it, and save it in a Word document. Make sure to save a copy of your proposal for your records before submitting it online. Questions on the Online Proposal Submission Form Thank you for submitting a presentation proposal for the 2015 NCCEP/GEAR UP Annual Conference, July 19-22, 2015, in San Francisco! Please make sure to carefully read NCCEP's 2015 Call for Presentation Submission Guidelines prior to completing this online submission form. All proposals must be submitted using this online form. The proposal submission deadline is: March 15, TITLE OF YOUR PROPOSED PRESENTATION A good title is memorable, concise, and quickly conveys the value of the session (why attend?). This is the title of your presentation as it would appear in the conference program book. *20-word maximum (shorter titles are preferred). Please do a word count before submitting your title. NCCEP may need to edit titles as appropriate. *This question is required. 2. PRESENTATION ABSTRACT *Please adhere to the 100-word limit required for the printed conference program. Please do a word count before submitting your proposal. This is the abstract for your presentation as it would appear in the conference program book. NCCEP may need to edit abstracts as appropriate. The abstract should be Worded exactly as you would want it to appear before a national audience in the conference program. Well written and carefully edited (please use your own copy editor before submitting your proposal). Clear, concise, and engaging (why is the topic important or relevant?). Accurate in conveying the most important points of emphasis in the presentation and the type of presentation format that will be used (interactive discussion? demonstration of a model program?). Specific in outlining participant outcomes. Please include one or more learning objectives such as the following: the presenters will demonstrate or attendees will analyze and discuss Practical and clear in mentioning any specific deliverables that attendees will get from your session, such as a toolkit, a summary of key research, or a case study. Addressed to a relatively broad scope of the GEAR UP/college access community; if your session does have a specific target audience (such as evaluators, etc.), that should be noted in your abstract. 4

5 *This question is required. 3. CONVENER AND OTHER PRESENTERS' INFORMATION FOR THE PROGRAM BOOK *In the space below please list all the speakers in this session, starting with the session convener (who also should be one of the presenters). This is exactly as the information would appear in the conference program book if your session is selected. List each speaker making sure to use the exact format as follows, with speakers separated by a semi-colon: Full Name, Title, Organization, City, ST; Full Name, Title, Organization, City, ST; etc. 4. LEARNING OBJECTIVES Note: please do not list "MA" or any other master s degree-level credentials as we are not able to include those in the conference program. You may mention a speaker's doctorate degree if desired in the following way, after the person's name (do not use "Dr."): Speaker Name A, Ph.D.; Speaker Name B, Ed.D. *This question is required. *This information will be used to help select presentation proposals. It will not appear in the conference program. Please note each learning objective you have for this presentation (1, 2, 3...) from the participants standpoint, starting with a verb (separate each learning objective with a semi-colon). Example: In this session participants will: 1. Learn about key steps from a toolkit for implementing a quality parent/family engagement program; 2. Identify and discuss with peers strategies to effectively address the most challenging parent/family engagement issues; and 3. Experience an interactive activity to teach GEAR UP parents/families the essential elements of college fit and financing. In this session participants will *This question is required. 5. ADDITIONAL BACKGROUND INFORMATION ABOUT YOUR PRESENTATION PROPOSAL *This information will be used to help select presentation proposals. It will not appear in the conference program. Use the section below to share additional background information on your proposal, concerning the format, target audience, or about the partnership, case study, or research your proposal is based on. *300-word limit. Please do a word count before submitting the information in this section. *This question is required. 6. ADDRESSES FOR ALL PRESENTERS *In the space below, please provide the address (only) of every presenter in this session, starting with the convener (who should also be a presenter). List each address (only the address, no names or words) separated by a semi-colon. Please make sure this information is accurate as NCCEP will use it to contact all the presenters for this proposal/session. *This question is required. 7. COMPLETE CONTACT INFORMATION FOR THE CONVENER OF THIS PROPOSAL Please provide complete contact information for the convener of this proposal (who also needs to be one of the presenters), making sure to include all of the following: full name, title, organization, postal mailing address (including city, state, zip code); phone number including area code; address. *This question is required. 5

6 8. GEAR UP PROGRAM OR OTHER ORGANIZATION OR COMPANY REPRESENTED IN THE PROPOSAL As noted in the 2015 proposal submission guidelines on NCCEP's website, a maximum of four submissions are allowed per GEAR UP grantee (please coordinate with your GEAR UP director in advance). We welcome noncommercial presentation proposals (no more than one) from the vendor and sponsor community. In the text box below, list the full name of all organizations that are represented in this proposal submission, the city and state each is located in, and their website. If the organization is a GEAR UP grant, list the full correct name of the grant; if it is company or the person is self-employed make sure to list the correct business name. Please include the city and state and the website for each organization represented in this proposal. Please follow this format, with each organization separated by a semi-colon: Organization 1, City, ST (website address); Organization 2, City, ST (website address); Organization 3, City ST (website address) *This question is required. 9. TYPE OF GEAR UP GRANT AND/OR ORGANIZATION SUBMITTING THIS PROPOSAL *This question is required. (Choose one) STATE GRANT - The presenter(s) in this proposal represent one or more state GEAR UP grant(s). PARTNERSHIP GRANT - The presenter(s) in this proposal represent one or more partnership GEAR UP grant(s). BOTH STATE AND PARTNERSHIP GRANTS - The presenter(s) in this proposal represent both state and partnership GEAR UP grants. OTHER ORGANIZATION - The presenter(s) in this proposal represent an organization working in the college access and success field that is not a GEAR UP grant GEAR UP GRANT(S) AND OTHER ORGANIZATION(S) - The presenters in this proposal represent a mix of GEAR UP grants and other organizations. 10. EXPERIENCE LEVEL OF YOUR AUDIENCE Please note the target audience for your presentation by years of experience of the audience members working with GEAR UP and/or in the college readiness field. *This question is required. (Choose one) NEW GRANTEES - This session is designed for GEAR UP professionals with limited experience in the field who are in the start-up phase of their grant. 6

7 ALL LEVELS - This session is designed for those with all levels of experience in the field (*most presentations will fall into this category) ADVANCED - This session is intended for those with a high level of experience in the field (advanced practitioners/very experienced professionals) 11. SESSION FORMAT: PRESENTATION VERSUS INTERACTION TIME Note: both types of formats are welcome and an important part of the overall conference experience. *This question is required. (Choose one) PRIMARILY PRESENTATION - The primary focus will be presentation, with adequate time set aside throughout the presentation for questions, comments, and/or short interactive activities. PRIMARILY DISCUSSION/INTERACTION - The primary focus will be on interaction (participant-centered interaction such as through activities, group work, and/or discussion), with only some presentation to guide the session and give it some structure. 12. CONTENT TAGS FOR YOUR SESSION - BY GEOGRAPHIC TYPE Most presentations are applicable to GEAR UP grants serving all types of geographic areas, while some may have a particular focus. *This question is required. (Choose one) ALL AREAS - This session will be of interest/applicable to GEAR UP grants in all types of geographic areas. URBAN - The focus of this presentation will be especially of interest/applicable to those working with students and programs in urban areas. RURAL - The focus of this presentation will be primarily of interest/applicable to those working with GEAR UP programs in rural areas. 13. CONTENT TAGS FOR YOUR SESSION - GEAR UP STUDENT AND PARENT/FAMILY PROGRAM SERVICE DEFINITIONS *Review the content areas below. (See NCCEP s website for definitions of each service area provided by NCCEP s College and Career Readiness Evaluation Consortium.) Only select those areas (one or more) that directly apply as a primary focus area of your proposal/session. If none apply, you can skip this question. TUTORING - Tutoring/homework assistance for students 7

8 MENTORING - Comprehensive mentoring for students (includes traditional one-on-one mentoring with an adult, team mentoring, peer-mentoring, and e-mentoring) $ - FINANCIAL - Financial aid counseling/advising, FAFSA completion, etc. (in this case, for students, parents, or both; if your session focuses on financial literacy for parents also note the "parent/family engagement" category below) COUNSELING/ADVISING - Counseling/advising/academic planning/career counseling for students (includes college fit and match) COLLEGE VISITS - College visits/college student shadowing for students WORKFORCE - Job site visit/job shadowing for students SUMMER PROGRAMS for students EDUCATIONAL FIELD TRIPS for students STUDENT WORKSHOPS - Classroom or small/large group in-person or virtual sessions on college awareness/readiness, study skills, soft skills, goal setting, time management, problem solving, test-taking skills, etc. PARENT/FAMILY ENGAGEMENT - Could include parent/family college prep workshops, financial aid awareness, family events, etc. 14. CONTENT TAGS FOR YOUR SESSION - ADDITIONAL KEY CONTENT AREAS *Review the content areas below. Only select those areas (one or more) that directly apply as a primary focus area of your proposal/session. If none apply, you can skip this question. COLLEGE APPLICATION INITIATIVES HIGH SCHOOL GRADUATION INITIATIVES ACADEMIC READINESS AND ACHIEVEMENT - Strengthening academic rigor and achievement, STEM success, Common Core, teacher professional development, AP courses, helping students enroll in college prep courses, dual enrollment, curriculum/instructional design and alignment, etc. GRANT MANAGEMENT - Documenting match, planning, reporting, grant writing, finance and administration, staff/professional development, etc. 8

9 WHOLE STUDENT - Creating a safe and positive school climate and culture of trust in our schools, non-cognitive skills, brain-based research on learning, project-based learning, holistic educational approaches that accelerate learning EVALUATION - Effective evaluation of GEAR UP stategies, programs, and activities. FIRST YEAR PSE - First-year postsecondary education (PSE) issues, challenges, and effective practices; facilitating first-year PSE success for students DIGITAL INNOVATION - Tools, services, programs, etc. that have a particularly innovative, comprehensive, and/or effective use of technology in serving GEAR UP students/programs. ADVOCACY/COMMUNICATION - Advocating for your GEAR UP program and effective communication with key stakeholders. PARTNERSHIPS - Developing and sustaining effective partnerships for your GEAR UP program including in the community and with schools, etc. GEAR UP SCHOLARSHIPS - Administration and programs 15. CONTENT TAGS - SERVING UNDER-REPRESENTED GROUPS OR CREATING/MANAGING PROGRAMS FOR GROUPS NEEDING SPECIALIZED OUTREACH AND SUPPORT *While all GEAR UP students are by definition in a high need population, some conference proposals may have a particular focus on an under-represented group or other group within GEAR UP that needs specialized, customized, or additional support services of some kind. Review the content areas below. Only select those areas (one or more) that directly apply as a primary focus area of your proposal/session. If none apply, you can skip this question. ELLs - ENGLISH LANGUAGE LEARNERS and related issues (dual language programs, etc.) FOSTER CARE - Students in foster care. HOMELESS students and families AT-RISK MALES AT-RISK FEMALES UNDOCUMENTED - Undocumented students and families 9

10 REFUGEES DROPOUT PREVENTION REMEDIATION SPECIAL NEEDS - Children with identified disability, health, or mental health conditions requiring early intervention, special education services (or without identified conditions, but requiring specialized services, support, or monitoring) JUVENILE SYSTEM - Students (male or female) in gangs or in the juvenile system. GIRLS/STEM - Expanding the number of girls in STEM fields MINORITIES/STEM - Expanding the number of minorities in STEM fields 16. ADDITIONAL DEMOGRAPHIC INFORMATION *If your proposed session has a particular focus on ways to better serve students and their families in a particular demographic group, you have the option to note that below. Check the most appropriate answer(s). ALL GROUPS - This proposed session is relevant for effectively serving all demographic groups in GEAR UP programs. NATIVE AMERICAN BLACK / African American WHITE / Caucasian HISPANIC ORIGIN ASIAN PACIFIC ISLANDER OTHER 10

11 17. SHARING YOUR PRESENTATION AS AN ONLINE RESOURCE ON NCCEP'S WEBSITE NCCEP will use presentations made at the annual conference to facilitate broader online knowledge sharing throughout the year by posting conference materials in the "Resources" area of NCCEP's website. If your proposal is selected for the conference, we hope you will consider sharing your PowerPoint (in a PDF format) and any other documents you use in your presentation (handout, toolkit, case study, etc.) with the GEAR UP community via NCCEP s website. (If your proposal is not selected, we still hope you will consider sharing a resource online with the GEAR UP community.) With your permission, below, NCCEP will post your presentation online shortly after the conference, including the session title, abstract, and speaker information from the conference program book, and your presentation materials (presentation slides and any other handouts from your session). I/we agree to send NCCEP the digital resources (PowerPoint, handouts, etc.) from my/our presentation when they are finalized (and no later than 3-5 days after the annual conference): *This question is required. Yes No STEP 3: Submit Your Proposal Online (Use the Link Below) The deadline for proposal submissions is March 15. Before submitting your proposal online, make sure to note the formatting requirements (word limits, etc.) in the proposal questions (above), copy edit it carefully, and save a copy for your records. After successfully submitting your proposal, make sure to send an to NCCEP at john_donaldson@edpartnerships.org confirming that you have submitted your proposal online. Include the following in the Title of your presentation in the subject line Name and contact information (including a phone number) of the person submitting the proposal (who also needs to be one of the presenters) The official name of your GEAR UP grant (or other organization) Important note: If you are not the GEAR UP director, make sure to cc your GEAR UP director when you send the confirmation to NCCEP. To being the online proposal submission process click here. 11