PROGRAMS AND PROFESSIONAL DEVELOPMENT TOOL KIT

Transcription

1 PROGRAMS AND PROFESSIONAL DEVELOPMENT TOOL KIT December 2010

2 TABLE OF CONTENTS INTRODUCTION... 4 SYNOPSIS OF THE PROGRAMS AND PROFESSIONAL DEVELOPMENT FUNCTION... 5 SOURCING PRESENTERS... 7 Sample of a Member Survey using Constant Contact... 8 COMMUNICATING WITH THE SPEAKER... 9 Sample of Presenter Information Form... 9 Sample Confirmation Letter PREPARING FOR THE MEETING District 14 Programs & Sponsors Master Data Spreadsheet District 6 Speaker Planning Checklist COMMUNICATING THE PROGRAM Sample of Program Flyer Sample of an Annual Calendar of Events Sample of Local Newspaper PR MEETING EVALUATIONS Sample of Paper Evaluation Sample of an Online Evaluation Completed by attendees via online evaluation survey HRCI CERTIFICATION The Value of Certification Criteria for Eligibility for Pre-Approved Recertification Credit Hours Current PIHRA Central Marketing Submission Form COMMUNICATING WITH PIHRA CENTRAL Page 2

3 Monthly District Meeting Report OTHER IMPORTANT ACTIVITIES Sourcing Sponsors Thanking the Presenter Collaborating with other Districts COMMITTEE COMPOSITION A RECOMMENDATION Page 3

4 INTRODUCTION Monthly meetings are the most popular format used by the Districts within PIHRA. The District meeting should focus on providing networking opportunities for those who attend, combined with a technical or informational presentation. Remember, while attendees enjoy the networking aspect of meetings, the draw for even more people to attend remains the topic. It is, therefore, important for the Programs Committee to work on developing an agenda that meets the unique needs of the District membership. District programs should be designed for all experience and functional levels of membership. The topic can certainly be focused on a single area of HR, but should also have general appeal to the full membership. New regulations, emerging topics in the profession and important local issues are popular. Attendees want practical and useful information they can take back to work. Handouts are very popular with audiences and so should be provided whenever possible. The District Board must also assess the needs of their local membership to identify the most relevant and appropriate topics through surveys, historical analyses of past attendance and tracking of hot topics within the profession. Program evaluations are also an important means of getting feedback and suggestions from attendees. The following pages contain suggestions on methods that have proven successful by the PIHRA membership. 1 They are offered as suggestions only and this document should be considered a work in progress. Suggestions on how to make this reference more valuable should be forwarded to the PIHRA Vice President for Leadership. Mery L. Propster, SPHR Steve Harvey Susan Bowman, SPHR 2010 Programs Toolkit Team 1 NOTE: Forms and other documents in this toolkit are from Districts 6 and 14 and are used as examples only. Page 4

5 SYNOPSIS OF THE PROGRAMS AND PROFESSIONAL DEVELOPMENT FUNCTION Programs are the most visible part of PIHRA membership for most members and the role of the Programs and Professional Development Committee is critical to sustained membership and participation in the Association. The role is arguably the most labor intensive of all of the District committees and can make or break the District s reputation, not only with members but also with the community at large. Among the important and visible tasks included in this tool kit are the following: Sourcing presenters PIHRA conference presenters Presenters from other districts SHRM conference presenters Local university professors Presenters nominated by the membership and the district board Authors promoting books New authors pre-sale of new books (often with waiver of presenter fees) Include book giveaway and/or signing as part of the meeting Chamber of commerce presenters Labor attorneys Member survey Communicating with the speaker Presentation Information Form Speaker Planning Checklist Preparing for the meeting Venue Service Pricing Arrangements Registrations AV equipment PIHRA Signage Page 5

6 Communicating the program Flyers Communicating with the Media ing Announcements to Members Annual Program Calendar District Website Meeting evaluations On site Online HRCI Certification pre-approval Certification value to members Obtaining HRCI Certification for all programs if possible Criteria for approval Communicating with PIHRA Central Monthly reporting Sharing best practices Other important activities Sourcing Sponsors Thanking the Speakers A token gift such as a coffee or bookstore gift card Collaborating with other Districts Committee Composition a recommendation Program Chair District Board Position HRCI Process volunteer Evaluation Process Volunteer Arrangements and Hospitality Chair District Board Position Sponsorship Chair District Board Position Flyer Design Volunteer Communication Chair District Board Position Other volunteers as needed Page 6

7 SOURCING PRESENTERS Presenters must be knowledgeable about the subject matter and have appropriate presentation skills. Question and answer periods are useful at the end of the presentation to summarize the information. When selecting a presenter, be sure to discuss audio-visual needs. While you may want to provide the basic tools a speaker needs, elaborate AV for a relatively short presentation may not be cost effective. Sources for speakers might include local college and universities, public (governmental) agencies, management consultants, other PIHRA members, local medical personnel, labor attorneys, tax advisors, benefits or insurance specialists and even your coworkers. Encourage member interaction by having a Table Topic. Pick a question (related to the speaker s topic) which members can answer and discuss at the table prior to the presentation. Have a contingency plan in case your speaker is delayed or must cancel at the last minute. This could be an impromptu discussion panel of senior members, a question and answer session with senior members or functional specialists or even a small group of volunteers willing to tell amusing war stories. Quality presenters can be identified through a wide range of sources, including, but not limited to: PIHRA conference presenters Presenters from other districts SHRM conference presenters Local university professors Presenters nominated by the membership and the district board Authors promoting books New authors pre-sale of new books (often with waiver of presenter fees) Include book giveaway and/or signing as part of the meeting Chamber of commerce presenters Labor attorneys Member survey Page 7

8 Sample of a Member Survey using Constant Contact PIHRA 14 As we enter a new year, we would like your input so that we can bring you the best and most relevant programs. Please take a few moments to fill out our Survey to help us plan the next year. This survey will take only a few minutes of your time. Please identify for us the top HR issues facing your organization over the next months. We would also appreciate your suggestions for speakers. Your feedback is critical to ensure we are responding to the needs of our membership, and continuing our reputation for providing worthwhile and professionally enriching programs. Take this survey Page 8

9 COMMUNICATING WITH THE SPEAKER Sample of Presenter Information Form Page 9

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12 Sample Confirmation Letter Hi Larry: We want to thank you for agreeing to speak to our PIHRA District 6 group here in the South Bay on Thursday, July 14 th regarding Compensation: 2011 & Beyond. As the PIHRA District 6 program chair, I will continue to be your point person to help coordinate logistics, and I am here to answer any questions you might have. Announcing the Event The first order of business is collecting information from you so that I can create the PIHRA District 6 calendar of events. So that we can publish this calendar and have it ready in less than one month, I am hoping that you can provide some preliminary information on the attached form. I am especially interested in receiving a short description of content, bio and photo. (See attached). I m sending you the 2010 document so you can see the format I will use for the 2011 calendar. Later, blasts will go out (on the day after the previous month s meeting, followed by additional blasts throughout that month to remind our members to RSVP). We also typically distribute hard copies of the flyer to about approximately 70 attendees at the previous month s meeting as well. The Event The presentation part of the program is usually 1-1/4 hrs. in length. This seems to be a good length for you, so we will advertise it as such. The reason we want to confirm the length of the program, is that we obtain HRCI recertification credits for attendees well in advance, and need the HRCI approved length to match the actual length of the program. Our HRCI coordinator will request 1-1/4 hrs for your presentation. We open the meeting just prior to 8:00 a.m., we have the sponsor present for five minutes, and then we provide time for self-introductions. Then we turn the meeting over to the speaker. I usually arrive by 7:15 a.m. to assist the speaker with handouts and setup. Handouts Typically, we have been averaging 70 attendees. We can let you know on the Monday prior to the presentation what the attendance will be. The Flyer Paula M&M is our flyer guru, and she will be contacting you to obtain your approval on the copy. As I mentioned earlier, we will begin distributing the flyer at and following the June, 2011 meeting, so please review it as soon as you can once you receive it. Set-Up The hotel provides a podium, and we insure that a computer, projector and screen are all available for you on the day of the presentation. Most speakers bring a flash drive with their presentation, and use our equipment on the day of the presentation. My contact information is on the speaker presentation form (attached), and it is also listed below for your convenience. Hotel information is also on the information form. My cell phone number is there too, in case you need to reach me, especially on the day of the presentation. I look forward to receiving the completed form from you so that I can complete the 2011 calendar. That s it for now. Let me know if you have any questions. We look forward to seeing you in JULY, 2011! Warm regards, Page 12

13 PREPARING FOR THE MEETING District 14 Programs & Sponsors Master Data Spreadsheet PIHRA District 14 - Programs & Sponsors Master Data Spreadsheet Meeting Month: Jan-10 Date of Meeting: January 27, 2010 Meeting Start Time: 7:00am Meeting End Time: 10:00am Standard Meeting Rates (Y/N) No If No, then provide special rate info: $30/$40 Member/Guest Speaker/ Presentation Info: Name of Speaker Dr. Esmael Adibi Title of Presentation US & Regional Economic Outlook 2010 Does Presentation Qualify - HRCI Credits(Y/N)? Yes Strategic Management? Yes If Yes, select how many HRCI Credits? 2.0 Please provide HRCI registration # Is Travel Required for Speaker(out-of-area) No If Yes, Is D14 paying for Hotel Room? No If Yes, Has reservation been made? Is D-14 contributing towards Honorarium? Yes If Yes, how much? $2,000 Is D-14 paying the speaker directly for presentation? Yes If Yes, enter Dollar Amt D-14 owes Speaker $2,000 Indicate Date check was cut (for Accounting purposes) January 11, 2010 Meeting Preparations Presentation/ Handouts/ Speaker AV Requirements Speaker will use D-14 Laptop for Presentation If Yes, when will they send copy of their.ppt to John? Speaker will use their own Laptop for Presentation Speaker needs access to Internet Speaker needs connectivity to Sound System(e.g Videos) Speaker plans on using CORDED Microphone Speaker plans on using WIRELESS Microphone(Lavilier) Confirmed Headcount w/fisher & Philips? Attorney's Name: No N/A Yes No No No Yes No Page 13

14 Confirmed Evaluation & Program's Flyer w/kathy Mills? Confirmed Event Listing w/hr Publications? No Yes Additional Comments: Sponsorship Information for this Month s Meeting Identify Platinum Sponsor #1 Contact Name for Platinum Sponsor #1 address for Platinum Sponsor #1 Identify Platinum Sponsor #2 Contact Name for Platinum Sponsor #2 address for Platinum Sponsor #2 Identify Platinum Sponsor #3 Contact Name for Platinum Sponsor #3 address for Platinum Sponsor #3 Identify Gold Sponsor #1 Contact Name for Gold Sponsor address for Gold Sponsor Identify Silver Sponsor #1 Contact Name for Silver Sponsor address for Silver Sponsor Brandman University Kathleen Wilson kcwilson@chapman.edu OC Register/Monster Ryan Angala rangala@ocregister.com Pro-path SPONSOR POWERPOINT PRESENTATIONS Received PPT from Platinum Sponsor #1 If, Yes - provide date Received PPT from Platinum Sponsor #2 If, Yes - provide date Received PPT from Gold Sponsor If, Yes - provide date Received PPT from Silver Sponsor If, Yes - provide date Page 14

15 District 6 Speaker Planning Checklist Speaker Planning Checklist 2011 Complete Date Speaker Topic Form Sent Form Rec d HRCI Submit HRCI Rec d Sponsor info Rec d Photo Rec d Flyer created E-Blast sent Other Jan 13 confirmed Feb 10 confirmed Mar 10 confirmed Apr 14 confirmed May 12 Mike Deblieux Marilyn Monahan Supervisory training X X Healthcare Reform X Glen Kraemer TBD X John Lattin HR Jeopardy X X Extended 2 hours Extended 2 hours Extended 1.5 hours Jun 9 confirmed Mark Mitchell Stress Management X X Jul 14 AUGUST DARK: PIHRA CONFERENCE 8/29 8/31 Sept 8 Oct 13 Nov 10 Laura Petroff HR: A Look to 2012 X Extended 2 hours Dec Mixer Page 15

16 COMMUNICATING THE PROGRAM There are three areas of activity under the broad umbrella called marketing and communications: Promotion by communicating the value of monthly meetings, Publication by submitting relevant articles to the journal on specific industry needs and Public Relations by sharing your accomplishments with those outside the membership. Promotion The Programs Chair has worked hard to coordinate a quality program one that is sure to be a success. Now it is the responsibility of the individuals designing and distributing the information for the District meeting flyer/mailing piece to be sure that it communicates the right information effectively. Publication It is consistently proven that it is not necessary to use an overly-slick brochure to announce the monthly District meetings. What is important is for key information to be clearly presented. The District is responsible for creating a quality promotional piece with the following information: The Title the heading should be bold and creatively state the topic that will be presented. Short, snappy titles are encouraged, probably no more than eight words. The Content- program topics are the major decision factor in attending and should be clearly described. Be sure to let members know what benefits they will receive by attending the meeting. What information or techniques will they learn that apply to their work. It is important to keep in mind that District presentations are meant to be overviews, as breadth of material cannot be sufficiently covered due to time constrictions. The presenter A short bio the presenter should be included to show the potential registrant that the individual is qualified to address the subject matter. Who Should Attend The flyer can include a short statement on the member segment that should specifically attend the program. Prior to drafting the promotional piece, the following information will already be known: The Date, Time and Place Dates and times should be established in the initial planning process. The District books locations for monthly District meetings well in advance. The Registration Fee Registration fees, including member and non-member rates, student rates and special rates for those in-transition, should be based on the actual costs of the event. Districts should not budget for a loss when pricing events. District Pricing: Pricing should favor membership. Your pricing strategy must be aimed at encouraging membership in the Association by not allowing a non-member to benefit from not being a member of the Association. Consideration might also be given to an annual price for members who regularly attend. Page 16

17 The Registration Form In order to guarantee enough room for all who plan to attend, your registration system must include a deadline several days in advance of the event. Using the information you provide, staff will attempt to include your meeting on the web site. Meeting notices should be sent to all members and nonmembers in your District. They should include the value of attendance and provide specific information on how to make a reservation for the event. Public Relations The participation of individuals in the Association s public relations activities can give increased visibility to the positive accomplishments of your local District. While the membership is kept informed through your promotional mailings and journals, the general public and business community can only be reached through a coordinated public relations effort. A District public relations effort is of value because it: Establishes a favorable image for the HR profession and in turn for our members. Motivates the public to respond favorably to PIHRA and actively support its activities. Indirectly stimulates the self esteem of your members through positive public image. Generates publicity for your program that supplements your other marketing efforts. Promotes membership growth and retention by emphasizing the benefits of associations to the outside media. Page 17

18 Sample of Program Flyer Page 18

19 Sample of an Annual Calendar of Events Page 19

20 Page 20

21 Sample of Local Newspaper PR Page 21

22 MEETING EVALUATIONS Evaluations are an excellent means of gauging the success of the District in meeting the needs of the membership, identifying presenters for other Districts and sourcing potential presenters at the annual conference and other PIHRA events. It is important to seek feedback as soon after the event as possible when minds are fresh. The two most common means of gathering feedback are via a paper evaluation immediate following the presentation and via an online evaluation sent to attendees soon after the event. Sample of Paper Evaluation Completed by attendees at the end of the meeting Page 22

23 Sample of an Online Evaluation Completed by attendees via online evaluation survey PIHRA 14 We strive to bring the best and most relevant programs to all of our members and guests. Please take a few moments to fill out our Survey for our October 27th meeting with Paul Falcone & Ann Kotlarski. Your feedback is critical to ensure we are responding to the needs of our membership, and continuing our reputation for providing worthwhile and professionally enriching programs. Take this survey Page 23

24 HRCI CERTIFICATION The Value of Certification Employers feel professionally certified HR practitioners positively influence engagement and profitability. Consider how this and other findings from a May 2010 study might boost your prestige, advancement and ongoing professional development. The new Value of Certification Study was conducted online by the HR Certification Institute and B2B International in May 2010 among 1,592 HR professionals in 37 countries worldwide. It explores the awareness, perceptions and value of HR and other professional certifications, certificates and degree programs by organizations of varying sizes both from and outside of the United States. Key Findings The survey shows that 62 percent of U.S.-employer and 82 percent of outside-of-u.s.-employer respondents consider professionally certified employees to have a strong impact on a company s profitability. Most professionals and employers feel that the demand for professional certification in the HR field will grow in the next three to five years. HR employees rate professional HR certification as being very highly valued because it reflects the practical and professional experience of the certified HR professional, shows a commitment to lifelong learning and helps with career advancement. Recertification is valued for keeping knowledge current and skills sharp while enhancing the relevancy and validity of the professional certification process. For details, read the related news release, 2010 Value of Certification Study Released in the News section of HRCI.org. A white paper is also available on request from abouche@hrci.org. Implications What might the study s findings mean for you? Consider these implications for ways to present your certification to best advantage. Stand out as a job candidate. The study shows that 96 percent of employers feel an HR-certified candidate applying for a job would have an advantage over a non-hr-certified candidate. Make sure your credential is front and center if you seek a new position. Pursue additional credentials. The study shows employers are willing to pay for professional certification and consider it top value for money spent. For employees, certification offers the best return on investment, is highly customizable and practical, and provides great networking opportunities. Emphasize your expertise. Ninety-seven percent of respondents believe it is important for people in HR to be professionally certified. Make sure your credential is attached to your name in professional correspondence, online profiles, employee listings, press releases, etc. Hang your certificate in your office. Boost your consulting business. Sixty-nine percent of employers state that an HR-certified person being considered as an independent consultant for an HR department would have a very significant advantage over a non-certified individual. Commit to recertification. Join the 90 percent of both employers and employees who cite numerous benefits of recertification. Page 24

25 Criteria for Eligibility for Pre-Approved Recertification Credit Hours HRCI awards recertification credit on an hour-for-hour basis for time spent in the educational activity. Time spent for breaks, meals, and all other non-educational activities are not counted for recertification credit. Educational activities must be a minimum of one hour long. To qualify for recertification credits, all events must be HR-related and tied to the HR body of knowledge as defined by HRCI. Examples of activities that may count toward PHR and SPHR recertification credit: Classroom or meeting sessions led by a qualified instructor or discussion leader. Activities where the learner is engaged in a planned activity, course or learning program in which the learner's program is monitored and the learner receives feedback. Examples may include independent study, computer-assisted instruction, interactive video and web site learning. Final exams and evaluations can be included in calculating recertification credit. SHRM chapter presentations (exclusive of meetings held in conjunction with a meal) in which the qualified speaker presents for a minimum of one hour. For chapter presentations that may be held in conjunction with a breakfast, lunch or dinner, the speaker must present after the meal is concluded and must present for a minimum of one hour. Examples of activities that would not count toward PHR and SPHR recertification credit: Events like the ones described above but that are not HR-related (i.e., tied to the HRCI body of knowledge). Courses that are advertised and used by most participants as certification preparation courses for one of HRCI's designations (PHR, SPHR and GPHR). Unplanned, unsupervised, non-sponsored events. Mass media courses or programs. Learning events delivered through the mass media (television, radio, newspapers) do not qualify for recertification credit unless they are an integral part of a learning event that otherwise meets established criteria. Some portions of meetings, conferences and exhibitions. Larger conferences often offer a variety of activities, including entertainment, meals, exhibit halls, etc. When calculating recertification credit for larger events, time will be subtracted for all non-learning activities. Programs that have already taken place at the time of application. Roundtable discussions. Recording a conference or similar event It is not necessary to submit each concurrent session offered at a conference separately unless there are sessions advertised as qualifying for specified hours in strategic management or international HR for some or all of the educational sessions. If the conference does not offer sessions that may qualify for specified recertification credit hours, submit the conference as a whole (not including any pre- or post-conference workshops or optional rise-nshine sessions). Page 25

26 If the conference offers sessions that may count toward specified hours in strategic management or international HR, it will be necessary to record each session separately and to communicate the program IDs for each session. While it may take additional time, the effort will be most appreciated by the certified professionals attending the conference and your organization will be able to indicate sessions awarded specified hours in marketing material. Because pre- and post-conference workshops and rise-n-shine sessions are outside of the normal conference agenda, record these sessions separately. HRCI does not award recertification credit for presentations held in conjunction with a meal. If the conference will host breakfast or luncheons with keynote speakers addressing an HR-related topic, consider altering the agenda to make it separate from the meal. The presentation may still be in the same room; however, the meal must be cleared prior to the speaker s presentation. Coffee and desserts may not be offered during the presentation. Calculating Credit Hours for Distance Education To calculate recertification for self-paced programs, the approved provider should establish the recertification credit hours based on an average number of hours required by several participants to complete the program. Once established, the provider should continue to monitor the amount of time it takes for learners to complete the program and make adjustments as necessary. Relationship with Other Organizations Offering Continuing Education Credits In some cases, submitted requests may have already been granted continuing education credits through another organization (for example, continuing legal education units or CLEs). In this case, it is important to be consistent. HRCI uses the following guidelines for HR-related learning activities: 1 CEU = 10 recertification credit hours 1 CLE = 1 recertification credit hour 1 semester course at an accredited college or university = 15 recertification credit hours 1 quarter course at an accredited college or university = 12 recertification credit hours 1 audited college course = 10 credit hours Page 26

27 Current PIHRA Central Marketing Submission Form The current form used to capture HRCI pre-approval information and marketing data is in need of revision and is included here to demonstrate that need. Page 27

28 COMMUNICATING WITH PIHRA CENTRAL In 2011, Districts will be asked to use a single page Monthly District Meeting Report to provide statistical date to the Board. This form will capture program information, attendance information, allow for transition to an automated reporting system in the future and afford the District the opportunity to make suggestions for means of improving support to their activities. While the final format is yet to be determined, an early draft is provided to allow some sense for the new reporting document. Monthly District Meeting Report Page 28

29 OTHER IMPORTANT ACTIVITIES Sourcing Sponsors Partnering with sponsors who provide resources appropriate for your audience is a means of keeping registration fees down while maintaining a high level of programming. Thanking the Presenter A token gift such as coffee or bookstore gift card is an appropriate means of thanking the presenter. Items with more than a nominal value may have tax reporting implications and any stipend of $600 or more must be paid through PIHRA Central so that an appropriate Tax Form can be sent to the presenter. Collaborating with other Districts Partnering with other Districts can afford an economy of scale when a particularly important presentation is being offered. Page 29

30 COMMITTEE COMPOSITION A RECOMMENDATION A sufficient number of volunteers are necessary to avoid too much work being heaped upon any individual. Similarly, an array of talent will make the total effort both easier and more professional. We recommend that consideration be given to including, at a minimum, the following District members on the Programs and Professional Development Committee: The following member of the District Board should be active members of the Programs and Professional Development Committee Program Chair Arrangements and Hospitality Chair Sponsorship Chair Communication Chair Others who are important to a successful programs agenda include: HRCI process volunteer Evaluation process volunteer Flyer design volunteer Other volunteers as needed Page 30