Course Sponsorship and Logistics

Updated September 3, 2013 (MPSA section) Course Sponsorship and Logistics What you ll find in this section: I M LOOKING FOR INFORMATION ON What are my Chapter s responsibilities for administering a course? My course is starting soon, how do I order materials? I booked the meeting space, now how do I set up the room? When do I provide beverages? Or order lunch? What information should I be communicating to my registered students? What is the MPSAXM? My chapter s offering the MPSAXM. I need a quick list of everything I m responsible for (administration, logistics, etc.) SEE PAGES 3 14 9 7 8 9 11 15 15 1

Table of Contents Course Sponsorship Responsibilities Overview... 3 Course Facilities and Meeting Logistics... 6 Prior To the Course Offering... 6 Course Site Requirements... 6 Ordering the Audio Visual Equipment... 8 Ordering the Refreshments... 9 Ordering the Course Materials... 9 The chapter s responsibility is to:... 10 Contacting the Instructor Prior to the Course... 11 Communicating important information to the student... 11 During The Course Offering... 13 After The Course Offering... 14 MPSAXM Sponsorship Criteria... 15 MPSAXM: Coordinating Offering Logistics... 16 Securing a class site location... 16 Site/Location Requirements... 16 MPSAXM Offering Hours... 18 MPSAXM: Ordering Food and Beverage... 19 Receiving and Verifying Offering/Exam Materials... 19 2

Course Sponsorship Responsibilities Overview The following chart provides an overview of the responsibilities of the course sponsor related to the various sponsorship options. ACTIVITY COURSE PROMOTER OPTION COURSE SPONSOR OPTION IREM HEADQUARTERS ADMINISTERED PROGRAMS SPECIFICATIONS AND LOGISTICS QUESTIONS? Meetings and Conventions 800-837-0706 x 6036 establishes standard specifications; chapter will send potential venue list and IREM will research, select and contract venue (within 1 month of receiving venue list from chapter) establishes standard specifications; chapter secures site, is responsible for all site expenses establishes standard specifications, secures site, is responsible for all site expenses CHAPTER-CORPORATE PROGRAMS establishes standard specifications; chapter secures site, is responsible for all site expenses INSTRUCTORS QUESTIONS? Education Services: 800-837-0706 x 6047 or 6061 will communicate venue selection with IAE and update course information record; will be responsible for all site expenses (free space is preferred) Course promoter submits instructor preference; IREM Headquarters assigns and confirms instructor assignments; IREM pays instructor fees and expenses and issues endof-year 1099s Course sponsor submits instructor requests; IREM Headquarters confirms assignments; chapter pays instructor fees and expenses and issues endof-year 1099s assigns and confirms instructor assignments; IREM pays instructor fees and expenses and issues end-of-year 1099s Course sponsor submits instructor requests; IREM Headquarters confirms assignments; chapter pays instructor fees and expenses and issues endof-year 1099s 3

MATERIALS ACTIVITY COURSE PROMOTER OPTION COURSE SPONSOR OPTION IREM HEADQUARTERS ADMINISTERED PROGRAMS QUESTIONS? Education Services: 800-837-0706 X 6047 OR 6073 works with chapter to determine quantity of materials to be shipped. Course sponsor determines quantity of materials to be shipped and notifies headquarters office of quantities determines quantity of materials to be shipped. CHAPTER-CORPORATE PROGRAMS Course sponsor determines quantity of materials to be shipped and notifies headquarters office of quantities. TUITION QUESTIONS? Education Services: 800-837-0706 x 6047 or 6042 COURSE ADMINISTRATOR QUESTIONS? Education Services: 800-837-0706 x 6047 or 6042 ROYALTIES & COMMISSION QUESTIONS? Education Services: 800-837-0706 x 6047 or 6042 establishes tuition schedule establishes job responsibilities; chapter secures administrator pays commission to chapters for each student per the following fee structure: $50 each for the first 10 students $100 each for 11-15 students $200 each for 16+ students Please allow 30-45 days for processing payments establishes tuition schedule establishes job responsibilities; chapter secures administrator invoices chapter for royalties based on attendance rosters provided by chapters; royalties due to within 30 days establishes tuition schedule establishes job responsibilities; secures administrator. IREM Headquarters may contract chapter IAEs or representatives to serve as course administrators. N/A Chapter may negotiate flat rates independent of the established tuitions, however full royalties and instructor fees must apply. establishes job responsibilities; chapter secures administrator invoices chapter for royalties based on attendance rosters provided by chapters; royalties due to IREM Headquarters within 30 days 4

COURSE ACTIVITY COURSE PROMOTER OPTION COURSE SPONSOR OPTION IREM HEADQUARTERS ADMINISTERED PROGRAMS N/A CANCELLATION QUESTIONS? Education Services: 800-837-0706 x 6047 or 6042 COURSE SPONSORSHIP INCENTIVE PROGRAM QUESTIONS? Education Services: 800-837-0706 x 6047 or 6042 reserves the right to cancel a course at least 10 business days prior to the course. N/A Course Sponsor should contact to explore additional options prior to cancelling a course. Cancellation fee assessed for courses cancelled fewer than 10 business days before course. Course sponsors may keep full tuitions for all enrollments over and above 15 students and will owe no royalty to IREM for these students. This Course Sponsor Incentive Program does not apply to certification exams and MPSAXM. N/A CHAPTER-CORPORATE PROGRAMS Cancellation fee assessed for courses cancelled fewer than 10 business days before course N/A 5

Course Facilities and Meeting Logistics A consistent quality course experience is based on three primary factors: 1.) The quality of course materials 2.) The quality of the instructor 3.) The quality of the course environment. As a course sponsor, your responsibility is to provide a quality physical classroom environment per the specifications of the Licensing Agreement, and administratively pre-plan and execute on-site logistics at a level that enhances the student experience. Minimum standard specifications have been established for all IREM educational programs. These apply to programs sponsored by and by the chapters and must be adhered to in order to ensure consistency and uniformity of delivery. In this section, responsibilities for the course sponsor are broken out in three parts: 1. Prior to the course offering 2. During the course offering 3. After the course offering Prior To the Course Offering Contract the course site Order the audio visual equipment Order refreshments Order the course materials Contact the instructor Communicate important course information to the student Course Site Requirements COURSE PROMOTERS For Chapters holding a course as a course promoter, will contract the site. The Chapter is responsible for sending IREM Headquarters a potential venue list. COURSE SPONSORS Chapters holding a course as a course sponsor will contract the course site. 6

The information listed below will serve as a guide for course sponsors to determine the most effective environment for the course offering. Special requirements are needed for sponsoring the MPSAXM; therefore a separate section outlining these specific needs is included in this document. The information below should be used for course offerings and certification exams only. Most IREM courses follow standard course hours: Day One Day Two Set-up: 7:30 a.m. 8:00 a.m. Registration: 8:00 a.m. 8:30 a.m. Class Time: 8:30 a.m. 5:00 p.m. Lunch Break: One hour Class Time: 8:30 a.m. 5:00 p.m. Lunch Break: One hour Exceptions to this standard are as follows: Successful Site Management (RES201) Set-up: 7:00 a.m. 7:30 a.m. (Day One only) Registration: 7:30 a.m. 8:00 a.m. (Day One only) Class Time: 8:00 a.m. 5:00 p.m. (Days One through Five) Exam Registration: 7:30 a.m. 8:00 a.m. (Day Six) Exam Time: 8:00 a.m. 12:00 p.m. (Day Six) Lunch Break: One hour each day Ethics (ETH800) Set-up: 7:30 a.m. 8:00 a.m. Registration: 8:00 a.m. 8:30 a.m. Class Time: 8:30 a.m. 4:00 p.m. Lunch Break: One hour CPM Exam/ARM Exam/ACOM Exam Set-up: 7:00 a.m. 7:30 a.m. Registration: 7:30 a.m. 8:00 a.m. Exam Time: 8:00 a.m. 12:00 p.m. Lunch Break: Not applicable Room requirements: 30 square feet minimum per student 9 foot minimum ceiling height Bright overhead lighting Unobstructed view from student seating to audio visuals and instructor 7

Seating requirements: For classroom courses: Adequate seating and writing room for each student. For example, 5-7 students at a 60-72 round table, crescent seating (no one s back is to the front of the room or behind a pillar/post). For group certification exams: Minimum six-foot tables with no more than two students per table; sufficient space between students to ensure exam integrity Other requirements: For classroom courses: Table and standing podium in front of room for Instructor and Instructor materials Power strips and cords for laptop usage Table for registration and IREM marketing/promotional materials, preferably outside room so late registrants do not disrupt class For group certification exams: Table for registration and IREM marketing/promotional materials, preferably outside room so late registrants do not disrupt class Table and chair inside room for proctor Room restrictions: No smoking No tape recording Mobile phones, smart phones, PDAs and pagers turned off or set to vibrate mode during instruction Please note: Americans with Disabilities Act Compliance The facility where the course is to be held should be in full compliance with the Americans with Disabilities Act. Ordering the Audio Visual Equipment All IREM courses are taught using PowerPoint. Chapters sponsoring courses are required to provide an LCD projector and screen. will provide the PowerPoint course slides to the instructor, and also to the chapter if requested. The instructor is responsible for providing the laptop. For classroom courses: 8 x 8 screen (minimum) Power strips LCD Projector with table for Power Point Flip chart For group certification exams: None required 8

Ordering the Refreshments The course sponsor is required to maintain a comfortable environment for the student and this includes ordering and replenishing refreshments during the course offering. Only water service is required; however, if budget allows, coffee and beverages should be considered. For Course Promoters, will reimburse chapter for the refreshments listed below. For classroom courses: All Day: water throughout the day (required) Morning: coffee/tea service (recommended) Afternoon: soft drink service (recommended) Light snacks (recommended) For group certification exams: All Day: water throughout the morning (required) Morning: coffee/tea service in the morning (recommended) Ordering the Course Materials develops and reproduces the student materials for all IREM educational programs. The cost of these materials is covered within the chapter course royalty for course sponsors. For most courses and seminars, this includes a student workbook, student data forms and evaluation forms, and IREM promotional materials. It also includes course supplies such as flip chart markers, pencils, tape, etc. 9

USE THIS CHECKLIST WHEN ORDERING MATERIALS Three weeks before the course, review the Course Roster to determine the number of materials needed for the offering. Complete the Course Materials Order form, which can be found on the Chapter Services / Course Sponsorship page at You can find this resource by logging into www.irem.org. Go to About IREM Chapter Services Course Sponsorship. Submit the completed Course Materials Order form no later than 10 days prior to the start of the course offering. If the form is submitted to at least 10 days prior, the materials should arrive at the site 3-4 days prior to start date. Should the chapter need additional sets of materials after the initial order is made, the course administrator is responsible for contacting Education Services (edservices@irem.org) in writing with the quantity. Additional orders are subject to rush charges. Receive the materials and check against packing slip for accuracy. If any materials are missing, immediately contact Education Services at edservices@irem.org. The chapter s responsibility is to: Provide the quantity of materials to be shipped this information must be received no later than 10 business days prior to the course start date otherwise, the chapter will be responsible for additional shipping and rush charges that may be incurred (IREM uses standard ground shipping) Provide the ship to information Arrange for an on-site contact to confirm receipt of the shipment and verify its contents prior to the course offering, immediately contacting of discrepancies in the shipment. QUESTION: I ve received my course materials. Do I need to open the box ahead of time? ANSWER: YES! We hope that everything is perfect with every shipment, but from time to time things happen and something may be missing. If we find out ahead of time, we can easily email, fax, or ship you any additional materials. If you wait until the day of the course or the day prior, we may not have enough time to troubleshoot the situation. We appreciate your help in assuring the IREM courses run smoothly. After all, no one likes to inform the class participants that there are missing materials. Please contact Education Services (edservices@irem.org) immediately with any questions. 10

Contacting the Instructor Prior to the Course The chapter (sponsor or promoter) shall contact instructor in writing at least 20 days in advance of the course. This communication will ensure that the course administrator and the instructor establish a mutual understanding in advance on course logistics, expense reimbursement, and other expectations. The following items must be confirmed: Final confirmation that the course is moving forward. o This may not happen until closer to 10 days prior to the course. Chapters sponsoring the course under the promoter model will receive final confirmation from. Airfare is purchased. o This may not happen until closer to 10 days before the course if there is a possibility the course may be cancelled. The number of registrants. Course location. Additional room set-up needs. Hotel and logistics assistance. Ground transportation options. If applicable, the discussion of rental car usage. Chapter contact and emergency contact information. Where to send expense and fee forms after the course. On-site information instructors need to be aware of (i.e. hotel contact name, nearby restaurants, chapter events.) Communicating important information to the student Whether or the chapter handles registration, the following should always be communicated in the confirmation letter sent to students: Site location Course dates/times Important course instructions (e.g., required calculator, laptop, etc.) Course administrator name and contact information 11

Link to resources on the IREM website (www.irem.org) for more information Note: When students register via the IREM website (www.irem.org), they will automatically receive a confirmation e-mail containing the information above. The chapter may find that from time to time additional information should be communicated to students. This includes: Site location changes and directions. Weather issues. Course cancellations. Course Pre-work IMPORTANT! If your chapter handles registrations, it is important that you communicate important course information to the students, which is detailed in the Course Confirmation Template documents on the Chapter Services / Course Sponsorship page at www.irem.org/chapterservices/coursesponsorship.cfm 12

During The Course Offering 1. Arrive at the course site according to the set-up times. 2. Check the room set-up, audio-visual equipment and food & beverage. 3. Greet and check in the students. 4. Make sure the instructor has what they need to teach the course. 5. Over a break, have your office team talk about IREM and your chapter, and invite them to an upcoming event. The chapter should elect a member of the chapter to serve as course administrator during the offering. The course administrator is responsible for making sure the venue is set appropriately, the instructor is fully equipped to teach the course and that the students needs are accommodated. Please note: Decisions on student course credit are made at, not at the chapter or instructor level. If a student is late or leaves early, make sure to mark the time they arrive/depart on the sign in sheet. Students should never be turned away from a course offering QUESTION: Do I really need to be on-site during my chapter s course offering? ANSWER: YES! Ideally, the IAE or Chapter representative would be onsite for each day of a course in order to track student sign-in and sign-out, answer questions about IREM, manage emergencies, and facilitate the evaluation process. IREM instructors are assigned to teach the course, not serve as the logistics coordinator. Your onsite participation not only positively reflects on your Chapter and, but provides a consistent IREM education experience for the student. We understand how busy you are and appreciate all your efforts, so we ask if you cannot be present during the entire offering or track that you must be present at least on the first day to register and welcome the instructor and students, as well as the last day to facilitate the evaluation process and collect and pack the documents to be shipped back to IREM. The course administrator should follow the instructions in the Course Logistics Checklist located at www.irem.org Chapter Services Course Sponsorship Checklists and forms to ensure a smooth event: 13

After The Course Offering Ideally, the course administrator should arrive at the course site on the last day, one hour prior to the course end time and stay until all students have left. The course administrator s responsibilities after the course offering are just as important as the preparation and on-site work. The course administrator is responsible for collecting and shipping all IREM related data forms, evaluations, sign-in sheets, and used materials; sweeping the classroom to ensure students didn t leave any personal items behind; scanning the instructor and students to see how the course went; as well as capturing all the information on the course administrator evaluation. For detailed information on post-course tasks, please refer to the After the Course Checklist located at www.irem.org Chapter Services Course Sponsorship Checklists. Properly mailing back used materials is a key part of the course reconciliation process. All other IREM unused course materials including student workbooks, handouts, etc., may be discarded or recycled. Upon receipt, Education Services is able to determine invoicing as well as forward the student data forms to be processed. Your timely shipment will ensure the efficient processing of student results. IMPORTANT! Do not keep student workbooks. IREM prints materials on demand which means if you re-use a student workbook, it may be outdated. NOTE ABOUT MPSA: For MPSA offerings, all used and unused materials should be returned to IREM HQ. QUESTION: As IAE and course administrator, do I really have to complete the evaluation enclosed with the materials? ANSWER: YES! IREM tracks all responses from the Instructor and Course Administrator evaluations in order to continually update and improve the Course Administration process. Your feedback is very important to us! 14

MPSAXM Sponsorship Criteria The IREM Management Plan Skills Assessment (MPSA) is a comprehensive assessment tool designed to evaluate a student s ability to prepare a thorough and financially-viable property management plan. Please refer to the MPSA Administration Guide for specific details when offering the MPSA. It is administered as part of the five-day Capstone Track, which consists of: 1. Management Plans Skills Assessment (MPSAXM) - - 4 days 2. CERTIFIED PROPERTY MANAGER (CPM ) Exam Preparation Course (CPM001) - - ½ day 3. CERTIFIED PROPERTY MANAGER (CPM ) Certification Exam (CPMEXM) - - ½ day Successful completion of this skills assessment fulfills the management plan requirement for earning the CERTIFIED PROPERTY MANAGER (CPM) designation. It is an alternative to writing an independent comprehensive management plan on a property of the student s choosing (Management Plan Independent Option, or MPIND). This section defines the sponsorship criteria for those serving as sponsors of a Management Plan Skills Assessment (MPSA) offering regardless of whether the offering is conducted as part of a Capstone Track or as an independent offering. If the outlined criteria are not met, reserves the right to cancel the offering and/or any future MPSAXM offerings scheduled by such sponsor in the calendar year. Sponsors are responsible for and agree to the following: MPSA LOGISTICS/ADMINISTRATION (1) Securing an offering site location. a. If the chapter is a Course Promoter, the chapter will work with the IREM Meetings department to secure a site. (2) Ordering food and beverage (3) Requesting and verifying the offering materials (4) Send important confirmation information to registered students to help them prepare for the MPSAXM (please use the template at Chapter Services > MPSA to ensure that all students receive the necessary technical information) (5) Coordinating the arrival and distribution of materials at the offering site and providing secure location for storage (6) Serving as the on-site registrar and support during the offering (7) Completing an MPSAXM IAE Tutorial 15

MPSAXM: Coordinating Offering Logistics Securing a class site location This should be done well in advance of the offering date, ideally three months prior to the offering. As soon as the location is secured, the chapter must inform via e- mail to Education Services edservices@irem.org. Once site information is received, IREM Headquarters will update the IREM website with the information, and the specific site location address will be included in the confirmation letter sent out to students upon registration. Site/Location Requirements The Chapter agrees to conduct MPSAXM offerings at a location that satisfies the criteria regarding physical facilities, equipment and amenities as defined by IREM in this document. These requirements are set forth to ensure that all students receive the same offering experience in all markets. Course Sponsors will contract with facilities that meet the above listed specification requirements. All chapters must abide by these strict requirements for facilities. If a chapter does not comply with these requirements, IREM may elect not to permit the chapter to offer IREM courses in the future. In the event these requirements cannot be met, the chapter agrees to provide IREM with a list of alternative specifications for review prior to receiving approval. The chapter agrees to provide the following minimum requirements for MPSAXM offerings: (1) Room requirements: 30 square feet minimum per student 9 foot minimum ceiling height Bright overhead lighting Unobstructed view from student seating to audio visuals and instructor (2) Seating requirements: One six-foot table per student strongly recommended; two students maximum per table is acceptable Seating should be arranged classroom style (rows of tables facing towards the front of the room) An aisle should be left in the middle of the table rows (so the instructor can walk down the aisle to assist a student if needed) (3) Other requirements: Table and standing podium in front of room for instructor and instructor materials Power strips and cords for laptop usage Table for registration and IREM marketing/promotional materials, preferably outside room so late registrants do not disrupt class Table and chair inside room for MPSA instructor 16

Pencil sharpener (electric preferred) Internet access is not required during the offering. Students will use their own internet connection to email completed exam files to IREM outside of the course environment by end of business day on the Monday following the offering. (4) Room restrictions: No smoking No tape recording Mobile telephones and PDAs turned off or to vibrate mode during instruction (5) Audio-Visual Equipment Days One and Two: Flip chart, power strips, speakers and cords for laptop usage Days Three and Four (examination portion): Power strips, speakers and cords for laptop usage Americans with Disabilities Act Compliance Chapter acknowledges that its presentation of the courses is covered by Title III of the Americans with Disabilities Act ( The Act ) and in this connection warrants that its goods, services, facilities, privileges, advantages and accommodations will be in full compliance, to the extent applicable, with the Act and any regulations or guidelines pursuant thereto or as hereafter supplemented or amended. Such compliance shall be inclusive of, but not limited to, accessible and barrier-free meeting space. Chapter agrees to contact IREM if specialized service providers will be required by any student, such as sign language interpreters or auxiliary aids that may be required by students. IREM agrees to go to reasonable lengths to accommodate such requests. 17

MPSAXM Offering Hours The New Capstone Track schedule is below: Monday Tuesday Wednesday Thursday Friday MPSA Day 1 (Includes CPM001 concepts) MPSA Day 2 (Includes CPM001 concepts) MPSA Exam Day 3 MPSA Exam Day 4 CPM Exam A.M. 8:00 a.m. 12:00 Facilitator: IREM Instructor Facilitator: IREM Instructor Proctor/Administrator: Trained IREM Staff Proctor/Administrator: Trained IREM Staff Proctor/Administrator: Trained IREM Staff Administrator: IAE Administrator: IAE Monday: Day One 7:30 a.m. Course Administrator arrival 7:30 a.m. 8:00 a.m. Set-up by Course Administrator 8:00 a.m. 8:30 a.m. Registration (handled by Course Administrator) 8:30 a.m. 5:00 p.m. Class time IREM Instructor 12:00 noon 1:00 p.m. Lunch Break (students asked to provide/purchase on own) Tuesday: Day Two 8:00 a.m. Course Administrator arrival 8:00 a.m. 8:30 a.m. Set-up/Greet students 8:30 a.m. 5:00 p.m. Class time IREM Instructor 12:00 noon 1:00 p.m. Lunch break (students asked to provide/purchase on own) Student Evaluation forms should be distributed and completed at the end of Day 2! Wednesday: Day Three (first day of MPSA exam) 7:30 a.m. IREM Staff arrival 7:30 8:30 a.m. Set-up/Greet students 8:30 a.m. 5:00 p.m. Exam time IREM Staff Proctor 11:30 a.m. 12:30 p.m. Lunch break (students asked to provide/purchase on own) 18

Thursday: Day Four (second day of MPSA exam) 7:30 a.m. IREM Staff arrival 7:30 8:00 a.m. Set-up/Greet students 8:30 a.m. 5:00 p.m. *Exam time IREM Staff Proctor 11:30 a.m. 12:30 p.m. Lunch break (chapter provides lunch) Friday: Day Five (CPM exam) 7:30 a.m. IREM Staff arrival 7:30 8:00 a.m. Set-up/Greet students 8:00 a.m. 12:00 p.m. *Exam time IREM Staff Proctor MPSAXM: Ordering Food and Beverage Beverages should be available beginning at 8:00 a.m. daily. Days One Through Three: All Day: water throughout the day (required) Morning: coffee/tea service (recommended) Afternoon: coffee and soft drink service in the afternoon (recommended) Day Four (final day of the exam): All Day: water throughout the day (required) Morning: coffee/tea service (recommended) Lunch: lunch service at noon (required) Course Administrator must coordinate catering / logistics for this and ensure ample food/beverages for all students and facilitator Afternoon: coffee/tea and soft drink service(recommended) Receiving and Verifying Offering/Exam Materials The chapter is responsible for ordering materials a minimum of two weeks (10 business days) prior to the offering start. This is done by submitting the MPSA Course Materials Order Form.You can find these resources by logging into www.irem.org. Go to About IREM Chapter Services Course Sponsorship When submitting the MPSA Course Materials Order Form, you must specify the number of students registering for each property type! NOTE: This information is captured on the course roster if students registered through IREM HQ. 19

The Chapter is expected to verify all materials upon their arrival, using the MPSA Materials Checklist located on the Chapter Services / Course Sponsorship page of the IREM website. You can find these resources by logging into www.irem.org. Go to About IREM Chapter Services Course Sponsorship The Chapter must notify IREM immediately if any materials are missing. Contact Education Services at edservices@irem.org with any questions. The Chapter is responsible for ensuring all offering materials are transported to the site location and available for the instructor on the days specified. In addition, chapter agrees to provide a secure location to house materials during offering/exam process. 20