- Attend Program Committee meetings and CALL Cafés.
- Provide a description, including schedule and meeting place, of each interest group in your area to the Program Committee co-chairs and the webmaster. Ensure that the information and schedules are kept up to date.
- Maintain a monthly update with Interest Group Facilitators in order to
- advise facilitators and help with any issues that might arise in their groups;
- monitor their membership numbers, assessing the possible need to add another group;
- recognize changes in focus within groups as they evolve; and
- assess the continuing viability of groups.
- Make announcements about developments in your interest area at monthly CALL Cafés as appropriate, and encourage Interest Group Facilitators to do so as well.
- Promote your interest area to CALL members informally, such as at CALL Cafés, encouraging members both to sign up for interest groups and to propose new interest groups.
- Recruit and encourage new facilitators and new interest groups through networking, following leads, and responding to suggestions made to the Program Committee.
- Report to the Program Committee monthly about the status of your interest groups, including any problems faced, new ideas, successes, etc.
- Where necessary, supply waiver forms to facilitators whose Interest Group’s activities require them. Collect the completed forms once the activities are completed or the group ceases to exist; give these to the CALL Secretary, who will keep them on file for two years.
For downloadable CALL Waiver Forms, click here.
The key role of an Interest Group Facilitator is to develop and lead programs for CALL members. Please do not be daunted by the list of duties below; they are meant to provide guidance for your all-important role.
In pursuit of this primary role, Facilitators are expected to:
Provide a completed “CALL Interest Group Description and Web Posting” form (which is found on the website under “Interest Group Resources”) for each proposed Interest Group to the Interest Area Coordinator (includes title; brief description; expectations of participants, dates, including start and end date, time and place of meetings; facilitator’s contact information; and how participants register).
In concert with the Interest Area Coordinator, create a description that not only conveys all of the basic information that members will need to know to participate in the Interest Group, but also attempts to capture the interest of potential group members and motivate them to register. (The Interest Area Coordinator is responsible for sending the finalized description to the Webmaster.)
In the case of evolving and/or repeated Interest Groups, provide the information necessary for updating Web Postings to the Interest Area Coordinator.
Accept registrations from CALL members and respond to questions from potential members. Create and maintain a list of the participants, including names and e-mail addresses, and provide this list periodically as requested to the Coordinator.
• A week before the start date, if your registration is below the minimum number, contact your Coordinator to determine whether the group should go ahead or not.
• If registration in your Interest Group is full, keep a waiting list of those wishing to register. Advise those on the waiting list and verify that they would be interested in attending if someone drops out or cannot attend a given session.
• If a member of the group stops attending regularly, contact them to determine if they’re still planning on staying in the group. If they are not, fill the vacancy with the first on the waiting list.
• Create and maintain some simple form of attendance record so an estimate can be provided upon request to the Coordinator.
• At the first group meeting, confirm, in consultation with group members, the timing, frequency and location of meetings, as well as whether group meetings will be suspended over particular periods (e.g., summer). Convey this information to the Coordinator, who will ensure that it is available on the Website.
• Also at the first group meeting, make decisions in consultation with group members about the goals of the group and the etiquette of group interaction, with a view to ensuring that all group members understand what type of participation is expected of them and that all group members feel included and comfortable in the group learning environment. In the unlikely event that tensions arise among group members that work against achieving the goals of the group, the Facilitator, in consultation with the group and with the Coordinator, is empowered to take whatever actions are deemed necessary to resolve the situation.
• Ensure that all members of the group are informed about any changes that are made to the group’s meeting schedule and/or location.
If special equipment, clothes, footwear, costs, etc., are needed for an event, make sure that everyone knows what to wear and what to bring with them.
Develop and implement a program that considers:
• the specific outcomes that will guide the program;
• the characteristics of the mature learner;
• the balance of instruction and activity necessary to engage all participants; and
• the interests of the participants within the context of the topic.
Once underway, consider how the program might be improved and how you could solicit feedback from the participants.
If feasible, have some photographs taken of group activities, ensuring that people in the photo agree for it to be posted on the Website or used in the newsletter. Forward such digital photos (jpeg format) to the Coordinator.
Identify ways to share some of what the group learns or does with the larger membership at a CALL Café or elsewhere.
July 26, 2016