Online Training Resources for Course Organizers

Standard Operating Procedures for Online Training

Credit: Sue Dilli and Jackie Burkhardt (MARAMA)

Backround

There are many reasons to hold a webinar. These may include:

• As cost saving measure to allow training without travel expenses
• Extend an in-person training to prepare students (including installing software) or provide advanced training. (Examples: Training on the use of the EPA Oil & Gas calculation tool)
• Presentation by multiple speakers who would otherwise not be available for an in-person meeting

Engaging the Audience

Webinars are very different than in-person meeting. The audience is located in their own offices, which have a multitude of distractions. They almost always have their email on, to-do lists are nearby and co-workers may drop in and ask questions. In addition, when several participants are watching together, they may put the webinar on mute and have a side-bar discussion about the material being presented.

• Because of the number of people on the line, we have typically kept everyone on mute and ask them to type questions into the webinar chat box. Therefore, it is critical to continually reach out to keep the audience engaged. Things that can be done to maintain attendance:
• Poll questions
• Code words required for certification
• Question and answer periods with plant questions

For this reason, it is difficult to specify many of the upstream organizational tasks. These tasks could include (sometimes needed, sometimes not):

• Develop a project plan
• Finalize topic, title, abstract and speakers
• Develop short description of webinar (this will be used later for promotion and webinar posting)
• Email confirmation from the instructor that the slides and webinar recording can be posted.
• Setting up a registration page
• Promotion
• Send email registration

Contract and RFP Elements

If the webinar is happening as a result of a contract, include responsibilities of the speakers in the contract terms. This would include:

• Draft agendas for the webinars
• Statement that the funding agency will review and comment on slide sets
• The need to engage the audience, such as with poll questions.
• Approval for posting and recording of webinar and slide sets.
• No copyrighted material can be included in the materials to be posted.

Draft Online Training Contract Language from LADCO

In addition to teaching the course, the CONTRACTOR will provide the following

• Administration of pre and post-course quizzes for evaluating how well the course materials were assimilated by the attendees; CONTRACTOR will summarize the results of the quizzes and report the results to LADCO.
• Course slides and the student manual, including the course syllabus, in PDF formats following presentation of the course.
• An online delivery platform with up to 30 seats for LADCO member state staff to participate in remote learning; the platform will include capabilities for the instructor(s) to communicate with remote participants, including audio, video, screen sharing, and a question and answer/chat box. Additional capabilities to facilitate interactive communications during the online training may include polls, break-out rooms, and an electronic white board
• A moderator will be present during the entire online course to assist the instructor. The moderator will resolve any technical issues with the delivery platform, respond to questions about the course delivery and content, and monitor participant engagement during the course
• A 1-2 hour practice session with the CONSORTIUM at least one (1) week prior to the live training event to test the online delivery platform, including the interactive features of the platform, and the access to the platform by remote attendees
• A detailed description of how remote attendees will connect to the daily sessions of the online training event. The details will include the name of the delivery platform, i.e., GoToWebinar, a URL link to connect to the event on each day, a meeting ID and password, and instructions on how to connect to the training event through both a desktop client and a web browser client. The connection information will be provided to the CONSORTIUM at least one (1) week prior to the live training event.
• An instructors evaluation report with the pre- and post-test results, student evaluation summaries, course evaluation results, including responses requiring attention, and an analysis of course materials, logistics, and other pertinent information; the evaluation report will be provided by CONTRACTOR along with an invoice for services within 30 days of completion of the training event

Instructor Training

A webinar facilitator is needed to support the instructor. It is enough for a presenter to explain material clearly in the unfamiliar webinar setting and manage their own slide set without having to also operate and troubleshoot the webinar software.

Limit the training on the webinar software to the use of the cursor as a pointer and sharing slides. If an instructor wants to use other materials, such as a live demonstration of software or playing a video, ask them use another window on their machine and toggle between those windows, rather than embedding in their slides.

Guidelines to follow in the instructor training session

Before the Event

• Review of the run sheet (what is this?)
• Explain how to address live questions
• Explain the role of the poll and plant questions
  • An opportunity for engagement with the students, to reteach if necessary, and re-emphasize important points
• The PowerPoint Presentation is open on your desktop
• Close all other programs, especially anything that has pop-ups or reminders; disable email/calendar notifications
• Any additional files, such as diagrams or videos that are not included in the PowerPoint Presentation should be open on the instructor's desktop
• How to close the unwanted pop-up window about computer memory being limited
• Instructor should have their cell phone on their desk and turned on. Webinar facilitators will use this to contact the instructor in an emergency.
• Ensure instructor is using the same computer and audio for the practice as they plan to use on the day of the webinar for the training.
  • Have a backup plan for audio on the day of the webinar in case of malfunction; cell phones are good. Exchange numbers prior to the webinar.
  • Send the final presentation to the facilitator at least 2 day before the webinar. This copy will be used as a backup in case the instructor is not be able to use their computer to present.
• Technical things to demonstrate during the training session
  • Facilitator will generally manage all of the webinar controls
  • Instructor will need to accept the “Show your Screen” box
  • Instructor will use their cursor as a pointer
  • Presentation should open and in slideshow mode on their desktop
  • If using multiple media formats (video or live software demonstration), practice switching between them
  • Review how to use chat box to communicate with other participants.

During the Event

• Audio
  • If using a landline, DO NOT use a speakerphone. It is preferable to use a headset with microphone
  • If participating via VOIP, make sure to use a headset with microphone
• Live Webinar Monitoring
  • During the training, monitor how the presenter’s slides are advancing; if there is a delay, ask instructor to adjust their delivery timing
  • Log in at least 20 minutes prior to the webinar
  • If you need to update your slides following the webinar, please send a new version within 24 hours. Make sure there is no copyrighted material in the set.

After the Event

• Last day of training: Email post-test instructions to participants
• Within 1-day after: Email evaluation link
• Within 1-day after: Answers to any questions or issues that came up during the webinar
• Within 1-week after: Confirm certificates of completion have been sent to the participants

Prepare Webinar Materials

• Post webinar on Go-to-Webinar software
• Prepare Introductory slide set
• Obtain presenter slide sets
  • Create run sheet
  • Develop post-webinar evaluation

Example Online Training Schedule

• 4 weeks prior - Obtain draft presentations from speakers
• 3 weeks prior - Feedback on presentations to speakers
• 1.5 weeks prior – Prepare a packet for the speaker orientation
  • Prepare poll questions and “plant” questions to engage audience
  • Prepare a run sheet and distribute it to presenters
  • Prepare draft survey for feedback during speaker orientation
  • Prepare an introductory slide set for the webinar
• 1.5 weeks prior - Final presentations delivered to facilitator before the speaker orientation
• 1 week prior - Speaker orientation.
• 1 week prior – Exchange cell phone numbers
• 4 days prior - Post slide sets to website and/or distribute to attendees
• 4 days prior – Email registrants
  • Last minute instructions
  • Details of how to obtain certification
  • Inform them that the slide sets have been posted

Sample Course Announcement

Congratulations, you have been nominated by your agency to attend [Course #]: [Course Name] virtual instructor-lead training course. This course will be held over [#] days beginning on [Date]. All training course details are listed on the attached flyer. In order to receive a certificate for completing the course, it is very important to attend all sessions, complete homework assignments, take both the pre and post- tests, and complete the online evaluation survey on APTI Learn.
 
Links to register for the course and take the pre-test are below. You must take the pre-test no later than [Day, Date]

SCHEDULE: [Dates] ([Times])
INSTRUCTOR: [Name, Affiliation]  
REGISTER: Click to Register for the Webinar | Click to Register on the EPA LMS (note that you have to register on both places) 
PRE-TEST: Click to take the Pre-test (complete by Friday, June 19th)

After the Course - What to expect
A post-test will be provided by the instructor 
A course evaluation will be distributed at the conclusion of the course
Certificates of completion will be issued upon completion of the post-test and evaluation

Get the most out of the course
- Clear your schedule to focus on the instructor and course materials
- Minimize distractions
- Ask questions
- Participate in the interactive exercises