Facilitator+information

= Information for Facilitators =

Facilitator Tips, Tricks, Hints and Instructions
Thank you for volunteering to be a session facilitator for the TCC Online Conference. Our goal is to have each Elluminate Live session facilitated by a host person. A Learning Times tech support person will also attend each live session. Facilitators should be comfortable using the Elluminate platform to help others, who may be first-time participants.

The role of the facilitator is to host the session. Most of your work is at the beginning and at the end, including welcoming participants, introducing and encouraging the speakers, monitoring what's happening during the session, and helping to wrap up the session on time. Your input on what worked well this year and what needs improvements for next year will also be very useful at the end of the conference. The Learning Times team will take care of all technical issues such as connectivity, or problems with microphones or uploading presentations, etc.


 * Prior to the Start of the Conference: **

Click here to view recordings of the [|orientation session]for presenters and/or facilitators. The orientation will introduce you to the session platform and its various features. We use a Wiki to record session times and to assign facilitators, this should reduce the number of emails you receive during the last week leading up to the conference. It will also provide an easier way for you to track your sessions during the conference. To view the sessions schedule go to the wiki and click on tentative progam. You'll find 1/2 hour blocks like this one:

tb13 Alice Bedard-Voorhees At the QR Bar (code) (Nia Hunn)

The presenter name is listed on top of the name of the session and the facilitator's name is listed below the name of session (in parenthesis). For example facilitator for this session is Nia Hunn. Please send me an email with the code (ex: tb13) or copy of that block. Then I'll update the wiki and send you a confirmation email of your scheduled sessions.

There will be some unavoidable last-minute rescheduling of sessions. We understand if the new time/date is problematic for you. Let the coordinator know Pua at facilitate4tcc@gmail.com and we'll find a replacement for that session. We recommend you try to login at the Elluminate demo first (a day ahead) to make sure you have all the right Java modules: []

A headset with microphone is absolutely necessary to facilitate the session. If you have IT problems related to the loading of the modules, please see: [] or [] If IT problems cannot be resolved you will need to contact your University/School IT department. Some universities in Africa have reported problems related to proxy settings - so please try this ahead of time so you will be prepared for the day of the event. To learn to use Elluminate go to: [] or[]


 * Before a Live Session begins: **

If the presenter has provided a paper or other resource in conjunction with their session, find time to read it before the session begins. You may be surprised at the number of participants who don't do this. Think about a question or two you might want to ask toward the end of the session if the group participation is lacking. Participation is usually strong in these sessions but it doesn't hurt to be prepared and the presenter may thank you later if they don't have to look at and listen to dead space when the presentation is finished. You may also be able to respond to a question in the chat area by referring the person to the written materials in the conference resource area. Look at the presenter’s bio in the general information area of the conference. This will help you do a very brief introduction at the beginning of the session.

Go to your session at least 10 minutes before it is scheduled to start. This will allow you to make sure your headset is working properly. Use the audio setup tool if necessary. Then as other attendees begin to arrive welcome them verbally or through the chat box. Encourage them to use the audio setup tool if they have a headset. This interaction reassures participants (especially novices) that they are not lost but are in a room that is live. If you do encounter difficulty with logging in to your session 10 minutes prior to the start time, please send a quick message to help. Staff is monitoring messages and is able to respond to you quickly. Provide a phone number as well so they can contact you. If you encounter network or other communication problems, here's a toll free phone number to call:1.888.222.9749.

When you enter a room you will be listed as a participant. Identify yourself to the Learning Times moderator and he/she will promote you to moderator status. Ask the presenter(s) if there is anything specific they want in the way of an introduction, or if they want to do those themselves. Offer to be of help during the session in whatever way will be most useful to the presenter. This may include watching the chat area while the presentation is underway. Some presenters like to focus on the presentation and appreciate having someone else pass along to them any questions that come up. This frees them from having to read every entry in the chat area, and there is usually a lot going on there. Other presenters are comfortable with multitasking and won't need help with this. If there are multiple presenters in a session they usually divide these tasks among themselves.

Another way to organize questions is to ask people to click on the “raised hand” icon toward the top left of the session window. If the presenter wishes to use this feature the participants will even be numbered in the order they raised their hands. Ask the presenter if they would prefer attendees ask questions through the session or hold all questions until the end. If they want to hold questions to the end, ask how much time they want to reserve for questions and answers.


 * <span style="font-family: Arial,Helvetica,sans-serif;">At the Start of a Session: **

<span style="font-family: Arial,Helvetica,sans-serif;">Sometimes there is a slight delay as the presenter and moderator get all the needed materials in place. If you notice the group has been sitting patiently you can ask “Where in the world are you right now?” or “What did you eat for your last meal?” etc., as a way of keeping people's attention until the presenter is ready to go. After the Learning Times moderator has finished his/her introduction/explanation and turned on the recording software, you will be asked to introduce the presenter and begin the session. Keep this intro very brief (time is precious). However it is good to welcome the presenter and express the thanks of TCC, University of Hawaii, and Learning Times. Thank the presenter's in the conference and for the participation of everyone in the session.

<span style="font-family: Arial,Helvetica,sans-serif;">As the presentation unfolds:

<span style="font-family: Arial,Helvetica,sans-serif;">Use the emoticons and the chat area. This will demonstrate to the participants how these can be used by them as well. Sometimes the Learning Times personnel are covering several sessions at the same time. You do have the ability (if you were made a moderator in the room) to adjust microphone levels for other speakers. If someone is too loud or too soft and the moderator is “away” you can make needed adjustments. Any movement during the session (through PowerPoint slides, out to websites or other resources, etc.) will be handled by the Presenter and the Learning Times person.

<span style="font-family: Arial,Helvetica,sans-serif;">If the presenter plans to wait until the end for questions you can monitor the chat area -- As questions appear you can reply and share that information there. Ask attendees to hold those questions until the end. If questioners are using the raised hand icon, they often forget to click the icon a second time to remove themselves from the list. You have the ability, as a session moderator to remove them. This helps avoid confusion. There has only been one occasion (to our knowledge) when session attendees were behaving in an inappropriate fashion. Derogatory comments in the chat area were aimed at the presenter. If such a situation should arise, you can have a private chat with the Learning Times moderator. The two of you have the power to exclude session attendees from the chat area or from the session entirely, just as people can be escorted out of a face-to-face conference session.

<span style="font-family: Arial,Helvetica,sans-serif;">If attendees are taking up the chat area (and session time) with private conversations unrelated to the session, remind them (via a chat message directed to them rather than to everyone in the room) that all chat conversations are seen by the presenters and moderators. It is distracting to presenters if unrelated conversations are happening during the session. Let the people know the Luau Lounge is available in the main area of the conference site, for people to meet and visit with each other.


 * <span style="font-family: Arial,Helvetica,sans-serif;">In the Middle of the Session: **

<span style="font-family: Arial,Helvetica,sans-serif;">About 20 minutes into the session, record the number or participants who are present. Send an email with the name of the session and the number of attendees to Pua (facilitate4tcc@gmail.com) after the session is concluded. The number should exclude the moderators, presenters, and facilitators. These people are listed at the top of the session in bold so they are easily identified. Toward the end of the Session: Presenters are (hopefully) enthusiastic about their subject. They will have more knowledge than can be shared in the allotted time. So it is very important for you to help them keep track of the time. Please notify them, via moderator-only chat entry, when there are 10 minutes remaining, 5 minutes remaining, and 1 minute remaining in the session.


 * <span style="font-family: Arial,Helvetica,sans-serif;">At the End of the Session: **

<span style="font-family: Arial,Helvetica,sans-serif;">Thank the presenter (again on behalf of TCC, University of Hawaii, and Learning Times). Encourage attendees to express their appreciation through the applause emoticon or in the chat area. You do not have to stay in the room until everyone else has left. You can set an example by leaving the room for the next session you are planning to attend.


 * <span style="font-family: Arial,Helvetica,sans-serif;">After the Session is concluded: **

<span style="font-family: Arial,Helvetica,sans-serif;">Send the email to Pua (facilitate4tcc@gmail.com) with the name of the session and the number of participants. Let Bert (bert@hawaii.edu) and Pua (facilitate4tcc@gmail.com) know how the session went; especially, if there were difficulties or you have suggestions for other facilitators.

<span style="font-family: Arial,Helvetica,sans-serif;">At the end of each Conference Day:

<span style="font-family: Arial,Helvetica,sans-serif;">There will be a “Happy Hour” gathering in the Luau Lounge on selected days, providing a place to relax after your hard work today. We'll also have the chance to compare notes and polish our work as facilitators so everything will go even more smoothly tomorrow. I know some will not be able to attend but if you can, even for part of the time, drop by the Luau Lounge and let us know how it went for you that day.

Sharing summary By Nick L. 1. I would log-in to the assigned room a bit earlier. 2. The Learning Times staff would promote me to moderator status and the presenter to presenter status. 3. I would briefly introduce the presenter and then it will be their show. 4. I will keep track of time and remind the presenter when there are 10, 5 and 1 minutes left (25 minutes in total) via private chat. 5. Upon the conclusion of the session, I will thank the presenter on behalf of TCC, University of Hawai, and Learning Times and encourage applause. 6. After the session, I will send you an e-mail with the name of the session and number of participants and how the session went (copying Bert).


 * <span style="font-family: Arial,Helvetica,sans-serif;">Thanks again for volunteering for this very important role. **