Overview
This coordination/preparation begins just after teachers are selected.
Travel Logistics
In recent years ARCUS has contracted with Julie Griswold whom coordinated with staff on various logistics including travel.
Logistics Memo
Arrivals and Departures
Post-Orientation Document Collection (this could be linked to wherever ARCUS is storing travel policies and procedures.
Initial Prep Email
Teachers need this prep email at least 3 weeks before orientation begins.
Teacher Prep Email Template (TXT - 4KB)
Content to be prepped:
Expedition Pages
Coordinate with ARCUS staff on the curation and publishing of expedition pages and review by the team's teachers and researchers. This prep email offers a reminder to be sure the information is all correct on these expedition pages.
Reminder or Introduction to Evaluation
Coordinate with evaluation team on the sending links for the Science Instruction Survey and Science Content Knowledge Surveys. If they have been sent, then you likely also sent a note to teachers previously that alerted them to look out for PolarTREC-related emails from the POC of the evaluation team (ie., Jen Danielson or Angela Larson). Otherwise those emails may get overlooked. If it hasn't been sent yet, introduce that team here and have teachers be on the look out for these surveys. They must be completed before arrival at orientation.
PolarTREC Apparel
To have any items embroidered, they must let you know how many items, and type of items (hat, fleece, t-shirt, etc) ahead of time. You should have already called Trademark in Fairbanks to check-in with orientation dates, and needs for the group. Typically we drop off gear on the Monday of orientation and pick-up on Thursday. Trademark needs to be aware of how many items need embroidery so they can staff appropriately. They'd like this information 2 weeks in advance. Be sure to send attachments in this email that show the logos to be embroidered.
PolarTREC Logo for Light Clothing (Filename 6622_pkt_lights.jpg)
PolarTREC Logo for Dark Clothing (Filename 6622_pkt_darks.jpg)
This also can include a link to the ARCUS/PolarTREC cafe press store, if they want to order items ahead of time.
PolarTREC Alumni at Orientation
Let the new teachers know about the selected alumni to attend orientation and suggest that they read some of their expedition journals.
Clothes for Outdoor Activities
Coordinate with program staff about who may be able to provide cold-weather clothing for teachers to borrow during orientation. Collect info on items and sizes needed, at least 2 weeks before orientation.
Dietary Needs and Restrictions
For catering and group dinner purposes, ask for this information ahead of time. Often times they forget to put it on any health forms, and those arrive with them at orientation so its too late to make major changes for the orientation meals/catering.
Pre-Orientation Assignment
Include the assignment worksheet with this prep email. They should be looking at the website and reading journals to answer the assignment and come to orientation prepared.
PolarTREC Pre-Assignment (DOC-226KB)
Send a Fun Fact
This is important if you are doing an icebreaker at orientation that allows people to get to know each other by sharing an unusual fun fact.
Other Items
- Let them know the agenda will come soon.
- Reminders to return the health and safety form, risk acknowledgement form, and evaluation acknowledgement form that were sent in their acceptance packets after the selection process was completed.
- ARCUS needs a copy of their heath insurance card at orientation.
Helpful Hint Use a teacher participant tracker like the one included here to track a variety of these components.
Teacher and Researcher Tracker Template (Excel - 40KB)
Final Prep Email
This email can go out about 48 hours before orientation begins. The majority of this email is reminders about the above, if you find that folks have not responded accordingly.
Agenda
Throughout the final week of orientation planning there will be major updates to the agenda. Do not send an agenda out any earlier as it will change significantly.
Participant List
This is generated from the SAM database.
Arrivals and Departures
This can be used by folks to coordinate airport travel, and transportation to the hotel in Fairbanks.