CHAPTER 2: PLANNING A SUCCESSFUL
PROGRAM
Nine Programming Guidelines
- Don’t plan programs simply for the sake of programming.
- Assess the needs of your floor and organize fun and interactive programs to
meet those needs.
- First understand the purpose behind programming before bestowing your knowledge
on others.
- Concentrate on “content-oriented” programs, instead of throwing together
a program just to do it.
- You must motivate yourself before you can motivate others.
- Actively seek the support of others before initiating a program. For example,
can you interest your floor representative, Complex Community Council, other
staff members in the topic or idea?
- Evaluate success in terms of the degree of knowledge participants acquire as
a result of your program, not in terms of the number of people who attend.
- Raise awareness about the need for programming with fellow students, faculty
and staff by doing inclusive programming.
- Have fun and benefit from programming.
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A Step-by-Step
Guide to Program Planning
Step 1: ASSESS
NEEDS:
- Needs can be assessed through:
- Interest Surveys
- Informal Contact
- Committees and Student Input Groups
- Floor questionnaires
- Student Development Concepts
- Brainstorming
- Problem Solving
Step 2: CHOOSE A PLAN AND PREPARE YOUR PROGRAM:
- Pick an appropriate topic
- Set up a “program committee” which includes residents
- Identify the purpose of the program
- Ask yourself, “How can I incorporate a faculty member into my program?”
- Determine goals of the program
- Identify possible resources
- Determine time length of program
- Determine vehicle of presentation (film,
discussion, etc.)
- Ask yourself, “If I’m showing a movie, am I violating copyright laws?”
If you aren’t sure, check with your Complex Coordinator.
- Ask yourself, “Is my program inclusive of
different cultures?”
- Contact resources
- Establish a time, which is good for residents
and resource people
Step 3: MARKET YOUR PROGRAM:
- Decide on a title that will attract people
– be creative
- Determine type of publicity
- Word of mouth
- Doorknob hangers
- Invitations
- Mailbox stuffers
- Signs (large and small) – hung in strategic locations (ceilings, floors, etc.)
- Message written on toilet paper rolls
- WVUD Radio and/or SLTV Announcement
- Involve other people in publicity planning
- Timing of publicity is important
Step 4: EVALUATE AND FOLLOW-UP:
- Clean up area where program was held immediately
following the program.
- Process with group – what could have been added to the program? What could
have been better about the program? Would you encourage others to come to
a program like this next time?
- What was successful about the program?
- Fill out the evaluation form within 24 hours
of program.
- Seek program-of-the-month nominations, if
appropriate.
- Send thank you notes to presenters
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Program Evaluation Form
A program evaluation form must be completed within
24 hours of each program. The primary person responsible for organizing the
program is responsible for completing the form. The
program evaluation form is located on the Residence Life Website at the following
location:
http://www.udel.edu/reslife
To access it, click on the link titled “Program
Report Form.”
(Copies of the web form are included following
the directions.)
Directions for completing the program
evaluation form:
- The link above will take you to “Program Evaluation Form.”
- Select the appropriate complex, building and area.
- At “Program Sponsor” select either “ORL”,
indicating that the program was planned by an Office of Residence Life staff
member; or select “HG/SIH” indicating that a Complex Community Council or
Special Interest Community planned the program.
- The title of the program should be entered
with correct spelling and appropriate capitalization in the “Title of Program:”
field.
- Next, list all program organizers. In the “Level” section for each organizer,
select either “Primary” or “Secondary.” A primary organizer is the RA or
HD who coordinated the program. This is the person who will receive “credit”
for planning the program. Only with permission from your Complex Coordinator
may you list multiple primary organizers. Secondary organizers are any other
staff members or students who assisted in the planning of the program. They
will not receive “credit” for the program. Please be sure names entered in
these fields are spelled correctly without the use of nicknames. Please note
that last name gets entered first. If the program wins a program-of-the-month
award all “organizers” will share that award. “Staff” should be listed
as the primary organizer for all programs completed to fulfill staff requirements.
No individual staff names should be included.
- “Guest Presenters” include any outside speaker or facilitator used in the
program. This includes faculty members for faculty programs. Please note
that last name gets entered first. It is very important that you also indicate
the presenter’s organization or department (i.e.: engineering, psychology,
Wellspring, etc.). Please do not use abbreviations when completing any of
these fields.
- “Program Date” should be completed using the MM/DD/YYYY format. For example,
09/02/2002.
- Time should be represented in decimal fashion using the HH:MM [space] AM
or PM format. For example, 12:03 AM.
- The cost of the program should include the total expenditure spent to organize,
publicize, and carry out the program. Amounts should rounded to the nearest
dollar – no cents please! The dollar sign ($) should not be included in this
field.
- Under “Funding Source”, select the source which provided the primary funding
for your program. If you select “Other,” please provide a brief explanation.
- The “Number in Attendance” field should be completed for each program unless
the program was passive in nature. In that case, leave this field blank.
- Category descriptions are available in the Programming Resource Guide.
You may select only one category for each program. If you are uncertain as
to which category to select, please consult with your Hall Director.
- Under “Type of Program:” select all that apply. Many programs may be a
combination of multiple types. Please select only those which are relevant.
The following definitions should assist you in your selections:
- Lecture – A program in which a majority of
the information conveyed to the participants is conveyed via a lecture.
- Discussion – A program in which residents
learn about a subject through discussion. A guest expert, possibly a faculty
member, may facilitate the discussion. A discussion differs from a lecture
in that no single person is conveying all the information.
- Service/Volunteer Project – A program involving a community service or volunteer
project.
- Faculty – An activity involving a faculty
member. Credit will be given for the completion of a faculty program only
if a Professor, Associate Professor, Assistant Professor, Lecturer, Academic
Dean, Academic Department Chair or primary instructor for a current undergraduate
course offering participates.
- Alcohol – A program that serves to educate residents about
alcohol use and abuse.
- Passive – A program that does not require
the interaction of residents. Typically a display or bulletin board. Passive
programs must be pre-approved by Complex Coordinators and if at all possible,
should correspond with an active program. Passive programs should be located
in a central location, preferably in a showcase when one is available. RAs
are limited to two passive programs per semester.
- Informal – A program that is not planned
intentionally but which spontaneously occurs. For example, an impromptu gathering
of 10 residents who discuss a recent media event. In order to receive programming
“credit” for an informal program, the content must be educational and of substance.
Consult with your Complex Coordinator or Hall Director to determine if you
may receive “credit” for an informal program. Each RA may only receive credit
for two informal programs a year.
- Weekend - Weekend programs are those programs
planned to occur on Friday night or Saturday night and can be either social
or educational in nature. They should extend late into the night. The goal
of weekend programming is to provide residents with activities that are alcohol-free.
- Interactive/Experiential - Programs such
as trips, trust exercises, outings, etc., which are more active in nature.
- Complete the “Advertising Methods” section
with a brief description of the types of publicity you used and when implemented.
- Complete the “Program Description” field with a brief and concise
explanation of the program. This description should serve as a summary of
the program.
- Complete the “Suggestions for Improvement” field with any suggestions you
have for how the program might be improved. If you have no suggestions, you
may leave this field blank.
- To submit the form, click on “Submit this form” once. This will take you
to a preview page where you can proofread your information and make sure that
everything is correct.
- Once you are sure that everything is correct, click on the “Mail to CC”
button. This will send a copy of the Program Report to your CC. If the mailing
was successful, the page will stay on your screen. If you would like to fill
out another Program Report Form, click on the link at the bottom of the page.
If you have any questions or concerns about the program evaluation
form, please discuss them with your Complex Coordinator.
Some Reasons Why Programs Fail
- Poor Publicity
- Not eye catching
- Not enough
- Not far enough in advance
- Too far in advance
- Not creative or informative
- Too cluttered
- Poorly located
- Poor Program Design
- No set goals
- Failed to get input
- Reached wrong group
- Not well planned
- Programs ran too long
- Didn’t specify with speaker or facilitator
the desired topic
- Didn’t follow university procedures
- Failed to properly reserve space
- Poor timing
- Didn’t check out other scheduled activities
- Held program at inappropriate or ineffective
time of day
- Didn’t get the support of your colleagues
- Poor Location Selection
- Too far from students
- Not comfortable
- Too cold or too warm
- Too many distractions
- Not known to students
- Poor Facilitators
- Poor interpersonal skills
- Poor speaker
- Not knowledgeable enough
- Unprepared
- Doesn’t show up
- Not interesting to residents
- Some Other Things that can Go Wrong
- Film doesn’t arrive
- Equipment doesn’t work
- Poor film quality
- Room not set up or lights don’t work
- Other helpers don’t come through
- Run short of money
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Contacting a Presenter
If you are looking for someone
to present, but don’t know where to start, try talking with HDs, CCs, and other
RAs (from your building AND others). They may give you an idea of who you might
contact.
Remember presenters may not always be available to
present…Always try to contact them early!
A FEW TIPS THAT MAY BE HELPFUL
IN CONTACTING A RESOURCE PERSON:
- Explain who you are.
- Explain how you found out about them.
- Explain what it is you’d like from them,
including:
- Topic or information you hope to hear.
- Date and time of event.
- Number expected to attend the event.
- Where the event is taking place and
directions for finding the location.
- Place and time you will meet them.
- Have an alternate date in mind (be flexible).
If the person agrees to help with a program or event,
be sure to:
- Thank them for their time.
- Confirm all arrangements with them.
- When confirming with them write down specific program
questions and information while on the phone.
- Send confirmation note 3 days to a week ahead of the
program date.
- Within 2 days after the program, send a personal thank-you
note.
Be a Good Host!
IF AT FIRST YOU DON’T SUCCEED;
TRY, TRY AGAIN!
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