User:Tomcloyd/BRIEFING SHEET - Aug. 19-20 Campus Ambassador training

''Greetings to all confirmed participants! Here is where we will maintain a copy of the most current information available about our coming training. If you "watch" this page, you'll get email updates of changes. Important ones, if any, will be emailed to you anyway, but should you not have access to your email, you can always come here for updates.''

Dates / Daily Schedule
We'll meet on Friday, August 19 and Saturday, August 20.

We'll meet from 8-9AM for breakfast, start training at 9, break for lunch, served onsite, and continue training until around 5PM, both days.

Venue
We'll train in the upstairs meeting room of the Cafe Allegro, in the University District, Seattle. WiFi access should be available.


 * address: 4214 University Way NE (in the alley behind Magus Bookstore), Seattle, WA.
 * phone: 206.633.3030 (but to reach the training staff, call Tom - (435) 272-3332)
 * map and directions

Preparing for the training
Individuals coming to this training vary widely in their backgrounds, relative to Wikipedia and to familiarity with technology in general. A number of people are exceptionally well informed in both areas, while others have minimal background, at least with Wikipedia.

I have prepared two resource access sheets which all trainees would do well to review:

QUICK-START RESOURCES for Wikipedia Global University Program faculty & students new to the wiki - Structured as a kind of meta-tutorial, the first part of this is elementary and simple, but it concludes by giving you access to two free, downloadable books on Wikipedia. Use this to review and augment what you know, if you're not already rather experienced with Wikipedia. For those how are experienced, I recommend simply that you look over these materials so that you'll be in a position to recommend them to your students, as needed, when you're working with a class as a Campus Ambassador.

BRIEFING SHEET FOR UNIVERSITY FACULTY: THE WIKIPEDIA GLOBAL UNIVERSITY PROGRAM - a one page summary with links to multiple in-depth resources. All professors with whom you will be working will have seen this. If you want to know well what they will know about the Wikipedia Global University Program (and quite possibly learn a few things yourself), I suggest you do some readings off this resource list.

Finally, if I were you, I would also do the following, before next Friday:
 * 1) Get a Wikipedia user account, if you don't already have one.
 * 2) Find a Wikipedia article that interests you, or start one, and do some serious editing with it. Do something with it daily until next Friday, so that engagement with Wikipedia becomes a part of your life, for a time. Repeated exposure (and correct practice) is the best way to learn something well.
 * 3) Write something meaningful about yourself on your Wikipedia User Account page. Not only is this another chance to practice edting (as well as the process of content design and writing), it gives you a presence at Wikipedia for your students to discover.

Your students will be engaging with the Wikipedia interface, and you need to have comfortable familiarity with it. The resources in the first list above should provide you all the help you need to follow these recommendations.

Expenses - covered/reimbursed
(from Mishelle Gonzales, Wikimedia Foundation)

To help clarify what Wikimedia Foundation (WMF) will pay for in regards to the training logistics, we have created a quick reimbursement guide below.

Generally, Wikimedia Foundation will pay for all the items listed below. Please note that we will arrange and pay for Flights, Amtrak trains, hotels, breakfast and lunch (at the training venue) at the event. All other items listed below will need to be paid for by the Campus Ambassador trainee and be reimbursed after the event -- once all receipts and expense forms have been submitted and approved for payment.

NON-LOCAL Ambassador Travel Reimbursements/Arrangements: Wikimedia Foundation will arrange and pay for:
 * Flights or train
 * (3) nights at the hotel

If you take a plane or train You (Campus Ambassador Trainee) will need to arrange, pay and be reimbursed for:
 * Public transportation from the airport/train station to the hotel
 * Public transportation from the hotel to the training venue if required
 * Public transportation from the training venue to the hotel if required
 * Public transportation to the airport/train station from the hotel

If you take a bus: You (The Campus Ambassador) will arrange, pay for and be reimbursed for:
 * Ambassadors taking the bus will need to arrange and pay for the tickets themselves, then submit on an expense form
 * Public transportation from the bus station to the hotel
 * Public transportation from the hotel to the training venue if required
 * Public transportation from the training venue to the hotel if required
 * Public transportation to the bus station from the hotel

If you are driving:
 * We will pay for actual gas and toll receipts to and from your home to the training venue and back home.
 * Parking at the hotel, and training venue (if no public transportation is available between the hotel and the training venue)

LOCAL Ambassador Travel Reimbursements/Arrangements:
 * Public Transportation to and from the hotel to the training venue (subway, city or campus buses)

HOW WILL YOU GET REIMBURSED?

(See next section, below, for detailed info. on this.)


 * 1) Mishelle Gonzales from WMF will send a Wikimedia Foundation EXPENSE FORM and completion instructions to all individuals prior to the training.
 * 2) To be reimbursed, WE NEED YOUR RECEIPTS. All expenses must be submitted on the approved form with original receipts according to Wikimedia Foundation accounting policies/procedures that Mishelle will outline in her email.

Reimbursement procedure
(email from Mischelle Gonzales, WMF)

To ensure that you get reimbursed in a timely manner for your approved training expenses (see item #1 below), I am attaching the Wikimedia Foundation expense form. Below are the required steps for submitting the approved expenses resulting from your Campus Ambassador training. It's very simple and has many examples for you to follow.

Here we go:

1.   Review the Wikipedia Regional Ambassadors/CA Trainings page for what we are paying for before you do anything else. Make sure your expense qualifies before submitting it so we can get your expense report processed faster.

2.   Please do NOT modify the formulas or format of this form.

3.   Some of this form is pre-populated for you, and there are several examples of how wording should be. Please provide your full legal name on the expense report and the address you want the check sent to. Although we try our best to get the checks out as quickly as possible, usually two weeks or so after the report is received and the expenses approved, we cannot guarantee a check will be issued by our accounting department on a certain date or ensure it will be received by a particular date.

4.   All expenses MUST have receipts--no expense will be paid without a receipt, no exceptions. The receipts must be sorted in chronological order by date, then numbered and listed on your expense report in that order. For example, your first expense should be #1 on your expense report and that receipt should be numbered #1.

5.   If you are in the US, you need not populate the field for currency. If you are outside of the US for training, please use the link in the heading to find the country and conversion rate, and populate the column with that rate. All totals calculate automatically when you put in the dollar amount.

6.   Print the document when you are finished populating it.

7.   Make sure that your receipts are in order and taped securely on all sides to sheets of paper.

8.   Sign, date and either scan/email, fax, or mail your completed expense report and receipts to me only at:


 * Mishelle Gonzales
 * Wikimedia Foundation
 * 149 New Montgomery Street, 3rd Floor
 * San Francisco, CA 94105
 * mgonzales@wikimedia.org
 * 415-882-0495 (fax)

The report will be reviewed and if we have any questions we will contact you. I am your point of contact on all expenses so please contact me directly if you have any questions.

Thanks again everybody, and have a great training!

Mishelle Gonzales

Trainers

 * Rod Dunican - the Education Programs Manager on the Wikimedia Foundation's Outreach team, Rod specializes in Internet facilitated learning. He has over 25 years of experience in corporate learning, management and organizational development, and has worked as a learning consultant and strategist, e-learning project manager, instructional designer, and classroom trainer
 * Tom Cloyd - Wikipedia Regional Ambassador for the U.S. "Great West" region. He is a seasoned Wikipedian and professional psychotherapist, and has conducted numerous professional workshops and trainings.

Food at the training
We'll provide light breakfast and lunch, both Friday and Saturday.

Future trainings for Campus Ambassadors
CA trainings in the future will be done via the Internet. Our main online training functionality is scheduled to be available approximately mid-December 2011 to early January 2012.

We are exploring temporary online alternatives for training CAs before then. It would be ideal to train more by the end of September, but we are still exploring options, at this point.

Additional questions?
Contact Tom Cloyd - feel free to call anytime - 435-272-3332.