Scgis scholarship program timeline
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| SCGIS SCHOLARSHIP PROGRAM TIMELINE
This is a tentative and very general timeline of organizational activities based on a complete annotated timeline of how the 2016 program was done and the beginnings of the anticipated changes and additions for the 2017 program such as the new esri advanced program. This doc will serve as the basis for a program discussion at Int'l committee meeting set for Oct 25th, in hopes of completing a final operational plan in time to present it to the SCGIS board for approval on their November 2 monthly meeting As the timeline shows, having a final, approved plan by early november is CRITICAL!
Major tasking areas are listed in BOLD YELLOW CAPS, FOR ANY TEAM THAT REQUIRES A PROFESSIONAL STAFFER IN THE LEAD, THAT NAME/ROLE IS IN GREEN HIGHLIGHT, The remaining names represent SCGIS committee volunteers who can help advise, help coordinate, and help provide backup leadership. COMMITTEE: Entire committee = Charles & Karen lead, Mervyn, Leslie, John, Steve, Diyan, Carlitos, Miriam APPLICATION & REVIEW: Application & Review Coordination Team = Mervyn Lotter = SCGIS lead coordinator and backup, Karen, Steve, Diyan FINANCE: Costing, expenses, cash management Team = Intern Cost Specialist, Sandra: Scgis Controller & Advisor, Karen, John, Leslie, Oversee the program cost estimates, set up & Manage the expenses and cash tracking systems, create the program financial report before end of FY. SCHOLARS: Scholar Support Team = Intern Communications Specialist single point of contact for scholar communications & questions, handles and schedules all the mass emails,. visa support letters, communications and social media. Scgis Advisor, Mervyn Lotter and Diyan TRAVEL Logistics = Intern Logistics Specialist SCGIS Interim Lead Coordinator = Steve Davis, Steve, Karen Redlands, Intern Logistics Team Lead Airport pickup tasks: in Davis, support from BayGeo and Eric Sandoval, SCGIS: Karen & Leslie Airport pickup in LA: Intern Logistics Team Combined Group Lead for Redl-UC-Asilomar Conference Transport: Intern Logistics Team INSURANCE: Esri HR/Health Staffer works on Health Insurance policies and helps on any car rental insurance issues. PRODUCTS: Charles Creates the fundraising materials including T-shirt, Scgis membership cards, works with conference auction folks to coordinate scholar auction contributions, Charles HOMESTAYS: Davis: Scgis Leads = Steve and Karen, Redlands Intern Homestay Planner (includes combined group for weeks 3-4) Redlands Scgis Advisors = Lisa Pierce and Bettina McLeod HOTELS: Esri Events Group/ Intern Lodging Specialist San Diego: work with Site teams on transport & checkin Asilomar Hotel reservations SCGIS Coordinator: Sandra ONSITE : Site-based support, Errands, Urgent care, lost & found, WILL NEED A CAR. Davis: SCGIS Leads: Karen and Steve Redlands Lead: Intern Coordinator San Diego Lead: Intern Coordinator Asilomar: SCGIS Provisional Lead: Steve & volunteers TRAINING: Trainers and training coordination: UC Davis: SCGIS Lead: Leslie, Karen, Carlitos, Diyan Redlands: Intern Training Coordinator SCGIS advisor & Backup = Charles TRAIN-THE-TRAINER: TTT Candidate teachers coordination: SCGIS Lead: Leslie, Karen, Carlitos, Diyan, esri? CONSERVATION SCIENCE: Trainers and guest lecturers in Conservation, Ecology, Natural History, drawn from UCD Faculty and Locally-based speakers at previous SCGIS Conferences. Coordinate joint meeting with Society for Conservation Biology & California Naturalists Program. DAVIS ONLY: SCGIS Leads: Karen & Prashant, SOCIAL: Organize social events and field trips, coordinate social media, coordinate with transport. Davis: Scgis Interim Lead: Karen & Steve, Potential program lead UCD Faculty Amber_____. Redlands Lead: Intern Coordinator Scgis Redlands Advisor = Lisa Pierce CONFERENCE: Work on SCGIS Conference with Conf Committee esp all Scholar Involvement Scgis LEAD: Sandra and Charles Esri UC: Esri Events Group , Esri NGO, Intern Coordinator coordinate with esri UC/NGO team on scholar presentations at the UC, (they'll reserve a block of formal session to be filled Mid March) HARDWARE : Secure Hardware Donations, obtain Loaner Cellphones for Scholar leaders: Charles Site backup: Steve SOFTWARE: obtain PERMANENT esri software licenses for scholars, get their MLA forms signed and submitted, Esri Intern Support: Charles backup Miriam WEBSITE: Obtain and publish all scholar stories, info, photos, for online profiles: Charles backup Jocelyn Tutak DOCUMENTARY : Film and document major phases in program and all presentations: Charles backup Dean Walton at Asilomar. Steve/UCD Volunteer at Davis LIST OF MAJOR STAGES: PROGRAM CREATION & FUNDING PROGRAM REVIEW REFINE DESIGN COMMITTEE TASKING & NEW MEMBER INVITATIONS ESRI STAFFING TASKING and COMMITMENTS PROGRAM FUNDRAISING BEGINS APPLICATION PHASE PROGRAM ANNOUNCEMENT & OUTREACH, CHAPTERS BEGIN APPLICATION PERIOD PROGRAM REVIEW REFINE DESIGN BOOKINGS RESERVATIONS AND COSTS TRACKING SECURE CORE ESRI FUNDING HOTEL RESERVATIONS CHAPTERS ACTIVE PHASE OF APPLICATION & REVIEW PERIOD BEGINS (2 months) GLOBAL REVIEW CHAPTER REVIEW ENDS, GLOBAL REVIEW DAY 1 APPLICATION PRELIMINARY REVIEW STAGE APPLICATION SENIOR LEVEL REVIEW GLOBAL REVIEW DAY 5: FINAL SELECTION - COSTING: GLOBAL REVIEW DAY 8: SCHOLAR PREP & COORDINATION NOTIFY THE FINALISTS SCHOLAR COMMUNICATIONS BEGIN START ON VISAS NOTIFY ESRI, University of California, Any other donors, and SCGIS BOARD COORDINATION & PLANNING SUPPORT FOR THE FINALISTS BOOKINGS RESERVATIONS AND COSTS TRACKING SET UP CASH MANAGEMENT AND DISTRIBUTION SCHOLAR TRAINING & CONFERENCES CORE (DAVIS), and CUSTOM (ESRI) TRAINING WEEK1-3 "CREATING YOUR WORK" COMBINED (ESRI) PROGRAM WEEK 4 " SHARING YOUR WORK" CONFERENCES WEEKS 5-6: "BUILDING COMMUNITY Very Rough HOURS ESTIMATES: Hours estimates from other volunteers, esri support like Miriam, and committees is pending. Sasha’s Work on the Scholars Program, including the conferences, took up 6 months full time, or .5 FTE This timeline attempts to lay out the schedule and timing of the tasks he did. This document originated from the rough annual notes that Sasha kept every year to help him schedule all of his tasks and deadlines. Those raw notes are included in the supplementary documents
Charles’ work on the scholars program occupied 5-6 months full time as follows 6 weeks FTE on annual program review, refine, design with Sasha 2 weeks FTE on final scholarship program review with Sasha 3 weeks FTE on SCGIS Conference agenda, sessions and design: Part Scholar/Part Conference. 2 weeks FTE on logistical support, assist sasha with vans and transport, hauling equipment 2 weeks FTE securing, managing, distributing annual hardware grants for the scholars 5 weeks FTE on collecting and publishing Scholar Profiles for conference/fundraising support 4 weeks FTE organizing, coordination, filming, collecting, documenting editing and posting the proceedings for all presenters, but half of this time was filming and documenting the scholar training and scholar presentations.
TASKS Major tasking areas are listed in BOLD YELLOW CAPS, with provisional team assignments and a list of the major timeline tasks and deadlines they are responsible for. By default these assignments are for the entire global program. Where there is a requirement for a separate esri task/team based in Redlands, such as travel or site support during the first 2 weeks of training, these esri teams will be denoted as "esri", ie ESRI TRAVEL, ESRI HOMESTAYS , etc. COMMITTEE: Entire committee = Charles & Karen lead, Mervyn, Leslie, John, Steve, Diyan, Carlitos, Miriam October to November PROGRAM REVIEW REFINE DESIGN October to November COMMITTEE TASKING & NEW MEMBER INVITATIONS October to November ESRI STAFFING TASKING and COMMITMENTS November PROGRAM FUNDRAISING BEGINS November IDENTIFY AND COMMIT PROFESSIONAL STAFFING RESOURCES AND VOLUNTEER BACKUPS December SECURE CORE ESRI FUNDING APPLICATION & REVIEW: Application & Review Coordination Team = Mervyn Lotter lead, Karen, Steve, Diyan November PROGRAM ANNOUNCEMENT & OUTREACH, CHAPTERS BEGIN APPLICATION PERIOD January CHAPTERS ACTIVE PHASE OF APPLICATION & REVIEW PERIOD BEGINS Early March CHAPTER REVIEW ENDS, GLOBAL REVIEW DAY, APPLICATION PRELIMINARY REVIEW STAGE, APPLICATION SENIOR LEVEL REVIEW, GLOBAL REVIEW, FINAL SELECTION - COSTING March 20th: NOTIFY THE FINALISTS, NOTIFY ESRI, University of California, Any other donors, and SCGIS BOARD FINANCE: Costing, expenses, cash management Team = Karen, John, Leslie, Sandra: Create the program cost estimates and set up the expenses and cash tracking systems May 29 GET CASH & SET UP CASH MANAGEMENT AND DISTRIBUTION Jun 12 Make Initial Cash Disbursements to Scholars Jun 12 -16 Revise and adjust your cash handling plans for the rest of the program Jun 30 Collect all program receipts and reimbursement forms from Core Davis Personell Jul 19 Collect all program receipts and reimbursement forms from Combined Track and Conference Personell SCHOLARS: Scholar Support Team = single point of contact for scholar communications & questions, handles and schedules all the mass emails,. visa support letters, communications and social media March 20th SCHOLAR COMMUNICATIONS BEGIN, SOCIAL MEDIA starts, START ON VISAS March 27 COORDINATION & PLANNING SUPPORT FOR THE FINALISTS April 3: Find out any dietary restrictions, allergies, smoking that bear on housing May 8: Itinerary, Mailing Addresses, Contact Info, Cell numbers, Calling card JUN 30: Meet with ESRI Advanced class to set up mentorships JUL 2 SUNDAY: CORE – ADVANCED RECEPTION AND SOCIAL BBQ TRAVEL Logistics = Overall Lead Steve in Davis, Steve, Karen In Redlands, Intern Team? Airport pickup tasks: in Davis, support from BayGeo and Eric Sandoval in LA: Intern Team? Combined Group Lead for Redl-UC-Asilomar Conference Transport: ???
Davis Lead: ??? Redlands Lead: ??? San Diego Lead: ??? Asilomar Lead: ??? Jun 8-11 SCHOLAR ARRIVALS & TRANSIT: MOVING IN Jun 12 Training Opening Day: help with Make Initial Cash Disbursements to Scholars Jun 12 -16 Revise and adjust your cash handling plans for the rest of the program TRAINING: Trainers and training coordination: Leslie, Karen, Carlitos, Diyan, esri? December PROGRAM REVIEW & TRAINING DESIGN March 27 preliminary personal introduction to the training April 24 Send Instructions for obtaining and preparing their own project data May 22 Notify Scholar of the detailed training calendar Jun 12-16 Core Training Week 1 Jun 19-23 Core Training Week 2 Jun 26-30 Core Training Week 3 TRAIN-THE-TRAINER: TTT Candidate teachers coordination: Leslie, Karen, Carlitos, Diyan, esri? Oct-Nov: CORE COURSE TECHNOLOGY UPDATE CYCLE BEGINS MAR 3-9 APPLICATION TRAIN THE TRAINER TEACHER CANDIDATE SELECTION May 22 CREATE COMPLETE SCGIS CURRICULUM SET FOR TTT SCHOLARS JUN 8-11: TTT CANDIDATE ARRIVAL AND PRE-CLASS BRIEFING AND PREP JUN 30: TTT CANDIDATE FINAL CERTIFICATION AS TRAINERS, FINAL BRIEFINGS POST PROGRAM: Prepare TTT Status Report on summer program outcomes CONSERVATION SCIENCE: Half-day Guest Lectures & Field Labs on: Jun 12-16 Landscape Classification and survey Vegetation identification and survey Recording ecological data Field Survey Methods with GPS Hands-on Drone Workshop
Core & Corridor Analysis Focal species Identification Marine Ecology Quantifying and Assessing natural disasters, flood and fire
Conservation Planning Climate Change Resiliency Population Viability Planning for Species Survival SOCIAL: Organize social events and field trips, coordinate social media, coordinate with transport. ??? March 20th SOCIAL MEDIA starts Jun 8-11 SCHOLAR ARRIVALS & ORIENTATION SOCIAL EVENTS Jul 7 SCHOLAR HONORS EVENT WITH JACK Jul 19 -> Scholars onto master SCGIS facebook page CONFERENCE: Work on SCGIS Conference with Conf Committee esp all Scholar Involvement ??? March 20th SCGIS CONFERENCE: AGENDA March 27 Submit UC and SCGIS abstracts & Posters, sign permission forms for video April 3: Scgis Main Abstracts are now delivered for formal session design Submit Scholar Abstracts to Esri UC Ngo Events Planning team to incorporate as they see fit April 10 SCGIS Agenda is sent out for final review, quality control checking FORUM EVENT: Create a short draft prospectus for a 90-minute thursday night mini-conference, request it for esri Thursday Evening July 6th May 8: Finish up all last minute schedule changes, cancellations and additions Jun 12 Opening Day Send Detailed instructions for the SCGIS Conference and Membership PRODUCTS: Creates the fundraising materials including T-shirt, Scgis membership cards, works with conference auction folks to coordinate scholar auction contributions, Charles March 27 Start on the overall fundraiser t-shirt design May 22 Request training manuals printing and delivery, Request Agenda hardcopy printing and delivery, HARDWARE : Secure Hardware Donations, obtain Loaner Cellphones for Scholar leaders: Charles March 27 Research what laptop types may be available for esri donation April 3: Prepare and Submit Scholar Laptop Donation Request to esri Jun 12-16 Opening Day Distribute esri hardware/laptop grants and prepare documentation SOFTWARE: obtain PERMANENT esri software licenses for scholars, get their MLA forms signed and submitted, Esri Interns, Miriam, Charles Jun 5 Send out the software MLA forms and directions so that Scholars can supply addresses Jun 12 Opening Day 90 minute software & MLA presentation in class, sign forms WEBSITE: Obtain and publish all scholar stories, info, photos, for online profiles: Charles October: Complete all prior year documentary & postings for fundraising April 10 Begin assembling scholar profile materials April 17 Begin work creating and posting the Scholar Profiles May 8: Begin publishing the finished scholar profiles, Publish the finished Conference Session Design Jun 12 Opening Day Help Scholars get logos needed for their posters, maps, presentations Jul 5 Be prepared to live-publish the cloud projects on day 3 as the scholars complete them all. DOCUMENTARY : Film and document major phases in program and all presentations: Charles March 27 Call for Scholar PHotos for Website and Jack Jun 12 Film & Photo the opening day when all of the scholars introduce themselves Jun 12 -16 Film and photo example scholar activities, the site, where they are staying, the volunteers Jun 19 -23 Film and photo all of the closing ceremonies, awarding the certificates Jun 23 Begin preparing for SCGIS Conference: Confirm Camera Volunteer staffing and orientation meeting Jun 26-30 Film and photo the SECOND round of introductions, now Jul 3-7 Film and photo public forum presentations, now of the combined class Jul 7-10 Arrive 2 days early to set up for the pre-SCGIS conference workshops and film/photo as many as possible given you will probably be single-handed SCGIS SCHOLARSHIP PROGRAM TIMELINE v6 PROGRAM CREATION & FUNDING Early-mid October 8 months prior COMMITTEE PROGRAM REVIEW REFINE DESIGN: Create the scholarship program plan, If impossible, have a rough idea that you can advertise so people know what they are applying for. You have until mid March to make more specific plans that you will announce, and commit to, in the award letters sent to the winners.
secure committee commitments and responsibility agreements Conduct international review of SCGIS leaders and TTT trainers who have shown excellence in their scgis activities and training work, send out personal invitation with the current program plan and invite them to join the committee and select a program task they would like to be involved in. Reach out to ALL international committee members and give them the chance to opt-in to the current year work of the international committee by selecting a program task. Those who don’t opt in will be put on committee advisory status for the year, notified at key committee deadlines but otherwise not expected to participate. COMMITTEE ESRI STAFFING TASKING and COMMITMENTS secure essential Esri professional staffing commitments and responsibilities for task leadership TRAIN-THE-TRAINER CORE COURSE TECHNOLOGY UPDATE CYCLE BEGINS Core Course software update cycle begins, contingent upon Esri version release cycle. Early .0 releases ok to use for GUI updates, actual course should only use .1 or greater releases. Core Course Special Projects and Enhancements begin: Country-specific conservation datasets and lectures, Conservation datasets and new lecture modules for new products & technologies such as ArcGIS Pro, Drone2Map, etc. Field capacity testing for appropriateness of new products/technologies, ie don’t waste your time if none of the hardware in the field at conservation NGO’s is capable of running the new products, let the hardware capacities catch up first. Directory: scgis scgis -> Gis community Building in Brazil: a proposal to the Society for Conservation gis introduction Download 181.85 Kb. Share with your friends:
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