SWAPIT Study Day Organiser How-To 'Checklist'

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Hello,

Thank you for organising a study day for Severn trainees. This how to checklist is to help finalise details for organising a virtual study day in Bristol School of Anaesthesia. This check list is important as it will be used to record attendance for Deanery records, create Teach Learn Reflect certificates for trainees, it will also generate feedback for the Deanery and presenters and enable the correct permissions to be obtained for video recording, password protection. SWAPIT Hub has been created with the Head of School, administrators and trainees.

The checklist below is comprehensive, some of which may not apply to you. It's designed for those who need full step-by-step instructions for organising a day. It includes information for before the day, on the day and so on. Do please complete what is relevant for you. It is important that organisers send presenters the presenter checklist with permissions and details 1-2 weeks prior to the event.

Please note: if this checklist is not completed at least 1-2 weeks prior to the event, attendance certificates, feedback and other tools may not be available. As the database for each day needs to be created ahead of time, to enable attendance, feedback and other tools to be available.

Following the steps below will also enable the videos of each session of your teaching day to be uploaded to SWAPIT for trainees to access later at their leisure. Will be a fantastic resource for all our trainees. Trainee feedback has been excellent and it seems virtual teaching will be here to stay.

Please visit https://www.swapithub.co.uk/ for organiser checklist, digital tools, presentation tips and much more. Please share the SWAPIT Hub link and resource with your attendees. We also suggest finding a trainee to help organise the day and help with video trimming etc if that makes it easier for you.

Thank you again for your work.

This information is stored by the SWAPIT Teaching Hub and with the Bristol School of Anaesthesia. Many thanks - any questions, please email or tweet the SWAPIT team @TeachingHubSW.

Email *

Study day organisers & email addresses (if multiple)

Name of your Regional Study Day

Date of your Regional Study Day

YYYY

Presenters names, presentation titles and email addresses

Suggestions & tips for the weeks before study day

Consider nominating a trainee or fellow to assist with organising (planning, promoting & technology)

Decide virtual platform - Zoom (most popular), Webex or other

If using Deanery Zoom account, obtain login credentials from Julie.Flowers@hee.nhs.uk (if needed)

Email name & email address of speakers, Curriculum Codes & Zoom session details to Julie Flowers and contact@teachinghub.org.uk

Read tips for organisers planning the day - https://www.swapithub.co.uk/tips-for-organisers

Remind presenters to read Tips for Presenters - https://www.swapithub.co.uk/tipsforpresenters

At least 1 week prior remind presenters to submit their presentation details/permissions/curriculum codes here - https://forms.gle/i9HMLh3GMtJM5aC9A

Checklist - on the study day

Advise trainees of Code of Conduct for virtual teaching (https://www.swapithub.co.uk/trainees-tips)

IMPORTANT: Advise trainees that the sessions will be recorded and uploaded for viewing. If they do not consent they should turn off their camera, may opt to change name and ask questions via chat.

Remind trainees to complete feedback via Teach Learn Reflect (that is how attendance will be recorded and certifcates issued)

Record each session individually or as one long day (note file will be large & may need editing prior to upload)

Provide QR Code or link to Teach Learn Reflect tool - advise trainees can do individual sessions and/or for the whole day

Checklist - after the study day (ideally within 1 week)

Download & trim each video (information available here - https://www.swapithub.co.uk/digital-tools)

Email contact@teachinghub.org.uk for deanery Vimeo login details

Upload videos to deanery Vimeo account (simple drag & drop, add title & description) & email video links to contact@teachinghub.org.uk

Teach Learn Reflect QR Code - this will be used to provide you and the Deanery with feedback for the day. It will also give the user a certificate confirming their participation in your teaching session and confirm attendance.

Final tips and comments. Thank you for your work in organising the day.

A copy of your responses will be emailed to the address you provided.

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