The GLSEN Training of Trainers Program for Educators and Community-Based Organizers

Jan 08, 2007

Learn how you can coordinate a ToT for your school or organization!

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A STEP-BY-STEP GUIDE TO HOSTING A TRAINING OF TRAINERS PROGRAM FOR EDUCATORS AND COMMUNITY-BASED ORGANIZERS

STEP 1: PLEASE READ EACH STEP CAREFULLY

A careful perusal of each of the steps listed below will answer many of your questions about coordinating a Training of Trainers (ToT) workshop for your organization.

STEP 2: PLAN EARLY!

ToT requests must be submitted at least three months in advance, to ensure adequate time to plan your training. However, our calendar fills up quickly, so we strongly encourage you to plan well in advance.

STEP 3: BEGIN TO THINK ABOUT POTENTIAL DATES

• Identify at least 2-3 dates you are interested in hosting a ToT at your school or organization.
• Will this be a 1, 2,or 3 day training? The standard ToT program is a two-day training, however shorter or longer training programs can be discussed.

STEP 4: CLARIFY YOUR GOALS AND NEEDS

Before hosting a ToT, it is important for both you and GLSEN to be clear about what your goals are for the training. Some questions to consider:

• Why does your organization need or want to have a ToT program?
• What specific issues do you hope this training will address?
• Is there a particular incident, event, or internal/external pressure that is causing your organization to consider hosting a ToT program?

STEP 5: CLARIFY YOUR CONSTITUENCY

• Who is the ToT program for?
• Would this workshop be an in-house training, specifically intended for members of your organization or staff? If so, will this be a mandatory training session?
• Would this workshop be a cooperative effort, involving two or more organizations, staffs, communities, agencies, etc.? If so, how will attendees be selected or solicited?
• What is the experience and knowledge level of the possible attendees? Are they trainers or educators? Have they attended trainings on LGBTQ issues in the past?

STEP 6: CONTACT GLSEN NATIONAL TO BEGIN THE PROCESS

Once you have read through this entire document and have given some thought to the questions, please contact GLSEN National’s Educational Training Manager at oluciano@glsen.org or by telephone at 646-388-8053. We will be happy to answer your questions about the Training of Trainers Program and hosting a ToT at your school or organization. When contacting us, please be prepared to answer the questions detailed in steps 3-5.

STEP 7: CONSIDER FINANCES

Training of Trainers Fees: There are set fees for the basic Training of Trainers workshop, however these fees may be negotiated based on the training needs, the type of organization, and the organization’s resources and mission. Please contact the Educational Training Manager at oluciano@glsen.org to discuss training fees in further detail.

Additional Trainer Expenses: A Training of Trainers workshop typically requires two trainers, but there may be times when additional trainers are needed due to the number of expected participants or the content of the training (this will be determined during the planning process). In addition to the training fees, ToT hosts are responsible for covering these trainer expenses:

• Travel costs for 2 facilitators: this includes 2 round trip airline tickets and/or car rental (or combination of both depending on location of facilitators assigned). Training host is responsible for gasoline charges if car rental is needed.
• Ground transportation cost to and from site once trainers arrive to training city (this could be a rental or taxi service from airport).
• If this is a 1-day training that requires an overnight stay or a multiple-day training, the training host must also provide 2 hotel rooms for each night stayed.

Meet the ToT Training Team!

Training Site Expenses: The workshop host is also responsible for room/space rental fees, audiovisual charges (e.g., television, overhead projector, microphones), and meals during training session, and supplies (e.g., flipchart paper, markers, pens). Please see steps 10-14 for additional information on workshop preparation.

Other expenses to consider:

• Publicity
• Childcare
• Overnight lodging for participants if a multiple day training

STEP 8: CONSIDER FUNDING SOURCES

Professional Development Fund: Many organizations have professional development funds specifically earmarked for staff training opportunities such as the Training of Trainers program. However, this funding is often times limited and goes quickly. Therefore, it is important to speak with the person in your school or organization that is responsible for overseeing the disbursement of professional development funds well in advance to determine if the ToT program qualifies for this funding. Contact us to discuss speaking points when presenting the ToT as a staff professional development opportunity.

Grants: General financial support to underwrite the cost of a Training of Trainers program can be sought from various constituencies such as special school district grants, local community organizations, corporate businesses, and local/national foundations.

Registration Fees: After all other funding resources are considered, registration fees can be calculated to cover the balance of the training program expenses. When determining registration fees, give considerable thought to how much your constituency can actually afford to pay to attend this training. You might want to consider providing scholarships or low to no-cost incentives you can offer as a part of the registration fee (such as gift bags, discounts to local establishments, or a certificate of attendance).

Please note: Unless prior arrangements are made with GLSEN, Training of Trainers programs are to have no less than 15 and no more than 40 participants. GLSEN reserves the right to cancel the scheduled training if agreed upon registration numbers are not met.

STEP 9: CONFIRM YOUR DATE & SIGN TRAINING AGREEMENT

Once your school or organization decides that it wants to host a Training of Trainers program, and all potential dates have been considered and discussed with the Educational Training Coordinator you are expected to commit to a date by signing a Training Agreement with GLSEN which will detail the responsibilities and expectations of both parties.

STEP 10: RESERVE TRAINING SPACE

Please ensure that the space reserved for the training meet these expectations (as will be outlined in the Training Agreement):

• Adequate space for the entire group to sit in a half-circle in chairs
• Additional space for the group to complete activities that require small breakout groups and low-level physical movement
• Sufficient number of comfortable chairs
• Space for two 6-foot tables in front of room
• Appropriate lighting
• A comfortable room temperature (i.e., heat in the winter; air conditioning in the summer)
• Space to post newsprint around the room
• Limited noise and people distractions (i.e., phones, fans, kitchens, traffic, music)
• Accessible restrooms
• Disability accessible

STEP 11: ON-GOING MEETINGS WITH EDUCATIONAL TRAINING COORDINATOR AND ASSIGNED TRAINERS

Once a date has been confirmed and you have secured a space to hold the ToT, you will begin ongoing workshop planning meetings (via phone or in person) with the Educational Training Coordinator and assigned training staff members.

The purpose of these meetings is to clarify needs, discuss expectations, establish goals, review and confirm logistics, and develop the training curriculum. The Educational Training Coordinator and the organization hosting the training will determine the frequency and dates of these meetings. The training planning meeting expectations will be detailed in the Training Agreement. As we get closer to the scheduled ToT, please anticipate an increase in the number of logistical calls.

STEP 12: DEVELOP PROMOTIONAL & OUTREACH CAMPAIGN

If your ToT Program is open to a general audience you should begin developing a promotional and outreach campaign once you have confirmed the training date and location of the training. Some options to consider:

• Press releases
• Ads
• Brochures
• Electronic & paper flyers
• Posting on list-serves

Please note that GLSEN staff must review publicity materials announcing the Training of Trainers program before they are released to the general public. We can provide you some sample materials that may be of assistance.

STEP 13: INFORM PARTICIPANTS OF WORKSHOP ARRANGEMENTS & EXPECTATIONS

Please be sure that all participants are aware of the following:

• The purpose of the Training of Trainers program. Each participant should be given a ToT brochure before the day of the training. These brochures can be requested from the GLSEN National Educational Training Coordinator.
• The basic commitment they are making. All participants should be clearly aware of what they are committing themselves to, and that they are expected to stay for the entire training.

STEP 14: PREPARE FOR DAY OF TRAINING

There are a number of tasks that will need to be completed before the day of the training. Some of these include:

• GLSEN National must be provided a list of workshop registrants at least two weeks prior to the training (even if additional registrants are expected). Please note that GLSEN National reserves the right to cancel the scheduled training if the list of registrants is not received at least two weeks prior to the training date and/or if the agreed upon registration numbers are not achieved. As a reminder, GLSEN cannot conduct a ToT program for fewer than 15 participants.
• GLSEN National may require you to provide directions to the training location. If so, these directions should be provided at least one week prior to the training so that the Educational Training Coordinator can forward them on to the assigned trainers.
• Ensure that workshop space will be available and set-up at least 1-hour prior to the training. The ToT trainers will arrive 1-hour before the training to begin setting up and prepping for training.
• Designate someone to introduce ToT trainers at the beginning of the training.
• Prepare registration process and materials that will be distributed to attendees during training.
• Prepare the following supplies and materials:
  • Newsprint pad and easel
  • Markers
  • Masking tape
  • Nametags (pre-printed or blank)
  • Copies of all handouts provided by GLSEN National (unless otherwise noted)
  • Television and VCR
  • Pens and notepaper for participants
  • Three 6-foot tables (two for presenters and one for registration/check-in)
  • Amplification, if needed for training space

Meet the ToT Training Team!