B R i C S Workshop Process Document

This process document contains some of the important things that must be done to conduct a BRiCS workshop in a well-organized manner. This document is based on the workshop experience of numerous mentors and coordinators.

STEP 1. Invitation for a workshop

Invitation for conducting a workshop may come from a school, college, institution and organization. Once the invitation has been confirmed, a coordinator for the workshop is to be decided.

STEP 2. Follow-up to the invitation:

? The coordinator for the particular workshop, should respond to the invitation directly and discuss and settle the following :

• The background of the school, college, institution or organization, if not known.
• The age group of the participating students.
• The probable dates of the workshop.
• The facilities and the infrastructure they can provide.
• The rent of the LEGO RIS Kits if they are needed and charges for the consumables.
• The number of students in the workshop (typically about 25).
• The reimbursement/arrangements for traveling, fooding and lodging expenses.
• The donation for BRiCS, if charged.

STEP 3. Forming the team

The coordinator should select a balanced team, typically in a six member team, there should be two well-experienced coordinators, two experienced mentors and at most two fresh candidates. The members should be fully available for the workshop days and the members should confirm their availability without any confusion.

STEP 4. Advances for traveling - Money matters

Traveling Allowance from the BRiCS fund in the Robotics Club, is to be arranged. Tickets should be booked in advance for the expected group number.

Money matters are of crucial importance. In the past, the coordinator in complex situations, has forgotten to keep track of money leading to considerable anguish. At all points, the coordinator must keep a diary showing all income and all expenses.

STEP 5. Final confirmation

After getting the traveling bookings confirmed, the coordinator should let the organizing school/institution know about the dates, and also provide them with the following information :

• The number of members in the BRiCS team
• The list of the consumables required in the workshop
• Ask for a balanced participation of both genders

He should also get the following information:

• The address and directions of the organizing institution.
• The phone numbers of the institution and some of the important persons involved

In the meanwhile the coordinator should have a constant touch with the institution, understanding the their philosophy behind the workshop, what they expect from it and the background of the students which varies to a large extent.

STEP 6. Final arrangements

A couple of days before from the day of departure, the coordinator and his team should arrange the Kits, junk and other consumables which will be required in the workshop. Gate passes of some of the items (digital camera, video camera, etc.) should also be made. The traveling arrangement should be conveyed to all the team members. A pre-workshop meeting of all the team members should be held to discuss the plan for the workshop, which may include the following points:

• The planning of the workshop as per the number of days
• The theme of the workshop depending on the background of the institution and the students
• The allocation of the mentors and their responsibilities
• A brainstorming of the philosophy of the BRiCS for the fresh members and their exposure to some situations they might face and how to handle them.
• Arrange some pictures and /or video footage of previous workshops, BRiCS film, booklets, pamphlets etc.

STEP 7. Things to be done during workshop:

• The coordinator is responsible to communicate with the organizers and convey the theme and the philosophy of BRiCS and also get their point of view, also make some changes according to their constraints
• Give a brief introduction to the teachers and students about the BRiCS activity, through a small presentation.
• Start the workshop as per the plan, constantly monitor the progress and take some corrective actions when things get strayed.
• All the members should put up a sincere and dedicated performance, should be available all the time in the workshop while it is going on and let the coordinator know when they want to take a break.
• All the mentors should of their own keep the coordinator informed about the progress of their individual groups.
• Give special attention to girls in the workshop so that they are all the time focused and involved in the workshop
• The team should always keep in mind when they plan to finish a particular module of the workshop and should work accordingly.
• Solving problems of the students in the most simple way so that they can understand the reasons behind it.
• Get constant feedback from the teachers and or organizers about the progress of the workshop.
• IMPORTANT: The coordinator should give a small break to all the groups and have brainstorming sessions from time to time, so they remain focused throughout the workshop.
• VERY IMPORTANT: The coordinator should keep track of all money given to people, preferably on a small diary. All expenses should be receipted, or a blank receipt taken for small amounts.

STEP 8. Post Workshop activities:

• Compulsory feedbacks from the participants, in the form of some write-ups.
• Feedbacks from the organizers and teachers involved in the workshop.
• Re-imbursement of the traveling, fooding and lodging expenses.
• Collection of donation towards BRiCS activities.
• After returning back to campus, bills and balance money should be paid back against the advances taken.
• The coordinator should submit a write-up of the whole workshop, taking inputs from all the members.
• A report about the members performance and some critical comments may be submitted by the coordinator.

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Avishek Banerjee, IIT Kanpur, September 2002