NOCHE DE CIENCIAS MANUAL Society of Hispanic Professional Engineers Foundation 2014
Society of Hispanic Professional Engineers Foundation NOCHE DE CIENCIAS MANUAL 2014 “I liked exploring the road to becoming an engineer with opportunities and experiences we had with engineering majors and engineers themselves.” SHPE Jr. Chapter Member and Noche de Ciencias Participant Society of Hispanic Professional Engineers Foundation (SHPE) Noche De Ciencias Program is made possible with generous support from Industrial PartnerSHPE Council (IPC) Los Angeles Office 13181 Crossroads Parkway North, Suite 450 City of Industry, CA 91746 (323) 725-3970 www.shpe.org Alexandria Office 1765 Duke Street Alexandria, VA 22314 (703) 647-2122 www.shpefoundation.org First edition prepared by The Society of Hispanic Professional Engineers Foundation, March 2009. Revised October 2012, September 2013, and September 2014. © 2009-2014 SHPE Foundation. The content of this document may not be duplicated in whole or in part without written authorization from the SHPE Foundation. Unauthorized duplication of this document without consent is a violation of copyright. All rights reserved Contents Before Noche de Ciencias: Partnering and Planning 1 READY? Set. Go! 1 Step-by-Step Manual 1 About Noches de Ciencias 1 About SHPE 2 About SHPE Junior Chapters 2 About NAVSEA and IPC 2 Important Dates: 2014-2015 School Year 3 Planning for a Successful Event Before Noches de Ciencias Checklist Suggested Event Agenda Partner Roles and Responsibilities Budget and Allowable Expenses Suggested Refreshments 3 3 4 4 6 7 Marketing Your Event Sample Invitation Letter or Email: 7 9 At Noche de Ciencias: Executing Your Event 10 Volunteer Job Descriptions and Roles Set-up Committee Food and Beverage Servers Greeter Survey Monitors Master of Ceremonies Parent Workshop Coordinators Student Workshop Coordinators Floater Clean-up Committee 10 10 11 11 11 12 12 12 13 13 Handouts, Printouts and Tools Noche de Ciencias Sign-in and Media Release Form Accident Waiver and Release of Liability Directional Sign Noche de Ciencias Facilitator’s Script Activity Instruction: Action-Reaction Rockets Activity Instruction: Watercraft Activity 14 15 17 19 20 22 26 Wrap-up Discussion Suggested Questions for STEM Panelists 29 30 Noche de Ciencias Evaluation Instructions Student Workshop Set-up Parent Workshop Set-up After Noche de Ciencias: Wrapping Up and Looking Forward 31 33 34 35 Submitting the Final Report 35 Final Report Template 36 Before Noche de Ciencias: Partnering and Planning READY? Set. Go! Congratulations – you are about to embark on an exciting journey to create a tremendous impact in your community and industry! Not only are you a critical part of your SHPE Chapter and will be reaching students, parents, teachers and volunteers – you are part of a national movement. Noches de Ciencias will be taking place across 150 communities nationwide. Last year alone over 6,200 students, parents, teachers and volunteers participated in Noche de Ciencias across the country. Thank you for your commitment to planning and executing this impactful event. Step-by-Step Manual This Manual includes the best practices and step-by-step approach to plan and execute a successful Noches de Ciencias event in your community. It is a quick read and includes practical checklists and information to help you maximize your impact. The Manual is organized in chronological order beginning with preparation, execution of the evening of the event, and after the event. About Noches de Ciencias Noches de Ciencias (Science Nights) is a national program established in 2008 by the Society for Hispanic Professional Engineers (SHPE) Foundation to promote knowledge and interest in science, technology, engineering, and math (STEM) among the Hispanic community. Noches de Ciencias are, on average, 3-hour events hosted by SHPE Chapters in their local communities (often on a middle or high school campus). SHPE Foundation provides a suggested agenda, which includes at least two hands-on STEM activities for students, a college presentation for students, and two bilingual parent workshops on college options and financial aid. The goal of the Noches de Ciencias Program is to inspire Hispanic youth to pursue STEM degrees and careers. The target is to attract 100 students, parents and volunteers to attend your event. Why Noche de Ciencias? Currently, the United States is facing a shortage of technical talent. Compared to international markets, the U.S. has fewer graduates in the Science, Technology, Engineering and Math (STEM) fields. Additionally, our K -12 students test below their global counterparts in math and science. If these trends continue, America will fall short of producing these STEM innovators needed to address the grand challenges of the 21st century. Statistics state that Hispanics will be the majority population by 2042. Hispanic students need to be prepared to compete in the STEM fields that are projected to have the highest need for new hires. SHPE's mission is to empower the Hispanic community to realize its fullest potential and to impact the world through STEM awareness, access, support and development. Noche de Ciencias is a critical event bringing awareness and education to the next generation of STEM leaders nationwide. 1|Page About SHPE For over 35 years, SHPE, Inc. has been dedicated to increasing the number of Hispanics in STEM. Today, SHPE is comprised of a national network of 348 Student and Professional Chapters in seven regions. Each year, SHPE coordinates the largest Hispanic technical conference in the U.S., bringing together 7,000 Hispanic university students, 2,000 STEM professionals, and more than 500 middle and high school students. Over 300 corporate and government agencies attend the conference to recruit talent for paid internships and full-time positions. In 2003, in order to address the concern about the lack of Hispanic STEM talent in the career pipeline, SHPE established a 501(c)(3) nonprofit foundation. The initial goal of the SHPE Foundation was to meet the growing financial need of Hispanic youth in order to pursue higher education in STEM. The SHPE Foundation recognized early in its formation that it could have an even greater impact on Hispanic youth by offering educational programs through SHPE Chapters. The SHPE Foundation’s current focus is to inspire Hispanic youth to pursue degrees and careers in science, technology, engineering and math. The SHPE Foundation provides leadership and funding for new and returning Noches de Ciencias in all Regions. Funding is provided through financial support from the Industrial PartnerSHPE Council (IPC). About SHPE Junior Chapters SHPE Jr. Chapters are formally established in partnership with a local SHPE student chapter and/or SHPE professional chapter. SHPE Jr. Chapters are coordinated by SHPE Professional and Student Chapters to provide ongoing programming and mentorship. There are seven regions across the United States of SHPE Chapters. Funding for Noche de Ciencias is based on the Chapter’s region. About NAVSEA and IPC Funding for Noches de Ciencias is generously provided by NAVSEA and Industrial PartnerSHPE Council through the SHPE Foundation. Beginning in 2012, the SHPE Foundation received funding through Naval Sea Systems Command (NAVSEA) to expand and support new Noches de Ciencias Program in Regions 1, 3, 4, 5, and 6. With a force of 60,000 civilian, military and contract support personnel, NAVSEA engineers, builds, buys and maintains the Navy's ships and submarines and their combat systems. By partnering with SHPE Foundation, NAVSEA is able to promote its exciting civilian STEM career paths to the SHPE membership. The Industrial PartnerSHPE Council (IPC) is an esteemed group of companies who support and recognize SHPE and SHPE Foundation as the leading sociotechnical organization. They are a vital component of SHPE’s success in providing the needed Hispanic STEM innovators for the 21st century. IPC members make an annual contribution and come together to support SHPE’s initiatives. 2|Page Important Dates: 2014-2015 School Year Proposals for Fall Noches de Ciencias Funding Hands-On STEM & Parent Presentations Training Webinars Fall Noches de Ciencias Event Fall Noches de Ciencias Event Final Report Due Proposals for Spring Noches de Ciencias Funding Spring Noches de Ciencias Event August 1, 2014 - September 15, 2014 th Monthly starting October 9 . 2014 October 1, 2014 - December 15, 2014 2 weeks after your Fall Noches de Ciencias Event November 11, 2014 – December 15, 2014 January 14, 2015 - April 15, 2015 Planning for a Successful Event Before Noches de Ciencias Checklist Return Acknowledgement of Receipt of Funds to SHPE Foundation upon receiving the funding Set the date, time and location of Noche de Ciencias Create a budget for Noches de Ciencias Review list of allowable costs before making any purchases Track purchases as you go and save all receipts. Any purchases outside of allowable costs or without a receipt will not be reimbursed Verify you have received Noche in a Box with the materials you need for the evening of the event Assign volunteer roles and tasks to members and volunteers Invite the office of admission or financial aid from nearby college to conduct the parent workshop and/or distribute materials Attend hands-on STEM activities training webinars Attend parent presentation webinars Ensure volunteers responsible for evaluations attend additional webinar training Download and save parent presentations to local computer to ensure they are available for event Identify AV needs and communicate to event venue Use Marketing Toolkit to promote Noche de Ciencias within the school and community Prepare to facilitate STEM activities and parent workshops Make required purchases: o Refreshments o Materials for activities o Name tags for volunteers o Pens and/or pencils for sign-in sheets and surveys o Incentives for Noche de Ciencias Participation Practice hands-on STEM activities in advance Make copies of Sign-in Sheets and Surveys for event Review Noche de Ciencias Report requirements 3|Page Suggested Event Agenda Time 6:00 pm – 6:30 pm Students Parent Welcome Address/Keynote Speaker/Student and Parent Pre-Survey 6:30 pm – 7:25 pm Hands-on STEM Student Activity #1 Bilingual Parent Workshop #1 – College Options 7:25 pm – 8:20 pm Hands-on STEM Student Activity #2 Bilingual Parent Workshop #2- Financial Aid College Workshop for Students (optional for 11th and 12th graders) 8:20 pm – 9:00 pm STEM Panel/Closing Address / Student and Parent Post-Survey Partner Roles and Responsibilities There are many roles and responsibilities to make Noche de Ciencias a success. As you plan your event, there are key leadership roles needed. In addition to the roles defined below, you will also need 10-12 volunteers to help with specific tasks the evening of the program. NAVSEA & IPC • Provides financial sponsorship to SHPE Chapters to conduct Noches de Ciencias SHPE Foundation • Disburses funding (pending SHPE Chapter proposal submission and funding availability) • Provides suggested activities, workshops for Noche de Ciencias • Provides guidance on volunteer roles and event planning • Reports SHPE Chapter and event summaries to funders SHPE Chapters • Submits a Noche de Ciencias proposal to SHPE Foundation • Elects a Noche de Ciencias Lead • Creates and monitors event budget • Executes event planning and logistics • Promotes event in order to successfully hit target 100 attendees (including students, parents, and volunteers) • Administers and collects pre and post student and parent surveys and submits copies to SHPE Foundation 4|Page SHPE Chapter Noche de Ciencias Lead • Initiates and maintains contact with high school administrators • Obtains participation Agreement signed by partner school administration • Leads the event planning and logistics execution • Attends training webinars hosted by the SHPE Foundation • Ensures adherence to SHPE Foundation’s timeline and reporting requirements • Compiles and submits Final Report to SHPE Foundation (receipts, event photos, completed surveys, etc.) SHPE Chapter Noche de Ciencias Marketing Lead • Promote Noche de Ciencias to high school students, teachers and administrators • Distribute press release to local media contacts Participating High School • Identifies a high school staff members to serve as main contact for Noche lead • Provides support to the SHPE Chapters by disseminating information about Noche de Ciencias to students • Provides a location within the high school to hold the event (large assembly room and breakout classrooms for activities and workshops) • Provide A/V equipment as requested by SHPE Chapter (if available) Regional SHPE Leadership (RVPs, RPRs, RSRs, RGRs, RJRs) Regional Vice Presidents, Regional Professional Representatives, Regional Student Representatives, Regional Graduate Representatives, and Regional Jr. Representatives are responsible to: • Encourage SHPE Chapters in their region to conduct Noches de Ciencias • Promote Noches de Ciencias to SHPE membership and encouraging members to attend and volunteer • Follow up with SHPE Chapter and Noche Lead to ensure compliance with SHPE Foundation’s reporting requirements • Assist SHPE Chapter in obtaining support from local corporations and organizations 5|Page Budget and Allowable Expenses Creating an event budget is an essential part of the Noches de Ciencias planning. Be sure to track your actual expenses compared to your event budget because this will be required to submit with your Final Report. A simple template can be used to track expenses: ITEM PROJECTED ACTUAL TOTAL COST Please note the following allowable and unallowable expenses. Allowable Expenses Unallowable Expenses Food for attendees and volunteers during ⊗ Costs of entertainment (including the event (must be reasonable – i.e. pizza, amusement, diversion, and social sandwiches, cookies)* activities and any costs directly Note – tips are not reimbursed associated with said activities) Rental of facilities ⊗ Clothing (T-shirts, hoodies, etc.) Rental of equipment ⊗ Any form of tip or gratuity Materials for activities ⊗ Promotional materials for SHPE or SHPE Transportation costs Chapters. Note – promotional (Gas is reimbursed at $0.55/mile. Please materials specific to Noche de Ciencias include map to illustrate round-trip are allowable. mileage) ⊗ Shipping Costs of materials Incentives for Noche de Ciencias (Exception – if purchasing materials Participation (value must not exceed $25 online, online shipping and handling for each item) costs are approved) Approved incentives: ⊗ Giveaways (prizes, goodie bags) Backpacks, Tote Bags, Duffel Bags, that exceed more than 10% of Equipment Bags, Padfolios, Pens, the total budget or value exceeds Stationary, Notebooks, Binders, Folders, $25 each ⊗ Stipends for volunteers Planners, Cube pads/Post-its, USB Flash Drives, Calculators, Gift Cards *Meal related expenses must be reasonable and adhere to the following rates: • Breakfast – up to $6.00/per person • Lunch – up to $8.00/per person • Dinner – up to $10.00/per person If you have any questions as to whether an expense is allowable or unallowable, please contact the SHPE 6|Page Foundation at shpefoundation@shpe.org. Suggested Refreshments When planning your Noche de Ciencias, order enough food and beverages for 100 attendees (students, parents, volunteers, school staff, and special guests). You may want to enquire with local food vendors about the possibility of donating food items or ordering food at a discounted cost for this educational and nonprofit event. The following are suggested refreshments: Food • • • • Pizza (25-30 pizzas; include a vegetarian option in your order) Sandwiches (order a variety and include vegetarian options). Note: some vendors like Subway or Togo’s may provide a discount for a large order and will wrap sandwiches individually Burritos (individually wrapped; request vegetarian options) Snacks – chips, cookies, vegetable tray, crackers Beverages • Soda (2-liter bottles or individual cans) • Water (can be purchased in bulk at most supermarkets for a discounted price). • Juice (2-liter bottles or individual cans) Additional items • Napkins • Forks and spoons (if needed) • Plates • Cups (if needed) • Serving utensils • Plastic gloves for handling food • Cleaning supplies to wipe down serving tables after event Marketing Your Event To reach the target of 100 attendees, marketing Noche de Ciencias will be critical. Begin with a Registration Sheet (see the template included in the AT NOCHE section of this manual) for the event for parents and students to include their phone number and/or email address and send out reminders prior to the event. Consider offering the first 100 registered attendees entrance in a drawing to be held at the event. Also, be sure to distribute the Noche de Ciencias Flyer in English & Spanish. SHPE Chapters have compiled some of the most successful marketing tactics: Visit Noche de Ciencias High School website to compile emails of the STEM teachers and inform them of the event Partner with existing organizations/clubs within the high school to promote the event. The PTA and Parental Involvement Office is a great way to bring awareness to parents. Seek assistance in marketing from the college counseling department and local clubs with similar interests Visit the high school and set up an information/registration table to recruit students 7|Page Visit STEM classes and give a brief explanation of what SHPE is and the benefits/highlights of attending the Noche de Ciencias If the hosting high school allows, use the above methods to invite surrounding middle and high schools to gain interest in and boost attendance numbers. In addition, you can promote this at local community centers Promote event in school announcements (school newsletter, Principal’s communication, school website, and high school social media) Contact local media with the Noche de Ciencias Press Release (radio, print, T.V, online publications) Send Sample Invitation Letter to local organizations, community centers, and companies to spread the word of the Noche de Ciencias When promoting the event, some key areas to highlight include: • • • • • • Event is free and open to all interested students Free food!! Free scholarship and college workshops will be provided along with handouts Drawing for giveaways (if applicable) Interactive STEM activities Opportunity to meet college students and STEM professionals To increase your effectiveness in promoting the event, the SHPE Foundation has compiled several editable templates to help with your planning. • • Noche de Ciencias flyers in English and Spanish – available for download on the SHPE website Sample Invitation letter / email – see template on next page 8|Page Sample Invitation Letter or Email: Dear [Mr/Mrs. Name here]: The [insert SHPE Chapter Name] is pleased to extend a special invitation for you to join us for a phenomenal program that is impacting our Latino youth and their families with the inspiration to pursue college degrees in the science, technology, engineering, and math (STEM) fields. The [insert SHPE Chapter name] would invites you to the [insert high school name] Noche de Ciencias (Science Night). Noche de Ciencias is an exciting event for students and families that promotes knowledge, awareness, interest, and motivation in STEM and college preparedness. During the event, students enjoy exciting hands-on activities while parents attend college choice and financial aid workshops offered in both English and Spanish. The Noche de Ciencias will take place at [insert high school name and location] on [insert date and time]. To best accommodate you and the [insert organization] staff, please contact [insert Noche de Ciencias Lead name] at [insert Noche lead number and email] to confirm your attendance by [insert date]. (Optional for SHPE Chapter to state: You are also welcome to provide brief remarks for 3-4 minutes during the opening or closing session.) We look forward to your support at the [insert high school name] Noche de Ciencias! Best regards, [insert your name] [Role (Secretary, Vice-President, President…)] [123] SHPE Chapter 9|Page At Noche de Ciencias: Executing Your Event This next section of the manual contains important information to help you execute a successful event. Once you have gone through a good planning process, outlined in the section before, you and your partners will be ready to welcome participants and deliver a fun and educational experiences to students and their parents. Volunteer Job Descriptions and Roles Many individuals play a key role in the success of the SHPE Noche de Ciencias event. The following describes the roles and responsibilities of the volunteers needed to ensure a successful Noche de Ciencias. Note - volunteers may serve in more than one role if appropriate. Please remember to send thank you letters to the school, NAVSEA, and sponsors after the event. Set-up Committee The set-up committee will need enough time to set up the area, signage, activities, and will need to plan to have extra time built into their schedule should any challenges come up. The goal is to have everything set up in advance of attendees arriving. Committee members must arrive at least 2 hours prior to the event. Recommended Number of Volunteers: 3-4 1. Introduce lead SHPE set-up volunteer to school staff. 2. Request that school staff open both the general session location and the workshop classrooms well in advance in order to properly set up the rooms. 3. Set-up general session location Arrange room to facilitate interactive activities and parent workshops. Set up registration table. Table should be placed at an entrance area where attendees can sign in when they first arrive and be given participation instructions. The following equipment and supplies should be set up in at the registration table: Table and chairs for volunteers Surveys for attendees to complete Pens STEM Parent Toolkits Hang the NAVSEA/ SHPE Foundation Noche de Ciencias banner using tape, string and a ladder. In some cases school personnel are the only ones allowed to hang banners, so please clear this in advance with school faculty. Set up and start computer and projector and test the display. Bring or request an extension cord in advance as electrical outlet may not be close to where projector will need to be set up. Set up food table Set up a table for a drawing Place “Reserved” sign on guest table (for NAVSEA speaker, principal, special guests, master of ceremonies) 10 | P a g e 4. Place directional signs in key areas leading to event site. 5. Place materials in student workshop locations: Newspaper Tower materials Better by Design: Glider Activity materials STEM Panel materials Food and Beverage Servers Food servers must arrive at event site at least 1.5 hours prior to the event. Recommended Number of Volunteers: 3-4 1. 2. 3. 4. 5. Have catering contact information should they be delayed or unable to find the event location Set up food (wear gloves when handling food) Keep serving food table stocked throughout the event Clean serving food tables and all tables during and after dinner/snack Wipe tables down after event Greeter The greeter must arrive at event site a minimum of 1 hour prior to the event. Recommended Number of Volunteers: 1 1. Call speakers and back-up speakers one day prior to the event to confirm their attendance, and again two hours prior to the event to confirm they have directions to the location where they need to present 2. Have a list of cell phone numbers for all speakers, and the cell phone for on-site backup speakers if needed 3. Call speakers and workshop presenters if they have not arrived 30 minutes prior to event 4. Display directional signage from the parking area to help guide speakers to event location 5. Be ready to greet NAVSEA speaker or special guest (if in attendance) at door upon their arrival 6. Escort NAVSEA speaker or special guest (if in attendance) to guest table and introduce him/her to the master of ceremonies and other guests. Please take one photo with the speaker and a second photo while the speaker is presenting to provide to the SHPE Foundation after the event Survey Monitors Survey monitors must arrive at event site a minimum of 1 hour prior to the event. Recommended Number of Volunteers: 2-3 1. Set up registration table with surveys, pens, Parent Toolkits, and a box for completed surveys. 2. Ensure every student and family member fills out a survey. Note – this is a very important requirement for funding. 3. If you will be conducting a drawing at the end of the event, inform attendees that they must complete a survey with their name on it in order to enter and be eligible to win. 4. Assist individuals in completing surveys if needed. 11 | P a g e 5. After event, scan all surveys and submit to Dr. Christine Paulsen at cpaulsen@concordevaluation.com or upload to your assigned Noche de Ciencias Dropbox folder. Master of Ceremonies The master of ceremonies must arrive at event site a minimum of 1 hour prior to the event. Recommended Number of Volunteers: 1 1. Review schedule of events and become familiarized with the flow in order to help ensure the event moves smoothly. 2. When the event starts, announce restroom location and emergency exits. 3. Invite students to become SHPE Jr. Chapter members at the beginning and again at the end of the event. Have membership forms available for students to fill out. 4. Acknowledge principal and key school personnel. 5. Acknowledge VIP guests. 6. Introduce NAVSEA Speaker (if in attendance) and thank them for their support. 7. Announce workshops and activities. 8. Prior to closing session, welcome everyone back in the same room together. 9. Remind attendees to complete a survey prior to conducting drawing. 10. Conduct closing drawing. 11. Provide closing remarks. 12. Get a large group photo with Noche de Ciencias banner and provide to the SHPE Foundation after the event (this is a required in your report). 13. Take photos that demonstrate event attendance. Promote students to join the SHPE Jr. Chapter! Parent Workshop Coordinators Parent workshop coordinators must arrive at event site a minimum of 1.5 hour prior to the event. Recommended Number of Volunteers: 2-4 1. 2. 3. 4. 5. Familiarize yourself with workshop material. Presenter 1 - conduct “Paying for College: Financial Aid & Scholarships.” Presenter 2 - conduct “Understanding College Options: Benefits, Pathways, and Preparation.” Answer questions during event. Clean up classroom after workshop. Note: Presenter may conduct the workshop in both English and Spanish if bilingual. Otherwise, two different speakers may present the workshop. Student Workshop Coordinators Student workshop coordinators must arrive at event site a minimum of 1.5 hour prior to the event. Recommended Number of Volunteers: 5-10 1. Familiarize yourself with workshop material. 12 | P a g e 2. Ask a representative from the office of admission or financial aid office form nearby college to present and/or distribute materials. 3. Set-up stations for workshop. 4. Make sure workshop stays on track of time. 5. Make sure to use the vocabulary words and engineering connection for each activity 6. Answer questions during workshop. 7. Clean classroom after workshop. Floater The floater must arrive at event site a minimum of 1 hour prior to the event. Recommended Number of Volunteers: 2-3 1. 2. 3. 4. 5. 6. Be prepared to assist in any area as needed. Walk around during workshops. Check presenters to if additional materials or assistance is needed. Recruit additional help if needed. Direct students to workshop sessions. Take photos during each workshop to provide to the SHPE Foundation after the event. Clean-up Committee The clean-up committee must arrive at event site a minimum of 1.5 hours prior to the event. Recommended Number of Volunteers: 3-4 1. Take down directional signs. 2. Take down NAVSEA Noche de Ciencias banner. In some cases school personnel are the only ones allowed to take down banners, so please arrange in advance with school faculty. 3. Rearrange general session area and all classrooms used to their original layout. 4. Ensure general session area and all classrooms are clean (Remember that you represent the Society of Hispanic Professional Engineers) 5. Wipe down tables. 6. Sweep if necessary. 7. Place trash bags in designated trash area. 8. Ensure school staff locks general session area and classrooms after use. 9. Box up remaining materials and transport to car(s). 13 | P a g e Handouts, Printouts and Tools In this section you will find printouts and handouts that will help you to execute an organized and smooth event. Note: Sign-in and Media Release Form and Accident Waiver are required. • • • • • • • • Sign-in and Media Release Form(for all attendees) Accident Waiver and Release of Liability (for volunteers) Noche de Ciencias Facilitator’s Script STEM Hands- On Activity Instructions Suggested Questions for STEM Panelists Student and Parents Surveys /Instructions Suggested Noche Room Layout - Parent Workshops Suggested Noche Room Layout – Student Workshops 14 | P a g e Noche de Ciencias Sign-in and Media Release Form [Insert Date] at [Insert Location] [Insert SHPE Chapter Name] I hereby authorize the Society of Hispanic Professional Engineers (SHPE, Inc.) and the Society of Hispanic Professional Engineers Foundation (SHPE Foundation) and those acting pursuant to its authority to: • • • Record my likeness and/or voice on a video, audio, photographic, digital, electronic or any other medium; Use my name in connection with these recordings; Use, reproduce, exhibit and/or distribute these recordings in any medium (e.g. print publications, video tapes, CD-ROMs, Internet) for the purpose that SHPE, Inc. and the SHPE Foundation and those acting pursuant to its authority, deem appropriate, including promotional or advertising efforts. By signing in below, I release SHPE, Inc. and the SHPE Foundation and those acting pursuant to its authority from liability for any violation of any personal or proprietary right I may have in connection with such use. I understand that all such recordings, in whatever medium, shall remain the property of SHPE, Inc. and the SHPE Foundation. I have read and fully understand the terms of this release ONLY FOR STUDENTS Name 1 2 3 4 5 6 7 8 9 10 Type (Student or Parent) Grade Student School Name Guardian Name Guardian Signature Noche de Ciencias Registro y Consentimiento para Medios de Comunicación [Insert Date] at [Insert Location] [Insert SHPE Chapter Name] Autorizo a la Sociedad Hispana de Ingenieros Profesionales (SHPE, Inc.) y la Fundación de la Sociedad Hispana de Ingenieros Profesionales (Fundación SHPE), y aquellos que actúan conforme a su autoridad para: • Filmar, grabar mi imagen y/o voz en un video, medios audio, fotografía, digital, electrónico o cualquier otro; • Utilizar mi nombre en relación con esas grabaciones; • Utilizar, reproducir, exhibir o distribuir en cualquier medio de comunicación (por ejemplo, publicaciones impresas, cintas de vídeo, CD-ROM, Internet) estas grabaciones para cualquier propósito de SHPE, Inc. o la Fundación SHPE y conforme a lo que se considere apropiado, incluyendo promocionales o publicidad. Absuelvo a SHPE, Inc. y la Fundación SHPE y a todos aquellos actuando bajo su autoridad, de toda responsabilidad por cualquier violación del derecho a la privacidad o personal que pudiera tener con dicho uso. Comprendo que todas las grabaciones, en cualquier medio, seguirán siendo propiedad de SHPE, Inc. y la Fundación SHPE. He leído y comprendido los términos de este comunicado. Nombre 1 2 3 4 5 6 7 8 9 10 Tipo (Estudiante/Padre) Grado SOLO PARA ESTUDIANTES Nombre del Escuela Padre/Guardian Firma del Padre/ Guardian The Society of Hispanic Professional Engineers Foundation 1444 Duke Street • Alexandria, VA 22314 •Tel: 703.373.7930 •Fax: 323-622-1046 Web: www.shpefoundation.org • Email: shpefoundation@shpe.org Accident Waiver and Release of Liability Event Name Event Date Event Location I HEREBY ASSUME ALL OF THE RISKS OF PARTICIPATING IN AND/OR VOLUNTEERING AT THIS ACTIVITY OR EVENT, including by way of example and not limitation, any risks that may arise from negligence or carelessness on the part of the persons or entities being released, from dangerous or defective equipment or property owned, maintained, or controlled by them or because of their possible liability without fault. I certify that I am physically fit, have sufficiently prepared or trained for participation in the activity or event, and have not been advised to not participate by a qualified medical professional. I certify that there are no healthrelated reasons or problems which preclude my participation in this activity or event. I acknowledge that this Accident Waiver and Release of Liability Form will be used by the event holders, sponsors, and organizers of the activity or event in which I may participate, and that it will govern my actions and responsibilities at said activity or event. In consideration of my application and permitting me to participate in this event, I hereby take the actions noted below for myself, my executors, administrators, heirs, next of kin, successors, and assigns vis-à-vis the following ENTITIES OR PERSONS: The Society of Hispanic Professional Engineers, Inc. (SHPE, Inc.), the Society of Hispanic Engineers Foundation (SHPE Foundation), and/or their directors, officers, employees, volunteers, representatives, and agents, the activity or event holders, activity or event sponsors, and activity or event volunteers. (A) I WAIVE, RELEASE, AND DISCHARGE the entities or persons mentioned in this paragraph from any and all liability, including but not limited to, liability arising from the negligence or fault of the entities or persons released, for my death, disability, personal injury, property damage, property theft, or actions of any kind which may hereafter occur to me including my traveling to and from this event; (B) I INDEMNIFY, HOLD HARMLESS, AND PROMISE NOT TO SUE the entities or persons mentioned in this paragraph from any and all liabilities or claims made as a result of participation in this activity or event, whether caused by the negligence of release or otherwise. I acknowledge that SHPE, Inc., the SHPE Foundation, and their directors, officers, volunteers, representatives, and agents are NOT responsible for the errors, omissions, acts, or failures to act of any party or entity conducting a specific event or activity on their behalf. The Society of Hispanic Professional Engineers Foundation 1444 Duke Street • Alexandria, VA 22314 •Tel: 703.373.7930 •Fax: 323-622-1046 Web: www.shpefoundation.org • Email: shpefoundation@shpe.org I hereby consent to receive medical treatment which may be deemed advisable in the event of injury, accident, and/or illness during this activity or event. I understand that at this event or related activities, I may be photographed. I agree to allow my photo, video, or film likeness to be used for any legitimate purpose by the event holders, producers, sponsors, organizers, and assigns. The Accident Waiver and Release of Liability shall be construed broadly to provide a release and waiver to the maximum extent permissible under applicable law. I CERTIFY THAT I HAVE READ THIS DOCUMENT; AND I FULLY UNDERSTAND ITS CONTENT. I AM AWARE THAT THIS IS A RELEASE OF LIABILITY AND A CONTRACT AND I SIGN IT OF MY OWN FREE WILL. ________________________________ Print Participant’s Name _______ Age _______________________________ Signature (if under 18 years old, Parent or Guardian must also sign) __________ Date PARENT / GUARDIAN WAIVER FOR MINORS (Under 18 years old) The undersigned parent or natural guardian does hereby represent that he/she is, in fact, acting in such capacity, has consented to his/her child or ward’s participation in the activity or event, and has agreed individually and on behalf of the child or ward, to the terms of the Accident Waiver and Release of Liability set forth above. The undersigned parent or guardian further agrees to save and hold harmless and indemnify each and all of the parties referred to above from all liability, loss, cost, claim, or damage whatsoever which may be imposed upon said parties because of any defect in or lack of such capacity to so act and release said parties on behalf of the minor and the parents or legal guardian. ________________________________ Print Participant’s Name _______ Age _______________________________ Signature of Parent or Guardian __________ Date Directional Sign Noche de Ciencias Page | 19 Noche de Ciencias Facilitator’s Script Welcome / Introduction “Good Evening! My name is (NAME) and on behalf of the (SHPE CHAPTER NAME), we would like to extend a warm welcome to all of our guests here tonight. We are delighted to have you here to participate in (HIGH SCHOOL’S NAME)’s Noche de Ciencias. Thank you to (PRINCIPAL AND KEY SCHOOL STAFF NAMES) for allowing us to host this event here tonight and for their continued support. I’d also like to thank in advance our keynote speaker tonight, (KEYNOTE SPEAKER NAME) of (KEYNOTE SPEAKER’S ORGANIZATION). Our main goal tonight is to provide you with information about science, technology, engineering, and mathematics -- also known as STEM -- and the exciting educational and career opportunities in these fields. Tonight, students will participate in interactive, hands-on activities related to science, technology, engineering, and math, or “STEM.” At the same time, parents will attend workshops to learn about college options and financial aid options available for their children. Tonight’s Noche de Ciencias was made possible by the generous support of (RECOGNIZE EVENT FUNDERS: the Industrial PartnerSHPE Council (IPC), SHPE Foundation and/or NAVSEA). The SHPE Foundation is a nonprofit organization dedicated to promoting the advancement of Latinos in STEM college degree programs and professions. Before we get started with this evening’s program, I’d like to encourage you to learn more about the SHPE Jr. Chapter Program. By becoming a member, if you haven’t done so already, you will join a strong network of SHPE peers, mentors, and role models to help you with preparing and getting into college. Please ask one of our SHPE volunteers tonight for information on how to join. And now, to get us started with an evening of STEM, we are honored to have (KEYNOTE SPEAKER NAME) here tonight to discuss with you (KEYNOTE SPEAKER’S TOPIC). Please join me in giving (KEYNOTE SPEAKER’S NAME) a warm welcome.” After Keynote Speech “Thank you again (KEYNOTE SPEAKER NAME). We are now ready to begin our interactive student activities and parent workshops! (Provide directions on activities and workshop locations). We’ll come back together as a large group to wrap up at (TIME OF WRAP-UP SESSION). Have fun!” Page | 20 Closing Remarks “Welcome back! We hope you enjoyed the workshops and activities. I’d like to take a moment to once again thank (RECOGNIZE EVENT FUNDERS) for making tonight’s event possible and to encourage you to learn more about SHPE and the programs it offers for students. Please ask any SHPE volunteer or visit the SHPE Foundation’s website to learn more about the programs. Before we adjourn, we want to get your feedback on tonight’s event by taking Part 2 of your survey packets. Again, there is one survey for parents and one survey for students. These surveys help the SHPE Foundation improve future events. Please take a minute to complete and submit your survey, and when we’re finished, we’ll conduct this evening’s drawing (if applicable). We hope tonight has been inspiring for you. We hope you continue to learn about STEM college and career options. We also encourage you to get involved and become a SHPE Jr. Chapter member. Please contact us if you have any questions or comments about the information presented tonight (project slide with SHPE Chapter and SHPE Foundation contact information) Once again thank you all for participating in our Noche de Ciencias and making it a success!” Page | 21 Activity Instruction: Action-Reaction Rockets Activity Suggested time: 45 minutes Suggested group size: 4 students/group Materials Each group needs: • Plastic drinking straw • Plastic bag, about the size of an inflated balloon • Paper streamers • 25 ft. of fishing line (20-25g weight) or string (nylon, slippery works best) • Long, tube-shaped balloon • Tape measure or meter stick • Action-Reaction Worksheet! (Attached at the end of the instructions) Activity Description Students construct a rocket from a balloon propelled along a guide string. They use this model to learn about Newton's three laws of motion, examining the effect of different forces on the motion of the rocket. Engineering Focus Engineering Analysis: making predictions, taking measurements, making calculations, interpreting results Learning Objectives • Explain practical applications of Newton’s Laws of Motion. • Use the model of the balloon to understand the different forces that act on the rocket • Collect data from the experiment and graph the results. Vocabulary Words to Use & Teach Vocabulary Terms Definitions Newton’s First Law Objects at rest will stay at rest, and objects in motion will stay in motion in a straight line unless they are acted on by an unbalanced force. Also known as the “law of inertia”. Newton’s Second Law The total force acting on an object is equal to the mass of the object multiplied by its acceleration. (F = ma) Newton’s Third Law For every action, there is always an opposite and equal reaction. Page | 22 Engineering Connection (Real World Application) Rockets and rocket-propelled flight has been in use for more than 2,000 years. People in ancient China used gunpowder to make fireworks and rockets. In the past 300 years, people have gained a scientific understanding of how rockets work. Now, aerospace engineers use their understanding to make rockets fly farther, faster, higher and more accurately. Our understanding of how rockets work arises from Sir Isaac Newton's three laws of motion. It is important for engineers to understand Newton's laws because they not only describe how rockets work, they explain how everything that moves or stays still works! NAVSEA aerospace engineers design, build and test rockets that can be used by the US Navy. In order to do so, they must understand Newton’s Laws, as well as other science and math concepts, and work together as a team. Introduction to the Activity • Start with an in-class demonstration: • For example, have a student or the facilitator stand on a skateboard and throw objects of various mass. Start with something very light (perhaps a paper ball), then a little heavier (maybe a basketball). If available, throw something even heavier, such as a medicine ball (Note: this could be dangerous; be very careful not to fall and don’t do this if you don’t feel comfortable!). What happens? • Answer: The student or facilitator rolls backwards on the skateboard. In fact, the person and the skateboard should roll back further if the mass of the object thrown increases. Note that this also depends on how hard the person is throwing the object. • An alternate approach to this demonstration that can be used is to stand on a skateboard and push against the wall. Show how you are pushing forwards, but end up rolling backwards. Procedure • Have students vote on which of Newton’s three laws of motion applies to the flight of rockets. Count the votes. (Answer: Trick question! All three laws apply!) Hand out a worksheet to each student. • Have each group of students do the following: o Tape a drinking straw along the side of a plastic bag. o Tape streamers along the open edge of the plastic bag. o Thread the string through the straw. o Tie each end of the string to a chair, and pull the chairs apart so that the string is taut. o Position the bag at one end of the string, with the open end of the bag facing the chair. (see diagram below) Page | 23 • • • • Testing the rocket: Students blow up the balloon, put it into the bag, holding the balloon closed. Count down to zero and let go of the balloon… ZOOMM! o Have students decide on lengths for the blown up balloon that represent a “small”, a “medium” and a “large” balloon. Have them predict how far each size balloon will travel. Then have them test each size balloon three times, measuring the distance their balloon rocket traveled on the string. Once they’ve finished testing, have students complete the worksheet, which includes answering questions about Newton’s Laws and graphing their collecting data from testing the rockets. While waiting for other students to finish their worksheets, students with completed worksheets should compare their answers with their peers. Once everyone is finished, review and discuss the worksheet answers with students. Troubleshooting Tips • Be sure that students blow up their balloons to different sizes – small, medium and large – to compare the different magnitudes of reaction forces that are produced. • Thicker fishing line (20-50g) works best for this activity. Next best is nylon string. Rough string or twine creates too much friction for the balloon to travel as far. • The string should be pulled taut for the balloon rocket launch. A slack string does not allow the balloon to travel as far. • This activity can also be done without the plastic bag by taping the straw directly to the balloon. In this case, use large round balloons instead of long balloons. Optional Activity Extensions • Have the students fill up their balloons with water and repeat the experiment. Ask them why the balloon moved so slowly (if at all) and why. (Answer: Because the water is heavy, it takes more force to move water than air, and the water spills out of the balloon slowly (compared to air), therefore the reaction force is equally as slow as the action force.) Note: This is messy! It’s best if this is one outside. • Tape pennies to the outside of the rocket to increase the mass. How does increased mass affect the flight of the rocket? (Answer: Because of Newton's second law, the same force exerted upon a larger mass will result in a lower acceleration – the rocket will not go as far!) Page | 24 • • Have students re-engineer their balloon rockets again, adding extra features to make the balloon go further. Allow them to use more straw and tape, and more than one balloon. Conduct a race to see which engineering team built the best balloon rocket. Ask that team to explain why their design worked as it did, in terms of Newton's three laws of motion. Ask students to write a journal entry on how the balloon rocket experiment could relate to something else they've encountered. Why are Newton's laws of motion so important in our world? Optional Post-Assessment Questions: 1. What is inertia? (Answer: When an object is at rest or in a constant state of motion.) 2. How are action and reaction forces related? (Answer: They are equal.) 3. If acceleration = 6 m/s2 and mass = 6,254 g what is the force? (Answer: 37,524 Newtons [gm/s2].) 4. What would happen if you changed the direction of the force (i.e., the balloon blew out toward the floor)? Would the balloon travel a shorter distance, longer distance or the same? (Answer: The balloon would travel a shorter distance if it moves at all, because it would not be able to travel in the direction opposite the force.) 5. According to Newton's third law, how do you know that the action and reaction forces on the balloon are equal? (Answer: Because for every action there is an equal and opposite reaction.) 6. What vocabulary word would best describe your experience when you are a "couch potato"? (Answer: Inertia.) 7. If an equal forces is applied to a Mini Cooper and a semi trailer truck, which will have greater acceleration? (Answer: A Mini Cooper, due to its smaller mass.) 8. What does acceleration depend on? (Answer: Mass and force.) 9. If you kick two balls that weigh the same, which ball will go further? (Answer: The ball that you kick harder.) 10. Does air have mass? (Answer: Yes. It can be measured on a scale.) 11. Does Newton's third law work horizontally? (Answer: No. Try it.) 12. When mass is multiplied by acceleration, what results? (Answer: Force.) Source: Teach Engineering (September 19, 2014). Action-Reaction! Rocket. Retrieved from http://bit.ly/1uWunGu Page | 25 Activity Instruction: Watercraft Suggested time: 50 minutes Suggested group size: 2-3 students/group Materials • containers filled with water (bucket, sink, plastic tub, etc.) one per 3 groups • paper towels for clean –up Each Group Needs • 1 foot of duct tape • 2 paper cup (8 oz or larger) • 10 inch strip of plastic wrap • 10 straws • 25 pennies (or alternatively, 15 washers) • stopwatch (optional) Activity Description Students design, build and test a boat, using minimal materials, able to float and support weight. They apply knowledge of buoyancy and Archimedes’ principle in their design. Engineering Focus Full Engineering Design Process: brainstorm, design, test, evaluate, redesign, etc. Learning Objectives • Design and build a boat out of straws and plastic wrap that can hold 25 pennies for at least ten seconds before sinking. Complete all the steps in the engineering design process, focusing on evaluation and redesign to optimize a design. Vocabulary Words to Use & Teach Vocabulary Terms Definitions The upward force exerted on an object by a fluid opposing the weight of the object. This force is caused by differences in pressure at different depths in a liquid due to the weight of the liquid. buoyancy Page | 26 weight The force on an object due to gravity; a downward force. density Mass per unit volume (mass/volume) “Any object, wholly or partially immersed in a fluid, is buoyed up by a force equal to the weight of the fluid displaced by the object.” Archimedes' principle In other words: Buoyancy = weight of displaced fluid *Note: An object whose density is greater than that of the fluid tends to sink. If the object is either less dense than the liquid or is shaped appropriately (as in a boat), the force can keep the object afloat. Engineering Connection (Real World Application) • NAVSEA (The Naval Sea Systems Command) engineers, builds and supports the U.S. Navy's fleet of ships. Many engineers, such as mechanical, electrical, nuclear, systems, computer, aerospace, ocean, chemical, environmental and industrial, are hired by NAVSEA, and many engineers work on actually designing, building, and testing the ships. • NAVSEA engineers use science and math knowledge, as well as creativity and ingenuity to create the best ships possible. • In this activity, tell your students that they will be working as engineers for NAVSEA! A current challenge in many areas of technology is to use minimal materials (reducing costs) to construct effective products. In this challenge, students have access to very few materials and must build a boat that can support weight and stay afloat. • In this activity, students act as real engineers by following the full engineering design process. • The engineering design process is a series of steps that engineering teams use to guide them as they solve problems. The design process is cyclical, meaning that engineers repeat the steps as many times as needed, making improvements along the way. • Two key themes of the engineering design process are teamwork and design. Encourage students to follow the steps of the design process to strengthen their understanding of open-ended design and emphasize creativity and practicality. Introduction to the Activity • Begin by telling students the challenge: o Design and build a boat out of straws and plastic wrap that can hold 25 pennies for at least ten seconds before sinking. Page | 27 • • • • Ask students: o If you take two empty, capped soda bottles—one big and one small—and push them underwater, which one will be harder to keep down? (Answer: The big one) Why? o (Answer: Both bottles displace some water. The displaced water pushes back on the bottles. The upward push of the water on an object gets bigger as more water is displaced. The big bottle displaces more water than the small one does. So there’s more force pushing it up, and it floats better.) Tell students that buoyancy is the term for describing the force pushing back up on the bottle. The more buoyancy something has, the higher it floats in the water. Discuss other vocabulary on terms and their definitions. Ask students: o How can you make a boat that’s very buoyant? (Answer: Make sure it displaces a lot of water.) Brainstorm and Design • Show students the materials and ask: o What kind of boats can you make using these materials? o How can you design them to carry a heavy load? o How will you make a boat that floats well enough to support a heavy load without sinking? o Should your boat be a platform (raft, barge) or an open boat (rowboat, canoe)? o What’s the best way to make your boat waterproof? o How big do you need to make your boat to hold 25 pennies/ 15 washers? o Have students brainstorm in small groups (2-3 students) and then ask students to share ideas as a class. After a few minutes, have students sketch their designs on a piece of paper or in their design notebooks. • .Ask students to share ideas. Build, Test, Evaluate & Redesign • Build: Pass out materials to each group of students. Have students begin building their first boat design and test it in the container of water (sink, bucket, plastic tub). • Testing: Students should first place their boat in the water to see if it floats. Then they should add one penny at a time. If the boat is still afloat after the 25th penny is added, students should time how long their boat stays afloat (up to 1 minute). Remember the goal is for the boat to stay floating at least 10 seconds before sinking! • Evaluate: Students’ boats may not work as they hoped, especially during the first test! Encourage them to try to identify the problem (the boat leaks, doesn’t float, tips over, etc.). • Redesign: Once students identify a problem with their first design, have them redesign, rebuild, and retest their boat. Even if their boat meets the challenge, encourage students to build a Page | 28 better boat (for example: one that holds 50 pennies, one that uses half the materials as the first, or have a challenge for which boat stays afloat the longest with 25 pennies). Troubleshooting Tips • • • • Sinks easily: Increase buoyancy by making its interior space bigger (for example, making a very wide boat with high sides) or trap a lot of air in the straws, cups or frame used to build the boat. The boat leaks: See if the straws are filling with water. If so, use tape to seal them. Also, check the plastic wrap. Press it tightly or use tape to form a watertight barrier. The boat tips and takes on water: Make sure the weight is well distributed – spread it evenly across the bottom. Also, a boat can tip when the load is up high. Place the pennies in the lowest part of the boat. Or build a boat with a V-shaped (triangular) hull, which is generally a more stable design than a flat-bottomed boat. The boat can’t support 25 pennies/15 washers: Increase its buoyancy by increasing its size and depth. Wrap-up Discussion Have students talk about their designs and how they solved any problems that came up. Emphasize key themes in this challenge – buoyancy, designing ships and what real engineers at NAVSEA must go through, and the engineering design process. Sample Questions to Lead the Discussion • What are some things that all the boats have in common? (Answer: They float by displacing water, are waterproof, stay upright when floating, and carry a load.) o Which held more pennies, a platform raft or a boat built over a frame? (Answer: Generally, a boat built over a frame will hold more pennies than a similar-sized platform of straw. Its hull displaces more water before starting to sink; it is therefore more buoyant.) o How did knowing about buoyancy influence the design of your boat? (Answer: In general, the more water that a boat displaces, the more weight it can support.) o Why do you think engineers use the engineering design process? (Answer: An iterative process of evaluating a design, learning from testing and redesigning allows for engineers to optimize the performance of their designs.) Adapted from: WGBH Educational Outreach Department (2008). Activity Guide: Design Squad. Retrieved from http://bit.ly/1rraiYZ Page | 29 Suggested Questions for STEM Panelists Please ensure the panelists are prepared to introduce themselves to the audience (name, company, university, field of study, profession, etc.) Questions for Professionals: • How would you describe an average day at work? • What projects are you are most proud to have contributed to during your professional career? • How do you use the principals of science and math in your daily activities / tasks? • What does your company look for and consider when hiring young engineers? • What advice do you have for young engineering students or for students who are considering studying engineering? • Is your current job what you expected it to be? If yes, how so? If no, why not? • How has your membership in SHPE contributed to your professional and college life (if a current member of SHPE)? Questions for University Students: • Why did you decide to study a STEM field? • What is an average week of classes like? • What do you like most about your chosen major and why? • What is college like? • What advice do you have for students who are considering studying engineering / entering college? • What is the most exciting project you have worked on during your studies? • How has being a member of a SHPE Chapter helped you through college and your personal life (if panelist is a member of SHPE)? Page | 30 Noche de Ciencias Evaluation Instructions Proper evaluation of the event is critical to demonstrate to our funders that our efforts are making a positive impact on students and parents. The following instructions are to guide you in completing the evaluation requirements for your Noche de Ciencias. Purpose of Surveys • Document the effectiveness of Noches de Ciencias. • Document improvements over previous years’ Noches de Ciencias. • Improve future Noches de Ciencias. Survey Topics • Knowledge change about STEM careers and college preparedness • Attitude change toward STEM careers • Continuation plans with SHPE and/or STEM field Respondents • Students in Middle School or High School • Parents or accompanying adults Format • Surveys are in pencil and paper format. • Each survey is brief – one or two pages long and is designed to require no more than 5 minutes to complete. • Each respondent will complete one survey before the event (Part 1) and one survey after (Part 2). • In each family, one student and one parent will receive surveys to complete. • Surveys will be available in English and Spanish. Pre- Survey for Students & Parents/Guardians 1. Distribute one packet for family. 2. Reassure students and parents that: o their individual responses will not be shared with anyone besides the Noches team, o their names will not be shared with anyone besides the Noches team, and o their responses to the surveys will be very useful to SHPE 3. Ask parents if they prefer to complete the survey in English or Spanish. 4. Instruct families to: o select one student and one parent to complete the surveys o complete Part 1 before heading to the workshop/activity 5. Give participants a few minutes to complete before proceeding with the workshops and activities. Page | 31 After Student Activities/Parent Workshops 1. Instruct families to complete Part 2 of the survey packets. 2. Instruct families where to return their packets after completing the surveys (be very clear about where to return the packets). 3. Remind students, parents/guardians to put their name on the surveys. 4. Thank respondents for their participation. Support respondents by: • Familiarizing yourself with the survey beforehand to answer questions • Having pencils or pens available • Offering a clip board, table, or other firm writing surface • Offering a quiet spot to improve concentration • Helping respondents locate before/after, student/parent, and English/Spanish surveys • Collect all surveys after the event. • Identify, label, and staff one prominent location for collecting surveys. Additional Notes and Reminders • Please keep all surveys with you or at a safe location throughout the event. Make sure all completed surveys are given to the designated volunteer to scan and submit to the SHPE Foundation’s evaluator, Dr. Christine Paulsen at cpaulsen@concordevaluation.com as quickly as possible after the event. Note - if surveys are too large to send over email, please use a file sharing service like Dropbox.com. Surveys may also be submitted via hard copy to Dr. Christine Paulsen, Concord Evaluation Group, PO Box 694, Concord, MA 01742. Dr. Paulsen’s toll-free number is 1-888-683-2826, if you have any questions about the evaluation. Please contact the SHPE Foundation at shpefoundation@shpe.org if you have any questions. Page | 32 Student Workshop Set-up Page | 33 Parent Workshop Set-up Page | 34 After Noche de Ciencias: Wrapping Up and Looking Forward This section contains information regarding evaluation and any other tools to reflect on the event and provide SHPE Foundation with relevant feedback and data it needs to inform program sponsors on accomplishments and grow and improve the program into the future. At the completion of your event, please complete a Final Report for Noches de Ciencias. The Noche de Ciencias Report is due to the SHPE Foundation two weeks after your event. Failure to submit required documents by the deadline will impact the SHPE Foundation’s decision to grant future funding to your Chapter. Submitting the Final Report The Final Report is a two-step process: 1. Complete the Online Final Report (http://goo.gl/en3p5u). This can be found on the “Final Report” tab of the Noches de Ciencias webpage. The online report will ask you to provide the following information: • Hosting SHPE Chapter • Date, Time and Event Location of Noche de Ciencias • Name, Phone Number and Email of Noche de Ciencias Lead • Student and Parent Activities at Noche de Ciencias • Event Summary • Event Marketing Summary • Attendance: How many students, parents, teacher and staff volunteers, SHPE volunteers, community volunteers and partners • Other organizations funding your event • Participating High School(s) • Additional comments or concerns The SHPE Foundations prefers for you to complete the Final Report via the web link above, However if you are unable to access the link, please submit the report on the following page. 2. Submit the required attachments to the SHPE Foundation. The required attachments include: • Noches de Ciencias budget • Copies of all receipts • Sign-in and Media Release Form • Completed Parent and Student Surveys • Photographs (including the photo of the attendees with banner) Please note: If you scan the attachments, make sure double-sided documents are scanned in the correct order. Attachments may be submitted to shpefoundation@shpe.org, shared via Dropbox or mailed directly to: SHPE Foundation; Attention: Noche de Ciencias; 1765 Duke Street | Alexandria, VA 22314 35 | P a g e Final Report Template The SHPE Foundations prefers for you to complete the Final Report via the web link http://goo.gl/en3p5u however if you are unable to access the link, please provide the following information: General Information Hosting SHPE Chapter: Participating High School(s): Event Location and Time of Noche de Ciencias: Name of Noche de Ciencias Lead: Contact Information for Noche Lead: (phone & email) Activities conducted at the Noche de Ciencias: Student Activities (Check as many as apply.) Hands-On Activities: Action-Reaction Rockets STEM Panel for Students Watercraft Additional Activities (please describe): Parent Activities (Check as many as apply.) Helping your Child on Their Journey to College Paying for College: Financial Aid & Scholarships STEM Parent Toolkits Additional Activities (please describe): Event Summary (Narrative) Event Marketing Summary (Describe activities conducted by the SHPE Chapter to promote Noche de Ciencias. Include samples) Attendance (Include copies of sign-in sheets) Provide the number of participants for the Noche de Ciencias. Include estimates when actual numbers are not available. Type Number Students Parents/Guardians Teachers/School Staff SHPE Volunteers Community Volunteers Page | 36 Additional Event Partners Did the event involve any of the following groups as partners or collaborators (partners or collaborators include organizations which provided facilities, presenters, staff, materials, or equipment at no cost)? (Please type only whole numbers. e.g.: 26) Additional Funders Did the event involve any other organizations providing funding? Additional Comments (Highlights, Concerns and/or Issues) Attachments Submit the required attachments to the SHPE Foundation. The required attachments include: • Noches de Ciencias budget • Copies of all receipts • Attendance Sheets • Completed Parent and Student -Surveys • Sign-in and Media Release Form • Photographs (including attendees with banner) Please note: If you scan the attachments, make sure double-sided documents are scanned in the correct order. Attachments may be submitted to shpefoundation@shpe.org, shared via Dropbox or mailed directly to: SHPE Foundation; Attention: Noche de Ciencias; 1765 Duke Street | Alexandria, VA 22314 Page | 37
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