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Collaboratory Leader`s Handbook

1. cccccccssessssseeeccececaaeesseeccccessaaeassececeeeesauanseeeeseess 23 Howto solici Usetul Fecal nds 24 Recurring Collaboratory Team Building Events cccooocccnonnccnnnonoconnnnnccnnonanonnnonaronnonanonnonononnnonaronnonanonnos 25 O roo eats 25 SUICIDA di 25 Howto Get TNNES DONG ie 27 HOWTO tata OO cn 27 Writine a GrOUbsPFODOSal iia db 27 Group Proposal Approval POCO sora load 29 HOWTO Start a pro etnia a a 30 Writine the Project Proposal luminancia E 31 Crestine aP ro CCU BUON 31 Project Approval PROCESS N 32 HOW LO selecta Clean NN 33 How to Establish the Right Client RequirementS ooocccccnnccnnconoccnnnnaconnonononononaronnonaronnonnnonnnnnarcnnonanonnos 33 Detinine a Requitementen eco laa ralla 33 Defining a Good Regue ment uni A Ad 34 WhvTlient Requirements Matte ainia ii 34 POW TO RECFUIENM eb Sn a A E aude dacemaaaetn estes 36 How the Collaboratory Recruits Members ccccccsseccccsssccccessececeesecceeeuscceceeseceeeuaeceseeneceessusecetaeneess 36 How to Explain the Collaboratory to OthersS occccoocccnconnccnnonanonnnnnncnnnonarnnnonononnonononnnonaronnonanonnnnnnoos 37 What to Look For in New Members eircsinn inci ii 39 Recruitment Statistics 201 L220 12 ccivcca cea ciedo ss bate N pesauees 40 HOW tO Run Efective Meethi in totes e eh catedutecrrid ee a Dt te a se bogate 41 Tip 1 Create and Follow an AGEN Ca redada rad 41 Tip 2 Denne MECUME FOIES ss sicsetssoiehes sieo5 taacacSoabahcnastau
2. e Accountability The members are meeting the goals they set for themselves and are also fulfilling the requirements of the Collaboratory and their client o The team fulfills its agreement to the Collaboratory and its client o The team holds itself accountable to each other their group and the Collaboratory as a whole o The team holds itself accountable to serving each other as Christ would How to Build a Strong Team e Set Standards Define the standards of the team 22 Collaboratory Leader s Handbook 2012 08 23 o Establish the team norms organizational culture and vocalize it o Team leader sets the culture o If someone doesn t measure up then they don t measure up at least there is a standard e Articulate Goals Define the desired outcomes and goals o Establish the amount of flexibility given Cast a Vision Cast a vision for the end result Identify Abilities Find the right mix of people Celebrate Successes Make it a habit to celebrate team successes and recognize contributions of members e Develop Relationships with Clients Stay in touch with your clients to motivate inspire and remind the team of the importance of their work How to Assess Team Commitment 1 Team Choice Do all of the members want to participate as a team and have meaningful tasks Do the members perceive that they had a choice about working on a particular team 2 Team Mission Do the team members believe that the team overall mission is importa
3. State Province Lettude Longitude A Demographics E Notes E Tags and Groupe 3 Check the appropriate check boxes to tag yourself in the Group s box and your group in the Tags box o Tagging yourself and your group is very important for two main reasons You can only edit contacts tagged to yourself so if you hadn t got down to tagging your contact yet that means you can t find your own contact to finish editing them later ii lf one of your contacts donates money to the Collaboratory it won t be allotted to your project if the contact wasn t tagged to you and your group 4 Fill out the name mailing address and email address of your contact How to you modify contacts 1 After logging in click Find Contacts from the Menu box on the right hand side of the screen 2 Either type the name of the contact you d like to edit or just click Search button at the bottom right hand side of the form to display all your contacts 3 Inthe Action column select Edit to edit your contacts For any questions or problems with Civi contact collabIM messiah edu 56 Collaboratory Leader s Handbook 2012 08 23 Members Achievement Portfolio MAP Member Achievement Portfolio cClaboratory tor Strategic Partnerships and Apobed Research MAP Merete Acteree mere Pretitey is 3 eed apuscidon ty NACIO yous COTTON and votes Nous n he Cotacor ao Tais mew vorian UES PAD Min or DaChend DUTDOCEE CU
4. Youtube channel Facebook page etc 54 Collaboratory Leader s Handbook 2012 08 23 CiviCRM Website www thecollaboratoryonline org civi CiviCRM is a database system that allows Collaboratory members to record and manage information about their contacts supporters and donors Why we use Civi 1 Funding Individuals families and friends of the Collaboratory members are able to provide donations to the Collaboratory either to specific projects or site teams or for general use 2 Marketing Individuals families and friends of the Collaboratory who have contact information in Civi will receive our newsletter Dokimoi Ergatai How do we use it e All members Each year at the beginning of the semester Collaboratory members are required to have at least 10 contacts in their Civi account e Site teams Collaboratory members on site teams must have 50 contacts in their Civi account by the date determined by Site Team Advisor How do you log in e To access Civi go to www thecollaboratoryonline org civi e To login use your Messiah username and password How do you add contacts 1 After logging in click New Individual from the Shortcuts menu on the right hand side of the screen 2 Scroll to the bottom of the form and click on the plus sign to the left of Tags and Groups to expand that section 55 Collaboratory Leader s Handbook 2012 08 23 ity Zip Postal Code Ceamiry
5. e Good judgment and discernment in picking future leaders Common Mentoring Pitfalls e Limited advisor availability e g meeting with members and leaders once a month is not often enough to build a solid relationship e Not picking good leaders then not nurturing their positive development o Good leaders may be those students who are already busy Tips for Mentoring e When the team meets and the advisor is there only contribute as appropriate and primarily focus on observing the team leader e g are they directing the meeting properly communicating well are they prepared for the meeting etc e Meet 1 on 1 each week with all team leaders For each meeting prepare a written scripture prayer and agenda to be shared A typical meeting could also contain the following items o Review recent team meetings o Review student s current academic classroom load and stress level 15 Collaboratory Leader s Handbook 2012 08 23 o Review upcoming items o Review any other items that warrant discussion e As much as possible push decisions off to the student to foster growth and confidence in leadership skills Be available to students Schedule off campus get togethers Collaboratory Chapel As part of the Collaboratory s desire to inspire student leaders who are growing in Christian discipleship and service Monday night chapels are offered as a time of fellowship and spiritual growth The Collaboratory Chapels serve to e Communicate and re
6. ej Main Page A 5 ek hare bgu ad arar dc Ai eRe eh beba rr A A NR ete ws 4 barr y Se ee f etmweste gs pel Se ete beetat y ame amp Oe eter tq Lab sn mersi de ge 100 aus rro i u inet Get ss ss d ea e Ta pot y e e ast Oe tebe wer AA eee a atari Eom ALEZ meted teed Pe get Cates parts Bee ety Fie aw a ly ra a dy 1 sn es Set AAA iaa tt teat os puns ed ee er as ss as tee tae e mate he heme ater ss we mos ere ck te mi a e ey ss o arsi a aim gro ilga TA De su m gt are A Aher the Collaberatary ea _ eere tomer er eee oo pnr ms weer wr r ry ete i Pross hte bee Oem ee he ae gt Joe the Coteboretnary ow the od tu pa 4 AA Papttorm Assinou td ee e er 22 pm ssusdr a eer eer IS A r ha n e ot Beat Pu sete Amg we Ee Et j pedet We borme is lee tee Website http www thecollaboratoryonline org wiki A wiki is a collaborative website which allows many people to easily access and modify the available content The term wiki comes from the Hawaiian phrase Wiki Wiki which means hurry or fast A wiki is meant to be simple to use With a basic understanding of wiki markup language users can edit the 53 Collaboratory Leader s Handbook 2012 08 23 contents of a wiki using a web browser This wiki is a tool for documentation and continuous improvement of Collaboratory processes by the community of approved workers who accomplish the vision of
7. If you are an employee and would like to be issued a VISA purchasing card in order to make Collaboratory purchases please contact the Manager of the Collaboratory The Manager will work with Gretchen Banks Purchasing Coordinator to authorize a College issued card The Manager will work with you to determine one time and monthly purchase limits o If you already have a card but are unable to allocate purchases to the Collaboratory please contact the Manager of the Collaboratory The Manager will work with Teri Rader Accounts Payable Coordinator to give you permission to allocate purchases to the Collaboratory 46 Collaboratory Leader s Handbook 2012 08 23 o Please note that the Manager reviews all purchases made to Collaboratory accounts e No forms are required to report credit card purchases in the Collaboratory Rather when a credit card holder allocates their purchases at the end of the monthly billing cycle they must allocate it to the appropriate organization and account code o In the comments section please indicate the Collaboratory group and team project or site team to be charged followed by a short description of the purchase to include Date Location of Purchase and Reason This description will be entered into QuickBooks and will show up on your Group or Site Team s financial statements that are provided by our Bookkeeper For example Education BSEP educational toys for curriculum Burkina Su11 food for team retrea
8. Planning Form is a two part planning document completed by all projects and consists of 1 the Annual Plan and 2 the Annual Review The Annual Planning Form is a PDF form and replaces the formerly used Project Planning Article PPA housed exclusively in the wiki All projects are encouraged to complete the Annual Planning process indicated below with the exception of new projects submitting a project proposal In that case drafting the Project Proposal takes precedent in order to first get the project through the approval process Download the Annual Planning Form here http www thecollaboratoryonline org wiki Help Annual planning form Breakdown of the Annual Planning Form Annual Plan Progress report Work needed Timeline of activities Personnel update Equipment space needs Budget update if needed Annual Review e Comparison of actual versus proposed accomplishments e Recommendations of future project priorities Changes from the Project Planning Article PPA The shift to the Annual Planning Form was carried out primarily for two reasons 1 To replace the technical mostly engineering jargon used in the former Project Planning Articles with more general wording to make planning more straightforward and applicable to all projects and 2 To allow leaders and members to create annual plans directly onto the PDF forms without having to learn any wiki markup language required by the former PPA Unlike the PPAs which pr
9. based no software required Great iPod iPad app New to TeamworkPM TeamworkPM user manual available for download here or just Google TeamworkPM user manual http www teamworkpm net tutorials twfld 2 amp download true GanttProject Website http www ganttproject biz Price Free Features 60 Gantt charts PERT chart work breakdown relationships between tasks Collaboratory Leader s Handbook 2012 08 23 Recommended Screen Sharing Software Join Me Website https join me Price Free Features Conference calling voice up to 4 people per call Internet calling call into the conference via the internet as long as your computer has a microphone setup Screen sharing Chat Send files Only the conference host needs to download a program all other participants can just call in or login via the internet e No software download or registration required for participants Note When setting up conference calls or online meetings with clients overseas please keep in mind the bandwidth limitations of their internet service In general screen sharing applications requires most internet bandwidth followed by video calls and then voice only calls as requiring the least bandwidth Recommended Conference Calling Software Skype Website www skype com Price Free Features e Free one on one video calling e Free audio conference calls up to 25 participants e Software download and Skype registration r
10. copies of the Annual Plan to all your members or at least ensure everyone knows where to locate a copy of the Annual Plan Doing so will help foster a spirit of accountability among all the members to work towards the same goals End of the Year Annual Review Review On the Annual Review section of the Annual Planning Form review your annual plan and evaluate what you actually accomplished compared to what you had proposed to do This section can be completed at the end of every semester or at the end of the year It is up to the Group s discretion how often they update the annual review section as long as they complete it at least at the end of the year Recommend Recommend project priorities for the next year based on the progress made this year Submit Send the completed Annual Planning Form to your group and project advisors your client s and to the Student Director before the end of the year Store Keep a copy of the final version of the annual plan in your group s folder on the Collaboratory server for record keeping Tip Review your Annual Plan several times throughout the year to ensure you are still on track with what you had planned to do If circumstances occur that require drastic changes to your plan for the year make edits to your Annual Plan as soon as possible or at least at the end of the current semester 51 Collaboratory Leader s Handbook 2012 08 23 COLLABORATORY TECHNOLOGY 52 Collabo
11. have team members identify the things that went well and make suggestions about how the next meeting can be improved Put the list on a flip chart discuss the ideas and act to make improvements Have team members take turns facilitating this review Although your meetings may never become defect free they will become better and better over time Reference Peter S Pande Robert P Neuman 2001 12 14 The Six Sigma Way Team Fieldbook An Implementation Guide for Process Improvement Teams Kindle Locations 879 883 McGraw Hill Kindle Edition 43 Collaboratory Leader s Handbook 2012 08 23 How to Manage Documentation File Naming Efficient management of electronic records begins with accurate file naming The following file naming convention incorporates best practices in electronic records management and information technology This section explores file naming rules and guidelines to help keep your project s electronic records organized effectively Rule 1 Avoid using special characters in a filename lt gt amp S The characters listed above are frequently used for specific tasks in an electronic environment For example a forward slash is used to identify folder levels in Microsoft products while Mac operating systems use the colon Periods are used in front of filename extensions to denote file formats such as jog and doc using them in a file name could result in lost files or errors Rule 2 Use under
12. in the lives of others Leadership begins with learning to desire what God wants and matures when you receive a life vision from Him and act on it it is right desire right vision and right action 16 Collaboratory Leader s Handbook 2012 08 23 Shared Leadership Principle Shared advisor student leadership is a core strategy for mentoring in the Collaboratory Unlike educators in the traditional classroom advisors in the Collaboratory play the role of a player coach developing student leaders while also making hands on contributions in their field of expertise A primary task of the advisor is to work himself or herself out of a job by developing student leaders to assume responsibility and by transferring authority and responsibility that is commensurate with students maturity and ability Early in the relationship the advisor will generally be prescriptive in directing the leader s work to protect the long term interests of other students and clients but the goal is transition from the role of boss to coach and from coach to delegator Advisors work to cultivate an attitude of humility among student leaders and workers regarding client organizations and communities served and an expectation that they will benefit from relationships with their partners in addition to serving them Such humility is of course a lifelong lesson The great work in every discipline is almost always the work of a student one who is able to pay attention
13. needed to pursue the start up project s o What are the space needs of the Group and how do you plan to meet them o What Collaboratory or other College equipment will this Group require Budget If applicable Insert a link to your budget worksheet o For more information about creating a group budget refer to http www thecollaboratoryonline org wiki Help Group budget worksheet Collaboratory Leader s Handbook 2012 08 23 Group Proposal Approval Process for strategic partnerships and applied research Proposal Approval Process Student Director Grout Operations Committee Leaders Committee Executive Committee 29 Collaboratory Leader s Handbook 2012 08 23 How to Start a Project Interested in starting a new Collaboratory project These instructions are for proposing new Collaboratory projects Completing a Project Proposal enables you to seek approval of e Goals and a timeline to guide the work serve as a basis for evaluation e A budget and funding plan for the project e Aninternal allocation of grant or other funds from the Collaboratory Types of Collaboratory Projects e Staff projects provide marketing human resources information technology site team logistics and financial tracking support to Collaboratory Groups and Projects e Exploration projects are undertaken to study and plan future research or application projects OR to develop a Group s internal resources e Equip
14. statement with no more than three bullets Summarize what you learn from all the responses and make decisions as to what you will stop keep and start Share what you learn with your team and give the team permission no urge them to help you hold yourself accountable to your commitment Reference http blogs hbr ore hbsfaculty 2011 08 three questions for effective feedback html 24 Collaboratory Leader s Handbook 2012 08 23 Recurring Collaboratory Team Building Events Fall Retreat The Fall Retreat is a celebration for hard workers while also introducing new members to the culture stories and language of what it means to be an approved worker working with Collaboratory projects It is the responsibility of the Student Director and Assistant Student Director to plan the agenda for the retreat while working with the Collaboratory Manager and Student Staff Manager on logistical issues and games Service Day Service Day is an opportunity for Collaboratory Groups to spend an extended period of time working on their projects This event occurs during a busy time of the semester when it may be otherwise difficult to gather students and advisors together It is important that the Collaboratory take advantage of this time to further its work 25 Collaboratory Leader s Handbook 2012 08 23 HOW TO GET THINGS DONE 26 Collaboratory Leader s Handbook 2012 08 23 How to Get Things Done How to St
15. that govern relations between the Collaboratory and other College departments and offices To the Provost o School wide courses and curricula tied to the Collaboratory To the Provost e Protocol o This committee meets as needed up to two 1 hour sessions per month throughout the academic year August May o The meeting agenda is forwarded to members and those with voice privileges 3 days prior to the meeting to allow for preparation and agenda revision o Minutes will be posted on the wiki and each meeting will begin by reviewing the minutes from the previous ECM O O O 00 10 Collaboratory Leader s Handbook 2012 08 23 Advisory Board ABM Purpose The Advisory Board serves the Executive Committee by meeting 2 to 4 times per year for strategic planning o The Executive Committee presents an executive summary to the Board of major decisions on matters of policy finance and projects o The Advisory Board gives strategic direction for the Executive Committee to develop and refine policy and processes o The Executive Committee and Advisory Board both include faculty members and students and the board may include non faculty advisors plus community partners Members SSEH Dean Executive Committee Assistant Student Director Chairpersons or their representatives of departments with either engaged faculty or significant numbers as determined by the Director of engaged students o Additional 2 5 members identif
16. training and development opportunities Serve in project or organizational leadership experience Gain cross cultural service and field work experience Oversee work sub contracted to academic courses such as the project courses in Engineering Build your vocational vision and r sum Membership Criteria Individuals who are Collaboratory members are able to become Collaboratory leaders or advisors Group Project Staff or Site Team and are also able to be a member of a Collaboratory site team Students are not required to have Collaboratory membership status in order to work on Collaboratory projects but will not be able to take on the role of a Student Leader or Site Team member of the Collaboratory Please see the section below for more information on leadership advisorship within the Collaboratory 8 Collaboratory Leader s Handbook 2012 08 23 Organizational Structure Definitions Group A group is an organizational unit of the Collaboratory that sponsors and manages projects related by a common purpose or theme and their personnel Groups maintain a knowledge base in addition to the material and personnel resources to support present and future projects in the Group s application area The two types of groups in the Collaboratory are o Staff Group The Staff Group manages the operations side of the Collaboratory and provides administrative oversight and services to internal clients o Application Group An applications gr
17. CM as SuLtEranety dut A MIL Ata AY AT fave few MIA COG i The Adore Eb 604 mare WO M DEA Login Usemame Password Lag m Website www thecollaboratoryonline org map The Member Achievement Portfolio MAP is a web application for tracking your contributions and volunteer hours in the Collaboratory MAP is primarily used to collect data like meeting attendance work hours and RSVPs for Collaboratory events Why we use MAP The data from MAP produces statistics and reveals trends that allow you to Set and track performance goals Diagnose the effectiveness of leadership initiatives Compare projects and groups within the Collaboratory to one another Compete against other groups and projects for Collaboratory glory Compare performance of projects groups and the entire Collaboratory between semesters and years Quantify the difference in members performance Have a precise record of your own contribution to the Collaboratory How do you log into MAP e All members will be given a MAP account Your username will typically be the first letter of your first name followed by your last name For example David Vader s MAP username would be dvader e MAP accounts for new members will be created once they submit the Collaboratory Membership Form e If you have submitted the Membership Form but have not received an email with your MAP user information contact collabadmin messiah edu e For any other questions regarding
18. Collaboratory Leader s Handbook The Collaboratory is a large organization and faces may unique management challenges The leadership at every level in The Collaboratory is critical to the success of every project and the needs of people around the world This handbook will guide you to becoming the most effective leader in this organization that you can be A guide to effectively leading in the Collaboratory THE COLLABORATORY FOR STRATEGIC PARTNERSHIPS AND APPLIED RESEARCH Collaboratory Leader s Handbook The Collaboratory for Strategic Partnerships and Applied Research 1 College Avenue Suite 3034 Mechanicsburg PA 17055 U S A Phone 717 796 1800 ext 7226 e Email Collaboratory messiah edu Download the Collaboratory Leader s Handbook here http www thecollaboratoryonline org wiki EX Collaboratory Downloads Collaboratory Leader s Handbook 2012 08 23 Table of Contents Mission VISION and Organiza ON pe dia 7 Foundational Statement egern E E geaanenainsenerdeeandesenereaecsenstes 7 CTA E E E A A E A A E N T A 7 A E A 7 A PP APP 7 A A A 7 o ee E E 7 Collaborat ry ENDS CS FINO ois reece Sites Sheps sa ding se sate esha ca eran sense cateo eevee 7 Mc tioeieeceecanstetec saved saceceaesoarvauGsntanosesneseostintenodtansivestnnsesneanererectos 8 Oreanizational SUCIO 9 COMMITLee SUF UC TUS std 9 Building Up People for SUCCESS cceecccccsssccecesseccceusececceneceeceusececsuececsuneceeseaseceseue
19. a Event Planning Guides EPGs for events and recurring items listed below can be found by following this link http www thecollaboratoryonline org wiki Event_planning guides 48 Collaboratory Leader s Handbook 2012 08 23 Available EPGs e Leadership o Advisors Workshop o Leaders Workshop o Leadership Development Class o Student Director Selection Process o Staff Manager Selection Process e Events Fall Retreat Service Day Prayer Breakfast Homecoming Collaboratory Chapel Guest Tours Food Guidelines Senior Appreciation Night o Site Team Recognition e Marketing o Collaboratory Newsletter o Director s Letter o Collaboratory Posters o Collaboratory T Shirts O O O O O O 4 Task Calendars Leaders task calendars are a record of the recurring tasks of Collaboratory leaders Task calendars for the positions listed below can be found by following this link http www thecollaboratoryonline org wiki Leaders 27 task calendars Available Task Calendars Director of the Collaboratory Student Director of the Collaboratory Assistant Student Director of the Collaboratory Manager of the Collaboratory Staff Manager Assistant Staff Manager Group Leader Project Leader Marketing Team Leader Publications Team Manager Finance Team Manager Information Management Team Manager Student Administrative Assistant Bookkeeper 49 Collaboratory Leader s Handbook 2012 08 23 Annual Planning Form The Collaboratory Annual
20. abbreviations to use etc Regardless of what the group decides it is only effective if everyone follows the rules consistently Reference http www records ncdcr gov erecords filenaming 20080508 final pdf How to Spend Money As with any organization spending money requires a careful process to ensure proper recording and managing of our funds The instructions below are some general guidelines for Collaboratory related spending For any questions regarding this process please feel free to contact the Collaboratory Manager Project Expenditures Forms should be turned in to the Manager of the Collaboratory F353 Box 3034 Collaboratory approval scale for purchases and reimbursements o 0 50 Group Leader student o 51 999 Advisor o 1000 Manager o 5000 Director e When filling out forms you will need to specify o The Collaboratory organization account code 7410 o The account code visit this link to view a list of all account codes http www thecollaboratoryonline org w images Chart of accounts for wiki pdf o The Collaboratory group and team project or site team to be charged e Note that no forms are required in order to make a purchase on a Messiah VISA purchasing card Credit card holders should follow the Collaboratory s guide for credit card purchases http www thecollaboratoryonline org wiki SF Credit card purchases e Messiah College employees are eligible to be issued a Messiah College VISA purchasing card o
21. allow interested members to apply for specific positions needed by their projects of interest in addition to giving new members an idea of the type of work they could potentially be working on e Membership Registration Form the membership form is distributed by group or project leaders to new members who are ready to commit to becoming a part of The Collaboratory Links to the Interest Form and the Hiring Document are available on the front page of the Collaboratory wiki www thecollaboratoryonline org wiki The link to the Membership Form will be distributed via email at the discretion of the group or project leader 36 Collaboratory Leader s Handbook 2012 08 23 Benefits of a well defined membership Expectations for participation are clear As a leader you know when you can start giving somebody long term project work The registration form gives new members a chance to indicate if they are interested in leadership opportunities within The Collaboratory How to Explain the Collaboratory to Others Recruiting Checklist What you need to be able to do e General Quickly in under 20 seconds explain what the Collaboratory is e Specific Quickly explain what your group project does e Listen Listen to discern the interests of the student Be aware that students interests are not always related to their major Explaining Collab in 20 seconds 1 Who we are o Students and professionals working together o Highlight student l
22. art a Group Please consider the following items before starting this proposal 1 The Director of the Collaboratory should be contacted about new group ideas before proposals are submitted in order that he she may provide preliminary feedback on the group and the timing of the proposal Definition of a Group A Group is an organizational unit of the Collaboratory that sponsors and manages Projects related by a common purpose or theme and their personnel resources to support present and future projects in the Group s area Group advisor and Group leader job descriptions http www thecollaboratoryonline org wiki Job descriptions Writing a Group Proposal 27 Title Required This is the title of your Group proposal Abstract Required Provide a 150 word or less summary of the Group s needs and goals The abstract is an important resource that the Director and Marketing Team use for promoting your Group Many authors will write this section last Applicants Required Name the applicant s in each of the following categories and provide a very brief statement about the expertise that each brings to the project o Group Advisor Faculty member or other advisor sponsoring the Group The lead or sole author of an exploration project goes here even if the project has no student team members o Group Leader Student leader of the Group o Other Advisors list any other advisors who wish to participate in the proposed Grou
23. ave to get comfortable saying hard things If you come out of a meeting after saying hard things feeling good you probably weren t hard enough If you feel pretty harsh afterwards you probably did okay o Keep the talk as short as possible End the conversation before you try to spend more time again making them feel better Don t undo it by being nice afterwards e Follow up o Seta time to touch base on the conversation to follow up o Make sure to follow up and report on any changes How to Solicit Useful Feedback No leader improves without getting regular feedback on his or her performance Dr Thomas J DeLong Professor of Management Practice in the Organizational Behavior area at Harvard Business School proposes that leaders adopt a simple mechanism he learned in graduate school it s called SKS SKS is a process where you the leader ask others for example your team members what you should stop S what you should keep K what you should start S given a particular role you have Three Questions for Effective Feedback 1 Stop What should stop doing o Ask which behaviors stand in the way of your success 2 Keep What should keep doing o Inquire and reflect about what you do right and should continue to do 3 Start What should start doing o Once you ve stopped unproductive behaviors you ll have more time and energy for new behaviors In its original form each question was to be answered with a simple
24. cessenecessenceessnsesetsenesss 15 ME A T e 15 Un o nn Geet eiuemuntvianseimuieeaannces aturseentleasviauies 15 Colabora to END 16 Pra VERB ie dS US oops 16 Leadership nthe Collaboratory ereis E rnaneisa 16 FOON Or Leaders Deseas 16 SsRaread Leaders hin ca al a 61 6 Eeer E E N Pe ome 17 Student Leadership Roles and Job Descriptions cccoooccnncnnnnnnnnnncnnnonanonnonononnnonaronnnnanonnonanonnnonaconnnnos 17 Advising Roles and Job Descriptions cccccccsssececeesecccceecceceusececceseceeeeesecessunececeuueceetsnsecessuneceteeees 17 Becoming a Collaboratory L ader ccccccssscccccsseccccesccccesececceecceceesecesauseceseueeceeeeesecessuecetsenecetsanaeeetas 19 POC FUCHS eC DOO ILLS cenando acotar 19 Equippine Leaders and AOVISONS suscrita 20 Leaders DeVelo ome cies 20 Eo o A e o E A terest 20 AONE Or W Ork NOD a cdas 20 Balan Team COMMIT NMI arta 21 Importance of Team Commitment c occccnnnccnncnnccnncnnncnnnnnnonnnonaconnnnnnonnnnnnrnnnnononononnnonnnnnnonnnnnnrrnnonancnnnnnaoos 21 Factors that Contribute to Team Commitment ccccccccccssessssececceccsaaeessecececeesaueasseeceeeeesauaaeeeeeeess 21 Collaboratory Leader s Handbook 2012 08 23 Key Aspects of a Strong Collaboratory Team cccccscccccsssccccesseccceeneccceescceeeesececeeeceseueeceeseuecetseneess 21 HOW TG Bula a StFONS Team ec 22 How to Assess Team COMME E E E debt encinvineees 23 How to Handle Conflict and Performance ISSUES
25. create in each new generation of students the vision and values of the Collaboratory e Help members reflect on what God is teaching us through our service and challenge us toward living out the ideal of being an Approved Worker in God s kingdom II Timothy 2 15 Serve as a venue for building relationships and the corporate Collaboratory team prayer celebrating project success and announcements Prayer Breakfasts Prayer breakfasts provide a time for the Collaboratory community as a whole to join together in a time of fellowship and prayer for the needs of the Collaboratory and its partners They also provide a time for Collaboratory members to join in fellowship and fun while eating worshiping and praying together Prayer breakfasts serve two purposes e First and foremost is prayer e Second is community building and strengthening ties between Collaboratory members Prayer breakfasts typically are schedules two Saturdays a semester Leadership in the Collaboratory Foundations of Leadership Leadership is influence that enables others to bear fruit that will last in God s Kingdom It begins when your life is yielded to God and welcoming of the transforming power of the Holy Spirit so that His will for the world becomes yours This enables you to receive humility to remember what God has forgiven you vision for His preferred future love for others desire to lay down your life to serve them and certainty of His ongoing work
26. e download required Files available offline via local Dropbox folder 2GB free storage but for every successful Dropbox referral you can get up to 500MB extra up to an additional limit of 16GB e For additional storage Dropbox offers several Dropbox Pro plans o 100 GB 9 99 month o 200 GB 19 99 month o For more information about pricing go the the Dropbox website Google Drive amp InSync Website https drive google com amp https www insynchg com Price Free up to 5GB Features Google Drive Google account required Live document editing capabilities you can create a document and work on it at the same time with another person Google Doc files do not count against your storage limit Supports over 30 different file types you can upload anything Send a link to any file or folder in your Google Drive account for non Google users to access Automatically backs up a one month history of your work For additional storage you can purchase additional storage at a monthly rate up to 16 TB and you can cancel anytime to drop back to the 5GB limit o 25GB 2 49 month o 100 GB 4 99 month o 200 GB 9 99 month o For more information about pricing go to the Google Drive website 59 InSync Collaboratory Leader s Handbook 2012 08 23 Software download required Files available offline via local InSync folder Two way syncing changes edits creating documents or folders deleting files or folders to files made onl
27. e month of the year between 01 January and 12 December and DD is the day of the month between 01 and 31 For example January 5 2008 is written as 2008 01 05 or 20080105 This format allows ease of sorting and comparing files by date and prevents confusion with other date formats especially in other formats that use just two digits for the year For example this document could be named filenaming_20080507 to reflect that this draft was last edited on May 5 2008 Remember Records will have multiple versions 45 Collaboratory Leader s Handbook 2012 08 23 Rule 6 To more easily manage drafts and revisions include a version number on these documents ll The easiest way to do this is to use the letter v to represent version number Then v01 v02 v03 can be added as needed to a file and the main file name can stay the same This is much more effective than other common additions like update new old etc An exception to this rule is using FINAL to indicate the final version of the document This can be helpful to quickly identify the most accurate version of the document When using FINAL be sure to use it instead of the version number rather than in addition to it Rule 7 Be consistent The most important rule of file naming is to be consistent Some choices will need to be made about organization that affects the entire workgroup where to include the date what
28. eadership opportunities 2 What we do o Projects focused on connecting professional disciplines and service with real clients 3 How we doit o Invested partnerships with long term clients o Developing servant leaders through discipleship mentoring and opportunities for hands on learning Example The Collaboratory is a group of students educators and professionals Who we are who seek to obey the Lord s instructions by taking on projects and solving real problems that require our academic and professional skills What we do We accomplish this by investing in lasting partnerships with our clients How we do it 37 Collaboratory Leader s Handbook 2012 08 23 Approaching People Phase 1 Inform e Introduce Collab o First year students will not talk to you You must approach them o Try introductions like a Can tell you about Collab a Do you mind if tell you about Collab a Has anybody told you about Collab yet o These statements are difficult to say no to They seem friendly because we re not asking them to join just to hear us out o Don t forget to smile and aim for a low pressure enthusiastic presentation o Key idea Don t make them feel like they are being preyed on or looked down upon e Connecting the student o Find out what their interests are including but not limited to their majors mYou don t want it to sound like we only accept certain majors o Direct them to talk to the appr
29. eams involves asking key questions 1 Character a Can they follow directions Do they demand credit Do they buy the grander vision Will they leave it all Dothey have a bias towards action 2 Competency Assessment of needs what is needed Assets on hand who are the people in the team available Ability of candidates who is able Attitude of candidates who is willing e Accomplishment of candidates who gets things done 3 Chemistry a Do they like each other b Can they get along well c Would they have fun together d Would they want to spend time together pao 5 200 39 Collaboratory Leader s Handbook 2012 08 23 Recruitment Statistics 2011 2012 Below are recruitment statistics from 2011 2012 to gain some insight into what types of students the Collaboratory attracts and some of the reasons why they decided to join The Collaboratory Note Some of the survey questions used to collect these statistics allows for participants to select more than one answer Class breakdown of new members First year 44 Sophomore 33 Junior 9 Senior 16 2 Top factors that contributed to joining the Collaboratory Opportunity for practical experience in my major 77 There was a specific project that was interested in 57 Opportunity to apply academics to ministry 47 Opportunity for Christian ministry 43 was encouraged by friends to join 34 Opportunity for leadership 24 was enco
30. eecGeassaccavideacassanunaaeetawssa iequiasectnousastaneaeeeneens 42 Tip 3 Set Meeting Ground RUNES iii A in 43 Tip 4 Always Evaluate Team Meetings ccsccccssseccccsssecccesececeeececeeesececeesecessenecesseeeceeseesecesseneees 43 How to Manage Documentation 44 Collaboratory Leader s Handbook 2012 08 23 A 44 HOWtOS gt Pend MONG Yi ca a tc le ada ees 46 HOW tO Organe a SIRS TEM AA uebenacnieeunees 47 HOW TO Borrow EQUI DINI Ei A a 47 EGQUIDMeENE Avalan asii 47 Approved Uses of EQUIDMOENU aide Oe ioe ade eee eA ie Ra we 47 GENE Fal GUIGEIINGS sora aia sd nasea NA 48 Eheckine QUEUE de 48 RELUPMING EQUIDMEN Eta dia 48 How to Use Collaboratory Planning Toob ac oa We Gente locaton cedagadene eae souboneeds 48 Event Planning Guides EPG cc a ica 48 Task Calendal oa Mia 49 Annual Planning FO Mi do 50 Collaborator y RECMNOlO SY sanidad 53 COWARD ORAL ORY VOD ac 53 Collaboratory Wiki enaa a A AR 53 Colabotator PON alesese S 54 VCR N en E E A E A E 55 Members Achievement Portfolio MAP isrener a e n ana Aa 57 Collaboratory Server CollabDM SI E E E RE 58 Recommended Cloud Based File Sharing SOftWAre ccccccssseccecssecccaesececeesecceeeesececeeseceeseeceeseneeeetas 59 Recommended Project Management Software ccccccssseccceeseccecessccecaesececseeeceeeeesecesauecesseneceesaneeeetas 60 Recommended Screen Sharing Software ccscccccsssccccessececeeseccceeescceceeecesseneceeseusecesseecessenece
31. ens 0001 tif While this is a very organized way of storing records it is only efficient as long as the files stay in their original folders in their original context When multiple staff works on a project or staff is in a position to get distracted it is very easy to misfile a document As soon as 0001 tif is copied to another folder or emailed to an agency the context provided by the folders in which the document is nested is lost Context is particularly important in legal situations because it provides authenticity and trustworthiness of the record Losing the context of a record can possibly compromise its trustworthiness and therefore its validity or admissibility for court proceedings For instance if the following files were pulled out of their appropriate folders they would appear to be the same file World _War_MPostersiOwens10001 tif World_War_MPostersiRedCross10001 tif Rule 5 Include dates and format them consistently Some workgroups might find it more useful to have the date at the start of the file name while others might prefer it at the end Either way it is a useful sorting tool when the files are organized Just be sure to keep it consistent The best way to list the date is based on an international standard ISO 8601 ISO 8601 specifies numeric representations of date and time to be used in electronic format The international standard date notation is YYYY_MM_DD or YYYYMMDD YYYY is the year MM is th
32. ent Self Standards established regulations governments End users Compatibility with previous versions of the same service product Culture environment Students advisors funding partners Messiah College Guidance from God How to elicit requirements Questionnaires interviews discussion brainstorming introspection surveys and focus groups Write down assumed requirement even though it is still To Be Determined TBD but still a requirement e Better leave a placeholder TBD for a requirement than omit it How to analyze requirements e Categorization o ilitys and other key characteristics o Visualize to see whether you have asked covered their requirements on all the different specifications or components of the project e Decomposition o Breakdown the product or service into its components e Look for inconsistencies implications and unresolved issues o Language is inherently misunderstood How to document requirements e Primary components o Product Service Component Name o Function Attribute Behavior e Secondary components o Condition o Quality factors How to write requirements The lt Name gt shall lt Behavior gt if lt Condition gt where lt Quality factor gt Upon lt Condition gt the lt Name gt shall lt Behavior gt where lt Quality factor gt Example 1 The Haiti Solar Power plant shall support a peak load of 3 6kW Example 2 Upon activating the request mechanism the WERC system shall prov
33. equired e Widely used around the world FreeConferenceCall com Website www freeconferencecall com Features Free unlimited audio conferencing up to 96 callers Free international conferencing with global coverage to over 20 countries Optional free recording and playback of the entire conference call Call time up to 6 hours All calls billed as local numbers not overseas calls No software download required just quick online registration 61
34. er s Handbook 2012 08 23 Necessary Sufficient Complete Feasible Unambiguous Traceable Verifiable Consistent Correct Simple Objective Common Issues Often incomplete Not documented Not negotiated or prioritized Not verifiable Ambiguous Why Client Requirements Matter T WANT YOU TO START DESIGNING THE PRODUCT ANYWAY OTHERWISE IT WILL LOOK LIKE WE AREN T WALLY WE DON T HAVE TIME TO GATHER THE PRODUCT REQUIRE MENTS AHEAD OF TIME ACCOMPLISHING ANY S Adans www unitedmedia com When Client Requirements are Well Defined Often helps clients understand their own needs More success at long term continuity in clientele When Client Requirements are Lacking or Misunderstood 34 OF ALL MY PROJECTS I LIKE THE DOOMED ONES GEST 519197 1907 United Feature Syndicate inc Clients don t really know their own requirements so project teams end up having to make arbitrary ones Attitude of whatever you can give us is better than what we have issues of low expectations Lack of contextual understanding students sometimes do not know enough about the cultural environmental and social context of the project to determine appropriate requirements Ineffective communication is tough need to get creative about how to ask questions or obtain information to get a better feel for actual requirements Collaboratory Leader s Handbook 2012 08 23 From Whom Do Requirements Originate Cli
35. ere directly 4 Once there you can drill down to the specific folder you want to access download files upload files rename them etc Windows direct access 1 If not on campus connect to the college VPN first Instructions at http www messiah edu offices its help articles off campus connecting vpn html 2 Open the Windows start menu right click Computer select Map Network Drive For folder type ad messiah edu files collab 4 Make sure Reconnect at logon is checked AND Connect using a different user name is clicked where you will then be prompted for the username password 5 Note The server has switched from using the generic server login You must use the collabxxxx messiah edu group leader s email username and password Mac OS X direct access 1 If not on campus connect to the college VPN first Instructions at http www messiah edu offices its help articles off campus connecting vpn html 2 Create a new folder connection under Go gt Connect to Server 3 For server address type smb gonzo ad messiah edu users 58 Collaboratory Leader s Handbook 2012 08 23 Recommended Cloud Based File Sharing Software Dropbox Website www dropbox com Price Free up to 2GB Features Send a link to any file or folder in your Dropbox account for non Dropbox users to access iPad Windows Mac Linux Android Blackberry compatibility Automatically backs up a one month history of your work Softwar
36. esaneeeetes 61 Recommended Conference Calling Software ccecccccsssececeeseccccescceceeseceseueeceeeeusecessusecesseneceesaneeetes 61 Collaboratory Leader s Handbook 2012 08 23 MISSION VISION AND ORGANIZATION Collaboratory Leader s Handbook 2012 08 23 Mission Vision and Organization Foundational Statements Identity The Collaboratory is an organization of students educators and professionals affiliated with Messiah College We are Christians who aspire to obey the instructions of our Lord and Savior Jesus Christ to love neighbors as ourselves and to share his Gospel As God enables us to serve others today we seek to grow as disciples of Jesus serve as God s stewards over the resources of our academic disciplines and bear witness to the good news of the Kingdom of God Vision Increasing hope and transforming lives through education collaboration innovation and service Mission The Collaboratory is a center at Messiah College dedicated to applied research and project based learning in partnership with client non profit organizations businesses governments and communities in our region and around the world Areas of engagement include science engineering health information technology business and education Our twofold mission is e To foster justice empower the poor promote peace and care for the earth through applications of our academic and professional disciplines e To increase the academ
37. eviously went through the Leaders Committee Meeting LCM for approval the Annual Planning Form holds the Group Leader and advisor s responsible for ensuring the annual planning is completed for their projects in a satisfactory manner 50 Collaboratory Leader s Handbook 2012 08 23 How to Use the Annual Planning Form Beginning of the Year Annual Plan Download Download the Annual Planning Form from the wiki http www thecollaboratoryonline org wiki Annual Planning form Complete With input from your advisors and members complete the Annual Plan section of the form The Annual Planning Form can be edited using any version of Adobe Reader and is typically already installed in most computers Adobe Reader free can also be downloaded for free by visiting the following link http get adobe com reader o Note The form was designed to be a writeable PDF This means any content written in the form will be saved for future editing purposes Don t forget to save your form Send Once you have completed the Annual Plan for your project submit the Annual Planning Form via email to your group and project advisors as well as your client Revise Based on advisor and client feedback make any recommended changes to your annual plan Submit Submit the final version to your advisors and to the Student Director Store Keep a copy of the annual plan in your group s folder on the server for record keeping Tip Distribute final
38. game you might start by explaining the different positions and functions of the players Because Collaboratory meetings may be a new ball game for some team members you ll be wise to explain the positions on this team starting with your own The Project Leader Starts and ends the meeting on time Keeps the meeting on agenda Encourages discussions and is on guard to ensure everyone has a chance to speak Follows up with a member who has a tendency to dominate the discussion to gently point out their tendency and encourage a different approach going forward Leads brainstorming sessions Shows team members how to use available tools and resources that are available to project team members Encourages team members to ask questions whenever they are uncertain of another member s intent or meaning Checks for understanding by asking team members to restate or interpret what they ve heard each other say Asks the team what data supports the ideas being generated Asks questions and uses the answers to clarify points being made ina discussion or to refine a brainstormed list of ideas with the goal to ensure everyone is on the same page and that they feel they participated in the meeting s discussions in a meaningful way The Timekeeper Monitors how much time the team spends on each agenda item Alerts the team when the allotted time for an agenda item is nearly up and asks the team for closure Gives warnings about the amount of meeti
39. h Collaboratory participants to o Define the ends and means of the work o Review and guide progress and the direction of the work e Receives a presentation and or a written report of the outcome of the research Application Client Requests that the work be done by the Collaboratory Understands and values the people and culture in the community served Includes leadership from the community served in defining service priorities Interacts with Collaboratory participants to o Define the ends and means of the work o Review and guide progress and the direction of the work e Has infrastructure and relationships in the community served suitable to host a Collaboratory site team if a site team is required for implementation e Intends to receive and incorporate project outcomes into the organization How to Establish the Right Client Requirements Defining a Requirement A requirement is a singular documented verifiable functional need or attribute that a particular product or service must be or perform Singular one statement of need per requirement Documented written unambiguous agreed upon Verifiable through inspection analysis test or demonstration Functional need what a product or service must do Attribute how well a product or service must perform usability reliability availability supportability etc 33 Defining a Good Requirement Attributes of good requirements Collaboratory Lead
40. ic and professional abilities of participants their vocational vision for lifelong servant leadership and their courage to act on convictions Core Values Dokimoi Ergatai pronounced doe key moy air ga tie is a Greek phrase that means Approved Workers It is taken from a verse in the Bible Do your best to present yourself to God as one approved a worker who does not need to be ashamed and who correctly handles the word of truth 2 Timothy 2 15 An approved worker is one who has been tested by life and found worthy of the name Christ follower In the Collaboratory Dokimoi Ergatai is a reminder of our desire to become God s approved workers and is a foundation to the following core value statements e Sharing the Gospel of Jesus in life deed and word so that others may come to know him e Fostering lifelong commitment to Christian vocation and service through peer and advisor mentoring and discipleship to Christ e Integrating work and Christian faith by making wise use of workplace gifts and abilities to serve disadvantaged people around the world and to care for creation e Demonstrating God s love through imaginative problem solving that meets human need while valuing local culture e Nurturing long term partnerships with the organizations and communities we serve to gain deep understanding and achieve sustainable results Governance Collaboratory MembershipStudents Student members are committed to e Connecting professiona
41. ide remote audio coaching to participants where wifi or cellular coverage is located 35 Collaboratory Leader s Handbook 2012 08 23 How to validate requirements e Prototypes o Explore alternatives with user groups o Observe how users interact with the solution o Access feasibility e Concepts of operations o Define overall operational characteristics o Validate operational performance characteristics o Understand user s perspective o Unintended consequences of project product end result How to manage requirements Provide a baseline against which change can be assessed Triple constraint Cost resource Scope quality Schedule time Not all changes come from client be empowered to propose improvements Beware of gold plating let clients decide on the value of such improvements How to Recruit Members How the Collaboratory Recruits Members Recruitment philosophy e Primary objective Committed goal oriented members who want to work with other of the same bent e We want to explain the Collaboratory as both benefactors and contributors e The Collaboratory is a community it has a culture of excellence and exclusivity is part of its appeal e Experience is second to passion Recruitment tools we use e Interest Form the interest form allows prospective members to get connected to their groups projects of interest e Hiring Document the hiring document consists of project specific job descriptions that
42. ied by the Director for their potential to guide the development of the Collaboratory including but not limited to representatives of the former School of Health and Natural Science O O O Operations Committee OCM 11 Purpose The Operations Committee determines and oversees the daily activities of the Collaboratory and is comprised of the key leaders in the organization The OCM is the place to touch base make announcements discuss new Collaboratory business brainstorm and troubleshoot as the need arises Members o Director of the Collaboratory o Student Director of the Collaboratory o Assistant Student Director of the Collaboratory o Manager of the Collaboratory o Student Staff Manager Voice Privileges and On Call o Assistant Student Director of the Collaboratory Student o Assistant Staff Manager Student Steering Committee Responsibilities to the Leaders Committee o Set the meeting agenda for the Leaders Committee Approval Responsibilities o Recurring Site Team proposals within an approved Project o Overrule of approved policies for the administration of Collaboratory entities requires Unanimous decision Recommending Responsibilities o Forming or disbanding a Group To the ECM o Policies for the administration of Collaboratory entities To the LCM Collaboratory Leader s Handbook 2012 08 23 Identity mission and vision of the Collaboratory To the ECM Organizational structure and operations stra
43. ifications for the specific leadership positions they have been nominated for Nominated members can apply for open positions by talking to their group or project leader or advisor Current leaders and advisors will interview candidates and work with stakeholders to finalize mutually agreeable appointments After leaders and advisors have interviewed and selected candidates to fill the open positions for their group or project candidates can accept the position by agreeing to Collaboratory Leader s Handbook 2012 08 23 the appropriate leader s contract The 3 types of leader s contracts are Student Director Project leader and Group leader contracts b The current project group leader or advisor will provide the Student Director a list of the next year s new or returning leaders by Service Day 6 Transition a Incoming leaders will be peer mentored by the outgoing leader for at least one semester working toward full leadership responsibility by the end of the mentoring period b In the last few weeks of the semester current leaders are encouraged to give future leaders opportunities to participate in committee meetings LCM or lead a Monday night team meeting c New leaders will participate in the Leaders Workshop in the fall to prepare and plan for the upcoming year Equipping Leaders and Advisors Leaders Development Class The purpose of the annual leadership development class is to identify potential Collaborato
44. ine will sync to local files and changes to local files will sync to your online Google Drive account InSync allows Google Doc files to be automatically converted into Microsoft Word on your local InSync folder o Using just the Google Drive software instead of InSync will keep all your files in Google Doc format thus requiring you to edit files online via Google Docs InSync allows you to work on your files offline then automatically syncs any changes made locally Recommended Project Management Software TeamworkPM Website https collaboratory teamworkpm net Price Not free but the Department of Engineering is currently covering the subscription fee during this pilot testing period Features Centralize communications with messages notifications task sharing status updates etc Project management schedule milestones assign tasks to one or more people create recurring tasks track all user activities on tasks log time put into a task comment on tasks or user activity send email notifications of upcoming tasks or recent activity Generates detailed user or team reports of all activities on a specific project Messaging capabilities shift away from email and keep all project related conversation in the same place send private messages to selected project members or to all members organize messages by category archive messages reply to messages directly via email For additional features visit www teamworkpm net 100 web
45. l excellence to Christian faith and service Collaboratory Leader s Handbook 2012 08 23 e Christian discipleship by actively pursuing a maturing Christian faith e Members are expected to o Attend the weekly Collaboratory Discipleship meeting o Attend weekly project team meeting o Complete assigned weekly project task o Equip new members to continue their responsibilities o Value in practice the roles of leaders and advisors e Members are encouraged to o Attend prayer breakfasts o Attend the Fall Retreat Advisors Advisor members are committed to 1 Connecting professional excellence to Christian faith and service 2 Christian discipleship actively pursuing a maturing Christian faith e Advisors are expected to o Provide mentoring equipping and planning support for their leaders ona regular basis Preferably weekly o Make hands on professional contributions to a group project or site team o Fellowship with other Christians in a local church e Advisors are encouraged to o Attend some Collaboratory Monday night Discipleship meetings o Attend some prayer breakfasts Membership Benefits e Belong to a dynamic Christian faith community e Put academics and professional excellence to work in service to Christ e Gain professional development and practical experience serving real clients in a professional work environment Learn from mentors in your area of study and professional interest Take advantage of leadership
46. laboratory 12 13 O O Collaboratory Leader s Handbook 2012 08 23 Manager of the Collaboratory Group Advisors e Approval Responsibilities O Formulate and approve Policies for the administration of Collaboratory entities e Recommending Responsibilities To the ECM O O O e Protocol O New Site Team proposals Project proposals within an established Group Forming or disbanding a Group This committee meets as needed up to two 1 1 2 hour sessions per month throughout the academic year August May The meeting agenda is forwarded to Group Advisors and Leaders 1 week prior to the meeting so that Advisors and Leaders may process agenda items together as needed prior to the meeting Minutes will be posted on the wiki and each meeting will begin by reviewing the minutes from the previous LCM Group Advisors may be asked to be present when their Group is bringing a proposal to the Leaders Committee This committee requires a two thirds majority of voting members to approve or recommend 14 Collaboratory Leader s Handbook 2012 08 23 BUILDING UP PEOPLE FOR SUCCESS Collaboratory Leader s Handbook 2012 08 23 Building Up People for Success Discipleship In the Collaboratory we reflect on our service through intentional Christian discipleship that invites God to transform our lives as he teaches us and speaks to us through the people we serve Our goal is to for our projects to enable students to act
47. mation that people can read in advance rather than studying it at the meeting itself lt yy Mt Include the reason for the meeting To identify problems To decide on a solution To create a plan etc 41 Collaboratory Leader s Handbook 2012 08 23 List the items to be covered along with a sentence or so about why it s on the agenda For example The reason for holding this meeting is to revise the Problem Statement The analysis of the recent test results review site visit results etc Provide time estimates for each item A wrong time estimate is better than no estimate at all State the desired action on each item Select or Evaluate As appropriate include a final agenda item where you review the value of the meeting itself The team s own process can be improved by taking a few minutes at the end or near the end of each meeting to discuss what went well and what improvements to act on at the next meeting Keep the agenda visible and use it At the meeting post a large version or summary of the agenda on a flipchart or whiteboard at the actual meeting even if you ve sent out the agenda beforehand One way to keep people on track is to walk over to the large agenda on the wall tap the item you re on and remind someone off on a tangent that it s time to come back to earth Tip 2 Define Meeting Roles If you took a foreign visitor to their first American baseball
48. mmensurate with their abilities 2 Intervene with student leaders to protect the long term health of the activity and interests of those served while also giving student leaders the freedom to make and learn from mistakes 3 Function as a member with a stake in the goals of the team making hands on professional and scholarly contributions to the work of the project 17 Collaboratory Leader s Handbook 2012 08 23 4 Develop in student participants the humility that expects to receive more from off campus project partners than they can give The work of advising may be shared by several mentors to leverage their various gifts and abilities while managing the scope of responsibility for each Each advisor generally assumes responsibility for one or more of the following roles e Mentor Role o Christian discipleship Student personal character o Vocational vision and planning o Student leadership skills e Project Knowledge Expert Role o Relevant academic knowledge o Experience in practical applications of classroom learning to client and need based projects o Networking to identify and recruit additional external expertise o Review written documentation for completeness and accuracy e Client Partner Relations Role o Vets prospective clients for fit with Collaboratory mission and vision o Seeks to understand and build trust relationships with client organizations o Communications coordinator for project teams o Develops and maintai
49. nd getting the most out of the Player Coach advising model 20 Collaboratory Leader s Handbook 2012 08 23 Building Team Commitment Importance of Team Commitment Based on interviews of Collaboratory advisors student leaders and members the top six variables that contribute most to the Collaboratory s success include the following Advisor skills and availability Project leader skills Team commitment Right client connectivity Project management Availability and access to resources Of these factors Collaboratory leaders and advisors alike identified team commitment as most critical to the success of the work of the Collaboratory In order to carry out our twofold mission of serving our clients by assisting in delivering solutions to meet real world needs and developing abilities and vocational vision in our members for lifelong servant leadership teams need to be intentional about s tries thain nalatianchins in ardanta neamata a greater depth of commitment to each other and tot The whole is greater than the sum of its parts Factors that Contribute to Team Commitment Key Aspects of a Strong Collaboratory Team 21 Time investment in the project Time investment in each other Knowledge transfer and growth Development of friendships Consistency in quality of work and participation at team meetings and events High expectations and commitment to meeting those expectations of the project Pride and ownership of w
50. nent structure of the Staff Group that manages Projects in the areas of Human Resources Finance Information Management and Public Relations o Project Team A Project Team is a non permanent component of an Application Group that solely exists to deliver specific project outcomes o Site Team A Site Team is a non permanent structure in the Collaboratory that may draw members from multiple Staff and Project Teams for travel to implement projects research future projects and develop personnel Committee Structure 1 2 3 Executive Committee Meeting ECM Advisory Board Meeting ABM Operations Committee Meeting OCM Collaboratory Leader s Handbook 2012 08 23 4 Leaders Committee Meeting LCM Executive Committee ECM e Members o Director of The Collaboratory o Manager of The Collaboratory o Student Director of The Collaboratory o 4Nominated Group Advisors Department Chairpersons or other Stakeholders e Approval Responsibilities Organizational and governance structure of the Collaboratory Forming or disbanding a Group Allocation of funds received by the Collaboratory to new and ongoing projects Advisory Board membership New Site Team proposals New Project proposals within an established Group e Recommending Responsibilities o Policies for the administration of Collaboratory entities To the LCM o Criteria and priorities for organizational partnerships Groups and projects To the SSEH Dean o Policies
51. ng time left and encourages the team to wrap up discussions The Record Keeper Keeps notes on the team s decisions plans and actions The record need not be word for word what happened at the meeting but should capture key decisions assignments and updates on the team s progress Working with the Project Leader distributes copies of the minutes to all team members and the team s advisor The Scribe Helps make the team s process visible by capturing ideas on flip charts or through some other method so they can be clearly seen and referred to during a meeting This really helps keep the 42 Collaboratory Leader s Handbook 2012 08 23 team on track It also reinforces the idea that people s ideas are important enough to be written down in plain view The scribe should o Write down exactly what people say Changing what people say leads to confusion If someone says too much too quickly the scribe should ask that person to summarize the key points o Check for accuracy whenever he or she is unsure of what someone said If the brainstorm session is fast moving use two recorders on two flip charts alternating one after another so that there s time to record each idea Tip 3 Set Meeting Ground Rules Setting ground rules should be one of the first and is probably one of the most important things a team will do together Ground rules or guidelines are the rules that the team to set for itself pertaining to ho
52. ns project definition and requirements e Project Management Coaching Role o Facilitates development of measurable project goals and requirements ends Facilitates development of work breakdown structure and timeline means Support student leader in planning and leading effective team meetings Organizes project milestone and design reviews with stakeholders and facilitates follow up recommendations e Team Building Role o Team capabilities analysis to identify personnel needs Member recruitment Identify leaders Build team commitment to project and to each other Host team celebrations Individual performance monitoring and feedback Team performance monitoring and feedback o Personnel adjustments based on individual and team performance e Site Team Organizer Role o Site team proposal and approval process o Team member interviews and selection O O O O O O 18 O O O O Collaboratory Leader s Handbook 2012 08 23 Coordinate logistics travel dates airfare visas customs etc with Collaboratory support staff and clients Coordinate support raising with Collaboratory support staff Pre trip cross cultural understanding and equipping Travel with and co lead the team with the student team leader Manage in country logistics and client relations e Report Coordinator Role Project Charter Final Report etc O O O O File naming protocol and version management Organize review of academic and professional conten
53. nt and reachable 3 Team Members Need to Feel Valued Do the team members perceive their service and part in the project to be valuable to the organization and to their own careers Do the other team members accept them as a person and their skills and feel that they can work together in order to complete the task at hand 4 Challenge Excitement and Opportunity Do the members feel challenged by the teams opportunity 5 Recognition Does the team have a record for personal recognition How to Handle Conflict and Performance Issues The question is not one of how do we avoid disagreement Disagreement is good The question is how we handle disagreements and misunderstandings when they occur Guidelines e Set Expectations o Provide regular performance expectations at the beginning of the year o Set objective expectations e Observe o Observe then face the hard reality when people don t measure up o Be sure to take note of specific examples when identifying issues e Have Hard Conversations o Critique don t criticize Focus on seeking opportunities for growth not on fault finding o When you have these hard discussions let them assess themselves and ask them where they can improve Focus on self assessment Share the broader impact of their actions Provide concrete examples when having those conversations in order to convert feedback into direct action Be specific 23 Collaboratory Leader s Handbook 2012 08 23 o You h
54. o communicate its mission through the wiki project updates final reports newsletter articles etc o The team is clearly communicating with the client regarding progress of the project e Assessment The ability to quantitatively and qualitatively assess the accomplishments and roadblocks successes and failures of a project o The team recognizes the successes and failures of the project and can plan accordingly for the future o The team can communicate this assessment to the Collaboratory and to its clients o This information is passed on to upcoming leaders as they take over leadership of the team and project e Growth The ability to recruit and train new members and leaders that can continue to carry the project forward o The team can successfully recruit new members each year to fulfill the open roles on the team o Current members are working to mentor younger members for future leadership o Overtime the team is growing in both size and knowledge e Responsibility The ability to responsibly use team resources and time toward meeting goals and completing a project o The team is on track with its project timeline or is able to clearly explain with documented evidence why it is delayed The team is managing its budget well and is showing responsible fiscal practices The leaders are providing reasonable amounts of meaningful work for team members each week o The team is using college and Collaboratory equipment and resource responsibly
55. on their Christian faith and value commitments through excellence in their academic and professional disciplines True discipling relationships begin with individual and corporate commitments to ever more faithfully live out the truth that we possess and an earnest desire to experience the work of God s Holy Spirit in our lives Christian relationships are to be characterized by mutual submission so that together we might uphold the honor and integrity of the name of Jesus and all who follow him Mentoring Importance of Mentoring The workers and advisors of the Collaboratory seek to help each other live a life worthy of the Lord The development and education of members in order to use their gifts for lifelong service to Christ is at the core of our organizational identity We believe that together we will work to give our gifts and talents over to God directed work to become his approved workers and that we will help each other toward that end as disciples of Jesus disciples through peer and advisor mentoring The key areas of mentoring in The Collaboratory are in the following Christian discipleship Personal character Vocational vision and planning Student organizational leadership skills Keys to Mentoring Success e Commitment to make the investment in time energy and prayer for their team members and leaders e Ability to be an astute sideline observer to provide thoughtful sensitive and wise coaching feedback built on prayer
56. opose to meet this need What organization has defined the need and who will receive the results What will your project produce and how will you know if you were successful What are the projected start and end dates for your project How many people are needed and from what backgrounds majors What are the on campus space and existing equipment needs of this project Report outline Site team plans if applicable Revenue and expense plan O O O O O O O O O Creating a Project Budget e For assistance in creating a project budget follow this link http www thecollaboratoryonline org wiki Help Project budget worksheet 31 Collaboratory Leader s Handbook 2012 08 23 Project Approval Process o ad io for strategic partnerships and applied research Project Proposal Approval Process Student Director Leaders Committee Executive Committee The student director will forward the project proposal and feedback form to the appropriate department chair within two academic calendar days The department chair will then have 7 academic calendar days in which to fill out and retum the feedback form The Leaders Committee will then act to recommend or not recommend the proposal at the first regularly schedule meeting no more than 2 weeks The Executive Committee will then act to approve the project proposal or request revisions to it A decision on every proposal will be made within 30 days Proposal received De
57. opriate group or project leader if available o When explaining your project eStart with the big idea o What need does your project meet o Who does it help o Keep it concise mExamples of project work o Share what you personally are working on now o Tell them about the kind of work you got to do when you joined o Avoid technical details They often can overwhelm new members o Good example We build both hand and electric powered tricycles for the handicapped in Burkina Faso Our tricycles allow them not only mobility but the dignity of being able to have a job and support their family Furthermore producing our designs provides jobs for local craftsmen o Bad example m working on the motor controller for the SCV Currently we re adapting the discrete components to work with the new higher voltage in hub DC motor We are expecting to connect to the battery pack soon and are also working on designing a charge controller to balance the battery pack What Not To Do When Recruiting e Don t shortchange the Staff Teams o Don t suggest Staff only after you find out they won t fit into an application group well e Don t undercut other groups o You can say your group is the best but don t cut down others o Don t steal conversations find your own people or wait e Don t make promises you can t keep o Don t recruit majors you can t actually use 38 Collaboratory Leader s Handbook 2012 08 23 o Encourage ever
58. ork Overall tone and example set by leaders both upper class students and advisors Purpose A clearly defined purpose and well defined goals that are understood and valued by all members o This purpose and resulting goals are in accordance with those of the Collaboratory as a whole o This purpose and the resulting goals are acceptable to the client and will guide the team to meeting the client s needs Organization An organized approach to fulfilling this purpose and completing these goals Collaboratory Leader s Handbook 2012 08 23 o This includes a detailed timeline of the work to be done by team members and this timeline is acceptable to the client and the Collaboratory o This also includes a detailed budget that has been approved by the Collaboratory and the client o This also includes plans for team building and individual development of team members e Leadership Leaders students and advisor that are able to mentor inspire and guide the members toward growth understanding and success o Leaders have completed Collaboratory leadership advisor workshops o These leaders recognize that it is their responsibility to help the team develop and grow e Communication The ability to effectively communicate both corporately with the group as a whole and individually between members of the group o The leaders and each team member can effectively communicate and understand the goals of the team o The team is able t
59. oup is home to projects and personnel organized around a common theme Project A project is a time oriented activity with specific and measurable goals such as publishing a newsletter developing a business plan or implementing a solar power plant Projects are the building blocks of Collaboratory programming and the means of organizing day to day activities Participants work on teams to complete projects A project s duration may be hours or years but all projects have a beginning and an end o Staff projects provide marketing human resources information technology site team logistics and financial tracking support to Collaboratory Groups and Projects o Exploration projects are undertaken to study and plan future research or application projects OR to develop a Group s internal resources o Equipping projects provide consultation or workshop services to a client o Research projects are undertaken to develop knowledge and or processes needed to support future application projects o Application projects aim to provide specific deliverables to a known client within a given time frame Team A team is all of the students and educators who work together to complete a specific project For the duration of the project the team members serve the team and measure success by the quality of the team s work and their collective success in serving the client The three types of teams in the Collaboratory are o Staff Team A Staff Team is a perma
60. p Narrative This is the body of the proposal Organize your narrative under these headings Please respond to all sections listed as required and to others IF applicable o Statement of need Required Describe a need that fits the mission of the Collaboratory that this Group aims to address o Mission and scope Required Describe the mission and scope of work the Group will undertake What criteria will the Group use to know what projects fit or do not fit in the Group o Related groups If Applicable Name any existing Collaboratory Groups whose mission overlaps with the proposed new Group What makes the new Group different o Start up project Required Provide a brief description of one or more projects that the group intends to initiate in its first year Please note that Group and Project approvals are separate processes A start up Project proposal may be included with the new Group proposal New Groups lacking an approved project have up to a year to propose and gain approval for a project o Start up client Required Provide the name and contact person address e mail phone for one or more client organizations For each client please list the related project s Personnel and facilities Required o What academic disciplines and other skills will be utilized in this Group 28 Collaboratory Leader s Handbook 2012 08 23 o How many students and advisors in addition to those listed on this application are
61. partment chair Department chair Leaders Committee by student director receives proposal returns input form reviews proposal 2 days 7 days 14 days max 7 days max Executive Committee reviews proposal For additional information about project proposals visit this webpage http www thecollaboratoryonline org wiki Help Project proposal 32 Collaboratory Leader s Handbook 2012 08 23 How to Select a Client What we look for Christian Faith To accomplish our mission we partner primarily with others who seek to live out the instructions of Jesus to love neighbors and share his Gospel e When one client of a project is guided by Christian faith our mission can be served by working with additional clients with no organizational commitment to Christianity e A project with no Christian faith client may be approved if the Collaboratory has enough experience in the culture served to care for the reputation of Christ and the local church Organizational Fit The Collaboratory works with two types of clients a Research client and an Application client The requirements for each type of client as listed below exist to ensure that the beliefs and core values of our clients align with our mission and vision Research Client Requests that the work be done by the Collaboratory Understands and values the people and culture in the community served Includes leadership from the community served in defining service priorities Interacts wit
62. ping projects provide consultation or workshop services to a client e Research projects are undertaken to develop knowledge and or processes needed to support future application projects e Application projects aim to provide specific deliverables to a known client within a given time frame Are you writing your first Collaboratory project proposal or first in a while BEFORE you write o Read the FAQ page http www thecollaboratoryonline org wiki Help Project proposal article FAQs and the page of principles for sustainability http www thecollaboratoryonline org wiki Developing sustainable applications o Read this summary of responsibilities for advisors of approved projects http www thecollaboratoryonline org wiki Help Project proposal article advisor res ponsibilities o To save time read through ALL of the instructions once before writing your proposal o Make sure you understand the Project Approval Process before you apply o If the project is approved you will need to create a project article htto www thecollaboratoryonline org wiki Help Project article to make summary information available to others 30 Collaboratory Leader s Handbook 2012 08 23 Writing the Project Proposal e Download the Project Proposal Form here http www thecollaboratoryonline org wiki Help Project proposal Project Proposal Form e Breakdown of the Project Proposal What is the need you are trying to meet How do you pr
63. ratory Leader s Handbook 2012 08 23 Collaboratory Technology Collaboratory Website hs Lanas Acer A Ceres reese CSc Ow Cors re Wise Fire te Mbs MESSIAH MT COLLEGE Welcome to the Collaboratory The Cefehoratery for Tires Fertrersheps eral Apphed Resear a oF argardacon el Meenest Cottege thet it heweed in the Eos of Soars rotas ee feet We seek tu monete hope and werafurws bes formes mirare 7 tra preps cf car acaderrec docqgreren Ow denrea s lo share Pe passe of Jarras Chini ni We werd ant Good by perro wrt ethers fer projects that foster petting AIR the poe recomote AAA N care for De AT Geter avg educatara sot scie by stis m be Cofledorstery tr the hebis erpresrog harem efucetor View auy tetest erence hesin end mafhemaocai aed niarmaian enerces newereter We nyhe peu to tate A ra TMarenat Lo Dre del apate ord lear Tore MAS De aes of Website http www messiah edu collaboratory The official Collaboratory website is used to introduce new members clients partners and other external parties to The Collaboratory Unlike the Collaboratory wiki which contains a lot of specific technical information the website contains a general overview of who we are and what we do In addition to marketing purposes the website also serves another important purpose as the host of our Online Giving platform through which the Collaboratory receives a significant portion of donations Collaboratory Wiki
64. ry leaders to build their understanding of Collaboratory s leadership structure and prepare them for the leadership workshop in the fall The Leadership Development Class LDC also serves as a prerequisite for becoming a leader The class is held every spring semester Leaders Workshop The Leaders Workshop formerly named The Leadership Workshop and Project Management Workshop is part of the Leadership Development Program LDP The workshop provides advisors and student leaders with both training and practical work sessions to prepare for the upcoming year The workshop is organized by the Student Director with great input from the Collaboratory Director Collaboratory Manager Assistant Student Director and the Student Staff Manager Attendees include but are not limited to Group Leaders Team Managers and both group and project Advisors The week long Leaders Workshop is held every fall the week before school starts AY N a gt 1 AN Advisors Workshop The Advisors Workshop is an opportunity for the Director and Manager of the Collaboratory to inform Collaboratory Advisors of work that has taken place during the last academic year to receive feedback and input on the health of the organization and daily practices and to provide important updates on schedules policies and events for the upcoming year This workshop also provides a time for learning techniques for handling student volunteers sharing leadership with students a
65. scores instead of periods or spaces As mentioned above periods already have a specific function in a file name which is to tell the computer program where the file name extension begins Spaces are frequently translated in a Web environment to be read as 20 For example Naming tutorial doc would appear as Naming 20tutorial doc if it were available online This alteration can cause confusion in identifying the actual file name Spaces in file names can also cause broken links because word processing tools like Microsoft Word and e mail clients like Microsoft Outlook recognize spaces as an opportunity to move to another line Therefore a link to Ah1 Intranet ar naming conventions could become Ah1 Intranet ar naming conventions Rule 3 Err on the side of brevity Generally about 25 characters is a sufficient length to capture enough descriptive information for naming a record Rule 4 As much as possible the filename should include all necessary descriptive information independent of where it is stored 44 Collaboratory Leader s Handbook 2012 08 23 Files are frequently copied to other folders downloaded and emailed It is important to ensure that the file name independent of the folder where the original file lives is sufficiently descriptive Remember Records will be moved from their original location Electronic records are usually organized in a series of folders For example World_War_ Posters Ow
66. t How to Organize a Site Team Site Team Handbook The Site Team Handbook details the site team process from start to finish from drafting a site team proposal to creating a site team budget to managing logistics to fundraising and so on e Download the complete Site Team Handbook here http www thecollaboratoryonline org w images AdvisorsHandbook pdf e For additional Site Team resources http www thecollaboratoryonline org wiki Site team resources How to Borrow Equipment Equipment Available e Camcorder Digital camera Laptops netbook External DVD writer External hard drive Projector Approved Uses of Equipment e Site team Staff projects Collaboratory events Project documentation Leaders Committee Meetings Group leaders only For other uses please ask a Collaboratory office personnel first Student Director Assistant Student Director Staff Manager Collaboratory Manager etc 47 Collaboratory Leader s Handbook 2012 08 23 General Guidelines e Digital Cameras and Camcorders o Digital cameras and camcorders must be returned in the same condition as it was received along with ALL accessories Remove and CHARGE the battery before returning the device for storage It is the user s responsibility to remove any and all personal data from the device before the return date o The Collaboratory cannot ensure the integrity of any images that remain on the camera or camcorder after return e Laptops Netbooks o For o
67. t of report Merging and editing content for clarity and uniformity of style Coordinates organization of content document outline For a more details on specific Advisor or Student Leader job descriptions please visit the following link http www thecollaboratoryonline org wiki Job descriptions Becoming a Collaboratory Leader Recruiting and Appointing 1 Learn Leaders will encourage members towards management and leadership service as soon as they identify potential These members will be nominated to the Student Director of the Collaboratory for the annual Leadership Development Class Members will attend the Leadership Development Class to build their understanding of the Collaboratory s leadership structure and prepare them for the leadership workshop in the Fall Members are encouraged to get involved further by attending other Collaboratory activities such as the Fall retreat prayer breakfasts etc 3 Nominate a 4 Apply 5 Accept a 19 The Student Director of the Collaboratory and Group Leaders will announce opening positions to all participants at Monday night Collaboratory meetings or via their respective group leaders Current leaders fellow members and advisors can nominate individuals to apply for open leadership positions Members are encouraged to nominate themselves Candidates are asked to prayerfully consider the nature and responsibilities of student leaders in the Collaboratory and the qual
68. tegy of the Collaboratory To the ECM Vetting criteria and priorities for Client partnerships Groups and Projects To the ECM Courses and curricula tied to the Collaboratory To the ECM Policies that govern relations between the Collaboratory and other College departments and offices To the ECM e Other Responsibilities o This committee determines and oversees the daily activities of the Collaboratory e Protocol o This committee meets as needed up to one 1 hour session per week throughout the academic year August May o The meeting agenda is forwarded to members and those with voice privileges 3 days prior to the meeting to allow for preparation and agenda revision o Minutes will be posted on the wiki and each meeting will begin by reviewing the minutes from the previous OCM Leaders Committee LCM e Purpose The Leaders Committee serves 3 key roles in the Collaboratory o lt provides accountability of groups and their projects o It helps shape the structure of the Collaboratory through policy formulation approval and recommendation o It serves as a communication channel to disseminate information and implement decisions and policies to Collaboratory members e Members o Student Director of the Collaboratory Committee Chair Student o Staff Manager Student o Group Leaders Students e Voice Privileges and On Call o Assistant Director of the Collaboratory Student o Assistant Staff Manager Student o Director of the Col
69. the Collaboratory The Collaboratory uses a wiki as a professional documentation and marketing tool As a student based community we are continuously equipping new workers and leaders to replace our graduates Before documentation was often practiced only by individuals and recorded if at all on people s personal notebooks or computers Often when workers left the knowledge that they carried left with them The wiki provides a solution to this problem the ability to easily compile documentation in one location and to put a professional and attractive face on that documentation If our work is to be sustainable then we must document our processes articulate our policies and procedures and provide a means for continuous improvement of everything we do Collaboratory Portal for strategic partnerships tnd applied research Collab i T Vesterdey 6 15 PM Dr Hwe amp now on her wiy back bine US afer a 2 month ip lo higer and Ha Ary t3 7 Se PM j VIESMAL MESSIAH Guess who ust got a news story seatured on a Word vison Wow CCM LE MOMIA mir AU We Swa Messan Cotege Jy tt 8558 Pur Ve just received an urgem prayer request Pore Pastor John Vacantes ote of ow pune 25 5 58 Abs YouTute Website www thecollaboratoryonline or The Collaboratory Portal was developed in the Spring 2012 as a centralized site for current Collaboratory members to navigate easily between different Collaboratory related sites Wiki Civi MAP
70. the group may stall out or disintegrate never reaching the level of teamwork needed for real success Any team will not be successful if the team itself cannot handle its own human processes how team members interact and do or do not collaborate For many people working on a new team using new processes and tools will be a challenging experience Its part of the Project Leader s job to anticipate these challenges and to channel the stress they create into positive energy that can empower not cripple the team The time a team spends in its meetings is a precious commodity Much of that time will be spent in discussion talking about the problem or process being studied brainstorming ideas and solutions probing to correctly interpret data and so on No project team can afford to have its team wasting hours in fruitless discussion Here are a few simple tips when followed should improve the quality of your meetings Tip 1 Create and Follow an Agenda Project Leader should plan and distribute the agenda for their next team meeting well in advance to all planned meeting participants and others as appropriate e g Project Advisor This is particularly important to put people on notice who have assignments to complete As appropriate the Project Leader should contact team members with assignments prior to the actual meeting to assess if any help and or clarification is desired Exactly what is expected is needed Attach any background infor
71. to and learn from others Student Leadership Roles and Job Descriptions Student leaders share leadership responsibility with the advisor assigned to them With the advisor s help the responsibilities of student leaders are 1 To actively learn from an advisor and more experienced leaders 2 TO participate in discipleship events and activities including the Collaboratory Chapel Fall Retreat and Prayer Breakfasts and encourage others to participate 3 To participate in leaders administrative and development activities including the Leaders Workshop and Leadership Team Meetings 4 To cast vision for goals that may span multiple generations of students and secure buy in for existing obligations and commitments of the project 5 To mentor peers helping them learn how to work on a team develop skills that support the work of the team contribute faithfully and mature as followers of Jesus Christ 6 To ensure that the team provides thorough documentation between generations of students and to pass documentation on to the next leader 7 To mentor his or her replacement Advising Roles and Job Descriptions Advisors are mentors and player coaches to Collaboratory Groups and Teams Their responsibilities are to 1 Mentor each new generation of student leaders in Christian discipleship personal character vocational vision and planning and leadership skills in preparation for greater responsibility and to transfer authority that is co
72. uraged by faculty advisor to join 11 Opportunity for International Travel 1 Ya A A How they first heard about the Collaboratory Friend at Messiah 40 Advisor faculty member 11 Student Involvement Fair 10 Independent visit to campus 10 Open House 9 Accepted student preview day 7 Collaboratory Pizza Party 4 Poster on campus 3 Messiah website 1 10 Collaboratory newsletter 1 11 Classroom visit 1 OO NAM R WNP 40 Collaboratory Leader s Handbook 2012 08 23 How to Run Effective Meetings com CAN ANYONE TELL ME WHY EVERYONE IS ALWAYS LATE FOR MY STAFF a ee BECAUSE THE FIRST TEN MINUTES ARE ALWAYS STUPID STUFF LIKE WHY ARE PEOPLE LATE ALICE THAT WAS SOME OF YOUR 3 lujoa 2002 Un ted Feature Syndicate inc Team Meetings It s very important that Collaboratory Project Leaders know something about the workings and evolution of teams including preparing for and conducting effective project team meetings They need to know that the progress of how teams work together is not linear people don t start at zero at the first meeting and then develop steadily from a group of individuals into a team Instead teams evolve in a way that parallels the iterative path of the project itself they move forward pause gather information back track redefine themselves and then move forward again if conditions are right Without the right conditions and coaching
73. verseas usage Be sure of the outlet you are plugging into Use the European adapter when necessary Keep the laptop as clean and dry as possible Return the laptop in the same state as received Remove all personal data installed software etc Return all accessories Report any damage incurred to the Collaboratory Manager Return the laptop on the date agreed upon during checkout O O O Checking Out Equipment e Read the policies and guidelines for the equipment you want to check out e Obtain the appropriate check out form for the device from the Collaboratory office e Submit the form to be signed by the Collaboratory manager to receive desired equipment Returning Equipment e Ensure all personal data is removed batteries are charged and all accessories returned with the device e Return the equipment to the Collaboratory office by the specified return date and have the Collaboratory manager complete the equipment return portion of the check out form to verify the condition of the equipment How to Use Collaboratory Planning Tools Event Planning Guides EPG This is a general depository for Collaboratory Event Planning Guides EPGs EPGs document a recurring task in the Collaboratory and should be linked to a leader s Task Calendar All EPGs must have A documented purpose Guidelines and a timeline for planning Important contacts Estimations and guidelines for budgeting Documentation from previous events U P a
74. w the team will conduct its meetings and the how the team members will treat each other Example areas to consider e Attendance Work to get agreement There should be a desire for all team members to attend and agree to notify Project Leader 24 hours in advance of planned meeting if someone cannot attend if possible e Participation No substitutes desire for all team members to participate both at and outside team meetings e Preparation Come to all meetings with assignments completed prepared to productively contribute to discussions and decisions Timeliness We start on time if at least 80 of the team is present Decisions We will discuss the best decision making process for each situation we will support decisions made by the group Data We will use data wherever possible as the major factor is making decisions Conflict Honest disagreements are welcome as long as people treat each other with respect If conflict cannot be resolved the Project Leader will ask a facilitator for help The team might want to consider an agreement covering instances where someone says or does a gesture e g rolls their eyes that is a bit offensive to another meeting participant The offended participate could signal their concern by saying ouch It is the goal that the offending team participant gets the message and stops making the offending statements or gestures Tip 4 Always Evaluate Team Meetings At or near the end of each meeting
75. ybody to fill out an application but recruits should know we only accept as many people as we can use e Don t mob prospective members One on one conversations are much less intimidating Phase 2 Recruit e After speaking with prospective members ask them to review the Hiring Document to find a position s they re interested in e Ask them fill out an interest form in which they will indicate their group project and position of interest e Once the student has completed an interest form and has indicated your group or project as a primary or secondary interest contact the student and invite them to visit your group project e Once the student has visited and expressed interest in committing to working with your project or group send the student a link to the Members Registration Form for him or her to complete to make him or her an official member o Remember Asking new members to fill out the member registration form after the visit is the group or project leader s responsibility Phase 3 Cement e When new members visit make sure you show them the kind of group they Il want to join o Remember The beginning of the year is your golden opportunity to affect group dynamics e Have activities outside of work time e Seta precedent of accountability o Enforce deadlines o Set standards and expectations e Make sure they realize how valuable they are to your group What to Look For in New Members Developing positive successful t
76. your MAP account contact collablM messiah edu How do you use MAP e To learn how to use MAP to take attendance add remove members create events RSVP for events and so on read more by following this link http www thecollaboratoryonline org wiki Using MAP 57 Collaboratory Leader s Handbook 2012 08 23 Collaboratory Server Collab main Collab Main refers to the file server that Collaboratory stores its files on What is the server used for Final storage of project documentation and important files File security the server is backed up Working on CAD SolidWorks models that require more memory than can be stored locally on a lab computer How to access the server Anyone who needs to access or modify files on the new server will need a Messiah username password All students and employees already have this and there are a number of Collaboratory logins that you can use For other constituents please request that ITS create a username password for them Simply create an ITS service request describing who the login is for what they need access to etc A login will be created You will get a reply with a username password in it You must communicate that username password to the person who needs it Web based access to files 1 Goto http filemanager messiah edu 2 Login using a Messiah username password 3 Navigate to the folder collab home It may be necessary to click Change and type this path in to go th

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