"HOW TO USE THE PLANNING & TRAINING GUIDE"
Let’s Talk About It, Oklahoma! Planning Guide Reservations and Applying 1. Review the Discussion Themes here and select a theme. 2. Schedule the meeting dates for your theme. Theme programs take place in the spring (first program starts January 1st to June 31st) or the fall (first program starts July 1st to December 31st). 3. Contact OHC to reserve your theme. Reservations for spring programs may be made from July 1st to November 1st. Fall programs may be reserved from January 1st to May 1st. Call 405-235-0280 or email firstname.lastname@example.org to reserve a theme during those times. 4. Once you receive your theme confirmation, contact scholars to present on each book title. You will receive a scholar directory and sample letters of understanding when you reserve your theme. You must select scholars from the scholar directory. Mail or fax two letters of understanding to scholars. (Each scholar should keep a copy for his or her records and send the other copy to you). If you are interested in using a scholar not in the directory, please contact OHC. (New scholars must complete an application, submit a resume, and be approved by OHC. Scholars must have an MA or PhD in a humanities field). 5. Plan program publicity and how you will advertise the programs to your community. 6. Determine a budget for your program. OHC will provide a grant of up to $1000 to pay for scholar honorarium and/or scholar mileage and to defray the costs of postage, publicity, or facility usage. In addition to determining these costs, the budget should also include administrative costs and any third party contributions to the programming. For each dollar of program costs paid by the grant, you must provide a cost-share match of a least one dollar. For more information about cost share and examples of a budget click here. 7. Complete the online application. You may submit your application from September 1st to November 1st for spring programs and from March 1st to May 1st for fall programs. You will upload the letters of understanding for the scholars, a completed budget, and the letter of understanding (you will receive this when reserving your theme) online. For instructions to register and then complete the online application please go here. Grant Awarded Once the online application is submitted and approved by OHC, the fiscal agent, project director, and authorizing official will receive an email confirming OHC approval. The project director should then do the following: 1. Read all documents in grant packet sent via email. The packet contains an award letter, grant agreement, OHC magazine sign-up list, book distribution record, a sample press release, an in-kind cost sheet, and a sample evaluation sheet. 2. Log in to the same system you used to apply for your OHC grant. You will be taken to the application status page. Here you will see the grant reports that have been assigned to your grant, as well as the due date. (A reminder email will be sent to the online grant contract two weeks before the due date.) Clicking on the Complete or View link will take you to each report. Follow the instructions on each report to upload your grant agreement, payment request, or change of program. Please print a copy of these reports for your records. 3. Expect books to be mailed to you and your scholars at least one month before your program. 4. Download theme brochures for your participants, recruit discussion leaders, and scholars. These are available here. 5. Create audience evaluation tool. A sample evaluation will be included in your final evaluation form. You can use this as model for evaluation but you are not required to use the tool. Feel free to use surveys, focus groups, exit interviews, etc. to evaluate the programs. 6. Finalize duties of other key volunteers and staff for publicity, refreshments, sign-up and book check-out, etc. Begin publicity campaign as soon as possible after notification of award. 7. Remind your first scholar to send discussion questions and biographical information a few weeks before the program. Remind each scholar to send discussion questions throughout the series. 8. Choose small-group discussion leaders. Hold discussion training. At each program 1. Introduce and explain series. 2. Credit your funding sources. 3. Introduce scholars. 4. Keep an eye on the time; total time for the program is around two hours. 5. Collect audience evaluation information. 6. Collect books. After the last program 1. Complete Final Evaluation Report online no later than 30 days after the last program. 2. Repack and label books and return to: Let’s Talk About It, Oklahoma Dulaney Browne Library Oklahoma City University 2501 N. Blackwelder Oklahoma City, OK 73106 Selecting Program Scholars How to use the Scholar Directory: Every scholar listed in the directory has expressed an interest in participating in LTAIO, and many of the scholars listed have prior experience with these programs. Scholars are listed alphabetically in the directory; each listing shows the scholars’ work and home addresses and phone numbers, degrees and academic disciplines, theme interests, and prior theme experience. (Please contact OHC if any of the scholar contact information is incorrect.) When selecting scholars for your program, you need to consider the following: The scholar’s experience and how it fits the theme you are presenting. The maximum mileage you will be able to pay the scholar. ( OHC’s maximum was 200 miles but you may vary this depending on your location. Your grant may not be approved if mileage costs are too high; make an effort to use scholars near your site.) As soon as you have confirmed the scholars for your program, mail or email the following to each: Two copies of the letter of understanding with program information completed. A copy of the Guide for Program Scholars (in this Guide). A copy of the theme brochure. A self-addressed stamped envelope for returned letter of understanding. Finances OHC will provide a grant of up to $1000 to pay for scholar honorarium and/or scholar mileage and to defray the costs of postage, publicity, or facility usage. It is the responsibility of the nonprofit organization or the library to pay a flat honorarium or an honorarium plus mileage reimbursement to the scholars. Remember that for each dollar of program costs paid by the OHC grant, you must provide a cost- share match of a least one dollar. Cost-share is: matching contributions in the form of “in-kind” services, materials, and other items including: wage totals spent on the project by the project director, other staff volunteers involved in the project paper, stationery, and postage used for the project space rental, long-distance telephone, or duplication Please complete and keep the cost-share contribution form (included in your award packet) and records on file for three years in the event that the OHC would need access to them. They will also help you calculate the cost-share match for other similar projects in the future. In the past, the Oklahoma Humanities Council paid scholars mileage reimbursement based on current IRS tables and an honorarium of $100.00 if they had previously presented on a book and a $150.00 honorarium if the scholar had not previously presented a “Let’s Talk About It, Oklahoma” program on the same book. The library can use this model or create their own. You may check the IRS tables for current reimbursement rates here: http://www.irs.gov/taxpros/article/0,,id=156624,00.html. You can also find the ODOT mileage information from city to city here: http://www.okladot.state.ok.us/hqdiv/p-r-div/howfar/okmile.htm Example 1: Library chooses honorarium plus mileage LTAIO Traveling Total mileage (round trip) Honorarium Total program from X IRS rate ($0.555/per Reimbursement mile) Scholar Oklahoma City Shawnee 74 x $0.555 = $41.07 $125 $166.07 1 Scholar Oklahoma City Enid 164 x $0.555 = $91.02 $125 $216.02 2 Scholar Oklahoma City Oklahoma 0 X $0.555 = $0.00 $125 $125 3 City Scholar Oklahoma City Shawnee 74 x $0.555 = $41.07 $125 $166.07 4 Scholar Oklahoma City Ada 170 x $0.555 = 94.35 $125 $219.35 5 Total $267.51 $625 892.51 Let’s Talk About It, Oklahoma Grant Budget Information OHC COST SHARE** FUNDS* ORG. RESOURCES THIRD PARTY IN-KIND ADMINISTRATION XXXXXXXX $650 HONORARIA $625 SUPPLIES/POSTAGE $80 $80 FACILITIES XXXXXXXX $200 TRAVEL*** $267.51 PUBLICITY $140 TOTAL $972.51 $870 $200 Example 2: Library pays a flat honorarium LTAIO Traveling Honorarium program from Scholar 1 Oklahoma Shawnee $200 City Scholar 2 Oklahoma Enid $200 City Scholar 3 Oklahoma Oklahoma $200 City City Scholar 4 Oklahoma Shawnee $200 City Scholar 5 Oklahoma Ada $200 City Total $1000 Let’s Talk About It, Oklahoma Grant Budget Information OHC COST SHARE** FUNDS* ORG. RESOURCES THIRD PARTY IN-KIND ADMINISTRATION XXXXXXXX $650 HONORARIA $1000 SUPPLIES/POSTAGE $80 FACILITIES XXXXXXXX $200 TRAVEL*** PUBLICITY $140 TOTAL $1000 $870 $200 Let’s Talk About It, Oklahoma Grant Budget Information OHC COST SHARE** FUNDS* ORG. RESOURCES & THIRD PARTY IN-KIND CASH ADMINISTRATION XXXXXXXX HONORARIA SUPPLIES/POSTAGE FACILITIES XXXXXXXX TRAVEL*** PUBLICITY TOTAL * Maximum allowed is $1,000 ** All grantees must share in the cost of the programs by contributing cash, organizational resources, and/or Third Party In-kind donations in an amount that meets or exceeds the OHC grant request. Cash contributions are not a requirement. Organizational Resources: List any funds that are considered organizational resources of the Primary Sponsor and/or Co- Sponsors. Include items such as employee salaries, office supplies, and facilities that are routinely budgeted as part of normal operations and will be assigned to the OHC-funded project. This also includes any additional cash funds from the Primary Sponsor and/or Co-Sponsor that will be dedicated to the project. Cash Contributions: List cash contributions from sources other than the Primary Sponsor or Co-Sponsor(s). Federal grant money may be used for cash cost-sharing (Col. 4) if the source is not the National Endowment for the Humanities (NEH) or another state humanities council. Third Party In-Kind Contributions: This is defined as the value of noncash contributions provided by third parties (individuals or organizations other than the Primary Sponsor or Co-Sponsors). In-kind contributions may be in the form of donated facilities and equipment or the value of goods and services directly benefiting and specifically identifiable to the project. *** The maximum allowable costs for mileage are based on current IRS per diem rates. If you plan to spend more than these amounts for mileage, you may list these expenses as cost share. Please note: if the driver is not receiving compensation for mileage, the donated rate is .14/mile. Publicizing Your Program Formal publicity for your series should begin to appear six weeks to one month prior to your first program, but publicity planning should begin about two months before your series starts. Please do not publicize your program until you receive official OHC notification that your grant has been awarded. Decide who will be responsible for publicity. Decide the type of publicity you will be using: o Press releases; use the sample sent to you as a template. o Public Service announcements. o Library newsletter or email blasts. o Mailings using your library lists or other organizations’ lists. o Announcements through monthly statements by banks or utilities. Use OHC logos * o the OHC logo must appear on all printed materials. o OHC logo poster must be displayed at each program. Use the generic LTAIO poster; fill in the book titles and dates. Print the OHC disclaimer and funding statement on all publicity materials. *To access the logo, go to our website, click on the News/Media tab, then click on the OHC Logo and scroll down to Formats and follow the instructions for the format you want. Discussion Groups and Leaders As project director you should have discussion leaders ready to lead a small group should your audience numbers demand it. To create discussion groups: Urge husbands and wives or best friends to be in different discussion groups. Balance quiet people with outspoken ones by the assignment of discussion groups. Arrange the groups in a circle and away from the other groups. Create discussion groups of fewer than 10 people. Choose discussion leaders that are: good listeners. able to take tactful action quickly in order to keep the discussion on track. not necessarily an “expert” on the program’s subject matter. Often good discussion leaders are: Teachers, ministers, book reviewers. Psychologists, counselors, human resources personnel, nurses. Others who are trained to listen, observe, and answer questions. To recruit discussion leaders: Make a list from among your library staff, library patrons, your friends, your acquaintances. Consider civic clubs such as the American Association of University Women, book clubs, senior citizens groups, church groups. Recruit and train at least three discussion facilitators for each program in your series. Encourage discussion facilitators to read all the books and sign up for all the programs. Before each program give each discussion leader: a “Guide for Discussion” found on the next page. the theme brochure a copy of the discussion questions for each book the number of people expected at the program. Keeping Track of Your Books You will receive your books at least one month before the first program in your series so that you can start giving them to people as soon as they register. The program books are not for sale. Loan these books to your attendees and tell them when they must be returned. Keep accurate records of who has borrowed which books using “Book Distribution Record.” Make duplicate copies of the book distribution record, so that you have one for each book in your series. Consider limiting book distribution responsibilities to yourself and perhaps an evening staff member who will be able to fully discuss the program with people. You are responsible for the cost of damaged books or any books that aren’t returned. Pack and mail your books to: Let’s Talk About It, Oklahoma Dulaney Browne Library Oklahoma City University 2501 N. Blackwelder Oklahoma City, OK 73106 Evaluating Your Program A sample evaluation survey will be included in your award packet. Ask all participants to evaluate each program. Use the forms that are included in your grant award packet. Complete a final report on the programs Guide for Discussion Leaders of Small Groups What is Let’s Talk About It, Oklahoma? As the name implies, candid discussion is what Let’s Talk About It, Oklahoma (LTAIO) is all about. Although the scholar’s presentation is very important and gives a focus to each program, it’s the discussion that participants usually find most rewarding. Each LTAIO series is organized around a theme. The theme might be an historical period, such as the Civil War or the French Revolution. The theme might be a literary category, such as American best sellers or detective fiction. Most of the themes present important human questions, such as the role of romantic love in our lives, the significance of our ethnic identity, or our roles as individuals within a community. For each thematic series, there are several readings – selected by the scholars who developed the themes – which illustrate different aspects of the theme. But the readings themselves often illustrate much more than the program’s theme. What is a program like? Each LTAIO program exemplifies a kind of “structured informality”. One goal of LTAIO programs is to create a setting in which participants feel comfortable and which is conducive to candid discussion and the exchange of ideas. The recommended program format is as follows: A program begins with a presentation by a humanities scholar who will relate the book to the theme and talk about such issues as the author’s life, the historical context of the work, the literary significance of the work, or its contemporary relevance. The scholar’s presentation usually lasts 30 to 40 minutes. A short break of 10 to 15 minutes follows the scholar’s presentation. Refreshments are served and mingling is encouraged. For the discussion facilitator, this is the time to identify the members of your group. After the break, each discussion facilitator meets with a small group of participants – 7 to 10 to a group is ideal – and discussion lasts 40 to 50 minutes. The scholar visits briefly with each group to answer questions and to get a sense of the direction of the discussion. The entire group comes together after discussion. Someone from each discussion group makes a brief report (no longer than 5 minutes) on the group’s consensus. Finally, the scholar makes concluding remarks and asks for questions.