Duties and Responsibilities for Workshop Facilitators at the 26th Biennial Conference on Chemical Education, Oregon State University

Workshops offered at each Biennial Conference on Chemical Education are a great way to share findings of effective practices for teaching and learning. Workshop leaders must understand the offering of a BCCE workshop is a service to the chemistry education community. We appreciate all of the work that the workshop facilitators do to prepare and deliver their workshop. For all of the good work our facilitators do, the recent BCCEs have experienced one or two difficulties. BCCE workshops are offered to enable our participants to experience hands-on activities and active learning. All workshop need to be hands-on activities and use active learning and/or guided inquiry methods of instruction 75% of the time. Only 25% of the time can be devoted to direct instruction – a lecture. Workshops may be lab-based, computer-based, hands-on problem solving, model building, modeling a specific pedagogy such as POGIL or SWH, case study, peer-discussions, etc.

Workshops proposals must be submitted online through the ACS Meeting Abstracts Programming System (MAPS). When your submission is complete, your proposal will be automatically forwarded to the workshop chair. The workshop chair will review your proposal and make a decision as to whether to accept, reject or amend it. If your proposal is accepted, then you are expected to deliver the workshop and register as a participant at the 26th BCCE.

Workshop Sessions

Workshops can be scheduled for 1.5 hour, 2 hour, 3 hour (half-day) or 6 hour (full-day) blocks Typically workshops sessions run 8am to 10:50am, and 2pm to 4:50pm. Please keep in mind that the workshops run concurrently with the symposia sessions. Workshop offerings will begin 1pm Saturday, July 18, 2020 and end at 11:50pm Thursday, July 23, 2020. Workshop leaders who have a Saturday, Sunday or Monday workshop are strongly encouraged to arrive on campus Friday, July 17, 2020 in order to prepare for their workshop. Please indicate this information on the workshop proposal site.

Workshop Fees

The 26th BCCE charges participants a minimal fee of $10 for attending a workshop to cover the cost of extra janitorial services and processing fees associated with the workshops. Workshop leaders can add additional fees in $5 increments. The additional fee will cover costs of materials, supplies, printing and equipment used during the workshop by the participants. Workshop leaders must submit original receipts to the 26th BCCE office by noon Thursday July 23, 2020 to be reimbursed for expenses. Expenses such as travel, lodging, food and BCCE registration fees incurred by the workshop leaders are not reimbursable.

Registration and Meeting Attendance are Required
Once your name and institution affiliation are listed on the 26th BCCE program (on-line and in print) you are obligated to present your workshop. The American Chemical Society requires all workshop leaders, co-leaders and presenters, to register for the BCCE, pay the registration fee and be physically present during the meeting. Facilitators are reminded that other chemistry educators come to the BCCE wanting to meet you and to learn all they can from your workshop.

Consequences of Not Presenting Your Workshop at the BCCE

Anyone who is listed as a facilitator of a workshop and who does not show at the conference and does not deliver their workshop (other than having an acceptable reason and being excused by the BCCE program chair), will be placed on a BCCE suspect list for two years. Such individuals will not be eligible to submit a workshop proposal for another BCCE until they agree to serve as a presider for a general paper session or poster session for a BCCE, an ACS regional meeting or ACS national meeting.

Other Duties and Responsibilities

  1. The call for workshop proposals opened May 10, 2019 and will close September 16, 2019. Workshop acceptance or denial notices will be sent by November 18, 2019.
  2. All workshop participants must pay the 26th BCCE registration fee. Registration opens January 6, 2020.
  3. In order for a workshop leader to be reimbursed for the expenses associated with delivering the workshop, the workshop leader must submit receipts for materials, etc. to the 26th BCCE general chair by 12pm, July 23, 2020 at the conference office, Wells Fargo Room, in The LaSells Stewart Center. Workshop leaders may not charge the 26th BCCE or their workshop participants expenses associated with the leader’s travel, lodging, food or the BCCE registration fee. Workshop leaders will not be reimbursed by the 26th BCCE or ACS DivCHED for any of these or other personal expenses.
  4. Workshop leaders are responsible for arranging for all of the materials (hand-outs, activities, etc.) necessary for the workshop to be shipped starting June 22, 2020 and arriving in the Department of Chemistry at Oregon State University by July 13, 2020. Workshop materials need to be sent to the following address:

Oregon State University
c/o BCCE Workshops
Campus Freight
660 SW 26th St., Reser West, Door 6
Corvallis, OR  97331
Attention: On Site Receiver’s Name/Company
Phone: (cell phone of individual that will be on site contact)

We recommend that you send material using Registered U.S. Mail, FedEx or UPS so you can track the package yourself.

  1. Workshop leaders are responsible for arranging for all materials (hand-outs, activities, etc.) left at the end of the workshop to be shipped back to their institution, home, company, etc. Please have pre-paid US Mail, UPS, FEDEX, etc. mailing labels prepared prior to coming to the 26th BCCE. Materials left at OSU will be discarded. Workshop leaders are responsible for returning the room they are using in good, clean condition at the end of their workshop.
  2. Workshop leaders are responsible for the preparation of all materials (hand-outs, activities, etc.) necessary for the workshop. The 26th BCCE will provide a preparation area. The workshop preparation area will be available Friday, July 17 starting at 1pm and ending 4pm. Saturday, July 18 through Thursday, July 23, 2020 from 8am to 4pm each day. We will post the hours of operations of this room for other days of the 26th BCCE.
  3. If you need to make copies of hand-outs there will be a copy facility located in a designated area.
  4. If a workshop involves chemicals, workshop leaders are responsible for the preparation and proper disposal of all chemicals necessary for the workshop. The 26th BCCE will provide a chemical preparation area for you to prepare your chemicals. We will provide student help with the transport of materials and for the set up and tear down of workshops and we will provide consultation with our workshop and chemical demonstration chairs. The workshop chemical preparation area will be available Friday afternoon, July 17 and Saturday July 18 through Sunday, July 20, 2020 from 8am to 4pm each day. We will post the hours of operations of this room for other days of the 26th BCCE. Common laboratory glassware, equipment and preparation materials will be available for your use. The available equipment and other supplies are listed at the end of document, “Safety Regulations” (COMING SOON). If you provide us with a list of materials and equipment needed well in advance of the workshops, we will TRY to accommodate your request. Workshop leaders will follow the same rules and guidelines for working with chemicals as the chemical demonstrators.

Workshop leaders are responsible for the purchase/acquisition of any expensive or unusual chemical(s). Workshop leaders are expected to follow the proper OSHA/EPA/DOT guidelines for the transport of chemicals. It may be possible to request the purchase of items through our workshop chair with the cost of those items being added to your workshop budget and the cost deducted from the reimbursement.

  1. Workshop leaders will sign and submit a workshop Safety Agreement by May 22, 2020.

Workshop leaders are expected to review the OSU Safety Rules prior to arriving on campus. Chemical demonstrators and workshop leaders working with chemicals must attend a chemical safety and chemical disposal meeting with the workshop chair and safety officer on either July 17, 18, 19 or 20, 2020 at 4pm each day. Failure to attend one of these meetings will result in the cancellation of the workshop/demonstration with no reimbursement provided for the workshop materials.

  1. If a workshop involves loading a computer program and or downloading plug-ins, the software and a copy of the license must be sent to Michael Burand by May 22, 2020.
  2. Workshop leaders who are using computers, software and multi-sync projectors should plan to arrive on campus starting Friday morning, July 17, 2020 in order to test and trouble shoot their software, computers and multi-sync projectors.
  3. Workshop leaders should start arriving on campus by Friday evening, July 17, 2020 and must be on campus at least 24 hours before their scheduled workshop in order to complete preparations.
  4. If a workshop leader needs to purchase supplies or materials from locations off-campus, there will be a van that will available to transport the workshop leader to local locations. The van will make one run late Saturday afternoon, July 28, 2018 and one run late Sunday afternoon, July 29, 2018. Additional trips may be scheduled through the workshop chair. The workshop leader is responsible for paying for the needed supplies.
  5. You will be informed of the day and time of your workshop by April 11, 2020. You will be informed of the number of registered participants for your workshop by June 15, 2020, after early registration for the conference closes and week prior to the start of the conference.
  6. The 26th BCCE committee will provide some student helpers to assist the workshop leaders with reasonable tasks associated with unloading equipment and material from a van, setting-up and taking down workshops, loading equipment and materials into a van if a request is made. Carts will be provided.

Workshop leaders must adhere to the OSU parking regulations and not block or park in any loading zone or a loading dock. OSU parking tickets incurred by workshop leaders are the responsibility of the workshop leader.

  1. Every effort will be made to schedule workshops in rooms with appropriate AV materials. Please include all AV needs on your workshop proposal. Not all laboratory spaces come equipped with AV equipment, therefore it is important to have a complete listing of your needs with the proposal. Additional AV equipment may be available at an additional cost to the workshop. All AV needs MUST be submitted by June 2, 2020.