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Kansas State University

Planning & Coordination Services

Delivering a successful non-credit program involves a great deal of planning, preparation, organization, and effort. Kansas State University Continuing Learning (CL), a section within the Division of Continuing Education can provide the following services:

Program Assistance & Development

The goal of CL is to assist in providing programs that deal with important, contemporary issues. CL recognizes the importance of early and thorough planning. Needs assessments, goal setting, audience identification, design of program format, and detailed time line preparation are essential to each program's success. Early involvement of CL professionals ensures that each program area will be carefully considered.

Site Selection, Facility Negotiation and Delivery Format

CL manages programs held on campus, locally, in Kansas, and in locations throughout the United States. The experienced CL program coordinators are quite familiar with local facilities available for special events. Because of extensive statewide and national program delivery, the staff can also aid in identification and selection of meeting sites across the country. Since past CL site usage enhances negotiating power, after a site has been selected, CL staff can manage the negotiation process of securing a meeting property and producing a cost-effective, legally responsible contract. If a program is to be delivered asynchronously or using a mediated format, coordinators can aid in determining which mediation method(s) would be most effective.

Management of Presenter Communications & Arrangements

Management of presenter information can easily be achieved by using the data processing systems of the Division of Continuing Education. An extensive base of information can be maintained with letters and personally addressed information generated as needed. A variety of examples of presenter correspondence, suggestions, and checklists which have proven to be very effective are available for use. Presenter travel arrangements and payment are routinely handled by CL.

Marketing & Promotion

Even the best program idea will not succeed if not promoted effectively. The staff will work with sponsors to create and to individualize marketing plans to fit each program. The most effective marketing avenues available to each program will be explored. Electronic and print marketing will be considered for all programs. Promotional materials are produced from a wide variety of design and layout choices. Accessibility to experts in both the Kansas State University Printing Services and the Division of Continuing Education's Public Information Office allows great versatility in publication preparation and reproduction. The staff works closely with publication professionals to ensure client satisfaction. Mailing lists can be secured, maintained or created for each event. The Division has a full-service mail center with bulk mailing and shipping capabilities.

Financial Management

Complete financial management services contribute to events that are fiscally responsible. CL computerized budgeting program aids in determining program options and registration fees which support program expenses. A final detailed financial report of expenditures and receipts will be compiled upon completion of the program. Fees will be collected, receipted, deposits made, and program expenses will be paid. All financial transactions comply with standard audit procedures. Purchases will be made at the lowest available rate with bids acquired for items not presently on state contract.

Registration Processing

All program registrations can be received via phone, FAX, the World Wide Web, or written correspondence by the Division of Continuing Education. Registrations are processed and maintained using a computerized registration system. Updates and changes are entered regularly to insure accurate counts. Trained registration staff members are available for on-site registration and check-in. Accurate records for each registrant will be maintained. A detailed registration report can be compiled at any time. If desired, a final listing of program participants can be printed for distribution.

Logistical Arrangements

The numerous tasks involved in producing any successful event can be overwhelming. CL coordinators work with checklists and time lines to insure that every detail is considered. The coordination of appropriate audiovisual equipment, meal selection and ordering, room set up, entertainment, and signage are among the daily tasks handled by CL coordinators. When programs are delivered at a distance, DCE technologists work with coordinators to make necessary arrangements. Because of the numerous events handled by CL, experience allows for the sometimes creative solutions necessary for certain problems. The ongoing training of program coordinators keeps them abreast of new methods and ideas in program planning to allow the best of coordination techniques to be applied to each activity.

Preparation of Program Materials

CL recognizes the importance of customized materials for distribution to participants. Program supplies will be designed to specification and ordered at the lowest price available. These materials can be assembled in many different formats. Printed programs can be generated to fit the need of each event. Name tags, labels, and participant lists are generated from the computerized registration system. Duplication of specified material is handled by the Division of Continuing Education's Duplicating Center. CL and Division of Continuing Education staff are available to help with a variety of other services including producing and duplicating printing materials, and producing audiotapes and CD-ROMs.

On-Site Coordination

CL coordinators have unique expertise in all aspects of on-site coordination for campus, local, statewide, or national events. These include on-site registration of participants and speakers, monitoring of meeting sessions, audiovisual arrangements, special requests, answering questions of participants, and handling the myriad details that arise on-site.

Travel Arrangements

CL coordinators are routinely involved in negotiations with travel agencies and airlines to make arrangements which best suit the needs of each organization. Travel arrangements for participants and speakers can be made by CL.

Evaluation

CL recognizes the importance of evaluation of each activity. Experienced personnel can assist in preparation of customized evaluation forms for your event. The results are then tabulated into an easily readable format for consideration in planning the next meeting.

CEUs/Credit

The awarding of Continuing Education Units is vital to many programs. Application, attendance, certification, and reporting can be processed by the Division of Continuing Education. Long term storage and maintenance of CEU records is an option available to CL clients.

WWW & Internet Services

Activities using the World Wide Web for registration, marketing, program delivery or participant communication can be managed by CL. Experienced staff in the Division of Continuing Education will handle any aspect of web based programming.