TEP Hosting Guidelines

The RAS-TEP program is jointly run by the Education Activities Board (EAB) and the Technical Activities Board (TAB). The program is intended to sponsor or co-sponsor up to three summer schools per year around the world. Summer Schools will be sponsored in each of the RAS Geographic Areas (GAs), pending affirmative proposals. Each Summer School will be funded up to $25,000.00.

• Speaker compensation
• Broaden the participation of the speakers, across geographical regions, seniority, and diversity
  • Consider a call for speakers to broaden a participation.
  • Consider the travel grants for the speakers.
  • Consider guest lectures remotely. New pedagogic technology in teaching. Making exercises and material available online.

• Mailing lists: euro-distro, robotics-worldwide, <toplical>, TC-related mailing lists, research experience for undergrad and other channels that broaden the participation
• Working with RAS staff to market on website, news and social media platforms
  • When shared on personal channels, tag RAS channels
• Student advertising activities
• Timing
  • Confirmed speakers: year ahead of time
  • Program finalized: 6 months
  • Call for participation: 6 months
  • Early registrations: 3-6 months before
  • Travel grants applications: 3-6 months before
  • Travel grants notification: needs to be complete before end of early registration
  • Registration: ….

• Offer merit-based travel awards
• Offer discounts for the RAS members

• Consider remote participation to broaden the audience.
• Collect the contact information on the participants
• Encouraged to maximize the reach within the IEEE RAS student population.
• Post assessment form provided, ideally immediately after, 6 months, and a year after the program. Assessment should focus on demographic of participants, membership information, and student outcomes that evaluate the effectiveness of the educational program.

• Letters of support from any institution or venue must be obtained and signed by appropriate authorized parties.
• Information on travel, visa, etc.
• Suggestion on the lodging. The lodging needs to have an easy accessible way to get to the site.
• Holding the program at an University helps with the cost.

• After completion of the Technical Education Program, the TEP organizer must report program outcomes using this form.