AAPT/PTRA Regional Coordinator (RC) Expectations

• A Regional Coordinator (RC) handles the administrative functions required of the host institution (RS^[1]).  AAPT will send an Excel template to be used to record the participant’s names, et cetera. The complete Excel spreadsheet is to be e-mail to Janet Lane.
• The RC is expected to develop a database of addresses of teachers and school officials within a few hundred miles of the host campus that might be interested in the program.  The source for this database might include college/university files, AAPT Section files, NSTA files, your state Department to Education files, et cetera.
• The RC is expected to mail and/or e-mail information about the AAPT/PTRA institute and the application to potential teacher participants and administrators of potential teacher participants.  AAPT/PTRA will provide samples of the information sheet, letter, and application.
• The RC with help from the Lead PTRA is expected to receive and process applications, and to notify participants of acceptance, procedures, et cetera.
• It is suggested that each RC accept a few stand-by participants in the event of last minute cancellations or no shows.  Some sites charge a $75, totally refundable registration fee to cut down on no-shows.  If the person does not show, the $75 can be used to support the center; however, is will be necessary to document how such funds are used.  During the summer institute the refundable registration fee check is returned to the participant.
• The RC, with help from the Lead PTRA, is expected to keep accurate record of participant's attendance by hour.  See AAPT/PTRA Participant Sign-in Sheet at http://www.aapt.org/Programs/projects/PTRA/Forms/index.cfm.
• AAPT/PTRA will assign a Lead PTRA to each RS.  The Lead PTRA will work with the RC to establish the workshop dates and program.  AAPT/PTRA will provide samples of successful programs.  AAPT/PTRA and the Lead PTRA will work with the RC to arrange for the workshop leader(s).  AAPT/PTRA will pay the workshop leader(s) an honorarium.  Each RC is responsible to provide a letter about cost sharing for use of facilities, equipment, et cetera which is to be submitted to AAPT/PTRA.  See AAPT/PTRA Cost-Sharing Documentation Form at http://www.aapt.org/Programs/projects/PTRA/Forms/index.cfm.
• Each RC is responsible to establish a communication system for participants (e.g., ListServ, website, et cetera.)  AAPT/PTRA has established a ListServ for participants that are in your site and other sites that are in the same “class.” Each RC, with help from the lead PTRA, is responsible to organize and host two follow-up one-day workshops for the summer participants.  These are typically a fall and a spring follow-up workshop.  These follow-up workshops will review how participants are implementing the content/activities/instructional strategies et cetera that were stressed during the summer institute.  The follow-up is not a time to introduce a new workshop topic.
• In conjunction with the AAPT/PTRA and the Lead PTRA, each RC is responsible for administering any evaluation instruments provided by Karen Jo Matsler the AAPT/PTRA internal evaluator.
• Each RC is responsible to develop a database of participants, their principals/addresses, and their superintendents/addresses or equivalent.  After the AAPT/PTRA Summer Institute the RC will send a letter and certificate to the highest-ranking administrator on file for each participant.  The letter will recommend that the certificate be provided to the participant at a school board or other district meeting to recognize the accomplishments of the participant.  AAPT/PTRA will provide a sample letter and certificate.  A certificate sample signed by Toufic Hakim, executive officer of AAPT and Jim Nelson, PTRA Director is available on the PTRA website.  This letter may be on AAPT/PTRA stationary or on the RC’s host institution stationary.
• After each workshop or summer Institute the RC and Lead PTRA is expected to give out AAPT/PTRA Secondary Site License(s) to participants.  See “Secondary Site License for Pre-Published Manuals” at http://www.aapt.org/Programs/projects/PTRA/Forms/index.cfm.