Y-PLAN National Timeline 2013

Main

Capital One report and proposal DUE

07/22/2013

Tomodachi Interface

08/08/2013

Y-PLAN NATIONAL INSTITUTE AUGUST 2013

08/08/2013

Alumni House, UC Berkeley

Start planning Feb 2014 National Institute

09/03/2013

Digital Toolkit and other design/web

Meet with Jon

05/13/2013

Ruth creating digital Y-PLAN site map

05/27/2013 - 06/14/2013

(Jon's taking care of the digital learning tool for Y-PLAN National.)

For Ruth to do: Digital map of the Y-PLAN sites for the website: to include city and school; district or charter mgmt umbrella; project name; client partner/s; one or two quotes from students and teachers (to get from site visits); one or two pictures; -- ultimately it should feel like a summary of the latest from each site.

Uses include sharing on y-plan website, and using in powerpoint presentations on y-plan and other publications .

Quotes and pictures (mostly from recent site visits) will need to come from Deb and Shirl.

Deb meets with Jon and Allison on Y-PLAN Tools

06/10/2013

Ruth delivers digital Y-PLAN site map?

06/14/2013

LSA completes CC&S logo design

06/17/2013

LSA completes design templates

06/17/2013

LSA completes Y-PLAN website design

07/22/2013

Institute Materials Development

Collecting Y-PLAN Handbook feedback

04/15/2013 - 05/17/2013

From mentors (Allison), Tomodachi instructors (Jessie), Pat Clark?, David Stern? John Gargani?

Working on the five Y-PLAN tools (Allison)

05/13/2013 - 05/31/2013

Drafting packet contents (MATT AND LORA)

05/16/2013 - 06/14/2013

Finish condensing mentor feedback (Allison)

05/17/2013

Y-PLAN Handbook Revision

05/20/2013 - 06/28/2013

Possible resources to help on this include Matt, Allison...

Collect Tomodachi instructor input re: Handbook

05/24/13

Jessie sending reminder email 5/14, and plans to collect and organize all instructor input by this date.

Finish Y-PLAN 101 Tools (Allison)

05/31/2013

Transportation, Housing, Public Space, Schools/Services/Amenities. (other tools for Planning 101 and Schools 101).

Finalize Institute packets as much as possible.

06/28/2013

Finalize packet contents as much as possible, leaving placeholders and templates wherever possible, (MATT AND LORA)

LSA completes Y-PLAN Handbook design

07/01/13

Print Revised Y-PLAN Handbook

07/08/13

Print packets ready for distribution on 8/8/13 .

07/29/2013

Any last-minute printing?

08/02/2013

Communication & Coaching with Fellows

Webinars, coaching calls, application deadlines, other correspondence.

Site visit debrief and Institute planning meeting

05/22/2013

Morning: Deb and Shirl do thorough debrief on all site visits.
Afternoon: National Institute planning/logistics.

Coming out of these meetings is a Fellows Application Packet to be sent to LSA by 5/24 to finalize and format by 5/31:
1) Teacher Fellow app 2013-14, which includes criteria for youth selection for August Institute
2) $1000 stipend requirements
3) General announcement and expectation setting for August Institute (perhaps including whatever info they need to begin booking their travel?)
4) Copyright/Brand/IP agreement

Send Fellows Application Packet to LSA for design

05/24/2013

To include:
1) Teacher Fellow app 2013-14, which includes criteria for youth selection for August Institute
2) $1000 stipend requirements
3) General announcement and expectation setting for August Institute (perhaps including whatever info they need to begin booking their travel?)
4) Copyright/Brand/IP agreement

Webinar #1?

05/29/2013

Work/Meet w/Pat Clark to plan May webinar?

06/07/2013

Need to work with Patricia Clark to develop a webinar architecture
Plan for May webinar.

Send Application/Institute Invite to Fellows

06/11/2013

1) Teacher Fellow app 2013-14, which includes criteria for youth selection for August Institute
2) $1000 stipend requirements
3) General announcement and expectation setting for August Institute (perhaps including whatever info they need to begin booking their travel?)
4) Copyright/Brand/IP agreement
5) Travel/logistics instructions

DUE Teacher Fellow Applications 2013-14

06/21/2013

Webinar #2?

07/08/2013

"Looking Forward, Looking Back": Prep for Institute (informed by July 1 Eval deliverables)

Send follow-up and thank-you's to fellows and students

08/12/2013

Site Visits Spring 2013

Dallas Site Visit

04/24/2013 - 04/25/2013

DC Site Visit (Deb)

05/06/2013 - 05/09/2013

New Orleans Site Visit (Shirl)

05/07/2013 - 05/09/2013

Post-site visit follow-up and thank-you's (Deb and Shirl)

05/13/2013 - 05/17/2013

Shirl and Deb to debrief all site visits

05/24/2013

Shirl's key takeaway areas to discuss:
- adult ally cultivation
- leveraging technology as meaningful tool
- integrating Y-PLAN into curriculum
- data/research partners

Deb to send DC reimbursement info to Matt.

05/30/2013

New York Site Visit (Shirl)

06/10/2013 - 06/11/2013

Shirl to send Dallas, New Orleans and NY reimbursement info to Matt.

06/13/2013

Institute Logistics

Hotels, meeting rooms, food, speakers, agenda, etc

Matt reviews catering options

06/03/13 - 06/14/2013

Identify caterer's payment process, e.g. invoice in advance, security deposit or contract needed, payment required before or after, etc.

We last discussed 6 meals, including the Tomodachi BBQ as one meal, plus 1 refreshments break.

Identify packet prep needs and flesh out agenda

06/17/13

Matt to confirm patio use and setup with Alumni House

06/24/13

Must confirm patio table/chair use and setup in advance with Alumni House: Patio setup is $125 for 4h or less, $225 for 8h or less. Patio capacity is 200-300.

Patio will be available, as they don't double-book the patio when an inside reservation has been made.

Confirm final attendee count with hotels; Confirm or cancel with Bancroft Hotel.

06/25/2013

Bancroft Hotel rooms were reserved as extra/back-up. We're pretty sure they have 24hr cancellation poilcy, but we should know our final attendee list by this time anyway?

Confirm Institute logistics with Alumni House.

07/15/2013

Confirm any specific needs like projector, wireless internet, chairs and tables, etc.

CC&S staff to debrief event while memory is fresh

08/15/2013

Write up and preserve event debrief and lessons.

08/19/2013

Write up takeaways and lessons learned for use in future reporting and other communications.

Institute Travel, Reimbursements

Prep info to send to fellows to help them book their travel.

06/07/13

Notify fellows to book travel to Institute by 6/20/13

06/11/2013

Request reimbursement info from fellows and students?

07/22/2013

What reimbursement info can be submitted early for fellows and students' travel?

Remind fellows to submit all reimbursement info.

08/12/2013

Final reminder to fellows to submit all reimbursement info.

08/19/2013

Strategic Communications and Press

Collaborate with UCB press office on press release

05/24/2013 - 06/21/2013

Send Y-PLAN National email blast?

06/24/2013

Hook/purpose of this blast still TBD, perhaps to announce Tomodachi interface.