Section 7 Preparation

Being a presenter for the QCBS R Workshop Series requires preparation and proactive communication with the participants registered for the workshops. Below, there is a list of points that will help you prepare for the workshops. We ask you to read them carefully.

7.1 Before the workshop

7.1.1 Two weeks before the workshop

  1. Obtain the list of registered participants to your workshop (we will provide you with a code to obtain this). Then, determine the number of presenters that can be allocated to your workshop:

NEW: In September 2023, the Learning and Development Award for presenters in the R Workshop Series has changed from $150 to $180. There are also new distinctions in the award payment process between McGill and non-McGill contributors, including additional tax compensation for non-McGill contributors. See the Payment section for more information.

Number of Participants Number of Presenters Payment per Presenter Allocated funds to the workshop
1 to 5 1 $ 180 $ 180
6 or more 2 $ 180 $ 360
  • For remote workshops: We require only two presenters per workshop during remotely instructed workshops. While one instructor presents the workshop, the other presenter must act as an assistant, monitoring the chat, setting up breakout rooms, helping debug eventual issues participants may have. Both workshop instructors and assistants must answer student questions.

If the number of registered presenters is lower than the number of presenters that can be allocated to your workshop, do not hesitate to invite other graduate students and post-doctorate fellows (members of the QCBS) that you think could instruct the workshop with you!

Note that the maximum payment per presenter is of 180$, per workshop instructed.

  1. Familiarize yourself with the material available within the website.

  • You must be very comfortable with the content and the presentation concerning the workshop as of the date of your presentation.

  • It is your responsibility to become familiar with the material.

  • Use the books and presentations as reference material for your workshop. Do not hesitate to complement your knowledge with other references and material.

  • The presentations come with a presenter mode, which allow for presenter notes and a more dynamic instruction. Go to our “Presenter mode” section to learn more.

  1. Read the code of conduct.

  2. For remote workshops: Familiarize yourself with Zoom before your workshop. For example, you should know: (i) how to share your screen; (ii) how to initiate and end breakout rooms; (iii) how to create and launch polls; (iv) and what tools are available for interacting with students. We have provided additional detailed guidelines for these tasks here.

7.1.2 One week before the workshop

  1. Obtain the most up-to-date list of registered participants for your workshop using the code sent to you when you were recruited.
  • NOTE: Remember that for the remote workshops, the location argument you have to use is "Online".
  1. Send the standardized message below to all participants, replacing the fields when required.

Ideally, instructors that have their emails displayed within the workshop schedule will be the ones to communicate with participants first. You may change this role, if you prefer.

  • NOTE: Carbon-copy all your communication to the other instructors of your workshop.
  • NOTE: You must send the message below at least 7 days before the date of your presentation.
  • NOTE: You must NOT remove information from the following text.

For remotely instructed workshops:

Message subject: [QCBS R Workshop Series] Workshop #X – Name of the Workshop (Date of the workshop)

Hello!

You are registered for the QCBS R Workshop #XXX that will be given this coming DATE OF THE WORKSHOP at HH:MM PM or AM.

In preparation for the workshop please note the following:

  1. The workshop will be given through Zoom.
  • You must register to access the Workshop with the following registration link: INSERT LINK PROVIDED TO YOU BY COORDINATION TEAM.
    • Please register at least 1 hour before the workshop so that we can approve your participation in time.
    • If registered, you will receive an invitation containing a unique link. You must not share this link with others.

  1. Please prepare your laptop and the relevant programs (R and RStudio) before hand. You can also download the script we will be using in this workshop at the following website: https://r.qcbs.ca/workshops/r-workshop-XX/

  2. We recommend that you execute the entire script at least once before the workshop session to make sure that everything works on your computer. If needed, download and install the libraries that we will use during the workshop.

  3. If you can no longer make it to the workshop, please advise us at least 5 days in advance by email. Failing to advise us about your absence will incur in a 100$ penalty billed to your supervisor.

  4. If you are not a member of the QCBS, you may be asked to send us a receipt of payment to the workshop.

  5. We encourage you to keep your camera turned on, so that instructors can more easily connect and engage with you. Please consider that a lot of effort has been put into the planning of these workshops, so it is important that attendees are willing to engage in the learning process. This may include active participation in discussion and collaboration with your peers.

  6. If you have any questions concerning this workshop or its venue, please reach one of the presenters so you can be helped to the best of our ability!

Thank you, we look forward to next DAY OF WEEK!

YOUR NAME(S).

For in-person workshops:

Message subject: [QCBS R Workshop Series] Workshop #X – Name of the Workshop (Friday, Month Day)

Hello!

You are registered for the QCBS R Workshop #XXX that will be given at NAME OF THE UNIVERSITY this coming DAY OF WEEK at HH:MM PM or AM. In preparation for the workshop please note the following:

  1. The workshop will be given in XXX building, room XXX.

  2. Please come with your laptop and the relevant programs (R and RStudio) installed. You can also download the script we will be using in this workshop at the following website: https://r.qcbs.ca/workshops/r-workshop-XX/.

  3. We recommend that you execute the entire script at least once before coming to the workshop to make sure that everything works on your laptop and to download and install all the libraries we will be using during the workshop.

  4. If you can no longer make it to the workshop, please advise us 5 days in advance by email, otherwise, you will receive a 100$ penalty which will be billed to your supervisor.

  5. If you are not a member of the QCBS please bring receipt of payment to the workshop.

  6. Internet access should not be necessary to follow the workshop if you executed the script before coming to make sure you had downloaded all the necessary R libraries. If you are taking the workshop at a different institution than your own and would like to have access to the internet during the workshop, please ensure that you can connect to the eduroam network (more info here: http://qcbs.ca/wiki/eduroam). If you do not have access to eduroam or to the university’s network, we may not be able to provide you with temporary access to the internet.

  7. If you have any questions concerning this workshop or its venue, please reach one of the presenters so you can be helped to the best of our ability!.

Thanks, and looking forward to DAY OF WEEK!

YOUR NAME(S).

7.1.3 The day before the workshop

Registration is open until 24 hours prior to the workshop. For remote workshops, please check the list of participants one last time to ensure that everyone has received the email containing the registration link to access the Zoom session.

7.2 On the day of the workshop

We have built a dedicated section with guidelines on what both instructors and assistants should do during the workshop.

Please, read and apply them very attentively!

7.3 After the workshop

We kindly ask you to do the steps below immediately after your presentation.

  1. Send the feedback form to the attendants of your workshop;

Message subject: [QCBS R Workshop Series] Evaluation Form for the Workshop #X – Name of the Workshop

Hi again!

Thank you for coming to the workshop (#X) on Name of the Workshop.

We kindly ask you to take a few minutes to provide your feedback on the last workshop.

This process is very valuable to us because we can understand where the workshop needs improvement.

Your comments and suggestions are really appreciated and are read with attention.

Thank you again!

With our kindest regards, YOUR NAMES

  1. Provide your own feedback on the workshop you have just instructed.

  2. Send the message below to any registered participants that were absent from your workshop and did not sent you a message canceling their registration on time.

  • NOTE: Send separate messages to each one of the registered absentees (i.e. do not include other participants in your communications).

Message subject: [QCBS R Workshop Series] Absence during the Workshop #X – Name of the Workshop

Dear NAME OF THE REGISTERED PARTICIPANT,

I am contacting you because you were absent from today’s workshop (#X) on Name of the Workshop, which was given at Location or remotely.

According to the policy of the QCBS R Workshop Series, registered participants that do not cancel their attendance at least 5 days in advance by email incur a 100$ penalty that is billed to their supervisor’s institutional account.

We kindly ask you to contact us about your absence at your earliest convenience.

With regards, YOUR NAME(S)