VA-SRA Tips for Roundtable Moderators

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Dear Virginia SRA Roundtable Moderators,

We are very appreciative that you agreed to lead a Roundtable topic at the Virginia Society of Research Administrator meeting. These Roundtables have evolved to be a highly valued part of our conferences.

This note is to orient you to what has been done before and what is expected.

Roundtable Moderators Background, Process and Recommendations

Doing 2 Sessions on Same Topic: There are two roundtable sessionson the day schedule for the participants to attend. You will be doing the same session twice with a different set of participants. Typically there will be a morning and afternoon roundtable session for about an hour each. You lead both sessions. You will be the resource person at both sessions. Both sessions are on the same topic so that people have the opportunity to attend the two roundtable sessions most important to them -- their 1st and 2nd choices..

Topics selection: Topics are suggested on the previous meeting evaluations or to an Chapter officer or Program Committee member. Therefore the topics vary from meeting to meeting. The Program Committee does consider having some Pre- and some Post-Award, some basic and some new trends or issues, some oriented to new and some to experienced members to ensure variety and balance.

Topic Summary: Please provide the Program Committee person who contacted you a couple of sentences on what you plan to cover under your topic. Also expect to be asked as a Roundtable moderators to stand up right before the first roundtable session and to state briefly (in a couple of sentences) (1) your topic, (2) whether you will be "instructive" -- you are explaining and then answering questions) or leading "interactive" discussion among all the participants, and (3) what you plan to cover under your topic. A number of people have asked for this information in order to make the best Roundtable selections for themselves.

Moderator selection: The moderator of a roundtable is a person with knowledge on the topic. They are not necessarily an expert. The membership is reminded that you are volunteers and speaking from your experience and knowledge. Moderating does not generally require much preparation, just a willingness to share information and facilitate discussion. Moderators usually are individuals within VA-SRA who volunteer or are invited to do a roundtable topic or they may be invited individuals who are familiar or knowledgeable about the particular topic that VA-SRA desires to be presented and discussed.

Number of participants to expect: Typically 5 to 15 people will join you at a table labeled with your topic.

What do the participants expect: Participants make want from the basics to specific answers. Some want to compare what they are doing or planning to do with what other institutions in the state are doing.

Suggested Roundtable Process:

1. Why there: Moderator hands out 3 x 5 cards and ask the participants to write in a phrase or one sentence that they came to this table for. The moderator collects and reads the cards to the group. These initial questions and statements can be quite informative. They tell the moderator what people want to learn and the moderator usually can adjust to cover the requested material or the moderator can tell someone right at the beginning that "We are not going to cover that..". "We are not going to be able to deal with your need that specifically.. or in that depth... so we suggest that you meet with me after the session and during the break." Often several people have the same issues or you can combine and answer related issues together. It makes the process more efficient. Often asking those at your table what they came for stimulates conversation and discussion. People love the roundtables as they go home with their burning question(s) answered or at least another perspective on the issue(s).

2. Agenda: The moderator briefly states the agenda. Generally one can assume nothing as the experiences are so diverse among the participants. For example: "We will start with me lecturing for a bit in order to cover the basic issues relating to this topic. This is a small enough group that we can stop to answer questions as we go along... After we have covered the basics and hopefully most of your reasons for being here as we go along, then I will open it up to questions and discussion."

3. Instructive Portion: You as the moderator usually prepare notes (handwritten or typed as they are for you) to start the roundtable session for about 5 to 30 minutes depending on the topic including the usual: - who I am - my experience - what this topic is - the main areas under this topic - where you might learn more on this topic.

4. Handouts: We recommend at least a one page handout, more is fine. It can be a copy of something such as a couple pages of a web site or even the Circular A-110. Some people are auditory and some are visual. Generally the visual people are much happier with a handout to look at and to make notes on. You might include where to go for further information on the handouts to assist people to further explore after the meeting. We recommend that you bring 12-15 handouts (that would be 24-30 total for the 2 sessions)

Meals and Lodging: Due to limited resources, if you are a member or going to attend the meeting any way, then it is expected that you or your institution will pay for the meeting registration, meals, lodging and travel. If you are not related to VA-SRA and need travel and lodging, then arrangements should be made with the Program Committee member who invited you before the meeting is attended and after the meeting your expenses will be paid directly or reimbursed by receipts by SRA to you. Also if you are no related to SRA and invited, you are invited to stay all day(s) and participate in all sessions and to eat at all meeting provided meals and snacks. For a one day meeting that usually is a continental breakfast, morning snack, lunch, afternoon snack. Though you are invited for the full meeting, we know that may not be possible, therefore, please let us know if you will be just attending the roundtables, or just one roundtable or all sessions and in particular if you will be able to stay for lunch as we need to include you in the numbers given to catering.

If you have any concerns, suggestions, or questions, contact the Program Committee Chair for the meeting.