Want to work at Optometry's Meeting, but your school requires you to attend CE for hours/credit?

Have no fear!  As a CE Monitor, you are able to simultaneously work and obtain CE hours at the same time.  During your shift, you and one other monitor will be assigned to a particular course.  Once the class begins, one monitor will be outside of the room and the other will be inside the lecture.  If you are listening to the lecture, you are also in charge of making sure that the course stays on time by holding up the 10- and 5-minute warning signs as well as anything else that the speaker will need.  It is important that you scan your badge in order to receive credit for the course!  Unfortunately, both monitors will not receive credit for the course, only the one inside listening to the lecture. This added privilege will be reviewed at orientation.

Want to go to Luxottica Live Party?

As a CE monitor you have two choices if you want to attend the Luxottica Live Friday night event (And you do it is always amazing!):

1. Work another course during the required Luxottica CE class and receive the arm band to attend night activity from the registration desk at the end of the day

 OR

2. Attend the required Luxottica course and receive band at the class just like all the other student attendants

Either way,

MAKE SURE YOU REGISTER FOR THE COURSE DURING ONLINE REGISTRATION!!!!!

Reimbursement Rates and Quick Details

Optometry’s Meeting AOA/AOSA National Meeting

• Where:  Boston, MA
• When: June 29th-July 3rd, 2016
• Eligibility: First through fourth-year optometry students in (1) good academic standing that are (2) American Optometric Student Association (AOSA) members
• CE Monitor Responsibilities: Scan badges during entry and supervise optometrist, student optometrist, and para- optometric classes at Optometry’s Meeting.
• Reimbursement: Services are paid on hourly wage of $18/hour 
• Details: Ask your school's AOSA Trustee for further details, clinic makeup policies, etc.

Canadian Students

MEMORANDUM

DATE: February 25, 2013

SUBJ: Student Workers at Optometry’s Meeting®

FROM: Jeffrey Ecker, Senior Accountant – Finance Department

TO: Stacy Harris

COPY: Lori Lee, Debby Bartsch, Ryan Hayes, Kathleen Hayes, Michael Stokes

Regarding your question of paying optometric students to be CE monitors at Optometry’s Meeting®; a person’s ability to work at OM® depends on whether or not they have the legal right to work in the United States.  

A U.S. citizen should be eligible to work at OM® no matter where they attend optometric school since they should have a valid tax identification number (TIN).  

The Immigration and Nationality Act requires a nonimmigrant visa for a person who wishes to work temporarily in the United States.  Persons applying under this program are applying for a specific visa based on the purpose of their travel and the type of work they will be doing.  Visas are granted for very specific work situations and there are numerical limits on some of the visa types.  This website provides more information: http://travel.state.gov/visa/temp/types/types_1271.html.

A foreign student attending a foreign optometric school would probably need this type of visa in order to work at OM®.    

A foreign student attending a U.S.-based optometric school is a different situation.  This optometric student is probably attending optometric school under an F-1 Visa (Academic Student).  F-1 students may not work off-campus during the first academic year.  There are no exceptions to that rule.      

After their first academic year an F-1 student becomes eligible for off-campus employment, but the student must first check for any on-campus employment availability.  If on-campus employment doesn’t meet their financial needs, a student has to meet the guidelines for off-campus employment.

Two of the guidelines an F-1 student must meet before they may engage in off-campus employment are mentioned below.

An F-1 student’s potential off-campus employment must fall into one of three types of employment.  The three types are shown below:

Curricular Practical Training (CPT)

Optional Practical Training (OPT) (pre-completion or post-completion)

Science, Technology, Engineering, and Mathematics (STEM) Optional Practical Training Extension (OPT)

Any off-campus employment must be related to the student’s area of study and must be authorized prior to starting any work by the Designated School Official (the person authorized to maintain the Student and Exchange Visitor Information System (SEVIS)) and U.S. Citizenship and Immigration Services (USCIS).

The F-1 student needs to show a severe economic hardship or emergent circumstance.  The U.S. Immigration and Customs Enforcement website (http://www.ice.gov/sevis/employment/faq_f_off1.htm#_1_3) states:

“U.S. Citizenship and Immigration Services (USCIS) will authorize off-campus employment only in cases of severe economic hardship occurring after a student's enrollment in an academic program and after the student has been in F-1 status for at least one full academic year, or in emergent circumstances (special student relief) as defined by the Department of Homeland Security (DHS).  

It is doubtful being a CE monitor at OM® will fall into one of the three employment training categories.  The economic test relates to the student’s ability to afford the cost of their schooling.  Whether or not the F-1 student can afford to attend OM® is not a severe economic hardship or emergent circumstance.      

An F-1 student will need the appropriate work visa before they can be hired to work at OM®.  An F-1 student without an off-campus employment approval should not be hired to work at OM®.  The student’s off-campus employment approval should specifically mention and detail the student’s work at OM®.  

Everyone hired to work at OM® should have a valid U.S. taxpayer identification number (TIN) and/or work visa.  There should be no exceptions to this policy.  

Please let me know if you have any comments or questions regarding this analysis.  

CE Monitor Selection Process

1. Optometry students, under direction of the AOSA Trustee or Trustee-Elect, are invited to submit applications. There is not a limit to the number of applications a school can submit.
2. Application Deadline is Monday, March 28th, 2016 8:00pm EST. Positions will be assigned and monitors notified of acceptance shortly thereafter (At the latest April 24th). After notification, any unfilled positions will be filled at the CE monitor Coordinator discretion.
3. To be eligible, a student must be a current AOSA member and in good academic standing. Current fourth years and previous CE Monitors are eligible to apply. Applicants will be narrowed to about 5 monitors per school with the help of the AOSA Trustees. Some schools reward the CE monitor spots as contest prizes etc. so see your AOSA Trustee for local details.
4. The AOA reserves the right to make changes and add monitors as necessary to fill the needed positions. You must have an application on file by the deadline March 28th, 2016 to be considered for a position as a CE monitor.

Contact your AOSA Trustee today for information on the CE Monitor Program.

CE Monitor-Room Monitor Responsibilities

Room Monitors

Most Classes at Optometry's Meeting with have two student CE monitors assigned. One will serve as the Room CE monitor and one will serve as the Door CE monitor. Below details the Room CE Monitor Responsibilities.


CE monitors serving as room monitors are responsible for greeting the speaker and making sure needs are met, holding up the time warning signs, monitoring temperature, lighting and room comfort, and assisting the Door CE Monitors (described in a later post).

Welcome the Speaker: As a room monitor, your first responsibility for each course is to welcome the speaker and introduce yourself to them as a student monitor. Ask them if there is anything they need i.e. laser pointer, microphone, something to drink etc. If there is a need for AV, equipment or additional handouts please inform someone in the CE staff room (Stacy) right away over the walkie talkie and make sure the needed item is delivered promptly.

Read Emergency Exit Plan and Information on Additional AOA resources: In the case of an emergency, we want the attendees to know the quickest route to exit the building. There will be a sheet of paper that will tell you the quickest route. Please read this to the attendees at the start of the course. In the case of emergency please grab all the CE tickets when you exit the building. There is an on-site medical staff available over the walkie talkie and the channel will be told to you at orientation.

Monitor the Room: During the course, monitor the room to make sure that the speaker can be heard, the temperature is comfortable and there are enough seats. Inform the AV staff person or the CE staff if any of these items need to be attended to via walkie talkie. Lastly, assist the Door CE Monitors if they need any help. You are allowed to sit in on the lecture once all the other duties have been completed. 

Time Remaining Warning Signs: Inform the course instructors of their ten minute and five minute warnings by holding up the respective sign in the rear of the room. Each course is expected to begin on time and end at ten minute before the next scheduled course. In general the ten minute warning will be held up at 45 minutes after the hour and five minutes warning at 50 minutes after the hour. All one hour lectures begin an hour and can end at ten minutes to the hour. Two hour lectures can end ten minutes prior to the second hour and four hour lectures can end ten minutes prior to the fourth hour. If the course begins late and has another lecture immediately following, then the course must still end on time. It is your responsibility to keep everything running on time. Some speakers offer the attendants no breaks for four hours and may end 20 min early, this is okay.

Clearing the room: Ensure that each lecture room is completely clear of all attendees at the conclusion of each course before permitting reentry of the next class-unless otherwise instructed. You may nicely ask the attendees to clear the room in order to start next course. (This is COPE rule)

Assist the Door CE Monitors: When your duties are completed, you are essentially an extra Door CE Monitor. 

WHAT IF AN ATTENDEE DID NOT PRINT THEIR HANDOUTS?

WHAT IF AN ATTENDEE DID NOT PRINT THEIR HANDOUTS

An attendee did not print their handouts?

All attendees are required to print their own handouts for all courses. They can print their handouts by going to the CE Handout station near the CE Office. Also, please encourage the attendee that forgot their handouts to print their handouts prior to attending the rest of their courses. Attendants can also take notes using the smartphone Optometry's Meeting application.

Mandatory Orientations

Remember Orientations are mandatory! You only have to attend once per meeting! This is so you are properly trained to handle COPE approved accredited courses. I prefer you attend an orientation the day before your scheduled work day. For example, if you are working friday, you may attend either wed or thurs orientation but not friday orientation.

Wed
10am-11am Convention center 205B
Location: Check program or ask registration desk, this is the main orientation, the largest and most informative, and will be in a classroom setting.
3pm-4pm Convention center 205B

Thurs
8am-9am
Location: CE Office

3pm-4pm
Location: CE Office

Fri
2pm-3pm
Location: CE Office

CE monitor Orientation Outline

I. Welcome and Introductions

1. Stacy Harris  AOA Staff 
2. Mindy Lewis AOA Staff
3. Heather Brandy, O.D. CE Monitor Coordinator
4. Erin Brooks, O.D. CE Monitor Coordinator
5. Congratulations, our program is very selective with only 85 students selected.
6. Only National Conference that honors students by allowing them exclusive rights to serve as CE monitors
7. CE is "all inclusive CE" for one price. Discounted for AOA/AOSA members. 
8. New this year: Students are allowed to attend any OD course of their choosing, Breakfast seminars are not for COPE approved credit, more CE options on Wednesday and Sunday.
9. Classes start at 12:30pm on Wed so we need to get those monitors at their posts and then we can make any schedule updates you may have in the CE office.
10. Beyond Education-Optometry's Meeting is Busy! The voice of Organized Optometry i.e. the House of Delegates, largest national meeting Exhibit Hall, Receptions/Parties, Career Fair, Residency Fair, National Board and Board Certification Reviews, and Networking Opportunities
11. Student New Graduate Committee/Planning Committee next step after graduation is to join your local society. Visit booth in the Exhibit hall for free swag and learn how to transition your association membership upon graduation.

II. Overview

1. Importance of Punctuality

Shifts begin and end in CE office and you must stay the whole time to be reimbursed, no half shifts!

1. Do not be late! Seriously! We reserve the right to assign a floater to your shift and dismiss you from your shift if late
2. Be professional, Dress Code of work pants/skirt or khakis, comfortable shoes (Tennis shoes ok), wear a watch, and work together
3. Coursework is ok to do while monitoring once your CE job is met
4. Use walkie talkie and ask for Stacy for any concerns with attendees
5. Program Orientation-Get out Programs and mark Important Pages together
1. Daily schedule/room numbers
2. Daily events
3. How to gain credit for CE/Course Evaluations
4. Conference Map
6.  Meaning of COPE Approval
7.  Every state requirement is different: tell attendants they can find their requirements at www.arbo.org
8. TLC lecture- Those CE Monitors scheduled to work during the TLC lecture hours will be given bands that day so they are still able to attend the party that evening. MUST STILL BE REGISTERED FOR CLASS! 

III. Types CE Monitor Jobs- see blog post for details

1. Door Monitor- Open and close class(10 mins after start time), scan badge, check that all attendants are wearing name badges prior to entry. No Badge No Entry and radio CE office for assistance.
2. Room Monitor- Hold up time warning signs for speaker and help clear room of all attendants. Know Emergency Plan and read to attendants prior to beginning of course.  Monitor temperature, size of the room for number of attendants, etc.
3. Floater- ready to do any job!
4. CE office- Field questions and concerns, cover office when Fran or Coordinator has to leave, updates to CE monitor program, Hand out CEE forms to attendants
5. CE office sign in sheet- use spreadsheet to track sign in/out of fellow monitors
6. Poster Session Monitor- Similar to door monitor. Poster session are only available for COPE CE credit for a specific two hour increment which is ticketed and ran like a classroom session. Poster session is in the Exhibit hall and you must be helpful to all the 4th year and Residents  presenting during this time as you would any other Lecturer. 
7. Serve as patients for a CE lab

IV. Onsite update schedule

1. See Dr. Brooks if you have a question or concern with your schedule. Previous CE monitor experience and seniority given preference when filling schedule at the last minute 
2. Show of hands who is interested in last minute holes in schedule- please stay after orientation meet Dr Brooks in CE office

V. How to Time Lectures

1. Lectures must start on time
2. Hold up signs 10min, 5 min, and stop signs (or hand-up if don't have sign) - Hold the 10min sign up at 45 past the hour! Classes end 5 minutes before the next class. (ex. 1 hour course begins 8:00am, hold up 10 min sign at 8:45am)
3. Review how to handle 2 and 3 hour courses, late attendants, non-registered attendants.

VI. How to Close a Class

1.  Classes close 10 minutes pass the hour, any problems with late attendees ask them to wait for an AOA representative and radio for Fran
2. Do not argue with doctors! say the script below:
3. Notify them that "an AOA staff member is on the way to assist you and you will not be penalized for the wait time"

VII.Demo how to Use Walkie Talkie

1. Volume setting
2.  Channel
3.  Emergency Channel

VIII. Payments and Paperwork and Housekeeping

1. Fill out Tax forms or you will not get payment
2. Make sure address is correct on Tax form and Sign in sheet
3. Sign in and Sign out each day at the CE office or you will not get paid. Check this before you leave Philadelphia on the last day.
4. Payment is mailed after the meeting
5. Breakfast- plan extra time if stopping by Starbucks prior to your shift- lines are often long. Opens at 6:00am in the hotels. Breakfast provided Thursday and Friday Morning in CE office!!!!!
6. Lunch Vouchers $10 if work over lunch hour i.e. shift begins no later than 11am and ends no sooner than 2pm. Radio for floater and you may run to lunch cart in conference hall or nearby restaurant
7. At Shift end-Radio ahead to CE monitor in office that your shift is complete and get OK to return to CE office with all belongings

IX. What ifs? 

1. What if Attendee is not wearing a name tag? No Badge No Entry!!!! Attendees need nametags to attend. Send to registration if needed to print another one if time permits.  Script " According to COPE guidelines,you must have a badge displayed to attend a course, the registration desk can print you another if time permits. If class is already started, radio for AOA staffer-Stacy- CE office and you will get ok to write down attendant's name and information for manual entry.
2. What do I do with vendors? If someone is a vendor/sales rep they can attend class but write name down and do not give them any scan for attendance credit unless they are a registered attendant (Doctor).
3. Not registered for courses but wants to pay and attend? If room is not at capacity assure them they will get to attend and just radio CE office and let her know you have a non-registered attendee and she will take care of the necessary paperwork. You can not pay per course- There is one flat fee for all courses for the whole conference.
4. Attendee wants to audit? Only those with auditor badges can audit the course.
5. You are working during TLC CE class and want to go to the party ? It will be verified that you worked, and then you too can go to the party! Pick-up your band at AOSA Registration desk Friday after lunch. You must go in person, they will not be given to friends!
6. What if I want to listen to the class I am working? Once all your jobs are done to begin a class, monitors may switch places as much as you want and listen to portions of the class and receive CE credit if  you scan your badge. Please always have one monitor outside the door at all times. Thanks.
7. What if an attendant has to leave the course? Learn this phrase, " According to COPE guidelines you are allowed up to 10 minutes away from the class." (Scan badge in and out. If attendant does not return in time they are not permitted entry. Any problems radio for Fran.)
8. What if attendant asks for partial credit? Attendees cannot receive partial credit.
9. What if an attendant is upset? say the following  "If you have a minute, let me radio an AOA staff member to come and help you personally. You will not be penalized for the time it takes for them to arrive"
10. What if the fire alarm goes off  in the room I am monitoring? You will already have instructed the class on the nearest exit. Take scanner and walkie talkie with you and exit the building quickly and safely. 
11. What if there is an emergency in the room I am monitoring? Radio the Medical Staff (Line given at orientation), if you do not receive an immediate response call 911

X. Quiz Time
Below is a list of commonly asked questions. I am asking you these questions at orientation and will keep asking until I get the right answer so prepare and we can get out of orientation quick!

1. What time does a 1 hour COPE Approved Credit Class that begins at 7:00am end? 
2. What time does a 2 hour COPE Approved credit class end?
3.  Where is the nearest bathroom to this room?
4. Where is the registration desk?
5. Where is the CE office?
6.  What if attendant says "I want to speak to someone in charge around here"? (radio CE office, what do you say?)
7.  Where do lecture speakers go? (speaker ready room)
8.  I need this class for my license and I know I'm late can I just go in? (No, No auditing or partial credit, try to direct attendant to class that is starting later that fulfills requirement. radio CE office if needed)
9.  I need this class for my license and wish to register for the day and attend, I am 10 mins early and don't have time to go to registration desk because the lines are so long can I come in? (Radio for help in handling a non registered attendant)
10.  What if attendant asks "Where are the handouts?" (send attendant to handout station)
11. Where do CE monitors go at the completion of their shift? What do you do? (CE office, hand box to a coordinator, follow instructions and then sign out on spreadsheet)

XI Hand Held Scanner Training

Congratulations on being selected as a CE monitor and be sure to take advantage of all the professional networking, education, and fun Optometry's Meeting has to offer.

Questions or Concerns?

General Information

Optometry’s Meeting™

119th Annual AOA Congress & 45th Annual AOSA Conference

Boston, MA

June 28th-July 3rd, 2016

Student CE Monitor

Program Information/Frequently Asked Questions

Application Deadline March 28th, 2016 8:oopm EST

The Student Continuing Education (CE) Monitor Program is an opportunity for optometry students to participate in Optometry’s MeetingTM while earning money to help pay for their trip! This program is an excellent opportunity to network with other students and doctors, sit in on quality educational courses, and play an integral part in optometry's outstanding national meeting, a joint meeting of the American Optometric Association (AOA) and the American Optometric Student Association (AOSA). If you have never attended Optometry’s Meeting™, or if you had such a great time last year that you want to go again, this program is for you!

• Monitor Responsibilities: Student monitors are assigned to each CE course and are responsible for taking tickets, distributing handouts, stamping tickets, recording on tally sheets, and serving as timekeeper for the speaker. Students may also serve as Room Monitors and introduce the CE Speakers for each course. Additionally, certain students serve as assistants in the CE office and speaker ready room. Monitors work with the OD, Paraoptometric, and AOSA educational programs.

• Number of positions available: 80-100, depending on applicant pool size and final number needed. This will be an average of 5 CE monitors per school.

• Payment: Student monitors will be paid based on the length of shifts that they work and an hourly rate that is approximately $20 per hour*. Each monitor will also receive a free Optometry’s Meeting™ polo shirt to wear while working. In order to receive full payment, monitors must attend one of the CE Monitor Orientation sessions prior to the first day of work, must arrive at the time specified for each shift, and work for the entire duration of the shift. Monitors will sign in and out on time sheets each day. If you are late, you will lose pay!

• CE Monitor Orientation: The CE Monitor Orientation sessions are available either Wednesday,Thursday, or Friday. Each CE monitor only needs to attend one monitor orientation. This requirement must be completed one day prior to the CE monitor shifts. For example, a monitor working on Friday must attend either the Wednesday or Thursday orientation session. 

• Hotel Room Block: It is recommended that monitors stay in AOA/AOSA hotel room blocks available upon registration for Optometry’s Meeting TM. This allows monitors to be close to the action! Student monitors will be allowed to stay in any hotel of their choice as long as they arrive to CE courses promptly. Tardiness will result in reduction of compensation.

• Work Schedules: In order to allow you to make the most of your experience at Optometry’s Meeting, you must select shifts on the application that do not conflict with classes or events you want to attend (i.e. the NBEO Reviews, HOYA luncheon, etc.). Confirmation of your shifts will be by email on April 24th, 2016.

• Applications: All interested students need to fill out an online application by the deadline Tues March 28th, 2016. See your AOSA Trustee for further details. Final selection of CE monitors for each school is at the discretion of the school's Trustee. 

• Monitor Correspondence: All monitor correspondence will take place via E-mail. Thus, you must have an active and valid E-mail account that accepts emails from a gmail documents account. Any announcements and program information will be sent to assigned monitors and alternates by E-mail. All monitors and alternates should check their E-mail regularly to make sure that they receive all of the important information.

• Eligibility: First Years through graduated Fourth Years are welcome, preference is given to previous CE monitors, but all students interested are encouraged to apply. However, you must be a AOSA member

• Selection Notification: Monitors selected will be notified by email April 24th, 2016 of their selection and shift hours.

I encourage all students to get involved in organized Optometry. I received my first job post-graduation through the AOA/AOSA. This is a do-not-miss opportunity!

*Canadian students, you must have a work visa to receive reimbursement and many students do not if they are in the USA for education purposes only. See blog for further details

Dress Code for CE Monitors at Optometry's Meeting

An official AOA/AOSA polo shift will be given to you at orientation and must be worn at all times while working. You may wear any color dress pants or kahkis, skirt, or capris. Please no jeans!!! Comfortable shoes are a must!!!!!! Some shifts are very long and the conference is VERY spread out, clean looking sneakers are ok!

Wear a watch as a backup to your cell phone clock- your main objective is to keep classes and yourself on time so bring a backup each day you work!

Remember you are representing the AOSA/AOA as a paid volunteer so you must look and act professional at all times!

A quick reminder: When you are wearing the polo shirt, attendants expect you to know everything i.e. where the registration desk, nearest bathroom, and the location of the nearest free coffee- So take the time when you arrive at Optometry's Meeting to learn your way around!

OVERVIEW OF DOOR CE MONITOR RESPONSIBILITIES

CE Door Monitors are responsible for scanning badges upon entry, breaks, and end of each session.

Registration badges: Everyone entering a lecture MUST have a name badge. 

Partial Credit: Attendees cannot receive partial credit for a course.

Auditing of Courses: Courses can only be audited by those with an auditor badge. 

Leaving Courses: If a course attendee leaves the room before the completion of the course, for any reason, the monitor should scan badge. If the attendee returns within ten minutes, scan badge and re-admit. All Continuing Education courses must be attended for the duration of each course in order for credit to be awarded. Credit will not be awarded for absences extending beyond ten minutes. The course can only be audited by those with an auditor badge.

Course Closed to CE Signs: Please place the “Course Closed to CE” sign on the door poster easel once it is 10 min after the scheduled start time of the lecture.

Time Remaining Warning Signs: This will be handled by the Room Monitors. If no room monitor is available, then the Door Monitor will be responsible to handle this. Inform the course instructors of their ten minute and five minute warnings by holding up the respective sign in the rear of the room. Each course is expected to begin on time and end at ten minutes before the next scheduled course. In general, the ten-minute warning will be held up at 40 minutes after the hour and the five-minute warning at 45 minutes after the hour. All on-hour lectures begin on the hour and end promptly at ten minutes to the hour. The above mentioned warning signs are very important in keeping a lecturer on schedule. If a course begins late and has another lecture immediately following, then the late course must still end on time.

Clearing the Room: Ensure that each lecture room is completely clear of all attendees at the conclusion of each course before permitting reentry of the next class- unless otherwise instructed. The room monitors will assist with clearing the room. Kindly ask people to leave.

Handouts: Handouts will be available at the CE Handout Station near the registration desk. Please direct all course attendees here to print out their own handouts. They will only have access to the courses that they are registered for.

Listening to the Course While Working:  You are welcome to sit in on the CE lectures. However, you need to first complete your duties as a monitor. One person needs to be present outside the room at the table at all times. You can take turns or work it out among your fellow monitors, but make sure someone is always present at the table. Lab Monitors are welcome to participate in the lab, if the instructor agrees, after all attendees have been checked in. The same rule applies for breakfast and lunch breaks while CE is in session, someone should always be monitoring the table. Be fair and take turns.

Questions or Problems: Refer all attendees with questions or problems to any visible AOA staff or to CE office. Offer to call for a staff member on the walkie talkie if no staff is already close by.

Keep things neat and tidy: Please make every effort to keep your table and work space clean and tidy. Remove trash and straighten signs and handouts as needed. Please keep food to a minimum at the tables. Drinks are okay if they are kept out of sight. Ask a CE Committee member if you have any questions.