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?