Workshops **DRAFT**

HeatSync Labs Workshops

The HeatSync Labs Workshops' core goals include:

• Providing a strong independent educational infrastructure for HeatSync Labs members and community
• Outreach to public offering safe opportunities to enjoy the HeatSync Labs premises and equipment
• Serve as a venue to share experiences, lessons and information
• Building an on-going learning network for makers

HeatSync Labs Responsibilities

• HSL will identify, schedule and help coordinate the workshop
• HSL will publicize the workshop on our website, email newsletter and social media outlets
• HSL will provide the venue, table, chairs and utilities
• HSL will reconcile the participant registration to payments and provide final payment to instructor

Instructor Responsibilities

• Instructor agrees to honor the spirit of collegiality and professionalism while conducting Workshops within HeatSync Labs
• Instructor agrees to abide by current policies and procedures as may be revised at the quarterly Board meetings
• Instructor understands that the HeatSync membership is overall small and that the economics support targeting OUTSIDE the HeatSync community by marketing to friends/family, coffee shops, workplaces, schools, etc
• Instructor agrees to keep a log of the Workshop participants names and email addresses for follow-up and attendance-keeping, a record of materials provided to the participants, any materials sold and other matters, if requested by HeatSync Labs.
• Instructor should execute a completed agreement with signature prior to conducting workshops within HeatSync Labs
• Instructor should be prepared to start the workshop at the start time and conclude at the end time.

Student Responsibilities

• Please arrive 10-15 minutes before the workshop is set to start so there is enough time to check in.
• If you can't make it to the workshop you must contact the instructor before the start of the class to release your seat; otherwise, you will not be afforded a refund.
• While all workshops are subject to change, we make every attempt to notify all registered participants. Please ensure that we have the correct contact information on file to contact you in the event of a schedule change or class cancellation
• When you come to a HeatSync Labs sponsored workshop, please wear sturdy, closed-toe shoes. If you are taking a welding class please wear natural fiber long pants and a natural fiber long-sleeved shirt. For any machining or wood working workshop please wear a short-sleeved shirt, tie back any long hair and beards and leave loose jewelry at home.

Guidelines on Ticket Prices

Our current policy (which may be revised as the program develops) is the following: Ticket prices are set by the instructor

• Classroom fee is to be paid to the instructor after completion of the workshop
• Material fees are fixed costs that are passed on to the student
• HeatSync Labs members in good standing will receive a 25% discount off the class fee
• HeatSync Labs will receive a contribution; up to a maximum of $10 per registrant. This fee will offset merchant fees (~3% of the ticket price), pay for utility costs, equipment maintenance and usage, and keep HeatSync strong

Formula for Non-Members:

Ticket Price($) = Material Fee ($) + Classroom/Instructor Fee

For Members:

Ticket Price($) = Material Fee ($) + Classroom/Instructor Fee * (Classroom/Instructor Fee x 0.25)

Instructor Compensation

• HSL will provide final payment up to 2 business days after completion of the workshop
• Instructors amounts will be calculated as follows:
  • Payment (per student) = Ticket Price * HSL Contribution ($)

Guidelines on "Certification" Workshops

• Whenever a "certification" workshop is presented it shall be presented as such.
• The Instructor agrees to present the workshop according to the guidelines provided by HeatSync Labs.

Instructor Eligibility:

• One must be a member in good standing with HeatSync Labs
• One must be already certified on the tools before you are authorized to teach

Cancellations, No-Shows, Walk-ins and Refunds

• Should the workshop fail to sign the minimum participants by 14 days prior to the workshop, the workshop will be cancelled and refunds issued to the participants who paid
• HSL will not be held responsible for any fees to Instructor if workshop is cancelled for any reason. We will make every possible effort to notify Instructor in advance of any unforseen problems that may arise which would cause the workshop to be cancelled other than the below minimum enrollment as previously stated.

Scheduling

In order to properly schedule and publicize workshop activities Instructors are required to submit the following to the Workshop Coordinator 30 days prior to proposed event date:

• Workshop Title
• Date to be held
• Start and end time
• Maximum Class Size
• Minimum Class Size
• Workshop Description
• Student age limits
• Instructor bio, digital image of logo or artwork to be publicized

Financial & Liability Agreement

• Instructor shall indemnify and hold HeatSync Labs harmless against any actions, claims, suits, losses, damages, judgments, costs, expenses, and liabilities (including, without limitation, attorney fees arising directly or indirectly out of the Instructors activities under this agreement). Such indemnity and agreement to hold harmless shall include, but not be limited to, loss or damage resulting from the violation by the Instructor, it's officers, agents, or employees of an applicable laws or regulations of any governmental authority in the use of premise and equipment.
• Nothing herein shall constitute the parties to this agreement as partners or joint ventures, and the Instructor acknowledges that s/he is an independent contractor and has no authority of any kind to bind HeatSync Labs in any way. Instructor agrees not to act or represent to others that s/he is an employee or agent of HeatSync Labs and HeatSync Labs has no obligation or duty of any kind to pay any expenses or costs of any sort incurred by the Instructor.

Proposed Operations Team Position: Workshop Coordinator

The three main areas of responsibility for the workshop coordinator position include coordinating logistical and financial matters for the workshop, fulfilling reporting requirements. They will be responsible for making sure that all those involved in leading a workhop comply with workshop policies.

Typical tasks include:

• Scheduling time and space for the workshops
• Arranging for AV equipment and support
• Copying workshop administrator on all correspondence with workshop instructors
• Arranging and cleaning up food/catering
• Keep track of spending and staying within budget
• Publicizing workshop activities
• Distributing and/or posting supplementary material to the web
• Inviting workshop instructors
• Providing up-to-date schedules to the workshop administrator
• Post event schedule information online directly to the website
• Track approximate event attendance of participants
• Coordinate distribution of participant evaluations

Frequently Asked Questions

Q: Previously I understood you to say that 1/3 the class charge goes to HeatSync and 2/3 to the Instructor. Further, I think you said that Members get a 25% discount off the class charge, but that HeatSync still gets the same amount (meaning that the discount is taken entirely from the Instructor's portion). That seemed odd that the Instructor is bearing the discount, when in fact it is the Member being a *member* in HeatSync that make him eligible for the discount. (It's understood that separately the Instructor can offer their own discounts.)

A: It is true that the instructor bears the cost of the member discount. This is done to encourage the instructor(s) to seek students from outside the organization as a primary source of revenue. One of the goals for the Workshops is to provide educational resources for the community at large not just our membership.

Now to address the topic of "I want to recognize those who helped make this possible". This can be done by issuing coupon codes to those you deem as worthy. The amount of the discount is completely up to the instructor. I feel that this can be worked out with the instructor when setting up the class.

Q: If the class cost $30, HeatSync gets $10, and Instructor gets $20. If the student gets the member discount, the class cost is reduced to $22.50 (25% off of $30). But HeatSync would still get $10 from the $22.50 collected, leaving the Instructor with the remaining $12.50. It seems more logical that HeatSync would be absorbing the discount as a way of saying, "Thank you for being an on-going member, here's your member discount.)

A: Breakout Example for Laser Cutter:

Materials Fee: $10

This is fixed cost passed on to the student. In this specific case it would be the acrylic or wood used by the student during the class. This would be provided by the instructor from outside the current HSL stock

Class Instruction Fee: $30

This is the portion that Nate outlined in the question.

HSL Contribution: $10

This is basically a third of the class fee. This is not fixed as we do not know what the class prices are going to be and it offers a bit more flexibility. This contribution is to help offset the cost of facilities and tool maintenance. For right now we have a "not to exceed $10" on the third. Why? Cause I want to experiment with a fixed cost on workshops over $30. Can we make sure this monies gets allocated directly to the tool used in the class? Maybe. The truth is there are a lot of ancillary costs to maintain HSL and this is meant to help with those costs. Tool maintenance is something that needs to be discussed at "Hack your Hackerspace". Maybe it could be allocated from the budget? Maybe the principal users have to pony up the monies?

Membership Discount: $7.50

This is 25% of the class fee. See previous Q&A for why this is done.

soo.....

Non-Member Ticket: $40 (for each sold instructor receives $30) Member Ticket: $32.50 (for each sold instructor receives $22.50)

Another example you ask? Okay, here is Sock Babies.

Non-Members

$10 Materials Fee
$10 Instruction/Class Fee
___
$20 Ticket Price
$-3 HSL Contribution
___
$17  goes to instructor to cover class time and materials

Members

$10 Materials
$7.50 Instruction/Class  (after 25% discount to members)
___
$17.50 Ticket Price
$-3 HSL Contribution
___
$14.50 goes to instructor to cover class time and materials

Who owns the course material?

The instructor I would think. In the case of the laser cutter, I don't know. Was this a collaborative effort? I would imagine that the parties involved would work that out themselves. If you need HSL to help mediate those discussions we can, I guess.

"Certification" level classes. Which instructors are allowed to provide? Which are required by HSL for anyone who wants to operate the machinery?

The quick answer is: we haven't thought this through enough to provide a valid answer.

In my mind, the Board would define high level requirements for what are the MINIMUMS needed to certify (taking into account legalities, insurances and what nots). Each of the tools champions would then draft up a policy incorporating these requirements and additional requirements based on what they deem necessary to operate that specific tool. Instructors will then be required to adhere to those policies and take the necessary classes themselves before teaching any class.

For the general membership, the classes that qualify are those that meet the requirements set in the policy(s). We are okay with instructors providing classes that meet the minimums required to qualify people on the machines. They can then leave the more interesting stuff for follow up classes. It's completely up to the instructors. Personally I would LOVE to see various laser cutter or lathe classes.

Again this hasn't been discussed at the Board or Operational levels. This will be a work in progress. In the mean time, I would like to work with the Board, Team Lathe and Team Laser Cutter to better define this.

Should "gatekeeper" classes have a higher cost?

"Gatekeeper" classes describe a situation where HSL owns the equipment, defines the requirements to operate said equipment and allows instructors to use as part of a workshop. This is a different case than for example a Sock Babies class where the instructor only needs the space to provide the class. Should we charge more to help maintain the equipment in use? I don't know. There is a lot that here that is unknown. What is the cost to keep the lathe and laser cutter operational long term? Short term? Should we incorporate those costs into the Workshop program or should HSL handle the burden?

This is up for more discussion. Each of the tool champions needs to understand how the tools are going to be used and when they think things are going to need to be replaced. We can then discuss this at "Hack your Hackerspace"

What do we need to get something scheduled?

Instructors are required to contact the registrar, which is me at this point, to sign the necessary docs and waivers necessary to teach a class. Classes will need to be registered at least two weeks prior to the event to give membership ample notice that the equipment or space will be used. Currently we are using http://guestlistapp.com as a way to keep track of ticket sales and participants. We will provide a list of the people who paid for the class to the instructors. The instructor is encouraged to require the students to bring in their PDF tickets as proof they paid for the class.

For each class we will need:

• course description
• course title
• date & time of class
• small bio of instructor
• anything required to participate. (ex: students need to provide own laptop)
• materials to be provide by instructor

What if others try to listen in and participate?

The instructors can politely request that the offender move to a different location in the lab. The reason why we want two weeks is to ensure that everyone knows that this event is taking place. Continued offenses should be brought up to Operations.

When does the instructor get paid?

Ideally the instructor will be paid the day of the class. Realistically we can promise up to two business days after the class. I know, I know what about my material costs? Well hopefully the instructor can fund this out-of-pocket. If not we can work with them to find an agreeable payment schedule.