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Requirements for Organising ICCHP Summer University

The ICCHP Summer University offers visually impaired and blind students coming from various countries a series of hands-on workshops. They will be trained to use existing technologies that could help them study Mathematics, Sciences and Statistics.

The SU students themselves are from 3 categories:

  • current and future university students with visual impairment
  • teachers who have visually impaired students in their classes, or who train such teachers, in special schools or in inclusive classes
  • the staff of support centres who help visually impaired students and their teachers, and any professionals in the field

Two tracks, called the student track and the teacher track, are organised. The teacher track is primarily intended for teachers and professionals. Teachers and professionals are welcome to participate in the student track as well. Each workshop can take place more then once. The organizer has to prepare a programme that offers the possibility for each student to participate in all workshops.

Duration

The ICCHP SU is supposed to contain 4 full days of workshops, plus one morning with the wrap-up session. A total of 6 days including arrivals and departures must be planned. Typical organisation is the following:

  • Day 1: Arrival in the afternoon and software installation party
  • Days 2, 3, 4, 5: Workshops
  • Day 6: Wrap up session and departures from 12.00 (lunch should be provided for those who leave in the afternoon)

Working rooms

  • 3 workshop rooms for the student track with a capacity of 8 participants + additional space for observers, equipped with one computer per student plus one for the presenter (that is 9 computers), see below the requirements for computers
  • 1 room for the teacher track with a round table for 30 people, with a projector, plus 8+1 computers for hands-on sessions.
  • 1 room for research lab, where participants can install their demonstrations (access to power and internet is required)
  • 1 meeting room for gatherings with a capacity of 80 people, with a projector and audio system for amplification (including microphones for presenters, one mobile microphone for questions from the audience and an audio output for the presenter’s computer.

Catering and Accommodation

  • Lunches should be taken very close to the working area, not to waste of time.
  • If lunches are not in the same building, an area must be planned outside of the working rooms so that students can sit and use their computers and internet, or simply chat together between their workshops. Coffee, tea and snacks should be available there outside of lunch time.
  • Students and assistants must be offered accommodation, including breakfast, at walking distance. It is possible to share rooms (from 2 to 4).
  • Accommodation for workshop leaders and Scientific committee members must be offered quite close too. They must be offered single rooms.
  • Bear in mind that some participants might come with guide dogs: the guide dogs should be allowed to all places at the workshop area and accommodation, a dog park has to be available

Technical requirements

  • Computers in the student track rooms are intended for use by visually impaired students. Usual screen readers and magnifiers must be installed prior to the start of the SU.
  • A set of Braille displays should be ready to equip computer rooms when needed by the students. At least 8 units should be there.
  • All software provided by the workshop leaders has to be installed as well before the SU.
  • Audio recordings must be done of all sessions, in a quality sufficient for online publication after the SU. The organisers must commit to publish the recordings.
  • Wireless Internet connection must be provided in the Workshop area, including the meeting room and rest areas.
  • Internet access must be offered in the accommodation facilities (wired or wireless).
  • Small pieces of equipment such as headphones, extension cords and network cables, must be available for participants to hire. A possibility to get material scanned, printed or embossed should be offered.
  • Network storage should be accessible from the participants' computers as well as from the workshop rooms' equipment to allow the workshop leaders to share materials and information with participants.

Staff

  • Assistants are required to help students - a combination of experienced assistants and volunteers.
  • Technicians must be available during the event to deal with any problems during the workshops, to help students to install the SU software on their laptops or to help them to connect to the wireless network (basically as many technicians as workshop rooms seem to be necessary).

Misc

  • A location for the installation (and welcome) party in the afternoon before the start of the SU must be found - somewhere where students can bring their laptops and be helped to install the SU software. Technicians should be available during the installation party. A convivial dinner should be planned (e.g. BBQ).
  • A gala dinner should be organised during the event. For other dinners, students must be able to go out in groups to local restaurants.
  • Accessible information must be provided online during the SU (program, changes or updates).

Funding

The organiser is asked to provide a realistic financial plan of the whole event. It is good that some contribution is required from students, in particular because they get food and accommodation, but this participation fee must not exclude anybody. For instance it should be possible for students who are not supported by their own university or a help organisation to apply for a grant from the SU, covering a large part of the costs.

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