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Procedures for EOT Activity Planning

Effective February 1, 2013, any education, outreach and training (EOT) activities at the 14 NEES equipment sites and at NEEScomm will be required to follow these procedures. (Site participation in the network-wide REU site activity is excluded from this policy.)

NEES Equipment Site EOT

EOT at the 14 Equipment Sites:

Any education, outreach and training (EOT) activities at the 14 NEES equipment sites must first be approved by NEEScomm (i.e., Headquarters). The NEES equipment site will submit to NEEScomm, for each EOT site activity, the Activity Planning document TEMPLATE (APD) and the Activity Planning Document Budget Worksheet for the activity. These documents are used to plan and justify EOT activities described in a sites' Annual Work Plan, Supplemental Funding Requests and other EOT activities.  Completed Activity Planning Documents should be sent to NEEScomm at This email address is being protected from spambots. You need JavaScript enabled to view it. .

These Activity Planning Documents must be submitted to NEEScomm for approval 2 weeks prior to the activity. Grouping of recurring activities (i.e. tours, etc.) can be requested in a single activity plan. Each year sites will update unique information for their site using the Activity Planning Document Template and Budget Worksheet to support their AWP submission. Please contact NEEScomm for information regarding a general description of these activities. General Assessment Tools are available to each site at: http://nees.org/education/assessment-and-evaluation.

NEEScomm will return the Activity Planning Document with a cover sheet (Activity Planning Document – NEEScomm Review) to each site within 5 business days of receipt. Copies of the Activity Planning Document TEMPLATE, NEEScomm EOT Activity Planning Document Evaluation Guidelines, and Activity Planning Document Budget Worksheet can be found at: http://www.nees.org/resources/5524.

  • Equipment Site Activity Planning Document TEMPLATE
    This form must be used to request approval for any EOT activities conducted at NEES Sites after February 1, 2013 (exclusive of funds for the NEES REU). Requests must be sent to NEEScomm at This email address is being protected from spambots. You need JavaScript enabled to view it. .
  • Template for Activity Planning Document - NEEScomm Review
    NEEScomm will use this document to record approved activity planning documents and budgets.
  • NEEScomm EOT Activity Planning Document Evaluation Guidelines
    This version of the Activity Planning Document provides comments/guidelines from NEEScomm that should help the sites in developing their Activity Planning Documents.
  • Activity Planning Document Budget Worksheet
    NEES sites should submit this Excel spreadsheet document with all of the budget items that are being requested.

NEEScomm must prepare an EOT Activity Planning Document - NEEScomm Review (i.e., one to two pages) of the proposed site activity that includes:

  • justification for requesting support of the site EOT activity
  • quality of the activity for the targeted audience
  • quality of the assessment and evaluation plan and instrument
  • how the activity broadens participation by underrepresented groups in STEM
  • assessment of the qualifications of the staff to conduct the EOT activity
  • appropriateness of the requested budget.

A sample of approved EOT Activity Planning Documents (from various activities) can be found at: http://www.nees.org/resources/5525

General EOT Programs (presented at EOT ES meeting 2/12)

Many sites have general EOT programs that share the same goals, objectives, outcomes and potentially the same evaluation plan. Therefore, a general EOT Activity Planning document is generate for these programs along with an assessment plan. If a site has one of these programs, then they need to complete short Supplement document outline the unique features of their program. These general programs and documents include:

Tours:

General Assessments

Enhanced Tours:

  • Pending

Classroom Visits:

  • Pending

Public Events:

  • Pending

Per terms and conditions of the cooperative agreement:

All EOT sites and NEEScomm activity planning documents and review/evaluations made by NEEScomm must be made available to NSF during any site visit or upon request. For any EOT activity exceeding $30,000, the EOT site activity plan and assessment by the Awardee must be included in the Awardee's Quarterly Report submission.

NEEScomm shall obtain the written approval of the NSF Program Officer and Grants and Agreements Official prior to any expenditure of funds supporting any EOT activity or partnership exceeding $50,000.