Instructor Manual Creation/ Submission Guidelines for Summit Instructors 1
Welcome to Summit! We are very excited to have you on board as an instructor, and look forward to working with you. The following packet outlines requirements, suggestions, and insider tips for submitting your content for the Instructor Manual that will be given to each attendee at every workshop you lead. Important things to keep in mind when creating your Instructor Manual: Instructors are permitted two revisions per course per calendar year. (Your initial submission is not considered a revision.) If you would like to make a revision to your Instructor Manual, keep in mind the revision cycle takes eight weeks in total, which means the new version of your Instructor Manual will be ready for a tour eight weeks from the day your content is submitted. At the end of this packet is an example of the layout of an Instructor Manual; you may want to reference it as you read-through to identify the different components we re working with. Before we get started, here s who you ll turn to if you have any questions: Logistics Team logistics@summit-education.com 615-376-8828 Ext. 390 We are available Monday-Friday, 8:00AM 4:00PM CST; please feel free to email or call if you need. We look forward to helping you create your Instructor Manual! 2
To Begin: Defining Your Materials As a Summit Instructor, your course presentation will be translated into online and hard copy materials your attendees can use prior to, during, or after your course. We define those materials in the following ways: The Instructor Manual: This is a condensed version of your presentation, printed and provided to attendees the day of the workshop. This hard-copy Instructor Manual has a max of 65 content pages, including your powerpoint (6 slides per page), references and supplements needed for the day of workshop. Supplements: This is defined as any and all supplemental materials you would like to submit that will be live and accessible on our website to your registered attendees. At this point in time (subject to change), you may submit/manage any amount of supplements listed for your course attendees, including instructional videos, articles, research, worksheets, quizzes, etc. These materials will only be available online, so we welcome pdf submissions in color instead of black and white. What am I expected to submit? In order to create your Instructor Manual, you are welcome to submit the following (those with an asterisk* are required the rest is optional): - Your Presentation* - Supplemental Material - References* Once received, Summit will format both your Manual and your Instructor Manual to fit the printing or online copyright requirements. You will receive a proof of each for approval prior to your materials going live or to print. 3
General Instructor Manual Requirements Instructors are responsible for all aspects of their Instructor Manual content, ie. spelling, grammar, proper spacing and organization. Please make sure to proofread and review your Instructor Manual content before submitting. All Instructor Manual content submitted should be print-ready; Summit Professional Education does not proofread content. References: A minimum of five (5) peer-reviewed publications no more than five (5) years old in either APA or AMA Format must be included. To ensure we are offering teachers and professionals the most up to date information in your industry, please include a reference page of all references presented throughout your presentation. For guidance on how to format your references to APA and AMA standards, we recommend The Purdue OWL (Online Writing Lab). Instructor-submitted Manual content can be no longer than 65 pages total. PLEASE NOTE: pages are not slides; for this online version, we format 6 powerpoint slides to a page. This includes the presentation, resources, supplemental materials and references, which means once reviewed, your supplements may only be accessible online. The presentation portion of your Instructor Manual content may be submitted as a Powerpoint Presentation or a Word document (.doc/.docx). PLEASE DO NOT submit a pdf as your presentation content. Resources, references, or supplemental materials may be submitted as Word or pdf documents. At this time, we cannot accept Keynote Presentation files, however, Keynote allows you to save in Powerpoint format! All Instructor Manuals are printed in Black and White no colored fonts or images. 4
Summit Pages: The Front 7, & the Back Cover The first seven pages of every Instructor Manual include important information from both you and Summit, including: Course Title, your name and credentials Workshop FAQ s Summit Offerings Program Evaluation Form Attendee Information Forms (for late registrations, etc.) You do not need to provide any additional information for these first seven pages; we have everything we need based on your initial on-boarding. Prepping Your Content - PowerPoint What Can Be Submitted: Presentation Content Accepted Submission Format: PPT or PPTX Printed: Black and White Format Your Slides: Please remove all background design, themes, etc. from your presentation before submitting files. o Slides need to have a white background and black text. o Default slide size should equal Letter Paper (8.5 X11 ) o Please remove page numbers or full presentation headers/footers and date* Font: o o o All Text size 22 point or larger (including those in tables and images) Approved printing fonts: Calibri, Arial, or Times New Roman. Please only use black font Instructor Manuals are printed in Black and White Non-text Images/video (pictures, charts, tables, diagrams, etc.): o Pictures, charts and tables can be included; remember they will be printed in black and white! o All images on slides must be appropriately sized to avoid overlapping. No more than 3 images per slide Be aware of the image resolution & how your pictures will look in the Instructor Manual. No scanned images. Use original images whenever possible. For SmartArt or other tables, they must be in black and white. No solid color backgrounds. All image text must also be at least 18 point font. o If tables or diagrams are too small to read, they can be made into a full page slide. Please note: This will count as a full page (not just one slide) in the total content count. 5
*In the Design Tab, you can format your presentation to: o Please indicate when submitting if there are slides that you wish to see as a full page slide. Animation and Videos: Animation or videos will have a screenshot; please include a title and if applicable, link for attendees to research. White Background/ Black Font of your choice. Click on Page Setup and set the size to Letter Paper. Prepping Your Content Word Documents What Can Be Submitted: Content, Resources & References Accepted Submission Format: Doc or Docx Printed: Black & White Format Your Document: Please do not include page numbers, document-wide headers or footers. Check formatting- make sure that all headings and subheadings are aligned. o Pay special attention to bullets, and numbers. o Formatting as it comes to the end of the page or a section. Please make sure that all tables, graphs and photos are readable and clear. o Instructor Manuals will be printed in black and white. Beware of: o Scanned documents, as they may end up unreadable in the Instructor Manual. o Image resolution; if it looks blurry or pixilated to you on the screen, the printed version will be even worse. Please adjust sizing as necessary. o Make sure to position and format photos so that they adjust with your text. More on Resources & References Supplemental materials, like forms, tests, lesson plans, and other resources are beneficial to the attendee because it gives them a chance to practice what is being taught both during and after the workshop. Make sure all resources are clear and easy to read, preferably not scanned 6
Remove all page numbers Supplemental Resources are the ONLY materials accepted in pdf format. Copyright Materials You are responsible for insuring that your materials for your workshop comply with relevant laws, including copyright laws. It is the Instructor s responsibility to follow all applicable laws with regard to presentation content and, if necessary, to obtain permissions to use copyrighted materials before materials are submitted for publication/duplication. This applies to all text, photos, graphs, videos and any other content used within your material and presentation. Please note that Summit will not pay copyright fees for Instructor Manual material so if permission is not forthcoming you will need to reference the source without copying from it. Sometimes you are allowed under applicable law to use parts of other works under the Fair Use Doctrine. That exception is limited, however, and you should consult an attorney with any particular questions about whether your proposed use of copyrighted materials is a fair use. While we are not in a position to provide you with legal advice or assistance, practical guidelines regarding the fair use doctrine can be found at: http://copyright.gov/fair-use/more-info.html. If you have doubt as to whether something is fair use you should probably leave it out and if possible reference its location so the attendee can find it on his or her own. Images: It is up to the instructor to make sure that the images used in the Instructor Manual meet copyright regulations. You can use common search engines to find images that are copyright approved, and can be included in the Instructor Manual. For Google: After doing an image search, click on search tools, and then usage rights. You will need to choose Labeled for reuse with modification as the option that will show you images that can be used in the Instructor Manual. For Yahoo: After doing an image search, click on any license. You will need to choose Free to share and use commercially For Bing: After doing an image search, click on license. You will need to choose Free to share and use commercially Use of Minors in Photos We will also contact you should the Instructor Manual content submitted contain photos of children, or minors. We are asking that instructors who include photos of minors confirm with us that they have 7
signed agreements or permissions from parents and guardians to include photos of their children in the Instructor Manual. We do not need hard copies of the agreements, but we need confirmation that they exist. If no such confirmation exists, we ask that the photos are removed before submitted. Submitting Your Content to Summit You ve finished your Presentation, now it s time to submit it for production! A quick reminder: Accepted files: (We cannot accept Mac files (Keynote, etc.) at this time.) o Content: PowerPoint (ppt/pptx) or Word (doc/docx) o Resources/References: Word (doc/docx) or PDF **Required** - Minimum of (5) five references no older than (5) five years old When submitting multiple materials, we ll need to know in which order each of the files should go in. To accomplish this, please save each file with a number in front of it: For Example: 1 PowerPoint Presentation_Your Name.pptx 2 Additional Handouts_Your Name.docx 3 References_Your Name.pdf Once your files are saved in sequence order, your content is ready to be uploaded to our online Hightail account: http://www.summit-education.com/file All files can be submitted at one time no need to send them separately. Hightail Submission Using the link above, navigate to the Hightail submission page. The following page demonstrates the screens you ll come across when submitting through the Hightail submission site: Please Note: When sending, be sure to include as much information as you can about how you would like the Instructor Manual to be assembled in the message portion, including how many slides per page (standard is 2), or if a file is to be included more than once. You may also email these details directly to us. 8
From here you can either drag files to upload, or click on computer to open a file explorer to locate files. Once you have added a file or files, the submit screen will appear. You can add additional files from this screen as well. The Hightail link will automatically default to the Summit Logistic email address. Please add your name and email in the first two boxes. Please include your last name in the subject line so that files can easily be found. In the message portion, include any notes needed to assembly the Instructor Manual. Hit Send. You will see a confirmation screen (below) when the files have been successfully uploaded. 9
The Instructor Manual Production Process Once you ve submitted your content, you ll receive a confirmation email and an idea of the turn-around time before you ll see a digital proof of your Instructor Manual. Once received, typically you will have 2-5 days to review and either approve or make changes to the digital proofs. The amount of time provided to approve or make changes can change due to the Instructor Manual s place in the printing schedule. Instructors are only allowed one revision to the digital proof; depending on the edits, you will be responsible for changing and re-submitting files. When reviewing the digital proof, please pay attention to: Name spelling and credentials Learning Objectives are clear and match the brochure Title matches the brochure Readability of presentation, including pictures, charts and drawings That files are in the right order References are readable and included in the Instructor Manual Frequently Asked Questions What if my Instructor Manual is longer than the approved length? Should an instructor submit an Instructor Manual that is larger than the maximum page count, we will recommend the instructor to: 1) Pair down the Instructor Manual by cutting content, or 2) Remove all supplements not vital for the day of workshop. Attendees will receive a link to access online supplements with both their registration confirmation and reminder email. We will communicate with you regarding this, when necessary. What if I need a revision sooner than eight weeks? If you find a revision that absolutely must be expedited, please give us a call; the sooner you catch it, the more likely we will be able to turn it around for you prior to your next tour. 10