This outline is used by a Trainer to teach a new Teaching Assistant/Helper (TAs) Ace Basics. TAs often are also bringing domain subject expertise to the party as well and this is not covered in this training.

Teaching Assistants/Helpers are a vital part of ACE meeting its mission, retaining instructors and staff, and creating a great experience for guests and students. We love our TAs. This checklist is used for live onsite training of new Teaching Assistants (TA). Training is given by staff or experienced members. This covers general information and does not go into a workshop or skill-specific things that TAs might be bringing to the table.

General Information

This is the order the trainer uses to go through the following material. Please explain that these things are done in this order from the check list posted here:

This information is summarized in the post: Checklist for Running a Workshop

Personal Presentation

Thank you for representing ACE! If you are more than a one-time TA we would like to provide you with:

• Two ACE shirts that you wear when helping.
• A custom ACE name tag! Just fill out this little form: Name Tag Request Form

If you don’t have these items any name tag will do! These little things means folks can clearly and easily identify who is who, even when they are new. It is a nice thing to do that makes folks feel welcome and creates a sense of trust.

Trainer’s Notes: If you are training somebody committed to helping regularly make sure to check them out two shirts.

Also please be mindful about dressing safely for the type of helping you will be doing. For example, if you are helping in the shop wear closed-toed shoes and tie back your long hair.

Sandwich boards and signs

Details for putting out the sandwich boards and signs

• Show where they are stored
• Show where the chalk markers are kept in the Cleaning Cabinet
• Show where the cleaning spray is kept. Make sure to tell them not to use a scrubby if possible.
• Show them how the Door Sign works with the magnets and lights.
  • Show where the battery for the LED sign is kept when charging – Operations Resources
  • Note that we only turn the lights on for evening events and not for long weekend days as the battery won’t last all-day
  • Show them how to check the calendar and let them know that it is polite to list all the events for the day
• Show them where the Hallway sign goes – Under the Map in the hallway
  • Show them how to check the calendar and let them know that it is polite to list all the events for the day
  • Note adding arrows to direct people to the rooms and including the suite numbers
• Show them how to set up the second Sandwich board in the hallway outside the event they are setting up for.
• Let them know that the instructor or event might need extra paper signs but the main host will know about that.

Setting Up Perks and Handouts for Longer workshops

These are things that are done for workshops that are longer than 4 hours and are not free social events. When unsure check with your main host.

• • Show them where the welcome kits with drink and snack tickets are (206 in the gray bin labeled Partner Welcome Kits)
  • Show them how to check Meetup to know how many sets to bring – Please include the main instructor and TA, they get snacks too.
    • Promotion of the moment handouts are kept in Coworking and there is usually a little pile in each room – point those out in at least one room to the new TA when at all possible so they know what to look for
    • When it doubt use the How to Join handout
  • Let them know that Perk kits should be set up in a pleasing way in a good context to the workshop or can be given out on check in
  • Let them know it is sometimes nice to set up a check-in station with a sign so people know where to go depending on the needs of the event. The main instructor can confirm

Buzzing people-in

• Show the TA the instructions on the phone
• Practice buzzing in once

Checking people in / Vax Verification

• This section is the setup for following these procedures outlined in How to Check People in for Events and Classes – The trainer should review this post with the trainee

Recommend they set up a contextually relevant place to greet and check folks in. Something that attendees will easily see when coming into the room.

• Set up the Check-in Signs
  • Pick the right signs for your event.
  • There is one for when folks use tools and one for when folks don’t.
  • Reprint them from these PDF’s when needed: Check-in-Table-Top Signs

• Show them the Event Chrome book
  • Log in to the book account
• Bring up the Ace Makerspace site
  • Have them log-in with their account info
  • Have the bring up two tabs one for the Guest Directory and one for the Member Directory
• Show them the Guest Directory and share the password with them
• Show them how to see a Member C192 verification in the Member Directory
• If needed the youth directory can also be accessed (see checklist page on wiki)
• Let them know that everybody needs to be listed in one directory or another. No exceptions as this is the only way to sign the waiver paperwork.
  • If people need instructions, most rooms have printed step by step instructions on the Guest Account Handout
• Let them know how to spot check vaccinations for people that did this at the last moment.
• Make sure to remind them to LOG OUT OF EVERYTHING when they are done checking people in.
• Let them know to return the Chromebook to the Operations Resource area and charger.

Spot Checking Vaccinations

• They must show you both vax proof and ID
• The vax proof must list full name and DOB. This info must match what is on the ID.

Managing food for social events

• Show the helpers where the plates and utensils are kept
• Show the helpers where the cups are kept
• Let them know that sometimes this involves setting up a light buffet at the honor bars
• Let them know this sometimes being on the look out for delivery people and getting food from the front – Always keep the receipts for the main host! (photo okay)

Ending on a high note

• Remind/Support the main instructor to get a workshop photo or two. This is especially important for project-based workshops.
  • We always ask participants permission
  • Training available on how to take insta worthy photos
• Make sure to let folks know how to become a member. Handouts in each room.
• Thank people for coming out
• If possible send out a follow-up email to attendees. (main host or macom team does this)

Strike – Closing and Clean up

For the most part, students are expected to help with the lion’s share of clean-up from a workshop with the assistance of the TA and instructor. This will vary based on the type of workshop. Things that they don’t help that are often the TA’s responsibility include:

• Brining in the signage and sandwich boards and returning them to their homes in Laser
• Putting the LED sign battery on the charger
• Resetting room to defaults (especially important in Coworking/Textiles. Show them the wiki post for the right info)
• Putting away any leftover stuff

Inclusive language and actions

• Always start with a friendly kind “hello”
• Ask if you can help them… they might not be at the right workshop 😉
• Introduce yourself and let them know how you can help them and how check-in works
• Try not to assume more or less technology competency with the Guest Account Vax thing… sometimes this stuff is hard on the phone.

Additional Resources

The following topics are independent reading TAs are expected to do. This is information they have so they can speak knowledgeably to students.

• The Ace Mission
• The Social Contract