• Welcome all trainees upon their arrival and ensure that all trainees and their luggage are accounted for;
• Provide opportunity to meet training staff;
• Provide transportation from the airport to the training site;
• Notify trainees about logistical arrangements and the schedule of events prior to the formal Orientation session;
• Help trainees to get settled into their accommodations.
Overview: The specific arrangements that are made for handling trainee arrival must be determined for each situation. In any case, however, it is important that trainees be met as soon as possible upon their arrival, whether coming to training individually or as one large group. The following is not a session design, but is a set of guidelines and suggestions for staff. The procedures used here can be modified to fit other situations.
1. At least one day prior to the trainee arrival date, staff should be sure they are fully prepared, and should do a step-by-step run-through of the events to take place the following day. This is tremendously helpful in finding potential problems and identifying details that have not been fully addressed. A helpful tool is a checklist which should include the following:
• Each trainer has a copy of the flight numbers and arrival times of all trainees, as well as a rooming list showing the room numbers of all trainees, and a list of points for the trainers to remember;
• Each trainer should be thoroughly familiar with the route to the airport and the location of airport parking lots;
• The trainer in charge of vehicles should have checked over all vehicles, have them full of gas and ready to go. If appropriate, have tarp and rope on hand for securing and protecting luggage in the pick-up truck. He/she should also have worked out a very detailed schedule for exactly which vehicles will be used for which trips, as well as which trainer will be driving each one for each trip. (This can get quite complicated if the trainees are arriving separately and their arrival times are spread out enough to necessitate several airport runs. The distance between the airport and the training site can also affect vehicle availability for each trip. The person coordinating this should be sure to figure in generous loading and travel time in determining vehicle availability);
• The trainer who is the contact person for the lodging staff should have the names of the trainees staying in each room posted on the doors, and should have all room keys in his/her possession to distribute to trainees;
• The trainer who is the contact person for the lodging staff should have gone through each room, making thorough notes of the condition of each room, all furniture, etc., and noting any damaged furniture, stains, etc. prior to the arrival of the trainees. These notes should be photocopied, and one copy should be given to the lodging staff before trainees arrive, while the other copy is maintained in the training staff office;
• All necessary arrangements should be made regarding meals during the day of trainee arrival. (Once training begins, there will be a set schedule, but the day of arrival often requires special arrangements). Be sure it is clear which meals will or will not be provided by the training program and which, if any, are to be at the trainees' own expense using their travel advance money;
• Trainers should have prepared a sign to hold up as trainees arrive;
• Trainers should have their name tags;
• Trainers should have handouts to give the trainees upon their arrival (an example showing the kind of information to be included on the handout is attached);
• If trainees are to receive registration and/or walk-around checks upon arrival, a trainer should have those checks as well as sign-up sheets to document trainees' receipt of the money. In addition, all necessary arrangements should have been worked out with the local bank or whatever means will be used for cashing checks.
2. On the day trainees arrive, trainers have a sheet of instructions or reminders, and carry out the procedures that have been decided upon. The following points are included on their reminder sheets and provide a general outline of the flow of events:
• Leave for the airport in plenty of time to meet first arrival;
• At the airport, find out where would be best place to have trainees pile their luggage while waiting for others to arrive;
• Wear name tags;
• Have Peace Corps Aquaculture Program sign;
• Meet all trainees as they come off the plane, welcome them and introduce yourselves;
• Get trainee's name, check off that s/he has arrived, look up room assignment;
• Tell trainee that since there will not be a formal meeting tonight, you are giving him/her a handout with important information. He/she should be sure to read it now;
• As trainee waits, you fill in name, room number, loading time and departing time. Note: There are different handouts, one for the first two runs and another for the late run. Be sure you give out the right one!;
• Show trainee where to put luggage until it's time to load the truck;
• If someone's luggage did not arrive, have the trainee wait until a trainer is available to accompany him/her to the desk to give directions for delivery;
• If a trainee does not arrive, check at the airline desk to see if he/she had checked in. Also, call and notify the Master Trainer about the situation;
• For the first run, trainees will have several hours between arrival at the motel and departure for supper. Suggest that they use the time to settle in, unpack and get acquainted. Suggest that since they are not yet familiar with the area, it would be best if they stay in the general vicinity of the motel for this afternoon. If they choose to take a walk, suggest they go with at least one other trainee;
• For the late run, note the time you arrive, since the van is to leave for supper about fifteen minutes later. Announce the exact time the van will leave for supper once you pull into the motel. Be sure to leave for supper on time.
3. Upon arrival at the lodging area, a trainer meets the arriving trainees,distributes room keys and provides any necessary assistance for settling in.
• All necessary vehicles, full of gas, clean and in excellent condition;
• Rope, tarps;
• Welcome signs;
• Trainer name tags;
• Handouts for trainees (see sample below);
• Trainee checks, if appropriate;
• Sign-up sheet for trainee checks;
• Lists for each trainer with arrival times, flight numbers and room assignments for all trainees;
• Checklists or reminder sheets for trainers, including clear schedule of vehicle use that tells which vehicle is to be used for each trip, the time of departure and arrival, and the trainer who will be driving;
• All room keys for trainees' rooms.
PEACE CORPS AQUACULTURE TRAINING PROGRAM
Welcome to the Peace Corps Aquaculture Training Program.
Luggage: Please bring your baggage to the front of the terminal at (time) for loading. Departure time: Your vehicle will leave the airport at (time).
Living accommodations: You will be living at __________. Your room number is_____ . Smoking is not permitted in the rooms.
Travel and Walk-around Allowance: You will receive two checks - one for $20.00, which will cover meals and incidental expenses incurred during travel to the training site, and one for $28.00 which will cover incidental expenses for the first week of training. If you wish to have your checks cashed, please sign them and return them to the trainer with a piece of photo identification. The checks will then be cashed and the money will be given to you.
Meals: This evening, vehicles will leave for dinner from the motel at 7:15 pm. (For people arriving on the later run, this section read: Vehicles will leave for dinner 30 minutes after arriving at the dorms. For this evening, you will be dropped at a Pizza Hut, and dinner will be at your own expense, to be covered by your travel allowance. Starting tomorrow, the training program will provide your meals.)
In the morning, vans will depart for breakfast promptly at 6:30 A.M. We will not be returning to the motel after breakfast so please come ready for the day.
Tomorrow Morning: Tomorrow, please bring the following with you to Orientation:
• All the forms you received in your invitational packet from Peace Corps;
• Your WHO card if you have one;
• Some form of identification that has a photo;
• One visa photo with your name printed on the back.
There will be more forms to complete, so be sure to bring any addresses and phone numbers you may need. This includes information for insurance beneficiary forms, emergency contact people, student loan forms etc.