Step 2: Prepare the proposal for creating the new club
Planning is crucial for creating a research club, as it ensures clarity regarding the audience, objectives, resources, and alignment with your institution's goals, facilitating its approval and implementation. Therefore, we provide a standard template that will help you define all the necessary elements to prepare the proposal for creating the research club.
We suggest that before completing the template, you carefully read the following comments:
- Standard Definition of Research Club: You can customize the pre-configured definition.
- Audience: You must define the audience, according to the objective, area of interest, or scope of the Club.
- Objective: You can update the objective, according to the area of interest or scope of the Club.
- Club Name: We suggest that you assign a name to the club.
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Tips for Defining the Club Name:
- Look for a name that is easy to remember, short, and easy to pronounce.
- Use keywords that are related to the audience, objective, or specific area.
- Avoid using terms that may be offensive to racial groups, cultures, or countries.
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Designate Coordinators: You must complete the information for the person(s) who will be responsible for coordinating the club's activities.
Determine the operating modality and frequency of meetings: You can determine the modality based on the scope or area and the frequency of the meetings or gatherings according to the availability of resources and time.
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Tips for defining the Club's operating modality
- For clubs with an exclusively institutional scope, in-person meetings are suggested.
- For clubs with a multi-center, provincial, national, or regional scope, online or hybrid meetings are suggested, depending on the resources available
Example
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Prepare the Calendar and Agenda: It is suggested that you initially prepare a 3-month calendar as a pilot test.
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Tips for completing the Club's meeting calendar
- Establish the duration of the meetings: do not exceed 2 hours.
- Schedule the meetings for a day of the week, according to the availability of resources and the audience. For example, the first Monday of each month.
- Set the meeting schedule: based on resource and audience availability.
- Update the schedule quarterly based on emerging needs from the meetings, and this can be agreed upon with the participants.
Tips for completing the Club's meeting schedule:
- Select the discussion topic for each meeting: we've shared sample topics for the pilot test
- Choose a moderator for each meeting. For the first few meetings, we suggest the coordinator act as moderator.
- Determine the Resources: You will need to determine the necessary resources, depending on the format and frequency of the meetings.
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Tips for defining the minimum resources for the Club's operation:
- In-person format: reserve a room and audiovisual equipment, always confirm the complete address where the meetings will be held, and send meeting reminders
- Online format: establish the platform for virtual meetings (e.g., Zoom, Google Meet) and send meeting reminders.
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