PDST Post-Primary PE Associate Presenter Event Procedure

PDST Post-Primary PE Associate Presenter Event Procedure

Before The Event

Complete the Event Information Template in full.

Email the Event Information Sheet to our PDST PE Administrator in Co. Wexford EC., no later than 4 weeks prior to the event.If you have any resources you wish to print for your workshop please also attach them to this email.If a guest lecturer is presenting at the event, then Christine must be informed that a Guest presenter will be supporting the workshop as permission for this must be granted by the Team Leader, Brian Murray.

The PDST PE Administratorwill generate a flyer for your workshop and send it to your local education centre to be advertised. While the local education centre is responsible for making contact with each school within its catchment area, it is essential that the associate presenter also builds their own list of contacts. It is really important that the people on the ‘contact’ list still contact their local EC to register to attend the workshop.

Please make contact with your local education centre at least two weeks prior to the event to ensure it has been advertised, and again three days prior to the event to check on numbers registered and organise photocopying (this is needed to purchase refreshments and ensure that the required minimum of ten teachers are registered).

The local education centre will prepare any photocopying required for the event. The associate presenter will make arrangements with the centre re the collection of photocopying. Photocopying includes an attendance sheet, evaluation forms, participant travel claim forms, presenter expense forms,an accident report form, an invoice for tea/coffee and room hire. Allowable costs are also outlined below.

Description / Charge
Venue / €15.00 per hour /€45 if more than 2 hours
Catering / €2.86 per person attending
Associate expenses / 3 hours x €40.63 = €121.89 + ER PRSI, along with any mileage applicable
Guest presenter expenses / 2 hours x €40.63 = €81.26 + ER PRSI, along with any mileage applicable
Travel expenses / Travel rates are calculated on the basis of the car’s engine size (up to 1200cc €0.3912/km, 1201cc – 1500cc €0.4625/km, 1501cc and over €.5907/km).

After The Event

All paperwork must be completed and posted to Health and Wellbeing Administration Office. Follow this quick overview of the paperwork to ensure everything is returned to the PDST PE Administrator:

Attendance Sheet– Include one copy of the original Attendance Sheet in the letter to the PDST PE Administration Office and keep the second copy for your own records.

Evaluation Forms – Should be collected and returned to the PDST PE Administrator.Going forward these will be uploaded on the Data Management System of PDST.

Associate Presenter Expense Claim Form - Your own claim form for lecture hours and travel expenses should be filled out and posted directly to the Associate & Local Facilitator Administration (ALFA) in Blackrock Education Centre.This is the only form not going to Co. Wexford Education Centre. You can claim for up to 3 hours lecturer fee at a rate of €40.63 per hour. Travel rates are calculated on the basis of the car’s engine size (up to 1200cc €0.3912/km, 1201cc – 1500cc €0.4625/km, 1501cc and over €.5907/km).

External Presenter – If there is an external presenter at the workshop (i.e., a presenter that is not an Associate), they must complete a Guest LectureForm.This must also be returned to the PDST PE Administrator. The external presentercan claim for up to 2 hours lecturer fee at a rate of €40.63 per hour. Travel rates are calculated on the basis of the car’s engine size (as above).

Participant travel – These claim forms should be collected from each participant at the end of the workshop and included in the letter to the administration base. The participant travel rate is €0.1692 per km.

Venue hire – The venue is entitled to claim for venue hire up to €15.00 per hour for each workshop and an invoice must be included in your documentation for Tralee EC.Please liaise with the venue if tea/coffee facilities are needed and leave the venue as it was found. If the event takes place in an education centre, then the centre will bill the PDST directly. The invoice for venue hire must be completed and signed by a representative of the school used.

Catering/Refreshments – The venue or presenter can claim up to a maximum allowance of €2.86 per participant for catering/refreshments. If the event is held outside of the education centre the presenter may purchase fruit, tea/coffee, biscuits, etc to the value of €2.86 per attendee. All receipts must be kept and included in their paperwork to be sent to the administration base. The invoice for Catering refreshments must be signed by the Associate and returned with the receipts. If the event takes place in an education centre then the education centre will bill the PDST directly.

Note: While your expense form for lecture hours and travel go to ALFA, the receipts for refreshments and venue are returned to the PE Administrator in Co. Wexford Education Centre with everything else.

PDST Post-Primary PE Event Procedure – PDST PE Administrator

Before The Event

Receive the Event Information Sheet no later than four weeks in advance of the event from the associate presenter. Generate a flyer and circulate it to the local education centre (as well as the associate presenter)

Send the necessary paperwork to the relevant Education Centre prior to the event. This paperwork includes an attendance sheet, evaluation forms, participant travel claim forms, presenter expense forms, a tutor claim form, an accident report form, an invoice for room hire and an invoice for tea and coffee

A situation may arise where an associate presenter requests that some resources be printed for their event. If this is the case, then the resource will be provided with the Event Information sheet four weeks prior to the event. These resources can then be included in the documents to be sent to the education centre for photocopying.

Note: It would be envisaged that where possible the same event will run nationally, thus cutting down on workload for everyone involved.

After The Event

All paperwork (except associate presenter expense forms) must be completed and posted to the PDST PE Health and Wellbeing Administrator within one week of the event. The following items should be forwarded to the appropriate place.

Summary of Expenses

Description / Charge
Venue / €15.00 per hour /€45 if more than 2 hours
Catering / €2.86 per person
Associate Expenses / 3 hours x €40.63 = €121.89 + ER PRSI, along with any mileage applicable
Tutor / 2 hours x €40.63 = €81.26 + ER PRSI, along with any mileage applicable
Mailshot charge / Where the number of invitees exceeds 33, an additional postage charge will apply at the following rate: €1.05 per letter (90c per standard sized C5 envelope + 15c per single sided A4 colour page). In this case, to reach the figure for the mailshot charge, please deduct 33 from your total number of recipients and multiply by €1.05.
Photocopying / Up to 200 pages x €0.05 per page = €10.00

PDST Post-Primary PE Event Procedure – Local Education Centre

Before The Event

Receive a flyer advertising the PDST PE event no later than three weeks prior to the event.

Circulate the flyer to schools/PE teachers within the education centre catchment area no later than two weeks prior to the event.

Take bookings for the event and liaise with the PE associate presenter in the days leading up to the event.

After The Event

All paperwork will be received from the PDST PE Administrator no later than two weeks after the event.

Process payment for venue hire.

Process payment for refreshments. In a situation where the workshop is hosted outside of the education centre, the associate may be entitled to purchase refreshments themselves and claim €2.86 per attendee. Receipts must be provided.

Process the attendance sheet, maintaining and updating a database of PE teachers in the catchment area.

Bill the PDST for the event.

Summary of Expenses