Table of contents 

➤  STEP 1: Kick-off meeting

➤  STEP 2: Technical meeting

➤  STEP 3: Functional meeting

➤  STEP 4: Preparation of the training

➤  STEP 5: Training

➤  STEP 6: Evaluation of the training

➤  STEP 7: Two-weekly appointments, with set mid-term and end-term evaluations

STEP 1: Kick-off meeting with Drieam

The kick-off meeting with Drieam is the starting-point of a pilot project. In this meeting the project team from the institute meets the Drieam colleagues. Moreover, a mutual understanding of the ambitions and goals will be set, a general planning is discussed and the next steps will be established. 

After the kick-off meeting with Drieam, the project team members can start working on the following steps:

☐ Write a short institute-specific 'Why StudyCoach?-statement' to be used for internal communication. A template can be found here: 'Why StudyCoach?'-statement template. 

☐ Work internally on the tasks and questions of the functional configuration as a preparation for the meeting 'Functional Meeting with Drieam'.  

STEP 2: Technical meeting with Drieam

The technical meeting with Drieam is a prerequisite for enabling StudyCoach within the institute's Canvas environment. In this meeting, a technical team member of Drieam will discuss the installation of StudyCoach with a technical contact person of the institute. It can be useful to read the article 'Technical installation' in advance of this technical meeting with Drieam. 

STEP 3: Functional meeting with Drieam

The functional meeting with Drieam follows after the technical meeting and is preferably attended by the entire project team of the institute. Thorough internal preparation in the form of filling out the questions and tasks in the 'Functional configuration' article facilitates a well-informed meeting in which the settings of StudyCoach will be established with careful consideration. 

STEP 4: Preparation of the training with Drieam

The training-preparation meeting with Drieam follows after the functional meeting and is preferably attended by the didactical colleagues of a project team. During this meeting the training will be prepared by a didactical consultant of Drieam together with the institute's representatives. 

STEP 5: Training by Drieam

During the training, the end-users of StudyCoach are trained by a didactical consultant of Drieam. During the training, members of the internal project team are advised to be present as well. In this way, institute-specific questions, as well as StudyCoach-specific questions can be answered in the best way. Moreover, all questions and insights that are raised during the training can be gathered by an internal project team member.

STEP 6: Evaluation of the training with Drieam

During this evaluation meeting, the training of the end-users of StudyCoach is evaluated with the project team. Questions and insights raised during the training will then be thoroughly discussed and adjustments to the StudyCoach-settings can still be made. 

After the evaluation of the training, the StudyCoach access for all users can go live! This means that access to StudyCoach will be opened up for all end-users by the responsible manager. Before going live, we advise careful internal communication towards the end-users, for example, inspired by the '5 reasons why to use StudyCoach' article and the 'Why StudyCoach?'-statement template.

STEP 7: Two-weekly appointments, with set midterm and end-term evaluations

During the pilot, Drieam finds it its high responsibility to stay up-to-date on the latest developments regarding StudyCoach within the institute. Therefore, the institute can make use of two-weekly half-hour meetings in which the progress of the pilot, the experiences of end-users and emerged questions will be discussed. Moreover, Drieam and the institute organize a midterm and final evaluation together to evaluate the pilot project. 

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