Trainer Orientation
Last updated: 4/Dec/2024
Whether you are new to working with ICEEFT Courses, or a many-times returning trainer, here are all the resource & responsibility details on a single page.
Please note this page is for Trainers of ICEEFT Courses events; these details may differ compared to events not administered by ICEEFT.
TeamHub
Our TeamHub is a shared, multi-tab Google spreadsheet; I’ll reference it many, many times.
Having a shared gSheet allows the Courses team, the Zoom tech, and the event trainer(s) to have one central information hub for everything about this event. More information about each tab, below.
Contains:
- Login information for Courses Portal
- Trainer Checklist (new!)
- Helper section [EXT only]
- Live couple section [EXT only]
- The Guests [Consultation only]
- Resources section
- Links to communications to attendees
- Links to communications to helpers [EXT only]
- Waitlist (if applicable)
- Pre-event count of specific registration data (provided to you 1-2 days pre-event via email)
If you choose to use the provided Helper Application Form, all the submissions will automatically appear in this tab. If you’d like customizations for the form, please let Vanessa know.
What to do with these submissions
- Review the applications. You may use the first column to write notes (to yourself, between trainers, or to Vanessa).
- Contact all applicants to inform them Yes or No.
- Input your chosen helpers into the BehindTheScenes tab (The Helpers section).
- Notify Vanessa when you have completed adding helpers + any changes thereafter. Helpers are added to events all at once, as it’s a time-saving process.
You shouldn’t need to engage with this tab.
This is where Courses & Matthew collaborate on tracking attendance. Post-event, we use this section for matching graduates to local EFT communities & providing ICEEFT Membership information.
Helpers
As per a Board decision, communicated 11/Jan/2023, neither paid helpers nor volunteers are permitted at Courses’ EFIT, EFFT, or Fundamentals events. Further, any break-out rooms are for structured exercises where the participants go away, do an exercise together, then come back and report. No facilitation. No roleplay.
If there is any Board-level change to permit helpers at EFIT, EFFT, and/or Fundamentals events, we will update trainers asap.
Externships may have helpers, up to a maximum ratio of 4:1. Zero helpers is okay; which is to say don’t stress yourself over getting a whole bunch.
Based on exit surveys received to date, quality helpers make a real impact. Our analysis to date indicates that the best helpers are confident leaders who understand the break out room task, and who know EFCT more than having just completed an externship themselves.
Trainer responsibilities re helpers:
- Advertise for helpers.
- Check for received applications, select who you wish to work with, inform all applicants re yes/no.
- Make a schedule for your chosen helpers and share it with them, along with any instructions.
- Complete the “The Helpers” section on the Team Hub (BehindTheScenes tab) & inform Vanessa once complete. Ideally this is ~2 weeks prior to the event.
- If there are subsequent changes (a helper no longer available or new helper added), please let me know.
For more information about using the OPTIONAL Helper Application Form, please see the TeamHub section of this page & the TeamHub itself.
Courses/Vanessa’s responsibilities re helpers:
- If I receive any relevant helper enquiries, then I forward to the trainer team
- Take the chosen helper list and provide them all with access to the event on the Courses Portal; email them all re same (cc trainers)
- Email the helpers, trainers, and Matt after the event re invoicing; follow up as required + process invoices
Clients & Guests
Trainers are responsible for:
- Finding them, communicating with them, noting when they’ll attend (in our TeamHub), providing them with the Zoom link, AND providing me with their consent form (3+ days prior).
There is no financial remuneration for couples; instead they are receiving your time & attention at no cost to them.
See the “recording of events” section for more information.
ICEEFT Courses’ live-online events are not, and may not be recorded.
The exception to this is recording of live client session(s) for trainer’s personal use. Note of this intention can be made on the TeamHub.
Guest presenters are the 6 therapists you’ll be doing the consultations with. It’s up to trainers to find, select, vet, and schedule 6 consultees. There is no financial remuneration for guests; much like a live-couple at an Externship, they are receiving your time & attention at no cost to them.
Criteria for trainers to select their guests:
- Six guests are required, each for a 1-hour consultation period. Each guest must be doing the consultation live (not pre-recorded).
- Guests are therapists who are required to have an understanding of EFT; preferably (for EFIT) they know about EFIT, preferably (for EFFT) they know about EFFT. They must have completed some of the key EFIT/EFFT Therapist Certification requirements prior to presenting their cases for consultation (specifically, EFIT/EFFT Essentials + at least one other six-hour course + 4hr EFIT/EFFT supervision)
- Guests may supply videos (approx. 20min in length) or transcripts of clients which capture the questions the guest presenter has for the consultation. Regardless of video or transcript, the client name(s) & other identifying information must be amended, and signed client consents are required. Client consent & confidentiality are the top considerations here.
- Please select a breadth of guests.
Further information will be added to a coming soon page.
Before, During, and After the course
The Courses Portal is the login-only area for attendees to see the content of a course; trainers and helpers also have access. You are welcome to look around at any time. Key features include: discount codes for books, event materials (provided by you + ICEEFT), the Zoom link for the event, exit survey and completion badges, and the completion certificate.
Whether you want to share slides, handouts, graphics, videos (etc) with the attendees, Courses shares ALL materials via the Courses Portal.
- Please provide all materials to courses@iceeft.com around 3 weeks pre-event, if you can. Trainers cannot upload content themselves, it needs to be submitted to Courses to add. Courses may be too busy to upload a file right away; hence we ask for the extra time pre-event.
- Attendees have limited access to materials; it begins 2 weeks pre event and ends 2 weeks post event. They may view, download, and/or print materials.
- PDFs are preferred.
- PLEASE supply your FINAL versions; attendees don’t appreciate readying themselves with one file only to have an updated one take its place.
- Be aware that some attendees will print EVERYTHING that you supply.
Please note that most courses also include “bonus” materials that Sue elected to include, such as video clips of her. Official manuals are always included, too.
During a live-online event, it’s up to the trainer(s) to have ready whatever you want to show & do. Matthew (our stellar Zoom tech + EFTer) may be able to help make your dreams come true 😉
How we advertise Courses events, plus our current CE approval, means that all events include 1x 40min lunch break plus 2x 10min short breaks. Attendees frequently ask when their lunch break will be; if you can include a daily schedule as part of your trainer-provided materials, that would be much appreciated.
We have APA-approved CEs in place for all Courses events. Our CE information page holds more information.
There are no trainer tasks here; we handle applications, attendance submission, etc.
At this time, every Courses Externship is budgeted to include a free first-year of ICEEFT Membership, and Essentials courses include a discounted first-year membership promotion. We require graduates to complete an exit survey, and we ask all trainers to spend some of the closing moments of their event speaking about the benefits of ICEEFT Membership.
While graduates of Fundamentals, Consultation, and short courses do not offer a membership promotion, they may still become Associate Members of ICEEFT.
How marketing tends to work is that Courses advertises all courses in general, and trainers advertise the courses they are involved in specifically. I made a trainers marketing guide quite some time ago; it’s dated but may have some useful suggestions regarding potential social media posts.
Additionally, to support Communities around the world plus in-person events in North America, Courses has various proactive initiatives in place to redirect attendees away from our events toward in-person & international events.
All trainers are required to submit an invoice to ICEEFT Courses using our purpose-build form (you’ll find the link in your TeamHub).
All trainers are paid the same daily rate, regardless of number of co-trainers, number of attendees, length or type of course. The set daily rate was last raised on 1/June/2024. If you are seeking a refresher on the current rate, please connect with Vanessa.
If there was an incident, if you see an area for improvement, if you have questions – please work collaboratively with me.
We start compiling the data received in our exit surveys about a week after the course ends, and we’ll provide you with a post event report as soon as we’re able.
We also review the questions we’re asking (approximately) annually, so that we can refine the data collected and zero in on particular points of interest. For example, for the 2024, we asked detailed questions around format: preferred break duration, days of the week, etc.
There is a whole sphere of administrivia which Courses takes care of for our events. In addition to details elsewhere on this page, we also handle:
- Zoom + tech support. If you don’t know Matthew Settle already, I can do introductions. He is available for you + attendees from from 1 hour pre-event every day; this including assisting panicked attendees via email & phone. He also: shows the required Sue intro video, tracks attendance, works closely with me, and does a bunch of event-day tech magic for you.
- Scholarships. We handle advertising this program, reviewing applications, awarding amounts, and all related communications with our many scholarship applicants.
- Listing the event. We put all our events on both the Courses site and use the members site to register events on ICEEFT.com’s event list.
- Emails. Event enquiries, registration/sales, waitlist, etc — we handle it all. If anyone contacts you, please forward to courses@iceeft.com
- Reminders. We remind registered attendees about the course 2 weeks prior, and again 3 days prior. After the event, we send follow up reminders about exit surveys, as needed.
- Matching. Every graduate is individually matched to their geographically closest EFT Organization. The contact details of consenting graduates are then provided to Communities & Centres around the world. The process is involved and Lily wrote a 2024 newsletter article about it.
- Improvements. Observe, refine, and collaboratively improve as much as possible.
We look forward to working with you!
Vanessa, Courses Manager
Lily, Administrator Extraordinaire
Matt, Zoom Magician
If you'd like to stay connected please