Tinker Manual:
Program Details

Program participants are chosen through a competitive process where application reviewers are guided by the goal of creating a diverse group of participants as determined by the middle school applicant’s expressed passion for STEM and making, enthusiasm for the academy, and demographic representation. The guiding principle is to provide a space for girls who might not otherwise have an opportunity to explore and create within the context of STEM in hopes of generating confidence and motivation for future study.

To ensure access to a diverse group of students, the Tinker Academy actively seeks participants from traditionally underserved populations and is offered free of charge so that ability to pay does not prohibit anyone from exploring STEM education and careers. As a result, the program attracts many students from low-income families who normally cannot participate in STEM enrichment programs due to prohibitive costs.

Designing the Application (with equity/accessibility in mind)

The program application has evolved since the first program in 2018. While different applications have been tested, program application elements typically:
– Encourage the student to complete the application (in lieu of the parent).
– Ask questions to try and understand the student’s passion for STEM.
– Allow students to answer their questions in written form or by providing an audio or video submission

CTE Foundation has used Google Forms to collect application data. Other options have been researched but Google Form has the fewest barriers (it is free and most middle schoolers already use Google Suite in school). Tip: Many school networks do not allow students to access external sites; if a teacher or school staff is helping a student complete the application, they may hit a firewall.

Over the years, more and more funders are requiring organizations to report data on specific demographic data (race, ethnicity, gender and/or household income). While reluctant to collect that data in the early years, CTE Foundation has started requesting this data from guardians although it is not required.

Teacher Recommendation

CTE Foundation’s program requires a teacher recommendation from each applicant.

On the application form, the applicant provides the recommender’s name, email address and phone number. A short form is then sent out via email for the recommender to complete. (Provide sample form)

This form has also been modified over the years based on program and data collection needs. Most recently, the following question was added: “Generous donations and grant support allow us to currently offer this program free to students. We would like to prioritize access for students who wouldn’t normally be able to participate in extra-curricular STEM programs due to cost or other barriers. Would you recommend we prioritize this applicant?” While an answer was not mandatory, this question did help prioritize and/or understand the student’s lived experience a little better from the perspective of the recommender.

Best practices:
– Provide a PDF copy of what is on the application so students, parents and/or educators know what to expect and how long the application is.
– Ask for demographic data as needed, but don’t make it mandatory.
– Choose an application tool with the fewest barriers for the target audience.
– Provide paper copies of the application as needed.
– Follow up to request/remind about teacher recommendations as early as possible.

Application Review

Tinker Academy applications are reviewed by teams with a minimum of two participants; CTE Foundation recommends a combination of organization staff and volunteers.

Application sets are created using mail merge with the aim of removing as much identifying information as possible regarding gender, etc.

Applications are assigned randomly to teams. The members of the team typically review and score the application individually, then come together to deliberate and determine which they “highly recommend,” “recommend,” or those who are “not recommended.”

The group then gathers once again to review results and decide on a pool of highly recommended applicants. Staff may need to adjust based on spots available in each session; ensure gender equity; and ensure the demographic matches our public-school demographic in our community.

Communication with Applicants and Parents

Once the participants have been selected, a confirmation email and a confirmation form are sent to selected participants; in this form, updated information is gathered such as additional demographic info, photo releases and other items. It is best to collaborate with the educational institution to collect data they may need as well. Set a deadline for a response and if a participant does not complete the form, begin working through the waitlist.

Sample email to Application  Reviewers

Thank you for agreeing to be part of the review process for this year’s Tinker Academy. We have a total of XX applications to review and just XX spots available. You have been divided into X review teams; most teams have someone who has been part of the reviewing process – please consider them a great resource. Your team should have X applications to review.

IMPORTANT: While this program is open to all students, it is designed to support populations that are not represented in STEM fields; see the attached fact sheet for more information about representation in STEM. Please consider this in your evaluation.

Instructions:

• Review the applications assigned to your team via the links below. Application materials are two parts:
  1. Application form info combined with the recommendation from a teacher. If there is no data in there, that means we did not receive a teacher recommendation. We are still receiving these and will update you if we receive them.
  2. Personal statement – applicants had the option to provide written, audio or video files. If you can’t find the statement, it means the student did not submit it (but feel free to double-check with us).
• Utilize the rubrics : these help guide your recommendations (we will incorporate the numerical result, but it will not be the ONLY thing to determine final recommendations). 
• Meet briefly with your team member (emails above for you to set up a Zoom or phone call prior to compare notes and prepare recommendations/suggestions), and talk through/discuss your recommendations.
• Submit a JOINT team rubric by EOD on [INSERT DATE] for each applicant (please be sure to include the applicant number) by either emailing us or including in your folder.

Important: Because we can only invite XX participants, I need you to do the HARD WORK and provide the following in your rubrics:

–       X highly recommend; X recommend; X not recommend 

–       If you end up with more or less than the recommended numbers, I encourage you to talk through with your teammate and/or reach out to me or Jocelyn to talk through!

Here are our review teams and the links take you to the folders containing the application and the supplemental portion:

Team 1: Team Member Names

Team 2: Team Member Names

Team 3: Team Member Names

Team 4: Team Member Names

So, link up with your teammate ASAP and set a time to pick your recommended students.

Don’t hesitate to reach out to me with any questions.

Sample Email to Accepted Applicants

Dear Tinker Academy applicant,

Congratulations! On behalf of [YOUR ORGANIZATION], we welcome you to join the Tinker Academy [INSERT SESSION NAME OR DATES], at [INSERT LOCATION].

At the Tinker Academy, you will:

• Learn principles of math, science and technology through a variety of fun activities including coding, modeling, crafting, sewing and building.
• Be inspired to exercise your creativity and problem-solving skills.
• Meet and interact with other students who enjoy math, science, technology, art and making – just like you!
• Meet women leaders in STEM and Making areas.
• Create and take home your own projects.

** IMPORTANT ** To secure your spot in the [SESSION NAME], click on this Google Form to review the Program Expectations, Code of Conduct and Liability disclosures. You MUST submit the Confirmation Form by the end of the day on [INSERT DATE].** This will allow us to extend the opportunity to students on the Wait List if you are not able to commit.

The instructor for the academy will be in contact with you a couple weeks before your session to check in and introduce herself and provide you with more information about where to go, what to expect, etc.

Again, congratulations. We look forward to meeting you soon!

Sample Email to Wait List

Thank you very much for your interest in the Tinker Academy. After a very challenging review process, you have been placed on the Wait List. We hope you continue to seek out opportunities to explore STEM!

We received nearly 2x the applications than we have seats available in the program, and the Review Committee had to make difficult choices in selecting participants among the many highly qualified applicants. By placing your application on the Wait List, you will be immediately notified if a spot becomes available in the program.

We encourage you to apply again next year if you are still eligible. If you would like specific feedback about your application, you may submit an inquiry to me and we will do our best to answer your questions.