You've submitted a request... what happens now?
WV SPOT Scheduler and Coordinator are notified of new requests via email. WV SPOT Ambassadors are notified via email about your requests.
Available Ambassador(s) notify Coordinator by emailing email@example.com indicating their availability to present. Coordinator will introduce them to the individual requesting the presentation (Requester) via email.
Ambassador continues communication with the Requester to confirm details of the request such as presentation, hands-on activities, number of students, age range of students, etc. and to determine a date and time for the visit.
Once the visit details are confirmed by both the Requester and Ambassador, Ambassador emails Coordinator to inform of the confirmed date and time of the presentation.
Coordinator sends out final confirmation email to both Requester and Ambassador with relevant documents attached.
Ambassador presents on confirmed date and time.
Teacher completes the Evaluation Form (button below).
Once Connected with an Ambassador
Travel Stipend Information
If you indicated your organization's ability to provide a $50 travel stipend in the request form, you'll receive an email from the Coordinator, once an Ambassador is matched with you request, that will including an invoice with further instructions. If you have any questions or need additional information about the stipend email or call the Coordinator at firstname.lastname@example.org or (304) 456-2368.
This stipend is fully-refundable should the event not take place and can be credited should a planned event be rescheduled.
Payment can be made over the phone by calling (304) 456-2227 or by mailing a check to:
Green Bank Observatory
PO Box 2
Green Bank, WV 24944
Checks should be made payable to Green Bank Observatory and include the organization name and date of presentation(s) in the memo line.
Q: Are only schools allowed to request presentations?
A: No. We receive requests from museums, churches, non-profit youth groups, and the like! If you're uncertain about whether a SPOT presentation is right for you contact: email@example.com.
Q: Does a WV SPOT visit cost anything?
A: Yes and no. We encourage payment of a $50 travel stipend per visit but it is not obligatory for schools, clubs, organizations, or programs to provide this if they don't have the means.
An invoice will be provided via email for those who indicate the ability to provide the travel stipend. This is sent once an Ambassador has indicated their availability to claim your request. Checks are made payable to AUI/GBO as the Green Bank Observatory pays for the Ambassador's travel and your check will reimburse that cost.
Some schools or organizations are able to provide a check to the Ambassador directly. If this applies to you, write the check out to the Ambassador and give it to them the day of the visit. If there is more than one Ambassador presenting, only provide the stipend to the Ambassador who drove.
If neither of these are options for you or your school/ organization, we can discuss alternative options.
Any questions about payment should be sent to firstname.lastname@example.org.
Q: Do Ambassadors undergo background checks?
A: No. By submitting a presentation request you are agreeing to be present, or to coordinate a school official to be present, for all aspects of the Ambassador's visit, including presentations and hands-on activities. You agree to hold harmless WV SPOT and all of its affiliates, sponsors, and members.