Before reaching out to potential participants, you should think about a maximum class size that you would like to have. We recommend a ratio of 1 facilitator subject matter expert : 1 helper subject matter expert : 15 students for Data Clubs. For Data Clinics, the ratio isn’t as structured, and largely depends on the institution’s culture and learning goals. For example, a smaller ratio of subject matter experts to students might allow for individual questions to be better addressed. On the other hand, a larger ratio could encourage better group work and collaboration for problem solving. Your class size may also depend on your mode of course delivery – online participation is often passive in that participants online are less likely to participate and discuss to the same extent as in-person participants.
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For Data Clubs, we recommend targeted registration if your maximum class size is 35 people or less. This might mean reaching out to team leaders within your institutions or regional partners – these team leaders can then be asked to nominate a few individuals each for participation.
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For Data Clinics, you may wish to leave registration open, since these topics are more ad-hoc and based on individual needs. However, there is a risk in doing so because you may generate broader interest such that you exceed the recommended ratio of participants to facilitators. If you are worried about running such a risk, we recommend adopting a targeted registration strategy akin to the strategy for Data Clubs.
Gathering information from those who registered is useful for both Data Clubs and Data Clinics. We recommend gathering information such as name, contact number/email, role, and organization - as long as the information you collect aligns well with General Personal Data Protection Laws that your institution abides by.
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