2010-2011 Coordinator Guide

8/2/2019 2010-2011 Coordinator Guide

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Community Impact @ ColumbiaUniversity

Coordinator Guide2010-2011


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NotetoCoordinators... 3

WelcometoCommunityImpact 4

MissionStatement 4

AHistoryofService 4

CIStructure 4

IntroductiontoCoordinating 5

DesigningaTrainingModule. 7

ProgramDevelopment:YouthTutoring,Mentoring,&CulturalPrograms. 12

MentoringPrograms 13

Classroom-BasedPrograms 14

ProgramDevelopment:EmergencyServicesPrograms 23

ElementsofSuccessfulProgramming 23

ElementsofSuccessfulEventPlanning 26

ProgramDevelopment:AdultEducationPrograms 29

ElementsofSuccessfulProgramming 29

ProgramEvaluation.. 30

ElementsofSuccessfulEvaluating 30

GeneralCoordinatorTips 33

Logistics.. 35

RoomReservations 35 ComputingHints 36

PrintingServices 39

TreasuryProcedures 40

Public&EmergencyBenefitsinNYC 44

Safety&EmergencyProceduresforYouthPrograms 44

CommunityImpactFamily.. 57


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Dear Student Coordinators,

Thank you for your continued commitment to Community Impact and its various volunteer

organizations! As the issues that surround us grow, we must continue to perfect the

formula for successful volunteering in order to optimally serve the Morningside Heights

and greater New York communities. To be less than our best, is to fail the communities we

are here to serve.

A famous Japanese proverb states: Vision without action is a daydream. Action without

vision is a nightmare. With this sentiment in mind, we are urging program coordinators tobegin thinking of ways in which they can improve their programming, without abandoning

key elements that have been successful in the past. To that end, we have created a new

and improved Coordinator Guide that is filled with many exciting new tools that will allow

you to maximize the quality of your programming. The new Coordinator Guide includes

three new sections: Designing a Training Module, Program Development, and Program

Evaluations. Some features include, Checklists, Elements of Successful Programming, and

Approaches, all geared towards providing you with ideas and templates to use during

program planning. We encourage you to collaborate with fellow coordinators; you will be

surprised by what you can gain from a quick brainstorming session!

I hope you find lots of fruitful information and tidbits that will enhance the way you

currently design your programs and interact with participants and volunteers. This guide

was created based on coordinator feedback, research, and my experience as a Community

Impact Student Coordinator. Special thank you to the Community Impact staff, notably

Katy Saintil, Emily Ford, and Dasha Wise, for helping me turn my ideas into a reality. Let

the coordinating begin!

Alani Gregory

2009 Community Impact Van Amson Fellow


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CommunityImpactsmissionistoadvancethepublicgoodbyengagingColumbiaUniversitystudentsin

highquality service in partnershipwithcommunityorganizations,meeting critical communityneeds,

developingstudentleadership,connectingserviceandlearning,andfosteringanenvironmentofmutual

respectintheneighborhoodssurroundingtheuniversity.

CommunityImpact(CI)isanonprofitorganizationatColumbiaUniversitydedicatedtoservinglow-

incomeindividualsandfamilieslivingintheHarlem,WashingtonHeights,andMorningsideHeights

communities.CIwasfoundedin1981byColumbiaUniversitystudentvolunteersandwasincorporated

in1987toprovidefood,clothing,shelter,education,jobtraining,andcompanionshipforresidentsinits

surroundingcommunities.Today,over900studentsprovidesocialservicestomorethan8,000people

through25CommunityImpactprograms.EachyearCIprovidesmealsandgroceriesto4,000homeless

andlow-incomepeople,helps265elementaryschoolchildrenlearntoreadatgradelevel,enables600

adultstoworktowardstheirHighSchoolequivalencydiploma,helps900universitystudentvolunteers

deepentheircommitmenttocommunityservice,andmuchmore.

Student BodyNon-for-profitUniversity

Volunteers

CI Board of Directors

Academic Committee

CI Staff CI Student Executives

Coordinators

Chaplain Davis

Provost SteeleStudent Councils

F@CU

Program Committee


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ResponsibilitiesandRequiredEvents

1. Retreat:AtleastonecoordinatorfromeachprogrammustattendCommunityImpactsAnnualRetreat.Ifabsent,thecoordinatormustattendtheMake-UpRetreat(heldoncampusduring

September). Purpose:Toprovidetrainingforcoordinatorsortheacademicyearandtofacilitatestrategic

planningforCommunityImpact.

Time:TheThursday/Friday(includingovernight)beforeschoolbegins.

2. OpenHouse:Atleasttworepresentativesfromeachgroup(atleastoneofwhommustbeacoordinator)mustbepresentateachsemestersOpenHouse.

Purpose:Torecruitvolunteersfortheacademicyearandgrowawarenessofyourprogram. Time:Within2weeksofclassesstarting(September&January).

3. Orientation/Training:Providewrittenand/orverbalorientationsandtrainingsessionsforallnewvolunteers. Purpose:Toprepareyourgroupfortheresponsibilitiestheywilltakeonasvolunteersin

yourCommunityImpactprogramandintroducethemtoparticipantdemographics.

Time:Within2weeksofstartingyourprogram.

4. VolunteerRegistration:CoordinatorsandvolunteersalikeshouldfillouttheVolunteerRegistrationformontheCommunityImpactwebsiteassoonastheyarecertainofwhatprogram(s)theywill

volunteerwith.

Purpose:ToobtainaccuratestatisticalanddemographicdataonCommunityImpactsvolunteerswhichisvitaltoreportsandfundraising.

Time:Assoonaspossible!!!**Registeronlineat:http://www.columbia.edu/cu/ci/volunteers/registration.html

5. Budget:PrepareabudgetandlearnCommunityImpactsfiscalsystemtoaccessprogramfunds. Purpose:Tolearnfiscalresponsibilityandproceduresforfundingyourprogramwillreceive

andspendthroughouttheyear.

Time:ProcedureswillbereviewedattheCommunityImpactRetreatandthroughouttheyear.Detailedinstructionswillbeavailableonlineaswell.

**(SeeLogistics)

6. Evaluations:Setprogramgoalstobemeasuredbyayear-endwrittenevaluationandadministeryouthprogramparticipantsurveys.

Purpose:Toprovideinformationonoursuccesses,challenges,andoutcomesforprogramparticipants,coordinators,volunteers,staff,andCommunityImpactsdonorsandtoguideongoingprogramdevelopmentandcontinuousimprovement.

Time:Administerpre-programyouthparticipantsurveyswithin2weeksofstartingyourprogramandpost-programsurveyswithin2weeksofending.Submitaprogram

reapplicationmidspringsemester.


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7. TownHalls:CoordinatorsmustattendallsixTownHallmeetingseachyear(volunteersarealsowelcome).CoordinatorattendancewillbetakenateachTownHall.

Purpose:Toprovideinformation,resources,andtrainingforallCommunityImpactgroups,andtocreateaforumfordiscussionofkeyconcerns.

Time:8:00-9:00pmonWednesdaystobeannounced.

8. CoordinatorGuide:ReadthisCoordinatorGuidethoroughly!!Providecopiestoyourfellowcoordinatorswhodonotattendtheretreat.

Purpose:TogiveyouanoverviewofCommunityImpactandtohelpansweranyquestionsyoumayhaveasacoordinator.

Time:Readpriortobeginningprogramming.**ThiscanalsobefoundontheCommunityImpactwebsite.

9. Binders:Everygrouphasabinderin105EarlHall.Readandupdateyourgroupsprogrambinderatleasttwotimesperyear.

Purpose:ToholdgeneralinfoaboutthegroupandCommunityImpact(partner,program,trainingorientation,evaluation,samplesofgroupwork,etc)andisaresourceforfuture

coordinatorsandvolunteers. Time:Allcoordinatorsshouldfamiliarizethemselveswiththebinderandreadwithinone

monthofthestartofthesemester.

10.VolunteerAppreciationDinner(VAD):Ayear-endpartyforyouandallofyourvolunteersandcoordinators.

Purpose:Tohonorandcelebrateourvolunteersandshowourappreciationfortheirwork. Time:EndofApril.

11.Succession:Helpselectandpassonalloftheaboveinformationtonextyearscoordinatorsinwaiting.

Purpose:Toselectandpreparethecoordinatorswhowillsucceedyou.

Time:Beginlookingafullsemesterbeforeyoumoveon.**IntroduceyoursuccessortoeveryoneatCommunityImpact,showthembinders,

forms,etc.beforeyouleavethegroup

12. AnnualBenefitAuctionandSpecialEvents:Weneedyourhelpfortheseevents.ForadditionalCommunityImpacteventsthroughouttheyear,especiallytheCommunityImpactAuction(held

intheSpring),pleaseseeourstudentcalendar,contactyourstudentexecutive,oranystaff

memberwithanyquestionsorcomments.


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Trainingsessionsareessentialfornewandreturningvolunteers.Trainingensuresqualityprogramming

andexposesvolunteerstotheissuesandcommunitiesinwhichtheywillbeworking.Belowisanoutline

thatwillhelpyoudevelopasuccessfultrainingmodule.Youcanmoldthetrainingtoreflectthespecifics

ofyourownprogram.Thistrainingmoduleisdesignedtolastfor2hours,butitmaybecondensedor

expandedbasedonyourparticularprogramneeds.(Themaximumtimefortrainingshouldgenerallybe

about2.5hourstopreventparticipantsfromlosinginterest.)

GeneralPlanningTips

Belowaresometipsforputtingthetrainingtogether.

Checklist:

SetadateandtimeforyourtrainingsessionthatworksforallcoordinatorsANDtheagencyrepresentative.Ifnecessaryschedulemultipletrainingstoaccommodatemostpeople.Besure

toreservearoom(SeeLogistics)!

Icebreaker


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Contactyourpartneragencyoradvisorseveralweeksinadvancetodiscussthepresentation&discussion;additionally,contactthestaffadvisororpartneragencyforanyadviceonexecuting

thetraining.

Createatimelinedetailingthetasksthatneedtobecompletedeachweekleadinguptothetraininganddistributeittoallcoordinatorsandtrainingfacilitators.

Gatherallmaterialsthatyouneedfortraining(i.e.printedmaterials,food,beverages,andwritingutensils).

Useyournextregularmeeting,preferablytheonebeforeyourfirstprogram,todiscussanythingthatyoumayhaveleftoutoftrainingortoclarifyanyconfusingtopics.

Icebreaker:

Purpose:Toallowvolunteerstointeractwitheachotherandtogainasenseofthegroupdynamic.Itsetsarelaxedatmospherefortraining.

Approx.Time:15minutes

Checklist:

ChooseanIcebreakerappropriatetothevolunteersandthesizeofgroup Gathernecessarymaterials. HaveFun!!

IcebreakerBank:

Thefollowinglistisnotexhaustive,feelfreetodiscoveryourownicebreakers.Theseandother

icebreakerscanbefoundat:www.residentassistant.com/games/icebreakers.htm.

M&Ms

PassabagofM&Msaround,andtellthegrouptotakeasmanyastheywant.ForeachM&Mtheytake,

theyhavetotellafactaboutthemselves(orwhattheydidthissummeretc.).Youmayalsodesignatea

particularquestiontoaparticularM&Mcolor.Therearemanyvariations,suchasrippingoffsheetsof

toiletpaper.

Commonalities

Splitmembersintopairs.Eachpairwillhave30secondstofind5thingstheyhaveincommon.Atthe

endofthe30seconds,puttwopairstogetherandgivethefoursomeaminutetofindsomethingall4

studentshaveincommon.Finally,eachgroupcanpresentthelistofthingstheyhaveincommon.(You

canusethisactivitytoformgroups.)


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TwoTruthsandaLie

Participantsmustwritedown(orstoreintheirheads)3thingsaboutthemselves:2truthsand1lie.

Eachparticipantsharesthesethreethingsandtherestofthegroupmustfigureoutwhichfactisreally

alie.

HumanTaco

Notecardswithtacoingredientsareplacedonthebacksofparticipants(e.g.anotecardthatsays

salsa).Participantsdonotknowwhatingredienttheyaresotheymustaskyes/noquestionstofigure

outwhatingredienttheyare.First,explainthecorrectorderofahumantaco(shell,meat,cheese,

lettuce,tomato,andsalsa).Givethestartcommand:Imhungryletseat!Participantsmustfigureout

whatingredienttheyareandlineupinthecorrectorder.

MemoryCircle

Participantsmustformacircle.Thefirstpersonsaystheirname,hometown,andfavoritecolor(orany

otherfact).Continuegoingaroundthecirclewitheachpersonrepeatingthefacts(name,hometown,

favoritecolor)ofallthepersonsprecedingthemandtheirownfacts.Thelastpersonhasareallydifficult

task!Tomakethegamemoredifficultyoucanaddmorefactsthatthegroupmustremember.

HumanScavengerHunt

Createagamesheet(inaBINGOformat)withquestionswithinsquares.Thecentersquareisthe

freebie.Participantsmustfindotherpeoplewhocanansweryestotheirquestions.Havetheperson

signtheirnameinthatsquare.MeetasmanypeopleasyoucanandfillaBINGO!(acomplete

horizontal,vertical,ordiagonalline).Youcanonlyuseeachparticipantonce.

Introduction:

Purpose:Tore-focusaftertheicebreakerandoutlinetheeventsoftheday.Welcomenewand

returningvolunteers.

Approx.Time:10min

Checklist:

Introduceprogramcoordinators&trainingfacilitators. Outlinetheagenda. Prepareabriefblurbaboutthegoalandpurposeofyourvolunteerprogram. ExplaintheprogramsrelationshiptoCommunityImpactanditsGoverningBoard. *Optional:Statepertinentstatisticsthatrelatetotheissueyourorganizationisworkingon.(CIs

EvaluationOfficerhaslotsofgreatresources!)


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ProgramOverview

Purpose:Toexplainprogramobjectives,goals,programelements,siteinformation,andparticipant

demographic.

Approx.Time:20min

Whyisthisimportant?Thisallowsvolunteerstobecomefamiliarwiththeeventsoftheprogramday

priortothefirstdayofinteractionwithparticipants.Italsoallowstheprogramcoordinatorsto

introducenewprogramelementsanddiscusschanges.

Checklist:

Prepareasummaryoftheoverallstructureoftheprogram. Discusssafety&emergencyprotocols. Createandprintmaterialsthatwillhelpvolunteersunderstandaregularprogramday

(e.g.handoutsindicatingtheimportantprogramelementsetc.).

*Optional:Giveabrieftouroffacility(iftrainingsessionheldinthesameplaceastheregularprograms);highlightimportantplacesandemergencyprocedures,including

whentonotifyCIstaff.

PartnerAgencyPresentation&Discussion

Purpose:Tointroducevolunteerstothepartneragencyoradvisorandtoensurethatvolunteers

understandtheissuestheyareworkingon(e.g.tutoring,mentoring,diabetes,AIDS,healthinsurance

availability,nutrition,etc.)byengaginginadiscussionwiththepartneragencyrepresentative.

Approx.Time:30min

Whyisthisimportant?Manyvolunteersmaylackpreviousexperiencewithspecificsubjectareas,thus

apresentation&discussionwillallowvolunteerstobecomecomfortablepresentinginformation.Thisis

alsoanexcellenttimetodescribehowthepartneragencyand/oradvisorassisttheprogram.

Checklist:

Asktheadvisororchooseaspeakerfromthepartneragencytopresentatthetrainingseveralweeksinadvance.

Advisethespeakerofwhats/hewillbeexpectedtodiscuss. Gathernecessarymaterials(projector,handouts,pens). BrieflyintroducetheAdvisor/Speaker. Provideguestwithwater. AllottimeforaQ&A.


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ProgramSimulation

Purpose:Todiscussindetailthetypicaleventsofaprogramday.

Approx.Time:35min

Whyisthisimportant?Itisimportantforvolunteerstogetanunderstandingofthetypicalprogramday

priortothefirstprogram.Italsoallowsthemtoseehowprogramplanstranslatetoaction.Thisisthe

perfecttimetointroducenewprogramelements.Programsimulationisbeneficialforbothnewand

returningvolunteersbecause it establishes thehighexpectations fordesigningqualityprogramsand

events.

Checklist:

Simulateanddiscusstheimportantelementsofyourprogram. Useyourdiscretiontodeterminehowthoroughlyeachprogramelementwillbe

demonstrated.

Contactreturningvolunteerstoseeiftheywouldbeinterestedinassistingwiththeprogramsimulation.

Includeasnackhereifitisanelementofyourprogram.Thismaybetheperfectwayforyoutotiefoodintoyourtraining!

Thissectionmustbedesignedspecificallyforthetypeofwork.Hereareacoupleofexamples:

Classroom-BasedPrograms:

Chooseaprogramlessonplanthancanbeusedinthesimulation.Ideally,thiswouldbeasuccessfullessonplanthatwasusedinthepast.

AdopttheProgramAgendatemplate(SeeProgramDevelopment:Samples)toyourownprogramifyoudonothaveadequatelessonplanstochoosefrom.*Donotusethe

templateifyoudonotintendtouseitforthemajorityofyourprogramlessonplans.

DiscusstipsforConflictResolutionbasedonpastorhypotheticalsituations.EmergencyPrograms:

Describethetypesofevents,activities,&specificareasofserviceaddressedbyyourprogram.

Outlinetheagenciesthatyoucollaboratewithandtheresourcestheyprovide. Discussparameters&protocolsforyourprogram(SeeProgramDevelopment:Samples).


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ClosingRemarks

Purpose:Tothankthevolunteersandpartneragency/advisorforparticipatinginthetrainingand

reiterateanyimportantinformation.

Approx.Time:10min

Whyisthisimportant?Makingconnectionsbetweenalltheprogramtrainingelementsensuresthat

volunteersunderstandtheimportanceofattendingtraining.

Checklist:

Reiteratethepurposeandexpectationsoftheprogram. Thankvolunteers,advisors,andtrainingfacilitatorsforparticipating. Provideavolunteerfeedbacksurvey.Thiscanbeusedtoimprovefuturetrainings.

Topicsvolunteersdontunderstandcanbeaddressedintheregularmeeting.

Programcoordinatorsandvolunteerscanmaximizetheeffectivenessoftheirprogramsbyfocusingon

theelementsoutlinedbelowthatprovideparticipantswithaproductiveandengaginglearning

environment.ThissectionisdividedintoguidelinesforMentoringProgramsandClassroom-Based

Programs;however,coordinatorsmayfindusefulinformationinbothsections.


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A.MENTORINGPROGRAMS

VolunteerCommitment:

Neverpromisemorethanyoucanperform(P.Syrus):Toensurethatvolunteersareanactivepartof

theirmenteeslife.

Approaches:

Ensurethatvolunteerscommittoatleastoneyearofservice.

Matchmentorsandmenteeswithsimilarinterests,notnecessarilybasedongenderandrace. Besurethatvolunteersareschedulingregularmeetingswiththeirmentees;stressthe

importanceofpunctuality.

Scheduleorganizationalmeetingstodiscusstheprogressmentorsaremakingwiththeirmentees;supervisionkeepsvolunteersoncourse!

Createalistoffree&inexpensiveplaceswherevolunteerscantaketheirmentees.


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Relationship-Building:

Thegreatestgoodyoucandoforanotherisnotjusttoshareyourrichesbuttorevealtohimhisown.

(B.Disraeli):Toensurethatvolunteersarefosteringhealthyandlastingrelationshipswiththeirmentees.

Ensurethatvolunteersdothefollowing:

Praisetheirmenteeswheneverpossible. Taketimetounderstandtheirmenteesculturalbackgroundandlivingsituation. Encouragehim/hertomaintainapositiveoutlookandleadbyexample. Bepatient,somechildrentakelongertocomeoutoftheirshell. Remainhonestwiththeirmentee. Attendrecitalsandschoolprograms(ifappropriate)toshowtheirmenteesthattheycare. Allowmenteestodirectconversationsandhaveachoiceinthedaysactivities. Refrainfromusingobsceneornegativelanguagearoundyourmentee.

DiffusingStickySituations

WeareinthestickiestsituationsinceStickythestickinsectgotstuckonastickybun(R.Atkinson):To

ensurethatvolunteersknowhowtoproceedwhenfacedwithdifficultsituations.

Approaches:

Trainvolunteerstodealwithdifficultsituations(pregnancy,drugabuse,violence,truancyetc.)byengaginginroleplayingdiscussionsduringtrainingandorganizationalmeetings.

Informvolunteersthattheyshouldonlygivemodestgifts;amenteeshouldneverbegivensomethingtheirfamilycannotafford.

Remindvolunteersthattheyarenotpsychologistsorlawenforcers,ifamenteeisbeingharmedtheymustcontacttheparentagencyoryourCommunityImpactadvisorassoonaspossible.

Ensurethatvolunteersdonotsharetheirmenteesconfidentialinformation. ObtainacopyoftheSafetyandEmergencyProceduresmanualfromCommunityImpactadvisor

and/oryourpartneragency.


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B.CLASSROOM-BASEDPROGRAMS

Repetition:

PracticeMakesPerfect:Toensurethatstudentsareretainingtheinformationthatyoupresenttothem,

itiscriticalthattheinformationispresentedseveraltimesandindifferentformats.

Approaches:

Introduce,Do,Review!o Introduceparticipantstowhatyouwillbediscussing;Doit;thenReviewit!

Reviewthepreviouslessonsmaterial;thiscanbedoneasanopeningactivity/game;afunquiz;awordscramble,abriefdiscussion,etc.

Centerseveralactivitiesononeparticulartopicanddriveithome.DoNotpacktoomuchinformationintoonesession.Remember:Itisbetterforparticipantstoclearlyunderstand

onetopic,thantosomewhatunderstandbitsofmanytopics.


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UsingFactualInformation

HonestyistheBestPolicy:Toensurethattheinformationtransmittedtoparticipantsistruthfuland

backedbyevidence.ForHealth&EnvironmentProgramstheinformationyoutransmittoparticipants

canimpacttheirhealth,soalwaysfact-checkyourinformationbeforeyoupresentit.

Approaches:

Usemorethanonesourcewhengatheringinformation. Double-checkwithpartneragencyoraphysicianadvisorregardingmedicallyrelated

information.

Obtainfacts,figures,&samplelessonplansfromcrediblewebsites(.edu,.gov,.org).

AskingQuestions

ToBeorNottoBe,ThatistheQuestion:Toensurethatparticipantsaregraspingtheinformationandto

facilitateinteractionbetweenstudentandvolunteers.

Approaches:*Someinformationinthissectionobtainedfrom:TheMadelineHunterModel:ElementsofEffectiveInstruction

http://www.humboldt.edu/~tha1/hunter-eei.html

Encourageparticipantstoaskquestionsandactivelyengageinthelearningprocess. Askquestionsclearlybeforedesignatingwhichstudentwillanswer. Donotaskastudentaquestion,ifyouknows/hecannotanswer. Calmlyrepeatthequestionand/orgiveahintifthestudentishavingtroublewithaquestion. Pullthestudentasideforsomeone-on-onetimeifs/hecontinuestohavedifficultywiththe

concepts.DoNotGiveUp!

Usedifferentwaysofobtainingresponses:o IndividualResponseso GroupResponseso VisualResponses(i.e.thumbsup,headsup,getcreative!)o Writing(ontheboard,Jeopardystyle,etc.)o Taskperformance


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Creativity

APictureofManyColorsProclaimsImagesofManyThoughts(D.Favors):Toensurethatthe

participantsareengagedandexcitedtoreturntoprogrameachweek.

Approaches:

Centerlessonobjectivesaroundhands-ongamesandexperiments,butbesurethatthelessonobjectivesarebeingtaughtsimultaneously!

Usecredibleonlinevideoclipstoexplaindifficulttopics(i.e.Youtube.com;Mayoclinic.com). Taketimeouttogoovernutritionalvaluesinthedayssnack! Usemusicwhenpossible! DigupyouroldHalloweencostumeswhendoingskitsorroleplaying. Createawardsandcertificatestogiveoutattheendofthesemesterorafterthecompletionof

activities/experiments.

Developadetailedlistofnewandoldsuccessfulactivitiessotheycanbeusedinfuturelessons.Thefollowinggamescanbeusedastemplatestodesigneducationalactivitiessuitableforyourprogram:

GiantMatchingGame:Placewordanddefinitiononseparateindexcards(orbigstarcutouts!)andhave

themmatchtheappropriatecards(worksgreatwithteachingfactualinformation,vocabulary,etc.).

Jeopardy:Teststudentsknowledge;canbedoneasindividualorgroups

RelayRaces/ObstacleCourses:Teachyourstudentsimportantinfoalongtheway!

Twister:Placeinfoonthecolorspots.

GroceryShopping:Createaministoreandhavekidsshopbasedonnutritionalinformationyouneed

themtolearn;(Monopolymoneyaddsaspecialtouch!).

Duck,Duck,Goose:WhoeverisITmustsharethenecessaryinfowiththegroup.

Experiments:Findcoolandfunscienceexperimentscanbefoundonthewebandinbooks.


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Organization

BuildingaWell-OiledMachine:Toensurethattimeisusedefficientlyandensurethateachactivityis

completed.

Approaches:

Discussandreviewprogramactivitiesandcriticalinformationduringweeklymeetings. Makealistofwhowillberesponsibleformaterialsandsnack. Haveavisibleagendaforvolunteersandparticipants. Developaformattogetparticipantsaccustomedtoaroutine(SeeProgramDevelopment:

Samples)

o Ex:OpeningActivitySnackActivity1ExperimentsActivity2Cleanup RuntheactivitiesinStationswhere2ormoreactivitiesarerunningsimultaneouslywhen

dealingwithalargegroupofkids. Assignparticularactivitiesorprogramelementstospecificvolunteers.

o Placesomeoneinchargeof: TakingAttendance MaintainingtheArtSuppliesandPosters Snack RunningaParticularActivity/Experiment DistributingandCollectingStudentWork KeepingTrackofTime

ConflictPrevention

R-E-S-P-E-C-T:Toensureanenvironmentofmutualrespectamongstthevolunteersandparticipantsthat

isconducivetolearning.

Approaches:

Developasagroup(volunteersANDparticipants)asetofCommunityGuidelinesonthefirstdayofprogramandwritethemonaposter.Haveeveryonesignitandbringittoeachprogram

session!

Makecleartheconsequencesofundesirablebehavior.Informparentsoftheserulesandconsequences.ENFORCETHERULES!

Avoidpublicconfrontationswithstudents.Onevolunteer(preferably)shouldtakethestudentasidetotalk.

Designateasafeareaintheroomforstudentstoplaceallelectronics,cellphones,bags,andoutsidematerialssothattheyarenotdistractedduringprogram.


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MakeaRewardsPoster:Alltheparticipantsnameswillbeontheposterandduringeverysessiontheywillhavetheopportunitytogainstickerstoplacenexttotheirname.Attheendof

thesemester,participantswillreceiveanawardasagrouporasindividualsforobtaininga

certainamountofstars.Youcangetcreativewiththis!

Createabankofsimplefilleractivitiesthatvolunteerscanusewhenthereisgaptimebetweenactivitiesorwhenstudentsarriveearly;thislowersthechanceofdisruptivebehavior

breakingout(Ex.Hangman,WordScramblesheetsetc.).

TrainVolunteersinconflictresolutionbyexaminingpastand/orhypotheticalsituationsduringtraining.

Donttrytohandledifficultsituationsonyourown.CommunicateconcernstoeitheryourStafforStudentAdvisor.

ParentalInvolvement

ItTakesaVillage:Toensurecontinuedcommunicationbetweenparents,volunteers,andparticipants

andincreaseretentionratebykeepingparentsinvolved.

Approaches:

HoldaParentOrientationMeetingatthebeginningofthesemester;thiscouldbeabriefmeetingduringthefirstday/weekofprogram.

Handoutparticipationformsatthebeginningofthesemester,thismayincludeGeneralConsentForms,HealthInformationForms,PhotoReleaseForms,etc.(discusswithadvisor).

Informparentsoftherulesandconsequencesofundesirablebehavior. Updateparentsontheprogressoftheirkidsbycallingand/orsendinghomeanoteor

newsletter.

Talktoparentswhentheycometopickuptheirkids.

Volunteer-ParticipantBonding

HeWhoDarestoTeach,MustNeverCeasetoLearn:Toensurethatbothvolunteersandparticipants

growfromthemutualeducationalexperiencethattheyshare.Itisimportantthatvolunteersarewilling

tolistentotheconcernsoftheparticipantsandwhennecessarydirectthemtoadequateresources.

Approaches:

Taketimetounderstandtheculturalbackgroundandlivingsituationofthestudentsyouworkwith.

Inquireabouttheparticipantslifeoutsideofprogram.


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Speaktotheparticipantbriefly(ifchildhaspermission)whencallinghometoparents. Sharestoriesaboutyourpersonallife,collegeexperiences,andgoalswiththestudents. Directparticipantandparentstohelpfulresourcesifproblemsbeyondthescopeofyour

programarise(SeeLogistics).

FOLLOW-UPwithyourkids,itshowsthatyoucare!!!!

Whatisacurriculum?

Thecurriculumoutlinesthecontentthatwillbetaughtthroughoutthesemester/program.Itencompassesthetopicsthatstudentswillbefamiliarwithattheendoftheprogram.Itisabroad

overviewanddoesnotusuallycontaindetailedactionsteps.Awellplannedcurriculummaximizes

learninganddirectsprogramming.

Whyisitimportanttodevelopacurriculumwithlearningobjectives?

Learningobjectivesprovidecriteriauponwhichvolunteersandcoordinatorscanbuildlessonplans.They

ensurethatthecurriculumiscohesiveandorganized,allowingthelogicalprogressionofmaterial.

Learningobjectivesprovideclearandexactbehaviorsthatcanbeevaluated.Thelessonobjectives

ensurethatbothvolunteersandcoordinatorshaveaclearunderstandingofwhateachlessonis

supposedtoaccomplish.

CreatingLearningObjectives

1. Discusswithvolunteersandprogramcoordinatorsthetopic(s)tobecoveredduringthesemester.

2. Decidehowmanyprogramswillbeheldduringthesemester.3. Outlinethetopicsandtherelevantlearningobjectiveswithinthesetopicsthatwillbe

covered.Youdonothavetocreatelotsofobjectives,especiallyifyourprogramisjust

startingtodevelopmorestructure,youcansticktojustafew.(SeeProgram

Development:Samples)

4. Organizethetopicsintoanaturalflowanddecidewhatdatestheywillbepresented.Besurethatthetopicsnaturallyprogressandarearrangedcumulatively.

5. Designweeklyprogramsandactivitiesbasedontheobjectivesthatyouhavecreated.


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AssessingtheCurriculum

Whyisitimportanttoassessthecurriculum?

Thiscanbedonebeforeand/orafteryouhavecreatedyourcurriculumandlearningobjectives.Itisimportanttoassessthecurriculumtoensurethatyouaredesigningthebestprogramfor

theparticipants.

QuestionstoAsk:

Doesthecurriculumaddresstheproblemsthataffecttheparticipantsandthecommunity?

Howmuchspaceinthecurriculumshouldbedevotedtoeachsubjectmatter? Arethereanytopicsyoucandowithout? Havethesestudentsbeenexposedtothesetopicspreviously? Aretheobjectiveseffectivelyorganized,sothatyoucanmaximizelearning? Isthecurriculumappropriateandrelevanttothedevelopmentallevelofthe

participant?

Canweevaluatewhethertheseobjectivesarebeingmet? Cantheseobjectivesbetranslatedintoeffectiveprogramactivities?

ImplementingtheCurriculum

Approaches:

Delegateorletvolunteerschoosedays/lessons/presentationtopicsatthebeginningofthesemester.Thisgivesvolunteersampletimetodesignqualityprograms.

Communicatetovolunteershighexpectationsforprogramplanning. Ensurethatthevolunteersareawareofthekeyelementsthatmustbecontainedin

everyprogram(Ex.3activities,snack,andclosingdiscussion).

Setadeadlineforplanstobeturnedintoprogramcoordinatorsforreview. Reviewthelessonplans/presentationswithfellowprogramcoordinatorsandgive

suggestionstovolunteerstoenhancetheirprogram.

Discussordemonstrateactivitiesduringweeklymeetingssothatvolunteersunderstandtheactivitiesbeforeprogramday.

Ensurethattheactivitiesbeingusedtocoverthevarioustopicsarebothfunandeducational.

Developapre-test,whichcansubsequentlybeusedasthepost-testtomeasurehowmuchthekidshaveprogressed(SeeProgramEvaluations).


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CreatinganAgendaforProgramDay

Whydoweneedaprogramagenda?

Aprogramagendaallowsyoutoorganizetheeventsoftheprogramday.Itallowsfor

volunteersandcoordinatorstokeeptrackoftimeandthesequenceofevents.Additionally,it

allowsforeveryonetobeequallycapableofrunningtheprogram,notjustcoordinators.The

agendashouldbediscussedduringtheregularprogrammeetings.Belowisatableofsuggested

agendacomponents .(SeeProgramDevelopment:Samples)

Component ReasonforComponent

LearningObjectives Givestheprogramdirection,focus,anda

purpose;Providesmeasurableoutcomes

ActivityDescriptions Ensuresthatvolunteersunderstandandcan

executetheprogramactivities

TimeAllotments Ensuresthattheprogramrunsinaorganized

manner

Materials&SnackList Ensuresthatallmaterialsarepresenton

programday

SpaceRequirement Ensuresthattheactivitiescanbedoneinthe

availablespacebeforeprogramday

ProgramCoordinatorsandvolunteersworkinginEmergencyServiceprogramscanmaximize

impactandenhanceprogrammingbyconsideringafewsuggestionsoutlinedbelow.


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EstablishPurposeandGoals

KnowWHATyouwanttodo

Brainstormwithstaffadvisorandvolunteersandcomeupwiththegoalsforthesemester. Knowandlistareasofservice. Bespecific!Listwhattypesofevents/programsessionsyouwillhaveandyour

expectationsfortheevents/programsessions.

KnowWHYyouwanttodoit

Re-establisheachyearwithvolunteersandfellowcoordinatorswhyyouaredoingtheworkyouaredoing.Havetheissueschangedwithinthecommunity?Doyouneedtofocus

onnewissues?

Thinkaboutthepurposeofyourregularprogrammingandevents.Doyouwanttoinform,educate,oradvocate?

KnowHOWyouwilldoit

Createaprogramroadmapatthebeginningofthesemesterthatsetsvolunteerexpectations.Thingscanbeamended,buthavingaroadmapisimportantfor

accomplishingyourgoals.

Doyouinvolveyourpartneragency/participantsinprogramplanning? Developanactionplanforallofthesessionsthatyouwillbehaving.Itshouldincludethe

purposeofthesessionandyourexpectationsforthesession.

SetParametersandProtocols

Parametersandprotocolsensurethatvolunteersarefullyawareoftheservicesandthelimitationsofthe

program,sothattheycanoptimallyserveclients.

1.Developauser-friendlydocumentthatstatestheparametersandprotocolsofyourorganization(SeeProgramDevelopment:Samples)

Ensurethateveryvolunteerhasaccesstothisdocument Addresstheprotocolsandparametersduringtraining(SeeDesigningaTrainingModule)

2. Addressthefollowingquestions: Whatservicesdowe(NOT)offer?


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Whattypeofcasesdowe(NOT)handle? Whatareouremergencyprocedures? Whatresourcescanwereferclientsto? Whataretheprotocolsforfrequentlyencounteredsituations?

o Clientneedstoapplyforhealthinsuranceo Clientneedstemporaryhousingo Clientneedsinformationonrecyclingcenterso ClientneedstoapplyforfoodstampsortheWICprogram

UpdateMaterials

Updatingmaterialsiscrucialtoprovidingclientswithaccurateandup-to-dateinformation.

Ensurethatcontactinformation,trainingmanuals,pamphlets,surveys,parameters/protocolsandanydistributedmaterialsareupdatedatthebeginningofthesemester.

Saveaneditablecopy(CIbinders,CD,jumpdrive,etc)ofmaterialsthatfuturecoordinatorswillhaveaccessto.

Writechangesdirectlyontothedocumentifinformationindocumentschangeafterprinting.

Factorintoyourbudgetthecostofprinting.

CreatePamphlets

Pamphletsaregreatfortablingeventsandgreattoolsforsharinginformationaboutyourprogram.

Whattoinclude?

MissionStatement GroupsandPartnerAgencysContactInformation Servicesyouoryourpartneragencyoffers Programmingdaysandtimes

Howtocreateit?

ProgramssuchasMicrosoftPublisherorMSWordhaveuser-friendlytemplates. Designoneormorepamphletsdependingontheneed.Forexample,youmaycreatea

pamphletthatdescribesyourservicesandalsohaveotherpamphletsthathighlight

specifictopics.

Donotfillthepamphletwithtoomuchinformation;peoplewillbelesslikelytoreadit.


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BuildClient-VolunteerRelations

Trytorecruitvolunteersthatareproficientinthelanguageofthepopulationbeingserved(ex.Spanish,Mandarin)

Ensurethatvolunteershaveabasicvocabularyoffrequentlyusedtermsandphrasesinthelanguageofthepopulationbeingserved.Samplewords:hello,thankyou,medicine,lawyer,

insurance,form,signature,etc.

Beclearaboutyourroleandmakethelimitsofyourrelationshipcleartoparticipants.Undernocircumstancesshouldanyvolunteermakeplanstomeetadultoryouthparticipantsoutsideof

thecontextofyourregularprogramming.

Trynottogetoverwhelmedbyissuesyoucannotaddress;focusonwhatyoucandotohelp.Addresstheseissuesinregularprogrammeetings.

LetyourStafforStudentExecAdvisorknowimmediatelyifyoufeeluncomfortableabouthowaparticipantisrelatingtoyou(orviceversa).Ensurethatvolunteersknowthelimitsandare

comfortablecomingtoyouiftheyfeeluneasyaboutasituation.

Gainanunderstandingofclass,raceandgenderissues.Besensitivetobothparticipantandvolunteerbackgroundsandexperiences.

5KeystoSuccessfulEventPlanning

Belowarekeycomponentsthatwillensuresuccessfuleventplanning,whetheryouareplanningasmall

orlargeevent:

1. Planning Brainstormwithcoordinators,volunteers,andadvisors. Setyourgoals!Whatdoyouintendtoaccomplish(i.e.raiseawareness,affectcampus

policy,raisefunds,engagecommunitymembers)?

Howmanypeopledoyouwanttoattend? Willtherebeatableforliterature? Doyouwantaspeaker/performer?Makecontactearly! Thinkaboutotherstudentgroupsthatcanco-sponsortheevent. Reservearoom.(SeeLogistics)


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2. MakingaTimeline Createatimelineoutliningthetasksthatneedtobecompletedeachweekleadingupto

theevent.

Decidewhichvolunteerswillberesponsibleforcompletingeachtask.Choose(orletthemvolunteer)wisely!

SetdeadlinesandENFORCEthem.Thisreducesstressandensuresthatchaosdoesnotensue.

Typeupthetimelineanddistributeittoallinvolvedpersons.Thisensuresthateveryoneisonthesamepage.

Dependingontheamountofplanningneededatimelinecouldhavethefollowingformat:

3. Delegating Involveallvolunteersinplanningandexecution.CoordinatorsmustnotdoALLofthe

work.

Setupcommitteesforlargevolunteergroups.Forasmallgroup,makeindividualsresponsiblefordifferentareasoftheevent(Ex.publicity,findingtheeventspace,finance,

food&beverage,technicalmaterialsetc.).

Communicateyourexpectationstothevolunteers.Giveaccurate,honest,andtimelyfeedback.

4. Advertising Determineyourtargetaudience.Areyoufocusingonaspecificgroupofpeopleorthe

generalpublic?

Advertisetopartneragency/participantswhenappropriate. GotoCU/BCclasseswhosetopicisrelatedtotheeventyouareplanning.Askthe

professorifyoucanmakeabriefannouncementbeforeorafterclass.UsetheCUorBC

DirectoryofClasseswebsitetofindoutdaysandtimes.

Createanemail-listofpeoplewhomaybeinterestedinyourevents.Thislistwillgrowifyouaskeventparticipantstosigninandprovideanemailaddressattheevents.

Sendoutemailsmorethanonce!Thirdtimesthecharm.


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ProgramCoordinatorsandvolunteersworkinginadulteducationprogramscanmaximizeimpactand

enhanceprogrammingbyconsideringafewsuggestionsoutlinedbelow.

ParticipantAdvancement

Approaches:

Ensurethatvolunteersareawareofthecharacteristicsofadultlearners. Ensurethattheclassroomsarereserved. Continuetoreassessthecurriculum. ConsultwiththeStudentAdvisoryCommitteetoobtainprogramfeedback. Keeptrackofjobfairsandotherrelatedeventsinthecitythatcanbenefitparticipants. Beawareofthelatestexaminationrequirements,software,Microsoftsuitesetc. CollaboratewithotherJEEPprograms;participantswithinyourprogrammaybenefitfromthe

servicestheyprovide.

ContactColumbiaCenterforCareerEducationforusefulliterature.

Communication

Approaches:

Ensurethattutorsareawareofwhatisbeingtaughtintheclassroom. ConsultJEEPstaffcoordinatorswheneverimportantdecisionsmustbemade. Organizeforteacherstobeobservedintheirteachingenvironment;providethemwithtimely

feedback.


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Ensureyouhavethenecessarymaterials,books,andtechnologiestoservetheparticipants. MaintaincontinuedcontactwiththeJEEPstaffcoordinators,teachers,specialists,andtutors. Providevolunteerteachersandstudentstaffwithtraining. Allowstudentstoprovideconfidentialfeedbackabouttheirteachersortutorsperformance;

sharethisinformationwithteachers.

Activelyrecruitpotentialclients.

Whyisprogramevaluationimportant?

ProgramevaluationallowscoordinatorsandtheCIstafftoassesstheeffectivenessofprogramming

strategiesandtheoverallbenefitsoftheprogramsforparticipantsandvolunteers.Evaluationsprovide

informationonthesuccesses,challenges,andoutcomesoftheprogramsthatcanbeusedtoimproveprogrammingeachyearandsecurethefundingnecessarytomaintainCIsprogramsandservices.

Outcomevs.ProcessEvaluation:

OutcomeEvaluation:measurestheoverallbenefits,impacts,andchangestoparticipantsandvolunteers

asaresultofparticipatingintheprograms.CommunityImpactwillbeprimarilyresponsibleforoutcome

evaluations.

ProcessEvaluation:measurestheeffectivenessofprogramstructure,activities,eventsand/ortheextent

towhichparticipantshavelearnedmaterialincurriculum-basedprograms.Individualgroupswillbe

primarilyresponsibleforprocessevaluations.


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RecordingAttendance

Attendanceisessentialformeasuringprogramoutcomes;withoutconsistentattendancerecording,

accurateevaluationsarealmostimpossible.Withoutconsistentparticipantattendance,itisalso

impossibletomakeanimpact.

Createasigninsheetthathasthelistofparticipantnamesandprogramdates.Createalogofvolunteerattendance.

TurnintheattendancesheetstotheEvaluationOfficermonthly(atminimum). TurninacompleteattendancerostertotheEvaluationOfficeratthebeginningofprogramming

andattheendofprogramming,atthetimeofadministeringthesurveys.

ParticipantAssessment(Curriculum-BasedPrograms)

Establishinggoalsinthebeginningofthesemesterwillbeessentialtoassessingparticipants

progress!(SeeProgramDevelopment:DevelopingaSolidCurriculum)

Developapre-testthatcanbesubsequentlyusedasapost-testattheendofthesemestertomeasureparticipantsprogresswithregardstothelearningobjectives.

Createpre-andpost-testsonceyouhavedevelopedsemesterobjectives. Focusonincludingthebasic,testableinformationifyourprogramisnewtopre-andpost

testing.

Makepre-andpost-testingasfunaspossible,dontpresentitassomethingparticipantswillbegradedon.

Makenoteofthebehaviorofparticipantsonaweeklybasis;thiscanbenotedontheattendancesheet:

o Isthestudentvolunteeringanswers?o Isthestudenthelpingtocleanup?o Isthestudentparticularlyuncooperative?

RecordingClient/EventInformation(Advocacy-BasedPrograms)

Maintainadatabaseofclientsandtheservicestheyrequestsothatitmaybeavailableforfuturereference.

Follow-upwithclientsandrecordthepercentageofclientsthatwereabletobeassisted. Recordanyinformationthatissignificanttoassessingyourprogram(Ex.Numberofmeals

served,numberofclientsserviced,numberofattendeesatyourevents,etc.).


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CommunityImpactSurveysandSiteVisits

Surveys,forms,andframeworkscanbeannoyingtofilloutbutCommunityImpactmustcontinueto

ensurequalityprogramminginordertomaintainvolunteer,community,andfinancialsupport.

YouthparticipantsurveysaredistributedinhardcopybytheEvaluationOfficertothestudentevaluationcoordinator.SufficienthardcopiesareprovidedbyCI;however,thefileisalso

availableonlineontheCommunityImpactwebsite.

o Surveysareadministeredwithinthefirstandlast2weeksofprogramming.(SeeIntroductiontoCoordinating.)

CoordinatorandvolunteersurveysareavailableonlineontheCommunityImpactwebsiteandareadditionallydistributedviaemailattheendoftheyear.

Teacher,partneragency,parentand/orparticipantsurveyswillbeavailableinhardcopyform;theywillbeadministeredbyCIsEvaluationOfficerorcoordinators.

ReturnsurveystotheEvaluationsOfficerin204EarlHallassoonastheyareadministered.o Eachprogramwillreceivehardcopiesinafolderlabeledaccordingtoprogramandsite.

Pleasereturnthecompletedsurveysinthesamelabeledfolder.

ReadCoordinatorEmailsforfurtherinformation.BelowisabroadtimelineofexpectedEvaluationsforALLCIprograms:

DuebeginningofSpringsemesterReviseframeworks;groupsunderreviewsubmitwrittenreport


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ProgramStart-UpProcedures

ProvideStudentExecutiveswiththephonenumbersande-mailsofallStudentCoordinators.Obtaintheemailsandphonenumbersofallnewandreturningvolunteers.

Refertoyourprogrambinder(in105EarlHall)compiledduringthepreviousyearforprogramstart-upideas.

Startcalendaringevents,evenifdatesaretentative,(getroomsifyoudidntreservetheminthespring).Ifyoureservedroomsinthespring,cancelanyreservationsyounolongerneed.

Setdatesfor1)OrganizationalMeetingsand2)TrainingSessionso OrganizationalMeeting:Programoverviewo TrainingSession:Orientreturningandnewvolunteerstotheprogramo

ContactStudentExecand/orStaffadvisorsothattheycanattendthetrainingsession SchedulefirstmeetingwithStaffandStudentExecAdvisor. Ifyourprogramworkswithoutsideagencies,contactthemearlytoreacquaintand/orhave

thempresentattraining.

ContactCIstaffadvisorsaboutmakingsitevisits.

Orientation/FirstMeetingoftheSemester

Introducevolunteersandcoordinators. Obtainthecontactinformationofallvolunteers. Usethismeetingtocoverthingsthatyouwereunabletodiscussduringtraining. Describetheavailablejobs/responsibilitiesandallowvolunteerstochoosepositionsof

interests.

Determinethecalendarforthesemester;settingweekly/monthlymeetingdatesandtimes. Continuetoorientnewvolunteerswiththegroupandprogramelements. Discusshealthandsocialissuesthatarerelevanttoyourprogram. Bringsnacksandprepareanicebreakerifpossible(SeeDesigningaTrainingModulefor

icebreakerideas).


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OutreachandRecruitment

Posters:

IncludetheCIlogoandthefollowingnotationACommunityImpactProgram(Logoisavailablebycopyingthelogoatwww.columbia.edu/cu/ciorontheCIsharednetworkdrivein

theofficeat105EarlHall,undertheDevelopmentOfficeFolder{H:\commimpact\Development

Officer})

Placepostersbyelevatorsandmailboxes,andinstairwells.Donotposteroncityproperty(phonebooths,busstopsetc.).Itisillegal!

DontforgetgraduateschoolbuildingslikeTeachersCollege,GreeneHall,Uris,SIPA,andDodge,especiallyifgraduatestudentshavepreviouslyvolunteeredwithyourprogram.

Postermorethanonce,butbestrategic,notexcessive.Listservs:

Contacttheprogramadvisorforthedifferentlistservs(i.e.Pre-Med.Pre-Lawetc)toplaceablurbintheweekly/dailyemails.ContactstudentExecsforhelp.

Publications:

Publicizethejoysofvolunteeringthroughfeaturearticles,advertisementspace,andletterstotheeditorinTheColumbiaSpectatorandTheBarnardBulletin.

StateyourgroupsaffiliationwithCommunityImpactwheninterviewingforpublications;thisensuresCommunityImpactspresenceremainsprominentandattractive.

**Important:Whendealingwithmedia/publicityissues,andespeciallywhenapproachedfromanoutside

source,pleasecontactSoniaReeseoryourstaffadvisorbeforespeakingtothemediaagency.CIstaffmustb

awareof/approveyourinteractionwithmediasources.

Presentations:

TalktoRAsofdorms,especiallythosewithlotsoffirst-yearstudents,andseeiftheycangiveyouafewminutesduringthefloor-meeting.Ifyouplanrightyoucanhitmanyfloorsinone

night!

TeamupwithothergroupssothatRAsdongetsickofgivingustime.Tabling:

AttractprospectivevolunteersattheCIOpenHouses,ActivitiesDayFair(Columbia),andClubsDay(Barnard).

StudentExecContact:FeelfreetocontactthePublicRelationsOfficer,ChloeOliver

([email protected])whocanhelpwithconnectionsandsuggestions.


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EarlHall:

1. Torequestspace,[email protected]. FilloutanEarlHallSpaceRequestFormandreturnittoSandy,orplaceitinhermailboxin105Earl

Hall.

o Youcanfindtheformonlineat:http://wwwb.ais.columbia.edu/lerner/EarlHallSpaceRequest.jsp3. Responsetotherequestwillbeplacedinyourgroupsmailboxin105EarlHalloremailed.**Pleasesubmitroomrequestsasearlyaspossible;roomsfillupearlyintheyearandyoumayfind

yourselfwithoutameetingspace.PLEASEDONOTCONTACTEARLHALLONYOUROWN!

LernerHall:

Online:

1. Searchforavailableroomsbycheckingthereservationsbookonline,byclickingonEventSchedulingonthehomepage(http://www.columbia.edu/cu/lernerhall)

2. OnthehomepageclickontheBookingSpacetabandthenclickonRequestSpace.Finally,clickonSpaceRequestForm.

3. FillingouttheForm: SelectCommunityImpactunderadvisingoffice. Youraccountnumberisavailableonthecoordinatorwebsiteoryoumaygetin

touchwiththeStudentExectreasurersortheDepartmentalAdministrator.

4. ThecompletedformwillbesenttotheEventManagementOfficeatLerner.TheywillsendaPDFcopytoyouandtheCommunityImpactExecutive,whomustapprovetherequestbefore

yourspacerequestisconfirmed.

InPerson:

1. Obtainablankspaceuserequestformbyeitherpickingoneupfromthe7thFloorLernerHallEventManagementOffice(Room701)orbydownloadingonefromLerner'swebsite,

http://www.columbia.edu/cu/lernerhall/spaceuse.htm.

2. Fillouttherelevantsectionsoftheform YourStaffAdvisormustapprovethespacerequest.

YourCommunityImpactaccountnumbermustbeprovidedandapprovedbytheAdvisorinanticipationofpossiblecostsassociatedwiththeevent.

Finally,asperLerner'spolicy,"theeventmustbeheldprimarilyfortheColumbiaUniversitycommunity."

3. UponapprovalbyyourAdvisor,youmayreturnyourcompletedapplicationtotheLernerHallEventManagementOfficeforscheduling.


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IfyouhaveadditionalquestionsaboutreservingspaceatLerner,youshouldcontactthefollowingpeople

intheEventManagementOffice:

CarolArnold,ReservationsCoordinator,X49061,[email protected].

Barnard:

1. SeeJulieintheBCOffice,Rm.122McIntoshx47005.2. SubmitRoomRequestForm2-4weekspriortoevent.***ForclassroomspaceatBarnardcontact:DonaldMesser,212-854-2011,

[email protected].

ResidenceHallLounges:

1. FilloutaLernerSpacerequestforaResidenceHallLounge(suchasJohnJayLounge).***Theremaybeachargeof$25perhourforuseofdormlounges.IfaURH(UniversityResidence

Hall)groupco-sponsorsyou,thefeewillbewaived.

CommunityImpactcontinuestoamenditswebsitetobestmeetourcoordinatorsneeds.Weareproud

tohaveincorporatedalloftherequestedchangesfrom2010websitefeedback,andcontinueto

welcomeallsuggestions.Pleasee-mailwebmaster@communityimpact.orgwithquestions,comments,

andsuggestions.

CoordinatorSection:

1. LogIns Wehavecreatedlog-insforeverygroup.YourstaffandStudentExecAdvisorwillhave

accesstothesepagessothattheycanalsotrackyourvolunteerregistrationandexpenses.

UserName_________________________ Password_________________________

2. VolunteerRegistration Afterloggingintothecoordinatorsection,youwillbeabletoseeanup-to-datespreadsheet

ofallofyourregisteredvolunteersalongwithabuttonthatallowsyoutoemailthem.You

canalsomanagethesemesterthatyourvolunteerswereworkingtohelpyoubettermonitor

andcommunicatewiththem(i.e.youcandesignateiftheyarefalland/orspringvolunteers).

Pleasenoteallofyourvolunteersshouldregisteronline!

3. BudgetRequests Onceyoulogin,youcansubmityourbudgetrequestonline.Theformatofthishaschanged

sothatitbettermatchesthevouchersthatyouwillbereceiving.PleaseseetheTreasury

Proceduresbelowforamoredetaileddescriptionofhowtheserequestswork.


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4. BudgetHistoryWorksheets Assoonasyousubmityourbudgetrequest,youcanseeanup-to-datespreadsheetreflecting

yourcurrentspending.Youmustupdateyourbudgethistoryimmediatelyaftermakingan

expense.

5. EventsCalendar Wehaveanew,automaticallyupdatingeventscalendaronourhomepage.Weencourage

youtosubmiteventsonline.Afterbeingapprovedbyastaffmembertheywillappearonthe

calendar.Onceonthecalendar,eventscaneasilybedownloadedintoOutlookandiCal.

6. IndividualGroupPages Everygrouphasaninformationpage.Pleasetakeamomenttolookatthispageandletthe

Execsknowifyouwouldlikeanythingupdatedorchanged.Thesepageswillbethefaceof

yourgrouptopotentialvolunteersandwewantthemtobeaccurateandwelcoming!Ifyou

haveanadditionalpageforyourgroup(orwanttocreateone,seebelow)pleasegivethe

ExecstheurltolinkitontheCIwebsite.

7. Resources Wehaveuploadedaplethoraofresourcestohelpyourunyourprogram,includingCI

handoutsandmanualsaswellasarticlesandbibliographiesinthesubjectsandfieldsthat

youwork.8. Blog

CImaintainsablogwitharticlesandphotosfromourprograms.Weencourageyoutoshareavolunteerexperiencewithustopublishontheblog.Pleasedosobyfillingouttheformon

thecoordinatorhomepage.

CreatingaWebPageforYourCIProgram:

WehavecreatedoptionalindividualprogramwebpagesforCIgroupstouseshouldgroupswant

theirownwebspacetocommunicatewithvolunteersand/orclients.Thoughwedonotdirectly

supportormaintainthesesites,wearehappytohelpyougetstarted.Thesepagescanbelinkedto

fromtheprogrampageontheCIwebsite.

IntroductiontoWordpress

WordpressisacontentManagementsystem

Noprogrammingbackgroundisnecessary

Ideasforprogramwebsites:provideimportantdatesforvolunteers,volunteerapplications,

coordinatorcontactinformation,testimonials,pictures,etc.

LoggingIntoWordpress

Loginat:http://www.communityimpactatcu.org/groups/SiteName/wp-admin*

username:Username*

password:Earlhall

*Wewillprovideyouwiththeseifyoudonotknowthem.

Creating/EditingaNewPage

Ontheleft-handbarunderPageshitAddNew

Addyourpagetitleandcontent

Toaddpictures,files,links,ect.usethebuttonsnexttoUpload/Insert

MAKESURETHATYOUHAVESIGNEDRELEASESFOREVERYPARTICIPANTWITHPHOTOSONLINE!


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UsetheCIlogoandotherimagesavailableunderthecoordinatorsection

Whenyouaredonehitpublish.

ToeditclickEditunderPages.

ChangingtheAppearance

WordpressusesThemestocontroltheappearance

Ifyouknowhowtoprogramyoucancreateyourowntheme,contactthewebmasterforhelp

uploadingyourtheme

Onthelefthandside,underAppearanceclickAddNewThemes

Searchforthemesbasedoncolor,layout,etc.

Findoneyoulike,clickInstallNowandthenActivate

CreatingaBlog

FromthemaindashboardyoucanaddblogpostsunderQuickPress Addyourtitle,content,tags,andhitpublish Bydefaultuserscancommentonyourblog-tomanagethesecommentsgotoComments

ontherighthandsideofthepage

ChangingProgramHomePage

Wanttoremovetheblogfromyourprogramshomepage?

Onthelefthandsideofthedashboard,underSettingsclickReading

Changeittolooksomethinglikethisimage

Administration

Youshoulddefinitelychangeyourgroupspassword.Ifyoulike,youcancreateanewaccountforeverycoordinator.

UnderUsershitAuthorsandUsers Tochangethepasswordclicktheuser,scrolldown,andtypeanewpassword

ToaddauserclickAddNewnexttoUsers

Plug-Ins

Wordpresstakesadvantageofplug-ins,allowingyoutodothingslikeSharingblogpostson

FacebookandtwitterandtrackingGoogleAnalyticscode

Tofindaplug-inclickPlug-Insontheleft-handside

Searchforthetypeofpluginyouwant,clickinstall,andactivate

Eachplug-inhasasetofinstructionsinstructingyouhowbesttoconfigureyourplug-in

OtherTips


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Haveaniphone?Downloadthefreewordpressapplicationtomanageyourpagesandpostblogpostsonthego!

WanttocreateaFacebookpageforyourgroup?LogontoFacebookandclickcreateapageatthebottom.Uploadaphoto,entersomeinformation,andyouaregoodtogo

WanttoaddaFanBoxtoyournewwebsite?GotoEditYourFacebookPage,andthenclickPromotewithFanBoxontheright-handside

Wordpressisaverypopularwebsiteformat.Feelfreetogooglewordpressforaplethoraofmorein-depthguides.Someofourfavoritesare:

http://codex.wordpress.org/WordPress_Lessonsand

http://blog.themeforest.net/wordpress/getting-started-with-wordpress/

Likeyourwebsite?WanttolinktoitfromCIshomepage?Emailcommunity.impact.web@gmail.com

CommunityImpact'sNetworkFiles

AllCIfilesarestoredontheUniversity'sH:drive,alsoknownas'GroupsonCentral1\Groups'(H:).Donotsavefilesonanylocaldrive.AlwayssavefilesontheH:drive!

YoucangettotheH:driveeitherthroughtheCommunityImpactShortcutthatisonmanyofthedesktopsintheCIoffices,orthroughWindowsExplorer,orbyclickingthroughtheserver

whenyouhitFile-Openwhenyouareinanapplication.FilessavedontheH:drivecanbe

accessedfromanyCIcomputer.InsidetheH:driveisafoldercalledcommimpact.AllCIgroups

havefoldersinsidethisfolder.

Whenyoucreatenewfiles,pleasefiletheminthemostlogicalplaceandputafileIDinthefooterorattheendofthedocument.AfileIDconsistsofthefilenameandpath.Forexample,

thefilenameandpathforthisdocumentcouldbe:H:\commimpact\COORD

GUIDE\2010coordinatorguide.doc(ThatwouldmeansthefileislocatedontheH:drive(H:\)In

theCommunityImpactfolder(commimpact\)IntheCoordinatorGuidefolder(COORD

GUIDE\)Andthefileiscalled2010coordinatorguide.doc)

The.docattheendofthefileindicatesthatthisisaMicrosoftWorddocument. AllMSWorddocumentscanautomaticallybegivenfilenameandpathlinesbyfollowingthese

steps:

1. Clickwhereyouwanttoinserttheinformation.(Attheendofthedocument)2. OntheInsertmenu,clickAutoText3. IntheAutoTextdialogboxclickHeader/Footer4. IntheHeader/FooterdialogboxclickFilenameandPath

PrintingServices

PleasecontactJasonCummingsforyourprogramaccountnumber.Youshouldalsouseyourprogram

accountnumberwhenmakingcopiesattheCIoffice.IfyouhavealotofcopiestomakeorcopiesthatrequireacertainkindorcolorofpaperyoucantakethejobtoPrintingServicesinJournalismorSIPA.

GettheprintingformfromJasonCummingstobringover,andbringbackthepinkcopywhenyouare

finished.Makesuretoaddthenameofyourprogramandthenumberofcopiesyoumake.TheVillage

CopierandBarnardDocumentServicesarealsogoodprintingoptions.TheybothacceptCIvouchers.


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Keypointstokeepinmind

Allprogramsmusthaveadesignatedtreasurer.AllprogramswillalsobeassignedaStudentExecutiveTreasurer.

Youmayrequest$7-10perpersonforlargeandinfrequentevents(likeend-of-yearcelebrations)(maximumof2persemester)and$3-5perpersonforsmallerandmoreregularevents.

Useataxexemptformforallcashadvancesandpurchaseswithyourownmoney. CoordinatorsmustdepositanyleftovercashtotheUniversityCashierinKentHall. AllvouchertreasuryrequestsmustbemadenolaterthanTuesdayat11am.[NOTE:requestinga

voucheraweekinadvanceofwhenitwillneedtobepickedupwouldguaranteethatifyourrequest

isnotapprovedorneedstoberevised,thereisstilltimepriortotheevent.]

Allotherrequests(reimbursements,cashadvances,andcheckrequests)mustbemade2weeksinadvancetoguaranteethattheywillbeprocessedontime.

ThetabentitledTreasuryHistorywilltrackallofyourrequesttransactionsandyoucanaccessittocheckyourremainingbudgetandpriorexpenses.Aftereverypurchase,youmustupdateyour

BudgetHistory.

Makesuretokeepallrecordsandreceiptsofpurchases.Yourprogrammayincurapenaltyforlost/latereceipts.Also,pleasekeepacopyforyourownrecords.

DEADLINE:CoordinatorsmustbringallreceiptsordocumentationtotheearliestTownHallpossible.AllreceiptsolderthanoneweekpasttheTownHallcanbedisallowedatthediscretionoftheDAand

StudentExecTreasurers,andyourprogrammayincurpenaltiesasaresult.

Whensubmittingreceipts,tapeeachreceipttoaseparateblankpieceof8.5by11paper.Neverusestaplesorpaperclips!

Inmid-FallyouwillberequiredtoturninaTreasuryEvaluationandaProjectedSummaryofExpensesforyourprogram(includingapproximatedatesofeachevent/purchase),sopleaseplanaccordinglyandwellinadvance!

InearlyApril,youwillbeaskedtocompleteaProjectedBudgetusedtodeterminetheallocationsforthefollowingacademicyear.TheBudgetwillbesubmittedwiththeProgramRe-application.

Feelfreetocontactbothstudentexecutivetreasurersatcitreasurers@columbia.eduwithanybudget-relatedquestionsorconcerns.

Vouchers

Vouchersshouldbetheprimarymeansofrequestingfunds.Theycanbeusedatanyofthevendorslisted

onthevendorlist,whichislocatedundertheCoordinators-Treasurysectiononthewebsite.

StepsinRequestingaVoucher

1. Submitafundingrequestbyfillingouttheonlinevoucherformwithallnecessaryinformation(excludingapprovalnumber).

2. Yourstudentexecutivetreasurerwillreviewtherequest,andifheapproves,hewillassignanapprovalnumberandplaceitintheTobeApprovedRequestsbininyourprograms


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folder.(ThebinislocatedontheoutsideofDepartmentalAdministrators(JasonCummings)

doorin105EarlHall.)

3. YourstaffadvisorwillsignthevoucherWednesdayanditwillbeavailableforyoutopickupThursdayinyourprogramsfolderintheApprovedRequestsbin,whichislocatedright

belowtheTobeApprovedRequestsbin.

4. Onceyouhaveusedthevoucher,immediatelyupdateyourbudgethistoryonthecoordinatorwebsite.Pleasecopyalldocumentationorreceiptsforyourownrecordsand

bringthemtothenextTownHallmeeting.Thetreasurerswillhavecopiesofallvouchersto

bepairedwithyourreceipts.AllreceiptsMUSTBESUBMITTEDBYTHEEARLIESTTOWNHALL

POSSIBLE.

Reimbursements

Reimbursementsshouldbeusedforemergenciesortimesensitiveneedsorforpurchases(suchas

MetroCards)thatcannotbeobtainedthroughVouchersorCheckRequests.However,youshouldplan

carefullyandinadvancesothatyouwillonlyusethismethodveryrarely!

StepsinRequestingaReimbursement1. FilloutaReimbursementRequestform,tobefoundintheCoordinator-Treasurysectionof

theCIwebsite.

2. Yourstudentexectreasurerwillemailyoutoletyouknowthatithasbeenapproved.3. Then,youcangoaheadandmakethepurchase,makingsuretousethetax-exemptform,which

isalsolocatedintheTreasurysectionofthewebsite;otherwise,youcanpickupacopyin105

EarlHall.Assoonasthepurchaseismade,updateyourBudgetHistoryonline.

4. Ifyoumustuseadifferentvendorthanyouhadanticipatedorifyouspendmorethanwasapproved,theexpensewillbesubjecttore-approvalbyyourtreasurersopleasecontacthim

immediately!Otherwiseyouwillnotbeguaranteedreimbursement.

5. Afterincurringtheexpense,youmustfilloutoneTravelandBusinessExpenseReport.(ThesecanalsobefoundintheTreasurysectionofthewebsite.)

6. Makecopiesofallreceiptsforyourrecordsandbringthese,inadditiontotheTraveltothenextTownHall.StapletheTravelform(withtapedreceiptsonaseparatesheet)tothe

ReimbursementRequestformwhichyourstudentexectreasurerwillhaveprintedatthe

TownHallMeeting.

7. Also,pleaseallowatleast2weeksforreimbursementbycheckfromtheDAOffice.

CheckRequests

Useacheckrequestwhenyouknowtheexactamountofthepurchaseandthevendoryouareusing

doesnotacceptVouchers.PleasetrytousevendorsthatDOacceptVoucherswheneverpossible;however,foractivitiessuchasbowlingoriceskatingyoumayuseacheckrequest,asCIhasnocurrent

vendorsthatacceptvouchersintheseareas.Theseshouldbeusedrarely!

StepsinRequestingaCheck

1.Givingyourself2weekspriortoyourevent,fillouttheonlineformforacheckrequestwithall

appropriateinformationandadetaileddescriptionoftheevent,dates,attendees,andeveryitem

thatwillbepurchased,includingprices.


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2.Yourstudentexectreasurerwillapproveandsigntherequest,givingittotheExecutiveDirector,

SoniaReese,forfurtherapproval.Youwillbecontactedifsomethingismissingfromyourformorit

isnotapproved.

3.ThecheckwillbereadyforpickupbytheThursday2weeksafteryouhavesubmittedtherequest.

Youwillbeabletopickitupin105EarlHall.PleaseinquireaboutitwithSoniaReeses

AdministrativeAssistant,KaimeDesire.

4.Youwillneedtoupdateyourbudgethistoryimmediatelyandsubmitallreceiptsfortheexpenses

attheearliestTownHallpossible.Keepcopiesforyourownrecords.

CashAdvances

CashAdvancesshouldbeusedonlywhentheother3methodscannotbei.e.whenyouneedgreater

flexibilityintermsofyourspendingandcannotdosousingyourowncash.Thisshouldbethemostrare

methodofrequestingfunds!

CashAdvanceEligibility

Allprogramsmusthavecashadvanceeligibilitybeforerequestingacashadvanceunderanycircumstances.

**Programsmayonlyrequest$250incashatanyonetime,andtheentireamountofany

previouscashadvancemustbeaccountedforbeforeanewcashadvanceisissued.

**Programscanhaveonlyoneopencashadvanceatanyonetime.

**Criteriaconsideredwhendeterminingcashadvanceeligibilityincludeneedforcash

advancesandprevioushistoryofresponsibletreasurypractices.

StepsinRequestingaCashAdvance

1. Makesurethatyourprogrampossessescashadvanceeligibility(seeabove).2. CompletearequestusingyourprogramsonlineCashAdvanceDisbursementForm(atleast

2weeksinadvance).

3. Yourstudentexectreasurerwillreviewtheexpenseandassignanapprovalnumberifhe/sheapproves.AcopyoftheapprovedFormandaCoverLetter,oncesignedbyyourstaff

advisor,willbeplacedintheApprovedRequestsbininyourprogramsfolderbyThursday.

4. YouwillneedboththeDisbursementFormandtheCoverLettertotaketothecashierinKentHalltoreceiveyourcash.

5. Spendyourcash,makingsuretouseatax-exemptform(availableundertheTreasurysectionofthewebsite)andcollectallreceipts(makingonecopyforyourrecordsandkeepingtheoriginalsforsubmission).

6. Ifyouhaveleftovercash,pleaseemailJasonCummings(theDA)([email protected])with[YourProgram]LeftoverCashintheSubjectLineandinthebodyoftheemail

includethefollowinginformation:

i. YourNameii. ProgramName


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iii. AccountNumberiv. Amountof$Returningv. Reasonforleftovercash(maybeassimpleas:change).

7. TheDAwillreplywithabatchnumber,whichyouwillneedtotaketoKentHallwhenturninginallremainingcash(keepthereceiptfromKentHallalongwithandontopofallof

youroriginalreceiptsfromthepurchase).

8. BringtheKentHallreceiptandoriginalreceiptsto105EarlHallandstaplethemtothecopyoftheLetterandCashAdvanceDisbursementForm,whichwillbeinyourprogramsmailbox

(locatedontheleftwhenyouenter).

Appeals

Why:Programsmayrequestanappealiftheyfeelthattheirinitialallocationisinsufficientfortheir

expectedlevelofprogramming.Appealswillgenerallynotbeentertaineduntilaprogramhasmade

sufficientprogressintheirprogrammingtodetermineifanappealiswarranted.NOTE:Appealswillnot

begrantedtoprogramswithwastefulspendinghabits.

When:Appealsmaybemadeanytimeafterthefirst30daysfollowingtheinitialallocation.

Inter-ProgramSponsorshipCommunityImpacthasalimitedamountdesignatedtosupportinter-programevents.Moneydisbursed

fromthisaccountdoesnotreduceyourprogramsallocation.Ifyouareinterestedincollaboratingwith

anotherprogramandwouldliketoapplyforinter-programactivitysponsorshipfromCommunity

Impact,pleasecontactyourStudentExectreasurer.

Tax-ExemptStatus

AllexpensesmadeforCommunityImpactprogramfunctionsareconsideredtax-exempt;youdonot

needtopaysalestaxesontheseexpenses.(Ifyourprogramissellingitems,youmaystillberesponsible

tocollectsalestax;contacttheDepartmentalAdministratorwhenindoubt).Youmustuseatax-exempt

formwhenmakingapurchasewithcash,checkorreimbursement.Ifyoufailtousetheform,youwillbe

liableforsalestaxassociatedwithyourpurchase.

KentHallCashiersInformation

Location:205KentHall***Hours:M-F***WithdrawingCash:9am-5pm***ReturningCash:9am-4pm


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ThereareaplethoraofresourcesandbenefitsavailabletopersonslivinginNewYorkCity;youjusthave

toknowwhereto look!Informationonpublicandemergencyresources inNewYorkCityand inthe

ColumbiacommunitycanbefoundinaReferralGuidein105EarlHallorontheCIwebsite.

Coordinatorsareresponsibleforthesafetyoftheparticipants,particularlychildren,andvolunteersin

theirprograms.Althoughfunandeducationareprimeaimsofourprograms,safetymustbeourfirst

priority.HerearesomeprocedurestohelpyouinyouradministrationofCommunityImpact'sYouth

Programs.

VolunteerScreening

OnlyColumbiastudentsmayvolunteerwithCIyouthprograms.Gradstudentsandpart-timestudents

mayvolunteerwithyou,butmakesuretoscreenthemextracarefully.Screeningproceduresmay

includeawrittenapplication,checkingreferences,aninterview,avolunteerorientation,orother

procedures,asneeded.Makesureallpotentialvolunteersaresignedoffonbyacoordinatorbefore

theyhavecontactwiththeyouth.

Boundaries

NoOff-siteContact

UnlessyouareinBigSIBSorMyNYCyouandyourvolunteersmaynothaveanyunsupervisedcontact

withtheyouthinyourprogram.Inaddition,itisimportanttotrainyourvolunteersonhowtohandlea

chancemeetingonthestreet,shouldthatoccur.

Maintainappropriatephysicalboundaries

Letthechildreninitiatehugsoraffectionatebehavior.Beclearaboutyourownboundariesandthose

setbytheagency:anyphysicalcontactbesideshand-holdingandhugsshouldbeclearedwithyourstaff

advisor(i.e.carrying,sittinginlaps,etc).

Wearappropriateclothing

Rememberthatyouarerolemodelinginyourbehaviorandyourdress.Alsomakesuretodress

appropriatelyfortheweatherandtheactivity.


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ProgramOrientation

Eachprogrammusthaveawayofassessingwhetherornotachildisappropriatefortheprogramanda

waytogiveinformationtothechild,parent/guardian,andpartneragencyabouttheprogram,and

answeranyquestions.Thiscanbedoneindividually,asagroup,or,ifnecessary,informationcanbesenthometotheparent-mostparents/guardianswillfeelmuchmorecomfortablesendingtheirchild

withyouifthereareclearexpectations,theyknowwhoyouare,andtheyfeeltheycantrustyou.Each

groupshouldhaveawrittenversionoftheirorientationinformationavailablefordistribution.

MedicalandParent/GuardianReleaseForms

Parents/guardiansmustsignaParentReleaseFormwhichstatesthattheygivetheirpermissionfortheirchild

tobeinyourprogram.IfyourprogramisNOTbasedataschooloragencyyoushouldalsohaveeach

parent/guardiancompleteaMedicalReleaseFormwhichincludesinformationaboutthechild'sallergies,

medications,nameandphonenumberofphysician,persontocontactinanemergencyandasignedrelease

bytheparent/guardianthatyoucanseekmedicaltreatmentforthechildintheeventofanemergencyand

cannotreachtheparent/guardian.IFYOURPROGRAMTAKESCHILDRENONTRIPSYOUMUSTCARRYTHESE

FORMSWITHYOUATALLTIMES.Itdoesyounogoodtohavetheformsinyourdormroomwhenachildis

injuredandneedstobetakenimmediatelytothehospital.YourstaffadvisorshouldalsohaveacopyofallCI

paperwork.Downloadablecopiesofthereleaseformsarefoundinthecoordinatorwebsiteonline,including

PhotoReleaseForms.

SettingGroupRulesattheFirstMeeting

Donotassumethechildrenknowwhatyouexpectofthem.YouMUSTsetgrouprules/guidelinestogetherat

theveryfirstmeeting.Tellyourgrouptherulesandexpectationsofbehaviororhavethegroupcomeupwith

alistofrulestogetheratyourfirstmeeting.Ifyouhavethegroupdecidetogetherontherules,theywilloften

bemorecommittedtofollowingthem.Youcandrawupthelistofrulesandhaveeveryonesignit;thengive

eachpersonacopy.Someexamplesofrulesmightinclude:holdinghandswhencrossingthestreet,everyone

ridesinthesamesubwaycar,werespecteveryonebylisteningtothemandnonamecalling.Thegrouprules

shouldbekepttoaminimumandbephrasedpositivelyandsuccinctly.ALLVOLUNTEERSSHOULDBE

RESPONSIBLEFORSETTINGLIMITS,NOTJUSTTHECOORDINATORS.

EnforcingGroupRules

Atthebeginningofeachsubsequentmeetingtogether,reviewtherulesasareminderofwhatisexpected.

Also,tellyourgroupaboutwhereyouaregoingandwhattheycanexpectthere.Youmighthaveaspecialrule

forthatplace.Forexample,"SheaStadiumisreallycrowdedandhaslotsofstrangers.Everyonemustgoto

thebathroomorsnackbarwiththeirstaffperson.Wedonotwantanyonetogetlost."


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SmallVolunteerStafftoChildRatio

Asmallratioofvolunteerstafftochildreniscrucialinmaintainingsafetyandcontrolwhenworkingwith

children.AonetoonevolunteerstafftochildratioispreferableinCommunityImpactPrograms.Wehave

noticedovertheyearsthatprogramsthathaveonetooneratiosaremostsuccessful,withcoordinators,

volunteersandchildrenbothsafeandextremelysatisfiedwiththeirprograms.

Forchildren8yearsoryounger,aonetotwovolunteerstafftochildratio(onestafftotwochildren)is

MANDATORYinallyouthprogramswherechildrenaretakenoutsideoftheirschooloragency.Itiseasyfor

childrentowanderoff,getlostorseparatedfromthegroup,andevengethurt.Ifeachvolunteeris

responsibleforonlytwochildren(eachchildcanholdthevolunteer'shandwhenoutside)thevolunteercan

easilykeeptrackofthechildren.Itbecomesincreasinglydifficultforthevolunteertokeeptrackofadditional

children,asmorechildrenareaddedtohis/herresponsibility.Iftherearethreeormorechildrenper

volunteer,therearejustnotenoughhandstohold!Aschildrengetoldertheymaynotwanttoholdyour

hand,butaone-to-tworatioshouldstillbemaintained.

Forchildren9yearsorolder,aonetothreevolunteerstafftochildratioisacceptable.

TechniquestoEnsureSafePrograms

Positionvolunteerstaffinfrontandbackofthegroupsothegrouptravelstogether.Getstragglerstokeep

moving.Separatekidsthatarenotgettingalongbeforetheirissuesescalate.HavegroupFREEZEifyouneed

toaddressissuesimmediately.

CrisisPlan

Itisimportanttoaddresspotentialcrisesandhowyouwillrespondtothembeforetheyhappen.Itis

alsoimportantthatallyourvolunteersknowwhattodointheeventofacrisis,anditisalsoimportant

thatyourparents/guardiansknowyourprocedureaswell.

Whatarepotentialcrisesthatcouldariseduringyourprogram?

Whowillyounotifyandinwhatorder?

Whatactionswillyoutake?

Ifyourprogramtakesplaceoutsideofbusinesshours,carrythesenumberswithyouincaseofan

emergency:

SoniaReese:(914)722-0319(home),(917)880-9280(cell) SandyHelling:(347)703-7812(cell)


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SuspectedChildAbuseandNeglectReportingProcedure

TellyourCIStaffAdvisorIMMEDIATELY.Ifthispersonisnotavailableduringbusinesshours,youcan

callSoniaReeseat(212)854-2617orSandyHellingat(212)854-9621.Outsideofbusinesshours,use

theirpersonalnumbersonthepreviouspage.Theywillhelpyouworkoutthenextstep.Pleasehaveavailablethefollowinginformationinreferencetotheincident:

- Date- Time- Nameandbirthdateofthechildorchildren- Whatleadyoutobelievethatthechildisbeingabusedorneglected,suchas:

o Unexplainedbruises,weltsorburnso Vacantorfrozenstareo Illogicalexplanationsforinjurieso Unattendedmedicalproblemso Underweight,poorgrowtho Poorhygiene,inappropriatedresso Skinproblems,baldpatcheso Pregnancyinayoungergirl,andfatherisunknowno Preoccupationwithsex,overlysophisticatedsexualknowledgeorbehavior

IfyouEVERfeelthatthechildisinimminentdanger,donthesitatetocall911ortakethechildtoa

hospitalorpolicestation.

BoardofDirectors

Mr.KeithMcDermott,Chair

Ms.MarciaLynnSells,Treasurer

Ms.DonnaBadrig,Secretary

Staff

SoniaReese,ExecutiveDirector

SandyHelling,AssociateDirector

JasonCummings,DepartmentalAdministrator

KatySaintil,SeniorProgramCoordinator

EmilyFord,Volunteer/EvaluationsOfficer

KaimeDesire,AdministrativeAssistant

JuanitaErb,J.E.E.P.CoordinatorRendolphWalker,AdultProgramCoordinator

JeffreyZeiler,EducationforSuccessCoordinator

JessicaConley,YouthProgramCoordinator

DianeEzer,DevelopmentOfficer

StudentExecutiveCommittee

MichelleAbellJacobo,ExternalAffairs:NewInitiatives,C

ZilaAcosta,InternalAffairs,CC11

JasonMogen,Treasurer,CC12

ChloeOliver,PublicRelations,CC12

LaurenPully,Operations,SEAS11

MichaelStrandberg,Treasurer,CC13

FrancescaTrianni,ExternalAffairs:EventPlanning,CC

25directserviceprograms

40AmericaReadswork-studystudents

100studentcoordinators

2010-2011 Coordinator Guide

Documents

Transcript of 2010-2011 Coordinator Guide