2011 DEC Coordinator Overview

. . . late afternoon musings of a NYSCA DEC Coordinator . . .

aka: Suggestions and Helpful Hints on How to Manage Your DEC Program and Panel Process

2011 DEC Coordinators Meeting

Omega Institute

BasicsBasicsDEC Coordinator is responsible for the efficient DEC Coordinator is responsible for the efficient management of the local programmanagement of the local program

Have in place:Have in place:

– Solid guidelines and application that addresses Solid guidelines and application that addresses needs of service areaneeds of service area

– Process for reviewing overall DEC Program – Process for reviewing overall DEC Program – Staff, Board, Panel, Applicants, Focus Groups, Staff, Board, Panel, Applicants, Focus Groups, NYSCANYSCA

– Process for re-grant decision makingProcess for re-grant decision making

Heloise Helpful HintsHeloise Helpful HintsAKA: Advice from the Old Dude: Part IAKA: Advice from the Old Dude: Part I

Excel/Google Spreadsheet: Learn it, know Excel/Google Spreadsheet: Learn it, know it!it!

Create a time-line/list of tasks and stick to Create a time-line/list of tasks and stick to it (or revise it appropriately)it (or revise it appropriately)

Plan your calendar for the next funding Plan your calendar for the next funding cycle as current cycle winds downcycle as current cycle winds down

Never underestimate the need for a good Never underestimate the need for a good caterercaterer

Spread Sheets (Excel)Spread Sheets (Excel)An Obsessive/Compulsive ViewAn Obsessive/Compulsive View

Excel is a DEC Coordinators best friendExcel is a DEC Coordinators best friend

Use to create budget forms for applicationUse to create budget forms for application

Using one spreadsheet the following documents were/can be created:Using one spreadsheet the following documents were/can be created:

– Contact information for all applicantsContact information for all applicants– Lists for panel meetingsLists for panel meetings– Time line and review order for panel meetingTime line and review order for panel meeting– Missing information letters to applicantsMissing information letters to applicants– Support material lists for applicantsSupport material lists for applicants– Panel funding recommendations for projection on wallPanel funding recommendations for projection on wall– Reports for Board of DirectorsReports for Board of Directors– Panel comment sheets for minutesPanel comment sheets for minutes– Initial funding status letter to applicantsInitial funding status letter to applicants– Appeals Panel spreadsheetAppeals Panel spreadsheet

Spread Sheets (Excel)Spread Sheets (Excel)An Obsessive/Compulsive ViewAn Obsessive/Compulsive View

– Letter to applicants submitting an appealLetter to applicants submitting an appeal– Secondary funding status letters to applicants with reconsiderationSecondary funding status letters to applicants with reconsideration– ContractsContracts– Awards ProgramAwards Program– Publicity AgreementsPublicity Agreements– NYSCA Re-grant reporting formNYSCA Re-grant reporting form– Audit informationAudit information– Letter to applicants about other opportunities (workshops, funding)Letter to applicants about other opportunities (workshops, funding)– Notification letters to elected officialsNotification letters to elected officials– Miscellaneous merge letters throughout the yearMiscellaneous merge letters throughout the year– Press ReleasesPress Releases– And so on, and so on and . . . And so on, and so on and . . .

MarketingMarketing

Don’t neglect traditional media formats in Don’t neglect traditional media formats in favor of social networking, current trendsfavor of social networking, current trends

Vertical Response vs. Constant Contact vs. Vertical Response vs. Constant Contact vs. Patron TechnologyPatron Technology

Make sure that materials are not over-Make sure that materials are not over-designed – don’t let the message get lostdesigned – don’t let the message get lost

MarketingMarketing

A picture is worth a thousand wordsA picture is worth a thousand words

Use images of people engaged in fundable Use images of people engaged in fundable activitiesactivities

Show diversity (age, ethnicity, gender, Show diversity (age, ethnicity, gender, disciplines, etc.) in your visual imagesdisciplines, etc.) in your visual images

Use clip art if necessary (avoids having to Use clip art if necessary (avoids having to get photo releases)get photo releases)

Heloise Helpful HintsHeloise Helpful HintsAKA: Advice from the Old Dude: Part IIAKA: Advice from the Old Dude: Part II

Proofread everything . . . and then proof it Proofread everything . . . and then proof it again . . . and then get someone else to proof it . . again . . . and then get someone else to proof it . . . and then proof it again!. and then proof it again!

www.gotprint.comwww.gotprint.com

www.networkforgood.orgwww.networkforgood.org

www.verticalresponse.orgwww.verticalresponse.org

www.mailchimp.comwww.mailchimp.com

Recruiting PanelistsRecruiting Panelists

Ongoing – assess every new individual you come Ongoing – assess every new individual you come in contact within contact with

Put it out there – don’t be afraid to advertisePut it out there – don’t be afraid to advertise

GuidelinesGuidelines

Web SiteWeb Site

Social NetworkingSocial Networking


Meetings – parking lotsMeetings – parking lots

Local community publicationsLocal community publications

ListservsListservs

Recommendations – elected officials, board Recommendations – elected officials, board members, staff, past panelistsmembers, staff, past panelists

At DEC Application Seminars/MeetingsAt DEC Application Seminars/Meetings


Have a job description ready for potential Have a job description ready for potential panelists – give a complete picture of the DEC panelists – give a complete picture of the DEC program/process during initial discussionsprogram/process during initial discussions

Have potential panelist submit resume/bioHave potential panelist submit resume/bio

Check references if necessaryCheck references if necessary

Have board officially review and approve Have board officially review and approve panelistspanelists

Provide Full DisclosureProvide Full Disclosure

Time commitment – panelists must remain at Time commitment – panelists must remain at panel meetings for the entire durationpanel meetings for the entire duration

Responsible for making recommendations based Responsible for making recommendations based on set criteriaon set criteria

Funded projects should enhance the quality of life Funded projects should enhance the quality of life for residents of service area through provision of for residents of service area through provision of artistic activities that have high artistic meritartistic activities that have high artistic merit

No sympathy/social service fundingNo sympathy/social service funding

Auditing processAuditing process

Create a Panel AgreementCreate a Panel Agreement

Create an agreement with your panelists thatCreate an agreement with your panelists thatincludes the following points:includes the following points:

To adhere to the guidelines/process for the DEC To adhere to the guidelines/process for the DEC ProgramProgram

Participate fullyParticipate fully

Read all materials and ALL applications prior to Read all materials and ALL applications prior to the meetingthe meeting

Agree to be open-minded impartialAgree to be open-minded impartial

Create a Panel AgreementCreate a Panel Agreement

Not make policy during discussion of an applicantNot make policy during discussion of an applicant

Respect confidentiality requirementsRespect confidentiality requirements

Pose questions about applications only to staffPose questions about applications only to staff

Attend all meetings and stay until they have Attend all meetings and stay until they have concludedconcluded

Heloise Helpful HintsHeloise Helpful HintsAKA: Advice from the Old Dude: Part IIIAKA: Advice from the Old Dude: Part III

Some folks find the term “Information Meeting” Some folks find the term “Information Meeting” less intimidating than “Application Seminar”less intimidating than “Application Seminar”

Invest in a projector for your laptop or computerInvest in a projector for your laptop or computer

If you don’t play well with others, learn how . . . or If you don’t play well with others, learn how . . . or at least learn how to fake it convincinglyat least learn how to fake it convincingly

Know/learn the limitations of your role/influence Know/learn the limitations of your role/influence within the organizationwithin the organization

Not everyone makes a good panelist – find other Not everyone makes a good panelist – find other uses for individuals to support your organizationuses for individuals to support your organization

Croak BooksCroak BooksAn Obsessive/Compulsive ViewAn Obsessive/Compulsive View

Master Croak BookMaster Croak Book– Every document usedEvery document used– Arranged by section (used with Time Line) orArranged by section (used with Time Line) or– ChronologicalChronological

Information Meeting Croak BookInformation Meeting Croak Book

Panel Croak BookPanel Croak Book– Panel HandbookPanel Handbook– Panel Meeting MaterialsPanel Meeting Materials

Panel OrientationPanel Orientation

Just do it!Just do it!

Efficient use of timeEfficient use of time

Panelists get to know one another while DEC Panelists get to know one another while DEC coordinator gets a feel for the group dynamicscoordinator gets a feel for the group dynamics

Opportunity for Q & A not covered in one-on-one Opportunity for Q & A not covered in one-on-one orientation sessionsorientation sessions

Panel OrientationPanel Orientation

Create and send a panel handbook prior to the Create and send a panel handbook prior to the orientation meetingorientation meeting

Choose a panel chairperson prior to orientationChoose a panel chairperson prior to orientation

Plan an “ice breaking” activityPlan an “ice breaking” activity

Panel HandbookPanel Handbook

Use the contents of the handbook to Use the contents of the handbook to create your panel orientation agendacreate your panel orientation agenda

History of DEC programHistory of DEC program

Mission and objectives of the DEC programMission and objectives of the DEC program

Responsibilities: Staff, Board, Panelists, Responsibilities: Staff, Board, Panelists, Panel ChairPanel Chair


PoliciesPolicies– ConfidentialityConfidentiality– NYSCA Code of EthicsNYSCA Code of Ethics– Panel LiabilityPanel Liability– Application ReviewApplication Review– Evaluation Criteria and FundingEvaluation Criteria and Funding– Points to Consider when reviewing applicationsPoints to Consider when reviewing applications– Panel Deliberations – length of discussion and Panel Deliberations – length of discussion and

votingvoting– Sample panel presentationSample panel presentation– ConsistencyConsistency


Additional HandoutsAdditional Handouts

– Local DEC guidelinesLocal DEC guidelines

– Spreadsheet with applicant information (include Spreadsheet with applicant information (include blank columns for recommendations)blank columns for recommendations)

– Panel SurveyPanel Survey

– List of reading assignmentsList of reading assignments

– Timeline for Panel DayTimeline for Panel Day

Heloise Helpful HintsHeloise Helpful HintsAKA: Advice from the Old Dude: Part IVAKA: Advice from the Old Dude: Part IV

Post signs in panel meeting room with evaluation Post signs in panel meeting room with evaluation criteria and funding prioritiescriteria and funding priorities

Don’t be intimidated by panelistsDon’t be intimidated by panelists

In the absence of honorariums give panelists In the absence of honorariums give panelists some other perksome other perk

Whenever possible, use an 11 point Verdana font Whenever possible, use an 11 point Verdana font for all written material (sorry MAC folks . . . don’t for all written material (sorry MAC folks . . . don’t know what the MAC equivalent is . . . because it’s know what the MAC equivalent is . . . because it’s a PC world!)a PC world!)

Panel ProcessPanel Process

The DEC Coordinator is the most knowledgeable The DEC Coordinator is the most knowledgeable person about the DEC Program and is responsible person about the DEC Program and is responsible for running the panel meeting and keeping the for running the panel meeting and keeping the Panel focused and on track. Panel focused and on track.

The DEC Coordinator is ultimately responsible for The DEC Coordinator is ultimately responsible for what transpires during panel meetings.what transpires during panel meetings.


Choose appropriate space to meetChoose appropriate space to meet

Have on hand all necessary AV equipment and Have on hand all necessary AV equipment and support materialssupport materials

Have a note taker on handHave a note taker on hand

Schedule breaks into the daySchedule breaks into the day

Take care of panel needs prior to the panel Take care of panel needs prior to the panel meeting (food, drinks, special dietary needs, meeting (food, drinks, special dietary needs, seating, etc.)seating, etc.)

Panel ProcessPanel ProcessRecharge panel at the start of the meetingRecharge panel at the start of the meeting– How meeting/day will be runHow meeting/day will be run– Panel missionPanel mission– Funding criteria and prioritiesFunding criteria and priorities– ConfidentialityConfidentiality– Panel should not keep track of funds – Panel should not keep track of funds –

recommendations should be based on quality of recommendations should be based on quality of project and how it fits guidelines, funding project and how it fits guidelines, funding priorities, etc.priorities, etc.

– Concrete reasons for not funding a request, Concrete reasons for not funding a request, relative to the guidelines and funding priorities, relative to the guidelines and funding priorities, must be clearly stated in the panel commentsmust be clearly stated in the panel comments


Chairperson announces name of applicant/projectChairperson announces name of applicant/project

Any one with conflict or perceived conflict of Any one with conflict or perceived conflict of interest should leave the roominterest should leave the room

Chairperson calls on reader for their in-depth Chairperson calls on reader for their in-depth review of the applicationreview of the application

Discussion on the motionDiscussion on the motion

Chair asks for a motion/second to fund or not to Chair asks for a motion/second to fund or not to fundfund

Panel votesPanel votes


Chair asks for a motion/second for grant amountChair asks for a motion/second for grant amount

Discussion on the motionDiscussion on the motion


Chair asks for a motion/second for Chair asks for a motion/second for reconsideration fundingreconsideration funding

DiscussionDiscussion


Completing the Panel ProcessCompleting the Panel Process

Allow time for a breakAllow time for a break

Initiate discussion about any issues that came up Initiate discussion about any issues that came up during the processduring the process

Ask panelists to fill out surveys reflecting on their Ask panelists to fill out surveys reflecting on their experienceexperience

Ask for recommendations about future cyclesAsk for recommendations about future cycles

After board meets to review panel After board meets to review panel recommendations provide panel with audit recommendations provide panel with audit informationinformation

Keep panelists involved throughout the yearKeep panelists involved throughout the year

Heloise Helpful HintsHeloise Helpful HintsAKA: Advice from the Old Dude: Part VAKA: Advice from the Old Dude: Part V

Create materials in such a way that they are easily able Create materials in such a way that they are easily able to be reconfigured in a large print format.to be reconfigured in a large print format.

Providing applicants with a sample application is not a Providing applicants with a sample application is not a bad idea.bad idea.

Create a generic brochure about the DEC program to be Create a generic brochure about the DEC program to be used during off-peak timesused during off-peak times

Sometimes the easy way is not the right way . . . don’t Sometimes the easy way is not the right way . . . don’t be lazy and potentially jeopardize your process by be lazy and potentially jeopardize your process by taking “the easy way” outtaking “the easy way” out

Never underestimate the power of chocolate when Never underestimate the power of chocolate when offering bribes . . . offering bribes . . .

Thank You!Thank You!

Life is BetterLife is Better

Where ThereWhere There

Is Art!Is Art!

2011 DEC Coordinator Overview

Technology

Transcript of 2011 DEC Coordinator Overview