Activities Coordinator Responsibilities: Four activities per academic year for the chapter Solicit chapter members for ideas and form committees to help plan activities when necessary
Membership Coordinator Responsibilities: Ensure that contact information for chapter members is recorded Make an e-mail and phone list with contact information for all chapter members Contact members monthly Distribute, collect and review Friendship Update Forms.
Fundraising Coordinator Responsibilities: Organize at least one major fundraising event for the academic year Solicit donations from local businesses and organizations
Basics of Delegating 1. Delegate the whole task to one person. This gives the person the responsibility and increases their motivation 2. Select the right person. Assess the skills and capabilities of the individuals and assign the task to the most appropriate one 3. Clearly specify your preferred results. Give information on what, why, when, who, where and how. Write this information down 4. Delegate responsibility and authority -- assign the task, not the method to accomplish it. Let the individual complete the task in the manner they choose, as long as the results are what the supervisor specifies. 5. Ask the individual to summarize back to you, their impressions of the project and the results you prefer
6. Get ongoing non-intrusive feedback about progress on the project. This is a good reason to continue to get weekly status reports 7. Maintain open lines of communication. Don't hover over the individual, but sense what they're doing and support their checking in with you along the way 8. If you're not satisfied with the progress, don't immediately take the project back. Continue to work with the individual and ensure they perceive the project as their responsibility. 9. Evaluate and reward performance. Evaluate results, not methods. Address insufficient performance and reward successes (including your own). http://www.mapnp.org/library/guiding/delegate/basics.htm
How to Work with an Executive Team 1. If the executive is already established, have them attend the planning meeting with the CLT before the year begins; 2. Ensure that each Executive member understands his/her role and duties; 3. Establish monthly meetings with the Executive and have them set at a specific date, time and location; 4. At all meetings have each Executive member give an update as to what they have been working on and what their upcoming projects are; 5. When issues come up that need to be addressed between meetings, have group emails go out and have dialogue occur this way.
Monitoring What: A Friendship Update Form is a Buddy Pair check-up to make sure pairs are meeting their one-to-one commitment Why: Friendship updates will help to: Monitor the progression of friendships Update you on the one-to-one outings Reveal problems between matches Allow the Best Buddies staff to see which chapters are successfully forming friendships The end result should be that issues are dealt with immediately and that better friendships are formed
When: When are the Friendship Update forms due to my Program Coordinator? The due dates are as follows: December 15th March 15th Who: CCs and Membership Coordinators are responsible for the Student Buddies, HSCs and BAs are responsible for the Buddies How: How can I complete the Friendship Update forms? Student Buddies and Buddies must fill out separate forms. This will allow both sides to be honest about how the friendship is progressing. Student Buddies and Buddies can choose to fill out the forms in person (either at a Rap Session or other scheduled time) or by e-mail. If these methods do not work, the CC, HSC and BA can also choose to call each chapter member and fill them out over the telephone.
Other resources: 1.Membership Coordinator- His/her function is to be aware of the matches and to let you know of any problems. 2. Your availability- Be available to the volunteers and be sure that they are aware that they can come to you at any time if they are having any problems. 3. Best Buddies staff - talk to your Program Coordinator if you would like some assistance in dealing with any issues.
Dismissing Volunteers (page 20 in manual) Best Buddies Canada believes in progressive discipline. If a Student Buddy/Buddy is neglecting to meet with his/her Student Buddy/Buddy twice a month and is not making weekly contact, dismissing them is appropriate after all attempts to solve the problem have been made with no improvements:
Step 1 The Chapter Leadership Team has met and talked with the volunteer about his/her lack of commitment and brainstormed solutions. A verbal warning must be given to the volunteer at this time. Inform your Program Coordinator Step 2 The Chapter Leadership Team has taken all possible steps to resolve friendship problems (such as providing training with the HSC). If this does not work, a written warning must be issued and the Chapter Leadership Team must send a copy of this letter to their respective Program Coordinator Step 3 If the volunteer who has been named does not correct his/her behavior within 30 days, he/she will be dismissed from his/her position in the chapter permanently. This must be documented.