documentation toolkit
DESCRIPTION
Metrics for the MovementTRANSCRIPT
This toolkit is a guide for helping chapters record a comprehensive
overview of operations and key metrics for demonstrating movement
capacity during a 3-4 month period - the average college semester.
Templates and forms are contained within, for use and customization
by IDEAS chapters. The attached PDF forms can be accessed with
digital tools from laptops to smart phones – quantiative and qualitative
documentation in the palm of your hand. IDEAS For Us (the non-profit
steering the IDEAS Movement) needs quantitative data for grants,
which could provide resources for the entire IDEAS Movement.
Qualitative data is also critical for sharing best practices across the
IDEAS Movement. The Documentation Toolkit is designed for use by
both campus and community IDEAS chapters.
On behalf of the IDEAS Movement, thank you for being proactive with
your solution capacity. You are the change we wish to see in the world.
The IDEAS For Us Staff and Board of Directors
Dear You
with love
contents1
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chapter structure / pg.01 executive team rostersnowflake model
goals. strategies. tactics. timeline. / PG.03
quantitative documentation / pg.05Membership formMembership rosterActive Solution ListEvent Attendance List
Qualitative Documentation / pg.09Event Reflection & DebriefEvent Photographs
accomplishments / pg.11PartnershipsAwards
please visit www.ideasforus.org for additional resources and downloadable pdfs.
This form contains all the essential information for your core
team. Listed are a few examples of potential executive roles
within your chapter. Co-Presidents, Secretary and Treasurer are
usually necessary, especially for campus chapters. Additional
examples could include historian, outreach/communications,
solutions coordinator, clean up coordinator, upcycling
coordinator, healthy ideas coordinator and aquaponics
coordinator. Consider your Project and Initiative Coordinators
as part of the Executive Team. Also feel free to create
new positions as needed. Make sure each member of the
Executive Team has a copy of this roster for their records. Visit
www.IDEASForUS.org to download this form.
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1chapter structureexecutive roster
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Once you build a team, show the structure with an image of a
Snowflake Model. Create a visual model helps others outside
(even inside) of the Executive Team and the chapter understand
how the chapter operates. Note that this model is not hierarchical –
everyone works together side-by-side instead of top-to-bottom.
Online platforms like <meebo.com> or <mindmeister.com> are
easy to use for creating an image, or you can build one with
software like Microsoft Word or Adobe products. Be sure to
share this model in a public, accessible place.
snowflake model
2Goals. Strategies. Tactics. timeline.
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Expand member recruitment/retention
Engage new participants and current members
Table outside of the Student Union on Wed.
Host 5 Clean-ups during summer
Host 2-3 CO2 rallies during summer
Host 3-5 Ecosystem event during summer
Host 1-2 Do It in the Dark event(s)
Open executive positions to current members
Secretary Position
Historian position
Recruitment/Tabling position
Design new positions
New Co-President
Provide travel opportunities
Attend 1-3 conferences
Visit 2-3 IDEAS chapters
Visit 2-3 university campuses
Set up bio-regional meet & greet
Attend IDEAS Leadership Seminar
This is an example of the Goals, Strategies & Tactics form. This
form can provide framework and structure to each semester,
as well as provide a visual plan for implementation. Make sure
each team member has a copy and is familiar with the strategy
and timeline for the goal.
Goals Strategies Tactics
Timeline
04
Gather the Executive Team and plan your chapter’s Goals and
Strategies before the beginning of the semester. Communicate
the goals to members, then them to propose tactics. Visit
www.IDEASForUS.org to download this form.
3Quantitative Documentation
Membership Forms are the bread and butter of chapter
documentation. Recording contact information is critical for
engaging and empowering members! Membership forms also
help the Treasurer keep track of dues-paying members, which is
important especially if there are perks to paid membership. Save
paper by having members fill them out digitally and emailing
them to your Treasurer. Have the treasurer keep a digital archive
and share with your Regional Director. Visit www.IDEASForUS.org
to download this form.
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membership forms
The Membership Roster provides easy, one-stop access to contact
and descriptive information about all of your chapter’s members,
consolidated into one document. Assign the Secretary or Treasurer
the task of updating and maintaining the Membership Roster as
your chapter grows its membership base. It is recommended that
this document is shared only with members of the Executive Team.
Visit www.IDEASForUS.org to download this form.
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membership roster
The Active Solution List records general data about projects and
initiatives facilitated throughout the 3-4 month period. Providing
the number of events, number of hours, and number of individuals
involved quantifies part of the impact of the project or initiative.
This quantitative data is critical for demonstrating organizational
capacity, which can open many opportunities for your chapter, the
IDEAS Movement, and IDEAS For Us. Be sure to have the entire
Executive Team (especially Project and Initiative Coordinators)
involved in recording data in this roster, and hold each other
accountable. Visit www.IDEASForUS.org to download this form.
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active solution list
The Event Attendance Form is imperative for gathering information
about how many people and how much time your chapter spends
implementing sustainability solutions. Multiplying the number
of attendees by the duration (in hours) of the event provides a
quantitative perspective of the impact of the event. Prepare the
Event Attendance Form before the start of each event and have
it open in a digital tool – computers to smart phones – before
attendees begin to flow into your event. You can educate, engage
and empower a member or volunteer by delegating this task to
them! Visit www.IDEASForUS.org to download this form.
event attendance form
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4Qualitative Documentation
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When debriefing with your group after an event or an entire
semester or season, consider the following questions:
1. What were our goals, strategies and tactics?
2. What did we expect to happen?
3. What actually happened?
4. Why did it happen this way?
5. What were some best practices we learned?
6. How can we improve for the future?
Have different members of the Executive Team practice facilitating
a debrief session. Have coordinators take ownership for debriefing
events for their projects and initiatives. Invite members and
attendees to participate in these debrief sessions – with more
perspectives, learning increases exponentially! These debriefs
should be recorded by the Secretary or any member just like
meeting minutes.
reflection & debrief
With each event, be sure to take a whole-group photograph
before, during or after, whenever most attendees are present.
At best, have an attendee volunteer to photograph the entire
event. If anything with an IDEAS logo is present, be sure to
showcase it in the photograph! IDEAS For Us can use these
photos in future materials just like this toolkit, or in presentations
and media publicity.
photographs
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5accomplishments
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The Partner and Sponsor Roster allows you to track necessary
contact and descriptive information about individuals and
organization your chapter partners with. This form is especially
important for campus chapters working with other student
organizations, as leadership turnover is frequent and requires
remaining in consistent contact with those partner organizations.
Future chapter leaders can use this form to revisit past partners
for future opportunities. Visit www.IDEASForUS.org to download
this form.
partner/sponsor roster
Ex. Chipotle of Orlando, 7.30.2011 Ex. Rusty Partch, Social Media Strategist Ex. 407.488.7905
Ex. Planning an bike rally event that will meet at Chipotle and give free burritos to participants. Teach participants about their sustainability.
OCPS: 10/9/2009 M. Hahn, CEO 407.000.0000
[email protected]. Met at CO2 Bike Rally
Green Bank: 02/1/2011 Elizabeth Yao, teller 407.000.0000
[email protected]. Requeted invites to all events
Terra Firma: 4/6/2008 C. Ferrara, President 407.000.0000
Donated $500, [email protected]
Whole Foods: 3/7/2010 Mark Day, Cashier 407.000.0000
Donated $200 check, invite to monthly meetings
ABC Day Care 1/3/2001 Susan Du, Owner 407.000.0000
[email protected], send monthly email reminders about events
A-Z Lawncare 4/1/2010 John Q, Owner 407.000.0000
Call regarding solar panel iniatives
The Awards Roster is important for archiving all the public successes
your chapter is recognized for. Reproducing a list of awards gives
your chapter greater credibility and legitimacy, which makes it more
appealing for potential partners and sponsors. The same effect
is accomplished for IDEAS For Us, making it more appealing for
grants and sponsorships as well.Visit www.IDEASForUS.org to
download this form.
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awards roster
Green Leaf Award Mark Hahn 2/8/2010
OCPS Environmental Award Joseph Day 7/14/2011
Defender of Environment FWF 6/8/2012
Darwn Scholar Award Davis Johnson 8/2/2013
Documentation is certainly a burdensome and less glamorous
aspect of organizing. However, the rewards of bookkeeping all the
aforementioned metrics and data are invaluable to your chapter
as well as the IDEAS Movement and IDEAS For Us (the non-profit
steering the Movement). No matter what professional field you seek
to enter, the need and requisite for documentation will follow you.
Share the task of these documents among all of your team’s leaders,
and it becomes quite simple. Use all the digital tools available to you
to keep data input interesting. Best to gain experience, familiarity
and comfort with the process earlier than later. Consider it IDEAS’s
effort to grow with you. We are excited to see what your chapter
produces in these documents.
sharingthe light
IDEAS For Us, Inc. is a 501(c)(3) non-profit organization, accredited
by the United Nations, advancing sustainability and environmental
awareness through campus and community action.
The IDEAS Movement is growing international sustainability
across communities and K-U(niversity) campuses around the
world, IDEAS provides people of all ages with opportunities to
make a positive impact for generations to come.
The mission of IDEAS is to educate, engage and empower
people of all ages with sustainable solutions through research,
action and awareness.
Authors:
Sebastian Church
Graphic Design:
Stephanie Wrong
Written Summer 2011
Revised Summer 2013
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