role booklet draft 6

role booklet

winter 2012

table of contents

2

table of contents

part 1: starting my world, my choice! 3

1 preparing the program 4

2 delivering the program 5

3 concluding the program 6

part 2: role templates 7

operations focus 8

campus club coordinator 8

delivery coordinator 9

simulation chair 10

mentor 11

marketing focus 12

communications coordinator 12

mentor & recruitment coordinator 13

partner relations coordinator 14

promotions coordinator 15

copy writer 16

development focus 17

development coordinator 17

finance focus 18

finance coordinator 18

part 3: index of terms 19

terms 19

contacts 19

part 1

3

part 1: starting my world, my choice! introduction

what is this booklet?

This package outl ines a variety of roles that can help you structure your chapter of MWMC. They are merely a set of guidel ines that have worked in the past so play with them as much as you want! The most important part about MWMC is developing a structure that suits local needs.

but there are so many things to do and only 1/2/3 of us!

Have no fear! That's the way it a lways is . The f irst thing to know is that it can be done! Al l i t takes are a couple dedicated people to start a successful MWMC chapter. Having someone to take a lead on each of the three function areas is al l thats required. There are many non-essential tasks included in this booklet to guide you as you grow.

what are the functional areas?

My world, my choice! roles tend to f it under three general headings: Operations, Marketing, and Development. Operations involves the overal l local structure and program del ivery. These roles are responsible for del iverying the program to schools and general ly ensuring the smooth f low of mentors and information. Marketing roles are tasked with recruit ing mentors as well as communicating with al l internal and external stakeholders. Bui lding relat ionships is a key part of the marketing focus. Development undertakes to adapt the program to meet local real it ies and relate to relevant issues. This can range from adjusting exist ing games to overcome l inguist ic barr iers to revis ing core aspects of the 4-week program to be more suitable to the environment. As has been said, MWMC doesn't have to be one size f its al l - creating new tools as the world changes is part of sustainabi l ity!

sounds good, where do I start?

F irst , you're going to need to f igure out who is going to do what. There are a lot of tasks and activit ies that aren't necessary at the get go, so don't worry about developing audit ing procedures or hosting fundraisers. In it ia l ly , it is important to priorit ize start ing relat ionships with schools and bui lding a mentor base; the rest can wait . It 's important at this early stage that everyone helps everyone else out. Sometimes, attracting mentors wil l need al l hands on deck. The same can be said for speaking with school administrators or adjusting the program so that it works in your sett ing. Being adaptable is key to gett ing MWMC off the ground.

any pointers?

Of course! The next section detai ls key things to consider as you prepare, del iver, and conclude the program for the f irst t ime

a note on finance

You may have noticed that there are actual ly four functional groups. F inance is a secondary function that you may never even need. However, i f you feel that your chapter would benefit from a l itt le cash, it is important to have an accountable, careful ly-managed f inancial recording system. Having mult iple s ignatories for withdrawals, keeping detai led receipt books, and performing monthly bank reconci l iat ion statements wil l be helpful in ensuring that funds are used appropriately.

start ing my world, my choice!

4

Before you can have mentors going into schools , you need two things: mentors, and schools . At this point, i t is real ly diff icult to prescribe a task to any one person. Everyone wil l be doing everything. This makes communication incredibly important, to avoid stepping on toes and to make sure that everyone has something to do. However, here are a l ist of tasks, roughly divided into the three focuses, that should help you get started putting together MWMC. operations coordinate meetings Making sure that everyone is on the same page is real ly important. Meetings with coordinators helps bui ld a strong team and share information arrange social events Having mentors isn't everything, keeping them is key! Keep everyone involved by having team bui lding and social gatherings

marketing find schools "Sel l ing" MWMC to schools is incredibly important at this stage. Look for ones with strong environmental or sustainabil ity in it iat ives already in place. Every school with need a different touch so just be open to different needs. find mentors Having a group of people ready for when the action starts wil l a l low you to . However, make sure to keep them informed on what's going on so that they know things are moving forward. Nothing ki l ls a mentor base l ike inactivity. development renovate program Take a good look at the program components. Do they make sense in your context? What changes can you make for the program to make sense? These are important questions when getting started so that you can effectively pitch the program to mentors and schools .

part 1

5

stage summary Now you've got a school or two on board, a bunch of mentors who are ready to go. Maybe you've got a rough idea of who wil l be doing what later as the structure of the organization sol if ies. I f not, that 's okay! The point is to get comfortable with running everything before you start drawing l ines. Here are some of the tasks to keep in mind as you get ready to go in to schools for the f irst t ime. operations schedule Having mentors prepared in advance for each school is very important. It helps you make sure that you are going to be able to provide a good service to the school . run simulation Doing the simulation for the f irst t ime can be confusing. The key is to relax and stay posit ive. Preparing in advance how you're going to introduce yourselves and the program wil l rel ieve a lot of stress on the day.

run program Once the simulation day is over, running the program is much easier . You wil l be famil iar with the layout of the school and have some idea of what to expect. Keeping mentors on track wil l be most important. marketing train mentors All mentors need to have some idea of what they're gett ing into and what they' l l have to do. Running through activit ies in advance is very helpful . Keep mentors active by giving lots of opportunit ies for training as well as gett ing to know each other. MWMC is , f irst and foremost, a community. development tweak program As the program is del ivered, you wil l probably notice certain things that work and others that don't . Keep track of these and make notes of things to change next t ime around. It helps to have a copy of the program materials on hand that you can make notes directly on.

start ing my world, my choice!

6

Congratulat ions, the worst is over! You should now have some idea of what the program looks l ike in action and know roughly how to do it next t ime. You're not done yet, though! How you handle the wrap-up wil l determine whether or not your chapter evolves from a club into a community. Here are some things to think about now that the program is over. operations prepare award ceremony The event can be as big or as small as you want it to be. You can do al l your schools at once, or each one individual ly . Try to arrange something memorable and work with part ic ipating schools to make it a success! follow up Talk to teachers and school administrators candidly about how they think the program went. Look for ways to improve and bui ld posit ive relat ionships for next year.

marketing find partners Reach out to the community and look for ways to get everyone involved. Maybe there are other groups that would l ike to have the program. Think about potential events to get involved with, maybe showcasing what MWMC is or even contributing volunteer hours. Also, start thinking about potential sources of funding for program improvements, marketing materials , and promotional events. keep mentors involved Make sure that al l the mentors know that the program's success is their success. Now have some fun! Put together some group event, maybe give out some awards to outstanding mentors. Let them know that they are part of an international movement and that they have made a real contribution towards a sustainable future. development get creative You know how to make the program work, now try to make it thrive! Look for new tools that could make your program better. Talk to other international chapters about what they're doing. Part of MWMC is creating a toolkit for al l sustainabil ity-minded people looking to educate their community.

part 2

7

part 2: role templates introduction

how do i use this section?

The roles described here are more or less . They can serve as a guide for you to develop your own structure as your chapter grows. You can treat them as concrete roles, or s imply as groups of tasks to consider. When working with other chapters international ly , however, it helps to have a common frame of reference when referr ing to different posit ions.

how are the roles broken down?

As mentioned before, my world, my choice! consists of four functional groups. The three core groups are operations, marketing, and development. Finance is a elective function that can be pursued if the need arises. Al l four roles bring something unique to the organization and there is something for everyone, regardless of educational background or experience.

what are all the acronyms for?

To make the relat ionships easier to refer to, each of the roles is assigned a unique 2-3 letter acronym. It 's just to s implify cross-referencing.

role templates

8

role key: CCC

summary

Develops and leads campus club. Assists with planning and overseeing program

execution. Responsible for ensuring del ivery of school programs and various outreach events.

key responsibilities

Consult with support team

Coordinate general assemblies and support meetings

Ensure messages distr ibuted to entire team

Work with MRCs to implement succession plan

Conduct campus club application process

Ensure SRM approval for al l campus events

Arrange social outings and team bui lding activit ies

Organize meetings when appropriate, making sure not to overload

associated roles

All

ideal candidate

A campus club coordinator has excel lent communication, interpersonal , and leadership

ski l ls . They are able to accept new ideas, plan strategical ly , and work with al l levels of the

organization.

commitment

4 - 6 hours per week

number of positions: 1 - 2

part 2

9

role key: DLC

summary

Arranges for program del ivery to classrooms and community groups.


Coordinate mentor schedules with part ic ipating schools and groups

Build relat ions with teachers, administrators, and group leaders

Perform fol low-up evaluations

Complete routine program drop-ins for qual ity control

Ensure proper materials for s imulation/event are on hand

Communicate with other DCs to ensure consistent execution

Inform CCCs of program status

associated roles

CCC

SC

MT

ideal candidate

A del ivery coordinator is a great communicator who is results-oriented and

approachable. They possess good organizational ski l ls and a passion for sustainabil ity and

environmental issues.

commitment


number of positions: 2-3

role templates

10

role key: SC

summary

Leads simulations both in schools and community groups.


Explain the program to students/community groups

Introduce and faci l itate s imulation activit ies

Coordinate s imulation day with MTs and teachers

Arrange simulation day mentor schedule with DCs

Ensure materials arr ive and leave simulation site

Assign roles beforehand to ensure smooth simulation

Explain relevance and lead discussion after each activity

Close simulation day with summary of sustainabi l ity and its importance

Thank teachers for supporting the program

Work with DCs to ensure consistent del ivery

Assist MTs with program questions

associated roles

DC

MT

ideal candidate

A s imulation chair is a great communicator who is results-oriented and approachable.

They have good public speaking and organizational ski l ls as well as a passion for sustainabil ity

and environmental issues.

commitment


number of positions: 1-3

part 2

11

role key: MT

summary

Del ivers program to classrooms and community groups.


Arrange to get to and from del ivery s ite

Build relat ionships with students and those receiving program

Go through simulation games and discussion

Complete weekly program stages

associated roles

DC

SC

ideal candidate

A mentor is a great communicator who is results-oriented and approachable. They

possess good organizational ski l ls and a passion for sustainabil ity and environmental issues.

commitment


number of positions: n/a

role templates

12

role key: CC

summary

Coordinates al l outreach, media relat ions and manages external interfaces. Al igns al l

communications to ensure consistency and manageabil ity .


Manage social media (Twitter , Facebook, etc.)

Prepare newsletter

Network with on- and off-campus organizations

Liaises with media

Inform CCCs of communications status

associated roles

CCC

MRC

PRC

PC

ideal candidate

A communications coordinator has excel lent writ ing and presentation ski l ls and a strong

desire to grow one's own network. Logist ics experience is an asset as well as web

management and graphic design.

commitment



part 2

13

role key: MRC

summary

Recruits mentors, del ivers training programs and ensures informational and involvement

needs of mentors are met.


Promote program to potential and exist ing mentors

Run recruitment campaigns with PCs

Organize on-going training

Create and review succession planning with PRC

Build relat ionships with mentors

Inform CCCs of recruitment status

associated roles

CCC

CC

PRC

PC

MT

ideal candidate

A mentor coordinator is approachable and has excel lent organizational ski l ls . They are

able to work closely with other coordinators. Logist ics and presentation ski l ls are an asset.

commitment



role templates

14

role key: PRC

summary

Grows and develops community partnerships and other relat ions.


Promote program within community

Create and review succession plan with MRCs

Pursue community partners

Perform community outreach

Inform CCCs of partnership status

associated roles

CCC

CC

MRC

PC

FC

ideal candidate

A partner relat ions coordinator is approachable and has excel lent professional

communication ski l ls . They are able to work closely with other organizations in the community

and province. They possess strategic business and f inancial ski l ls .

commitment



part 2

15

role key: PC

summary

Ensures r ight message is del ivered to the r ight people through the r ight media.

Responsible for providing information about organization and campus club events to the media

as well as general public .


Develop campus presence

Deliver marketing ventures to appropriate audience

Build local brand with PRCs

Organizes promotional events

Works with CCs and MRCs to formulate cohesive strategies

associated roles

CCC

CC

MRC

PRC

ideal candidate

A promotions coordinator has strong communication and interpersonal ski l ls . They are

passionate about making a difference in their community. Marketing ski l ls are an asset.

commitment



role templates

16

role key: CW

summary

Prepares content for promotional materials , events, and other activit ies requir ing

documentation or textual elements.


Record and distr ibute meeting minutes

Works with MRCs, PRCs, and PCs to prepare written copy

Ensures content distr ibuted to al l necessary channels

Prepares event brief ings and debriefs

associated roles

CC

MRC

PRC

PC

ideal candidate

A del ivery coordinator is a great communicator who is results-oriented and

approachable. They possess good organizational ski l ls and a passion for sustainabil ity and

environmental issues.

commitment



part 2

17

role key: DC

summary

Ensures materials evolve and are communicated throughout school programs and other

outreach events.


Manage al l tools and materials

Monitor avai labi l ity of new tools and materials

Develop new tools and materials

Distr ibute tools and materials to mentors and partners

Inform CCCs of development status

associated roles

CCC

DC

SC

CC

ideal candidate

A program development coordinator has excel lent writ ing ski l ls and creative sense.

They are f lexible and wil l ing to work with al l levels of the organization while pursuing new

methods of program del ivery.

commitment



role templates

18

role key: FC

summary

Handles internal accounting systems and manages third party funding. Seeks sources of

funding to support community outreach, mentor engagement, and program support.


Works with PRCs to secure funding from local partners

Investigate sources of funding at local and national level

Retain receipts from club and program expenses

Ensure accountabil ity in use of funds

Track cash inf lows and outf lows

Arrange audits i f appropriate

associated roles

CCC

PRC

ideal candidate

A f inance coordinator has excel lent math ski l ls and is detai l-oriented. They are honest

and have good money sense, capable of tracking sources and uses of funds with detai l .

Accounting experience is an asset.

commitment



part 3

19

part 3: index terms

CC Communications Coordinator CCC Campus Club Coordinator CW Copy Writer DC Delivery Coordinator FC Finance Coordinator MRC Mentor & Recruitment Coordinator

MT Mentor PC Promotions Coordinator PDC Program Development Coordinator PRC Partner Relations Coordinator SC Simulation Chair

contacts

name ______________________________ phone ______________________________ email ______________________________

name ______________________________ phone ______________________________ email ______________________________

name ______________________________ phone ______________________________ email ______________________________

name ______________________________ phone ______________________________ email ______________________________

name ______________________________ phone ______________________________ email ______________________________

name ______________________________ phone ______________________________ email ______________________________

name ______________________________ phone ______________________________ email ______________________________

name ______________________________ phone ______________________________ email ______________________________