Committee Position Job Descriptions
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PositionLead CoordinatorsParty Parent CoordinatorHelp Desk CoordinatorArt Lit CoordinatorPassportAttendanceDragon DashCarnivalPicture DaySchool SuppliesScience FairField DayT-ShirtsBox TopsBadgesClothes ClosetDisplay CaseLunch RoomSoc Hop
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SEPTEMBERSend teachers a sample sign up form for back to school night. Email tachers introducing your role and asking them to notify you of cc's names and contact information. Assign / recruit a parent coordinator for each classroomAssign/recruit party coordinator for each grade levelAugust: receive the fall art lit boxes from Beaverton Art Lit staff. Inventory the boxes. Give each box to the appropriate volunteer (whoever is coordinating that artist). Prepare take home packets for parents and students.  These include what you need to know about passport for each month, a study map and the 1st month's map.  Copy/send home donation envelopes/flyers Decorate bulletin board/announce Dragon Dash at first assembly/get class lists (in txt format) from ladies in office/freeze popsicles/print teacher signs/find popsicle sticks/have Mr. Onishi do schedule/assign RED/WHITE/BLUE colors to class/create volunteer Google spreadsheet and send to parentsTake photos at Packet Pick up Date in August from 7:30am-11:30am. Contact BSD Clothes Closet coordinator to find out what day FIndley is assigned to help at Clothes Closet.Print out new calendar pages, put them in the display case reservation binder. One month per side, landscape orientation, 3 hole punched at the top.
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Put together contact spread sheet as share with appropriate parents.Put together contact spread sheet and share with appropriate parentsContact old volunteers and recruit new volunteers, esp. for K and 1st grade classes, to make sure they have volunteers.Work with teachers to schedule their class time for their check.  Send email reminders through help counter about upcoming passport day.  Schedule a time to visit the 5th grade classes to explain Special Itinaries. Give teachers the # of passports needed for their classsend out donation receipts/follow up on Matching Funds/determine prizes/announce results @ assembly & October PTO meetingTake photos at volunteer orientation in morning and afternoon in September.
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Train coordinators. Provide budget and number of students per grade level to each party coordinatorMeet with whoever is coordinating the first artist. Confirm lesson plan, art project, and supply list. Order supplies.Schedule and host a training session for new Passport Check volunteers, do this before the 1st check, typically the 3rd Tuesday of Sept.Create and print badges, confirm background check is passed, give un confirmed to secretaries, put completed in bins alpha by last name.
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Distribute previously created guide. Edit document as needed. Send out job description. Distribute previously created guidelines (in party coordinator binders). Edit document as needed. Hold first volunteer training. Typically the 4th Monday of September.Contact volunteers to determine number of checkers to make sure there are enough, send SOS if needed. Set up, run the check and clean up on Passport day 8:30-10:40
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Send out direction for setting up volunteer schedule for October or date teachers request.Teach coordinators how to claim for reimbursementsTry to preview boxes for Jan-June, esp if production supplies might need to be ordered early. Coordinate this with West TV/Cedar Mill.Check cut stamps, contact volunteer if necessary to cut more.  On recheck day, hand out Oct. study map and restock bins by elevator. Set up, run, clean up for recheck day 11-1:30.
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OCTOBERSend out follow up email to make sure CC's are doing OK.Coordinate the monitoring of supplies, as classes proceed through the first art lit lesson.Contact volunteers to determine number of checkers to make sure there are enough, send SOS if needed. Set up, run the check and clean up on Passport day 8:30-10:40Order 60-80 8' tables, LSC form, reserve display case Jan & MarSet up googledoc for volunteer list for Findley day at CC. Recruit volunteers (friends, send email out thru PTO, etc.)
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Have cc's send out a teacher survey for class parents. Meet with whoever is coordinating the next artist, confirm lesson plans, art project, and supply list. Order supplies.Send reminders for passport check to parents and teachersStart getting committee together
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Check cut stamps, contact volunteer if necessary to cut more. On recheck day, hand out Oct. study map and restock bins by elevator. Set up, run, clean up for recheck day 11-1:30.
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NOVEMBEREmail CC's and see if they want to get together or they want to have a meeting to share ideas. Help party coordinators begin planning Winter CelebrationHold next volunteer training. Classes will start this lesson and volunteers will need to monitor supplies.Contact volunteers to determine number of checkers to make sure there are enough, send SOS if needed. Set up, run the check and clean up on Passport day 8:30-10:40Edit Registration/Info forms, post on PTO webpageTake photos one morning and one evening this month for one half hour each.
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Remind CC's to email their class parents and share ideas abotu holiday gifts including scrip.Make sure volunteers are in place to coordinate artists for Jan-June.Send reminders for passport check to parents and teachersHave Committee meeting to planCreate and print badges, confirm background check is passed, give un confirmed to secretaries, put completed in bins alpha by last name.
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Check cut stamps, contact volunteer if necessary to cut more. On recheck day, hand out Oct. study map and restock bins by elevator. Set up, run, clean up for recheck day 11-1:30.Arrange for Jan assembly
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Contact Outside vendors
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DECEMBERPurchase/distribute paper goods for Winter CelebrationInventory the first two art lit boxes and pass them on to the next school (usually Cedar Mill Elementary). Contact volunteers to determine number of checkers to make sure there are enough, send SOS if needed. Set up, run the check and clean up on Passport day 8:30-10:40Pick up Lost & Found items at Findley at last day of school before break, launder any items that need it, take donations to Clothes Closet
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Pick up the next two artist boxes (we usually pick up boxes from West TV) and inventory the boxes.Send reminders for passport check to parents and teachers
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Check cut stamps, contact volunteer if necessary to cut more.  On recheck day, hand out Oct. study map and restock bins by elevator. Set up, run, clean up for recheck day 11-1:30.
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JANUARYSet up a coordinator Coffee.Help party coordinators begin planning Valentine PartyHold volunteer training for 3rd artist. Classes will start this lesson. Coordinate the monitoring of supplies.Contact volunteers to determine number of checkers to make sure there are enough, send SOS if needed. Set up, run the check and clean up on Passport day 8:30-10:40Copy Forms/Info, start student databaseTake photos one morning and one evening this month for one half hour each. If CC day is in January, remind volunteers, give them instructions on what to do, directions to location, etc.
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Meet with whoever is coordinating the 4th artist, confirm lesson plans and production, order supplies.Send reminders for passport check to parents and teachersSpeak at Kick-off assemblyCreate and print badges, confirm background check is passed, give un confirmed to secretaries, put completed in bins alpha by last name.
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Check cut stamps, contact volunteer if necessary to cut more. On recheck day, hand out Oct. study map and restock bins by elevator. Set up, run, clean up for recheck day 11-1:30.Start screening experiments
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FEBRUARYPurchase/distribute paper goods for Valentine PartyHold volunteer training for 4th artist. Classes will start this lesson. Coordinate the monitoring of supplies.Contact volunteers to determine number of checkers to make sure there are enough, send SOS if needed. Set up, run the check and clean up on Passport day 8:30-10:40Finish Screening Experiments, schedule volunteers,
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Send reminders for passport check to parents and teacherssend 1-week reminder notice & emails
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Check cut stamps, contact volunteer if necessary to cut more.  On recheck day, hand out Oct. study map and restock bins by elevator. Set up, run, clean up for recheck day 11-1:30.
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MARCHMeet with whoever is coordinating the 5th artist, confirm lesson plans and production, order supplies.Contact volunteers to determine number of checkers to make sure there are enough, send SOS if needed. Set up, run the check and clean up on Passport day 8:30-10:40Set up for FairTake photos one morning and one evening this month for one half hour each. Pick up Lost & Found items at Findley at last day of school before break, launder any items that need it, take donations to Clothes Closet
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Inventory 3rd and 4th art lit boxes. Pass the boxes onto Cedar Mill. Pick up the next two boxes from West TV and inventory them.Send reminders for passport check to parents and teachersSchedule volunteers & student reviewsCreate and print badges, confirm background check is passed, give un confirmed to secretaries, put completed in bins alpha by last name.
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Check cut stamps, contact volunteer if necessary to cut more. On recheck day, hand out Oct. study map and restock bins by elevator. Set up, run, clean up for recheck day 11-1:30.Thank volunteers & ask for feedback
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APRILStart a discussion with cc's on line or at a coffee to discuss year end class gifts and encourage uniformity in each grade level. Hold volunteer training for 5th artist. Classes will start this lesson. Coordinate the monitoring of supplies.Contact volunteers to determine number of checkers to make sure there are enough, send SOS if needed. Set up, run the check and clean up on Passport day 8:30-10:40Follow up meeting with committeePick up donated socks at the Soc Hop and take to Clothes Closet. (Coordinate pickup of socks with Soc Hop chairman.)
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Meet with whoever is coordinating the 5th artist, confirm lesson plans and production, order supplies.Send reminders for passport check to parents and teachers.  Contact teachers to remind them about second chance day and have them collect information on which study map each student needs.
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Check cut stamps, contact volunteer if necessary to cut more. On recheck day, hand out Oct. study map and restock bins by elevator. Set up, run, clean up for recheck day 11-1:30.
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MAYRemind cc's about teacher appreciation week. Help party coordinators begin planning End of Year partiesHold volunteer training for 6th artist. Classes will start this lesson. Coordinate the monitoring of supplies. Show preview of next year's volunteers. Start to get artist coordinators for next year.Contact volunteers to determine number of checkers to make sure there are enough, send SOS if needed. Set up, run the check and clean up on Passport day 8:30-10:40Take photos one morning and one evening this month for one half hour each.
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Send out an email regarding end of the year gifts. Plan out volunteer training days for next year and submit Building Use Form to Findley, with details of the days/times you want to hold volunteer trainings.Send reminders for passport check to parents and teachers.  Send a reminder about second chance day.Create and print badges, confirm background check is passed, give un confirmed to secretaries, put completed in bins alpha by last name.
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Give ʺthank you'sʺ to volunteers leaving findley (5th grade parents with no younger kids) and to artist coordinators.Contact volunteers for second chance day.  Hold second chance day.
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Attend BSD art lit meeting, bring samples of all the productions to show schools who have those artists next year. Preview next year's artists productions from schools who had those artists this year.Tally all of the passports...Have a Tally "party" for this.  Stamp passports and record those who have completed all levels for the their grade and all 5 levels.  For special itinaries, record those who completed 100%.  Contact 5th grade teacher to inform them of which students completed the 100% and will enjoy the pizza party. 
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JUNESend a thank you email to the cc's.Purchase/distribute paper goods for End of Year parties.Inventory 5th and 6th artist box. Return them to BSD staff (wait for email with instructions from BSD art lit staff).Schedule the 5th grade pizza party.  Arange for pizza, juice, and ice cream.  Contact volunteers to help serve.Pick up Lost & Found items at Findley at last day of school before break, launder any items that need it, take donations to Clothes Closet
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Collect Party Coordinator bindersClean out the art lit supply area.Put the grade level acheivers (names) in the display case.
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Send a thank you to the party coordinatorsReturn passports to teachers to return to students.
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Collect Budget from each party coordinator
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SUMMERDetermine prizes/flyer contents/envelope format/purchase popsicles/coordinate water & cups
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