Coordinator Responsibilities
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Responsibilities by Volunteer Position
Updated (somewhat) 1/2015 
Positions may or may not be filled at the current time. 

Administrative Support:
  • Submits information on applicable OWL events to local media outlets (i.e. community calendars at TV stations, Argus Leader, siouxfallsevents.com). 
  • Makes calls on behalf of the group to reserve meeting rooms or facilities when necessary.
  • Provides other miscellaneous services to the leaders when they need a hand. 
  • Calls businesses to schedule times/group discounts prior to the start of the academic year (i.e. bowling, Bowden Youth Center).

Craft Coordinator:
  • Plans crafts to be done at selected OWL activities or parties (as needed). 
  • Submits craft idea to leaders ahead of the activity at planning meetings or via the OWL Coordinators BigTent subgroup. 
  • Purchases supplies and submits receipts to the Treasurer for reimbursement.
  • Demonstrates craft to kids/parents.
  • Keeps track of OWL supplies.

Fundraising Coordinator: (Can be separated if future need arises) 
  • Collects Box Tops for Education (General Mills), Labels for Education (Campbell’s), and Land-o-Lakes milk lids from OWL members. 
  • Bundles and submits box tops, labels, and lids and, at the required intervals, sends them to their respective companies, along with completed submission forms. 
  • Keeps the other OWL leaders updated regarding how much money or how many points have been earned. 
  • Arranges (with website coordinator) to set up a poll to decide what to do with the money/points earned.


Gym Coordinator(s): Preschool, Elementary, Middle School 

  • Leads kids in gym activities one Tuesday per month or as desired. Keeps OWL gym equipment and brings it to gym days.


Legislative Watch Coordinator:

  • Keeps track of pertinent legislation and relays it to the group. 
  • Acts as the go-to person for people who have questions about state homeschooling laws.


Members Helping Members Coordinator:

  • Sends or hands-off baby shirts and cards to new parents in the group.  
  • Coordinates gestures of support for people in the group who are experiencing life-changing events (death, divorce, spouse’s deployment, hospitalization, etc.) via the Members Helping Members subgroup on BigTent. 


Newsletter Coordinator:

  • Composes a newsletter (monthly, bi-monthly or quarterly). 
  • Collects and organizes info for the newsletter pertaining to group interest. 
  • Submits rough draft to the leaders for revisions at least four days before publish date. 
  • Makes revisions as necessary.  
  • Uploads final draft of newsletter to the files section of the main OWL BigTent group. 


Party Planning Coordinator:

  • Acts as the go-to person for each of the six yearly OWL parties scheduled by the coordinators.  
  • Calls or emails to reserve facilities for each party (if applicable). 
  • Leads the discussion on each party’s BigTent subgroup, determining the food to be provided, who will set up, clean up, and/or lead games and activities.  
  • Purchases beverages and partyware (plates, cups, napkins, etc.) to bring to each party, to be reimbursed by the group treasurer.  Note:  These items may not need to be purchased for the Not Back to School or Never Stop Learning picnics. 
  • Shortly before the upcoming party, communicates final numbers of attendees to the party committee, advising whether or not additional food will need to be provided.  

Secretary:
  • Sets up agenda for meeting, based on messages received from the other coordinators. 
  • Takes notes and compiles meeting minutes and send to leaders via the OWL Coordinators BigTent subgroup.  
  • Follows up on miscellaneous to-do items from the meetings. 
  • Provides general support to the leaders.

Special Activities Coordinator:
  • Coordinates group outings and get-togethers, monthly or as desired. 
  • Discusses the activity with the other coordinators (either at meeting or via the BigTent Coordinators subgroup) before scheduling, to assess any logistical concerns and makes sure to avoid any scheduling conflicts.  
  • Enters activity into the OWL BigTent calendar, making sure to follow the predetermined guidelines for consistency.  
  • Sends “Invitation and RSVP” notice to the group at least ten days before the date of the activity. 
  • Either attends the event or asks someone else attending the event, at least one week in advance, to keep track of the attendees and be the “go to” person on the day of the activity.
  • In the event of extenuating circumstances (illness, etc.), gives as much advanced notice as possible. 
  • Sends Thank You notes to the business (if applicable).

Special Needs Contact:
  • Acts as the go-to person for people who have questions about the laws with regard to kids who would fit into this category. 
  • Answers questions about the availability of services

Tour Coordinator(s):
  • Schedules a minimum of one tour or field trip per month. 
  • Discusses the tour with the other coordinators (either at meeting or via the BigTent Coordinators subgroup) before scheduling, to assess any logistical concerns and makes sure to avoid any scheduling conflicts.  
  • Enters the tour into the OWL BigTent calendar, making sure to follow the predetermined guidelines for consistency.  
  • Sends the “Invitation and RSVP” notice to the group at least ten days before the date of the tour. 
  • Either attends the tour or asks someone else attending the tour, at least one week in advance, to keep track of the attendees and be the “go to” person on the day of the tour.  
  • In the event of extenuating circumstances (illness, etc.), gives as much advanced notice as possible. Sends a Thank You note to the business.

Treasurer:
  • Collects mail from PO Box weekly and forwards it to the proper leaders. 
  • Keeps track of OWL expenses and revenue and provides an annual report. 
  • Makes deposits and writes checks for reimbursement within one week of receiving receipts.

Volunteerism Coordinator:
  • Coordinates opportunities for our group members to help fellow community members (usually via local service organizations), quarterly or as desired. 
  • Discusses the activity with the other coordinators (either at meeting or via the BigTent Coordinators subgroup) before scheduling, to assess any logistical concerns and makes sure to avoid any scheduling conflicts.  
  • Enters the volunteer activity into the OWL BigTent calendar, making sure to follow the predetermined guidelines for consistency.  
  • Sends the “Invitation and RSVP” notice to the group at least ten days before the date of the activity. 
  • Either attends the activity or ask someone else attending the activity, at least one week in advance, to keep track of the attendees and be the “go to” person on the day of the activity.  
  • In the event of extenuating circumstances (illness, etc.), gives as much advanced notice as possible. Sends Thank You notes to the organization (if applicable).

Web Coordinator:
  • Makes sure that OWL website is live, working properly, and updated as needed. 
  • Oversees OWL BigTent group.
  • Makes sure reminders and periodic news items are sent to OWL members via the BigTent group. 
  • Sets up calendar events for recurring and miscellaneous activities arranged by non-coordinators or coordinators who do not normally set up calendar events.
  • Sets up subgroups for party committees and other specialty groups and acts as an admin (technical advisor) to those groups.    
  • Fields emails concerning both owlsiouxfalls.org and the BigTent group, helps to direct people to where information is located, addresses technical issues, etc. 
  • Maintains forwarding email addresses for the group leaders. 
  • Renews web and domain service each year using the group's debit card -- submits receipts to treasurer.

Roots & Shoots Coordinator:
  • Leads a quarterly Roots & Shoots activity.
  • Communicates with the other OWL coordinators regarding activities of the Roots & Shoots club and/or any concerns that may arise.  
  • Ensures that the Roots & Shoots club is operating in accordance with both the standards of the national Roots & Shoots organization and those of Our Way of Learning Homeschool Collective.