North Pacific Yearly Meeting

of the Religious Society of Friends (QUAKERS)

Annual Session Children’s Program Coordinator (ASCPC)

QUALIFICATIONS:
Requirements-

  • Member or attender of a Quaker meeting within NPYM.
  • Highly organized person with excellent time management, communication skills, recruitment skills, and ability to meet deadlines.
  • Comfort with electronic communication (email and conference calling). Provide own phone and service, as well as computer and internet access.
  • Ability to do some travel, and participate in at least two annual session site visits.
  • Successful completion of mandatory safety / background check in accordance with the
  • NPYM Youth Safety Policy.
  • Ability to do some travel, and participate in at least two annual session site visits.
  • Ability to be available for children’s program staff during NPYM annual session.
  • Ability to maintain a spiritual presence and awareness, a sense of humor, and perspective while responding to the needs of multiple constituents.

Preferences-

  • Familiarity with the NPYM Annual Session children’s program very helpful.
  • Experience in religious education in a Quaker context helpful.


WORKS WITH: Youth Committee, AS General Arrangements Clerk, AS Physical Arrangements
Clerk, AS Program Coordinator, AS Volunteer Coordinator, and families, staff and volunteers of the
AS children’s program.


RESPONSIBILITIES: The ASCPC is responsible for planning and implementing all aspects of Infant
Care (IC), the Children’s Program (CP), and Children’s Activities (CA) at NPYM Annual Session.


Infant Care
IC is provided on an as-needed basis, under terms specified in the registration materials
(e.g., parental commitment by a specified date).

The ASCPC works with the General Arrangements Clerk and the Volunteer Coordinator to
find IC providers, who may be paid providers, fee-waiver recipients, or unpaid volunteers.
Children’s Program

The CP offers religious education classes for children from pre-school through Central
Friends (middle school), typically in four groups, during morning and afternoon plenaries and
other adult programming.

The ASCPC selects and supports teaching staff (helping them to find curriculum and
purchasing snacks and supplies, etc.) and works with the AS Volunteer Coordinator to
arrange for other volunteers to assist as needed.

Children’s Activities

CA is an afternoon and evening program designed to be looser and more spontaneous than
the CP. All children (grades K-8) gather together for multi-age fun, dividing into groups doing
active outdoor play and exploration, or quieter arts and crafts, games, and stories
(sometimes inside, sometimes outside).

The ASCPC is responsible for finding, supervising, and supporting staff (by facilitating
planning and purchasing equipment and supplies, etc.). Staff are typically young adults who
have experience working with children and are paid by the hour. The goal is to have enough
staff for a 10/1 ratio.

Safety and Security
The ASCPC is responsible for implementing and adhering to the NPYM Youth Safety Policy during
Annual Session. In particular, ASCPC notifies the NPYM Secretary of staff names far enough in
advance for background checks to take place.


TASK TIMELINE: Currently the job is budgeted at 1/4-time (500 hours/year). The ASCPC is
responsible for keeping a written record of time spent and activities performed in order to assist with
improving the job description and estimated hours associated with the job.

October – December (estimated 120 hours)

  • Seek out persons to serve as lead and assistant teachers for each age group (traditionally pre-school, lower elementary, upper elementary, and Central Friends). May require visits to quarterly or monthly meetings to identify and recruit teaching staff.
  • Once found, work with NPYM Secretary to vet all staff in accordance with the NPYM Youth
  • Safety Policy. Begin this process immediately as background checks take time.
  • Phone contact with NPYM Coordinating, Nominating, Youth and Executive Committees as necessary and appropriate.
  • Attend October Coordinating Committee

January – March (estimated 120 hours)

  • Work with the General Arrangements and Physical Arrangements Clerks to determine the best physical arrangements at the site for the Children’s Program. A site visit is advisable.
  • The CP typically requires five classroom spaces near the plenary that meet the Youth Safety guidelines. Consideration should be given to natural light, usable surfaces, storage, lighting, etc.
  • Attend Annual Session Planning Committee phone and site meetings
  • Identify and assist Central Friends camp staff
  • Work with lead teachers to develop effective child-centered plans for CP via conference calls or in-person meetings. Planning topics should include all significant elements of the annual program, including, but not limited to, the following:
    • supplies needed;
    • time-slot responsibilities;
    • field trip parameters;
    • volunteer procedures;
    • pick-up, drop-off, sign in/out protocol;
    • physical arrangements;
    • special needs children;
    • age-appropriate theme representations;
    • guidelines by age group;
    • field trip and attendant logistics;
    • service project if and as applicable;
    • preparation of children’s epistles.
  • Recruit CA staff. Appeals on Facebook and by email from the Young Friends clerk have been successful in the past.
  • Draft CP and CA schedule, based on last year’s schedule, and confirm with the Planning Committee.
  • Provide descriptions of volunteer needs (time slots, numbers of volunteers needed, age groupings, and description of jobs) to the Volunteer Coordinator, who is responsible for recruiting classroom and activities volunteers for IC, CP and CA.
  • Develop information regarding IC, CP and CA for inclusion in the registration packet and submit to the Registrar in a timely manner.
  • Prepare a working budget for IC, CP, and CA in consultation with the AS Planning Committee and the Registrar, including the number of full and partial fee waivers that will be available. (In the past this has been equivalent to 10 full-time fee waivers.)


April – Annual Session (estimated 160 hours)

  • Continue working with the teachers to develop and prepare activities. Incorporate the AS theme into these activities as much as possible.
  • Acquire classroom supplies. This involves inventorying existing supplies before purchasing anything new.
  • Work with the General Arrangements Clerk to schedule time for the Friend in Residence to meet with each class.
  • Send preliminary schedule to CA staff. When registration opens, advise staff to register early, and remind them to turn in the background check form.
  • Organize Infant Care:
    • Consult with the Registrar about the number of infants needing care.
    • Recruit child care providers, in consultation with the General Arrangements Clerk about local providers and/or the Volunteer Coordinator as necessary.
    • Arrange for background checks for prospective providers.
    • Set up a system for snacks and field trip lunches, including menu planning, purchasing, preparation areas, refrigeration, and volunteer coordination for preparation and delivery. Sack lunches are typically arranged with the host facility ahead of time.
  • Prepare sign-in sheets, permission slips and related documentation.
  • If desired, arrange or find someone to arrange an appropriate Saturday field trip for both the younger age groups and Central Friends. Confirm hours and pricing, times, cost, lunch arrangements, etc. Distribute field trip information to parents and teachers. Arrange for permission slips and transportation.
  • Working with the Registrar, assign the fee waivers. Notify the Registrar and let the recipients know who is getting full and partial waivers.
  • Work with the Registrar to get a preliminary count of how many children will be at AS. Prior to annual session, send an information packet (e.g., by email) to all parents covering the  following topics:
    • Times and locations of IC, CP, and CA;
    • Introduction to the IC, CP and CA staff;
    • Sign-in and sign-out procedures;
    • When permission slips need to be completed;
    • General theme of the program;
    • Guidelines for ages of each class (including Safety Guidelines);
    • Provisions for children with special needs (may need to talk individually with those parents);
    • Contact data for all parents and responsible adults;
    • Specific instructions about any planned field trip (times, how lunch will be handled, transportation needs, etc.).
  • Conduct a phone conference with CA staff to confirm schedule, who will arrive on the first night, and brainstorm ideas for games and crafts.
  • Make a list of supplies required for CA games. Popular activities in the past included volleyball, Frisbee, capture the flag, beading, drawing, and a variety of circle games.

 

  • During Annual Session (estimated 60 hours)
  • At the beginning of Annual Session, organize a meeting lasting no longer than 20 minutes of parents, children, and staff to briefly reiterate the topics covered in the pre-Annual Session mailing, and answer any questions;
  • Lead a meeting with the CA staff each afternoon before activities begin to debrief and make plans for keeping all ages integrated and happy.
  • During CA, help staff to make sure that all children are signed in and out and to coordinate assignments for the other adult volunteers (usually by assigning them to follow the youngest children).
  • Be available to staff and parents to help problem-solve (e.g. finding supplies, running errands, helping resolve issues, working with parents as needed)
  • Consult with the Ministry and Oversight Committee for spiritual support of the program.
  • Keep a log of medical or safety incidents as they arise, including contact data.
  • Check in daily with all program staff.
  • If a field trip is planned, assist with arrival and departure, including check-offs and mobile communication.
  • Keep track of expenses and make sure reimbursements are made as necessary.
  • Coordinate teacher appreciation (cards, etc.).
  • Help with packing up and cleaning up the children’s supplies and spaces.
  • After Annual Session (estimated 40 hours)
  • Debrief with program staff and with Youth Committee about what worked and what didn't, and suggestions for improvement.
  • By August 14 get a report/evaluation from each of the planners, as well as bills or receipts for any supplies or other expenses.
  • By September 21, submit a report for the Children’s Program file, documenting what occurred and suggestions and information that would be helpful for planning the next year’s program,
  • along with any recommendations for changes to the job description.


EXPENSES AND TRAVEL: The ASCPC is expected to provide his or her own phone and service,
as well as computer and internet access. Reimbursement is provided for office supplies and
expenses (phone calls, postage, copying, etc.) and travel (mileage is reimbursed at the federal rate,
which is currently $0.555/mile). The ASCPC receives a full fee waiver for Annual Session, including
program fee, lodging, and meals, as well as travel reimbursement. Expenses incurred for supplies
for the AS Children’s Program are paid for out of the AS operating budget; all bills and requests for
reimbursement, with all receipts, should be submitted to the NPYM Treasurer as soon as possible
and no later than August 31.


HIRING AND SUPERVISION: The NPYM Youth Committee is responsible for interviewing and
recommending a final candidate for this position. The Clerk of the Youth Committee serves as the
supervisor, and is responsible for checking in regularly (e.g., at least monthly by phone and more
often by email as needed) and for conducting an annual performance review. However, the formal
hiring (and, if necessary, termination) is done by the NPYM Personnel Committee in accordance
with NPYM personnel policies.