Purdue Space Day Volunteer Job Descriptions
The purpose of this job is to be in charge of one of the nine activities that the grade school students will be participating in on Purdue Space Day and to organize and train the volunteer activity crew to run it.
Age Ranges of Activities
The grade school students are split into the following age rages:
- Grades 3-4
- Grades 5-6
- Grades 7-8
- Each grade school age group should have fun and intellectually challenging activities with a difficulty level appropriate to the age group.
Activity Head Job Description
- Create the activity write-up and lesson plans by stated deadlines
- Meet with crew and train them prior to Dry Run
- Run activity at Dry Run and Event Day
- Ensure sufficient supplies and that the event runs smoothly
- Oversee cleanup during and at the end of the day
Activity Requirements - Each activity should have the following:
- Activity to be completed in a 45 minute time frame
- Include a PowerPoint or similar with full explanation to the educational content, the objective, and how to accomplish it
- Ensure there is a Design/Build/Test element to the activity
- Assist in the choosing of the classroom location
Activity Head General Information
- The PSD secretary will contact all crew by Sunday September 14, 2014 and then will let you have a list of your volunteers with their e-mail address
- Email your crew as soon as you get the list from the secretary to introduce yourself and to arrange your first meeting
- Keep track of all crew and update secretary if anyone drops out so that they can be replaced
- Contact crew and arrange your first meeting with your crew before the Dry-Run
- Keep track of all crew and let the secretary know if anyone drops out
- Train the crew on the activity well in advance of the Dry-Run
- Activity write-up for inclusion in the kid’s booklet – due Friday October 3, 2014 (or sooner if possible) booklet printing will take place Oct 13 & 14, 2014
- Check existing supplies in basement storage
- Assist in sorting out and preparing essential supplies
- Ensure grade school students know what is expected of them in the making of the activity
- Ensure that all grade school students are included in the activity without anyone being left out or being made to feel that they are not capable of making it
- All crew to clean up during the day and at end of the day
- Return PSD equipment/supplies to ARMS basement storage (if door locked leave outside the door)
- The Dry-Run is intended to be a "full dress rehearsal" of PSD and will take place approx. 1 week before event day.
- Attendance at Dry-Run – Contact your crew ahead of time to ensure full turnout. Attendance must be taken by the AH. Contact anyone who is missing or does not have an explained absence to guarantee that they are still committed and to ensure they know what is expected of them on event day. Report anyone who drops out to secretary Zarin Bari email@example.com to get replacements if possible
- A fully-functioning activity - ensure your activity crew are familiar with it and bring all necessary supplies for the demo. You will perform the activity with your volunteers as if it were the actual day, so please come prepared
- Power Point presentation – prepare ahead of time to review with your activity crew
- Show and Tell - Present the activity to the whole group back at the home room and the end of the Dry-Run to show how it works
- Calculate supplies required for activity and get shopping list to the Asst. Dir. by Friday October 10, 2014.
- Arrange to collect all supplies. Make sure that you have enough supplies for the day.
- If any further supplies like scotch tape or paper etc., are needed for the day, Mission Control to be contacted who will bring supplies to the room
On the Day
- Ensure activity runs smoothly on the day of the event and that all the children enjoy themselves and have fun
- Clean up classroom during and at the end of the day before returning to crew room for VIP party and group photo
- Arrange for all activity supplies to be brought back to ARMS basement storage (if door closed, they can be left in hallway)
- Assist the AH in planning in running the activity
- Participate in the dry-run and practice sessions as organized by AH
- Engage the children to ensure that each child has a good experience of the Activity
- Keep a look out for any child who appears to be struggling or is being left out of the group and help if necessary
- Do not allow any child to be mean or misbehave towards another child or PSD crew member
- Help clear up at the end of each session
- Help clear up to entire room at the end of the day and bring supplies back to ARMS basement storage
- Group photo with VIP astronaut at the end of the day in crew room
- End of Day party in crew room
- Complete evaluation in at the end of the day and hand in to Exec Board member
- Have fun and thank you for your hard work
Group Leaders (GL)
Age Ranges of Groups
Grades 3-8 benefit most from the program with the grades split into the following age rages:
- Grades 3-4 X 9 groups (4 GL’s per group)
- Grades 5-6 X 9 groups (3 or 4 GL’s per group
- Grades 7-8 X 3 groups (3 or 4 GL’s per group)
GL Job Description and General Information
- The GL's job is to be in charge of a one of 21 groups of grade school students, to lead them from their home room to the astronaut presentation, the three activities, and to bring them back to Armstrong Hall/ Home Room at lunch time and at the end of the day. It is vital to ensure their safety while they are on campus for PSD.
- Group Leaders (like all PSD crew) are major role models! Keep this in mind and help the kids have an excellent day with positive impressions.
- Each of the groups has 3 or 4 Group Leaders who, apart from the lunch time period, are responsible for the group for the day.
- Fit in plenty of restroom stops particularly for the younger age groups and especially before the hour long presentation in the Elliott Hall. If one child wants to go, ask if anyone else needs to go at the same time. Escort to bathroom to ensure safety even if parents are there.
- Make sure that all the kids take their belongings with them throughout the day and at the end of the day. If there is any lost property, please turn it over to Mission Control.
- Group posters are used as a rallying point and will be made from poster board (supplied) with the name of the group and relevant art work. Be as colorful and creative as possible
- Both sides of the poster board to be covered
- A competition is run for the most eye-catching etc.
Each group has a Home Room where each group will:
- Start the day (from 8:15am)
- Return from Activity Session 1 for lunch (from 11:30am)
- Start again after lunch for Activity Session 2 (from 12:40pm)
- Return after Activity Session 3 and group photos with VIP (any time after 2:50pm)
- Be in the Home Room by 8:15 am with posters clearly on show
- After the kids have checked in on registration they are directed to their Home Room. On arrival at the Home Room, check off the kids name on their spreadsheet and welcome them to the group.
- GL to leave Home room by 9:15AM. Complete the ‘No Show’ form for any child on your list who has not checked in and give to Mission Control on your way out to ELLT
No Show Form
- Each GL will have a ‘No Show’ form to complete to hand into Mission Control. If a child on your list has not arrived by the time you leave the Home Room for ELLT, include their name on this list and hand in to Mission Control on your way out both during the morning and afternoon departure. This gives MC information of who has not turned up.
Contact with Parents
- Give parents the GL contact detail (see below) to ensure that they know when and where to collect their child at lunch and the end of the day
- Signing out at lunch and at the end of the day – if parents are staying with their kids, as long as they sign out, the parents can take the kids without having to come back to the Home Room. All other children are to be brought back to the home room to wait for the parents or chaperones and then sign out
GL Contact Details
- Prepare GL contact sheet to hand to parents when they drop their child off. This is to include the following:
- GL Name
- GL Major
- GL Email address
- Background details about the group leaders
- Summary of what time to collect and where from at both lunchtime and at the end of the day
The kids will collect a welcome bag at check-in and will contain:
- Student’s activity booklet which has the details of the day, the activities, the evaluation and “Fun Stuff” – word searches etc. (for any fill in time)
- PSD pencil
- Autographed VIP astronaut photo
Name tag that will include:
- Group Name
- Home Room
- PSD kid’s t-shirt (if ordered)
PSD kid’s t-shirts
- Parents have the opportunity to order kids t-shirts online when they sign up their child for PSD.
- $12 each payable in advance
- Any questions about kid’s t shirts – send them to Mission Control to deal with.
- Information table located in ARMS Atrium, and is the first source for lost and found, a meeting place for parents and children, and answering general questions.
- Any latecomers will be checked in at MC and then be brought to the group wherever they are on campus
- No Show lists – MC will keep track of who hasn’t turned up
- First Aid kits –Mission Control will come to you with the kit if needed. They carry band aids and similar. Anything more serious will have to be dealt with separately (More under Safety Training)
- For GL’s to carry during the day with the following information:
- Sign in and out sheets
- List of children’s names in group
- List of contact details of parents/chaperone
- Emergency contact list of all exec board, MC etc.
- Seating chart in ELLT
- Map of part of campus
- Dismissal sequence of each group from ELLT for 1st activity
- Room location for Activity Session 1, 2, and 3
- Agenda of day (agenda is also on reverse of name tag)
- Colored wrist bands to hand out to kids for easy group identification
- Any latecomers will be brought to group in the main hall by Mission Control and will sat at the back of the hall
- The Assistant Director will ensure that all these kids meet up with their group in ELLT before each group leaves for the first activity session
- Hold your poster high so each group can be seen
VIP Presentation ELLT (9:30am – 10:30am)
- Ensure that the each GL knows where their group should sit in main hall before arrival
- Keep Control - Have FUN as a group! You can make a lot of noise in Elliott, but please watch for when the VIP is going to speak etc., and get the children settled quickly.
- Encourage the kids in your group to put their hand up to ask questions
- Lead group out of ELLT when directed by the Assistant Director for the first activity session
- Session 1 - 10:45am-11:30am
- Session 2 - 1:00pm – 1:45pm
- Session 3 - 2:00pm – 2:45pm
- Activity sessions will be run by Activity Heads and Crew, but Group Leaders still help and participate. Help kids stay engaged, included and positive about the activities.
- Keep an eye on the time of each activity, gather kids up and leave at correct time even if the activity is running over
- Don’t allow your students to ask the VIP his autograph during Purdue Space Day. They already have it in their bag.
- Parents have been told to bring “appropriate weather” coats etc. for the kids. We do not have a rain location - PSD continues “rain or shine”.
- Ensure the kids have their coats with them at all times including if/when they go outside for part of the activity
- In the event of any type of campus emergency, follow direction of emergency services, this is likely to be either shelter in place or evacuation. (More under Safety Training)
Agenda for Group Leader 2014
- From 7:30am - Breakfast – Crew Room FRNY G140
- 8:00am – Final briefing by PSD directors
- 8:10am – Group Leaders to be in Home Rooms with Posters clearly displayed
- 8:15am – Check-In - Kids start arriving at 8:15AM in ARMS atrium
- 9:15am – Leave your home room promptly and make your way to the Elliott Hall of Music. Lead your kids to your designated area in ELLT.
Activity Session 1
- 10:30am - After the Astronaut presentation, each Group will be dismissed in turn from the Elliott Hall by Assistant Director to start Session 1
- 10:30am – 10:45am – Move to Activity Session 1
- 10:45am – 11:30am – Activity Session 1- get kids to start to fill in their evaluation at the end of the booklet.
- 11:30am – 11:45am – Return to ARMS Homerooms for students to be checked off to parents / chaperones (If the parents are already with their kids, they may leave directly for lunch at the end of Activity Session 1 providing they have been checked out)
- 11:45am – Parents have been told to collect their child from the Home Room by this time - If any child has not been collected by parents or guardians, fill in the “No Show Kids form” on your clipboard and give to mission control, take them to the Crew Room for lunch. If they do not have their own lunch, let them have some pizza and a drink.
- 11:45am – 12:40am – Crew Room lunch and down time
- Ensure that all children have chaperone (teacher or parent) for lunch period
- Do not allow child to go to lunch unsupervised
- If the parent or chaperone doesn’t arrive, tell Mission Control who they are and take them to the Crew Room and give them pizza or let them eat their own lunch if they have it. Keep them with you and take them back to their home room at end of lunch.
- If the parent or chaperone arrives late, they have been told to go to Mission Control who will bring them to find the child in the crew room
Return from Lunch
- 12:40pm – Group Leaders to return to Home Room
- 12:45pm - Parents return kids to Home Room
Activity Session 2
- 12:50am - Leave Home Room to go to 2nd Activity – Do not wait for no shows
- Fill in “No Show Kids” form with kids name and give to mission control who will bring any late comers directly to the 2nd Activity
- 1:00pm – 1:45pm - Activity Session 2
- There is a 15 minute change over period between Sessions 2 & 3 – good time for bathroom break
- Have your students fill out their evaluation forms as they go to each activity
Activity Session 3 and Evaluations
- 2:00pm – 2:45pm - Activity Session 3
- 2:45pm – 2:50pm - Ensure the school students complete the evaluations at the back of their PSD Booklets throughout the day. There is an extra 5 minutes at the end of session 3 to collect evaluations, clip them onto the clipboard and hand in the clip board back in the crew room
Return to the Armstrong statue for group photos
- Do not cut through ARMS atrium before 2:50pm as it needs to be cleared
Group Photos with Astronauts
- Groups will have photos taken with the astronauts by the statue of Neil Armstrong.
- Wet weather location will be in front of the Moon rock in ARMS
- If the weather is good, bring your group to the front of ARMS without going through the atrium
- Assist in getting the group photos done as quickly as possible, keep the children in line and move forward ready for the photo
- Line up on the side of Armstrong building in the (engineering mall side)
- Parents can sign out their kids and leave as soon as their photo has been taken and evaluation handed in
- If you have any children who say they are meeting their parents outside you may take them outside to meet their parents after you have checked off all your remaining kids.
After event party
- Crew Room with the astronaut
- Crew evaluations will be taken at this time
- Crew group photo with the astronaut
Solicit donations for Volunteer Kick-off Breakfast
- Write to local businesses (supermarkets, bakeries, etc.)
- Order food as necessary
Provide food and paper products for two meals and end of day party
- Breakfast- bagels, doughnuts, fruit, beverages, etc.
- Lunch – order pizza and provide beverages
- Party – order cake and provide beverages
- A detailed summary of previous food preparation activities is available from PSD Coordinator
- Clean up Crew Room - FRNY G140 after each meal
- Assist the AH in planning and running the activity
- Participate in the dry-run and practice sessions as organized by AH
- Ensure each child has the relevant materials and knows what to do
- Help the child if necessary and be enthusiastic
- Be prepared to answer questions and be a role model
- Help clean up the classroom after each session and at the end of the day
- Responsible for photographing all events throughout the day including group photos with the VIP
- Ensure each activity is covered
- Create a photo-journal suitable for presentation on the PSD website
- Create display case design for Armstrong Hall
- All photos to be clearly defined with posed shots as necessary (e.g.- VIP, volunteers, kids working together)
Booklets and Bags
- Liaise with Exec. Board and AH for content
- Set printing schedule with copy room
- Ensure sponsors are included in booklet
- Ensure that paper folder binders are ordered
- Recruit volunteers to help assemble the booklets
- Have all materials ready for printing by October 3, 2014
Organize a team of volunteers to stuff, label, and sort the bags on October 16, 2014 in ARMS 3226
- Located in ARMS atrium
- Be the point of contact for parents and Crew
- Ensure MC has all current information regarding details of the day, including where each Group is at any time
- School bus parking – Direct any school buses that come on day
- Golf Cart drivers
- If any school students are late back from lunch, take the school student to the appropriate location for the 2nd Activity
- Talk to parents about Purdue and hand out relevant information
For Any Further information Please contact a member of the PSD Executive Board:
- Director of Activity Heads - Kathryn Johnson
- Director of Group Leaders - Paige Hiday
- Assistant Director of Activity Heads - Stephan Whitnah
- Assistant Director of Group Leaders -Benjamin Vernhes
- Treasurer -Jackie Stephan
- Public Relations - Michael Peters
- Director of Operations - Kensley Pottebaum
- Secretary;- Zarin Bari
- Assistant Secretary;- Kristen Hector
- Director of IT - Arjun Jayaraj
- Participant Coordinator Lauren Lolkman
- Participant Registration Jani Dominguez
- Faculty Advisor - Dr. Michael Sangid