Annual Calendar Of Activities

What does your volunteer-based tutor/mentor program do each week to support youth and volunteer involvement?

While leading site-based tutor/mentor programs from 1975-2011 I learned to provide a weekly skeleton of activities that volunteers could choose from in planning their own one-on-one meeting with the youth they mentored. By providing this structure the volunteer always had something to fall back on if he/she was looking for ideas of "what to do". This calendar can be a starting point for any youth tutoring/mentoring organization that operates on an annual planning and event calendar, which begins in August and ends in June.

July is the primary month for preparation between one school year and the next. Ongoing evaluation of programming throughout the operating year is expected.

The tutor/mentor programs I led had more than 100 volunteer and youth pairs and only 2-3 people in leadership roles. Thus, there was no way to talk to each volunteer every week. Instead, I tried to create a "learning culture", or a"communications based" leadership structure. By that, our aim was to communicate weekly (and make information available daily) that our youth, volunteers, leaders, donors, etc. could use to learn what we are doing, and what we want them to do, so that every day more people are working to help inspire learning and growth in our students, and our supporters.

I took this process to the Internet in 1998 which enabled a wider range of volunteers, youth and leaders to share in building and maintaining this time line. In suggesting new, or repeat, activities, everyone was always encouraged to ask “how does this activity contribute to the goals of the organization. Every activity should support one or more of the steps that lead a youth from 7th grade (or what ever age your program first enrolls a student) to a career.

Read the Jim Collins pamphlet titled: Good to Great & the Social Sector as you plan events for the coming year. What will motivate a teen or volunteer to be at Cabrini Connections every week? What will motivate them to participate in learning and elearning? What will motivate them to come back next year and the following year?

Read “the Spider and the Starfish” and see how we empower our volunteers and teens to be leaders.

There are several blogs in the links section of http://www.tutormentorconnection.org that talk about learning as something beyond test scores. How do we engage volunteers, directors and other leaders in reading these, then innovating ways to incorporate this type of learning into the activities of a volunteer-based tutor/mentor program?

Can we think of the year in two segments, with Sept. – May being one where our volunteers coach homework and aspirations, and the June-Aug being a time frame when we teach learning habits? Can we use this time frame to engage volunteers more effectively in this process? During the year every week is focused on tutoring and just keeping the kids here. During the summer can we focus on learning habits, and prepare our veteran volunteers and students better for the coming school year? Think about this as you plan for summer activities each year.

The answers can be measured in these statistical goals

a) 75 student on roster by Nov 1
b) 80% or better weekly attendance average for teens and volunteers
c) 85% of teens and volunteers who are on roster on Nov 1 still active on May 1
d) 85% of teens active May 1, on roster for following fall; 65% of volunteers return following year
e) Growing percent of current and alumni teens and volunteers participate in on-line activities, as measured by page visits and comments posted.

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A newer way to evaluate program effectiveness is to look at how the networks of youth and volunteers change from year to year as a result of participation in a program. Read articles here and here to learn more about social capital and think about ways you might map the networks of your participants.

We can also evaluate our progress via satisfaction surveys of students, volunteers and parents. These surveys should be taken every Nov. and May, and our goal is to learn from them, improving where they show weaknesses, and learning to build on strengths.
Keep these measures and the Good to Great concept in mind in planning every activity.

Below is an actual schedule used at Cabrini Connections during 2008 and 2009.
This schedule can be a template used by any program operating on a school year calendar. If you borrow this, please visit our group on Facebook and post a link to your own web site where you show this schedule to your own supporters.

APRIL-MAY 2008

April 25, 2008: “Spring into Action” Fundraising Event. Schubas 3159 N. Southport 6-10 p.m.

May 9, 2008: Monthly Staff Meeting

May 14-15, 2008: Volunteer Appreciation Days

May 21-22, 2008: Final Week of 2007-08 School Year Activities

May 22, 2008: Village In Action Parent Appreciation Day (8:30-2:30 p.m.) -at Jenner Academy

May 29 – 30, 2008: Tutor/Mentor Leadership and Networking Conference(http://www.tutormentorconference.org)

JUNE 2008

June 4, 2008: Cabrini Connections Summer College Seminars – Seminar 1 – Basic Information About College. To be held at Cabrini Connections offices, 800 West Huron, from 5:30pm – 6:30pm.

June 6, 2008: Preparation meeting for the 3rd Annual Tutor Training Conference(Sept.27,2008)

June 11, 2008: Cabrini Connections Summer College Seminars – Seminar 2 – The First Steps, Testing and Applying to College. To be held at Cabrini Connections offices, 800 West Huron, from 5:30pm – 6:30pm.

June 12, 2008: Cabrini Connections Year End Dinner, held at LaSalle Foundation, 1111 N. Wells. All youth, volunteers, parents and supporters invited.

June 13, 2008: Monthly Staff Meeting

Summer Open House
-Volunteers able to meet with kids on Wednesday evenings from 6:00-8:0 p.m.

JULY 2008
Formal Summer Programming begins June 23rd – August 16, 2008 (8 weeks)
Art Club – Mondays 5:45-7:15 p.m. -will continue throughout the summer
Tech Club – Tuesdays 7:00-8:00 p.m. -will continue throughout the summer
Edgewood College Visit – July 7,8,9 2008
Monthly Staff Meeting – July 14, 2008
Golf Benefit – July 17, 2008
Great America Trip – July 26, 2008
Prepare for Student/Volunteer Recruitment – July/Aug: 2008
Prepare for Orientation in September Handbooks updated Rules & Regulations updated Curriculum Iowa Test ACT Journal writing & contests Clean & organize space Desks, bookshelves, art supplies, storage

AUGUST 2008
Chicagoland Tutor/Mentor Volunteer Recruitment campaign
- Channel 27 slide show, running month long
- PSA Radio spots
- ING Cafe Recruitment Social, Aug. 21 from 5:30 to 8pm
- Blog articles each week
- Facebook and MySpace

CC Recruitment Campaign – students & volunteers for AY Visit schools Contact CGTP graduates Contact returning volunteers – solicit new contacts Review volunteer spreadsheet & contact potential vol Review returning students Interview students, parents, volunteers Invitations for Orientation/Open House Review Schedule for Enrichment Clubs Recruit Volunteers for Enrichment Clubs

Aug 5 – preparation meeting for Sept. Tutor Training Conference (with CGTP and 4th Church) Monthly Staff Meeting – Aug. 11, 2008
August 26, 2008 Preparation meeting for the 3rd Annual Tutor Training Conference(Sept.27,2008)
August 27, 2008 Planning Meeting Tutoring Sessions
August 28, 2008 Information Session for Prospective (new) vol.
6:00 p.m. to 8:00 p.m.

August 30 (or close) – Planning Team in Place for Feb/March fund raising event (organized by Cassina)

SEPTEMBER 2008
Volunteer Recruitment Fairs/Events
AY 2008-2009 begins – mid September

Orientation Open House:
Introduce rules & regulations Introduce Quarter Attendance plans & birthday celebrations

September 6, 2008 Cabrini Connections Welcome-Back Brunch 11:00-1:00 p.m.
September 8, 2008 Volunteer Orientation 6:00-8:00 p.m.
September 9, 2008 Volunteer Orientation 6:00-8:00 p.m.

September 10, 2006 Student Orientation 6:00-8:00 p.m.
September 11, 2006 Student Orientation 6:00-8:00 p.m.

TUTORING BEGINS W 9/17/08 Th 9/18/08
September birthday celebrations 9/24 & 9/25, 2008

September 27, 2008 3rd Annual Tutor Training Conference, to be held at 4th Presbyterian Church

Enrichment Clubs begin week of 9/29/08
Recruit new club members
Guest Speakers from Enrichment Clubs Make plans for outing/event for NO SCHOOL (cps)

Recruit volunteer teams for Halloween and December Holiday events

OCTOBER 2008
Prepare for November Training Session
Art Festival 2009 – location TBD Make plans for outing/event for NO SCHOOL (cps) for October and November dates
Activity Night 10/24
End of October feedback survey, using Polls on SVHATS (Vjeko)

Martini Maddness Fund Raising Event, at The Store, – Oct
Full compliance of Students & Volunteers matched 10/29 & 10/30
Halloween & Birthday celebrations 10/29/08 & 10/30/08

NOVEMBER 2008
Tutor/Mentor Leadership Conference & Events - SEE WEB SITE
CPS not in session – outing or event
November Volunteer Training session 11/12 & 11/13
Attendance reports, bingo night and birthday celebration: 11/19 & 11/20
NO SESSIONS – Thanksgiving holiday 11/26 & 11/27

DECEMBER 2008
Announce Poetry Slam event: writing topics (will this happen?)
Plan for January training session
Birthday celebrations & holiday party TBD
CPS holiday weeks of 12/21-1/4
Plan for Mentor Month Activities in January
Surveys (Volunteers, Students and Parents)- using SVHATS (Vjeko)

JANUARY 2009
National Mentor Month activities
Plan for Black History Month
January Training session 1/14 & 1/15
Plan for outing/event for the month of Feb.
Birthday celebrations 1/28 & 1/29
Recruit Volunteers for the Year-End Trip
Recruit Volunteers for End of Year Dinner Committee

Recruit new volunteers for Golf Committee -

FEBRUARY 2009
Black History Month events
Begin Planning for Year End Dinner

Art Festival (TBD)

CPS not in session for several days in Feb – outings or events for students
Birthday celebrations 2/25 & 2/26

Black Tie Fund Raising Event (TBD)

End of February Feedback Survey using SVHATS (Vjeko)

MARCH 2009
Execute plan for Year End Dinner
Plan for Spring Break Activities
CPS No School 3/3
Theme Contest (Year-End Dinner)
Training Sessions 3/11 & 3/12
Birthday celebrations 3/25 & 3/26

APRIL 2009
SPRING VACATION - Schools close for students at the end of the school day Friday, April 3, 2009 and reopen on Monday, April 13, 2009. Spring Break Party?
Invitations for the Year-End Dinner
Recruit Students for Summer 2009 and Tutoring Sessions 2009/2010
• Contact Cabrini Green Tutoring Program – Presentation/Handouts
• Schools – Report day pick-up
• Churches/Community Advocates
Students: Nominate a tutor/mentor in the legal field for the Abraham Lincoln Marovitz Lend-A-Hand Foundation Mentor of the Year Award

MAY 2009
Attendance awards for quarter & quiz bowl 5/3 & 5/4
Recruiting information from CGTP
Birthday celebrations 5/27 & 5/28
Promote Summer Programs
End of Year Survey using polls in SVHATS or Survey Monkey (Vjeko)
Information Sharing/new ideas generated-Tutor/Mentor Leadership and Networking Conference (see web site)

JUNE 2009
Year End Dinner 6/11 Official tutoring ends
Enrichment Clubs continue to meet
Limited hours for tutoring
CPS ends 6/12
Continue to prepare for Year End Trip (July)

JULY 2009
Formal Summer Programming begins June – August, 2009 (8 weeks)
Art Class – Mondays 5:45-7:15 p.m. (June – August)
Tech Club – Tuesdays 6:00-7:00 p.m. (Starts June)
Writing Club – Wednesdays 4:30-6:00 p.m.(July – August)
Edgewood College Visit – July, 2009 Golf Benefit – July, 2009
Prepare for Student/Volunteer Recruitment – July/Aug: 2009
Prepare for Orientation in September Handbooks updated Rules & Regulations updated Curriculum Iowa Test ACT Journal writing & contests Clean & organize space Desks, bookshelves, art supplies, storage

AUGUST 2009
Chicagoland Tutor/Mentor Volunteer Recruitment campaign
Prepare fundraising & marketing for Art/Video Festival
CC Recruitment Campaign – students & volunteers for AY Visit schools Contact CGTP graduates Contact returning volunteers – solicit new contacts Review volunteer spreadsheet & contact potential vol Review returning students Interview students, parents, volunteers Invitations for Orientation/Open House Review Schedule for Enrichment Clubs Recruit Volunteers for Enrichment Clubs
August, 2009 Planning Meeting Tutoring Sessions
August, 2009 Information Session for Prospective (new) vol.
6:00 p.m. to 7:30 p.m.

SEPTEMBER 2009
Volunteer Recruitment Fairs/Events
AY 2009-2010 begins – mid September

Orientation Open House:
September, 2009 Volunteer Orientation 6:00-7:30 p.m.
September, 2009 Volunteer Orientation 6:00-7:30 p.m. (for those who cannot attend September ?)

Orientation Open House:
Introduce rules & regulations Introduce 10-week attendance plans

September, 2009 Student Orientation 6:00-7:30 p.m.
September, 2009 Student Orientation 6:00-7:30 p.m.
September, 2009 Student Orientation 11:00 a.m. to 12:30 p.m.

TUTORING BEGINS W 909 Th 909
September birthday celebrations 9/ & 9/, 2009
Enrichment Clubs begin week of 9//09
Recruit new club members
Guest Speakers from Enrichment Clubs
Plan for outing/event: no CPS
Marketing & PR for Art/Video festival complete
Recruit volunteer teams for Halloween and December Holiday events

OCTOBER 2009
Prepare for November Training Session
CPS not in session – outing or event
Plan for outing/event: no CPS
Full complement of Students & Volunteers matched
Bash/Party at THE STORE (fund raiser/new volunteer social)
Halloween & Birthday celebrations 10/28/09 & 10/29/09
Volunteer Student feedback surveys using SVHATS (Vjeko

NOVEMBER 2009
Tutor/Mentor Leadership Conference & Events
CPS not in session – outing or event
November Volunteer Training session
10-week attendance reports, writing awards & quiz bowl:
NO SESSIONS – Thanksgiving holiday
Birthday celebrations 11/18 & 11/19

DECEMBER 2009
Announce Poetry Slam event: writing topics
Plan for January training session
Birthday celebrations & holiday party TBD
CPS holiday weeks of 12/21-1/3
Plan for Mentor Month Activities in January
Surveys (Volunteers, Students and Parents)
Summer Learning Activities – engage youth and volunteers in eLearning.

EXTEND THIS CALENDAR INTO THE FOLLOWING YEAR
By building a calendar of events like this you do not start from scratch every year and you create an organizational history that future leaders can follow and build upon.

You can see that we build events around calendar activities like Halloween, Thanksgiving, Christmas, Black History Month, Easter, Graduation, etc. These repeat every year so the activities around them also can repeat. They become traditions within your organization, which is the glue that motivates youth and volunteers to stay involved.

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The calendar is the same for all tutor/mentor programs, regardless of where you are located. That means at key times each year, we might be connecting our efforts in ways that attract greater attention and support for each program in every city. Read more about events that offer collaboration and awareness building opportunities.

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