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Be a Great Class Coordinator |
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Volunteering to coordinate
a SBPCG class for an instructor is rewarding job that's chocked full
of lots of little, easy tasks. Nearly everyone, including instructors
and beginning coordinators might underestimate all the things that
need to be done to make sure a class gets an adequate number of students
to sign up and that the class runs smoothly. This page is to help you
understand what should be done and why for the best outcome.
One key to getting lots of signups
is promotion. Even if the instructor is a well known polymer clay
artist, don't rely on reputation alone to sell the class. As coordinator,
you can maximize the chances of people being interested enough to signup
if you:
- regularly attend the guild
meetings and enthusiastically announce the upcoming class during
the meetings (start announcing at least two meetings before the class
occurs),
- provide samples and/or a portfolio
of the artist's work so people gain a very clear idea of the artist's
style and what they can expect to learn in the class,
- submit the details about the
class (description, cost, time, etc.) to the guild web master and newsletter
editor to further promote the class,
- make it as easy as possible
for people to contact you by regularly attending the meetings, putting
an email addy and/or phone number in the newsletter and on the guild
web site so people can reach you.
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Checklist Items
Coordinating is comprised of lots of little details, so it helps to
make a check list. When you talk to the instructor, don't be afraid
to ask if they will waive their class fee for you in exchange for coordinating
the class for her/him. If they doubt how much work is involved, show
her/him this guide! It won't hurt to tell her/him the South Bay Polymer
Clay Guild has top notch facilities for holding a class (the Yu Ai
Kai Center). Back to top
Here are the details
of what you need to do if you are coordinating a class:
- You need
SBPCG Board approval to schedule the class. This is generally
very easy to get. But they will need to know some details
about the class. If you haven't already done so, establish
a dialog with the instructor. If she/he is interested in
teaching at our guild and get as much of the following information
as you can:
- Instructor's
name (duh!)
- Title and
description of class
- Candidate
dates or, if far enough out, possible month or season
- Cost per
person for the class
- Materials/supply
list
- Samples,
photos, portfolio, etc.
- Minimum and
maximum number of students
- If the instructor
is willing to waive class fee in exchange for your coordinating
services (The coordinator does not automatically get a free class)
Back
to top
- 2005 Travel and
Room Cost Reimbursement Policies for SBPCG
- ELIGIBILITY
Instructors traveling 200 miles or more to the class location
(one way) are eligible for travel reimbursement from
the Guild budget.
- REIMBURSEMENT LIMITS
PER INSTRUCTOR
For eligible instructors, the Guild will cover one-half of
an instructor's travel costs up to $175 without exceeding the amount
budgeted for travel for the year. The Board will adjust the dollar
limit on travel reimbursement as needed when the annual budget
is determined.
- GUILD TRAVEL BUDGET
LIMITS PER YEAR
The Guild will budget sufficient money for travel to accommodate
up to three eligible instructors per year, but may consider reimbursing
additional instructors on a case-by-case basis.
- STUDENT CONTRIBUTION
TO ROOM COSTS FOR CLASSES If there is no or a reduced cost
for the room, students will not be assessed the usual $5-$10/day
room fee.
- Let the instructor
know right away that the guild will manage the cost of the room
(if there are 10 or more signups), but the guild doesn't arrange
travel, lodging, food or any other necessities. The instructor
must incorporate those expenses into the class fee if they are
traveling long distance.
The guild does not pay any fees
in advance of the class. Back
to top
- Schedule date
and times with the instructor. 10am to 5pm Saturday and/or Sunday
is our normal schedule. If it's a one day class, we usually schedule
those for a Sunday, since metered parking is free on that day.
- Call the Yu
Ai Kai center: 408 294-2505 (ask for Julie) and see if the largest
room on the 2nd floor is available on the date(s) you tentatively
planned with the instructor. The largest room at the center can
nicely accommodate around 30 - 35 students. Ask the room scheduler
to put you on the calendar for the desired date (and from allow
a 1/2 hour pre and post the class times), but put a question mark
on those dates until you have received checks for the class from
at least 10 people.
- Ask to
have your class announcement put on the member meeting agendas.
If available, bring samples or photos of the instructor's
work for members to view. Begin taking signups for the class.
Anyone who signs up must give you a check at that time. Give
out a copy of the materials list (if available) to people
as they give you the check.
- As it
is disrupting to the class and unfair to paying students, please
remind students that visitors cannot be permitted in the
class, except at the discretion of the instructor/class
coordinator. People performing functions
for the class, such as delivering equipment, supplies, etc.
or photography are not considered visitors.
- When you have
at least 10 signups, call Yu Ai Kai at 408 294-2505 and confirm
the dates of room rental. Get a check from Debbie Anderson for
the room rental fee, which is $75.00 per day. Put this check in
an envelope, include a note giving the dates you are reserving
the room for, and put the envelope in the mailbox in front of the
Yu AI Kai Center at least one month before the class. Back
to top
- Give the student
checks to Debbie Anderson (one of the treasurers), so that she
can deposit them.
- Talk to the
instructor to find out what special supplies are needed for the
class, such as convection ovens, pot holders, polishers, projectors,
etc. Get volunteers to bring the necessary items. The two
guild convection ovens reside with Debbie and Becky. Contact them
if you'll need the ovens and arrange to pick them up and return
them. Neither Debbie nor Becky are responsible for bringing the
ovens, but they might if they are attending the class.
- Ask the instructor
if it's okay for guild photographers to take pictures of the class
in progress. The
pictures will only be used on the guild website. The volunteer
photographer can be one of the students, preferably someone with
a digital camera.
- Also ask the
instructor to be clear about whether students are permitted to
teach what they've learned from the instructor.
- Calculate the
amount the instructor will be paid. You need to get a check from
Debbie Anderson prior to the class, unless Debbie is in the class.
The day of the class,
take attendance and make sure everyone has paid for the class.
Give the instructor the check.
- You are responsible
for cleaning the room, putting the tables and chairs back where
you found them, etc.
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| Class Hosting
One the day(s) of the class, your role is to help the instructor.
You can introduce the instructor, help with handouts, help make
sure samples, supplies, tools are accounted for by class end.
Here are a few tips for "hosting" the
class.
- Ovens
should be turned off 40 - 45 minutes prior to the class end,
giving the ovens time to cool down before transport. This
means the final bake should start about an hour before class
end.
- Baking times
may need to be limited to 15-20 minutes to give everyone a chance
to bake. Final and proper bakings can be done at home.
- General clean
up should begin 20 - 30 minutes prior to class end. Ask people
to help return chairs and tables to their original locations, remove
food/clay from tables and floors, etc. People get messy when being
creative! Back
to top
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Expert Advice
If
you have questions, contact Debbie Anderson, since she is our
most experienced coordinator - phone:(408) 998-5303 , email: MarahA@aol.com,
or contact any board member. |
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| If a cancellation is requested more than 1 month prior
to the class and there is more than the minimum number of signups required
to hold the class, a full refund will be given. Less than 1 month prior
to the class, if there is over the number minimum required, the fee will
be refunded minus $20. If the requested cancellation brings the number
below the minimum required, the member is expected to find a replacement
or pay the full fee. If there is a emergency (such as medical or family),
it will be decided on a case by case basis by the instructor. |
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