Art Enrichment

You don’t need to have a degree in art history, or even be artsy for this one…you just need to enjoy introducing new things to the children in a fun, creative manner. The Art Enrichment program coordinates parent volunteers to go into the classrooms and “teach” the children about a particular artist or type of art. A basic curriculum with lesson plans (to be reviewed and updated if necessary by the committee chairs) is in place to give guidance by grade level and offer introductory information about artists, etc. Supplies are available at school and are maintained by the committee chairpersons. A kick-off meeting is held at the beginning of the year and a “Showcase” night is coordinated with the Ice Cream social in the spring.

Two or three parent volunteers are needed in every classroom. Ideally, they will visit the classroom once per month to lead an art appreciation discussion and an age appropriate art project. A grid with monthly topics for each grade is given out at the beginning of the year and posters of the art works are provided. The curriculum for each grade level and month is available on the Art Enrichment website. Folders with information on the artists and project ideas are available, as well as materials for planning the activities.

Contact the appropriate Committee Chair for more information or to volunteer.

Budget: $1950.00

• Kick-off supplies
• Art supplies
• Art History posters /  books / lesson plans
• Exhibition materials
• Volunteer educational opportunities

Volunteers:

• Minimum of 2 volunteers per classroom
• 4 - 6 committee members

Responsibilities:

• Conduct "Kick-Off" meeting
• Stock and maintain art closet with needed supplies and materials (both art supplies and literature)
• Review and amend art lesson plan and curriculum
• Ongoing management and guidance of volunteers
• Organize and execute Art Enrichment spring art exhibition (in conjunction with Ice Cream Social and Book Fair)

Timeline:

• Summer
  • Review curriculum
  • Update website
• September
  • Organize volunteers
  • Make packets for volunteers
  • Order supplies
  • Hold "Kick-off" meeting
• October - December
  • Maintain art closet
  • Ongoing guidance of volunteers

• January - March
  • Same as October - December
  • Prepare, plan and organize art exhibition
• April
  • Same as January - March
  • Hold art exhibition
• May
  • Calculate budget for next year
  • Make recommendations for next year
  • Final lessons
  • Clean art closet

Bike Safety

Ready, Set, Ride!! This committee hosts the annual Bike Safety Test. Generally held on the 2nd Friday of the school year, the Health & Safety Chairperson coordinates 15-17 volunteers as well as contacting the La Grange /La Grange Park police departments to set up a safety “skills course”. This generally takes about 4 hours on one day.

Preparation prior to the day of requires getting Bike Safety pamphlets from the State of Illinois and preparing a flyer & permission slip to be sent home the week prior to the test to all families. Volunteers’ names are acquired through the volunteer coordinator.

Contact the Health and Safety Committee Chair for more information or to volunteer.

Budget: @$100, used for

• Blue tape to tape-out course
• Student certificate / award
• Water for volunteers
• Stamps for "Thank Yous"

Volunteers: 15 - 17 volunteers are needed (getting these is usually not difficult as many 3rd grade parents want to help)

Responsibilities: Committee plans Bike Safety. The committee consists of one person, with about 17 volunteers on the day of the event.

What Works:

• Plan ahead and be prepared.
• Don't scare the kids by calling it a 'test'.
• Keep kids calm.

What Didn't Work: It is a lot of work for one person - consider having a co-chair.

Timeline:

• May -
  • get the date for Bike Safety Day for next fall from Principal and PTC President
• July -
  • get Bike Safety pamphlets from the State of Illinois
  • set up Bike Safety Date with LaGrange and LaGrange Park Police
• August -
  • get names of volunteers from Volunteer Coordinator
  • contact volunteers
  • get permission slips and Bike Safety pamphlets together (need Family Count for 3rd - 6th grades) 
    • Rules of the Road Pamphlet (2009)
• September -
  • Day before event: Tape out skills course
  • Event Day: 7:30 - 11:00 (approximately)
  • Thank you notes to all

Book Fair

Read any good books lately? How about selling some? This committee works with two different vendors to raise money for our school through organized book fairs in the Fall and Spring. These events usually coordinate with other school activities that occur int the evening (like the Ice Cream Social) and take about 15-20 volunteers (volunteers’ names are acquired through the volunteer coordinator) to help unpack, organize and work as cashiers during the sale then clean up. The committee works closely with both vendors to help ensure smooth transactions and orders. What better way to promote good reading habits in your home & school?

Contact the appropriate Committee Chair for more information or to volunteer.

Budget:

How is your budget primarily used:

Volunteers:

• About 15-20 volunteers are required to set up, work as cashiers and clean up after.

Responsibilities

What Worked

What Didn't Work

Timeline:

• Spring Book Fair
  • Held in October
  • Sign contract with <vendor> in <month>
  • Start promoting 1 month prior to event
• Fall Book Fair
  • Held in March
  • Sign contract with <vendor> in <month>
  • Start promoting 1 month prior to event

Box Tops

More money for nothing?!? This fundraising committee chair keeps track of the “Big G Box Top” collections throughout the year. Every few weeks/months the box tops are collected at school, snipped and counted into bundles of 10 to be turned in to General Mills in exchange for money which is used to purchase playground equipment.

Budget:

How is your budget primarily used:

Volunteers:

Responsibilities

What Worked

What Didn't Work

Timeline:

CPCFRO

Friendly competition! This acronym, CPCFRO (Congress Park, Cossitt, Forest Road, Ogden) is descriptive of the committee that runs a sporting program for 5th & 6th grade students to promote friendly competition in basketball & volleyball games between all 4 District elementary schools. Distributing flyers and permission slips, running skills testing and team placement as well as acquiring team coaches is what this one entails. Each sport runs for a period of 6 - 8 weeks and includes both a boys team and a girls team for each sport.

Parent volunteers organize and coach teams which play intramural games at Park Junior High or Ogden School. Practices are generally an hour in length and games are usually played Monday, Tuesday, or Thursday evening between 6 and 9 pm. Typically 8-10 games are played in each sport.

The philosophy of the program is to promote reasonable competition and team work. The key objective is to give every player, no matter his or her skill level, a chance to play, have fun, and learn a little in the process.

The Girls Basketball season runs from September though November.

The Boys Volleyball season runs from October through December.

The Boys Basketball season runs from January through March.

The Girls Volleyball season runs from February through April.

If you have any questions, please contact the Ogden CPCFRO Reps.

Calendar

The Calendar chairperson works with the PTC President and Dr. Boudreau to collect dates for the upcoming school year and formats the actual calendar. The calendar is posted online and a condensed version is included in the school directory. Updates are made throughout the year, as appropriate, and new versions are posted.

Contact the appropriate Committee Chair for more information or to volunteer.

Budget:

How is your budget primarily used:

Volunteers:

Responsibilities

What Worked

What Didn't Work

Timeline:

Chorus Volunteers

Mrs. LeGare (Ogden's Music teacher) needs chaperons for the Chorus trip to Yorktown in December and help with the Chorus pizza party in May.

Contact Mrs. LeGare for more information or to volunteer.

Communications

Vice-President/Communications The Vice-President of Communications helps coordinate communication with the PTC, as well as with the other District 102 PTC/PTO's. The position was added as an Executive Board position in 2002-03.

Main Responsibilities Ogden PTC Web Coordinator Ogden PTC Listserv Coordinator Ogden PTC Email Coordinator Maintain Committee Chair E-mail contact lists Attend PTC Exec Board Meetings Attend PTC Meetings Attend District Roundtable Meetings

Communications VP Committees Ogden PTC Web Site Ogden PTC Listserv Ogden Student Directory

Computer Parent - 1st Grade

1st Grade parents are needed to assist in their child’s classroom one hour a week during the school year.

Contact any of the 1st grade teachers for more information or to volunteer.

Cultural Programs

Let me introduce you to my friend, Benjamin Franklin.  Sound strange? The Cultural Programs chairpersons plan all cultural assemblies for the year. In 2007-2008, Mexican Dancers, Benjamin Franklin, Irish Dancers and a Jamaican cultural assembly were the highlight of the year. They are given a budget to work with and try to coordinate dates with trimester endings, or the days just before a break. 3-4 all-school assemblies are coordinated per year. One of the chairs, the PTC President or Dr. Boudreau may introduce the assemblies, but other than that, they are self-sustained.

Contact the appropriate Committee Chair for more information or to volunteer.

Budget: $2,500, which covers 3 all school assemblies

Responsibilities: The Cultural Assemblies Co-Chairs work closely with Dr. Boudreau to select the assemblies for the year. Once they have been selected, the Co-Chairs plan the assemblies, coordinate with the ‘vendors’, and handle the financial transactions. The PTC President or Dr. Boudreau may introduce an assembly; otherwise, the performance / assembly is self-sustained.

Timeline:

• July - August
  • search for future assemblies
  • organize dates for upcoming school year calendar
• September -
  • meet with Dr. Boudreau to solidify dates and approve suggested assemblies
• September - June
  • attend and assist at all assemblies

Directory

Call Me… The directory committee collects teacher information and student data from registration and compiles it into a concise, easy to read “phone book” that lists each student by class, as well as alphabetically. Once the information has been compiled, cross referenced, type-set and proofed, the job is bid out to local printers for the actual printing of these books. The books are then distributed to all families early in the school year.

Contact the appropriate Committee Chair for more information or to volunteer.

Budget: $900

How is your budget primarily used: it pays for the cost of printing the books

Volunteers: This is a 1 or 2 person job - one to do the data work and layout and one to deal with printing and distribution, or one person to do the entire thing. 

Responsibilities and Timeline: 

• In May, produce a directory and email sign-up form to be included in the Registration Packets.  This form can be produced using data from the PTC Directory Database, for those families returning to Ogden the following year.
• Collect these forms at Registration and update the PTC Directory Database with any new information.
• Obtain class listings from the School Office on Registration Day, get an update on the first day of school, and get a final listing after the 2nd week of school.  Verify with the office that the class listings have stabilized.
• Place each student into the correct classroom in the Directory Database.
• Do a mail-merge from the Directory Database into the Directory format.
• Add additional pages, such as teacher and staff contact information, PTC Committee Information, District contacts, and class listings.
• Design a cover.
• Submit the completed draft for final approval from the school office.
• Once approved, send directory to the printer - Allow for one directory for each family, one for each teacher, one for each office staff, and about 50 extras for people who want to purchase additional copies.
• Distribute the Directories to classrooms, Family Count.
• Maintain the database throughout the year, updating any new email and address information as well as adding any new students.
• An optional update to the Directory can be distributed at mid-year.

Donations

The Donations Committee oversees PTC charitable donations and collections.

Timeline: TBD

Key Documents:
Scholarship Application
Application is electronically sent to LT Career Office and they distribute it.

Scholarship Letter to LT
Sample of letter which accompanies check to LT Career Office.

Scholarship Application Notice for Newsletter
Sample article for Ogden Newsletter to notify parents of upcoming scholarship.

LTHS Prom Donation Letter
Sample letter to accompany check to LT for donation to their prom.

Field Days

Parent volunteers are needed to assist with the events/games planned for this day of fun! This event takes place during the last week of school, with no rain date. Grades K-3 will be held in the morning. Grades 4-6 will be held in the afternoon.

Contact the appropriate Committee Chair for more information or to volunteer.

Budget:

How is your budget primarily used:

Volunteers:

Responsibilities

What Worked

What Didn't Work

Timeline:

Fun Fair

Indoor games and activities held on a Saturday in the school gym. This fair is held every odd-numbered year, in March.

Contact the appropriate Committee Chair for more information or to volunteer.

March 14, 2009: Fun Fair Floor Plan

General Office Help

Occasionally, the school secretaries are in need of help in the school office photocopying. If you are interested in helping out one morning or afternoon a week or filling in when needed, consider this option. This is a one person two times per week or two persons one time per week job.

Contact Mrs. Campea in the school office for more information or to volunteer.

Golf Outing

Budget: Did not know how much/didn't use.

How is your budget primarily used: $2500 profit

Volunteers: Volunteers not used - 2 Chairpersons were able to handle it all.  Volunteers do not need to be solicited for on the Volunteer form at registration.

Responsibilities:

• vendor solicitation
• sponsor solicitation
• mailings
• public relations
• catering
• coordination with golf club
• registration organization
• game/rule oraganization

What Works: Most everything

What Didn't Work: Hole sponsorship could have been stronger and rules for the games the day of would have helped.

Timeline:

• Get your donations well in advance, as you will have to get in their face to receive them. 
• Book the event at the Golf Club at least 6 months out.
• Start soliciting Ogden Families at least 2 months out.  Many last minute add ons.  I would really try to push for 72 golfers as a goal. Then you could start a little later, have a shotgun start, make more money and the chairs/volunteers could golf.

Hospitality

Coffee, Tea or Volunteer? The hospitality committee serves coffee and small snacks during school events. The first day of school offers a Parent Welcome Coffee run by this committee, as well as hosting the PTC/PTO Roundtable Meeting in the Spring. Supplies are purchased through Central Buying and are available at the school. Any volunteers needed aside from the 2-3 committee chairs can be acquired from the volunteer coordinator.

Contact the appropriate Committee Chair for more information or to volunteer.

LRC Volunteers

Parent volunteers are needed to work one half day every other week in the LRC a/k/a library during their child’s library time. Volunteers help students locate books, file books being returned and assist the LRC staff in many other ways.

Contact Mrs. Bledsoe in the library for more information or to volunteer.

Ladybug / Wasp

This program is for 5th and 6th graders who wish to assist classroom teachers with activities such as copying, creating homework packets, and organizing the classroom.

Contact the appropriate Committee Chair for more information or to volunteer.

Budget:

How is your budget primarily used:

Volunteers:

Responsibilities

What Worked

What Didn't Work

Timeline:

Original Artworks

Students create artwork which is available for parents to purchase in a variety of formats, such as stationary, shirts, and magnets. This program is run one to two times per year, and is done in coordination with the Art curriculum and with the assistance of the Art teacher.

Contact the appropriate Committee Chair for more information or to volunteer.

Budget:

How is your budget primarily used:

Volunteers:

Responsibilities

What Worked

What Didn't Work

Timeline:

Quiz Night

Are you smarter than the Quiz Night Committee? This committee plans and coordinates 2 social events that raise money for the school each year. Originally based on the game show “Who Wants to be a Millionaire”, this committee took it a step further and compiled all types of trivia questions to be presented to team tables. Dates are set according to an available venue in the area, promotional notices are distributed via email and $$ is collected based on participation. Prizes are compiled and awarded throughout this fun-filled evening.

Budget: $700 expense, generates ~$3,000 revenue

• Prizes
• Tablecloths

Volunteers:  needed for set-up before and clean-up after the event.

Responsibilities: 2 Quiz Nights – 1 fall, 1 spring

Timeline:

• 2 – 3 months prior to the event
  • Secure venue
• 1 month prior to the event
  • Planning and development of questions
  • Start advertising event – develop flyer and website story
• Closer to the event
  • Obtain laptop and projector for scoring
  • Get prizes
  • Purchase tablecloths
• Follow up, distribute a follow up questionnaire for table leads

Reading Olympics

3rd Grade parents are needed to help out one hour per week over a 10-week period. Volunteers will listen to students report on books that they have read. This job can be shared by various parents.

The schedule is coordinated by the classroom teacher. Contact the 3rd grade teachers for more information or to volunteer.

Red Sled

This is Ogden Avenue School’s major fundraiser of the year, set for the first weekend in November every year. Volunteers are needed to decorate the night before, bake goodies for the Bake Sale, work at the bake table, work in the Café, sell raffle tickets, assist with publicity, be a parking monitor in the early morning when crafters are arriving, take pictures with Santa, man Candycane Lane, and clean up after the event.

For more information visit the Red Sled website.

Room Parent Program

Visit the Room Parent Pages of this website for all your forms and procedures.

School Pictures

School pictures are taken once a year, in the fall, with one retake day.

Activity group shots are taken in the winter.

Contact the appropriate Committee Chair for more information or to volunteer.

Budget:

No budget required.  Those purchasing pictures make checks payable directly to the photography company.

Volunteers:

Parent Volunteers are needed to help coordinate getting the students from their classrooms to the room where the photographer is set up. Timing requirements include one full day and a few hours on re-take days. Consider helping make our students look their best!

Responsibilities

What Worked

What Didn't Work

Timeline:

• Chair coordinates signing contract for next year's school portraits will the Yearbook chair and PTC President.  This happens in the spring.
• Receive and distribute order forms a few weeks prior to picture day
• Compose email notification to parents regarding date of photo shoot and order procedures.  Submit email through Approval process for inclusion in weekly PTC emails.

School Spirit

Parent volunteers are needed to help at various times throughout the year with the distribution of Green Bagels in March and Ogden School Spirit clothing (i.e. t-shirts, sweatshirts, sweatpants, etc) orders in the fall/spring.

Green Bagel Day usually takes all morning on 3/17, and the sorting of the spirit wear usually takes about 3-4 hours at someone's house one day in Fall and one day in Spring.

This committee also coordinates the Welcome Back gift for students, which is typically an Ogden School water bottle.

Contact the appropriate Committee Chair for more information or to volunteer.

Budget:

How is your budget primarily used:

Volunteers:

Responsibilities

What Worked

What Didn't Work

Timeline:

School Supplies

Kits containing the appropriate supplies for each grade level are available for purchase in the Spring, for the following school year. A list of supplies needed for the current school year is available on this site.

Contact the appropriate Committee Chair for more information or to volunteer.

Budget:

How is your budget primarily used:

Volunteers:

Responsibilities

What Worked

What Didn't Work

Timeline:

Science Center Parent Enrichment Council

Wizards and Physics and Science, Oh My! This committee chairperson acts as a liaison between the school and the district run Science Center. Monthly meetings (generally held the 1st Friday morning of each month), information distribution and help in coordinating Science Center activities and volunteers for those activities. Programs held in 2007-2008 were: School of Wizardry, Physics Enforcers, and Science Expo among others.

Contact the appropriate Committee Chair for more information or to volunteer.

Budget: Our budget is funded through District 102.  There are separate accounts for curriculum materials, equipment (i.e., tables, chairs, chalk boards, etc.), animal care, after school programs, butterfly habitat and pond.  All are funded by a Science Center activity account, which receives its funding from donations.

Volunteers: The Parent Enrichment Council has volunteers from all District 102 schools.  Most schools have 1 - 2 volunteers.  These volunteers are active with after-school programs at the Science Center.

Responsibilities:

• Monthly meetings - we meet on the 1st Friday of every month at 9:00.  Meetings may run 2 hours.
• There has been a large focus on garnering grants to supplement the Science Center activity account.  Not all members were involved or interested in the grant proposal process.
• Meetings also involve planning of afterschool programs (who would volunteer, brain-storming, etc).  Programs can include Worlds of Wizardry, Physics Enforcers, Science Expo, etc.
• Ensure that program information gets back to each school.

General Info:

• There are afterschool activities every month, so planning each program is a meeting focus.
• Science Center reps must be available for ALL Friday morning meetings.

Sixth Grade Committee

This committee organizes and runs one fundraising event which funds a gift to Ogden from the outgoing 6th graders.

This group also runs one social event for the 6th graders and assists the 6th graders in doing one service project.

Contact the appropriate Committee Chair for more information or to volunteer.

Visit the 6th Grade webpages for more detail on this committee's activities.

Social Programs

This committee is all Fun & Games…at least that’s what we plan!

Throughout the year, a handful of activities are planned for our Ogden families. The year begins in September with the ever-popular Back-To-School Party. This event hosts games, a cake walk, crafts, face painting, tattoos and a live DJ as well as barbeque-style food available for purchase. Like a block party for the community!

The Social Programs Committee also organizes events like an Ogden Night at the Chicago Wolves game, Flying High Pizza Fun Days during school days off and the annual Ice Cream Social that coordinates with the Spring Book Fair, Art Enrichment Showcase and Technology Night.

Ideally, this committee consists of 4-5 coordinators and multiple volunteers at each event.

Sponsor Family Program

Remember when your family was new to Ogden School? Sign up to be a Sponsor Family and help welcome a new family to the Ogden community. Commitment includes contacting the new family in August to see if they have any questions or concerns. Then if possible join them at our Sponsor Family Picnic, held each August, to get acquainted in person. Pizza and dessert are provided!

This is an especially great program for those of you with an incoming kindergartner. What a fantastic way for your child to meet some of his or her new classmates!

Please contact the Sponsor Family coordinator to volunteer and we will contact you with more details about the program.

The annual Sponsor Family Picnic is held on the Saturday prior to the first day of school from 4-6pm at Memorial Park.

Staff Appreciation

Staff Appreciation Lunch Set-up, serve and clean up for the Annual Staff Appreciation Day Lunch in May. Bakers are also needed to provide dessert throughout the year for Teacher Appreciation Days, as well as for the luncheon. Parent volunteers are also needed to watch the student lunchroom during the Staff Appreciation Luncheon.

Retirement Parties: Assist the Staff Appreciation Committee at an after school party for retiring Ogden staff, if any. Will need parents to decorate, serve and clean up.

Contact the appropriate Committee Chair for more information or to volunteer.

Budget:

How is your budget primarily used:

Volunteers:

Responsibilities

What Worked

What Didn't Work

Timeline:

Variety Show

The Variety Show allows students to show off their talents to friends and family on one night, at Park Jr. High.

It is held every other year, in the spring of even numbered years. Parents are needed for program design, set design, music editing, and music coordination the night of the show.

Rehearsal Parents meet with several groups of students for rehearsal once/week for approximately eight weeks January - February.

In late February, Stage Parents are needed for help with two dress rehearsals and the evening of the show.

Contact the appropriate Committee Chair for more information or to volunteer.

Budget:

How is your budget primarily used:

Volunteers:

Responsibilities

What Worked

What Didn't Work

Timeline:

Videotaper for Music Concerts

Mrs. LeGare (Ogden's Music teacher) needs someone to videotape each of the night time concerts. There is an evening concert in December and an evening concert in the Spring.

Contact Mrs. LeGare for more information or to volunteer.

Volunteer Coordinator

Help, anyone? This position helps all other committees collect names and phone numbers for volunteer opportunities. A volunteer availability sheet is created and included with registration materials over the summer. Once registration forms are complete, the volunteer coordinator collects information and creates an easy-to-read spreadsheet, which is then broken down by event/committee. Lists are then distributed to all committee chairpersons to use throughout the year.

Contact the appropriate Committee Chair for more information or to volunteer.

NOTE: This is a one person job.

Budget: n/a

Volunteers: none

Responsibilities:

• Prepare volunteer listing to go in August mailing
• Collect volunteer forms at registration
• Enter volunteer information in spreadsheet
• Sort, copy, paste to obtain volunteer listings by event
• Distribute lists of volunteers to committee chairs
• Hours required: at least 40, but only over a couple days
  • most time is spent at the beginning of the school year
  • a little time is spent in the spring, putting together the volunteer sheets for the registration packets

Timeline:

• May
  • Prepare blank volunteer listing with input from committees
  • Consider removing classroom requests, as teachers generally request this at curriculum night
• Registration day
  • Collect and enter forms
• By first week of school
  • Distribute volunteer lists to committees

What Doesn't Work:

• This could be done in an easier way
  • online collection of information?
  • have a big table with blank sheets for each person to manually fill in volunteer listings
• The problems with current system
  • too much manual entry by one person
  • some committees don't get enough volunteers while others get too many (and then aren't used). Need a cap on number needed for particular committee.

Wrapping Paper

Ogden’s first fundraiser of each year! During the first week of school, this committee uses their “wrapping talents” to create a display using the Innisbrook company's high quality wrapping paper. Booklets and information are distributed to the classrooms to go home in the Friday Folders. Order forms are collected, double checked by committee chairs and Fed-Ex’ed to Innisbrook (clear instructions are given by the company during all aspects of the sale). A delivery date is arranged and the committee chairs receive and distribute completed orders. Online orders are ongoing throughout the year, but do not need to be maintained by the chairpersons.

Contact the appropriate Committee Chair for more information or to volunteer.

Budget: n/a

Volunteers: We didn't use volunteers, but in years past they have been used at the discretion of the committee.  We increased online orders, which decreased the number of orders to be distributed.  Volunteers (~4 - 5) can be utilized on the day of distribution.

Timeline:

• January of current year, Innisbrook Representative will contact PTC committee chair for signed contract
• Summer, Innisbrook Representative will set meeting at your home to go over all details of the sale, provide flyers, and check family count for sale packaging.
• August
  • The timetable of the sale and samples of product arive from Innisbrook.  We spent ~3 hours on the display boards.
  • Late August, Fed Ex delevers sale packages to Committee chairperson's home along with one informational flyer.
• First week of school
  • we set up the display after notifying Dr. Boudreau, as a courtesy.  The display is in place for curriculum nights.  This takes ~1/2 hour.
• September
  • Week prior to sale start - chairperson inserts or attaches informational flyer to the packages and sorts by family count.
  • Sale is early in September, for one week.  We distribute catalogues to classrooms after we obtained family count.  They are too bulky for mailboxes, therefore, we delivered to the classrooms a few days before the start of the sale.  Teachers distribute them in the Friday Folders.
• During the Week of the Sale
  • Periodically check office for order forms and checks
  • Innisbrook has clear instructions on how to process orders
  • Double check the orders and money before turning in.  This is quite time-consuming but it prevents turning in mistakes.  Innisbrook has a very easy procedure to correct mistakes.
  • Turn in the money to the PTC Treasurer with a deposit request form.
• Week after sale
  
  • On scheduled date, contact Fed Ex using phone number provided by Innisbrook to schedule pick-up for the order forms.
  • Error report will be sent witnin 2 weeks so PTC chairperson can account for all orders
    
• October
  • The shipping company calls in the middle of October to arrange a deliver date.  They like it a soon as possible, but it is at the discretion of our schedule.
  • Send PTC Email and note to families not on email list to announce delivery date / time.  Get approval for notice.
  • PTC chairperson (and 1 or 2 volunteers) sort delivery by classroom (took about 20 minutes)
  • PTC chairperson and 2 or 3 volunteers help hand out orders during school pick-up on designated day.
  • There is a period of time where you take calls for wrong orders.  This has been only 1 or 2, because we took the time to double check the orders.
  • Innisbrook Representative will follow up with profit reports from the sale.
  • A final invoice will be sent and needs to be turned in to the PTC Treasurer.

Additional Comments:

• After the actual sale, the school continues to profit from internet orders. 
  
  • Innisbrook Instructions
  • Innisbrook Internet flyer
• Questions:  Contact Patty King or Kym Iffert.

Yearbook

One to two Parent volunteers are needed per class to take photographs on behalf of that classroom/grade for any events (plays, parties, classroom functions, etc.) involving that classroom/grade.

Yearbooks are published annually.

Contact the appropriate Committee Chair for more information or to volunteer.

YEARBOOK PROCEDURES/SUGGESTED STEPS

1. Work out contract with Yearbook Printer. This will determine the cost. You will need to have the total YB’s order from last year to gage what you estimate for ordering for this coming year. We will keep our current page counts with the contract and not add or subtract page. Want to get into contract that we won’t accept price increases during the year – only decreases :).
2. We have used MS Publisher and Adobe Acrobat Professional for page creations and Adobe Photoshop for working with all the digital pictures to place them on those pages. The printer wants everything in .TIF files, which can be done right before sending all final pages into the printer.
3. You will get a YB package in the mail after a contract is signed with information on submission dates. Look this over to know the deadline when the final draft book will need to be turned in for printing at the end of the year. This is your target date. This will also have the envelopes that you will use to turn in the final copy to the printer. Hold on to this packet.
4. If you can work it out with the PTC/Principal/Yearbook Printer, arrange for the group picture date in January of the school year. Have it put on the school calendar. Turn in building usage form for the gym and turn it in to Lorraine right away.
5. Someone should go to the Sponsor family picnic to get pictures to include in the YB. This is also a good place to get a candid shot of Dr. Boudreau for her YB page.
6. At registration, yb orders are on the registration forms. The PTC Treasurer will give you the final amounts on orders.
7. Send out an order form for the teachers if they would like to order a YB.
8. The PTC treasurer will give you final totals in a spreadsheet for how many YBs have been purchased. You will need this list for distribution at the end of the year to pass out the YBs.  You will need to add 20-30 YBs on to the order for the YB printer. Those book go to the school, principal, 6th graders that have not ordered during the year, library and extras because at the last minute people want the YB.
9. Have a reminder in the Ogden Email sent out to remind people to take pictures for the YB. Use the flyer or verbiage from the needpics flyer.doc (.pdf) This is a digital YB, so you will need to have high resolution pictures for the printer. No camera phones. All cameras should have the setting of (L) large and (SF) superfine to take better pictures. Everyone can submit picture to the OGDENYEARBOOK@YAHOO.COM email or hand in a cd with pictures to the YB bin in the office.  One depository is better for finding and locating pictures. If you are on the YB committee, start taking your camera to school with you all the time. Send this flyer out in the room parent folder and have it in the registration information if possible.

   Every couple of weeks until you are done with the YB, send out an Ogden Email reminder that you will need pictures for the yearbook. If you can specify what you are looking for in pictures that is better for all.

10. Meet in early September with the YB committee. Decide at this meeting, who will be responsible for what sections with what deadlines. If you are the computer person(s) make sure backups are done on your computer all the time!

• This is when you will write up the book pagination form. (Use Pagination form - .pdf file) Open and print the file. You will setup the book and assign pages to create the order /pages for the yearbook.  You will need to have the class lists/teachers for the class page counts. Every other year is the Variety Show, which gets two pages. Review old YBs for this. Color pages in the front and back end, required by this printer.
• Have someone go to the school to get the kids in candid shots from Lunch/Recess.
• At this meeting you will need to get the Theme flyer out to the 6th graders. We ask the help of the 6th graders to come up with a theme. You will acknowledge them in the YB. Use the flyer provided to edit and distribute. Get this done fairly quickly, then you can think of things to use thru out the book to continue the theme. All pick/decide on the theme from these suggestions.
• You will need the 6th graders baby pictures; you can start this in Oct. This is a big project, because it is hard to get these pictures – very hard! Use the flyer provided for this process. Remind the teachers that these are coming in from home. You will be scanning them in, and they will get returned to the families.  These will need to be all in by Thanxgiving time.  Keep a spreadsheet of what kids you get and don’t get. You might have to actually call and email parents on getting them in. You will need to also make sure that you have the names correct for each picture and they have their name on the back of the pictures for identification.

  The baby pictures pages can be done after the pictures are scanned in. They do take a while, so get these done early.

• Organize the volunteers list. Contact them for help when needed.
• Remind/Ask Debbie Johnson to take the candid group/class pages shots for the yearbook. Make sure the camera is set for the highest resolution. You will want her to give you those pictures back before xmas break or early January.  She does not take the kindergarten group shots, so have someone do that. We are letting the kids do a fun shot of funny faces.
• At the PTC initial meeting of the committees at the beginning of the year, get a couple of shots of the PTC executive committee for the YB. Remind them that you will be doing it, so they can dress nicely.
• Dr. Boudreau will need to get her YB page letter completed. Talk with her and get it done by January right after xmas break.
• All 6th grade teachers will need to write up their YB comments on the 6th graders and get them submitted to you by early January. They can be emailed in to you in a .doc file. You will need to remind them a few times with an email.
• Get the 6th grade questionnaire sent out. See example file. You will want it back right before winter break. Talk with the 6th grade teachers to get this done, they will do it in class for you. This is another big job to get in and done. So get it done before collage pages need to be taken care of. You will need to thru them to make sure comments are understood. Not all can go in for the yb, so pick and choose from what they comments are from the questionnaires.
• Cover and back cover – Separate project to be done. Will need to decide on after the theme is picked.
• A lot of communication can be done with committee members by email, use it a lot by make sure everyone is timely with responses.

1. Make flyer for times for all groups taking pictures on group picture day. See flyer example. Give hardcopy flyers also. Distribute to teachers and front office. The front office will help by calling down students in each group for the pictures.

Get band/orchestra teachers from park to be in pics. ------Notify those teachers earlier.
Be there that day to organize it. Use ptc volunteers to help. It is a hectic busy day, try to keep kids organized. Have the Photographer give you a disc (bring one) of the pictures that day so you can start to create the Group Pages.
**Make sure the review the 6th grade group picture with the photographer, that is a tough shot with a lot of kids in it. Make sure that they are close enough to see the kids and not all the floor and ceiling with it.

12. When all pictures are in, you will need to pick what pictures will make it into the yearbook and start to create collage pages. This is time consuming, start this in January. You might be working on this until early mid February. You will need to have a standard font and look for all the pages, especially using the theme.  Use the person(s) assigned to each collage page to pic the pictures. Make backups of your computer at all times!  Work with having the committee review these pages to help because you are looking at it all the time and might miss something. Also, to make sure that you do not put the same kids in too many places.

13. You will receive the class page proofs from the printer sometime in January. Call them to remind them in early January to ask when you will get these. Have the teachers go thru each page that is their page. You will need to put a note with how they need to do it and when you need it back.

14. Put together a draft print off of all your pages of how the book will look. Have everyone go thru this. Make sure all names are correct on 6th grade pages and spelling is correct. Have Dr. Boudreau look this over briefly, she will need to see what you are doing.

15. Every one will need to get together to put the final book together for submission to the printer. This is at least a two morning process. You will have to have good prints of each page that you are turning into the printer.

16. Following the directions in the YB company book, create the draft and turn in the book to the printer – if you can do it one week before the final deadline. A lot of other books will be turned in from other schools. This is good to get ours in early so we can get it earlier for reviewing of the final draft before printing.

17. When the final draft comes in from the printer, have all committee look it over for corrections. Hopefully by that time, you will not have any to find, since you did it so many times before as a group. This is probably just to see that the printer did it right, i.e. the class pages are facing the right side with the class and teacher names.

18. Have the school send it back with the 5 working days by UPS.

19. When the book comes in, ask Lorraine if she can print off labels for the all the kids. Go thru your YB order list to find the labels that you need to use (not all kids order!) to stick on each book.

20. Distribute book at end of school year.  Do it all again next year!

Budget:

Volunteers:

Responsibilities:

What Works:

• Coordinate the yearbook contract with the the school picture taking contract in order to negociate a better price

What Didn't Work:

Timeline:

• April -
  • Work with Van Gogh to firm up a better contract for next year since the yearbook does go up in price.
  • Be sure to coordinate with the School Picture Committee for negiciations with Van Gogh on the Yearbook price.
• May -
  • Submit volunteer sigh-up information to PTC President for inclusion in fall Registration packets
  • Yearbook Volunteer Sign-Up Form

• September -
  • meet with volunteers to go over responsibilities / logistics for taking / collecting / reviewing yearbook photos