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October 31, 2014

Coordinator’s Notes

Spring – 2015

As Head Coordinator, I have been or will be contacting many of you about being coordinator or co-coordinator for a winter trimester class. There have been questions about the coordinator’s responsibilities, so I thought a quick review would answer any questions you might have. Please remember that a coordinator is not the teacher of a class and is not responsible for class content. The classes are a joint effort between members and all decisions made should be shared by a consensus of class members.

In General:

• Every class must have a coordinator and a co-coordinator.

• A coordinator may choose his/her own co-coordinator – another class member he/she enjoys working with or someone already known to him/her. It is necessary to have both positions to share the responsibilities and to provide coverage if the coordinator cannot be there.

• When the co-coordinator is chosen, please notify me immediately. This is a very hectic and time sensitive period as my team and I have a very short time to find coordinators and co-coordinators for every class.

• If the coordinator does not want to choose a co-coordinator, then my team will assist by calling other class members and asking them to volunteer.

• If no coordinator has been indicated on the enrollment form, then I will send a notice to every class member asking for a volunteer. The person who responds first and second will be selected to be coordinator and co-coordinator. (This is a new policy and is needed because of the time restraints to find someone for every class.)

• Two people may share a position if they want to work together and both will be co-coordinators. The advantage to this is that all responsibilities are shared by both persons.

• Both coordinator and co-coordinator must attend a mandatory meeting that will be scheduled after all the coordinators are selected.

• All coordinators must schedule a pre-meeting for their individual class. This allows class member to meet each other and to collectively make decisions about the class time, book selection and other business matters.

• View the master DailyCalendar for meeting room availability for pre-meetings by CLICKING HERE (http://omnilore.org/members/Calendar5.shtm#Daily) — Members-Only website password required — email Webmaster@Omnilore.org for Password Help.
• Email Calendar Manager Lynn Taber at Calendar@Omnilore.org with your request to reserve a room.

• Class will set the hours of the class meeting. All decisions for the class must be done jointly with all members.

• If you are using a book, divide the chapters among all members and ask people to write study questions only for assigned chapters. You may discuss with the class what is the best way to divide up the book. These questions for your assigned chapter must be emailed to everyone 1-2 weeks before the class meeting where they will be discussed. When you write the questions, you will be the discussion leader.

• Class members should decide how to split the time between 2 presentations and chapter questions. (Suggestion: Often presentations are 20 to 30 minutes long, then 10 to 15 minutes for discussion and questions. Next there is a 10 minute break, and the second presentation begins. The last 30 minutes is for chapter questions.)

• The class will decide who brings refreshments and when.

• Ask for a volunteer to take care of the electronic equipment.

• There are “Presentation” and “Equipment Training” workshops held every trimester to assist Omnilore members. There are also “mentors” to assist anyone who wants help with a presentation.  Please refer members to the website for scheduled dates.

• Presentations 101 Workshop: http://omnilore.org/index.shtml#Coordinator
• Equipment Training:  http://omnilore.org/index.shtml#Equipment

Responsibilities of coordinator and/or co-coordinator for individual class meetings:

• The coordinator or co-coordinator must attend every class meeting.

• Verify all phone numbers and email addresses and then send a list to each class member.

• Create an atmosphere that is friendly to all.

• Encourage class participation for everyone. (Do not let one person dominate the discussion.) Encourage input from each person – some people may be shy about getting started.

• Establish a schedule for presentations. It is a mandatory requirement of Omnilore that each person participate. Some people will choose a date first and a topic later. This is fine as long as you update the schedule. The member giving the presentation should let the coordinator know what equipment he/she will need 1-2 weeks before his/her presentation.

• Ask for a volunteer to time the presentation and to give a 5 minute notice before the end of allotted time (or you may do this). This is necessary to stay on schedule for both presentations and time for discussion questions. If people take the time to do the work, they should feel assured that time will be allotted for them.

• Speakers should use a microphone. Many people are hard of hearing, and many people do not pronounce their words clearly. If people can hear everything, they will be actively engaged in the class.

• Arrive 20 to 30 minutes before class begins.

• Be sure the coffee pot and equipment are put out before class and locked away after class.

• Class members generally help with set-up and clean up so the room is left clean for the next class.

To be a coordinator or co-coordinator is a very rewarding experience. With class members taking part in the responsibilities, everything gets done very quickly.

If you need information or assistance, please contact me at any time.

Marilyn Brashear

Head Coordinator

310-316-0735

mbrashear33@verizon.net

Coordinator Training charts available at:

http://omnilore.org/members/Training5.shtm#Coordinator-Training