HINTS Membership 2015 Service Selection List On your separate application form, list at least 5 services that you are willing to do. (At least 2 will be assigned, except in the case of jobs that involve year-long or more intense service. Under certain circumstances, more jobs may assigned, if the member agrees.) Make sure to list your choices (by number) in order of preference. Be aware that when you list something, you need to be prepared to fulfill that task. A board member will contact you by mid-may to verify the specific services you will be responsible for during the 2015-2016 school year. Please make a note of your assigned job in your calendar or planner. If you have any questions about the service requirements, email or call any board member. (New members who do not yet have phone numbers may contact us via email: HINTSmail@gmail.com Communications / Administration 1. HINTS Bookkeeper. Computer experience and an understanding of Quicken is required. A background in accounting is helpful. Must be available to make deposits during the HINTS Book Fair and frequently during the fiscal year. 2. Board Member. For those interested in learning about serving on the HINTS board as positions come open in the future. 3. E-loop moderator. This yahoo group is available only for our membership. More information is posted on this e-loop than is sent to the e-chain (the email communication for all of HINTS membership). The moderator maintains the list and approves posts. 4. HINTS website updater. Works with HINTS leadership and technology team to update the content on the HINTS web site. (Must have a Windows XP or Windows 7 operating system.) 5. Calendar Updater. Updates the HINTS calendar on the website monthly and as needed. 6. Database Administrator. Updates and maintains the HINTS database. Must own a recent version of MS Access and be available for data entry work in the spring months as well as occasionally throughout the year. Must refresh the database annually and learn to work within the parameters of this particular database. Responsible for providing necessary annual reports to the HINTS Board in a timely manner as required, as well as updates / changes in member information to be uploaded to the Members (secure) area of the HINTS Website. (Attention to details is a necessity.) 7. Email communications distributor. Approves and sends emails to communicate information sent or approved by Board members. Develops email address distribution list and keeps updated. 8. Newsletter editor. Receives information, edits entries, does layout work and sends to proofreaders and then to the website updater to upload. Receives payment for advertising and forwards to the HINTS Bookkeeper. The HINTS Newsletter is published once a month. 9. Newsletter proofreader. Proofreads the HINTS Newsletter near the end of each month and offers corrections. Must have a computer with the capability to receive and open email attachments. 10. Membership information contact (Need two). Receives emails/phone calls from those interested in homeschooling and/or membership in HINTS. Must be an experienced homeschooler and a member of HINTS for several years. 11. New Member Info. Compile & copy Membership Application for the Informational Tea and the Book Fair and order pamphlets from NCHE and HSLDA for both events. (Will need to coordinate acquiring the pamphlets from the NCHE Regional Director.) 12. New Member Coordinator Welcome and assimilate new members into the group via email. Makes sure the information is passed on to the database administrator, the yahoo group moderator, the email distributor, the new member mentor coordinator (if requested), as well as all of the Board members. 13. Membership Information Formatter Prepares & formats the HINTS Membership information from its raw form (from the HINTS MS Access database); Emails the Membership List and any updates.
Book Fair Vendor Hospitality Team Parent Support 14. High School Information Support. A homeschooler who is available to answer questions about homeschooling high schoolers. (May need more than one.) 15. New member mentor coordinator. Receives names of all new homeschoolers who ask for a mentor and assigns them a mentor. Follows up quarterly to see that mentors are making regular contact. 16. New member mentor. Receive names of new homeschoolers who ask for a mentor and maintains contact with them throughout the year to answer questions about HINTS, homeschooling, and involvement. (Must be an experienced homeschooler.) 17. Special Needs Advisor. Fields phone calls & emails about homeschooling children with special needs. Student Activities 18. Children s Theater Attendance Coordinator. Makes reservations for group. Advertises in HINTS newsletter and takes reservations. Ability to do a spreadsheet is helpful. Must work with ImaginOn to order tickets. Job begins in the spring. 19. Children s Theater Attendance Assistant. Assists the Children s Theater Coordinator. 20. Geography Contest Coordinator. Registers for the National Geography Bee. Acts as moderator for the Geography Bee contest (on a Sat.). Works with Geography Bee assistant to reserve location and publicize event. Meets with the winner to administer the qualifying test for the state level Bee and mails in test before deadline. Receives results of test and communicates information to parents if student qualified for state level Bee. Sends announcement to newsletter of any results for promotion of event next year. 21. Geography Contest Assistant. Aids the Geography Contest Coordinator in reserving location and publicizing event. Compiles list of participants for event as they register. Attends the Geo. Bee (on Sat.) to keep score, time, or do any necessary task during the Bee. Aids Coordinator in writing/sending announcement of Geo. Bee results to newsletter/eloop to promote interest for event next year. 22. Field Trip Coordinator. Works with Field Trip Committee to organize field trips. Sends announcements to HINTS Newsletter editor and HINTS Calendar Updater. 23. Field Trip Committee. Helps plan and organize field trips. 24. 0-12 Committee. Plans and hosts monthly events for HINTS moms/children in the 0-12 year old age range to attend. Sends announcements to HINTS Newsletter Editor and HINTS Calendar Updater. 2015 Book Fair will be held July 10 and 11 at Christ Covenant Church. Book Fair workers will be required to attend a Book Fair orientation meeting on Tuesday evening, July 7, at 7 pm, just prior to the start of the Book Fair. The Book Fair will be held on Friday, July 10, from 9:30 am to 6 pm and Saturday, July 11, from 9:30 am to 3 pm. All Book Fair workers must arrive at least 30 minutes prior to their scheduled start time. *************Only volunteer for the Book Fair if you know you will be in town during the Book Fair.**************** 25. Book Fair vendor hospitality coordinator. Shares information with vendors including details on local restaurants and hotels. Prepares map of area with restaurants and hotels for vendors. Updates a map from previous year, and calls hotels for prearranged rate which is also available for book fair attendees. 26. Book Fair meal room coordinator. (Meals ordered from local restaurants) Plans meals for vendors who order meal tickets. Orders Friday lunch & dinner and Saturday lunch and coordinates getting meals to meal room. Oversees setup and take-down of eating area. Coordinates 2 assistants. 27. Book Fair meal room assistant. Assists the coordinator. Must be present during your scheduled shift. Select a. Friday, or b. Saturday (choose one and specify as 27a or 27b on your application.) 28. Book Fair hospitality room for guests. Oversees an area for book fair guests to sit and relax, eat a snack if they bring one, and/or have a drink of water. Will need to keep water dispensers filled and tables wiped. Select a. Friday, or b. Saturday (choose one and specify as 28a or 28b on your application.) 29. Book Fair vendor check-in assistant. Assist with check-in of vendors as they arrive on Thursday. Select a. Thurs. from 9am 1pm, or b. Thurs. from 1pm 5pm (specify as 29a or 29b on your application.) HINTS 2015-2016 Membership Service Selection List Page 2
Book Fair On-Site Personnel Book Fair Administraive Team 30. Book Fair email contact. Fields emails from home to give out information & directions. 31. Book Fair program copier. Responsible for copying all handout materials for the attendees and vendors. 32. Book Fair treasurer. Liaison between Book Fair and HINTS Bookkeeper. Counts cash received at the close of the Book Fair on Friday & Saturday and prepares deposit. Obtains cash for change at Book Fair by working with HINTS Bookkeeper. Prepares summary of Book Fair income and expenses. 33. Book Fair treasurer assistant. Assists the Book Fair Treasurer. Helps with counting registration receipts on Friday as well as Saturday evening at the close the Book Fair. 34. Book Fair Pre-registration Coordinator. Works with the webmaster to make any changes from the previous year's page and to bring pre-registration "live" on the HINTS website. Sends an email to the email distributor announcing to our members that it is pre-registration is open. Sends an email to the NCHE Region 4 director to let the homeschooling community know that pre-registration is available. Collects the information from each registration onto a spreadsheet. Gives Book Fair Director a count of pre-registrations on a weekly basis and a daily basis the week of the book fair. (Time intensive for about 3 weeks.) Makes sure that the webmaster takes the webpage down before the doors open. 35. Book Fair Pre-registration Assistant. Assists the coordinator. Makes nametags using the spreadsheet at reasonable intervals for use at Book Fair Registration on site. Sorts nametags by family members and places into envelopes. Alphebetizes envelopes. 36. Book Fair registration coordinator. Oversees registration of attendees and collection of fees. Prepares attendance report for Book Fair committee. Must supervise registration during Book Fair hours. Trains registration workers at orientation meeting. 37. Book Fair registration assistants (Need 2). Assists the registration coordinator with her duties. Divides the following tasks: Prepares nametags for Book Fair workers, vendors & speakers in advance of the Book Fair. Schedules registration workers. Communicates with them by email and/or telephone. 38. Book Fair registration workers. Collects registration information and fees from attendees. Writes nametags for attendees. Select a. Friday, or b. Saturday (choose one and specify as 38a or 38b on your application.) 39. Workshop monitor coordinator. Assigns monitors to workshops and oversees monitor workshop evaluations. Trains monitors at the annual Book Fair orientation meeting. 40. Workshop monitor assistants. During Book Fair, assists workshop monitors with any needs (temperature problems, need additional seating, etc.) Ensures workshop monitors are in place Select a. Friday, or b. Saturday (choose one and specify as 40a or 40b on your application.) 41. Workshop monitors. Need at least 10. Attends four workshops and reports any needs and/or problems to the workshop coordinator/assistant. Completes evaluation of each workshop for Coordinator. Select a. Friday, or b. Saturday (choose one and specify as 41a or 41b on your application.) 42. Book Fair hostess/hosts coordinator. Schedules shifts for hosts/hostesses. Trains hosts/hostesses at the Book Fair orientation meeting. Makes sure hosts/hostesses are in place and assists with any needs. 43. Book Fair hosts/hostesses. (Need lots!) Assigned to an area/entrance to handle traffic flow and greet & answer questions from attendees. Shifts are 3-4 hours - will be standing or walking much of the time. Select a. Friday, or b. Saturday (choose one and specify as 43a or 43b on your application.) 44. Book Fair curriculum mentoring coordinator. Schedules experienced homeschoolers to give information to attendees who request assistance. Obtains NCHE materials and HINTS Membership Applications from New Member Information person for use at the table. (See #11) If possible makes sure to get HSLDA brochures as well from the NCHE Book Fair, or arranges for someone to obtain them. 45. Book Fair curriculum mentor. Veteran homeschoolers to spend 3-4 hours to answer questions for new homeschoolers at curriculum mentoring table. Select a. Friday, or b. Saturday (choose one and specify as 45a or 45b on your application.) HINTS 2015-2016 Membership Service Selection List Page 3
Book Fair Facilities Team Book Fair Leadership Team Misc Book Fair Facilities Team 46. Book Fair setup. Tuesday evening before the Book Fair. Helps clear gym, workshop, and registration areas. Requires some heavy moving. 47. Book Fair layout coordinator. Marks layout of tables on the Wednesday morning/afternoon before the Book Fair by measuring gym and marking with special stage tape according to layout provided. 48. Book Fair layout assistant. Assists the Layout Coordinator with measuring and marking gym floor with special stage tape. Need 2 4 people. Wednesday morning/afternoon before the Book Fair. 49. Book Fair extension cord setup. Runs extension cords to tables of vendors requesting electricity and tapes down cords with special stage tape on the Wednesday evening prior to the Book Fair. 50. Book Fair tablecloth pickup/return. Pick up tablecloths for tables and deliver to gym on the Wednesday afternoon prior to the Book Fair. Pick up tablecloths after the Book Fair has completed tearing down on Saturday and return tablecloths to vendor on the Monday morning after the Book Fair. 51. Book Fair signs coordinator / assistant. Places existing signs at main entrances to the church property before Book Fair opens each day and takes the signs down at the end of each day. Makes any needed new signs mostly by computer. Places appropriate signs for registration, entrances, restrooms, workshops, etc. Setup Thursday- Friday. Takedown Saturday afternoon. 52. Book Fair handcart pick-up and delivery. Need a dad or son with truck to pick up two flatbed carts from Home Depot in Matthews and deliver to gym on Tuesday evening prior to the Book Fair. Return items to Home Depot after takedown on Saturday. 53. Book Fair takedown coordinator. Supervises takedown of Book Fair on Saturday. Coordinates takedown workers in assisting vendors loading, taking down tables and returning gym, workshop, and registration areas to pre- Book Fair condition. 54. Book Fair takedown workers. Dads and teen sons needed to help vendors load gear and exit after Book Fair closes on Saturday. Take down tables and stack at back of gym. Return gym, workshop, and registration areas to pre-book Fair condition. Need 10-12 men. 55. Book Fair storage. Stores supplies & items used yearly at the Book Fair. Includes several large plastic tubs & signs. Pick them up after the book fair in 2015 and return them for use the week of the book fair in 2016. 56. Book Fair Director's Assistant. Onsite assistant to the Director of the 2015 Book Fair. Helps with anything needed, but especially Vendor relations. Book Fair Steering Committee for 2016 Book Fair These jobs will begin in early 2016 for the Book Fair in July, 2016. 57. Book Fair Director for 2016. Coordinates & plans the Book Fair for 2016. Planning begins in January. 58. Book Fair Planning Assistant for 2016. Assists the Director with planning for 2016. Also, assists the Director onsite at the Book Fair to see that plans are carried out efficiently. 59. Book Fair Facilities Coordinator for 2016. In conjunction with the Book Fair director, coordinates and oversees facility plan & all functions of the facility team. 60. Book Fair Vendor Registrar for 2016. Issues invitations to vendors and monitors available table space. Primary contact person for vendors. 61. Book Fair Publicity Coordinator for 2016. With Book Fair Steering Committee, prepares the ads for the HINTS and CHEA newsletters, Greenhouse Report, and local newspapers. Identifies new advertising opportunities. Coordinates efforts of publicity assistant. 62. Book Fair Publicity Assistant for 2016. Assists the coordinator with sending out publicity for the Book Fair. Update existing support group mailing list from Internet web sites. Send fliers to groups identified, mostly by email, some by regular mail. Contacts NCHE Regional Dir. for Reg. 4 to have them send the book fair ad to all support groups. 63. Book Fair workshop coordinator for 2016. Prepares workshop schedule from vendor workshop request forms. Must have word processing capabilities. Reviews and compiles evaluations from all the workshops. Confers with the BookFair Director. HINTS 2015-2016 Membership Service Selection List Page 4
64. 2016 Book Fair leadership. We will begin planning for the 2016 Book Fair in January. We sincerely desire to have fresh ideas and energy on the Book Fair Team. Please consider serving on next year s team! 65. 2016 Book Fair Flyers Coordinator. Collects advertising flyers from various local groups and arranges them on a table at the Book Fair for attendees to take. Must be willing to accept flyers and checks by mail. The HINTS library is in the Carmel Baptist Church Media Center 66. Library Coordinator. Liaison between HINTS and Carmel staff. Is advantageous if you are a member of Carmel Baptist Church. Puts publicity in the HINTS Newsletter about the library or its holdings each month. Can delegate this to a volunteer on occasion. 67. Library Volunteers. (need several) Works under the direction of the Carmel Media Center staff shelving & checking books in/out. May also involve some processing of new books. (2 hour time slots - Mon-Fri, 9-3, once a month, as needed.) The Informational Tea is a time for those interested in or new to homeschooling to ask questions and to learn more about home education. Save the Date: Saturday, April 16, 2016. Other 68. Informational Tea Coordinator. Organizes tea committee and facilitates workers. Reserves the Fireplace Room and Kitchen one year in advance. Double-checks with Christ Covenant operations at least twice in the year to make sure the date remains in their system. 69. Informational Tea Assistant(s). Helps coordinator with tea planning and all details. Serves as a liaison between Christ Covenant Church Operations, Kitchen Staff, and HINTS for this event. Must prepare KELR form for Kitchen Volunteer and to use the kitchen facilities. 70. Informational Tea Publicity Coordinator. Prepares ads for HINTS and CHEA newsletters and all local newspapers, sends fliers by mail or email to all local support groups, and sends information to radio stations and has NCHE Regional Dir. to forward them to all of the support group leaders in the area. 71. Informational Tea Counselors. Encourages and advises those who are interested in homeschooling. 72. Informational Tea Workers. This job involves 4 components: Providing refreshments, setup, serving & clean up. You must be present during the tea. 73. Computer skills. If you are willing to do work at home for HINTS periodically, please let us know. 74. Other. Have we left out anything you would like to do? Please indicate below with a short description. (The HINTS Board cannot promise to include every suggestion, but we will seriously consider each one.) HINTS 2015-2016 Membership Service Selection List Page 5