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VIPS General Board News and Information

 

   The VIPS theme for  2009-10 is Family Ties!  

 

August 26, 2009 VIPS General Board Meeting News and Notes:

Meeting Agenda and Notes--Click here for the agenda for this meeting, and click here for the meeting notes.

Vera the Volunteer Skit--Click here for the transcript that you can use for your own campus!  Make sure YOU remember to reach out beyond your own BFF.

Volunteer Hours and Raptor--BIG NEWS!  For the first time ever, the Raptor Visitor system will be used by each campus to track ON CAMPUS volunteer hours.  Please be patient with your front office staff while they get used to the system.

Off campus hours will still need to be collected in the traditional manner. 

To submit your volunteer hours, please contact Stephanie.

Tracking Volunteers--Click here for a sample volunteer database to use in categorizing volunteer needs and interests.  Click here for a sample database to track and volunteer hours.

Discover U--Click here for the latest information and to register for Discover U.  Spread the word around your campus!

Get 'Em and Keep 'Em (GEKE)--Click here for ideas on how to get volunteers and how to keep them around! 

This Month's Get 'em and Keep 'em Tip--Set a GOAL for including new volunteers.  Three new volunteers for each volunteer leader, perhaps?  Put this on the agenda at your next Board meeting and challenge your leaders to do just that!

If you want a PIE representative to help you get your GEKE on by speaking at a campus volunteer event, contact Kym.

Communication Timeline--Click here for Kris Taylor's presentation, and click here and here for Communications Planning Worksheets.  Communication timelines make your life easier; create one for every VIPS event and message this year!

Updated VIPS Calendar--We've made some changes to our meeting dates.  Click here for the latest calendar information.

VIPS General Board/Parent Roundtable--The VIPS meetings will now be combined with Superintendent Frailey's Parent Roundtable meetings.  For this to run smoothly, we must begin meetings at 9:00 sharp.  Mr. Frailey's meeting will begin at 10:10 and will concern critical issues to Katy ISD.

Please remember to come to VIPS meetings early.  We will be mixing and mingling beginning at 8:30.  Remember that parking can be a challenge!

Campus VIPS Liaisons--These staff members are great partners and resources in helping to build your volunteer program and bring your community together, building those Family Ties!

Other News of Note

VIPS Videos and Ways to Plug-In Parent Volunteers--Is your campus having an event at which you would like to recruit parent volunteers?  Try using the Katy ISD VIPS Videos to show them what the Katy spirit is all about.  We have 2 choices:  a Plug-In video with a Katy adaptation of the famous American Express commercials and an all about Katy video with or without Spanish subtitles.

Both videos are available on the Katy ISD 'K' drive (accessible by campus administrators) AND the all about Katy video is available on the home page of the VIPS Website (click here).  

Please show the VIPS Kick-Off video at all school events when parents and volunteers will be in attendance. If you would you like a district representative to attend an event at your school at which the video will be shown, please notify Kym (VIPS Executive Board GEKE consultant) or Martha Brown.

For some more ideas about plugging in your volunteers to the VIPS program read the Volunteer Orientations section of your notebook, or download the following:
1. Elements of a Successful Volunteer Plug In
2. Tips for Outstanding VIPS Kick-Offs

If this is your first year on the VIPS General Board, please review our handout Frequently Asked Questions by VIPS General Board Rookies or contact Martha Brown in the PIE Office at 281.396.2468 if you have any questions.

Scroll down: Don't forget to check out VIPS tips at the bottom of the page!

Discover U: Mark your calendars! Discover U 2008 will be held on Friday, October 16, 2009. To register, click here.

 

 

 

 

 

 

Submitting Volunteer Hours

  • Volunteer hours are reported from June 1st to May 31st each year.
  • Volunteer hours reports are due monthly on the 10th of each month to the VIPS Executive Board member for Data Management. e.g. August hours should be reported by September 10th; September hours are due by October 10th, and so on.
  • Summer volunteer hours (June and July) may be reported with the August hours.
  • The total number of on-campus and off-campus volunteer hours should be submitted separately. Individual spreadsheets are not required.  Remember that your campus contact will submit a Raptor spreadsheet with on-campus volunteer hours to your Volunteer Coordinator.
  • The deadlines to report previously unreported hours are as follows:
    June - August September 15 
    September - December January 30
    January - April May 15
    May May 31

VIPS Tips 

  1. Volunteer Forms: Do you need help setting up a volunteer database, or a spreadsheet to help you keep track of your campus volunteer hours? Download a basic Volunteer Database or a Volunteer Hours Spreadsheet from the Documents page, and adapt it for use at your school. You may have a computer savvy volunteer at your school who would love to do this for you!
  2. VIPS Coordinators: read the helpful month by month VIPS Coordinators Helpful Checklist  for information about managing your volunteer program.
  3. Is this your first year on the VIPS General Board? Read our handout Frequently Asked Questions by VIPS General Board Rookies.
  4. Provide links on your campus and parent organization website to allow parents to navigate easily between the different websites that serve your campus, Katy ISD and the VIPS program.
  5. When sending emails to a group of volunteers use the 'blind copy' option to maintain confidentiality of your volunteers' email addresses.
  6. Need some ideas about gathering those elusive volunteer hours? Download Gathering Volunteer Hours Success Stories and Ideas to learn what has worked on other campuses. 
  7. 'Double the Gift' volunteer hours reporting form: Download the volunteer hours reporting form from the Volunteer Forms section of the Documents page, and adapt it for use at your school. Publish it in your campus newsletter, distribute it to your volunteers via email, or post it on your campus, parent organization and booster club websites. If you would like a notepad of this form for your campus, contact Martha Brown at 281.396.2468.

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 This page was updated on September 13 2009.
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