FIRST YEAR ADVISORY COMMITTEE RESPONSIBILITIES

FallMeeting Coordination Activities

At the fall meeting you electa chairperson for the 2018Institute. This chairpersonwill overall facilitate the coordination and activitiesthat will be planned. There will be many opportunities for advisory board members to assume leadership roles.

Activitiesto be planned:

  1. Advanced Contact of First Year Students
  2. Grab Bag
  3. Sunday’s “Welcoming Reception”forFirst Year students
  4. Monday and/orTuesday eating Lunch with your First Year Students
  5. Election or the choosing of “NEW” First Year Advisory Board members
  6. Arranging the Instructor Introductions to classes

The advisory board communicates to the Institute Director the committee’s plans for the Institute and Leaders plans for their designated area:

Overall Chairperson:

Please give to Kassie chairperson’s name!

Leader for Advanced contact of First Year Students:

Please give to Kassie leader’s name!

Leaders for Sunday’s Welcoming Session:

Please give to Kassie leader’s name!

Leader of Grab Bags:

Please give to Kassie leader’s name!

Leader for Eating with your Mentor:

Please give to Kassie leader’s name!

Leader for Election or choosing of First Year Advisory Board:

Please give to Kassie leader’s name!

Leader for arranging the Instructor Introductions:

Please give to Kassie leader’s name!

Advanced Contact of First Year Students:

(The dates in red will be firm @ spring meeting)

June 15 (approx.)will be the closing date for registration for the Institute. We normally receive registration for several days beyond this date. It will be sometime after June 20 that this process will begin.

Process to follow after receiving names:

  1. Leader will receive an email with a list of all first year students (including home and work numbers) UW-Green Bay.
  2. First list will be sent around June 20
  3. If there are changes after June 20, UW-Green Bay will contact the Leader.
  1. Leader assign and distribute first year students to each Committee member.
  • Divide names by geographic area or however you wish.
  • E-mail each advisor member their contact list
  1. Each committee member is responsible for:
  1. Sending a letter/e-mail of introduction (as a committee you can draft a letter or each person can write their own). An example of a letter will be brought to our spring meeting.
  2. Calling their students within one week after receiving the e-mail to talk about the following:

1)Welcoming them to the institute.

2)Asking them if they:

  1. have any questions regarding the institute
  2. need any directions to the Radisson
  3. have any special needs, i.e., meals etc. If they have special needs, please let the Institute Director know.
  4. would like to car-pool or if they can possibly be a car-pooler

3)Inform them on:

  1. It is very important that they come on Sunday.
  2. Registration begins at6 pmand the First year Welcoming Reception will begin at 6:30 pm(basic information).
  3. A contact procedure to find you- Ex: balloons, signs, or your own creative ideas. What will they look for? ______.
  4. Monday and/or Tuesday let them know they can eat with youat lunch, if they choose. Your table will be marked and they will be able to find you.
  5. TheThursday evening graduation banquet. Let them know people dress up for this event and class pictures are taken.
  1. IMPORTANT: Committee members please notify Chairperson when all persons on your list have been contacted.CHAIRPERSON will notifyInstitute Director to confirm that this process has been completed.

Institute director notifies Leader of any last minute registrations and Leaderwill make the advance contact.

Sunday’s First Year Welcoming Reception

Sunday’s “First Year Welcoming Reception”begins at 6:30 pmand ends at 7:15 pm. We will be serving a snack and a beverage. Give a thoughtful reflection on how you felt at your reception last year. Werethere things that could have done better? If so, please discuss with fellow committee members your ideas for improvement. Orientation will be: 7:30-8:00 pm (new people need to come).

Procedure

  1. Committee members arrive and check-in early. In the past, advisory boards have arrived extra early to assemble their Grab Bags. Set a time for all of you to meet and get organized. Committee members will wear Institute shirts and advisory ribbons to identify themselves.
  2. Beginning at 6:00 p.m., students will arrive to settle into their rooms and check in at the registration desk. The hotel does allow people to check in as early as 2:00 p.m.
  3. Committee members plan and conduct the First-Year Welcoming Activity. Possible activities: an icebreaker, Q&A about what to expect, Bingo, and Advisory Committee members’ reflection of their personal experience at the Institute. The Institute Director willarrange for the refreshments. The Advisory Committee will provide the “Reserved” signs or balloons. These signs will be placed on the tables. Decide on a theme and use the posts to put your identification on.

Grab Bags

As Leader of Grab Bag items, you are responsible to coordinate with your entire board the collection of items. You’ll want to correspond with them encouraging them to go out and ask for items. In the past year we have had over 130 new clerks and treasurers attend. Not everyone will give 130 items, but that’s OK. We are grateful for anything.

Committee members arrive and check-in early. In the past advisory boards have arrived extra early to assemble their Grab Bags. Set a time for all of you to meet and get organized. In the past, groups have put together a grab bag of donations as a gift for the new students in the Welcoming Session room. This is not required. Sometimes the gifts have only been candy in a brown bag.

Monday and/orTuesdayeat with your advisor lunch?

Mondayand/orTuesday the Advisory Board members will eat with their first year contacts. You will want to decide which day or days you would like them to eat with you. This will be a time to reconnect with them and see how things are going. You can answer their questions, encourage them to run for the advisory board, and continue to help support them and make them feel comfortable and welcome. It is also a time if there is a problem to communicate it to theInstitute Director to enable her to take appropriate action. We will place your reserve signs for the lunch on the tables before lunch.

Choosingthe “New” First Year Advisory Board

The choosing of next year’s advisory board is an important assignment. This procedurehas been evolving and changing the past several years. The process for choosing the first year Advisory Committee Members is as follows:

  1. Start encouraging people when you call them to come to the Institute. You will also want to recruit at the Sunday, WELCOMING RECEPTION.Interested people are asked to fill out a form (designed byyou) and submit it into a box housed in the Institute office.
  2. The advisory committee will then decide whothey feel would do a good job
  3. The composition of the new members forour First Year Advisory Committee must be comprised of representatives from a Town, Village and City, plus four additional peoplefrom both the clerks and treasurers for a total of fourteen (7clerks & 7 Treasurers). I would also like one male on the board. In addition I would like you to choose 3 alternates. In the past at least 2 to 3 people have dropped off by the fall meeting.
  4. The new advisory board membersneed to fully understand their responsibilities. People who sign up should be given a copy of this document so they are fully aware of what is expected. It is also important that their municipality will allow them to attend our two advisory board meetings each year and continue their attendance to the Institute. Recruited people should understand that they will be calling strangers and if that is uncomfortable,this position may not be for them.
  5. Lastly,someone from your group will introduce our new Advisory Committee members at lunch and a group photo should be taken on Thursday. The Institute Director will need a list of all new members and contact information. The list should contain everyone’s name, address, phone number, and e-mail address. The applications that you had them fill out works best.

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