POSITION MANAGER OF TRAINING EVENTS MANAGER:
Revised 29/10/2015
Duty Days appear in the Calendar of events on the website
Responsibilities will be shared three ways:
1. Events Manager on Site
Prepares the venue
Participants’ Safety, WHS and security (keys)
Food for guest speaker; biscuits for morning and afternoon tea
Fridge management
Washing up
Lunch for guest speaker
Furniture
Heating and cooling decisions
Parking
Signage
What photographs may be taken
Inform of parking arrangements
Implement wet weather arrangements
Check and plan for supplies (tea, coffee, etc) for purchase of these
Completes report to Academy office after an event (proformas for repairs)
The Duty Manager submits a chit with dockets for groceries after every event.
The manger needs to advise executive a fortnight before if she is unavailable.
2. OFFICE Staff on site
Registrations/ use of free list
Badges name tags
Receipts Money
Attendance list
Refunds and reimbursements are quite exceptional.
3. OFFICE Staff at West End (may overlap with Executive present)
Draw a float
Reconcile receipts/ list arrears
Badges / name tags
Enquiries re event location information/ advertising and or event cancellation
Prepare handouts if needed.
Gift for guest speaker
PRE-EVENT Office staff
Advertising
Book venue
Handling enquiries
Prepare free list
Guest travel/ accommodation
Cancellation of event info
Purchase of supplies and materials
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Photocopying /signs/ requests by Events Manager
Contact the Events Manager to confirm her availability for the event.
General Practice
Advertising says attendees bring their own lunch.
There will be no setting up of shared lunches. No ‘bring a plate’ anymore.
All advertising will advertise an emergency contact number on the day.
It usually is the Events Manager’s number.
Free list for no payment (executive signs in everyone)
Currently enrolled students
Governing Board and Advisory Council members
Invited official guest(s)
Executive and nominated Events Manager of that day but not partner
Office volunteers
Bulletin editor, SFP coordinator
Patrons and donors as acknowledged on the website
Current Placement Supervisors (prior notice would be appreciated)
THOSE WHO PAY
Alumni pay
Visitor pay
Partners of the above pay
SCA members pay for full rate.
Concession card holders pay the full rate
Past staff pay in full
Issue remit form to those not paying on the day or beforehand
Update of 4/4/13 Shared Duties & Responsibilities reviewed 29/10/2015
1. Executive Responsibilities
Book the venue (at year’s start and confirm it periodically)
To arrange the events and finalise Schedule before Christmas every year. The list
will not change.
to liaise with and book the outside (paid) lecturers.
To book travel and accommodation of the lecturers.
To keep lines of communication open with the coordinator and Manager at all
times.
To ensure changes of student contact details etc are conveyed to Ann
Give Ann the Open Learning students’ list for your records.
To publicise, advertise SFP.
To appoint and support the on-the-day Duty Manager at Oxley.
To make announcements & introduce speakers at SFP prevents.
Print material to be presented: notes/ booklets/ etc.
To direct all replies to Ann to compile lists of students and alumni and visitors
Treasurer gives executive on duty a list of EFT payers to identify non-payers for
reminders.
Cancellation of event: Executive and SFP Coordinator liaise; decide before 6pm
of the eve of event. Communications of cancellation shared.
Acknowledge the gift of the free use of the premises among benefactors.
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2. SFP Coordinator’s Role
o To report to Executive (Deputy Academic Dean and Director).
 Prepare a copy of enrolled students attending
 Finalise registrations
o to book in students, alumni and others.
o Alert to and manage students’ cultural / religious sensitivities
 Finalise the list of anticipated attendees within the week before the event
so the cap of numbers can be called.
 Liaise with on–site team re: cleaning, food, hostessing, security and safety,
parking, keys
o You keep the real attendance list, & list of absences.
o List any deferrals for trainers for a subsequent event.
o Alert the webmaster of late cancellation of event.
 To welcome free list people will come along without any courtesy call
they make
 Prepares a deferral list for trainers.
 Liaise re casual accommodation for SFP events.
o Observe the Academy Code of Conduct and privacy afterwards.
Uphold Academy repute.
o Make timely suggestions for the improvement of the SFP
operations.
 Liaise with Executive re any cancellation/ postponement of event
 Liaison with Treasurer
 Ann give list of non payers to Treasurer for invoicing asap after an event.
 Treasurer gives you in good time the list of paid expected attendees.
This roster supersedes all MACCM Planning for SFP events documents at large.
Includes especially Coordinator duties and responsibilities 4/4 /2013]
Office provides / Executive brings:
Certificates
Prepared Attendance list
Tissues
Float, cashbook, receipt book
Remit notices for non-payers
Manager’s report sheet
Certificates of attendance
Name tags or stickers
Guest biodata
Attendance list
Pens
Display stands
Advertising materials for future events
Sound recording gear and battery and electric lead
White board markers and eraser
Blank paper/ notepaper
Speakers notes/ handouts if requested
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PLANNING FOR SFP EVENTS
The issue this solution addresses:
 We simply do not know how many people will come to any given event –
this has implications when we cap attendance or catering.
 The treasurer needs attendance list check to reconcile payments and
arrears.
 It would help our cash flow to know expected income.
 We have paid speakers for whom we cannot guarantee an audience (e.g.,
meditation, Logotherapy 3).
Process chart
At Enrolment every term: fill in the Commitment Plan for SFP as well.
It will be grouped on website with enrolment forms.
|
Attendances recorded in office spreadsheet; prospective numbers per event
derived. Sheet returned to student in class stamped as their
agreement/commitment
|
Ann prepares rolls for each event (expected, deferred and possible).
|
At Oxley, Executive ENSURES rolls are signed at arrival (everyone: the real, the
unexpected, the free list)
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At West End these lists are recorded, inputting in master dBase student by
student.
Next event lists forwarded to trainers
|
In class, trainers reconfirm the student’s attendance at forthcoming event.
Changes are recorded & forwarded to Ann
.
Revised list prepared forwarded to those on duty on the days of the event.
|
Real attendance, free lists, surprises and absences forwarded to
treasurer/accounts promptly.
Academy records attendance.
Reminders of deferrals prepared for trainers for imminent event.
|
Trainer reminds student of commitments to attend forthcoming event.
Cycle recommences.
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Duties of the Clerical assistant for the Spiritual Formation Program
To work closely with the Spiritual Formation Program coordinator Ann Aboud
To have a copy of the list of expected attendees with correct spelling of names
To prepare enough certificates for each event to cover eventualities
To name the certificates with these attending with correct spelling of names
To assemble and print enough booklets, Course Notes, readings etc as the
lecturers for Logotherapy, Journaling, Health Care Ethics, etc. need
And ensure such materials get to Oxley ready for distribution on the day.
To systematically file all certificate masters in a safe place at Academy for future
reference
To ensure the attendance roll is signed on the day and returned safely to
Academy office
To refer problems or potential problems quickly to Ann in the first instance and
to Greg in the second like clashes or lecturer’s needs
To plan to set up any sound amplification or projector gear the speaker needs
To anticipate problems and be far-sighted in preparing for SFP events so that in
the event of your own sickness things get done in good time
To be ready with answers to students’ inquiries regarding the SFP events and
requirements upon students at the various levels of courses
To record hours spent on the volunteers register.
To order printing materials of the Office or Dean of Studies in good time to
restock supplies
To observe the Academy’s Code of Conduct, and observe the privacy of
information provisions.
END
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