THE RANCHO SANTA FE EDUCATION FOUNDATION (RSFEF)
PARENT VOLUNTEER ROLES AND DESCRIPTIONS
2016-2017
Parent Volunteers are invited to join one or more RSFEF Committees:
 Annual Giving
 Communications
 Parent Volunteer
Each Committee is led by a Chair and Vice-Chair, and those positions are part of the
RSFEF Board of Trustees.
ANNUAL GIVING COMMITTEE: The Annual Giving Committee identifies, manages
and executes donor solicitation and events/programs to support the Education Foundation’s
annual grant to the school. Coordinators are encouraged to invite other parents to join them
(via working groups or sub-committees). Positions below report directly to the Annual
Giving Chair.
1. Scholars’ Circle Coordinator(s) (1-2 positions): Oversees Education Foundation
solicitations from school families for membership in the Scholars’ Circle. Organizes
event to inform and educate school families about Scholars’ Circle early in the school
year. This position needs to be a donor at the Scholars’ Circle level.
2. Scholars’ Circle Recognition Event Coordinator (1-2 positions): Organizes spring
event for parents and school administration, honoring members of the Scholars’
Circle. Underwriting and solicitation of donations to fund the party may be a part of
this job. Coordinates all aspects of the reception.
3. Cap and Gown Reception Coordinator (1-2 position): Organizes late fall event for
parents and school administration, honoring members who contribute at the Cap and
Gown giving level and above. Underwriting and solicitation of donations to fund the
party may be a part of this job if budget is exceeded. Coordinates all aspects of the
reception.
4. Red Envelope Day Coordinator(s) (2-3 positions): Responsible for working with
Annual Giving Chairs to plan and execute all elements of Red Envelope Day events
(morning drop-off, afternoon pick-up and evening reception).
5. Community Partners Coordinator(s) (2 positions): Responsible for the solicitation
of funds from local businesses through ad sales for the Annual School Directory and
Extra!Ordinary Magazine, and underwriting need as directed by individual event
chairs. Heavier time commitment August-Oct securing advertiser commitments.
6. Art Auction Reception Coordinator(s) (2 positions): Organizes event for school
parents and school administration in late spring. Solicits volunteer parents from each
classroom to develop student produced art projects to auction off at the event. Create
titles/descriptions for all art pieces. Coordinates all aspects of the reception including
a preview exhibition of art pieces at the school beforehand.
7. Grandparents Club Coordinator (1-2 positions): Works with Annual Giving
Chairs to develop strategies to cultivate new Grandparents Club members as well as
Coordinates materials and volunteers for Grandparents Club solicitations at tables
during Grandparents and Special Friends Day held on the Friday before the
Thanksgiving holiday.
Works closely with the ‘Grandparents Day’ Events
Coordinators.
8. Alumni Club Coordinator (1-2 positions): Works with School Administration in
creating Alumni data base and with Annual Giving Chairs and Development Director
to create Alumni Club with communication and solicitation strategies.
COMMUNICATIONS COMMITTEE: The Communications Committee coordinates all
messaging and communication both internal (school/parent), and external (local
business/press) for the Education Foundation. Positions below report direct to
Communications Chair.
1. Annual School Directory Coordinator (1-2 positions): Coordinates the ad sales
and layout of the school student directory working with Annual Giving and
Community Partners and RSF School District. Meets with printer to coordinate the
directory layouts. Required time commitment is heaviest in the fall when the
directory is being prepared, printed and distributed.
2. Extra!Ordinary Magazine Coordinator (2 positions): Coordinates ad placement,
production and layout of ExtraOrdinary magazine (4 issues per year). Works closely
with the Community Partners Coordinator.
a. Layout/Technology (1): Develops magazine layouts /main interface with
printer and coordinates distribution of magazine through volunteers.
b. Content (1): Develops plan for issue content (4 issues) with input and
approval from school administration) and coordinates both articles and the
distribution of magazine through the solicitation of volunteers.
3. Website/Technology Coordinator (1-2 positions): Update content on the RSFEF
web pages; news, photos, event information, and graphics on a regular basis. Also
acts as a liaison between the Annual Giving, Communications and Parent Volunteer
Teams for website needs.
4. Facebook Administrator (1 position): Updates the RSFEF Facebook page with
upcoming events, photos, reminders, and other information regarding the
Foundation. Requires knowledge of Facebook and appropriate usage of social
media.
5. Local Press Coordinator(s) (up to 2 positions): Responsible for following a
weekly press plan from existing Education Foundation and school calendars; press
release/photo-opportunity/deadline and publication dates for local newspapers.
Updating press releases from the prior year and some writing required.
6. Writer (2-3 positions): Responsible for researching and gathering information,
obtaining relevant quotes, and writing original articles throughout the year for the
Education Foundation Magazine, website and local press as needed.
7. Photographer(s) (up to 3 positions): This position requires working from RSFEF
Communications calendar, which details dates and times to take photographs at
Education Foundation events for use in the Magazine, website and local press.
PARENT VOLUNTEER COMMITTEE: The Parent Volunteer Committee identifies,
manages and executes events and programs of interest to students, teachers, and parents.
Coordinators are encouraged to invite other parents to join them (via working groups or subcommittees). Positions below report to the Parent Volunteer Chair.
Parent Volunteer Special Events:
1. Newcomers/Welcoming Coordinator(s) (up to 3 positions): Recruits current
school families from all grade levels to welcome and educate new school families
about the school and the Education Foundation. Organizes and executes Newcomers’
Pool Parties, Newcomers’ Cocktail Reception, Back to School BBQ, and Back to
School Coffee. Organizes additional events as needed for new families throughout the
year, including a mid-year brunch. Reaches out to new families that join the school
community throughout the year. Heaviest time commitment is July-August.
2. Book Fair Coordinator (1 position): Works with librarian to coordinate all aspects
of the weeklong school Book Fair including set-up, communications and parent
volunteers. Book Fair is held in October.
3. Halloween Carnival Coordinator(s) (2 positions): Organizes and executes the
annual Halloween Carnival; preparation commences in the spring, although greatest
time commitment is August - October.
4. Halloween Carnival Shadows (2 positions): This position requires a two-year
commitment where you will be shadowing the Halloween Coordinators for the first
year and then coordinating the carnival the second year. Reports to the Halloween
Carnival Coordinators.
5. Red Ribbon Week Coordinator: Works with school administration and coordinates
communication about presentations and programs for Red Ribbon Week to school
parents and local press. Held in October.
6. K-2 Staff Appreciation/Luncheon Coordinator(s) (2 positions): Coordinates grade
level parent volunteers to help present a staff luncheon covering certain combined
grades once a year; helps develops theme/menu/decor; ensures there is enough
food/help during each luncheon.
7. 3-5 Staff Appreciation/Luncheon Coordinator(s) (2 positions): Coordinates grade
level parent volunteers to help present a staff luncheon covering certain combined
grades once a year; helps develops theme/menu/decor; ensures there is enough
food/help during each luncheon.
8. 6-8 Staff Appreciation/Luncheon Coordinator(s) (2 positions): Coordinates grade
level parent volunteers to help present a staff luncheon covering certain combined
grades once a year; helps develops theme/menu/decor; ensures there is enough
food/help during each luncheon.
9. Science Discovery Day Coordinator(s) (1-2 positions): Works with science
teacher(s) to coordinate parent volunteers for each of the planned sessions of Science
Discovery Day, oversees the day's events, and ensures supplies and equipment are set
up in the morning and cleaned up in the afternoon.
10. Science Discovery Day Luncheon Coordinator (1-2 positions): Coordinates lunch
for volunteers (and guest speakers on Science Discovery Day. Includes coordinating
parent volunteers to provide food items and help on the day of the event, setting the
menu/quantities needed, décor, set-up and clean-up.
11. Teacher Appreciation Flower Sale (1-2 positions): Coordinates flower order, pickup, and volunteers to sell flowers to students on Teacher Appreciation Day. Occurs in
late spring.
12. Field Day Coordinator: Organizes parent volunteers to provide and serve
refreshments during Field Day in May. This event is held in conjunction with MS
Field Day.
13. International Festival Coordinator(s) (up to 2 positions): Organizes an
International Festival, usually held in early spring. Identifies and solicits
participants/entertainers/food vendors that represent nations featured at the Festival.
Coordinates parent volunteers to decorate and staff ‘country’ booths.
14. Oceans Week Coordinator(s) (up to 3 positions): Coordinates volunteers to set up
ocean decorations for the office, around school, and the PAC. Solicits parent
volunteers to help Ocean Week activities. Also coordinates luncheon Ocean Week
Staff Coordinator.
15. Father/Daughter Dance Coordinator(s) (2 positions): Organizes annual dance for
fathers and daughters. Coordinates all aspects of the event including soliciting
volunteers to decorate, staff and run event. Usually occurs in early spring.
16. Mother/Son Event Coordinator(s) (2 positions):
Organizes annual dance for mothers and sons. Coordinates all aspects of the event
including soliciting volunteers to decorate, staff and run event. Usually occurs in
early spring.
17. Family Night(s) Out Coordinator: Organizes up to 2 events per year for school
families to get together. In the past this has included movie nights held on school
grounds, or family dinners at local restaurants. Works with school administration to
coordinate calendar and time of event. Coordinates volunteers to decorate, staff and
run event.
18. Career Expo Coordinator: Organizes a career day during school hours for the
benefit of middle school students (held in conjunction with K-5 Field Day in May).
Identifies and solicits parent participants and/or other speakers to present their
respective career choices.
19. Grandparents’ and Special Friends Day Coordinator(s) (2 positions): This event
is held on the Friday before the Thanksgiving holiday. School administration sets
format and schedule for the day. Responsible for updating all communication
materials to parents, coordinating volunteers for the day and running coffee reception
and MS luncheon.
Parent Volunteer Grade Level Positions:
1. K-5 Classroom Room Parent Coordinator: Oversees K-5 Room Parents.
Distributes all volunteer sign-ups for school wide events throughout the year. Time
commitment is heavier end of August through September. Responsibilities include
running a room parent orientation meeting in the beginning of the year and a debrief
meeting before yearend.
2. Middle School (6-8) Coordinator: Primary liaison between the School, Education
Foundation and parents. Oversees MS grade level liaisons, interfaces with MS
Principal and Student Council faculty, and creates weekly communications for grade
level liaisons.
a. 6th Grade Parent Liaison (1 position): Responsible for weekly
communication (provided by MS Coordinator), coordinating class coffees (2),
Honor Roll Luncheon (1), and End of Year Grade Level Party. Reports
directly to MS Coordinator.
b. 7th Grade Parent Liaison (1 position): Responsible for weekly
communication (provided by MS Coordinator), coordinating class coffees (2),
Honor Roll Luncheon (1), and End of Year Grade Level Party. Reports
directly to MS Coordinator.
c. 8th Grade Parent Liaison (1 positions): Responsible for weekly
communication (provided by MS Coordinator), coordinating class coffees (2),
Honor Roll Luncheon (1). Reports directly to MS Coordinator. {Note: 8th
grade graduation festivities are not part of the Education Foundation and are
handled directly through the MS Principal.}
Parent Volunteer Programs:
1. Spirit Shop Coordinator(s) (up to 3 positions): Coordinates with administration for
the ordering of school spirit merchandise. Conducts sales during School and
Education Foundation events as appropriate. Provides monthly summaries of
sales/revenues to RSFEF office.
2. Study Buddy Coordinator(s) (up to 2 positions): Coordinate with RSF teacher
liaison and provides weekly snacks for eight week sessions (2). Work with The San
Dieguito Alliance to secure tutors.