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PPO Position Descriptions

PPO Executive and Leadership Job Descriptions 2018-2019

For nominations please email nominations@uccpreparents.ca

PPO Executive Positions

Vice President (1)
●      Lead and support the Year and Form Reps
●      Write and manage monthly communications sent to parents
●      Collaborate with President to advance PPO goals and learn President duties
●      Represent the PPO at various Community events
●      Act as Interguild representative for the PPO and attend Interguild meetings
●      Identify and recruit volunteers for the following year’s Executive Committee in collaboration with the President and incoming Vice President
●      Requires a minimum of 1 year of experience on the PPO’s Executive Committee and previous experience as a Year Rep

President (1)
●      Chair monthly PPO meetings; prepare monthly reports and set agendas
●      Work closely with the Vice President to advance PPO goals and support Vice President in learning the responsibilities of the President role
●      Meet monthly with the Prep Heads of School
●      Represent the PPO on the Association Council and attend monthly meetings
●      Liaise with Prep parents on non-academic issues
●      Represent the PPO at all Community events or designate a stand-in
●      Guide and support all members of the PPO with their portfolios
●      Identify and recruit volunteers for the following year’s Executive Committee, in collaboration with the incoming President and Vice President
●      Previous PPO experience – Note: this role is automatically filled by previous year’s Vice President

Past President Year (1)
●      Support the current President and Vice President by providing institutional knowledge
●      Available to represent the Current President when required
●      Previous PPO experience – Note: this role is automatically filled by the previous year’s President

Secretary (1)
● Gather monthly committee reports
● Record minutes at monthly meetings
● Circulate communications to PPO Executive committee regarding important events and/or information at the request of President
● Maintain and update committee contact details document
● Prepare name tags and name cards for the committee
● Overlook 2 Grandparents Day events for SK-5 and Form 6-7 in May/June

Treasurer (1)
● Report the assets and liabilities of PPO
● Prepare monthly financial statements and coordinate year-end financial reports
● Oversee the billing and registration process for all PPO related events
● Oversee the inputting of all financial data from all PPO events
● Act as a liaison between PPO Executive Committee and UCC’s finance department
● Purchase teacher gift cards and other gifts

Volunteer Coordinator (1)
● Gather volunteer data and compile a list of volunteers for various events
● Collaborate with President and Vice President on volunteers’ recruitment
● Send welcome email to volunteers and act as their contact person
● Support the school and PPO committees with volunteer lists for events, such as Association Day, New to Blue, Grandparents Day, Blue Ties breakfast and other

Communication Coordinator (1)
● Review and approve all outbound PPO communications
● Ensure communications produced by the PPO are approved by UCC and meet UCC Style Guidelines
● Maintain the communications calendar for PPO events
● Collaborate on, develop and manage PPO messaging for Heads Up with UCC Communications
● Overlook Festive Marketplace Communications

Information and Technology (“IT”) Co-ordinator (1)
● Oversee, coordinate and assist with all electronic storage of documentation pertaining to all portfolios and committees on the PPO Executive using Google Docs or another electronic storage system that best suits the needs of the PPO
● Coordinate workshops and tutorials for the PPO Executive members to assist in teaching all PPO Executive members how to use this system
● Support any IT needs of the PPO
● Responsible for inputting and maintaining various event data

Year Representatives (8)
● Act as community champions, supporting events and promoting school spirit
● Communicate PPO related news to Prep parents (Note: all emails should be in BCC format for parents’ emails with Vice President and President in CC format)
● Collaborate with Grade Reps to plan and organize social events for students and parents
● Provide semi-annual financial reports; set-up and maintain class bank account
● Support classroom teachers as requested with class activities
● Attend UCC Open House in the fall and UCC New to Blue event in the spring respective to their grades
● Year 3 Reps assist Prep office with Year 3 BBQ in September
● Year 7 Reps organize Grade 7 graduation

UCC Marketplace Committee (1)
● Manage UCC Marketplace website, which sells unique UCC related apparel and other products (work with UCC communications to ensure products and design are aligned with UCC Style Guidelines)
● Work with vendors on order fulfillment
● Maintain UCC Marketplace financials, providing monthly financial reports
● Provide bi-weekly sales reports

Festive Marketplace Committee Chair (1)
● In collaboration with President, Vice President, PO President and PO Festive Marketplace Chair plan and execute Festive Marketplace, one of the largest parent-led fundraising and community building events at the school
● Recruit and manage a team of volunteers: Silent Auction Coordinator (2), Volunteer Coordinator (1), Communication Coordinator (1), Vendors Coordinator (1), Bake Sale/Café Coordinator (2), Festive After Dark Coordinator (1)
● Manage budget and deadlines
● Work with UCC’s Facilities team, faculty and staff to plan event logistics
● Work with UCC communications team to promote the event
● Supervise the event and manage any issues that may arise

Prep Blues Booster Club Coordinator (BBC) (1)
● Support and promote athletics at the Prep
● Recruit a ‘Team Parent’ for each athletic team
● Coordinate with coaches and athletics director
● Report Prep ‘Athletics News’ to UCC’s Communications for inclusion in school publications

Prep Arts Booster Club Coordinator (ABC) (1)
● Work with the Arts Liaisons and Arts Faculty to recognize and support the Arts
● Coordinate events and communication across the arts (visual, drama, music) and the forms (SK-7)
● Collaborate with the Upper School ABC, UCC Archives and Admissions to promote participation in and recognition of the Arts
● Report Prep ‘Arts News’ to UCC’s Communications staff for inclusion in school publications

Prep Arts Booster Club Coordinator (ABC) (1)
● Work with the Arts Liaisons and Arts Faculty to recognize and support the Arts
● Coordinate events and communication across the arts (visual, drama, music) and the forms (SK-7)
● Collaborate with the Upper School ABC, UCC Archives and Admissions to promote participation in and recognition of the Arts
● Report Prep ‘Arts News’ to UCC’s Communications staff for inclusion in school publications

Prep Arts Booster Club Liaisons (ABC) (4)
● Under the leadership of the ABC Coordinator, work with the Faculty to support Arts activities
● Each Liaison focuses on a different area: SK-5 Art; 6-7 Art; Drama; and, 6-7 Band
● Activities include: hanging student artwork, chaperoning band field trips, promoting drama productions

Green School (1)
● Support and develop policies, events, and programs that encourage care of the natural world and minimal impact on the environment.
● Attend and contribute to Eco Warriors meetings (twice per 8-day cycle)
● Assist in development and execution of Earth Week activities; coordinate parent volunteers as needed
● Support grounds staff with planting, campus cleanup, and other special projects
● Work with teachers and administrators to identify and implement ways for students to take ownership of environmental efforts at their school

Library Volunteer Coordinator (1)
● Work with the Prep Librarian to schedule volunteers for the Wilder Library during weekly shifts.
● Volunteers check in and shelve books, and assist Librarians as needed
● Stay in contact with volunteers via email and coordinate any schedule changes as needed

Nutrition & Wellness Committee (1)
● Report to the PPO on best practices for promoting Wellness at UCC
● Collaborate with other committees to incorporate Wellness approaches in new and creative ways
● Help to promote healthy eating habits in the Prep School
● Liaise with Dean of Students and Aramark kitchen manager
● Organize and attend three Nutrition Committee meetings per school year
● Attend Upper School Nutrition Committee meetings
● Organize 5 Power Snack Days and collaborate with Power Snack volunteers
● Provide support to other PPO portfolios which involve food, including Coffee Mornings, Bake Sale, Blue Ties Breakfast and Grade 7 Graduation
● Order food through Aramark for monthly PPO Executive meetings
● Collaborate with Communication Coordinator on quarterly Nutrition Committee updates for Heads Up
● Represent Nutrition Committee at UCC Open House events
● Note: this role is automatically filled by the previous year’s Power Snack Day Volunteer

Bake Sale (2)
● Plan and execute 1 Prep bake sale and 2 freezie/ice cream/popcorn sales, raising money for PPO initiatives
● Liaise with Communication Coordinator and Vice President to promote the event
● Collaborate with Volunteer Coordinator to recruit volunteers for the bake sale
● Coordinate baked goods collection
● Work with Nutrition Coordinator to come up with ways to provide healthy options
● Select and purchase freezies/ice cream/popcorn for sale
● Provide day-of set-up and event supervision

Special Initiatives Committee (2)
● Collaborate with President, Vice President, UCC Marketplace Coordinator, Communication Coordinator, Volunteer Coordinator on the new fundraising initiatives and community building events
● Research and find enticing products for PPO community which can be sold through UCC Marketplace
● Organize and supervise New Community Building Events

Blue Ties Breakfast (1)
● Plan and execute Blue Ties Breakfast for SK-5 and Form 6-7. It is a one day event which is usually run in April
● Collaborate with UCC’s Facilities team, Aramark and Nutrition Committee to plan event logistics
● Liaise with Communication Coordinator and Vice President to promote the event
● Recruit volunteers through Volunteer Coordinator
● Supervise the event and manage any issues that may arise

Used Textbook Sale (2)
● Plan and execute annual Used Textbook Sale
● Collaborate with Volunteer Coordinator to recruit volunteers for: used book collection, book sorting and pricing, and assistance at the sale
● Liaise with Communication Coordinator and Vice President to promote the event
● Proceeds from the sale are split equally between the students selling the books and the PPO
● Supervise the event and manage any issues that may arise

Used Uniform Sale (2)
● Coordinate the collection of gently used uniform items throughout the year, via donation boxes
● Collaborate with Volunteer Coordinator to recruit volunteers for sorting donated items and preparing items for sale in the Prep Shop
● Organize and execute Used Uniform sales during the year and on the last day of school
● Liaise with Communication Coordinator and Vice President to promote the event
● All proceeds from sales are returned to the school through the PPO

Blues Closet (2)
● Organize and implement annually a gently used clothing drive and a gently used sports equipment drive that benefits UCC Blues Closet and school’s selected charity programs
● Collaborate with Volunteer Coordinator to recruit volunteers for sorting donated items and preparing items for Blues Closet and school’s charity selected programs
● Collaborate Blues Closet sport clothing delivery with school and Norval staff
● Liaise with Communication Coordinator and Vice President to promote the event

Additional Notes for PPO Executive team
● Act as Ambassador of UCC, ensuring new and returning parents feel welcome
● Attend PPO Executive team meetings
● Attend and support as many PPO events and initiatives as possible to help foster continued growth and parent engagement
● Committee members must submit monthly reports to the PPO President, Vice President and PPO Secretary in a timely manner
● Most of PPO Executive roles are a 2 year commitment except Year Representatives and ABC Liaison.

Full Year Commitment Volunteer Roles

Year Representatives (2 per class)
● Contact classroom teacher in September to make introductions and learn the specific needs and expectations of the classroom teacher
● Communicate with the Form Teacher/Adviser and help them organize volunteers for class activities and trips
● Collect parents’ class contributions via e-transfer. Form Rep treasurer maintains Class Bank Account
● Help Year reps to plan and organize Social events for students and parents
● Attend Form Representative meetings
● Support the transitioning of new parents to the school and help them feel comfortable
● Be aware of and read the major sources of information for the parents
● Act as Ambassador for PPO at Class Social events, welcome new families and introduce them to returning families in your Form
● Attend and support as many UCC and PPO sponsored events as possible
● All emails should be in BCC format for parent’s emails with your Year Rep and Vice President in CC format
● Present Teacher/Specialty teacher Holiday gifts in December and Year End Gifts in June
● Attend UCC Open House in the fall and UCC New to Blue in the spring respective to their grade
● Year 3 Form Reps attend Year 3 BBQ in September
● Year 7 Form Reps assist Year 7 Reps to organize Grade 7 graduation

Power Snack Day Volunteer (5)
● Organize and run 5 Power Snack Days, in collaboration with Nutrition Committee Chair
* Support the nutrition committee in promoting healthy eating habits at the Prep
● Attend 3 Nutrition Committee meetings per year

Library Volunteer (20)
● Check in and shelve books
● Assist the Librarian as needed

Occasional Volunteer

Event based volunteering opportunities
● Association Day; Bake Sale Sale; Festive Marketplace; New to Blue; Blue Ties Breakfast; Grandparents/Special Friends Day; Prep Arts Booster Club; Green School; Used Textbook Sale; Used Uniform Sale; Community Service/Blues Closet; Special Initiative Committee Events