34
TEXT BOX Jump Rope for Heart at the College of Charleston Sue Balinsky, DrPH, CHES
TEXT BOX
Jump Rope for Heart
at theCollege of Charleston
Sue Balinsky, DrPH, CHES
Preparation – Months Prior
Reserve the gym for the event
Contact Alissa Herrold, my Jump Rope for Heart regional contact, to order envelopes
Preparation- Beginning of Semester
Complete an IDT (intra-departmental transfer) to request 10 tables to be delivered to the gym on event day
COLLEGE OF CHARLESTON
INTRA DEPARTMENTAL TRANSFER
REQUESTPURCHASE/ISSUE/PICK UP
OR
Plan Ahead
Prepared Date Required Date VENDOR NUMBER
To:
(Suggested Vendor - If Purchased - Servicing Dept. - If Transfer)
From:
(Requesting Department)
Preparation – Beginning of Semester
•Take faculty participation sign-up sheet to the first faculty meeting
Information requested:•Class name and meeting time•# of minutes for students to participate•Suggested donation amount•Number of envelopes needed•Meet with any new faculty to
explain the event•Ask for faculty volunteers to cover event while I am teaching
Preparation – Beginning of Semester
Adjunct Faculty •Update participation form for departmental adjuncts asking for the same information as full faculty, with tear away portion to let me know if they want to participate
•Place participation forms in adjunct boxes
•Ask them to place tear away form in my mailbox
Preparation – Beginning of Semester
Student Co-coordinators
•Select two student co-coordinators
•Students have been Physical Education majors with a health promotion concentration
Preparation – Early in Semester
Student Co-coordinators
•Create event bulletin board•Utilize faculty participation information
to•Create participant sign-up sheets for each
class of each professor
•Distribute designated number of envelopes to each faculty member to distribute to their students
•Create flyers to post around building prior to the event
•Contact athletic training room for emergency care back-up
Preparation –
Volunteer
Sign-up •Put a volunteer sign-up sheet on my office door
•Notify department faculty members that sign-up sheet is posted for their students to earn professional
points/service hours
Preparation –
Graduate
Assistant •I utilize one GA for event day
•Excel document for entering:
•Student name•Student’s professor(s) names•Amount of donation•Prize(s) student qualifies for
Preparation –
Week Before
Check on:
Location of jump ropes/hula hoops
Location of boom box
Flyers are up in appropriate places
Preparation –
Day Before
Assemble materials for the event:
•Volunteer sign-in sheets (co-coordinator made)
•Directions for volunteers
•Sign if you want prizes form
•Extra envelopes
•Separate disclaimer forms(if student
ripped it off envelope)
•Stickers and bookmarks
NAME TIME IN
TIME OUT
NAME TIME IN
TIME OUT
PROFESSOR:_________________________________________________________CLASS/MEETING TIME:____________________________________________REQUIRED # OF MINUTES:________________ MIN $ AMT REQUIRED:________________
Preparation –
Day Before
Gather miscellaneous materials
•Large plastic Jump Rope for
Heart banner•Ribbon to hang banner•Scissors•Tape•CDs to play during event•Clock•Pencils
Preparation –
Event Day •Set-up begins at 8:30
•Tables are set up in gym
•One long row for participant sign in sheets
•One table for volunteer sign-in sheets
•One table to organize jump ropes
•Put jump ropes and hula hoops out
•Stretch long double dutch ropes on floor
•Set up sound system
Preparation –
Event Day •Hang large Jump Rope for Heart banner above Silcox Lobby
•Hang flyers with arrows pointing to event
Friday F
eb. 15
Silcox Gym
9 – 2
Preparation –
Hang Sheet
Event Day –
Co-coordinators •Be available for majority, if not all, of event hours
•Oversee volunteers, including having volunteers sign in on appropriate sheets
•Keep bag with donations on their person
•Make sure music is continuous and not too loud
•At end of event, take participant sign-in sheets and put in faculty mailboxes
Event Day –
Graduate Assistant Donations are delivered to GA who
enters:•Student name
•Professor’s name(s)
•Total amount of donation
•Prizes “earned” including t-shirts sizes
•Separate and stamp checks(AHA – for deposit only)
•Separate and count cash
•We emphasize paper money, not change
Event Day –
Graduate Assistant
continued
•Reconcile check and cash totals with corresponding Excel totals
•Save documents to add to for subsequent donations
Event Day –
My role
•Make sure everything is ready and set up for event
•Supervise facility while not in class
•Make sure co-coordinators are comfortable in their role
•Supervise clean-up
•Deposit cash for cashier’s check
•Mail checks next day
Post-event –
Graduate Assistant •Enter same information for students
who turn donations in the following week
(I accept donations through the following Friday at noon)
•After that, students must take donations directly to AHA office (King St., downtown)
Post-event –
Graduate Assistant
Runs reports for me
•Master list (alphabetical) of students including
donations in case faculty have questions
•List of students and donation amount by faculty member
•Totals from the event:MoneyPrizes earned
(including t-shirt sizes)
Post-event –
Graduate Assistant
Reports to faculty
•Emails each faculty member with their students’
names and donation amount
•Cc’s me on each of those emails
Post-event –
My Role
•Send the final donations
•Email Alissa information on prizes “earned” and prizes wanted
•She places order for the prizes the students want
Post-event –
Finishing Up
•Alissa keeps track of prizes “earned” but not wanted
•These totals are maintained and at the end of spring semester, the dollar equivalent of prizes not taken is added to total amount for gift certificates
Post-event –
Donating Gift Certificates
Many years ago, we started donating the gift certificates to Charleston County elementary schools at Dr. Bill Barfield’s suggestion. We typically donate to two or three schools depending on totals
Obviously, these have been very well-received!
Questions?
Thank You
