Volunteer Manual

JA BizTown

Philanthropy

Center

Manufacturing

Center

ROLE OF THE VOLUNTEER

IMPORTANT POINTS TO REMEMBER

Provide guidance and assistance to students

Conduct scheduled staff meetings

Use and follow the directions provided in this Volunteer Manual

All directions in this Volunteer Manual are scripted and can be read word for word to students

Be certain break and lunch schedules are followed

Remind students to return from their breaks on time

LOCATION OF IMPORTANT INFORMATION Emergency information is located in the back of this Volunteer Manual in the

Orange section. JA Staff and teachers will make any necessary announcements

A complete list of student job responsibilities are found on each job station clipboard

Try to read each job description before students arrive to have an understanding of what each student will be doing

Direct any questions or concerns to a JA BizTown staff member

PERSONAL INFORMATION Your breaks may be scheduled according to need

Your lunch may be taken during either break rotation. You may use the Volunteer Break Room behind the Bank or the Café tables

Please allow students to be seated at the Café tables first as student lunchtime is limited

Please wear your nametag

At the end of the day, return this Volunteer Manual and Student Clipboards to the location where you found them

This is a smoke-free facility. Please do not smoke on the property

STUDENT EXPECTATIONS Students must remain inside the JA BizTown area for the entire day

Food and drinks must remain in the eating area. This rule applies to adults also

No gum or candy is allowed in JA BizTown

Volunteer Helpful Hints

Thank you for volunteering to assist the students at JA BizTown. Your job today is very important. Please read and refer to the Helpful Hints below as you work with this business. Please refer any questions to a JA BizTown staff member.

Volunteer Training:

Today’s training will give you an overview of your role today

You will be asked to conduct meetings and supervise the students in your shop

You will use the scripted talking points provided in this manual

Feel free to ask questions. JA Staff is here to help

Business Start-up Time:

After the Student Orientation, students will be dismissed to their business. At this time you will conduct the “Business Start-Up” meeting scripted under the Blue tabbed section in this Volunteer Manual:

Distribute break lanyards (hanging up) to students according to their job title

Review students job responsibilities (found in the Green tabbed section)

Review and verify that student checkbooks are filled out correctly and complete or make corrections as necessary (Examples outlined in the Blue tabbed section and the “Deposit Ticket Answers” sheet in front of this binder)

CFO Training:

Your shop CFO will attend the CFO training after the Student Orientation.

When they return to the shop, see that they begin their job immediately. Using the pink “CFO Accounts Payable Check list,” they will complete: o Step 1: Enter Loan requested amount o Step 2: Print a $7.00 check to purchase supplies o Step 3: Enter Employees Names and Account numbers in the computer o Step 4: Print Payroll 1 checks

Before the Pledge of Allegiance:

Assigned student will get the $7.00 check from the CFO and go to purchase business supplies at the Supply and Delivery Center

Remind students (if applicable) to begin pricing merchandise using the Orange Pricing Worksheet on their clipboard. Most retail items should be priced between $3 and $5

Divide the loan amount by the total number of products to get an average price. Nothing should be prices under $1.00

The total of all item prices should be enough to pay off the business loan

All employees should be trained on the use of the Point of Sales (POS) system. Instructions for the POS system are posted on the Sales Manages work station

(Continued on reverse)

After the Pledge of Allegiance:

The CEO will take their business’ Loan Application and Promissory Note to the Bank CEO for loan approval

The CEO should prepare their “Opening Town Speech”

All employees should be working until the Opening Town Meeting is announced Break Rotations:

Break Rotation #1 - Citizens’ deposit payroll and open savings account:

Payroll One Deposit: o JA BizTown Citizens will bring 3 items to the bank:

1. Bank issued ID Card 2. Deposit Ticket with $2.00 cash requested 3. Endorsed Payroll Check signed by their shop CEO or CFO

Opening Savings Accounts: o Students will see the Savings Officer(s) to open their Savings Account o They will give the Savings Officer their check for $1.50 o They will receive a “Savers Certificate”

Break Rotation #2:

Payroll Two Deposit: o JA BizTown Bank Tellers will request:

1. Bank issued ID 2. Deposit Ticket with $2.00 cash requested 3. Endorsed Payroll Check signed by their shop CEO or CFO

Open their Savings Account if not done during the first break

During the day:

Students should be working on completing tasks on the Job Clipboards

All staff should cover for each other during the break rotations Before the Closing Town Meeting:

Encourage your CFO to make any final deposits

Remind shop employees to follow the Business Clean-Up Checklist posted on the shop bulletin board

After shop clean up, conduct your “Closing Staff Meeting” in preparation for the Closing Town meeting

Remember:

Encourage all employees to return from their breaks on time

All employees MUST remain in the shop until called out for the Closing Town Meeting

Remind students to take all personal belongs with them when they leave

Volunteer Facilitator Script

Business Start-Up time

During Business Start-Up time you will meet with your employees and conduct Staff Meeting #1 . Your Objectives are:

o Get to know your students o Assign break Lanyards according to job title o Review job responsibilities o Review checkbooks o Distribute Debit Cards o Set goals o Proceed with the Volunteer Script o Allow time for Students to read their clipboards to become familiar with their

tasks for today

Staff Meeting #1 Script (10 – 15 Min.)

SAY: We will begin our first staff meeting while your CFO is attending CFO training. I will be reviewing job responsibilities and distributing your break lanyards to indicate which break you will take today.

ASK: Who is the CEO? (student answers)

SAY: You are responsible for the smooth operation of our business. You will make business and operational decisions and supervise employees. Make certain all employees are familiar with their responsibilities and are courteous to customers.

ASK: Who are the Sales Managers? (students answer)

SAY: You will take the $7.00 check printed by the CFO to the Supply and Delivery Center to purchase business supplies. You are also responsible for working with the CEO to determine prices for the products to be sold. Create attractive product displays and assist customers with sales. Be certain to provide customers with excellent and courteous service.

ASK: Who are the Ad Executives? (students answer)

SAY: You will collect the Web Design Ads and ad payments from each JA BizTown business and be responsible for assisting the Software Engineer(s) as necessary. You will also deliver Invoices (Bill) to all JA BizTown shop CFO for payment.

ASK: Who can tell me the name of the CFO? (students answer)

SAY: The CFO’s responsibilities are to print all payroll and operating costs checks, and to make all deposits to JA BizTown Bank to pay off our business loan. When the CFO returns from CFO Training, he or she will begin to read and follow the CFO Job description at their work station.

Checkbooks:

SAY: Now we will go through your checkbooks for accuracy. SAY: It’s almost time for the Opening Town Meeting. After that, the breaks will

start. Let’s make sure our paperwork will be ready for making personal deposits at the Bank.

SAY: Please turn in your checkbook to your first deposit ticket. You will find your

deposit tickets in the back of your checkbook. Let’s check to be certain that you have entered the correct Net Pay Amount on your deposit ticket and calculated the correct Net Deposit to be entered in your Check Register.

SAY: CEO, your Net Pay is $8.82, CFO, your Net Pay is 8.33, everyone else, your Net Pay is 7.84 (Refer to chart below. You may also show the Deposit Ticket Answer Sheet in your Volunteer Manual as needed to help students.)

Job Title Gross Pay Net Pay Net Deposit

CEO $9.00 $8.82 $6.82

CFO/Newspaper

Editor

$8.50 $8.33 $6.33

All other

employees

$8.00

$7.84

$5.84

ASK: Have you recorded the required $2.00 cash on the “Cash Back” line on your Deposit Ticket? If not, let’s record it now.

SAY: Now, let’s do the math to determine your Net Deposit amount. CEO, your Net Deposit should be $6.82, CFO, your Net Deposit should be $6.33, and everyone else, your Net Deposit should be $5.84.

SAY: Now that our Deposit Tickets are done, let’s make sure all have written the first check to open your Savings Account. You will find your checks in the front of your checkbook. Find it now.

SAY: We all know how important it is to save. Let’s check to see if you have written

your check payable to JA BizTown Bank in the amount of $1.50. If not let’s do it now.

SAY: Next we will verify that everyone’s Check Register is up to date. Your Check

Register is at the very beginning of your Checkbook.

Checkbooks: (continued) ASK: Has everyone completed their Check Register? If not we will update them

now. Remember, these are NEW checking accounts so we will start with $0.00 where it says “Balance”. (You may show the Deposit Ticket Answer Sheet in your Volunteer Manual as needed to help students.)

SAY: Now let’s enter the Net Deposit that you calculated on your Deposit Ticket.

This amount will be recorded on the white row of the “Deposit/Interest” column. Remember place value and your decimal point. Carry that same amount over to the Balance Column under the $0.00 and add your Net Deposit to the $0.00 balance.

SAY: Next we will record the check you have written to JA BizTown Bank for $1.50

to open your savings account. If this has not been done, do it now. This check should be listed on the white row in the “Payment/Debit column” of your checkbook register and carried over to the Balance Column. Subtract the $1.50 from the balance.

SAY: Now that this is done, you will be ready when breaks begin. SAY: Now I will distribute your Debit Card according to your account number. Sign

the back of your card now. You may take your Debit Card home at the end of the day.

Bank ID Cards:

SAY: Sometime this morning, you will receive an ID card from our Tellers. When it is time for your break, you will get your paycheck from the CFO and endorse it. Then you will need to take your endorsed paycheck, your completed deposit ticket, your Bank ID card, and your completed checkbook register to the Bank. Don’t forget to stop and see the Savings Officer to open your savings account after you make your first bank deposit.

Business Goal of the Day:

SAY: Now, before each of you go to your work area to begin reading your Student

Clipboard, let’s quickly talk about our business goals for the day. What do you think some of our goals should be? (Students should discuss teamwork, customer service, and cooperation and paying off the business loan with interest and to make a profit)

SAY: Now you need to go to your work area, become familiar with your job responsibilities, and begin to work. But remember, you may not leave our business until after the Pledge of Allegiance unless authorized to do so.

Deposit Ticket Answers

CEOs CFOs All Other Employees Newspaper Editor

CASH CURRENCY

COIN LIST CHECKS SINGLY 8 82

SUBTOTAL 8 82 LESS CASH RECEIVED 2 00

NET DEPOSIT $ 6 82

CASH CURRENCY

COIN LIST CHECKS SINGLY 8 33

SUBTOTAL 8 33 LESS CASH RECEIVED 2 00

NET DEPOSIT $ 6 33

CASH CURRENCY

COIN LIST CHECKS SINGLY 7 84

SUBTOTAL 7 84 LESS CASH RECEIVED 2 00

NET DEPOSIT $ 5 84

Check Register Answers

NUMBER DATE TRANSACTION DESCRIPTION PAYMENT/DEBIT

(-) FEE

(IF ANY)

DEPOSIT/ CREDIT

(+)

$ BALANCE

0.00

Deposit 6 82 6 82

6 82

001 JA BizTown Bank 1 50 -1 50

5 32

NUMBER DATE TRANSACTION DESCRIPTION PAYMENT/DEBIT

(-) FEE

(IF ANY)

DEPOSIT/ CREDIT

(+)

$ BALANCE

0.00

Deposit 6 33 6 33

6 33

001 JA BizTown Bank 1 50 -1 50

4 83

NUMBER DATE TRANSACTION DESCRIPTION PAYMENT/DEBIT

(-) FEE

(IF ANY)

DEPOSIT/ CREDIT

(+)

$ BALANCE

0.00

Deposit 5 84 5 84

5 84

001 JA BizTown Bank 1 50 -1 50

4 34

Check to Open Savings Account

Opening Town Meeting

JA BizTown staff will instruct students where to sit for this meeting

Please remind students to be seated quickly and quietly

Break Rotation #1

Students are divided into three color groups; Blue, Orange and Green (based on the color of their lanyard). Breaks will rotate based on these colors

While one color group is at break the other two groups should continue working on their assigned tasks

Remind students going on break, they must go to the Bank Tellers to deposit their paychecks and then open their Saving Accounts

Remind students to return from their breaks on time

Staff Meeting #2

(10 minutes at the conclusion of Break Rotation #1)

Meeting Overview:

This is a time when you must take charge of the group

Have the students meet with you in a circle and bring their checkbooks and pencils

You will work with students to prepare their second deposit ticket

Remind students they need to be recording all purchases made with a debit card or personal check in their Check Register

Review each student’s check register to confirm purchases are being recorded (as time permits)

Please use the entire 10 minutes and use the script below to assure that you complete all necessary tasks

Staff Meeting #2 Script: Prepare Second Deposit Ticket

SAY: Before we prepare our next deposit tickets let’s compare our checkbook

register entries with the items we have purchased to be certain that all Personal Check or Debit Card purchases have been recorded. (If

necessary, bring the registers up-to-date.)

SAY: Now we will have the CFO hand out your Payroll 2 check. Don’t forget to endorse (sign) the back of your check. (Make sure the CEO or CFO have signed the payroll checks.)

SAY: Please turn to your next deposit ticket in the back of your Checkbook and let’s complete it. This deposit ticket will be filled out the same way your first deposit ticket was filled out. (Be sure each student completely fills out a

deposit ticket and has not asked for more than $2.00 in cash.) SAY: As before, be sure to enter the Net Deposit amount found on the deposit

ticket, in your Check Register. The deposit will be recorded in the Deposit/Credit (+) column as well as in the Balance column of your checkbook register. Now, add to get your new balance.

SAY: Did you visit the Savings Officer to open your Savings Account on your first

break and did you receive a Certificate of Savings? If not, you will need to do so on your next break.

SAY: This is your last chance to go shopping, so watch your time carefully. Spend

your money wisely, but spend it before leaving JA BizTown. You cannot take it with you. (Be sure to remind each student to return from break on time.)

(Continued on reverse)

If time allows, discuss the first production period:

ASK: Are we continuing to follow our job descriptions on the Student Clipboards?

ASK: Are we courteous to our customers? ASK: Are we creating attractive displays to showcase our products? ASK: Are we carefully following equipment instructions? ASK: Are we using good sales techniques to persuade customers to buy?

Break Rotation #2

Students are divided into three groups; Blue, Orange and Green, and will rotate to take breaks

While one group is at break, the other two groups continue working

Remind students going on break, that they must go to a Bank Teller’s Line to deposit their paychecks and then open their Saving Accounts if they did not on their first break

Remind students to return from their breaks on time

End of Day

Clean-Up

Refer to the “Business Clean-Up Checklist” on the shop bulletin board

Clean off all laminated checklists, speeches and worksheets and return them to their proper work station clipboard

Put all unsold items on top of the display case

Check to make sure all student job clipboards are returned to their original station

Teachers may be interested in taking completed business paperwork back to their school. Collect these items and give to a teacher if directed to do so by JA BizTown staff

Collect all JA BizTown dollar bills. Give them to a JA BizTown staff member or leave them in the business

Students may keep their debit cards and checkbooks unless otherwise announced by JA BizTown staff

Closing Staff Meeting

All business production is over and it is time to reset your business, reflect on the day, and discuss whether or not the business was successful. The time allotted for the Closing Staff Meeting is roughly 10 minutes. Have the students bring their checkbooks and pencils to again meet with you in a group. Remember, this is the final business staff meeting of the day.

Reflection: ASK: Why is it important that before we attend the Closing Town Meeting, we each

lend a hand to clean-up our JA BizTown business? (Discuss what needs to be done by the students to effectively clean the business and oversee clean-up completion by the students.)

ASK: How many of you remember what our business goal was today at JA

BizTown? (Review with the students that paying off the business loan was today’s goal.)

ASK: Did we meet that business goal? (This discussion is somewhat subjective.

Share your observations about paperwork completion and customer service.)

ASK: What are some things that you learned today about how a business becomes successful? (Lead students to briefly review and discuss the importance of teamwork, individual job responsibility, advertising, etc. Why are these things necessary for a business to be successful?)

(Continued on reverse)

Reflections: (Continued) ASK: How many of you feel that you were personally successful today? Why? Why

not? (Discuss the importance of being an effective business team member.) SAY: Name some of the challenges of keeping an accurate personal checkbook

register. Name a benefit of keeping an accurate checkbook register.

SAY: When you feel our business is cleaned to the best of our ability, please gather your personal belongings and any purchases you made and stand by the doorway until we are called by the JA staff to attend the Closing Town Meeting. (Be certain that students leave no personal items behind. Replace all uniforms or materials belonging to JA BizTown and WAIT IN YOUR SHOP to be called for the Closing Town meeting.)

Closing Town Meeting

Have students wait in their business until the announcement for the Closing Town Meeting

JA BizTown staff will instruct students where to sit for this meeting

Please remind students to take all their personal belongs with them and be seated quickly and quietly

Dismissal

After the Closing Town Meeting you are free to go

Thank you so much for your assistance today. We couldn’t have operated without you!!!

Emergency Information

In case of FIRE: Escort students to door B (the door students

entered BizTown).

Students should remain silent in order to listen to direction given by JA Staff.

Walk straight out door B – away from JA building.

Make sure your entire group exits the building.

Teachers should account for all students.

Emergency Information

In case of TORNADO: Escort students to JA lobby area.

Students should remain silent in order to listen to direction given by JA Staff.

Students should be seated along inner walls.

Make sure your entire group exits JA BizTown.

Teachers should account for all students.