TEXT BOX

Jump Rope for Heart

at the

College 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 G

ym

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