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PROGRAM DESCRIPTIONS

Those marked with an (*) are open positions for the 2017-2018 school year

 

After School Enrichment Program (ASEP)
ASEP occurs during the Fall, Winter and Spring.  The coordinator will work with staff and administration to determine classes that will be offered, work with outside vendors who will provide class instruction, and find volunteers to make the program a success.

Time commitment: This is a fairly time-consuming position.  The bulk of the work is completed prior to each session (planning), as well as a few hours a week during each session to manage volunteers and registration if necessary. 

Assemblies
The Coordinator will work with administration to determine the focus of each assembly (math, reading, history, etc.), work with PTA and administration to determine how many assemblies there will be and the proposed dates for each.  The coordinator will research and contact different vendors, negotiate price (if necessary) and take care of all applicable paperwork while staying within budget.

Time commitment:  Depending on how long it takes to research and get approval, it could only take a couple hours each week for a couple of weeks.  However, this is just an estimate.  All work can be done at home, unless a meeting is required with administration.

Bingo Night (Lead)
The Bingo Night Coordinator will coordinate all facets of this popular family event which is held twice a year.  The coordinator will be responsible for advertising the event, soliciting for raffle prizes (these are easily obtained from local vendors), ordering food and other items for sale, ordering bingo supplies as needed, and soliciting for and overseeing volunteers.  Other than coordinating on the night of the event, the work for this position is done exclusively from home.   The position requires approximately two hours of work per week in the three to four weeks leading up to the event.

Time commitment: Approximately 2 hours of work per week in the 3-4 weeks leading up to the event, as well as approx 3 hours during the actual event.

Bingo Night (Assistant)
This person will assist the Bingo Night Lead Coordinator with any help they may need.  Act as backup, should the lead be unavailable to perform any of their duties.  Help with securing volunteers and setting up the night of the event.  Potentially help with securing prizes for winners.  Perform other ad-hoc duties as necessary.

Time commitment: As needed by the Bingo Lead Coordinator.

Box Tops
The Coordinator has many responsibilities, including: organize and submit all the Box Tops collected by the school while following submission criteria; raise awareness about Box Tops within the school and communicate the school’s earnings to school supporters and spread the word about new opportunities to earn Box Tops.  

Collection sheets must meet the following criteria to be considered complete:

  • Valid, non-expired Box Tops with at least one readable expiration date
  • If the sheet says 10, ONLY put 10 on it
  • Collection sheets do not have to be neat, they just need to meet the criteria listed above
  • If your student is in kindergarten, make sure you put AM or PM on the sheet

Time commitment: This is an all-year commitment.  Most of the work can be done at home, however regular trips to the school are required to pick up box top submissions.

Corporate Sponsorships
The coordinator will work with local businesses who may want to donate time, money or other resources to HFES.  This person will be responsible for contacting businesses, securing a contract and determining what they will donate.  The coordinator will work closely with the PTA executive board and administration to determine sponsorship levels for various activities.

Time commitment: This depends on how many organizations are contacted, and how much back and forth conversation is involved.  It should only take a few hours a week for a couple weeks, and can be done via email/phone calls.  The occasional trip to the organization's office may be necessary, if they require a meeting.

DDC/Membership
The Coordinator will make sure all necessary forms are set up on the PTA website before the annual membership drive begins, typically at the start of the school year. The coordinator would be expected to perform outreach activities to secure more members and keep membership information secure and organized.  The coordinator is also responsible for updating the PTA website with manual registrations, if necessary.

Time commitment: The bulk of the work is done at the beginning of the school year.  It could be a few hours a week for the first month or two of school.

Diversity Coordinator
The Coordinator will be responsible for planning and executing the Cultural Celebration, which takes place in the Spring.  This includes finding local talent to perform, as well as securing booth spaces for those families that would like to have a table with info about their respective country.  It also includes ordering any food that may be provided during the event.

Time commitment: This could involve several hours a week of planning leading up to the event, as well as being onsite to manage the actual event.

Loudoun Education Alliance of Parents (LEAP)*
The Loudoun County Alliance of Parents (LEAP) is a non-partisan network that promotes interaction between parents, teachers, School Board members and members of the Loudoun County Public Schools (LCPS) Administrative Team.  The LEAP Liaison is responsible for attending monthly meetings which are held at the Loudoun County Public Schools administrative offices in Ashburn.  Each two-hour program features a panel discussion on topics of interest to parents and members of the community at large, followed by a Question and Answer session and an update from the LCPS School Superintendent.  The HFES LEAP Liaison is responsible for attending the meeting, or sending an alternate,
who will take notes and then report back a very brief summary of the meeting, either orally or in writing, to be presented at the next HFES PTA meeting. 

Time commitment: This position requires approximately 3 hours of time per month (2 hours to attend the meeting plus travel time and time to compile a very brief summary).

Mileage Club
This program takes place Tuesday, Wednesdays and Thursdays from 7:25am - 7:45am in October and May.  If the weather is nice, the students run/walk on the track.  If the weather is not so nice, they run/walk in the gym.  The coordinator is responsible for purchasing toe tokens (which are handed out to students for completing a certain number of laps) and chain necklaces/bracelets to hold the tokens.  The coordinator must also make sure they have each participant’s name on hand (which may need to be continually updated as new students join).  The coordinator will need to send out reminders before the Fall and Spring session and find volunteers to make the program successful. 

Time commitment:  This position requires approx 3 hours of planning on average, with the most difficult part being the collection of completed permission slips.

Mighty Huskies
The MIGHTY (Men Involved Giving Help to Youth) Husky program encourages men in our community (who are a part of our students' lives) to come into our school and assist throughout the day with our instructional program in the classrooms, recess, arrival and dismissal and the cafeteria.  These volunteers are committing themselves to becoming a positive presence in their student's lives and the lives of other students. This joint project promotes collaboration between our families, our staff and the whole community.  This program mirrors Hutchison Farm’s focus on promoting positive behavior on our school’s campus.  The coordinator for this program needs to know where things are stored, as well as what documents need to be maintained for the school year.  The coordinator must also be responsible for ordering the approved merchandise for the program (if necessary). 

Outdoor Beautification* 
This program was put in place to take care of the outside courtyard where the Monarch Butterfly waystation is located. If you enjoy gardening or landscaping (not to mention butterflies!), then this is perfect.  We need someone to manage the upkeep of the courtyard, which includes activities like trimming trees, clearing weeds (but not the milkweed!), cleaning up flower beds, etc.  We want to keep the Monarch way station looking nice and well-kept throughout the school year.  The time commitment for this position would be approximately a couple days a month, depending on how much there is to do, and how many people there are to help.

Time commitment:  Approximately a couple days a month, depending on how much there is to do, and how many people there are to help.  Please note, we do have a coordinator for this position, but she has requested help from someone who knows a little more about gardening.

Parent’s Night Out (Not applicable for 2017-2018 school year)
Work with Top Kick (or other local establishments) to plan a fun night for children, so parents can have a few hours of kid-free fun!  So far, our only PNOs have been at Top Kick, but the coordinator is more than welcome to approach other locations.  The coordinator will work with Top Kick (or the location of their choice) to finalize dates and times for the events (preferably secure dates for the entire school year all at once).  The coordinator will also be in charge of working with the PTA VP to post information on the website (including a sign up form) as well as Facebook.  If possible, the coordinator will also attend the events to help with check in, or find volunteers to help with the check in/check out process.

Time commitment: Approx a couple hours a week for as long as it takes to secure dates with preferred location.  Also involves a couple hours during each event to help with check in and check out.

Minority Student Achievement Advisory Committee (MSAAC)
The Minority Student Achievement Advisory Committee (MSAAC) works in partnership with the LCPS, parents and community to further the academic, social and cultural development of every student and to ensure that the needs of all minority students are met.   The LEAP Liaison is responsible for attending monthly meetings which are held at the LCPS administrative offices in Ashburn.  Each two-hour program features a discussion on topics of interest to parents and members of the community at large.  The HFES MSAAC Liaison is responsible for attending the meeting, or sending an alternate, who will take notes and then report back a very brief summary of the meeting, either orally or in writing, to be presented at the next HFES PTA meeting. 

Time commitment: Approximately 3 hours of time per month (2 hours to attend the meeting plus travel time and time to compile a very brief summary).

Odyssey of the Mind (OotM)*
Odyssey of the Mind (OM) is an international educational program that provides creative problem-solving opportunities for students from kindergarten through college.  Team members apply their creativity to solve problems that range from building mechanical devices to presenting their own interpretation of literary classics. They can advance and bring their solutions to competitions on the local, state, and world level. Thousands of teams from throughout the U.S. and from about 25 other countries participate in the program.  The OM Coordinator at HFES will advertise the program, run a one-time informational program for parents in September, assign students to teams, oversee parent coordinators for each individual team, arrange for training of parent coordinators as needed, coordinate attendance and participation for tournaments, and oversee an awards ceremony at the end of the year. 

Time commitment:  Requires up to two hours per week in September but only one to two hours a month for the remainder of the year.  All of the work is done from home except for attendance at tournaments.

Open House Teacher’s Luncheon
The coordinator for this event is responsible for ordering and setting up lunch for the teachers and support staff while staying within the set budget.  It is held during Open House before school starts and occurs only once a year. 

Time commitment: Only the amount of time it takes to place the order and help set up.  For the 2016-2017 school year, we ordered from Firehouse, and it was very successful.

Recognition/Awards*
The Recognition/Awards Coordinator will locate opportunities to apply for recognition and awards for HFES, teachers and administrators.  The receipt of awards and recognition from the educational and general community increase opportunities for more school and staff resources as well as enhance the reputation of HFES. Some examples of awards are: Washington Post Agnes Meyer Teacher of the Year (deadline to submit entries is typically at the beginning of January, however, the process needs to start in September, as there is a lot involved in the submission process) and the VA Lottery Super Teacher Award (usually occurs in the Spring).  

Time commitment: The work for this program is done primarily from home but may require some meetings or other interactions with school staff.  It will require approximately one to four hours per month.

Reflections
Reflections is a program sponsored by the National PTA to encourage students in pre-K through 12th grade to explore and be involved in the arts. The coordinator for this program will advertise the program, receive student submissions, find judges, and hold an awards event for families when student art is displayed and awards are presented.  The coordinator will also arrange for further participation for students who proceed to local, state or national events. 

Time commitment: The work for this program is done largely from home with the exception of the awards event.  It requires approximately one to two hours per week until the awards event in December.  The bulk of the work will be done at the beginning, in order to figure out what is needed, gather all necessary info, come up with an advertising plan, etc.

Reflections (Assistant)*
The Reflections Assistant Coordinator will assist the Coordinator in advertising the program, receiving student submissions, securing judges, and assisting with awards events. 

Time commitment: Depends on how much help the Lead Coordinator needs.

Retail Contributions Program
The Retail Contributions program is a vehicle which provides significant funding for the PTA and school.  These programs allow parents to register their cards - such as a VIC card from Harris Teeter or Royalty card from Red Robin - and the PTA receives a portion of the sales.  The coordinator of this program will advertise the various programs, provide registration information to parents, register parents who submit paper forms (as opposed to online enrollment by parents), and report to the PTA about the number of parents enrolled in each program and the amount of money raised. 

Time commitment: The work for this program is done exclusively at home and requires approximately one to two hours per month.

School Supplies
The coordinator of this program will work with the teachers to obtain an appropriate school supply list for each grade level and submit it to the selected school supply vendor.  The coordinator will also be responsible for keeping the PTA updated on progress and advertising when the school supply kits are ready for purchasing. 

Time commitment: Approx a few hours each week, depending on how long it takes to get the lists from teachers, and to get everything finalized with the vendor.  The work is primarily done in March and April.

Special Education Advisory Committee (SEAC)
The Special Education Advisory Committee (SEAC) is composed of parents, educators, administrators, business representatives, and other interested community groups concerned with the education of students with disabilities.  The SEAC Liaison is responsible for attending monthly meetings which are held at the LCPS administrative offices in Ashburn.  Each two-hour program features a discussion on topics of interest to parents and members of the community at large.  The HFES SEAC Liaison is responsible for attending the meeting, or sending an alternate, who will take notes and then report back a very brief summary of the meeting, either orally or in writing, to be presented at the next HFES PTA meeting. 

Time commitment: Approximately 3 hours of time per month (2 hours to attend the meeting plus travel time and time to compile a very brief summary).

Spirit Nights (Dining Nights)
The coordinator for Spirit/Dining Nights will be in charge of contacting local restaurants, such as Manhattan Pizza, Dominos, Little Caesars, McDonald’s, Dairy Queen, etc. to secure specific nights where HFES families can visit that restaurant, and a part of the proceeds from sales will go back to HFES.  The coordinator will work with the restaurant to determine dates and what percentage the school will receive.  The coordinator is also responsible for creating flyers for each event, and working with the PTA VP on other advertising if necessary.

Time commitment: Just a few hours a week for a couple weeks possibly.  Can be done solely at home, via email (or phone calls if that is your preference).

Spirit Wear*
The coordinator for spirit wear will be responsible for working with selected vendor(s) to order spirit wear merchandise as needed.  They will be responsible for receiving and fulfilling all orders.  They will work with the PTA Executive Board before adding new merchandise and/or designs. They will also manage the online ordering process and inventory.

Time commitment:  A few hours a week prior to the beginning of school, so orders can be taken at Back to School night and Open House.  After the initial order is placed (possibly end of September/beginning o October), the time commitment may only be a few hours a month.  Please note - for the 2017-2018 school year, we will hopefully be doing 2-3 rounds of pre-orders.  So, the time commitment may increase during those times. 

Teacher Appreciation Week
Teacher Appreciation Week typically takes place the first week in May and the coordinator will be responsible for securing volunteers.  The coordinator will work with teachers to complete their ‘wish lists’ and also work with the administration on which specialists and other staff to include on the specific wish lists for each grade.  The coordinator will also be in charge of putting together the letter that will go home with the children, and working with the PTA VP to advertise on the website and Facebook.  They will also be responsible for managing donations and raffle items, any contests, etc.

Time commitment: This could take several hours a week for a approx a month (or more) leading up to the week.  It depends on how long it takes to receive lists from teachers, any necessary follow ups, working with staff on logistics for the week, etc.  

Winterfest
The coordinator is responsible for the planning and execution of the Winterfest event.  This includes working with administration and music staff (for chorus performance), the vendor to order all merchandise; work with the local high school to secure students to act as “elves;” secure volunteers to help at the merchandise tables and checkout; order food that will be provided; secure items for the silent auction; speak with local vendors about having booths (if we decide to do this); work with volunteers for the crafts table (what crafts will be offered, who will manage the craft table, etc.); work with the PTA VP to advertise on the website and Facebook.  Also work with the administration in submitting all necessary building use form requests and any other facility needs (tables, chairs, decorations, etc.).

Time commitment:  This is a fairly time-consuming position.  A small amount of planning takes place the prior year, but most of the planning begins in the early fall, and could be several hours a week.  It also involves approx 2-3 hours the night before the event for set up, as well as 4-5 hours for the actual event.

 

For more information, or if you have questions, please contact Jenny Pittman, jenny.pittman@hfespta.org or Amena Khan, amena.khan@hfespta.org.