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Rounder BibleEdit

Rounder Job DescriptionEdit

Welcome to the best job on island! Rounders are the relief for the island. While jumping from job to job they are able to bring positive attitudes and freshness to each crew. They are necessarily strong, independent, flexible workers. They are well self-directed and adept at taking feedback and instruction from many different supervisors. They know the ins and outs of the island and work hard to improve the whole of the working community

2012: This year there were only two full time rounders, but a deckhand/rounder, bellhop/rounder, safety manager/ rounder, and babysitter/rounder. It wasn't the greatest situation- but it can be improved. Just make it clear early that scheduling should be done to accommodate both groups so everyone can work together!

2011: There were a record number of Rounders this year! Three regular Rounders, one Babysitter/Rounder, one IT assistant/Rounder, and one Bellhop/Rounder, plus the Rounder Supervisor. Each of the specialized Rounders only rounded one day per week. Like Jason and Ember I primarily focused on the Volunteer Coordinator aspect of the job, though I rounded for the Host on his days off until the Food Service Rounder started halfway through the summer.


2010: We had 4 rounders and a babysitter/rounder. The babysitter didn’t do much rounding, mostly watched kids all week except on changeover. Like Ember before me, I spent most of my time dealing with volunteer stuff and didn’t have much time to round into other crews. – J. Knight


2009: The crew was made up of 3 regular Rounders and one Babysitter-Rounder. It was decided at the beginning of the summer that the Bellhop/Cute Crew/Front Desk Rounder would be supervised by the Bellhop Supervisor. I (Ember Fleming) spent most of my time working on coordinating volunteers, but I rounded into crews when needed.


2008: We had 3 non – specialized rounders and a dockie rounder. In the end of the summer one more rounder position was added. The food service rounder and the bell hop rounder spent the summer with their respective crews and were supervised by their crew supervisor.


2007: there were technically 5 Rounders. Rounder Supervisor, Bellhop Rounder, Dockie Rounder/Dockie Supervisor, Food Service Rounder, and one full-time, non-specialized Rounder.

Rounder Supervisor:Edit

  • Most day to day work is coordinating rounders and volunteers and when possible filling in on crews (in 2012, there was a lot more rounding! probably 4 to 6 days a week. MC)
  • Schedule, schedule, schedule!
  • Plan and facilitate weekly meeting
  • Check the hours of each crew member at the end of the week with the Island Clerk. It is important to make sure that your crew is working enough hours without doing over time. This helps to prevent burn out. If you see a problem, adjust work time appropriately.
  • Resource and support for other Supervisors. This position is in constant contact with almost all supervisors, which allows them to be a sounding board and help problem solve issues that arise.
  • The larger picture – knowing it and sharing this knowledge with the crew, other supervisors, and the department heads. This position allows for a unique and broad understanding of the island and allows for this person to make suggestions for more efficient use of island labor.
  • 2008: The rounder supervisor was also the Reslife Advisor in 2008. This worked out well as far as scheduling. I think this will be difficult to take on both jobs for the first time at once. The hardest part of combining these jobs was not feeling like I could relate to the work my crew was doing. Luckily the crew was AMAZING as well as all perfectly suited as rounders. However, it would have been nice to get in to the mix more.
  • 2009-11: The Rounder Supervisor was also the on-island Volunteer Coordinator. I spent most of my time doing volunteer stuff, but was able to handle the Rounders’ schedules just fine.

Rounder (Straight Up):Edit

  • Available everyday for special ops / rounding out to crews
  • Making the island a better, happier, more relieved place.
  • Every Crew Extraordinaire!

Babysitter Rounder:Edit

  • Available as a babysitter whenever staff children are on the island.
  • When not babysitting, this person is a regular rounder.

Dockie RounderEdit

  • Has lifeguard certification
  • Works 2-3 days on the dock to cover days off
  • When not lifeguarding, this person is a regular rounder
  • Can fill in unusual dock requests (waitrae plunge, great people hunt etc.)

Deck Hand RounderEdit

  • Fills in 1-2 days as deck hand to cover days off

Bellhop Rounder:Edit

  • They round into Bellhop for some days of the week and then goes to regular rounder for the other days.
  • Supervised by the Bellhop Supervisor, but be sure to be in good communication for scheduling.

Food Service Rounder:Edit

  • This Rounder is supervised by the Food Service Manager or another food service supervisor. (NOT Actually on your crew)
  • This person works strictly in food services.
  • He/She can however be available to work on other crews outside of food services if needed. This is very rare. Food service always has odd jobs that need to happen.
  • Some rounders will still be needed in food services, but the FS rounder can be a well trained/ informed option for the FS manager.
  • In 2011 the Food Service Rounder collected all Rounder Requests from Food Service Crews and passed a summary of everything she couldn’t cover to me by the time of the Rounder meeting. This worked really well and I would recommend it for the future.

With your crew working on so many different crews, especially if they are specialized, be sure to sort out at the beginning of the year who supervises whom. It often doesn’t make sense for you to officially supervise anyone who spends more time off your crew then on. Also, it won’t work for you to supervise anyone who is also a supervisor of another crew. You will still work with them on their schedule, evaluate them on the work they do with you, they should come to bonding and the weekly meeting.

Receiving Requests from Supervisors:Edit

The most important step in scheduling is getting your information. Before you can start assigning your crew you must know what crews need help and to be able to prioritize these needs. You know nothing without good communication with supervisors! Collect requests from crew supervisors through email or notes. Set a system and hold people to it. A corkboard in Pel Hall used to be used to collect Rounder Requests, but with the invention of the internet, we use email now. I also kept a pad of Post-It notes on my desk for crews who didn’t use email.

In 2012, sent requests via email but also left physical notes for supervisors who were a little spacier.

Set Request Deadline & Remind:Edit

  • Be sure to pick a day/time and stick with it! Look over your schedules and pick a day that supers MUST have there requests in by. Don’t be flexible with this. Of course last minute and mid week requests will come in, but make it clear to supers there are no guarantees after the set day/time. One thing that works well it to have requests due by Saturday night in time for our Sunday 8am meeting.
  • Remind supervisors… Send an e-mail out to supers a few days before they requests are due. If you don’t have any requests for a crew you usually get requests from, track down that supervisor and remind them. The Supervisor meeting can be good for that. In 2008 and 2011 we had our rounder meeting before the super meeting happened each week. This forced supers to not rely on the meeting and get their requests in on time.

Mid-Week Requests:Edit

Unexpected requests will come in after the rounder meeting. Someone gets sick, there was some reason why they couldn’t have the request in on time, something random comes up last minute. This is fine as long as supers understand that the request may not be filled. They are usually very good about this, and understand if you have to say “No” to a request. Supervisors should email you or try to track you down and tell you to your face. Try to go make a note of changes as soon as they tell you or even begin trying to find coverage if you can. If you are in the middle of something and you won’t remember (lunch, a meeting, crisis prevention…) be sure to tell the super that they will need to tell you again later (emails worked beautifully for me – Ember) (I had a policy that people could only talk to me about work through email or if I was carrying a piece of paper and pen - Shawn).

Sickness and Gaps in employmentEdit

It makes your life easier if you know someone might be sick the next day and have a plan in the works – make sure other supervisors know to try and find you or leave a note on your door or the office door the night before. Most crews can function for an hour in the morning while you sort out coverage for them – but it is not ideal. Never pull a rounder off day off to cover. It is better to ask other crews if they have anyone extra that day. It is sometimes a fun switch for other crews to get to round a little. On rainy days buildings can usually spare a few. During End of Season you should keep a really close eye on when people are coming and going, because people will look to Rounders to fill in any gaps of employment. It is a good idea to have a weekly meeting with the Island Clerk before the Rounder meeting to discuss gaps of employment during EOS. Be sure to stay in the loop if a Pel leaves mid-season. Gather information about how the position is getting covered and when the replacement is arriving… if the position needs to be filled with resources on the island, the Rounder supervisor is one of the people who has a good sense of where people could be pulled.

Maintaining Sanity/ Reducing Pel Work Hours:Edit

Another key role of rounders and volunteers is to lighten the load on overburdened crews. This serves two purposes: 1) to prevent burn out from people working too much, 2) to prevent departments from going over budget with work hours. Star Island is a non-profit organization where every penny counts. Sometimes you will assign rounders and volunteers to cover entire shifts on crews, but what we are talking about here is plugging in rounders and volunteers for an hour or two in various places to lighten the load on crews. Prepare supervisors to be ready to work with volunteers and to have certain easily instructable tasks on hand. Supervisors should constantly be thinking about ways volunteers can help their crews. They should also take it upon themselves to help volunteers assigned to them to have a fun time, get to know people on the crew, and work hard.

Examples:Edit
  • Candle Lighting: You should assign volunteers to cover candle lighting shifts whenever possible.
  • Pel Spaces: In 2012 there were few Pelicans on Chamber. Generally Sundays after the Rounder meeting was used to clean OLR, OBR, the stage room, the no-poop bathroom, and the bathrooms in Shack, Caswell, the 4th floor, and Gosport Heights.
  • Laundry: There is almost always a lot of laundry to be folded. Check with the laundry supervisor to see when it would be helpful to have a volunteer stop by for an hour or two to help. Also, at times it can be helpful to assign one or two rounders or volunteers to keep the washers and dryers going late into the evening (8pm and on) if dirty laundry is piling up.
  • Pucky: Traditionally 2 people from chamber are assigned to collect lobster shells in the dining room on lobster night (usually Wednesday). This is an easy task to assign to volunteers. Check with the housekeeping supervisor to see if a volunteer or two could sub in for the chamber folks.
  • Hot Water Delivery: Bell hops and night crew deliver hot water to guest rooms in the early morning hours. This is an easy job for volunteers, though it takes a bit of arm strength. Assigning a couple of volunteers to this could mean that two hops could sleep in an extra half hour. You will need to let night crew know to expect volunteers so they can show them how to do it.
  • Washing Pots:4 days a week the dish crew will need rounder support because it takes three dishies to work in the dish room and one in the pots room. Since there are four people on the crew, they will need support for days off. This may be often covered by the foodservice rounder, but it is easy to assign volunteers to pots, as it doesn't require the same speed and coordinated teamwork as the dish room. It's also much easier to figure out where things get put away.
  • Waitrae Support: Waitrae often work too many hours and get burned out. Easy ways to help them finish work sooner include: help clearing dishes and sweeping the dining room after meals, setting tables, triple-sinking coffee carafes and trays after meals, restocking sugar and tea at the tables, and scrubbing the Swett Ave floor after dinner. Plugging in volunteers for these tasks will mean that the hostess can dismiss a few crew members early - particularly those that have been working too much that week.
  • Kitchie Support: The kitchies also often work too many hours. Adding volunteer help for an hour or two will mean that the supervisor can let some people go early or come in late. Examples of good volunteer tasks include: Scrubbing the kitchen floor after dinner, cutting fruit for breakfast in the morning, butter cutter, prepping salad ingredients before lunch, assembling salads, assembling deli day platters, assembling boxed lunches, cutting veggies and cheese for cute crew platters and assembling cute crew platters.
  • Snack Bar Cleaning: during hours when the snack bar is not open (typically during conference meal times) you could send a volunteer in to do some cleaning that would normally occur on changeover.
  • Cute Crew Cleaning: The Cute Crew supervisor will be able to tell you when certain spaces are not being used by conferences, and you can assign volunteers to get a head start on changeover cleaning. Common examples include parker, kiddie barn and Louise's on friday evenings (good to assign to volunteers who arrive on the Friday evening boat), and Lawrance and Sandpiper during conferee dinner on Friday night.
  • Social Hour Clean up: cute crew spends an hour or two cleaning up from social hours at 6:30 each night. adding a volunteer or two will make the job go more quickly.
  • Organizing and stocking: keeping work areas stocked and organized are a regular part of most pel jobs, and this takes time. If you have a particularly detail oriented volunteer, you can assign them to clean and organize the chamber closet, power house, carp shop and dry paper storage rooms. If you have a volunteer who has been a pel before, you can assign them to restock chamber and conference services area cleaning closets.
  • Shower Cleaning: This task is split between the hops and night crew. Typically one person from those crews will be assigned to clean the shower rooms. This takes about an hour. Adding a volunteer helper will make this go faster. Assigning this completely to a couple of volunteers or rounders will mean that the crew member assigned to that job will get a little bonus time off.
  • Food Lines: Usually Chamber or Waitrae help truck crew with unloading food off the boat and delivering it to the kitchen. This is an easy place to substitute volunteers for paid staff.
  • Sanitizing: during the Plague of 2012, rounders did a lot more to help sanitize surfaces throughout the entire island. It doesn't take that long and is entertaining when done in groups.

Weekly Tasks:Edit

Some years there are several tasks that Rounders are responsible for each week.

Candle lighting:Edit

Rounders work with the Bellhops or Conference Services to do the candle lighting. Easy stuff, a good way to make extra hours. If your crew doesn’t want to do any shifts, ask around at meals. There are usually a few people that want extra hours. This is also an easy task to pass off to volunteers, especially if you have a pair of younger volunteers who are friends and are here for the whole week.

In Town Changeover:Edit

Some years some or all of the Rounders get to do In-Town Changeover. Coordinate this with Logistics early in the year.

Flowers:Edit

There are multiple locations on island where bouquets of flowers sit and look pretty during the week. These need to be changed each week for the new conference. Jason usually had a Rounder do them at the end of the week on Friday so they stay looking fresh for each conference. Also, the vases in the dinning hall need to be replaced up to twice a week (Sunday and Wednesday). Shawn had one Rounder who was the point person for flowers for the entire summer. They can get flowers from the garden behind the EMB and get creative with other things on island. Be sure to check with the Marine Lab about what flowers shouldn’t be picked.

SPOPSEdit

Always be on the look out for "SPOPS" aka Rounder special ops. Common examples are sign laminating, small painting projects, grounds work, sewing, and general small improvements. Be creative, talk with supervisors etc.

Crews of One fill in:Edit

The Marine Lab and Vaughn will need someone to always fill in for them when they take days off. Communicate with them about the specifics of their job and what they expect of the Rounders. Remind them to leave written instructions to prevent any confusion.

Scheduling RoundersEdit

Our goal for scheduling is for all crew members to know what they are doing for the week and to have some choice in their placements. While it is critical for rounders to be flexible in their job placements, it is extremely reassuring to have a sketch of how your work week will look.

White Board Description:Edit

  • The while board is your GODDESS
  • It is located in the Gosport office (Desk was moved to Cottage D in 2012!)
  • Set-up your board before the season starts
  • use tape to make the divider lines
  • One way to set it up is to list the names of crew members down one side and days of the week down the other – start and end with the day of your meeting

Filling in the boardEdit

After meeting with your crew and you have collected all the info about people’s days off and special requests that have been made, spend some time with your board

  • Assign people to cover each request
  • Write out what each member will be doing on each day of the week
  • Fill in people’s days off
  • Keep a variety going and keep in mind people’s preferences… if you give someone a job they don’t like one day try and make the next day a treat

Keep the board updated throughout the week. Encourage your crew to continue to check the board, and as things change (and things will change) make sure you update them immediately because supervisors of other crews check it as well.

Rounder MeetingsEdit

Weekly meetings are very important. This is your main way of communicating with your crew. Be prepared!!

  • Set this meeting for the day after you get requests from supervisors (usually Sunday mornings. It is a good time because there aren’t many requests and so everyone is available to meet and plan the week)
  • Have rounder requests for the week at the ready.
  • Have special ops list updated
  • Crew Hours for them to review
  • Have notes about other things you want to talk to the crew about (i.e. info from supervisors meetings, concerns you have, date crew, crew bonding...)
  • Try meeting on Sunday in the morning or in the early afternoon (work around field days and supervisor meetings)
  • You have an office to meet in if it’s free or lounge on the couches in OLR.
  • Go over the white board and give out jobs and make changes if needed
  • Use this time as a general check-in and discuss how people are feeling about different jobs, where they especially want to work, where they are having difficulty

Last Minute ChangesEdit

Whenever there was last minute change I tried to track the Rounder down immediately (last minute changes being any changes they weren’t expecting after the meeting)
Post-it notes on the doors was one of my favorite ways of communicating – if they were doing a different job the following day I would put post-it on their door laying out the next day’s scheduling (or several days, if it had changed since our meeting). -Ember

Find A System that Works for You!Edit

This one worked for me (Emily):Edit
  • Send a Reminder E-mail to Supers Friday night or Saturday after changeover. Tell them to get there requests in.
  • Check the cork board sometime on Saturday. If it is not filling up with the usual crews, make sure you check in with those supers.
  • Sat Night –Requests are DUE!! No questions asked.
  • Rounder Meeting Sunday morning 8am. This time worked great, because it was an easy time to remember. If you schedule it in the after noon you will all forget. Also there aren’t as many requests on Sunday. If there are requests first thing in the morning on Sunday, politely remind the supervisor that this is rounder meeting time and their rounder will be there but will be late. Again, don’t be flexible on this.
  • Post new Rounder Request Forms as soon as you finish your meeting.
  • Sunday PM Is Bonding and SPOPS day whenever possible!! Fun Fun Fun!!
Possible variations/Issues With this ModelEdit
  • Vaughn may not know their schedule until later in the day. Vaughn needs a rounder for at least a few hours every week. It always turned out to be okay in the end. You can fill in, or pull someone from another crew if rounders can’t cover it.
  • Some Rounder Supers have chosen to schedule out the week before the rounder meeting. Then you can make changes where needed at the meeting. I wasn’t organized enough for this. This system has nice ring to it. We were much less formal. We all look over the requests together. Everyone just took the jobs they wanted and spread out the less desirable jobs. This will work if you have a crew that works well together. Also, this allows everyone to pick there own day off. If you decide to schedule before hand you will probably want to have your meeting in the early afternoon so you can have some time in the morning work it all out.
  • Jason scheduled the rounder meeting for 10AM on Sunday. I started work the same time I always do at 8AM, but wanted to give my crew a break.
  • I liked to make a chart of all the rounder requests so we could do schedules by day of the week, rather than by crew. So we could fill in the busy middle of the week first. -Shawn

Checking HoursEdit

After each week you will meet with the Island Clerk to check your crew members’ hours. This helps you to keep track of how many hours your crew is working and whether or not they are working too much or too little. Because you are not all working the same hours every day it is good to have each rounder look over their own hours. There is a thing called Comp Time which helps to prevent burn outs. People get comp time when they work too many hours one week. This would mean a crew member worked well over 42 hours. If this happens, give them a lighter load the next week.

Keeping TrackEdit

It is interesting to see where most of the Rounders’ hours fall, and so it is suggested to make an excel sheet with this information. This information is interesting to see where Rounders are most requested and what kind of hours certain jobs require. This will help you see patterns week to week and help for planning for next year. Try to keep your excel sheet updated each week. (I totally didn’t do this. My crew was pretty good about fairly distributing their work assignments. -Shawn) (I totally didn't do this either, but most of our requests were from food service so we all got a chance to do some different stuff- MC)

TrainingsEdit

Supervisor’s Training:Edit

Explain the rounder request process to all supervisor’s during training or during the first supervisor’s meeting. Also sit down with supervisors you feel you’ll work with a lot more and make sure the communication line has started. Rounder Supervisor is often a resource for other supervisors, for you are in constant contact with them and you have an overview understanding of the island and are often able to be helpful in solving problems.

Crew Training:Edit

This is the time to establish your crew’s personality. Here is your opportunity to set a tone for the year. Set aside an hour or so when your crew can just talk and discuss what they want from this year. Some things to think about:

  • Role of rounders in the community – you all have a unique opportunity to bring refreshing energy to all the crews you work on. Rounders are a breath of relief and have the potential to rejuvenate crews that have more routine jobs.
  • First year crews – rounders have a unique opportunity to work along side and get to know the first years and help to teach them what it means to be a pelican (hard work, great community, etc.)
  • Individual Rounder Strengths – knowing this will help you figure out who would be best for Special Ops projects
  • Crews each person is excited and not excited to work on
  • Set a weekly meeting date and discuss scheduling/ days off/ and other things that have come-up in supervisor’s training (such as policies, crew issues, any changes being made) AND STICK TO IT!

Play games, have fun during training. Spend some time getting to know each other as a crew. It is good to get your crew knowing that they are the most fun crew on the island. This will help with the over all attitude when rounding in. If they are really good at bringing energy and knew spirit to a crew, other crews will get pumped each day they get to have a rounder. It might also make sense to try to have supers train any Rounders that are around during open up. This could give supers a chance to try out their training techniques on seasoned pels. Try suggesting this to different supers (Buildings, Chamber, Hostess, Truck) and see if they would be in to this/have to do this. It may very not fit in to anyone’s schedules.

Paint Training:Edit

Set-up a time for your crew to get quickly trained by the buildings crew supervisor, for your crew will not be able to do paint jobs until this process has occurred (or at least should not be able to). In 2007, we would still touch base with buildings whenever we did a buildings related projects just to keep communication with crews

Chamber:Edit

Coordinate a time to meet with Housekeeping to train the crew on the basics of Chamber because rounders will most likely help out on chamber for change-over and morning and evening rounds. It might make sense to have rounders shadow the new chamber crew on their morning rounds. In 2008 this got pushed back so new pels weren’t overwhelmed. It’s good to try to do this training the first week. You will really start to be scattered very soon after.

Fireboard:Edit

It really helps to have rounders trained on the fireboard because then they could cover the desk at any point.

Candle lighting and Hall Monitoring:Edit

You may have to train your crew for both of these jobs.·There may be a candle lighting instruction packet floating around somewhere… If not, work with the conference center manager to train your crew.

Crew Bonding:Edit

Crew bonding is essential for rounders, for we are always working with different people and rarely get to work with one another. The biggest problem that could occur with rounding is never feeling a part of anywhere (you and your crew may feel like you won’t be able to be the best at most jobs, simply because you can’t give all your time perfecting it and you’re constantly jumping between crews…).

It’s important to have a rounder identity!Edit

  • Crew Bonding!! Try to bond once a week whenever possible. Other crews will complain that you bond all the time. This is the only time you ever spend together! Sunday PM is a great time to spend together. Make different members of the crew be in charge of planning each week.
  • Working together whenever possible… (2007)Sundays were a day when very few crews requested Rounders, so we were all able to work together on special ops. This was our Family Fun Day where we did a lot of bonding and adopted some pet projects to work on each week!
  • Theme / Create a Rounder Logo (see 2004 file)
  • Host a Party. In 2008, 2011, and 2012 Rounders hosted Halloween, we start talking about it at our first rounder meeting. This was a nice way to start the summer off with a project. Also, because you are all returning staff and have some extra time in the beginning you have a opportunity to set a standard for parties for the rest of the summer.
  • Meeting place for Rounders (and owning it)… The Rounder / Res Life office, OBR couches, Pel Hall. Nichols worked well in 2012.

First Weeks:Edit

Nobody is taking a day off, so this stretch is usually really quiet for rounder crew requests. There may be left over open-up projects that rounder can be useful on. Try and find work that Rounders can do together, for it is only these couple of weeks that there is such an opportunity to bond. Also the other crews will be going a little nuts. They are trying to settle in and supers are still working on learning the ropes of their new positions. Remember to go yourself and send your crew to check in, say hi, act like mentors to new pels and help out where it will be nice (even if not necessary.)

Volunteers:Edit

Volunteers are bonus rounders! We rely on the extra support provided by volunteers (especially end of season), so it is really important that they feel welcomed and appreciated, as well as have a productive job to do. This is where you come in. Set aside an hour or two each day to coordinate volunteers: emails, scheduling, boats and housing. It is very important to get back to people within a day or two.

Volunteers generally fall into three categories:Edit

Former pelicans:Edit

These are your most useful volunteers. Find out what crews they have worked on in the past and you will be able to plug them into those crews if they need a rounder. Former pels are also great at special ops since they know where things are and generally how things work.

Friends of pelicans:Edit

This is very common, as friends of pels can sometimes not afford to come out as a pel guest. It is important that they know that they are really there to work, not to get a free ride (but make sure they have fun too!).

Other volunteers:Edit

These volunteers will need your support more than the other categories. You will really need to make sure they know where and when meals are, where other stuff is, and how stuff works in general on Star. Socially, the staff might be intimidating to these folks, especially if they are not of the typical pelican age group. Let them know that people generally hang out after hours in the underworld and on Shack Deck, and ask other pels to introduce themselves and sit with the volunteers at meals.

Requests:Edit

Try and funnel all requests in by email. Pels will often approach you saying their friend would like to come out to volunteer. Ask them to tell their friend to email you saying when they would like to come out. Let the SIC office know that you would prefer requests by email rather than phone. In 2011 I had business cards made with my email to hand out to Pels who approached me about volunteer requests. In 2012 the system changed: an application was designed to make the process a little less complicated and more legit. It is made through survey monkey. There is an application and a list of all of the jobs available for volunteers to do. Remind them that they may not get to do the job they request because they are placed based on need.

Coordinating volunteer schedules:Edit

As volunteer dates are confirmed, use your Outlook calendar to indicate what days they will be available to work, and what boats they will be arriving and departing on. Be sure to have this information when you are scheduling your rounders at the Sunday meeting.

Boats:Edit

Send the desk emails to assign volunteers to boats. Meet every boat that a volunteer is arriving on. At this time you can give them a general orientation, have them fill out paperwork, show them to their room, and give them an overview of the work they will be doing. Whenever possible, try and assign all arriving volunteers to that day's evening boat. This way you will only have one boat to meet and can orient all volunteers at once. If a volunteer is arriving on your day off, designate another member of your crew to stand in for you. In 2011 and 2012 the personal retreat concierge and the rounder/ volunteer coordinator greeted each others' guests if the person was not available. Be sure you have someone to greet the volunteers!

Housing:Edit

Be in very good communication with the Island Registrar regarding volunteer housing. Some weeks there may be no room to house volunteers because the conference is full. Volunteers can stay in pel rooms if there is an open bed, but be sure to warn the residents of that room. in 2012 room 105 on the fourth floor of the hotel was a 'volunteer room'. As the coordinator, take some time to clean the room every couple of weeks based on need. A good wipe down and a mop every now and then never hurt anyone.

Communicating with Volunteers:Edit

At the beginning of the season, you should draft up a standard email that will be sent to all volunteers so they know what to expect when coming to the island. This email should include:

  • Boat information: Their scheduled boat times. what time to arrive, directions to the dock etc.
  • What to bring: Work clothes appropriate to what jobs they might have, rain gear, bug spray, sun screen etc. enough prescription medication to last for their stay plus a few extra days in case.
  • What not to bring: firearms, fire works, illegal drugs.
  • Meals: Times and location, vegetarian option available, gluten-free and vegan options available in Snack Bar, ok to bring some personal food.
  • Warn them in advance about smoking policy
  • Let them know that we have a first aid station for very basic medical needs, but travel to a hospital in the event of an emergency will take at least an hour.
  • Times and location of showers
  • Give them a general idea of the kinds of work they will be doing, and that they should expect to work hard. There will also be plenty of time to enjoy the island.
  • (This was all consolidated into a volunteer orientation in 2012. It's saved on the I Drive. Check it out and make alterations as you see fit. It cuts down on the typing and all of the random things you have to remember.)

After they depart, send a quick thank you email. The easiest way to make sure this gets done is to schedule a half-hour period each week where you shoot off those emails to all volunteers who departed in the past week.

PaperworkEdit

All volunteers (including during open-up) will need to sign an agreement that they understand they will not be covered by workers compensation before they begin working. All volunteeers also need to fill out and sign a SORI form. You can get these form from Athena, and keep them in a binder to be sent back to the office in the fall.

You will need to make sure that an evaluation is completed for every volunteer. Talk to the supervisor that the volunteer worked with most, and ask them to rate the volunteer 1-4 (1 is excelent, 4 is don't ask back) and ask for any comments that would be helpful, i.e. "excellent carpentry skills" or "really enjoyed working on waitrae" or "should probably not be assigned to a position that involves customer service". It's easiest if you find the supervisors in person and quickly collect this information rather than assigning evaluations out over email. Keep this information in a spreadsheet and send to Athena in the fall. Evaluation information is used for planning future volunteer weekends, and also in the Pelican hiring process (as many volunteers are next year's pels).

Communicating with Athena:Edit

Athena is the overall volunteer services administrator. She may have a list of people who have already expressed interest in summer volunteering. Be sure to also be in good contact with her to keep records of who volunteered when, and evaluations of each volunteer. Athena also has a lot of good information about how to form a cohesive volunteer program. Go to her if you have questions about orienation, programming, scheduling, etc.

Open-up volunteer weekends:Edit

Your role will be to work with the rest of the staff to ensure that all volunteers are assigned to projects, each project has a project leader, and the proper supplies are available and set up for the projects. Additionally, you are responsible for making sure that the housing areas are clean before the volunteers arrive (bathrooms stocked and trash cans) and that the baker closet (or front desk for later weekends) is stocked with plenty of pillows with pillow cases and blankets. Also, there should be plenty of volunteer appreciation and fun after-work activities.

Popular Rounder Requests:Edit

Every summer there are always recurring requests from certain crews. Because there is a Food Service Rounder, a lot of those requests will be covered by that person. However, it is good to know just in case the Food Service Rounder can’t cover a certain shift. Buildings: not very often – more SPOPS then anything else

  • Chamber: morning rounds, change-over
  • Cute Crew: they could use help when a crew member takes the day off
  • Desk: no requests (only in an emergency) –occasional SPOPS
  • Dish: whenever a person takes the day off, and it can’t be covered by FSR (food service rounder) usually only Lunch and Dinner – but always double check.
  • Dock: 1 for 9 to 10am/ 12:30 to 1:30 shifts during the day. Just make sure you put out the 'No Swimming' sign.
  • Engineers: no requests – except for diesel day.
  • Hops: The Bellhop Rounder will take care of these requests/ 8 to 11pm desk shift during EOS if staffing requires
  • Kitchen: FSR will fill in when not needed somewhere else. Also often needed for stock.
  • Laundry: There may be some requests for help when there is a lot of conference linen and towels to do
  • Night: only if there is a gap in staffing (EOS). Only evening watch (6-11).
  • Res Life: the Res Life may need help for certain projects throughout the summer.
  • Snack: FSR will fill in when not needed somewhere else.
  • Truck: they could use help on days they send people into town or when someone gets sick, every once in a awhile (VERY often in 2011 for some reason)
  • Vaughn: a Rounder will work in Vaughn one day a week and when Appledore tours overlap with Museum hours
  • Waitrae: FSR will fill in, you may get requests for an outback
  • WTF: no requests
  • Logistics Coordinator: In Town Change Over – Particularly if you have some who is good at moving lots of luggage quickly.