(Use your personalized Planning Update) Each Committee Coordinator will bring their portion of the Planning Update to the team meeting, meet with their committee members to focus on the tasks assigned, and report their progress to the RW Team. It is critical that each committee effectively communicate their needs at these meetings. It is the best time to brainstorm solutions and identify community contacts.
As you get closer to the date, adjusting the meeting agenda may be necessary to maximize communication. Conducting a full group account on the Planning Update, for instance, may be better before allowing committees to meet separately.
The Overall Chair or assigned committee member responsible for taking minutes will email the complete Planning Update, updated Timeline (checking off completed tasks), and minutes of the meeting to the RW Team.
"Meeting" with all volunteers can be done in a variety of ways. Hopefully your volunteers will participate in the teleconference or webinars if not learned about their role from you person. For those unable to participate in a formal Real World preparation session, ask them to arrive a little earlier than scheduled on the day of the event to help them get comfortable with the process. The day is actually considered by many to be "organized chaos" - much like the real world in general.
Some volunteers, such as workshop presenters, may need a bit more of your attention especially if they have never conducted a workshop with teens before.
Young people need to learn how to appropriately thank people for their time and donations provided to the Real World. Their creative ideas can go a long way to ensuring that current sponsors will be future sponsors. Ideas such as a "thank you" video posted online with links provided by email to all sponsors or a photo from the event showing the sponsor interacting with youths have excellent results. A traditional "thank you" note is also provided in the Real World Toolkit if needed.
Download: RW Thank You (Example)
Once the "Sponsor List" is completed, the document can be provided to the Materials committee for printing or the Resources Committee can print the document and bring it to the actual event (if too late to prepack in the Youth and Volunteer Packets). Be sure the "plan" for the sponsor list is communicated well.
(If you need technical assistance with this task, feel free to contact firstname.lastname@example.org)
Once all the youths are entered in the database, it is time to sort them based on their Career Survey. The goal of this sorting is to assign youths to a Job Box that matches to their Career and Educational choices. The RW Job and Educational Reference Page - Sample shows how this page is completed once all the youths are sorted. Download the document now. This Sample has three columns: the first one lists all 16 cluster areas. Notice that the shaded career clusters (#7 & #16) are clusters that no youths chose for their career. The second column lists all the job boxes needed for this particular Real World. For this event, 30 boxes were needed based on how youths assessed. If all career clusters were chosen and all three educational options (high school, voc/community college, and university) were determined, then the most boxes any RW event would have is 48. Please note: The box number does not correspond with the cluster number. Be sure you understand this before moving on. Look at the list of boxes, for this example, box #13 had job cards in it that correspond to cluster 8 - Health Science for youths wishing to pursue a vocational or community college education. According to this event, 7 youths fit this match so the Youth Committee knows they have to print at least seven job cards for this career and educational match. It is suggested that many more cards than 7 are printed to accommodate the possible "lost" card, and any "walk ins" on the day of the event. You should also notice that for this cluster area (Health Science), no youth chose a high school education only therefore a job box does not need to exist for this event.
Now, download the next document RW Job and Educational Reference Page - Blank. When you are done sorting the youth database, this sheet will look much like the Sample sheet, only it will reflect the choices of the youths attending your RW event.
Open the Youth Database. Hi-light the Career Cluster column and sort (A-Z) so the numbers are in order and you can easily detect how many youths have assessed in the various cluster. Be sure to extend the sorting process so that all the data for a youth moves with the sorting. First you should shade any of the cluster areas not assessed. You will not need job boxes for those careers. Then look at the Educational Level to determine how many youths plan to pursue only a high school diploma, voc/community college, or college/university. Begin to fill out the job boxes only as needed. For instance, Job Box #1 could be Career 1 -College with 5 assessed. It would look like "1. 1 - Coll (5)" If any youths assessed in high school or vocational school for this cluster, those boxes would be first. This task is best completed when distractions are limited. Complete the process through all 16 Career Clusters to determine how many job boxes will be needed AND how many cards will be printed for each one. Place those printed job cards in an envelope with the job box number so they are ready to be inserted in that box on the morning of the event. it is also helpful to have those cards in envelops for easy reference should a youth participant lose their card during the event and they have to select a new card. This Job and Educational Reference Page will be invaluable to you on the day of the event. Keep it safe.
As a final note, the job cards have several levels of earnings. Jobs with different levels are intended to be in the same job box as long as the career and educational goals match the job box definition. The different levels reflect the salary range an entry level earner could expect for that career. It is a nice surprise for two young people choosing careers from the same box only to find their salaries differ. It becomes a nice processing point for entering a career with some experience possibly from a summer job or educational internship.
After youths are assigned to job boxes, it is time to divide them into four teams. The teams are intended to be as equal in number as possible so that rotating through the Mini-Workshops will manageable. For example, if youth participants number around 120, each team would have approximately 30 persons each. Classrooms/breakout rooms can usually accommodate 25 - 30 youths, much more than that can become too crowded for learning. The Youth Committee is encouraged to break the teams into groups that have common career interests. It is a good way to break up social groups and allow young people to meet others with common interests. On the sample page, you'll see the number career of which each team is comprised. This information is very helpful when trying to assign a new youth registering for the event or trying to help a young person find their team.
Consult the following lists for what needs to be printed for the event: RW Youth Participant Packet Contents, RW Volunteer Packet Contents
NOTE: The RW Volunteer Evaluation can be either packed or provided to volunteers as they prepare to leave the event.
Documents needed during the event (not stuffed in packets): RW Life Happens! Cards, RW Surprises, RW Survey, RW Youth Evaluation
NOTE: It is not essential to have youth participants complete BOTH the RW Survey and the RW Youth Evaluation. Review each document and decide which one best meets the RW Committee needs. The Survey will provide quantifiable data (with a tool that can help the Overall Chair analyze it) and has some qualitative questions. The Evaluation can be used to simply provide some feedback about the event if data is not needed by the RW Committee or supporting community agencies.
Documents needed for adult chaperones: RW Event Questionnaire (Answers), RW Suggested Follow Up Group Processing Questions, RW Group Goal Planning,