Las Guias Short Course Facilitators

Short Courses are three sessions courses offered several times a year at the Heard Museum. Short Course Facilitators promote the program and handle arrangements for the course.  Facilitators are appointed by the Coordinator of Guild Education Services jointly with the Museum’s Education and Public Programs Director. There is one facilitator for each course. The courses are taught jointly by a Las Guias members, the Museum’s Education and Public Programs Director and guest artists and guest speakers.

Short Course Facilitators

  • Are voting members of the Education Council. They attend all Council meetings and report on their committee’s progress.
  • Report problems to the course instructor and the Coordinator.
  • Set up meetings and make all arrangements necessary with the Museum Private Events and Catering Coordinator.
  • Review the content of the public section of the Guild website to determine the accuracy and currency of the information pertaining to the work of the committee. Send necessary changes to webmaster@heardguild.org.
  • At the end of the year, review the committee job description posted on the Guild website and in the Committee Notebook. They should both be the same. Make any necessary changes and send to the President Elect and to webmaster@heardguild.org.
  • Submits in quadruplicate the annual Committee Report using the Sample Committee Report as a guide. These reports will be distributed to incoming Committee Facilitators, the Coordinator, and the President and one copy will be filed in the Museum Library and Archives. Also, a copy of the report in MSWord format is e-mailed to webmaster@heardguild.org for posting on the Guild website. Email annual committee report in MSWord format to; Guild Education Coordinator edcoordinator@heardguild.org, incoming Short Course Facilitators and Guild President president@heardguild.org.  This report is also filed in the Museum Library & Archives.

Tasks

  • Set up the Short Course and attend all sessions.
  • Submit Course information, including dates, time, location, speakers, & topics to Guild Communication Chair communication@heardguild.org for both print & digital publication.
  • Announce at the Guild’s general meetings.
  • Submit articles about the courses to Artifacts, Noticias, and Earthsong.
  • Design and print a promotional flyer. Arrange for a mailing by the Museum.
  • Membership Manager and other appropriate distribution.
  • Ask the Museum’s Director of Marketing to place announcements local newspapers.
  • Register students and collect tuition fees.  Tuition fees are $45 for each Short Course, which includes 3 sessions. Checks payable to Heard Museum Guild.
  • Submit tuition fees to the Guild Treasurer.
  • Prepare and duplicate class material, i.e., a notebook and handouts.
  • Make room arrangements with the Museum’s Private Events & Catering Manager.
  • Arrange for necessary audio-visual aids as requested by the instructor.
  • Provide coffee, hot water and other refreshments for class sessions.
  • Attend all classes, take attendance, and provide assistance to the Instructor and class members as needed.
  • Clean up after each class and return supplies and utensils to appropriate storage areas.

Time Line

Three months before each class

  • Reserve the rooms needed with the Museum’s Private Events & Catering Manager
  • Contact Guild Communication Chair communication@heardguild.org to publicize the course using flyers, website, Earthsong, Artifacts, Guild’s Happening Now & Social Media.
  • Write and submit an announcement for and Noticias.

Two months before each class

  • Contact the Museum’s Event Sales Manager about room arrangements and set up.
  • Begin to register participants.

One month before each class

  • Update and compile notebooks.
  • The month of the class, Inventory necessary supplies (cups, paper plates, napkins, coffee, etc). Purchase what is needed.
  • Purchase necessary perishable supplies and refreshments.
  • Submit receipts to Guild Treasurer.

April

  • Review website description of committee work and send changes to webmaster@heardguild.org. Make sure job descriptions are the same in the notebook and website. Send changes to the President-Elect and to webmaster@heardguild.org. E-mail report in MSWord to the Guild Webmaster.

The Heard Museum Guild Board encourages innovation and process improvement, but new initiatives and/or different approaches, activities, or actions must be discussed with the assigned Coordinator and/or Guild Executive Committee and, if necessary, approved by the Guild Board and/or Museum.

rev 8/1/2016 – Phyllis Manning