Sleepy Hollow Elementary  Logo
Back to School 2018 Back to School Forms Principal's Welcome Day Letter Bell Schedule Bus Information Carpool Instructions Lunch Program Directions/Visiting Emergency Preparedness Parent & Student Handbook Playground Rules Site Coordinating Council Health & Safety SH Student Directory
Administration Staff Directory Teacher Web Pages Enrichment Web Pages
After School Enrichment BASC Art Hot Lunch Library Physical Education Music Spanish Enrichment Think First Inclusion
WE ARE ALL IN! Annual Donor List Annual Fund Q & A Donate Securities EFO eScrip and AmazonSmile Donations: Parents' Club, Annual Fund and EFO Where Does Your $$$ Go?
Sleepy Hollow Parents' Club Hollow Log Submission Guidelines Friday Folder Submission Guidelines New Family Information P.O.I.S.E. Parents' Club Meetings SHPC Bylaws SHPC Mobile Connectory SHPC Financials SHPC Policies & Procedures SHPC Reimbursement Form Volunteer Opportunities
Events/Socials

Volunteer Opportunities

FACILITIES/TECHNOLOGY LIAISONS

 

Facilities:

Primary responsibilities: interface between Parent’s Club and District personnel regarding school site needs and projects; work with school staff to assist with needs not covered by district budget; and negotiate with district staff improvements to school site funded by Parent’s Club. Time requirements depend on pending projects. Qualifications: ability to navigate bureaucratic system a plus; general site management knowledge.

 

Ichabod’s Gang:

This club is for dads willing to have fun and help out during the school year with different projects and events, such as Family Picnic. The group meets at different times during the school year to discuss projects and come up with new ideas and plan implementation.

 

Technology:

The technology liaison sits on the district technology committee and advises Sleepy Hollow site council as needed on technological issues.

 

 

FUNDRAISING LIAISONS

 

After School Enrichment:

The After School Enrichment Program provides fun, interesting, educational and age-appropriate after school enrichment activities for SH K-5th graders. The classes begin after school and are run by both outside providers and Sleepy Hollow teachers. Coordinators recruit providers (Mad Science, Kids N Dance for example), handle their contracts with SHPC, then create and manage the class registration process throughout the year.

 

EFO Representatives:

Help SH by working on a phone-a-thon or in another capacity to raise funds that go to art, music and help preserve small class sizes.  EFO fundraising events occur three times a year, with shifts of approximately two hours in the evening.

 

Escrip:

EScrip is a program with participating merchants who contribute a portion of your purchases back to the SHPCI. The Coordinator reminds parents to renew their subscriptions each year, manages administrative information for the program, and assists parents with any questions or registration issues. Box Tops for Education is a collection program for box top coupons that appear on many participating products in your grocery store. The Coordinator gathers the box tops from the collection box in the school office and submits them twice a year to be redeemed for cash that is contributed to the SHPCI. Both positions require some advertising to promote the programs, and the Coordinator can submit articles for the Hollow Log as needed. Time commitment: eScrip is approximately 5-10 hours in the fall at the beginning of the school year to set up new registrations and coordinate renewals and then about an hour each month for account maintenance. It is recommended to have a table at Welcome Day with handouts, so that is an additional 4 hours. Box Tops is approximately 1-2 hours twice a year to gather and sort the box tops and then mail them in. 

 

Securities Donations:

Makes sure stock donation process information is accurate and available to the SHPC Treasurer, the website, and to all parents. Time commitment: 1-2 hours/month. Receives notification when Morgan Stanley receives a stock gift. Forwards this information to Sleepy Hollow Annual Fund (sleepyhollowfund@gmail.com). Follows up with a notification of the high and low stock price on the date of transfer, sends to Annual Fund email. Authorizes stock sales and cash wire transfers to school account. Keeps monthly statements and verifies actual donations throughout the year.

 

Spanish Language Program:

Four positions make up this job: Lead/Finance, Enrollment, Materials and Communications.  Together these roles determine and execute all aspects of the Spanish Program at Sleepy Hollow which runs from October to mid May. Lead/Finance & Communications roles have daily responsibilities. Enrollment & Materials time commitments vary throughout the year from daily (Aug-Oct & Jan-Feb) to weekly or monthly. Some of the tasks performed by the four roles include: coordinate Sleepy Hollow’s program with other Orinda elementary schools through monthly meetings and other correspondence, promote the  Spanish program, maintain Spanish page on website, staff Spanish table at Welcome Day, attend all orientation meetings, manage the enrollment processes, create class schedules, negotiate class space, develop and manage budget, attend new instructor interviews, attend monthly instructor meetings, manage the Spanish Program Director, determine & purchase instructor gift cards (Dec & May), maintain/approve instructor and director time sheets, observe classrooms & provide feedback to director, advise of any needed disciplinary actions needed with instructors, review/determine instructor salaries, manage daily class attendance sheets, determine & purchase all materials needed to execute curriculum, monthly newsletter, communicate with parents regarding all aspects of program, execute Spanish Fiesta in February, teacher appreciation dinner in February, end-of-year class presentations and instructor end-of-year party.

 

Spiritwear:

The Spirit Wear Chair(s) design and place orders for SH sweat shirts, t-shirts and other fun spirit items. Spiritwear liaisons set up a table on Welcome Day to sell gear, so the greatest time commitment is during the summer.

 

 

COMMUNICATION LIAISONS

 

Community Relations:

Volunteers may work with a partner school to assess their needs and coordinate donation drives if possible.  Additionally, volunteers work to promote and encourage SH participation in other community events and issues, such as Nor Cal Kids Triathlon, Orinda in Action Day, traffic control around SH, etc.

 

Directory Publishers:

The directory publishers are responsible for creating and updating the directory spreadsheet, formatting the directory, and coordinating with the publishing vendor, and/or publishing the content for on-line consumption.  The position also provides contact information, in spreadsheet form, for various events such as Pumpkin Patch, Picture Day, and Welcome Day.  In order to create the directory, one directory publisher is responsible for updating and maintaining the directory spreadsheet, while the other directory publisher coordinates with various groups/people to update key pages, such as the campus map, board positions, and EFO information.  The responsibilities for this job run from primarily from August to November.

 

Friday Folder Duplication Team:

Four committee members share the responsibility of SHPC hardcopy distribution of important news and information via student Friday Folders. Approximately 60 hours during the course of the year; 1 to 2 hours per month per member.  Hours are generally one morning per week, generally Wednesday.  Committee chair requires a larger number of hours, especially at the start of the school year, to set up schedule, organize teacher files, manage team and review guidelines for accuracy.

Duplication time commitment is usually 15 hrs or less for the year.  We also manage the bullion board outside the office door.  This entails changing the paper 2 or 3 times per year and posting and removing notices from the board.  The chair in our group would also be the person to speak with for permission to post.  We limit it to strictly sleepy hollow, school district and school community.

 

Legislative Advocacy:

Volunteers attend meetings of the Las Trampas Creek Council of PTAs Legislative Team, which includes all Orinda, Moraga, Lafayette and Walnut Creek school PTA's and Parents Clubs. Together, the LTCC Legislation Team identifies shared education priorities and issues, and tracks legislation in Sacramento that impacts our schools locally.

 

Marquee:

Update marquee on a weekly basis using content from Hollow Log, VP Corporate Communications, and other liaisons.

 

POISE:

POISE, or Parents of Orinda Individuals in Special Education, was founded in order to facilitate the sharing of resources and ideas.  POISE's goal is to be a positive source for parents as they journey through the special education world. POISE is a resource for support and information - even mentorship among families of differing ages with similar circumstances. We are fortunate to be encouraged by the O.U.S.D (Orinda Union School District) to gather and grow as a constructive, affirmative group.  Our objective is to give parents not only opportunities to meet and talk to other similarly situated parents, but also to give them resources for support.  POISE is a community within our community, and a group that shares, supports, and connects its members.  Every day, we as parents interact with other parents and participate in many activities with friends and neighbors. We have likely all faced challenges raising our children in ways that some peers cannot comprehend. Now is a chance to meet new people who may be able to support, share, teach and grow with you in a personally relevant way.  Feel free to contact the school liaison to POISE at shliaison@orindapoise.org.

 

Web Manager:

Manages and updates the Sleepy Hollow Website; involves more time commitment during the summer to set up all Welcome Day documents online, and ongoing duties year round to keep the website updated.

 

 

VOLUNTEER LIAISONS

 

Emergency Preparedness Coordinators:

Volunteers work with SH and District staff to develop the school emergency Response Plan.  These volunteers coordinate emergency drills throughout the year, and ensure emergency forms are up to date and supplies are stocked.

 

Garden:

Volunteers maintain and nurture the plants in our SH garden.

 

Halloween Carnival Chairs:

Set up and lead committees to plan and execute this fun fall, community-building Halloween carnival in October that includes a country bake sale, food court, raffle games, haunted house and much more! This event is best run by two co-chairs who will be responsible for organizing the event and overseeing the committees.  Planning begins during the summer time.

 

Helping Hands:

Helping Hands is a group of volunteers who assist SH families in times of need, such as a new baby, hospitalization, or serious illness.

 

Hospitality:
Support the board, parents club and Principal as needed for events and meetings that have hospitality needs (including but not limited to snacks, coffee, tea, water, etc)

 

Kinder/New Family:

The welcome new families program serves to make the transition to a new school easier for parents and students.  Parent volunteers help to make new families and students feel welcome at SH by pairing a new family with a buddy family.  The buddy family serves as a resources to answer questions and guide the family as they settle in to SH and perhaps to Orinda or even to CA and beyond if they are relocating from far away.  Typically there are two events to welcome newcomers: a late summer family picnic for all kindergarten families and upper grade new families AND a parent only morning coffee early in the school year.  Both events provide a great way to meet other SH parents. If you are interested in helping families find their way into and around the SH campus and community, volunteer to be a buddy to a new family.  Most new families start at the beginning of the year, but we sometimes have mid-year new arrivals.  Send an email to Anna Tague if you are interested and you may have the opportunity to welcome a new family to our wonderful school. 

 

Library Team:

Volunteers assist the librarian and classroom teacher by working library shifts and organizing parents to work shifts. Volunteers also help with the annual book fair.

 

Lost & Found Coordinator:

Requires quarterly cleanup and donation of lost and found items.

 

Math in the Garden Coordinator:

Coordinates the primary grade math program involving hands on math activities in the Sleepy Hollow garden.

 

Room Parent Coordinator:

Room Parent Coordinator manages sign up for Room Parents on Welcome Day, helps assign each room parent their job, acts as a liaison between room parents and SH board, teachers and staff, and supports the room parents throughout the school year.

 

School Bus:

The bus liaison attends meetings at the Bus Office in Lafayette once a month and ensures that information about the bus program is placed in the Hollow Log.  When there is an issue with parents regarding bus service, the liaison also assists in mediating a solution. 

 

School Lunch Coordinator:

Coordinates volunteers to serve at each lunch.  Provides training.  Works with the Hot Lunch provider; provides school calendar, works through any issues that might arise and explores opportunities.

 

May Open House/Arts Festival:

This volunteer position is responsible for organizing the Open House/Arts festival in May.  The volunteer works with the Art teachers to put together a display of the student's art projects and also organizes a dinner available to all families at Sleepy Hollow.  The teachers are responsible for the Open House presentations in their classrooms.

 

Staff Appreciation:

Coordinates teacher appreciation, holiday and year end gifts for staff.

 

Teacher Appreciation:

Coordinate Teacher/Aide Welcome Breakfast on first day of school. Coordinate monthly grade level teacher luncheons by class level. Organize Teacher & Aide Appreciation Week. Activities may include: collecting appreciation cards from each student, assisting the kids with an appreciative poster; providing the teacher with a special lunch. Assist classroom Teacher Appreciation Volunteers with Winter and Year-End Gifts (send email with job description). Help classroom Teacher Appreciation Volunteers recognize teacher and aide’s birthdays (organize Teacher Survey binder). Time commitment: most intensive at beginning of school year (organizing calendar, staff updates, drafting emails) and end of school year (teacher appreciation week is the first full week in May).  Lunches during the school year are about once a month.

 

TB Testing/Health Safety Coordinator:

Volunteer coordinator of the TB screening held early each school year. Time commitment: late summer to end of September (~12 hours). Familiarize yourself with TB requirements, test/reading process, privacy laws to protect heath information, etc.  At registration, obtain listing of Sleepy Hollow parents with current status of TB clearance. (SH administrative office staff has this list).  Verify the dates for TB testing (test day and read day) at Sleepy Hollow School (OUSD district office schedules the dates with the Visiting Nurse). TB coordinator acts as the liaison/communication for parents to determine if TB clearance is current or if they need to get tested. Refer to list provided from office, respond to inquiries. Review and revise website information for TB screening guidelines and upcoming testing & reading dates. Post notice in Sleepy Hollow Log.  Coordinate with Volunteer Chair for additional help needed for TB testing days (usually a Monday and Wednesday in late September) at Sleepy Hollow.  On test day, you'll need a coordinator + 2 volunteers (roughly 7:15a to – 10:00 am ).  On reading day – just coordinator  + 1 volunteer(7:15a to 10 am). Make copies as needed for nurse, administrative help.

 

Think First/Character Education:

This Orinda Union School District program builds the foundation for good character development, and social and emotional intelligence in our children. Students in K-3 enjoy ten 30-minute lessons once a week between October and February. Students in 4th and 5th grades have 45-minute lessons during the same time period, and also receive age-appropriate information about drugs, alcohol and tobacco. Using Think First materials provided by the District, parent volunteers teach critical life skills and coping techniques. The Think First Coordinator is responsible for implementing the Think First Program in the Fall/Winter for all grade levels and the Substance Abuse Program in the Spring for 4th and 5th grade. Specific duties include: solicit volunteers at Registration Rally and Back to School Night; organize and select appropriate volunteers for all grade levels for both programs; train volunteers to teach social skills and problem solving curriculum to grades K-2 and anti-bullying program to 3-5; update, maintain and provide binders to all volunteers for both programs; maintain teaching materials at Sleepy Hollow for both programs; attend district wide meetings with other Think First/Substance Abuse Coordinators; and coordinate with Niva Dotan, School Psychologist regarding curriculum, training, volunteer issues and issues that arise out of the topics taught in the classroom.

 

Volunteer Recognition:

Writes up a monthly article for the volunteer of the month, and coordinates the annual volunteer appreciation party with the volunteer coordinator.

 

Welcome Day Coordinators:

This position is responsible for Welcome Day. Welcome Day is the day before school starts and the day all families turn in their updated Student Information Form, Emergency Contacts, Media Release Form, Parent & Student Handbook Acknowledgment, ASC Agreement, etc. and then receives the name of their child’s teacher. Over the Summer, this position works with the Parent’s Club and the Principal to update the Welcome Day Checklist and the Principal’s Welcome Letter. This position works with web master to post the Checklist and Welcome Letter on school website in the beginning of August. This position reaches out to all school Liaison groups, asks if they need a table at Welcome Day, and then coordinates tables, table locations, signs, parking, set-up, and clean-up of Welcome Day.

 

Yearbook/Photo Coordinators:

Yearbook -Visit student events and classes to take pictures displaying a variety of school routines and activities.  Reach out to teachers and school community to obtain pictures of field trips and other special events.  Use yearbook publisher's website to create yearbook.  Work with publisher to set up yearbook contract for the next school year. Photo Coordinator -Work with Volunteer Coordinator to support the school portrait photographer with volunteer help on Picture Day(s).