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CHSG Job Descriptions

Below, you will find a descriptions for the many jobs the are available within the Central Homeschool Group. To download these descriptions in Microsoft Word (.doc) format, please click here.

Board Member of Central Homeschool Group

Board Members will attend and see to the business of Central Homeschool Support Group. Duties include managing the members in the jobs under her area of direction. This includes communicating, following up, assisting with problems, and making sure all newsletter deadlines are met with appropriate information from coordinators under her. Will assist in creating a budget for the next fiscal year. Will coordinate with the Member Outreach Ministry (MOM) Coordinator as Board member becomes aware of needs within the group.

Book-It Program Coordinator

Coordinates the enrollment of the Book-It program.

• Call the National Reading Incentive Program (the Book-It Program) at 800-426-6548 to obtain information.
• Offer sign-up for the program at the "Kick-off" picnic and through announcements in the newsletter. The Newsletter announcement is due to the Board Advisor by the 10th of the month for the next month’s newsletter. Information should include requesting self-addressed stamped envelopes (SASE) be sent/given to her to mail the coupons.

Once the enrollment is complete, the coordinator distributes the coupons via mail with SASE.

BoxTops Coordinator

The BoxTops Coordinator will advertise the BoxTops program through CHSG newsletters and e-mail announcements.

BoxTops postmark deadlines to General Mills are October 31 and February 28. The Coordinator will request all BoxTops be mailed to them or dropped off at the Central Church of God Welcome Center Homeschool Box to be picked up by Coordinator 10-15 days before these deadline dates.

The Coordinator should go to www.boxtops4education.com and use the “Coordinator Sign-In”:

• School ID Number = 957005
• Zip Code = 28079

Click on "Coordinator 101" for Submission Requirements. The Submission form will need to be printed and mailed along with the BoxTops in the appropriate manner. The address is included on the webpage.

The check will be mailed directly to the CHSG Treasurer and credited to the Teens On a Mission (TOM) account.

CHEA Card Distributor

The CHEA Card Distributor will take a current CHEA card to a copy center (Office Depot, Office Max, etc.) and with an updated school-year date for the coming year, order business cards. The CHSG Director will determine the quantity. (Sometimes, it is less expensive to order a higher quantity than required.) Once the cards are produced, present a reimbursement request to the Treasurer along with the receipt, and give the cards to the Director of CHSG for distribution.

CHEA / NCHE Contact

This person will represent Central Homeschool Group at all CHEA and NCHE meetings twice a year, spring and summer. Follow up with any issues related to the fitness and integrity of homeschool support groups. E-mail loop communications. Provide one annual job to support CHEA functions, at this time, is CHEA Card Printing & Distribution.

Children's Party Coordinator

• Meet with Party Planners in August/September to plan out the parties for the year, (pick dates, etc.)
• Contact Sherry Kendrick to reserve dates for both parties, get dates on the church calendar, book rooms for the parties, request extra garbage cans, vacuum cleaner and any other equipment needed.
• Meet with the Party Planners prior to each party to plan themes, designate responsibilities, etc.
• Ensure that the Party Planners create an initial email announcement two months prior to each party. Review these initial emails, before they are sent out to the entire group.
• Request the CHSG contribution from the Treasurer. A check will be sent to you. You may cash this and use it toward supplies
• Taking the group contribution into account, decide how much to charge per child, (we have typically charged $3 to $5 per child).
• After the RSVP deadline, you will know how many children will be attending. At this point, distribute the appropriate amount of money (collected from children’s RSVP fees). Each party planner is to stay within their assigned budget. No additional monies will be reimbursed.
• Work out details via phone/ email as the party date approaches.
• Ensures that the Planners send out weekly email reminders through CHSG CHAT, including RSVP deadline, for each party.
• Help with party set up and clean up.
• Planners are to turn in all receipts and leftover cash to you. A Cash Reconciliation form is to be completed and sent to CHSG Treasurer with the extra cash once the event is over. (Forms can be obtained by e-mailing the Treasurer.)

Children's Christmas Party Planner

• Meet with Party Coordinator & Assistant(s) at the beginning of the year to plan out the party. Also, come up with a party date and assign duties.
• Act as contact person for the party, taking RSVP’s, etc.
• Purchase decorations, craft materials, etc. (Note: Central Church of God has a “no glitter or confetti” policy.)
• Create an initial email announcement two months prior to the Christmas party. Send to the Party Coordinator to review, before sending out to the entire group.
• RSVP’s are only to be held with receipt of payment by a specified postmark date.
• Send out weekly email reminders through CHSG CHAT, including RSVP deadline, for the party.
• Work with the Party Coordinator to solicit TOM help for the party.
• Set up party, and clean up afterwards.

Children's Christmas Party Planning Assistant

• Meet with Party Planner and Coordinator at the beginning of the year to plan out the party, and come up with a party date. Receive assigned duties from the Planner and Coordinator. These duties may include one or more of the following:
  
  
  1. Purchasing decorations and/or craft materials
  2. Purchasing snacks/drinks/desserts
  3. Acting as RSVP person for the party
  4. Helping out with games and activities for the children
  5. Decorating before the party


• Set up party, and clean up afterwards.
• Go directly to Party Planner and/or Coordinator with any questions or issues in party planning.

Children's Easter Party Planner

• Meet with Party Coordinator & Assistant(s) at the beginning of the year to plan out the party.  Also, come up with a party date and assign duties.
• Act as contact person for the party, taking RSVP’s, etc.
• Purchase decorations, craft materials, etc…..or delegate to Party planning assistant.   (Note: Central Church of God has a “no glitter or confetti” policy.)
• Create an initial email announcement two months prior to the Easter party.  Send to the Party Coordinator to review, before sending out to the entire group.
• Send out weekly email reminders through CHSG CHAT, including RSVP deadline, for the party.
• Work with the Party Coordinator to solicit TOM help for the party.
• Set up party, and clean up afterwards.


When compiling your email announcement, please use these ‘prompts’ to guide you in including pertinent information:

1. Your name and phone/email
2. Title or name of activity
3. Cost, if any, with cancellation policy,
4. Who to send money to with address
5. RSVP postmark date for receipt of payment, (no later than 1 week prior to party)
6. Speaker/topic
7. Directions
8. Day, date and time, including duration, and place (usually the FLC)
9. Target ages
10. Brief summary of activity

Children's Easter Party Planning Assistant

• Meet with Party Planner & Coordinator at the beginning of the year to plan out the party, and come up with a party date. Receive assigned duties from the Planner and Coordinator. These duties may include one or more of the following:
• Purchasing decorations and/or craft materials
• Purchasing snacks/drinks/desserts
• Acting as RSVP person for the party
• Helping out with games and activities for the children
• Decorating before the party
• Set up party, and clean up afterwards.

Go directly to Party Planner and/or Coordinator with any questions or issues in party planning.

Director of Central Homeschool Group

This person will facilitate the business of Central Homeschool Support Group. Under her direction are the Board Members and Board Advisors (Web Design & Maintenance, Treasurer and Newsletter Editor.) She will coordinate and lead business meetings of the Board. Besides this, her duties include but are not limited to:

• Contact/Help Mom
• Will contact all new members to welcome, and make referrals as needed
• Write monthly column in newsletter, addressing issues
• Conferring with Board to make contacts for Board appointments
• Update CHEA information for groups
• E-mail updated information to Handbook Updater

Directory Maintenance

The member in charge of Directory Maintenance will receive all new and returning members’ information and compile it into the CHSG Directory in alphabetical order. As new members join throughout the year, this person will receive via e-mail, the information to be added to the directory. Periodically, this person will e-mail the directory in whole to the emailnews@centralhomeschoolgroup.com for e-mail distribution.

Whenever the Directory is changed or added to, a new copy is to be e-mailed to the New Member Welcome Package Coordinator.

Email Chain Coordinator

Distribute all information received after newsletter deadline or not for newsletter to all members via e-mail on a daily basis. Average 15 to 30 emails per month. Must be able to compile an Address Book and keep updated to include all new members who join monthly. The e-mail address used for this job is emailnews@centralhomeschoolgroup.com.

Family Kick-Off Picnic Planner

• Meet with Party Coordinator in early summer to plan out the picnic date and assign duties.
• Secure park facility or other grounds for event. Request any rental funds through Treasurer.
• Create initial picnic email announcement.  Send to Party Coordinator to review before sending out to the entire group.
• Send out weekly email reminders through CHSG CHAT, including RSVP deadline.
• Act as contact person for the picnic, taking RSVP’s, etc.
• Assign dishes to those who RSVP to ensure an equal distribution of the types of food.
• Purchase paper products for the picnic and decorations, if any. Save all receipts to be turned in to Treasurer for reimbursement.
• Arrive early, set up picnic, and clean up afterwards.

Field Day Coordinator

• Meet with Party Coordinator in early summer to plan out the Field Day date and assign duties.
• Secure park facility or other grounds for event. Request any rental funds through Treasurer.
• Create initial Field Day email announcement.  Send to Party Coordinator to review before sending out to the entire group, (initial email announcement should be sent out 2 months prior to Field Day date).
• Send out weekly email reminders through CHSG CHAT, including RSVP deadline.
• Act as contact person for the picnic, taking RSVP’s, etc.
• If doing a pot-luck, assign dishes to those who RSVP to ensure an equal distribution of the types of food.
• Purchase paper products for the picnic and decorations, if any. Save all receipts to be turned in to Treasurer for reimbursement.
• Arrive early, set up for Fiel Day, and clean up afterwards.

Field Trip Coordinator

• Meets with planners in June/July to plan out the field trips for the year, (can meet again in Dec./Jan. to plan for spring if necessary).
• Distributes field trips among the planners, being mindful to plan for the different age groups (families, elementary, middle-high schoolers.)
• Supplies the planners with initial preparation materials, (brochures, etc)
• Monitors planners’ progress and provides assistance as needed.
• Ensures that the Planners create all initial field trip email announcements two months prior to each field trip.  Reviews these initial emails, before they are sent out to the entire group.
• Ensures that the Planners send out weekly email reminders through CHSG CHAT, including RSVP deadline, for each field trip.

Field Trip Planner

• Meets with Field Trip Coordinator and other Planners in June/July to plan out the field trips for the year, (can meet again in Dec./Jan. to plan for spring if necessary).
• Will help come up with ideas for field trips.  Works with the Coordinator, to ensure that everyone is assigned an equal number of field trips to plan.
• Goes to Field Trip Coordinator with any questions/issues that come up in the planning/executing of the field trip.
• Creates an initial field trip email announcement two months prior to each field trip.  Send these initial emails, to the Coordinator to review before sending to entire group.
• Send out weekly email reminders through CHSG CHAT, including RSVP deadline, for each field trip.

Graduation Coordinator

• Meet with parents of graduates to form parent committee in early fall to plan out the graduation date and assign duties. Takes notes from meetings, sends email reminders, and is responsible for newsletter communications. All members of parent committee will meet monthly.
• Secure facility or other grounds for event.
• Coordinator will assign parents the following duties:
• Coordinate ordering invitations, announcements.
• Coordinate ordering diploma covers, caps and gowns.
• Coordinate the Speaker/ Emcee - With committee input, selects and contacts speaker and/or emcee for ceremony.
• Coordinate the Photo Area/Grad Tables: This is an area set up for pictures of grads with family. Grad tables are for pictures of grads, and gifts for grads. Guests would come here to sign in a book or leave a note of encouragement.
• Treasurer: Collects monthly payments, collects receipts, pay bills; make budget info available to committee.
• Coordinate ceremony (presentation of graduate videos, diplomas, etc.)
• Coordinate reception (facility, food, tables, decorations, etc.)
• Filming/video, etc, of the ceremony.
• With other committee parents, arrive early, set up, and help clean up afterwards.

Harris Teeter Link Coordinator

Prior to commencing making announcements to the group, the coordinator will need to familiarize herself with the Together in Education Fund Raising Program for schools. She can ask for a TIE Coordinator Information Packet by calling Valerie McDougald at 1-800-432-6111. Once an account number is established it is permanent.

She will need to be able to log on to harristeeter.com. Once on the site, click on Community in the right hand corner of the site. A dialog box will appear, then click on TIE Coordinator Login. Type in TIE6265 for the name and the password which will be given to you by your director. This site will give the number of participants and amount accrued to date.

Needs to send occasional emailnews reminders as appropriate to encourage members and their supporters to link their VIC card to our group. Everyone must relink every year beginning in August.

Iowa Testing Assistant

The Assistant to the Testing Coordinator will assist with the following responsibilities. Please e-mail any board member for a complete and detailed description of this job.

Iowa Testing Coordinator

The Testing Coordinator will coordinate the testing for the Central Home School Group. Please e-mail any board member for a complete and detailed description of this job.

Member Handbook Updater

Obtain copy of Handbook, both physical and computerized. Verify and update information in handbook that may change annually (contacts, phone numbers, discounts, resources, etc.). This should be completed before the beginning of the school year. Provide updated version of handbook to Handbook Editor.

Librarian is to forward updated Resource Listing Guide by the last week of June.

The Director will forward updated Community Resource Listing and any other updates she or any board member/advisor receives.

Member Handbook Editor

Obtain copy of Handbook, both physical and computerized. Read and review for typographical and grammatical errors and make any necessary corrections. Format the entire (handbook) document so that it is consistent throughout by font, spacing, and size. Provide updated version of handbook to Director.

Editing should be complete and Handbook ready for distribution by the last week of August.

Member Outreach Ministry (MOM) Assistants

Will work with the Member Outreach Ministry (MOM) Coordinator in preparing and delivering meals, providing a ride or childcare to CHSG members who are in crisis or unordinary circumstances (birth of baby, extended illness, etc.) or going through a difficult time.

Member Outreach Ministry (MOM) Coordinator

Organizes a group of woman who bless homeschool families in crisis or out-of-the-ordinary situations with meals, rides or childcare. It is her job to call the family in crisis. She will offer meals, when it would be convenient to deliver, any food allergies, etc. and to get directions to their home. She will determine any other needs the family may have (rides, laundry, childcare, etc.) She then calls the MOM Assistants to prepare and deliver meals to these families and coordinate any other assistance as needed.

Coordinators will receive supplementary list of willing CHSG group members who specified they would help in time of need.

New Member Job Assignment

The New Member Job Assigner must have e-mail access and check it often.

This person will receive information via e-mail from the New Member Application Receiver beginning after June 1. If the date is before October 1 and testing is still an option for the new member, the Job Assigner will phone or e-mail the new member with job options. If the new member is requesting annual testing for their children, a job is required.

The Job Assigner will no longer assign jobs at which point (1) all jobs are filled, (2) the testing deadline has passed.

E-mail the New & Late Member Welcome Package Distributor with job assignment. They will include the job description in the Welcome Package mailed.

New & Late Member Welcome Package Distributor

The New Member Welcome Package Coordinator must have e-mail access and check it often.

• Will receive extra packets from the Returning Member Welcome Package Compiler.
• Will receive e-mail notifications of all new and late returning members.
• Once job assignment has been made and you are notified by the Job Assignment Coordinator, USPS mail a package to the member. Job assignments are not made after October 1 (testing deadline) if it is not necessary.
• Turn in all receipts (copies, envelopes, postage) to Treasurer for reimbursement.

New & Returning Member Welcome Package Coordinator

The New Member Welcome Package Coordinator must have e-mail access and check it often.

• Will make 75 copies of the Welcome Package, enveloped and ready to mail.
• Will label each envelope with family name for disbursement at the Kick-Off Picnic.
• Will send an e-mail to emailnews@centralhomeschoolgroup.com to notify anyone not having received their packet to either mail $3.00 to cover shipping of their packet by a certain date.
• After stated date, will drop the unretrieved packets at the Welcome Center of Central Church of God in the CHSG Homeschool Box.
• Receives new member information via e-mail.

Items to be copied for Welcome Packages:

• Cover Letter
• Handbook
• Resource Guide
• Organizational Chart
• Directory
• CHEA Card
• Job Description
• CHEA Handouts

New & Late Member Application Processor

The Application Processor must have e-mail access and check it often.

The Application Processor will receive all e-mailed and USPS mailed applications for new members or late returning members after the date of May 1 (after returning membership renewal is completed).

The application information will be e-mailed to the members handling:

• Directory Maintenance
• New & Late Returning Member Welcome Package
• Yahoo Group Moderator
• EmailNews Chain Coordinator
• Treasurer
• New Member Job Assignment
• Board Members
• TOM Director (if they have teens in grades 7th-12th)

Returning Member Application Processor

The Returning Member Application Processor must have e-mail access and check it often.

This person will receive applications via e-mail from the CHSG website or USPS mail through May 1 (renewal deadline), at which time the applications are directed to the New/Late Member Application Processor.

The application information will be e-mailed to the members handling:

• Directory Maintenance
• Yahoo Group Moderator
• EmailNews Chain Coordinator
• Treasurer
• Specified Board Members (for Job assignment)
• TOM Director (if they have teens in grades 7th-12th)

If the applying member does not have e-mail or has requested USPS mail, the New Member Receiver will send the contact information to:

• USPS Mail Coordinator
• Phone Message Distributor

Seminar/Workshop Coordinator

This person will bring recommendations for a seminar/workshop to the Board for approval. Upon approval, they will contact seminar guests/speakers to arrange details (topic, dates available, transportation, accommodations, costs, fees, etc.) They will be responsible for reserving rooms at Central Church of God or other facility, equipment, refreshments, kitchen availability/access. They will make newsletter announcements and advertising in the CHEA newsletter (only published quarterly), and The Greenhouse Report.

Support Group (Ladies Night Out) Meeting Assistant

The LNO Assistant meets with the Coordinator to help plan meetings and set dates for the Ladies' Night Out events. Meetings are planned on a monthly or semi-monthly basis.

In assisting the Coordinator, she might assist in or handle the following as directed by the Coordinator:

• The selection of topics
• Securing meeting location
• Coordinating snacks, refreshments and nametags
• Securing speakers, if any
• Attending and leading the meetings for CHSG, unless she has made prior arrangements with the assistant(s).
• Sending thank you notes to speakers as necessary.
• Write up an announcement to be sent to the Board Member for review. The deadline for an announcement is the first of the month for the next month’s LNO.
• Send reminders through CHSG CHAT or Email News throughout the month before RSVP deadline.
• Email Librarian a personal reminder to attend and bring CHSG Library resources to meeting.

Support Group (Ladies Night Out) Meeting Coordinator

The LNO Coordinator communicates with her Assistant(s) in order to plan meetings and sets dates for the Ladies' Night Out events. Meetings are planned on a quarterly basis with approximately four meetings per year. Meetings will be preferably planned for the months of September, November, January, and March.

With the aid of her assistant(s), she is responsible for:

• The selection of topics
• Securing meeting location
• Coordinating snacks, refreshments and nametags – these are reimbursable (*see below)
• Securing speakers, if any
• Attending and leading the meetings for CHSG, unless she has made prior arrangements with the assistant(s).
• Sending thank you notes to speakers as necessary.
• Write up an announcement to be sent to the Board Member for review.  The deadline for the announcement is the first of the month for the next month’s LNO.
• Send several reminders through CHSG CHAT and Email News throughout month of scheduled LNO.
• Email Librarian to remind her of LNO meeting and to bring resources.

*The Coordinator will have a budget to work with in obtaining meeting supplies, such as door prizes, refreshments, gifts or gift certificates for speakers, postage for thank you notes, etc.  Receipts are to be turned in to the Treasurer for reimbursement.

(TOM) Teen Assistant

A Teen Assistant is assigned at least one month and sometimes two in which she/he will coordinate, make arrangements with service agencies or design their own outreach/service project for the teens. This assistant will also work with a teen planning committee who will coordinate a "fun/fellowship" type event before or after the outreach. The teen assistant will also aid the other teen assistants with transportation, chaperoning, and having fun at the fellowship events.

The Coordinator and Teen Assistants will meet in July/August to determine direction for the school year. Coordinator will place an ad in the August newsletter to solicit teen volunteers to serve on the Teen Planning Committee. Assistants will attend a mandatory meeting in August/Sept. for training on procedures.

All arrangements for use of meeting rooms and use of church vans must be made by the TOM Coordinator and should never be made by teens or assistants.

The teen assistant will make sure all deadlines are met and is responsible for writing the event announcement as well as a follow-up article after the event for the CHSG newsletter. The deadline for the newsletter is the 10th of the previous month for next month’s newsletter, and should be e-mailed to the board member of your area and TOM Coordinator.

All BoxTops monies are to be used for the "fun/fellowship" events. There is a budget from CHSG for Outreach supplies. The Coordinator will have that information.

(TOM) Teen Coordinator

The Coordinator of this teen subgroup of CHSG has the responsibility of working with and following up with communications between the teens and the teen assistants in coordinating activities and events for and by the teens. The teens have named their group Teens on a Mission aka TOM and have chosen to combine monthly outreaches and service projects with their fellowship events.

The Coordinator and Teen Assistants will meet in July/August to determine direction for the school year. Coordinator will place an ad in the August newsletter to solicit teen volunteers to serve on the Teen Planning Committee. Coordinator will hold a mandatory meeting in August/Sept. for training.

Coordinator will stay informed about outreach opportunities that Central supports and perhaps have TOM be of assistance in our own church’s need for volunteers. Shannon and Anna Burton can provide a list of ministries within our church and also some that we, as a church, support but are not a part of our church.

All arrangements for use of meeting rooms and use of church vans must be made by the Coordinator and never be made by teens or the assistants.

Ensure that the e-mail announcement for each event is sent to the Board Advisor. Ideally, the event should be promoted through TOMCHAT and emailnews@centralhomeschoolgroup.com for two consecutive months prior to RSVP deadline, sent weekly.

All BoxTops monies are to be used for the "fun/fellowship" events. There is a budget from CHSG for Outreach supplies. The Coordinator will have that information.

Treasurer

The Treasurer is to keep the accounting of all CHSG monies from each department (Membership, Member Support, LNO meetings, Children’s, Teens, special projects/events, etc.) using QuickBooks Pro. The Treasurer will give a fiscal accounting at CHSG board meetings, when asked. The Treasurer will distribute and follow-up on all Cash Reconciliation reports for each CHSG event where funds are received from members. Will also distribute reimbursement checks in exchange for legitimate receipts. Any questionable reimbursements must go through the Board Advisor or Director. The Treasurer will maintain the CHSG PayPal site and download funds and allocate when paid through PayPal.

Web Development and Maintenance

Responsibilities include keeping the website looking sharp and up to date. This involves uploading the newsletter every month and pictures as they’re received, and placing requests in the newsletter and CHSG CHAT e-mail loop for updated pictures.

May also include redesign of graphical elements or modification of visual theme for the web site. Basic knowledge of HTML a must. General knowledge of javascript, cascading style sheets (CSS), FrontPage (or other web design tool such as Macromedia Dreamweaver or Visual Studio .NET) a plus. Proficiency in graphic design applications also a bonus.

This person will advise the Board as necessary.

Web Contact Coordinator

The e-mail address used for this job is: info@centralhomeschoolgroup.com

• The contact person will monitor and check and at least a week the website e-mail.
• Will forward any pertinent to the email to the E-mail Chain Coordinator at emailnews@centralhomeschoolgroup.com to be distributed to the group.
• Any questionable e-mails should be directed to the Board Advisor.

Yahoo Group Moderator

The Yahoo Group Moderator manages CHSG's Yahoo group by setting up/editing the e-mail database through Yahoo at the beginning of each year, adding new members to the list through the year and monitoring posts as needed. The moderator should have a basic understanding of Yahoo Groups and how to manage the group as a moderator.