2017-2018Site Coordinator Responsibilities

Thank you for serving as a Site Coordinator for FAFSA Day and agreeing to the Site Coordinator responsibilities below. You may delegate many of these responsibilities to volunteers at your site, and may expand these responsibilities as you see fit.

Should you have any questions, comments, or suggestions, please contact your FAFSA Day Committee Liaison.

Before of Your Event

Marketing – preferably throughout the two monthsleading up to the event

We encourage you to do as much as you can to spread the word about your event. Promotional strategies include:

  • Notify and provide promotional materials to area high schools, religious organizations, community centers, civic organizations, businesses, etc.
  • Ask area locations to publicize your FAFSA Day event on their websites, and communicate information to their students and families.
  • Distribute flyers to locations where theFAFSA Day target audience of first-generation students and their parents are likely to frequent.

Encourage friends and colleagues to volunteer at your site or one closer to their home.

Send an email to families who have pre-registeredat least three days prior to the event. An email template is available on the FAFSA Day Admin site.

Logistics

Attend theSite Coordinators meeting(or assign a representative who can attend) on Friday, September 15, 2017, at 10:00 am, at Worcester State University.

Address your site’s need for a bilingual interpreter and/or presenter.

Determine the best process flow for your site.

Check for any ADA (American Disability Act) issues for access to your site.

Know what equipment and supplies you will need (projector, laptop, microphone, etc.).

Contact all volunteers at least one week priorto the event. Send another email the night before to catch any last-minutes volunteers. Group emails are acceptable, and an email template is available at

Contact and/or visit the location to address any last-minute issues with set-up or otherlogistics. Ask about the site protocolif it snows: plowing, access to the site, etc. An inclement weather plan is posted on the FAFSA Day Admin site.

If your site is at a high school, secure a copy of the most up-to-date School Code Book.

Arrange for modest snacks and drinks if possible (either through donation by local vendor or purchase). There is a food solicitation letter at

Day of Your Event

Prior to the arrival of families

Arrange for all equipment and furniture to be set up one hour before the event (laptop, screen, projector, microphone, table and chairs, banners, etc.) and ensure all media equipment is working.

Act as the primary point person for all volunteers and distribute t-shirts.

Assign each volunteer a job (greet, answer FAFSA questions, collect paper surveys/encourage families to complete online survey, etc.)

Post directional signs along the route from thebuilding entrance(s) to the meeting room. Bring durable tape to hang up signs.

Set up registration table(s).

Assemble information folders.

Ensure that computer room is open, computers are connected to the internet, and on the screen.

Make sure the link to the FAFSA Day online survey is available on each computer.A list of survey links can be found at

When families arrive

Welcome and direct participants at the door to the registration table.

Have each family sign in on the sign-in sheet.

Distribute information folders at the registration table (one per family).

Determine the type of assistance the family is there to receive (presentation, online FAFSA completion, questions) and direct them to the appropriate location.

Request that some volunteers stay at the registration table to assist latecomers to the event.

When the event begins

Provide an opening remark where you (or a volunteer):

  • Thank families for attending the event.
  • Acknowledge the sponsors, host, and volunteers, including the presentation speaker.
  • Clearly set event expectations (e.g. raise your hand and a volunteer in a FAFSA Day t-shirt or with a “FAFSA Expert” sticker will assist you).
  • Describe the online evaluation procedure and ask that all attendees complete the survey.

Do an accurate count of volunteers and participants.

Have a photographer take pictures of your volunteers. Be cautious to avoid taking photographs of sensitive data.

After the event

Have volunteers at the registration table.

Instruct families to complete the survey (either paper or online)and fill out a raffle ticket before they leave.

Collect surveys.

Assign volunteer(s) to enter any paper surveys online.

Report your number of participants to FAFSA Day Chair Ryan Forsythe, at .

Send any photographs to FAFSA Day ChairKeith Dimalanta, .

Distribute the “I Completed My FAFSA” stickers to your attendees and provide a copy of the “Next Steps” sheet.

Site Coordinator Responsibilities – FAFSA Day 2018