Essentials of Running a Literacy Program

Essentials of Running a Literacy Program

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MISSION STATEMENT

Develop a mission statement that captures your program’s goals and services. Your mission statement should:

Define the scope of your program
Contain fewer than 25 words
Tell who you are

NECESSARYESSENTIAL KNOWLEDGE

This is information you need to know about your program’s organizational structure.

Circle the item that best represents your program.

I am part of a
Library district / City library / County library / Don’t know
I’m part of
Community Services / Library / Other
My position is
Manager with
line responsibility / Manager without
line responsibility / Supervisor / Other
I report to
Library Director / Assistant Library Director / Adult Services Manager / Other
My governing body is
Elected Manager/Council / Appointed Manager/Council / Board of Supervisors / Other
My operational overseer is
Specific Literacy Board/Commission / Library Director / Other Library Management / Other

LITERACY FACTS

This information should be at your fingertips. Use this sheet to determine your needs.

I have this information / I need to locate this information
National
ProLiteracy
NALS
Census
State
State Library
Department of Education
County
Registrar of Voters
Library Reference Desk
Local
Library Reference Desk
Your own good records
Statistical analysis of Roles and Goals
Aggregate data of instructional hours
Program demographics

HELPFUL HINT:

PUT A FILE TOGETHER SO THESE ARE AT YOUR FINGERTIPS.

CREATE A FACT SHEET.

FACT SHEET

Answer each question as it pertains to your program/agency/community and use this information to develop a Fact Sheet for your on-going use.

WHAT IS FUNCTIONAL LITERACY? ______

______

HOW MANY PEOPLE NEED TO IMPROVE THEIR LITERACY SKILLS? ______

______

WHAT DOES THIS MEAN IN THEIR LIVES? ______

______

HOW IS OUR COMMUNITY AFFECTED? ______

______

HOW ARE WE IMPROVING LITERACY RATES? ______

______

WHAT YOU CAN DO TO HELP ______

______

COMMUNITY NEEDS ASSESSMENT

I have one I want one By when:______

To develop a Community Needs Assessment, I will need:

Area demographics (refer to your literacy facts)

Program demographics (refer to your literacy facts)

Existing community service organizations

Referral resources

Trends

List the community service organizations in your community.

Agency & Contact Information / Services provided / Current partner / Potential partner

List your existing community partners:

Agency & Contact Information / Services provided / Partner or Potential Partner / Mutualbenefit?

STRATEGIC PLAN – EXTERNALLY FOCUSED

I have one I want one By when: ______

Strategic plan is multi-year ( 2 year 3 year 5 year)

My strategic planning team is:

Position/Role / Name
Literacy Staff
Library Staff
Volunteers
Students
Support Group
Others

Who are your stakeholders?

Stakeholders

Exist / Need

Trends

To develop your strategic plan, refer to your Needs Assessment.

Strategic Plan, continued

List the strengths, weaknesses, opportunities and threats to your program’s strategic plan.

Strengths / Weaknesses
Opportunities / Threats

This plan clearly identifies the scope of my program and is in alignment with my mission.

Yes No

If No, what do I need to do to make it so?

Elements within the organization’s control / Elements beyond the organization’s control

OPERATIONAL PLAN (ANNUAL)

I have one I want one By when:______

Consistent with Strategic Plan

Internally Focused

My strategic planning team is:

Position/Role / Name
Literacy Staff
Library Staff
Volunteers
Students
Support Group
Others

List the strengths, weaknesses, opportunities and threats to your program’s operational plan.

Strengths / Weaknesses
Opportunities / Threats

Operational Plan, continued

Elements within the organization’s control / Elements beyond the organization’s control

SUPPORT GROUP

I have one I want one By when:______

I want this group to be

Advisory Operational Fundraisers Networkers Other

My (potential) Support Group

Role / Name
Literacy Staff / ______
Library Staff / ______
Support Group / ______
Students / ______
Volunteers / ______
Politicians / ______
Business owners / ______
Community Service
Agency Reps. / ______
______/ ______
______/ ______
______/ ______
______/ ______

For this support group, I have a written:

Candidate packet

Responsibilities packet

Training plan

Recruitment plan

MANAGEMENT

PEOPLE

Employees

yes / no / My parent organization has established employee policies and procedures
yes / no / My program has defined job descriptions that clearly delineate job expectations
yes / no / My program has an up-to-date Policies and Procedures manual
yes / no / My program has an organized training program
yes / no / My employees know where/how to find essential knowledge

Volunteers

yes / no / My program has a comprehensive recruitment plan
yes / no / My program has an intake process which includes:
yes no screening
yes no orientation
yes no matching and re-matching
yes no evaluation
yes / no / My program has a process for support & supervision (retention) which includes:
yes no systems for accountability
yes no activities for recognition
yes / no / My program has a training plan which includes:
yes no quality training that meets the need of the Adult Learners
yes no on-going training and skills enhancement
yes no a process for on-going evaluation of training methods and
materials
yes / no / My program has a process for obtaining and utilizing volunteer feedback

Management – People

Learners

yes / no / My program has a comprehensive recruitment plan
yes / no / My recruitment plan is in alignment with the scope of my mission and program capacity
yes / no / My program has a process for obtaining and utilizing student feedback
yes / no / My program has a referral system for students who fall outside the scope of my mission
yes / no / My program has a process for obtaining and utilizing student feedback
yes / no / My program has a process for student intake which:
yes no considers individual students’ needs, interests, goals and competencies
yes no clearly explains students’ rights and responsibilities
yes no utilizes information garnered from the intake to facilitate matching
yes / no / My program provides student support by:
yes no a process of on-going assessment
yes no direct communication between the student and the organization
yes no offering opportunities beyond the initial match

MANAGEMENT

PAPER

Accountability:

yes / no / I have a process for collecting data from my tutor/learner pairs
yes / no / I offer volunteers an opportunity to assist with data collection
yes / no / I keep my program data current
yes / no / I keep a calendar of important due dates
yes / no / I allow plenty of time for my signatories to review my reports, applications, etc.
yes / no / I regularly compile reports for my support group, program participants and
management to let them know the status of the program

MANAGEMENT

MONEY

yes / no / I am aware of my fiscal responsibilities which include:
yes no budget development and oversight
yes no a process for accountability
yes no resource development
yes / no / I know how my budget is developed and I have input.
yes / no / I keep the Strategic Goals in mind when developing the budget.
yes / no / I keep my own records of expenditures throughout the fiscal year.
yes / no / I am careful not to be budget driven by available money that takes my program
away from its real scope.
yes / no / I regularly apply for grants that are in alignment with my mission and strategic goals.

RAISE AWARENESS

In my community the biggies are:

Major businesses / Social Names / Politicos
I know their giving
philosophy / I know their giving
philosophy / I know their giving
philosophy
I know who to contact / I know who to contact / I know who to contact
I have something to offer / I have something to offer / I have something to offer
______/ ______/ ______

Remember the WIIFMs—from their point of view!

What can I offer the large employer?

Volunteer opportunities

Assistance to employees

Workshops

 ______

______

What can I offer the small companies?

Ad space in my newsletter

Recognition at events

Assistance

______

Before pursuing this relationship:

Investigate their giving policy before contacting them

Prepare and provide a packet containing program information

Carefully evaluate the effectiveness of the relationship

BE CLIENT-ORIENTED

Presented by M.H. Tungate & D.C. MoseleyPage 1 of 20

READ/Orange County 2006

Essentials of Running a Literacy Program

What do learners want? / By when?
What do tutors want? / By when?

Presented by M.H. Tungate & D.C. MoseleyPage 1 of 20

READ/Orange County 2006

Essentials of Running a Literacy Program

DEVELOP PEOPLE

Volunteer progression plan

I have oneI want oneBy when ______

Written recognition plan

I have oneI want oneBy when ______

Professional Development opportunities for program participants

I seek them out I provide them

I collaborate with other volunteer organizations to share training and resources

Learners and Tutors are offered equal opportunity to develop skills

Existing possibilities / Creative possibilities
Conferences / Special classes
On-line training

ONLINE RESOURCES

Statistics

CaliforniaState Library:

Educational Resources

Verizon Literacy Campus

Administrative Resources

Promising practices exchange (password required)

Board Development

Board Café

Project management

From: Free Management Library

Includes articles and resources on project planning, meeting management team building, etc.

From: Free Management Library

Includes information on effective committee development, team building and self-directed teams.

From: Mind Tools

Online project planning and management tools

From: Mind Tools

Includes Gantt chart examples, approaches, etc.

From: Gantt charts

Includes history, examples, create a chart

Referral resources

“That Literacy Phone Book”
SCLLN Web page (
CLLS Web page (
City/county Health Care Agencies

Presented by M.H. Tungate & D.C. MoseleyPage 1 of 20

READ/Orange County 2006