Training Committee Handbook

Training Committee Handbook

Table of Contents

Section I

N.B. CouncilProvincial Training Committee

Job Descriptions

Training Adviser

Deputy Training Adviser

Secretary

Treasurer

Area Training Adviser Manager

Special Events Manager

General Events Manager

Trainer Candidate Manager

Trainer Handbook Manager

Trainer Enrichment Manager

Section II

National Website Items

TEAM outline

Training Forms: TR.1 to TR.9

OAL Program Tracking Form: TR10

TEAM Modules

Section III

Trainer Candidate Information

Tracking Form

SectionIV

NB Guidelines

Application Form for Out of Province Events

Trainer Assistance Application

Request Form for Training Teams

Training Expense Guidelines

Equipment Borrowing Policy

Arts and Training Library

Training Equipment

Host Area Responsibility Guidelines

Provincial Events

Camping/Training Conferences

NB Trainer Challenge Requirements - Outdoor, Arts, NB

NB Council Request for Reimbursement of Expenses

Section 1- Provincial Training Committee

All the Training Committee, Provincial Training Adviser and Special Task Managers job descriptions were passed at the Training Committee meeting of September 27, 2009.

That the provincial Training Committee operate in a manner similar, but not identical, to other Standing Committees

That the Provincial training Committee be under the leadership and management of a Provincial training Adviser and her Deputy

That the membership of the Provincial Training Committee consist of Provincial Training Adviser, Trainers,Trainer Candidates, and Trainer related personnel (Secretary, Treasurer, Area Training Advisers.)

That the Provincial Training Committee embody a specified number of Task groups, each of which will operate within the budget of the Provincial Training Committee.

That the following task groups be established:

Training Handbook

Trainer Enrichment

Trainer Candidate

Area Training Adviser

Special Interest Events

General Events

That job descriptions be developed for each Task Group Manager for inclusion in the Trainer handbook.

That the managers of the Task Groups be selected by the Provincial Training Adviser and her

Deputy with the approval of the Training Committee Executive

That the Task Group Managers have a three year term which may, after review, be extended for two more years

That each Task Group Manager operate in consultation with the Provincial Training Adviser and /or her Deputy.

That the Provincial Training Committee Executive consists of the provincial Training Adviser,her Deputy, Secretary, Treasurer, and up to two members- at-large. Task Group managers report to the Training Committee Executive and may attend meetings as needed as a non- voting member.

Provincial Training Adviser Duties

Act as Chief Executive Officer of the Provincial Training Committee

Attend and participate in Provincial Council Meetings

Select suitable candidates in consultation with her Deputy to manage Task Groups

Assign specific duties to the Deputy Training Adviser which are mutually agreed upon

and provide a working knowledge of committee function

Prepare in consultation with the Treasurer an annual budget for approval by the Training Executive

and submit to province

Prepare and submit annually Training Executive approved initiatives to the Province

Plan, organize and conduct, with the assistance of her Deputy, two Provincial Training

Committee meetings and up to five Executive Committee meetings per year, including

preparation of the agenda and distribution of the minutes.

Ensure that all Provincial Training Records are duly processed and maintained.

Be ex-officio of all Special Focus Task groups

Develop and review annually a strategic plan of Training Committee activities in consultation

with the Training Executive

Ensure that the Training information is regularly submitted to the provincial newsletter and website.

Submit as required, all pertinent information and data to the Provincial Office

Be an active member of the National Training Network

Chair all Interprovincial Training Events hosted by the New Brunswick Training Committee

Perform ongoing performance reviews of Task Group Managers in consultation with her Deputy

Complete any additional responsibilities as outlined in the job description for Provincial Training Adviser found in the NB Council Provincial Handbook

Term is 3 years starting in April with an additional 2 years optional

Deputy Provincial Training Adviser

Keep informed of all Training Committee business and developments

Assume, by mutual agreement, specific duties assigned by Provincial Training Adviser

Be willing to manage a particular Task Group if needed

Attend and participate in provincial Council Meetings when circumstances warrant

Report to Provincial Training Executive

Term is 3 years starting in April with an additional 2 years optional

Provincial Training Committee Secretary

Attend all Provincial Training Committee meetings, general, executive, and any others specially convened

Record the attendance at each meeting

Record the minutes of each meeting, highlighting each motion

Submit a draft copy of the minutes to the Provincial training Adviser, or her representative, for review

Prepare the final draft copy of the minutes for distribution to all members of the Training Committee

Perform any other related duties as deemed appropriate by the Provincial Training Adviser or her representative

Term is 3 years starting in April with an additional 2 years optional

Provincial Training Committee Treasurer

Attend all Provincial Training Committee Meetings, general, executive and any others specially convened

Be one of the signing officers for financial transactions

Be familiar with the official Financial guidelines for Girl Guides of Canada- Guides du Canada

Actively participate in preparation of the Provincial Training Committee budget

Keep accurate and up to date records of all Provincial Training Committee financial transactions

Submit payments,as approved by the Committee, for all invoices received

Prepare and present a financial report at each Provincial Training Committee meeting

Prepare and submit quarterly financial reports to the Provincial Finance Committee

Term is 3 years starting in April with an additional 2 years optional

Area Training Advisor Manager

Arrange training Conference Sessions/Program

Collate Area Training Schedules for distribution to Areas

Receive Area training records to ensure iMIS input reports

Monitor Area Training Adviser PIN Management

Report to Provincial Training Executive

Term is 3 years starting in April with an additional 2 years optional

Special Interest Events Manager

Develop/Monitor Single Focus Event Guidelines - (DC and Arts Conferences, OAL Workshops)

Schedule, promote and manage Single Focus Events

Select and mentor a coordinator for each Single- focus event

Collect and maintain Single-Focus Event records

Report to the Provincial Training Executive

Term is 3 years beginning in April with an additional 2 years optional

This position could work as Team to co-ordinate events such as the DC or Arts Conference and OAL weekend Workshops. Names of people interested would be a good place to start to co-ordinate a team. It doesn’t mean that this person does all the work –just oversees that it is done but can do it as well.

It is recommended by the Training Committee Executive that to save costs, the event chairs of the above conferences select planning committees from their immediate vicinity

It is recommended that a budget for each event be prepared by the event chair (and her committee). At the completion of the event, a complete financial report, including the proposed budget and the actual cost, be submitted to the Training Committee executive.

General Events Manager

Revise, monitor and maintain binders of General Focus Event Guidelines (Annual Meeting, Fall Workshop)

Draw up and schedule Training sessions

Select and mentor a Session Coordinator to recruit Trainers/Presenters

Work with the Area Host Committee

Collect and maintain General Focus Event Records

Report to the Provincial Training Committee Executive

Term is 3 years starting in April and an additional 2 years can be added.

Work with a Team to co-ordinate events such as Area Annual and Fall Workshop. It doesn’t mean that this person does it all but works with the people interested to ensure the event is done

It is recommended that, in the future, Trainers who are scheduled to train right after lunch should have the privilege of going to the head of the cafeteria line to ensure that they can be in their room on time for their training. This should be noted in the Fall Workshop booklet.

It was suggested that at Future Workshops, Trainers be given the responsibility of introducing themselves, and for selecting someone in their session to distribute the session evaluations: to collect them in the brown envelopes and to deliver them in the sealed brown envelope to the Training desk.

Host Committees for the Fall Workshop and for the Annual Meeting should keep records of what did and did not work for them, what they might have done differently, and what they would and would not do again. This record binder must be given to the Provincial Adviser who passes it on to the General Events Manager and passed on the next Area hosting this event.

Trainer Candidate Manager

Distribute, collect and process TR.2 Trainer Interest forms to interested Guiders

Distribute, collect and process TR.3 Trainer Candidate Application Forms

Arrange to have TEAM trainings Per-requisites and Trainer Foundation Modules presented

Manage the Mentoring and follow up Program as detailed in “Managing TEAM – 2008”

Report to the Provincial Training Executive

The term of office is 3 years starting in April with an additional 2 years optional

Trainer Handbook Manager

Keep the following information in a Handbook that is to be available on the provincial website:

Job Descriptions- Provincial Training Committee Adviser, Deputy, Secretary, Treasurer, Special Focus Task Group Managers, Members at large, Area Training Advisers

Policies/Guidelines- Equipment Borrowing, Trainer Expense, Fall Workshop and Provincial Annual and Single Focus Guidelines

Forms- Application Forms, Equipment Borrowing, Out of Province Training Events, Trainer Assistance

Inventories-Library Information, Equipment, Arts Resources, etc

TEAM –Stream outlines, Managing TEAM and TR1-9 forms

Trainer Challenges Guidelines

Report to Provincial Training Executive

Review all material in this Handbook regularly and keep up to date.

Term is 3 years beginning in April with an additional 2 years optional

Trainer Enrichment Manager

All Trainer Enrichment- Training Conferences (Schedules, Sessions, Resource Presenters: Non –Guiding Training (Courses. Trainer Assistance Applications Forms

Manage Trainer Re-appointments – Trainer Evaluators, TR.6 Trainer Observation Forms

Report to Provincial Training Executive

Term is 3 years starting in April with an additional 3 years optional

Look after trainer records and organize C/T Conferences and other Trainer trainings. This position could be handled by the Provincial Training Adviser, her Deputy or the Training Executive

Section II- National WebsiteItems

The following items are found on the National Website:

TEAM outline

Training Forms TR.1 to TR.9; OAL Program Tracking Form TR10

TEAM Modules

Section III- Trainer Candidate Information

Section IV- NB Guidelines

GIRL GUIDES OF CANADA-GUIDES DU CANADA

NEW BRUNSWICK COUNCIL

TRAINING COMMITTEE

TRAINER APPLICATION FOR OUT OF PROVINCE EVENTS

Event______

Location______Date______

Return to Provincial Training Adviser by ______

Name______iMIS#______

Address______Postal Code______

Email______Phone ______

Years of Adult Guiding Service______Years as a Trainer ______

Have you attended Out Of Province Training Events before? Yes No

Where?______Date?______

Have you attended Provincial Events with Out of Province Participants? Yes No

Event and date?______

Attendance at Camper/Trainer Conferences? Month/Year? Most recent first

1______4______

2______5______

3______6______

List Sessions Trained at Provincial Training Events (Event , Year)

1______4______

2______5______

3______6______

Present Guiding Position(s)______

______

Reasons for Applying ______

______

______

______

______

______

______

How do you think you might share this experience best with other Trainers and Guiders within NB and PEI? ______

______

______

______

______

______

I agree to maintain an active membership within Girl Guides of Canada – Guides

du Canada for at least 1 year beyond the event, to actively support the Training

Committee, to select sessions that would benefit me and others and to share later

my experiences from this event.

Signature of Applicant ______Date ______

TRAINER ASSISTANCE APPLICATION

NEW BRUNSWICK COUNCIL TRAINING COMMITTEE

NAME

ADDRESS

CITY/TOWN POSTAL CODE

TITLE OF THE COURSE TAKEN

DATES OF COURSE

COURSE INSTRUCTOR

PLEASE OUTLINE BRIEFLY THE MATERIAL COVERED

WOULD THIS COURSE BE SUITABLE FOR A TRAINER CONFERENCE?

YES NO

EXPLAIN

ARE YOU PREPARED TO SHARE INFORMATION FROM THIS COURSE?

YES NO

WOULD YOU BE WILLING TO GIVE A SESSION ON THIS SUBJECT AT THE NEXT CAMPER/TRAINER CONFERENCE? YES NO

DID YOU RECEIVE FINANCIAL ASSISTANCE FROM ANY OTHER SOURCE?

YES NO

IF YES, PLEASE INDICATE THE AMOUNT

HAVE YOU RECEIVED TRAINER ASSISTANCE DURING THE PAST TWO YEARS?

YES NO

TOTAL COST OF THE COURSE TAKEN

DATE SIGNATURE

Girl Guides of Canada —Guides du Canada

New Brunswick Council

Training Committee

TRAINING TEAM REQUEST FORM

Provincial Travelling Training

Area: ______Contact person: ______

Select up to six topics from the list below for which your Area would like trainings:

 Safe Guide

 Program ideas Crafts With a purpose  Holidays  Other: ______

 Song/Dance

 Teaching Program through Games

Finance Spreadsheets

 Preparation for Year-end reporting

Camping Planning Camps

 Camp Life

 Basic Camp skills (tents & more)

New Guider Training Programming for the girls

 Building Unit Guider Skills

Other ______

 ______

 ______

Please provide a date and location for the training.

Date: ______Location: ______

Send completed form to your Area Training Adviser by email and copy in the Provincial Training Adviser.

Provincial Training Expense Guidelines

The Provincial Training Committee's annual budget will be responsible for Trainer-related expenditures as follows:

1. Camping/Training Conferences

-Registration fees (accommodations and meals) - all Provincial Training Committee members (travel costs are an Area responsibility)

-Honoraria for non-Guider presenters

-Training materials and supplies as per section 7.

2. Provincial General Events

-Planning Committee meetings - travel and meals for members, as addressed in the event’s budget

-Honoraria for non-Guider presenters

-Teleconference calls

-Training materials and supplies as per section 7.

NOTE: Trainer registration fees, travel, accommodation and meal costs are NOT covered by the Provincial Training Committee budget

3. Provincial Special Events

-Planning Committee meetings - travel and meals for committee members, as addressed in the event’s budget

-Registration fees, travel, accommodation and meals for Special Event session Trainers

-Teleconference calls

-Training materials and supplies as per section 7.

4. Hosting Interprovincial Events

-Planning Committee meetings - travel and meals for committee members, as addressed in the event’s budget

-Registration fees, travel, accommodation and meals for Conference session Trainers/planners

-Honoraria for guest (non-Guider) presenters

-Training materials and supplies as per section 7.

5. Area Requested Training Teams

-All expenses (planning, travel, accommodations, meals, and session materials/supplies) are covered by the requesting Area

6. Out-of-province invitations will be considered on an event-by-event basis, selected delegates and approved budget allocations.

7. Training Materials and Supplies for Provincial Training Events (General,Special, and Camping/Training Conferences, Hosting Interprovincial Events)

-Training Module Participant Handouts copied by Provincial Training Adviser

-Craft material allowance of $2.00 per person unless it is a specified craft session in which case expenses may be somewhat higher

-Cooking supplies allowance of $3.00 per person for a double session

-Session enhancement material allowance of $0.50 per person up to a maximum of $10.00

NOTE 1: Excess non-perishable food supplies and excess craft supplies purchased for the event are to be returned to the Provincial Training Adviser.

NOTE 2: Receipts for all materials and supplies must accompany the Trainer Expense Claim Form.

8. If an expense arises that is not covered by the above information it will be considered by the Provincial Training Executive on a case-by-case submission.

EQUIPMENT BORROWING POLICY

1. Equipment owned by the Training Committee may be borrowed by Training Committee Members, Provincial Council Members, and their subcommittee Chairs.

1. Application for equipment is made to the Provincial Training Adviser at least two weeks in advance.

1. All shipping charges are the responsibility of the borrower.

1. Equipment must be returned by the date specified on the Borrowing Application Form.

1. The borrower is expected to care for and properly use Training Committee equipment. Any damage due to misuse will be her responsibility.

1. The replacement of any missing items or parts will be the responsibility of the borrower.

Items held by Provincial Training/Arts LibraryArts - Fall 2010

Songbooks
Canciones De Nuestra Cabaña / 1993
Celebrate With Song / 1980
Jubilee Song Book / 1995
Out Chalet Song Book / 1989
Our Chalet Song Book II / 1992
Sing A Song For Sixes / 1992
Sing A Song For Sparks And Brownies / 1996
Songs For Canadian Girl Guides / 1988
Songs to Sing And Sing Again / 1984
Together Again / 1992
When We're Together / 1993
Help Your Patrols Make Music / 1989
Let's Dance (4 tapes and 4 books)
Dance Dance Dance (4 tapes and books)
Reflection Books
Searching / 1987
Non Guiding Books By Jack Pearse
Campfire Programs / 1991
More Campfire Programs / 1992
Additional Titles
Singing Fun and Games / 1991
Usborne Children's Song Book / 1991
Booklets From The Cloverleaf Group
A Year’s Supply of Drama Activities / 1991
Camp Crafts / 1996
Campfire Activities / 1992
Christmas / 1987
Fun Activities for 5 and 6 Year Olds / 1994
Halloween / 1988
Rainy Day Activities / 1993
Theme Activities for 5 and 6 Year Olds / 1995
Theme Meetings / 1982
Thoughts From…
Around the World / 1992
Nature / 1991
Outdoors / 1991
Relationships / 1991
Values / 1991

A Challenging Movement

All About Us (3 copies)