Calendar for Tutoring Program 課業輔導學年行事曆

Date Description Responsible Person(s)
6/1/19 Update opportunity at Montgomery Volunteer Center portal Director/Secretary
6/15/19 Update CAPSA documents and forms and post them on website Director/Secretary
Update CAPSA contact information of adult volunteers Director/Secretary
Renew Godaddy.com domain & web hosting Director
Mail admission letters to pre-registrants (tutors/tutees) Director
7/1/19 Update Guidestar.org for CAPSA Director
Complete financial statements of previous fiscal year Treasurer
Complete CAPSA annual report Director
File IRS ePostcard Director
8/1/19 Renew liability insurance policy Director
8/15/19 Rent facility Director
8/20/19 Send email to Washington Chinese News for advertisement Director
8/24/19 Visit Libraries to distribute CAPSA Brochures Director
8/26/19 First announcement of registration on local Chinese newspapers Director
8/28/19 Email notice of registration Secretary
9/2/19 Second announcement of registration in local Chinese newspapers Director
9/7/19 Adult volunteers/Coor. Workshop @ 8:45 am - 10:00 am Director
Tutor interview/tutee registration - 10:00 am-12 noon All
Bring all boxes of reading materials/copiers from home to CAPSA Coordinators/Director
9/14/19 Tutor training 9:10-9:55 am, set up @ 9 am Deputy Directors
First session 10:00 am -12:00 noon All
9/21/19 Regular tutoring session All
9/28/19 Regular tutoring session All
10/5/19 Regular tutoring session All
10/12/19 Submit draft Match-Up Rosters to director for review Lead Coors.
10/19/19 Regular tutoring session All
10/26/19 Print/distribute Match-Up Rosters Secretary
Board Meeting Director
11/2/19 Submit draft agenda for staff/coor. meeting to director for review LES & UES Lead Coors.
11/9/19 Send meeting agenda to all LES & UES Lead Coors.
11/16/19 Regular tutoring session All
Email notice of holiday party Secretary
Distribute notice of holiday party Secretary
11/23/19 Mail/email invitation letters for holiday party to guests Director
First staff/coor. meeting @ 9:15 am (All coordinators & staffs) LES & UES Lead Coors.
Collect return slip of holiday party Registrar/Cashier
Distribute notice of no class on 11/30 Secretary
Email notice of no class on 11/30 Secretary
Distribute Tutor/Tutee Evaluation Forms Lead Coors./ Director
Distribute unsigned MCPS SSL Activity Verification Form Lead Coors./ Director
11/30/19 No class - Thanksgiving All
12/7/19 Collect MCPS SSL Forms with student information completed Coordinators/Director
Collect return slip of holiday party Registrar/Cashier
Complete and review tutor/tutee evaluation Lead Coor/Mentor
12/14/19 Submit first Tutor/Tutee Evaluation Forms to director for review Mentors/Lead Coors.
Distribute signed MCPS SSL Form to coors./tutors Lead Coors./ Mentors
Holiday party @ 11:00 am - 12:45 pm- Set up @ 9:30 am All
Distribute notice of no class on Dec 21 & 28 Secretary
Email notice of no class on Dec 21 & 28 Secretary
Prepare article/picture of holiday party to local newspapers Optional/TBD
Call tutors to pick up or mail leftover signed MCPS SSL Forms Director
12/21/19 No class - Christmas All
12/28/19 No class - New Year All
1/4/20 Regular tutoring session All
1/11/20 Regular tutoring session All
1/18/20 Submit updated Match-Up Rosters to director for review Lead Coordinators
1/25/20 Print/distribute updated Match-Up Rosters Secretary
2/1/20 Regular tutoring session All
2/8/20 Send agenda for staff/coor. meeting to all HS & MS lead coordinators
2/15/20 Second staff/coor. meeting @ 9:15 am (All coordinators & Staffs) HS & MS lead coordinators
2/22/20 Distribute Coordinator Application Form to prospective applicants Secretary
Email notice of coordinator application Secretary
2/29/20 Distribute unsigned MCPS SSL Activity Verification Form to seniors Director
3/7/20 Order Trophy for award day Director
File State Property Tax Director
3/14/20 Distribute Tutor/Tutee Evaluation Forms Director
Distribute signed MCPS SSL Forms to all seniors Director
3/21/20 Distribute pre-registration application forms to all non-senior tutors/tutees Secretary
Email notice of pre-registration due 5/4 Secretary
Due date for coordinator application Director
Board Meeting Director
3/28/20 Complete and review second tutor/tutee evaluation Lead Coors./Deputy Directors
Collect Tutor/Coor. Records and Evaluation Forms of coor. applicants Lead Coors./Director
Due date for recommendations for coordinator applicants Mentors/Lead Coordinators
Mail/email invitation letters for award ceremony to guests Director
Distribute notice of no class on 4/4 and 4/11 Secretary
Email notice of no class on 4/4 and 4/11 Secretary
4/4/20 No class - Spring break All
4/11/20 No class - Spring break All
4/18/20 Regular tutoring session All
4/25/20 Interview coordinator applicants - First session Selection Committee
Distribute/email notice of award ceremony Secretary
Draft award ceremony program Director
Due date for nomination of outstanding tutors and tutees Mentors/Lead Coors.
Distribute unsigned MCPS SSL Activity Verification Form Lead Coors./ Director
5/2/20 Finalize list of outstanding tutors and tutees Director
Due date for pre-registration application Registrar/Cashier
Interview coordinator applicants - Second session Selection Committee
Collect return slip of award ceremony Registrar/Cashier
Pick up Trophy/MCPS Cert. for award day Director
5/9/20 Collect return slip of award ceremony Registrar/Cashier
2020-2021 coordinators and adult volunteer orientation - 9 -10:30 am Director
Collect complete MCPS SSL Forms for signature Lead Coors./ Director
Print award ceremony program/award certificates Secretary
5/16/20 Annual award ceremony @ 11:00 am - 12:45 pm, Set up @ 9:30 AM Director
Collect all tutoring program documents Director
Distribute signed MCPS SSL Form to coors./tutors Lead Coors.
Prepare article/pictures of annual award ceremony for local newspapers Director
Bring all boxes of reading materials/copiers to home Coors.
Call tutors to pick up or mail leftover signed MCPS SSL Forms Director
4