Planning for program start-up

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Abstract

Starting a national service program demands a high-level of organization, effort, and knowledge. To ensure a high level of effectiveness right from the start, 100 new program directors prepared a start-up blueprint during the Atlantic Cluster New Program Directors Orientation, September 6-8, 2000. The blueprint lists the tasks to be done prior to starting a program and when they should be accomplished. The blueprint was published in the Spring 2001 issue of The Resource Connection, Vol. 5, no. 2.

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Issue

The learning curve for new program directors is when it matters the most. Getting started demands a high level of organization, effort and knowledge, especially at the program level. Unfortunately, many national service programs and new program directors struggle their first year.

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Action

Service for a new program can begin two to three months before the start of the program year. The blueprint, which is included in the full text, identifies the tasks to be accomplished two to three months prior to the start of the year, one month prior to the start of the year, one week before the start of the year, the first month of the program year, and ongoing during the year. It identifies tasks in five areas:
  • Site partnerships
  • Recruitment
  • Member development
  • Policies and procedures
  • Budget/fiscal
Suggestions for tasks to do to three months prior include:
  • Meet individually with each site supervisor to determine needs, objectives, and member roles.
  • Create marketing materials, such as flyers, brochures, newspaper and radio ads, and a website.
  • Plan and design member orientation.
  • Develop forms, such as service-hour tracking forms, member contracts, member handbook, grievance procedure, and monitoring and reporting.
  • Set up payroll for staff and members.
Suggestions for tasks to do one month prior include:
  • Create formal Memorandums of Understanding with site partners.
  • Begin reference and criminal background checks.
  • Contact trainers: Call your commission, board, outside trainers, community colleges, etc.
  • Help out-of-state members find affordable housing by networking with other programs or arrange for temporary housing for their first month.
  • Select health care provider.
Suggestions for tasks to do one week prior include:
  • Ensure each service site plans an orientation for members.
  • Send welcome letter to new members.
  • Hold prospective member social event.
  • Monitor member files to see what still needs to be turned in.
  • Enroll members in health care plan.
Suggestions for the first month of the program include:
  • Meet with members and site supervisors to set goals and ease the start-up process.
  • Hold member orientation.
  • Enter members into WBRS.
  • Set up schedule of due dates for reports.
Suggestions for ongoing during the year include:
  • Obtain feedback from sites through written evaluations or monthly meetings.
  • Continue outreach and recruitment efforts.
  • Meet monthly with members individually and as a team.
  • Enter members hours into WBRS.
  • Regular monitoring of budget versus actual expenditures.

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Context

During the Atlantic Cluster New Program Directors Orientation from September 6-8, 2000, in Linthicum, Maryland, new program directors met in small groups to identify the tasks needed to be effective in each phase of start-up. The groups merged their efforts into one document, which others in the national service field have enhanced with their ideas and contributions.

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Citation

McMahon, Cole. "Program Start-Up Blueprint," The Resource Connection. The National Service Resource Center. Vol. 5, No. 2, pp. 6-7.

The Resource Center published The Resource Connection newsletter in print format quarterly from spring 1995 to fall 2002 to facilitate the exchange of training and technical assistance (T/TA) information, ideas, and resources to those in national and community service.

In March of 2003, The Resource Connection went to a digital format, continuing to highlight information and resources that help programs funded by the Corporation for National and Community Service.
Current and archived e-newsletters can be found online at http://nationalserviceresources.org/resources/newsletters/enewsletters/index.php
 

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Posted On

December 13, 2001

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Resources

For more comprehensive information on program start-up, refer to the EnCorps collection of resources.

These resources are a web-based collection of field-vetted practices for program staff that includes downloadable training materials, key handbooks, forms, and other materials related to member recruitment, development, training, close-of-service, and member transition.


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