PowerPoint Presentation

Satellite Partner Training Course Coordination Before Class Starts

NATIONAL SPONSORSWelcome to the Course Coordination section of the Inter-Faith Food Shuttles Cooking Matters Satellite Partner Training. In this module, we will cover all of the steps to take before a course begins, from ordering supplies to gathering materials. Your Satellite Partner Timeline will be an excellent resource as we cover these topics.1AgendaTo help you develop an understanding of how to prepare for a course, including:Satellite Partner BlogSatellite Partner TimelineHost Site SelectionVolunteer TrainingCourse Materials Preparation

This training module will give you a thorough understanding of how to prepare for a Cooking Matters course. We will introduce you to the resources we have provided, including the Satellite Partner blog and the timeline. We will also explain host site selection, volunteer training, and course materials preparation.

2Satellite Partner Blogwww.foodshuttlesatellites.wordpress.com

We will begin with an overview of the Satellite Partner Blog. 3Satellite Partner Blog www.foodshuttlesatellites.wordpress.com

All the resources you need to successfully plan, run, and evaluate courses Training Course Coordination Documents Additional resources

The satellite partner blog can be found at www.foodshuttlesatellites.wordpress.com. It is where you will find all the resources you need to successfully plan, run and evaluate courses. You can review training modules, download course coordination documents, fill out weekly evaluations, and find additional resources to use in your Cooking Matters courses. 4Satellite Partner Timeline

Next we will go more in-depth with the satellite partner timeline.5

This timeline will be your main resource as course coordinator. It includes hyperlinks that will take you directly to the documents or online surveys listed, so it is a great way to access the materials you need. A few notes: host sites should aid you in recruiting participants and doing reminder phone calls. Id like to emphasize the deadlines after the course as well. To meet Share Our Strengths deadline, we need your paperwork within a week of the course ending for processing before sending surveys on to the national office. We will refer back to the timeline as we go more in depth with course coordination.6Course Coordination

Course coordination has three main components: host agencies, volunteers, and course materials. The course coordinator oversees these areas. One person does not have to take on this role exclusively; tasks can be divided as you see fit for your program. 7Course Coordination

First we will cover how to best select host sites and participants. As a satellite partner, you may be choosing your own workspace as a host site, so you will not need to sign agreements or do site recruitment. However, you will want to make sure you are fully equipped to run a course successfully, so the following points will still be helpful.8

Boxes in red show where on the timeline these tasks fall. You should be working with the host site to recruit participants any time before the course starts. When you order a course, you should have a rough estimate of the participants you are anticipating. Host sites aid in participant recruitment, but if you are hosting the course at your organization, you will be solely responsible for this process.9Course CoordinationIdeal Host Agency CharacteristicsServes low-income clientele

Offers related or complementary programming

Provides adequate course space

Employs an enthusiastic and committed site coordinator whoShows commitment to the success of the courseHas the ability to recruit & enroll 8-15 eligible participantsEach week:Reminds participants about class Ensures the room and kitchen are available, set up, and cleanIs available for classroom management and troubleshootingIs able to anticipate and mitigate participant course attendance barriers

If you decide to work with other community organizations to host Cooking Matters classes, you will need to identify and vet these agencies.

Choosing sites that are a good fit for Cooking Matters is critical for ensuring course success. As you begin your search, assess potential sites with these ideal characteristics in mind:

1. Host site serves low-income clients. Host sites serving this clientele most likely have a way to verify income eligibility. For your information, these proxies help to confirm low-income:Participants or their children are enrolled in a free or reduced price lunch program, Food Stamps, WIC, Medicaid, low-income housing, or another federal nutrition or anti-poverty program. Site is located where participants reside or attend a school located in census tract area where at least 50% of persons have gross incomes that are equal to or less than 185% of the poverty threshold.

Partner organization helping to recruit participants confirms that it that serves low-income households and you agree with their standards. These potential organizations could include a hospital, after school program, housing program, or food bank.

2. Host site offers related or complementary programming.Hosting Cooking Matters courses is a way for community agencies to expand the services they offer. The ideal agency will already offer related programs and services to Cooking Matters-eligible populations, and is seeking to complement current programming by adding Cooking Matters.

3. Host site provides adequate space for the course. Courses can run successfully in a variety of settings. However, because of the participatory nature of Cooking Matters, it is important that the classroom, kitchen, or workspace be large enough for the entire group to participate. If a large kitchen is not available, try working in another area with enough workspace, seek out appropriate space in a nearby building, or create an alternative cooking space by bringing in equipment. If you choose this last option, make sure there is a sink available for hand washing, dish washing, and sanitizing.

4. Host site employs an enthusiastic and committed site coordinator.The ideal agency will designate a site coordinator who is enthusiastic about the CM program, committed to the programs success at the agency, and has a good relationship with potential participants. The site coordinator should understand and agree to fulfill each of the expectations you have of them (e.g., recruiting and enrolling 8-15 participants, being on-site and available each week for classroom management and troubleshooting, reminding participants about class each week, making sure the room is ready for class).

An ideal host site coordinator will know the potential participant population well, be able to anticipate potential barriers to participation (such as child care, transportation, or language barriers), and offer assistance in overcoming these barriers (such as identifying a translator, providing child care, or arranging transportation). They may also help identify potential classroom distractions and offer suggestions (such as locating a room for parents close enough to the child care in case there is a problem, yet far enough away to prevent frequent disruptions). 10Course CoordinationPartnering with Host Agencies: Steps

Screen Potential Host Agencies Host Site Application completedMeet with the host site coordinatorTour the site

Formalize the RelationshipHost Site Agreement signed Plan to assess the relationship on a regular basisSet up coursesStay in-touchHost Agencies

Keeping the ideal host site characteristics in mind, begin the screening process by asking each potential site to complete a Host Site Application. This allows sites to demonstrate their interest formally and convey information that will help you determine whether to pursue a relationship. A template application is available on our Satellite Partner Blog.

If the application indicates the site has good potential, arrange to tour the site and meet with the designated site coordinator to see the course space, provide a thorough introduction and explanation of Cooking Matters, and make sure you understand their agency mission. Be sure the coordinator clearly understands the responsibilities they would agree to carry out as a Cooking Matters host.

If the site visit and meeting with the coordinator are successful and you choose to partner with the host agency, we strongly recommend you formalize the relationship with a signed agreement. A template Host Site Agreement is available on the Satellite Partner blog. A signed agreement helps you communicate and discuss shared expectations and establishes accountability. With this agreement in place, there can be no confusion over who is responsible for things like providing child care or enrolling participants.

Assess your relationship with host sites periodically. This process helps both partners to measure satisfaction with the relationship and identify areas for improvement. 11Course Coordination

We have already covered volunteer management in detail in our previous training module. Here, we will focus on volunteer training and management specifically leading up to a course. 12

As the timeline shows, volunteer recruitment should happen many weeks in advance of a course. Training of those volunteers should happen shortly before class begins. If you follow a Class Zero model, discussed here in a few slides, it should happen the week before the class starts on the same day and at the same time as the course itself. Otherwise, large group trainings should ideally happen within a month of courses starting to maintain volunteer self-efficacy. 13When: Think about your target audience:Chefs might have more time during the dayNutrition students could have daytime classes so evening orientations may be better

Volunteer Orientation: When, where and how long?Where:Is your office centrally located?Could you hold it at a restaurant or host agency?Is it accessible via public transportation?How long: Basic overview orientation is generally one hourMore in-depth orientations, including an introduction to the classroom can be 1-2 hoursVolunteers

14Volunteer orientation is a requirement for all volunteers. It gives you an opportunity to introduce your organization and Cooking Matters fundamentals so volunteers are prepared to fulfill gold standards. Make sure your orientations are convenient for volunteers, so think about having them at Cooking Matters course times and offering them at various times of day so there is something for every schedule. If your office is near where they will be doing classes, consider hosting it there. Plan one to two hours for orientation. Here at IFFS, we have a two hour orientation because we go through a mock Cooking Matters class to give volunteers an idea of what to expect. Volunteer Orientation: Large group trainings Monthly training Interactive trainingMock Cooking Matters classGames: Jeopardy, triviaAnswering concerns for all to hearTime for volunteers to discuss the upcoming courseGifts or incentives

Volunteers

IFFS currently conducts monthly large group trainings. We put on a lot of Cooking Matters courses so this makes sense for us. You could modify this to your programs needs by doing quarterly or even yearly trainings if you have the same volunteers for each of the 4+ classes you are implementing throughout the year. Along those lines, if you have a repeat group of volunteers that have taught the same class at the same location before, they wouldnt need to attend training again. We do recommend that they meet any new course volunteers before it begins.

In large group trainings, you can create a more interactive environment with a mock class, powerpoint , game [such as jeopardy], and visits from past chef or nutritionist volunteers. We also give participants a chance to speak with the other members of their course team to plan ahead and get to know each other. We make homemade party favors for group training such as spice kits, gingerbread nut butter, or other favorite gift recipes as a little something extra from the nutrition department. Use your resources to offer a unique token of appreciation.

15Volunteer Orientation: Agenda1. Introduce the Team begin with an ice breaker2. Introduce the Host Site & participant demographic3. Introduce the Course4. Discuss the Responsibilities and Expectations for each Course5. Facilitated Dialogue6. Gold Standards / Sensitivity Training7. Sign Volunteer Waivers8. Make a Strategic Plan

Volunteers

This is the agenda at the Food Shuttle for volunteer orientation. We have all the resources you need on our satellite partner blog, including team training powerpoints, packets, and agendas. I will especially note the necessity of volunteers signing waivers, which can also be found on the resource blog.

16Volunteer Orientation: Video ResourcesShare Our Strength What Does Hunger Feel Like Videohttp://www.youtube.com/watch?feature=player_profilepage&v=FUwUBqW7RKQ

Share Our Strength Food Network PSA http://www.youtube.com/user/ShareStrength?ob=0&feature=results_main

Cooking Matters Volunteer Training Videoshttp://cookingmatters.org/get-involved/volunteer-training-videos/

Volunteers

Here are some video resources you can use to supplement volunteer orientation. At IFFS we like to send these out before group training so volunteers come in with a solid understanding of Cooking Matters. You can choose to do the same or watch them as a group during training.

17Class ZeroWhat is a Class Zero?

Why hold a Class Zero?

Share Our Strength considers Class Zero a best practice for setting clear expectations of volunteers and ensuring proper planning prior to the course start. It is a time where all members of the course team meet, prior to the course, in effort to become familiar with the course, each other, and the course location. Its a great idea for volunteers who have already completed training and orientation. Its also a good idea if you dont have time to hold long trainings that include mock classes.

Class zero can have a variety of formats depending on your needs and the experience of the volunteers. Even though we dont hold Class Zeros at IFFS, use them if they make sense for your organization. 18Class ZeroIdeal Class Zero Structure Gold Standards

Held in advance of the course start, at the same time & on the day of the week as the courseTakes place at the host siteAttended by all members of the course team (volunteers and staff, including host site coordinator)

Volunteers

Class zero should be held at the host site at the same time and day of the week as the course, so that volunteers can become familiar with the host site, the space available for the course, and the conditions they can expect at that time and day of the week (e.g., parking, traffic). All members of the volunteer team and the host site coordinator should attend so that they can meet and interact with each other prior to the course start. 19Class ZeroClass Zero is a Chance for Volunteers to:Meet other volunteers & host site staff Become familiar with the host site Discuss expectationsDetermine a communication planSet a plan for the first class

Volunteers

During Class Zero, the coordinator should clearly outline expectations of the volunteer team. For instance, discuss what time volunteers should arrive each week, who will be responsible for bringing certain items, and the importance of thoroughly reviewing lesson plans and gold standards prior to each class. The coordinator will also want to schedule a time that volunteers will commit to each week for debriefing about the prior class and planning for the next class. Often teams choose to meet for 15 minutes after class to hold this discussion, then the course coordinator will follow up with an email summarizing agreed-upon action steps.

Class zero is also a time to set an instruction plan for the first week of the course. Be sure to explain the extra time needed in the first week for welcomes, introductions, and basic kitchen safety. Choose activities and recipes, discuss classroom management roles, and make any other needed plans. It is also important during this discussion to be sure volunteers realize there is some flexibility in class flow; lesson components may be moved around as needed to use time efficiently.

If you are conducting large group volunteer trainings, just be sure the components of class zero are included in your presentation. You will find a link to the volunteer orientation provided by Share Our Strength on our Satellite Partner blog. You are welcome to download this and customize the presentation to include information about your organization or other relevant details.20Course Coordination

The final component of course coordination is preparing the food, equipment, and materials. 21

The first step in managing course materials is making sure you get them in time! At a minimum of 4 weeks before your planned course, you need to order materials through us. You can click on the hyperlink in the timeline or find it on the satellite partner blog. You will also want to make sure you have all the proper materials for the class assembled. Use the checklist available on the resource blog to ensure you have everything you need.22Ordering Course Materials

Volunteer and Participant MaterialsInstructor manualsParticipant manualsParticipant surveysParticipant Enrollment FormsParticipant & volunteer waiversParticipant graduation giftsGraduation certificates

When you order materials, this is what you can expect to receive. Make sure you note any instructor manuals you need for new volunteers when ordering. If you need more paperwork, you can find surveys, enrollment forms, waivers, and attendance sheets on the satellite partner blog under coordination resources. If you run out of surveys, it is important you print out new copies instead of copying originals. 23

Participant Gifts

Here are examples of the gifts that participants receive based on the course subject. Kids really love the chefs hats, which come in handy during graduation when they want a cap to throw in the air.24Course MaterialsGroceriesPrepare 2-3 recipes in class each weekIf course requires take-home groceries, provide them for at least 1 recipeEquipment & suppliesCooking equipment & serve wareRecipesAprons, cleaning supplies, first aid kitTeaching materials (handouts & activities)Attendance sheet, writing utensils, other course materials

Bins of culinary equipment

The next step in managing course materials is determining how take-home groceries will be provided and what equipment needs to be gathered. As covered previously, take-home groceries should allow participants to practice making at least one of the recipes taught in class. These are only required in Adults and Families classes, but its a good idea to send leftover ingredients home with participants in Kids or Teens courses. If you are shopping at the store for recipe ingredients, make sure to buy things participants can afford as well. Consider alternative resources for food supplies, such as a local food bank. We are lucky at IFFS to be a food bank, so we use the ingredients available to us to make substitutions in recipes, which is great practice for participants.

For equipment, your host site may be able to provide what you need. However, it is recommended to maintain and transport a mobile pantry of small kitchen tools and equipment, relying on the site primarily for major equipment like an oven. The mobile pantry is simply a large plastic bin (or two) that is brought to class. The amount and quality of equipment varies from program to program, but generally includes the same basic supplies, such as knives, pots, pans, oven mitts, measuring cups, etc. We have an equipment checklist available on the blog to use when determining if you have adequate materials. As your lead partner, we may be able to help you procure the essential items to get started. 25WaiversParticipant & Volunteer Waivers

Components1. Liability and Information (mandatory)2. Media Release (optional)3. Use of Intellectual Property (mandatory- on volunteer waiver only)

Participant Waiver RequirementsLiability portion MUST be signed by participant or their guardian to participate in courses

Adult courses: waiver must be completed on the first day of class

Teen and kid courses: waivers MUST be signed by parents and collected BEFORE the first day of class

Signed waivers must be submitted to the Lead Partner

TALKING POINTS: WaiversShare Our Strengths legal counsel has developed participant and volunteer liability and media release waivers, which both release Cooking Matters and its partners, agents and volunteers from liability AND gain consent for use of participant survey data and photos or videos taken of the during course.

Participant waivers can be provided by the Lead Partner. They are modifiable to include and protect your organization as well as Share Our Strength.

Components:LiabilityAll course participants & volunteers MUST complete a liability waiver in order to participate in class. As the waivers, by law, can only be signed by individuals 18 and older, waivers for teen and child participants must be completed and signed by a parent or guardian prior to their participation in the course.

MediaThe media release section of the waiver is optional. If a volunteer, participant or their parent chooses not to sign the media release, do not take, use or share any photos, videos, or audio-recordings of that person.

Limited Use of Intellectual PropertyShare Our Strength owns the intellectual property rights in the Cooking Matters registered trademark. Curricula and printed materials and this portion of the waiver grants the volunteer a limited right to use the Cooking Matters curricula and printed materials solely in connection with the Cooking Matters program.

Spanish versions of the participant waivers are available for both children and adult participants. Consider asking participants or their guardians to document allergies on the top of waivers.

Some host sites require clients to sign a similar release, which may cover Cooking Matters depending on the language. Do not assume you are protected if you encounter this, ask your Lead Partner to verify.

Retaining informationLead Partners are responsible for verifying and retaining this documentation and will keep original waivers on file for at least three years. Share Our Strength knows that signed waivers have been filed for each participant because the information is captured on the last page of participant evaluation forms (surveys).

We will talk more about the waivers in the Administrative Components of Cooking Matters training module.

26Ready, Set . Go!

ReviewOrder a CourseRecruit Volunteers Train VolunteersRecruit Host Sites & ParticipantsGather Equipment and Food for Class1st class: complete Waivers, Enrollment Form, and Survey page 1Track Weekly AttendanceWeekly ReportingWeekly Class Reporting FormWe ask that satellite course coordinators complete the Weekly Class Reporting Form online to provide feedback on how the class is going, what some of the challenges are, any fun, exciting stories to share or areas where IFFS can help are you having trouble with a particular host site? Or are participants for a families class showing up without children? Or joining after the 2nd class, and you arent sure how to handle that? As lead partner, we have been conducting SOS courses for a number of years, and have almost heard/experienced it all! So provide us some weekly feedback so we can keep track of how things are going.

27Next UpDuring and After ClassFirst ClassOngoing reportingLast ClassAfter class reporting and evaluation Additional resources on evaluation, database, and participant surveys.

Well cover what to do in class and after in the final training module, next.

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