Volunteer Roles

Descriptions are below for further information. Click here to see what roles are still available for sign-up or if you want to remember what position you are fulfilling.

Executive Board

The Springhill Community Preschool Society has a seven-member Executive Board consisting of the following positions:

President

  • Chair of the Executive Board.

  • Chair of the Personnel Committee.

  • Chairs all meetings of the Society, Board and Personnel Committee. Votes only in the case of a tie.

  • Acts as CEO of the Society and is responsible for its general administration.

  • Acts as a spokesperson for the Society.

  • Acts as the liaison between the teaching staff and the Board.

  • Acts as the chief signing officer.

  • Carries out other duties assigned by the Board, included but not limited to: Updating/keeping bylaws current and applicable, subsidy, raise reviews, licensing, and keeping abreast and dealing with the parent body’s current concerns, issues and suggestions.

  • Presents, directs and guides discussion on policy changes and issues related to the ongoing operations of Springhill Community Preschool, to the Board and/or the parent body.

  • Create new policies as needed and present them to the General Membership for ratification, in cooperation with the Board.

  • Responsible for maintaining/updating By-Laws and Policy Handbook for Springhill.

  • Oversees the Executive Board and Teaching staff to ensure responsibilities are being met.

  • Oversees the personnel and hiring processes and evaluations

  • Maintains Facebook page

  • Delegates tasks to other Board Members and sub-committee members.

Vice-President

  • Member of the Executive Board.

  • Member of the Personnel Committee

  • Review Committee mandates and structure.

  • Attends all meetings of the Society, Board and Personnel Committee.

  • Presides at all meetings in the President's absence.

  • Replaces the President at various functions when asked to do so.

  • Is a signing officer.

  • Responsible for conducting teacher evaluations and Professional development plan

  • Delegates tasks to other Board Members and sub-committee members

  • Carries out other duties assigned by the Board

Secretary

  • Member of the Executive Board.

  • Attends all meetings of the Society and Board.

  • Keeps accurate minutes of all Society and Board meetings and updates the minute book regularly.

  • Responsible for overall coordination of the three Parent Meetings including purchasing of food/beverages, booking child care, coordinating with the Facilities Liaison to book the gymnasium and notifying the parent body about the meeting.

  • Prepares agenda packages, with the assistance of the President, for distribution to Board members no less than three days prior to each meeting.

  • Circulates draft minutes to the Executive Board no more than ten days after each Society and Board meeting. The Board is then given 2-3 days to review and advise of changes to the minutes. The final meeting minutes are posted in the school.

  • Keeps in their possession, all archived meeting minutes and agendas.

  • Carries out other duties assigned by the Board.

  • Not required, but an asset, if the Secretary can review past years meeting minutes to have knowledge of previous issues, concerns and suggestions

Treasurer

  • Member of the Executive Board.

  • Chair of the Finance Committee.

  • Attends all meetings of the Society, Board and Finance Committee.

  • Creates and manages the systems used for the accounting of all revenues and expenditures.

  • Prepares and presents an accounting of revenues and expenditures (including performance to budget) at all Society and Board meetings.

  • Prepares and presents a statement of the current financial position of the Society at the Annual General Meeting.

  • Submits one and two-year budgets to the Executive Board and presents the budget for approval at the Annual General Meeting.

  • Prepares and files all necessary financial reports pertaining to the Societies Act and charitable organization status including the Society Annual Return in November and the Charity Return due in December.

  • Helps President with salary negotiations with employees.

  • Prepares and mails WCB Annual Return due February.

  • Calculates employee pay and deductions.

  • Generates cheques for parents, staff, billed expenses and third party reimbursement

  • Invests surplus funds.

  • Signs cheques and other banking papers

  • Generates tax receipts for all donations due March 1st with the assistance of the Co-Treasurer

  • Produces T4’s for all staff due March 1st with the assistance of the Co-Treasurer

  • Carries out other duties assigned by the Board.

  • Proficiency with Excel and strong organizational skills are important.

Registrar

  • Member of the Executive Board.

  • Chair of the Registration Committee.

  • Delegates as necessary to other Board members and members of the Registration Committee

  • Attends all meetings of the Society, Board and Registration Committee.

  • Manages all registration throughout the school year and maintains the waitlist.

  • Receives enquiry emails from website and responds within five business days.

  • Contacts the Co-Registrar if a prospective family wants a tour during class times, to arrange between Class Liaisons and teaching staff.

  • Receives registration and cheques from new and continuing families

  • Coordinates all alumni cheques.

  • Generates the monthly deposits of parent cheques: registration fees, tuition fees, donations, cleaning and casino deposits.

  • Deposits are prepared at least 7 days prior to the end of the month and given to the Co-Treasurer to be deposited

  • Before compiling cheques for deposits, verifies that each cheque is for the correct amount, for the correct family

  • Arranges for all withdrawals, changes in days, and missing or bounced cheques.

  • Receives all new or wait-listed registrant's completed registration packages and appropriate cheques throughout the school year.

  • Updates and maintains dropbox class list and contact information sheet. Informs teaching staff and Volunteer Coordinator at least 48 hours prior to a new students start date during the school year.

  • Emails new registrants pertinent information including “General Information” and “Get to Know Your Child” attachments.

  • Sets registration policy (procedures, fee levels, etc.) in consultation with the Board and Registration Committee.

  • Maintains and updates registration materials (covering letter and registration form) as needed, and ensures they are saved in dropbox files.

  • Keeps track of registration forms which are forwarded via email and sends each new registrant a confirmation and information on when the lottery will be held.

  • Participates in the March registration process along with the two co-registrars. This includes overseeing the lottery and ensuring that all registrants and contacted via phone.

  • Works with co-registrars to ensure that all new registrants are contacted via email with a list of cheques that are required along with information about May’s Annual General Meeting.

  • Ensures the accuracy of the website registration content, in collaboration with the Website Coordinator.

  • Ensures the accuracy of the registration content for any advertising materials, in collaboration with the Vice President and approves advertising budget with the Treasurer.

  • Organizes the registration of the Annual General Meeting.

  • Carries out other duties assigned by the Board.

Volunteer Coordinator

  • Member of the Executive Board and Registration Committee.

  • Attends all meetings of the Society, Board and Registration Committee.

  • Must be prepared to guide and motivate the parent volunteers in their roles, assisting if required.

  • Organizes and coordinates the signing-up of parent volunteers at the Parent Meetings.

  • Ensures parents sign-up for volunteer positions when registering during the school year.

  • Works with the teaching staff and Committee representatives to ensure that parents understand the job description for their position and that they are meeting the requirements of that position, including ensuring parent volunteers find their own replacement should they be unable to complete their assigned position tasks due to illness or vacation.

  • Follows up with families that are not completing the tasks outlined in their job description and reports these issues to the Board for action as required.

  • Keeps the job descriptions of all positions up-to-date and updates the Parent Handbook with any changes and notifies the Board of these changes as needed.

  • Maintains and distributes to all parents a handout that provides tips on how to perform each position in an effort to provide orientation and continuity of the positions at the end of the school year.

  • Sends year end parent survey out to the parent body and summarizes results

  • Carries out other duties assigned by the Board.

Facility & Events Coordinator

  • Attends Board meetings.

  • Liaises between Springhill Community Preschool and Queen Alexandra School on matters such as use of the gym, parking, transportation planning, and attends any associated meetings ie: book gym for parent meeting in September, January and May

  • Liaises between Springhill and EPSB on matters such as lease negotiations, facility repairs and improvements, and attends any associated meetings.

  • Liaises between Springhill and the Montessori program on matters such as sharing of physical resources and special events.

  • Books cleaners for classroom cleaning before open house (in March) and for year end (June)

  • Responsible for reviewing the proper procedure for arming and disarming the alarm when entering/leaving the building after hours.

  • Responsible for holding a master key and classroom keys.

  • Coordinates the planning of family social events (usually the winter and Year-End parties) with pre-arranged volunteers by required date of each event.

  • Delegates to assistant planners and follows-up to ensure all tasks are being completed, such as food items and gift purchases (door prizes) are arranged and other advanced prepartations.

  • Approves expenditures with Treasurer and submits all receipts to Co-Treasurer for reimbursement, but works with in a budget.

  • Completes a simple report on event and files in a binder (phone numbers, contacts, etc. for their successors).

  • Acts as a business liaison by soliciting charitable donations of goods, services or money from local businesses (i.e. ice cream from Baskin Robbins for the Year-End party; paint from Revy to paint furniture; carpentry assistance from a local crafts worker to fix tables and chairs; computer equipment and software from local IT firms and computer stores; charitable monetary donations from companies in return for being listed as sponsors on all Springhill documents; discounts from local toy stores; door prizes for yearend celebrations etc.).

  • Maintains a record of all companies and groups contacted for donations, the outcome, and submits the record to the Board each month.

  • Having established contacts in the business community it a definite asset to this position.

  • Carries out other duties assigned by the Board.

  • In the event the school's lease is not renewed and there is a need to relocate; the facility liaison adds and delegates necessary duties to a board appointed relocation committee:

  • In conjunction with Edmonton Public Schools, the SCP president and the current school teacher the facility liaison will look for and find an appropriate board approved space to suite our needs;

  • Coordinates all requirements of licensing with the teacher, and is in contact with Fire inspection, health inspection, and the licensing official;

  • Oversees the move by delegating the duties of packing, cleaning, movers, unpacking, classroom set up, facility preparations, postal and phone connections;

  • Once it is noted that there is a need for improvement or repair to the space we lease and it is determined that the school/landlord is not responsible as set out in the lease, the facility liaison initiates the bidding process for contracted work and must follow the guidelines set out by Edmonton Public Schools maintenance department.

Committee Structure

Finance Committee

Treasurer - See Executive Board.

Co-Treasurer

  • Member of the Finance Committee.

  • Attends regular meetings of the Finance Committee.

  • Assists the Treasurer in the preparation of one and two-year budgets.

  • Assists the Treasurer in investing surplus funds.

  • Enters data for parent deposits (registration fees, tuition fees, fundraising donations, cleaning and casino deposits) as detailed by the Database Registrar.

  • Assists in creating Paypal invoices for summer camps

  • Sends deposit information to Treasurer.

  • Carries out other duties assigned by the Treasurer.

  • Proficiency with Excel and strong organizational skills are important.

  • Time commitment is approximately 1 hour/month overall.

Casino Coordinator

  • Required for academic years ending in even years only.

  • Reports to the Treasurer.

  • Organizes and oversees the Casino fundraiser every second year (2010, 2012…).

  • Maintains records of the fundraiser as needed by the Board.

  • Keeps track of paper work with respect to the Casino and Corporate Registry.

  • Completes all paper work needed for the casino.

  • Organizes and schedules parent volunteers for the Casino.

  • Keeps track of families who participate and provides a record to the Volunteer Coordinator.

Personnel Committee

Comprised of the President, Vice President and one other Board Member

  • See Executive Board, overseen by the Vice President.

  • Coordinates the annual review of the teaching staff as outlined in the Personnel binder.

  • Maintains personnel records required by the Board and keeps the Personnel binder up-to-date.

  • Creates and maintains documents required for the review process.

  • Provides a written summary of the review process and results to the Board.

  • Assists with the hiring process.

  • Solicits applications, in coordination with the Board and teaching staff, from potential teaching staff and short-lists and schedules interviews with applicants.

  • Creates and maintains a Hiring Committee binder outlining Springhill's interview process (where we advertise, list of interview and reference checking questions, security check forms, sample contracts).

Registration Committee

Registrar - See Executive Board.

Co-Registrar A

  • Member of the Registration Committee.

  • Attends all Board meetings in the Registrars place if necessary

  • Organizes all registration packages and related information in alpha-files at school premises at the start of school.

  • Prepares registration mail-outs for the start of school.

  • Revises Parent Handbook, as needed in regard to registration, and ensures availability in consult with the Registration Committee and Executive Committee.

  • Creates or organizes and oversees the creation of advertising materials as directed by the Registrar (info sheet, brochures, flyers, newspaper ads, etc.), subject to Board approval and working with in a budget

  • Maintains a record of the Society's advertising.

  • Prepares notices, invitations, signage and placement, and press releases for the Open House

  • Distributes flyers and brochures to local schools, playgrounds, health centers, supermarkets, libraries, restaurants and cafes, churches and other public places that have community bulletin boards.

  • Maintains a list of where and when promotional materials were placed.

  • Must have access to a computer and internet in order to save and access information on dropbox

  • Participates in the March registration process along with the registrar and second co-registrar. This includes helping with the lottery, (phoning and emailing approx. 20 people).

  • Coordinates the Annual Open House, typically in March, in conjunction with the teaching staff and other members of Registration Committee, including registration of new families.

  • Much of this work will take place between February and May

Co-Registrar B

  • Member of the Registration Committee.

  • Attends all Board meetings in the Registrars place if necessary

  • Makes cheque deposits on the 1st of the month and midmonth as directed by the Registrar or the Treasurer. Must be available on the 1st business day of each month to ensure deposit is made on time.

  • Checks telephone messages every two days

  • Responds to phone messages and field questions

  • If families requests tour, collect their contact information and forward to the appropriate Classroom Liaison.

  • If families are ready to register, collect their contact information and forward it to the registrar.

  • Must have access to a computer and internet in order to save and access information on Dropbox.

  • Participates in the March registration process along with the registrar and other co-registrar. This includes helping with the lottery, (phoning and emailing approx. 20 people).

  • Generates phone lists, Board member contact lists etc. as requested by the teaching staff or Board.

  • Assists with the coordinating of Summer Camp Registration

Class Liaisons (3 positions – one for 2 year old, 3 year old and 4 year old classes)

  • Must be an alumni family.

  • Member of the Registration Committee.

  • When a tour request is made the co-registrar will forward you the families contact information. Consult the teachers then contact them and arrange a tour during school hours– must be available during the day.

  • Tour Guide should be able to arrange for care for their own children during the tour.

  • Tour Guide will inform the touring family that the teaching staff is unavailable for discussion at the time of the tour.

  • Meetings with teaching staff can be arranged outside of classroom hours.

  • Must be familiar and knowledgeable with all aspects of the handbook and of the teacher programming

  • Must attend the open house and all staggered entry days for the respective age group.

  • This position gets busiest in the spring.

  • The second part of this job is to be a liaison between the class represented and the Board, bringing any parent body concerns to the attention of the Board and vice versa, including preparing a report for each board meeting reflecting these concerns and/or comments.

  • Extremely useful if you pick up/drop off your child and are present regularly for the other parents to communicate with you if necessary

  • The third part of this job entails helping English Language Learning (ELL) families with their paperwork (cheque writing, forms, etc before staggered entry and occasionally throughout the year. This person would be required to be present at staggered entry days to help these families understand routines, and arrange to meet with any ELL families that join mid-year.

  • Time commitment is approximately 1-2 hours/month overall.

Website Coordinator

  • The website coordinator will be forwarded information and requests from the board that need to be communicated to the contracted website maintenance company.

  • This will include information for parents on a semi-regular basis as well as information for prospective families regarding the open house, scheduled events etc.

Event Planning Committee

Facility & Event Planner - See Executive Board

Social Event Planners – 2 positions

  • Works under the direction of the Event Coordinator

  • Assists in planning family social events (usually the winter and Year-End parties) with pre-arranged volunteers by required date of each event.

  • Assists in arranging preparations, food items, door prizes and entertainment

  • Time commitment is approximately 1hour/month compressed into 2 chunks.

Non-Committee Volunteer Positions – Overseen by the Volunteer Coordinator

Weekly Classroom Cleaners – 4 positions (minimum two)

  • Performs a two-hour cleaning shift during their assigned week each month, as outlined by the Volunteer Coordinator. Exact times during assigned week is arranged with the teacher but is preferably done outside classroom hours. It is the parent responsibility to make these arrangements with the teachers.

  • If they are unable to clean during their assigned week, alternative arrangements must be made with the Volunteer Coordinator and teaching staff must be notified – parent responsibility to find replacement

  • Cleaning includes but is not limited to dusting, cleaning of table, chairs and extra cleaning of kitchen and bathroom (stools and diaper change area only). It does NOT include toys

  • During scheduled cleaning time, siblings cannot be accommodated in the classroom.

  • Must be tolerant of Lysol-based cleaner.

  • Time commitment is approximately 2 hrs/month

Room 16 Cleaners – 2 positions

  • Performs a two-hour cleaning shift during their assigned time each month, as outlined by the Volunteer Coordinator. Exact times during assigned week can be arranged with the teacher – however it is parent responsibility to make these arrangements.

  • Cleaning is done in Room 16 only and can included, but not limited to, tidying of shelves, dusting, washing of equipment and toys etc.

  • Siblings may be accommodated if they stay in Room 16 with supervision.

  • Must be tolerant of Lysol-based cleaner.

  • Time commitment is approximately 2hrs/month

  • Sweeping and mopping the floors

Toy Washers - 4 positions

  • Performs a two-hour cleaning shift during their assigned week each month, as outlined by the Volunteer Coordinator. Exact times during assigned week can be arranged with the teacher – however it is parent responsibility to make these arrangements.

  • Cleaning all toys as directed by the teachers

  • Must be tolerant of dish detergent and mild bleach solution in a fairly small, non-ventilated room.

  • Siblings may be accommodated as long as they stay supervised in Room 16.

Locker Cleaner – 2 positions

  • Performs a two-hour cleaning shift during their assigned time each month, as outlined by the Volunteer Coordinator. Exact times during assigned month can be arranged with the teacher – however it is the parent’s responsibility to make these arrangements.

  • Cleans children's lockers out once a month.

  • May be required to come in twice in the winter months – at teacher’s discretion.

  • Must be tolerant of Lysol-based cleaner.

  • Siblings may be accommodated if they stay in Room 16.

  • Time commitment is approximately < 2 hours/month.

Recycler – 1 position

  • Teachers will send emails requesting certain recyclable materials. Find requested items and bring them to the classroom. A great place for these items may be the recycling center, other families, local businesses etc. Most requested is newspaper!

Laundry – 6 positions

  • Takes home weekly laundry (approximately 2 loads) to wash for the school.

  • Cost of detergent, water, electricity is NOT subsidized.

  • Use of unscented laundry soap and hot water is required

  • Must be able to take home laundry at once a week.

  • Two volunteers assigned to each 12-13 week block during the school year (labeled A, B and C).

Food Purchasers – 5 positions

  • Teachers uses the “Click and Collect” method. Please indicate which Superstore location is the easiest for pickup.

  • Teachers will preorder and pay for groceries

  • Deliver groceries to the school before snack time

  • May require finding items not found at Superstore at other stores

Supplies and Materials Purchaser – 2 positions

  • Purchases non-food items for classroom as needed.

  • Makes approved purchases of new supplies and materials as directed by the teaching staff according to the budget. Teachers will email requests to the purchaser assigned during that time frame.

  • Submits receipts to teaching staff for reimbursement. Must be able to cover costs of approximately $50.00- $100.00

  • Time commitment is approximately 1-2 hours per month.

EPL Liaison – 1 position

  • Edmonton Public Library Liaison.

  • Visits Edmonton Public Library as directed by the teaching staff. Signs out, renews and returns books as required.

  • Ensures the most recent copy of the Edmonton Public Library Programs and Events Guide is on the parent information table.

  • Posts notices of special library events that may be of interest to our families.

  • Computer and internet access is important.

  • Time commitment is approximately 1.5 hours/month.

Classroom Helper/Librarian – 1 position

  • Assists teachers with paper cutting, assorted classroom tasks

  • Assists with updating photos and displays in hallways and Room 16 approximately every 2 months

  • Makes play dough and supplies it to the teachers on an as needed basis in order to maximize freshness and minimize germ/bacterial etc. transmission. (Supplies not provided).

  • Assists teachers where required.

  • May be asked to be a substitute for other positions, if absolutely needed (ie: a family moves during the year, until a replacement family can be found for the position, the classroom helper will carry out that position).

  • Maintains Springhill's book collection - filing, inventory control, etc.

  • Re-files books when the classroom theme changes.

  • Repairs books as necessary.

  • Time commitment is approximately 1-2 hours/month.

Scholastic Books Coordinator – 1 position

  • Coordinates Scholastic Book orders.

  • Having access to phone, fax, or internet are all suitable to carry out the tasks required.

  • This job requires very strong organizational skills as there is a fair bit of paperwork to keep organized. As well, special offers and promotions by scholastic can mean for changing deadlines that need to be communicated and managed.

  • Time commitment is approximately 2 -3 hours per month. Usually this would be all at once, not spread out.

Birthday Cards and Crowns – 1 position

  • Creates Cards and Crowns each month for children's birthdays; supplies are provided.

  • Please complete monthly because of class changes that occur throughout the year.

  • Time commitment is approximately 1 hour/month.

Photographer (Events & Portraits) – 1 position

  • Arranges to take, or have taken the annual class photos and provide the option for individual photos for families who want them.

  • Edits photos and provides them to the teachers and board.

  • Arranges for printing of photos as required.

  • Attends the bi-annual parties (usually February and June) and takes photos.

  • Must have own photography equipment.

  • Liaises with field trip photographer and photographer assistant as required. May be asked to attend some field trips in lieu of other photographer when necessary. May also request assistance of second photographer especially for formal end of year photos.

  • Time commitment is compressed into the last half of the year (February to June).

Photographer (Field trips) – 1 position

  • Attends as many field trips as possible covering all age groups.

  • Takes candid photos at field trips.

  • Edits photos and provides them to the teachers and board.

  • Arranges for printing of photos as required.

  • Must have own photography equipment.

  • Liaises with event/portrait photographer as required; may be asked to assist for formal photography at the end of the year.

  • Time commitment is approximately 2-4 hours/month.

Photographer Assistant – 1 position

  • Attends formal year-end photo sessions to help event photographer set up photo sessions and help manage children.

  • May be asked to step in to attend some field trips when necessary.

  • Liaises with families, event photographer, teachers and volunteer coordinator to set up photo sessions at year-end.

  • Ensure photo consents signed by all families.

  • Must have own photography equipment.

Take-home Painting and Maintenance – 1 position

  • This requires that a person can do a few jobs per year as requested by the teaching staff. It may include children’s tables and chairs, bookshelves, or other items from classroom that need to be removed from the classroom. Usually items will not need to be returned for a couple months, so jobs do not tend to be urgent!

  • If few to no painting jobs required during the year, this position will be combined with Maintenance.

  • Completes minor repairs and maintenance in the classroom throughout the year. Basic carpentry and painting may be involved.

  • Completes more involved maintenance projects on own time at home. (Please note that there may be both in-class and take-home work to be completed.)

  • Must have own tools.

  • Time commitment is approximately 2 hours/month (may be compressed).