PRIME TIME Family Reading Time: Program Coordinator (copy)

             

Section1: About the program (copy)

Lets' recap.

Watch the PRIME TIME overview.

                                      

The goals of PRIME TIME are to:

  • Deliver quality humanities education experiences
  • Increase public library use
  • Increase family bonding and reading time
  • Positively affect the attitude and behavior regarding reading 
  • Improve academic achievement. 

  • Creates a collective learning environment that encourages participation from children and adults alike.
  • Integrates reading, listening, and discussion.
  • Teaches participants to give clear and definite answers about discussed issues.
  • Poses open-ended questions to help participants think critically, thus improving reading comprehension skills.
  • Models storytelling and literary discussion techniques for parents/guardians.

Based on what you've learned from the overview, mark the statements that accurately describe PRIME TIME. 

Fill in the blanks to draft a brief review about the PRIME TIME Family Reading Time that you may use to promote the program.

Program structure

Explore this presentation about the program. You will need this information to promote PRIME TIME.

Click on colored tabs on the left to learn about PRIME TIME.

       

PRIME TIME is a reading and discussion program.

There could be up to participating families in the program.

Prime Time Family Reading Time consists of  sessions and each session lasts for minutes.

Every session begins with a served for all the participants.

Then families watch a  which is created to promote literacy-related services.

The core activity of each session is  for the main group of kids ages 6-10 and their parents.

Siblings ages 3-5 attend  awhere they are engaged in literary exploration via play.

The nice 5 minute wrap-up and incentive for each session is  .

Prime Time has been evaluated and the results point out that participating in this program creates the precondition for future learning. (need impressive numbers)

Let's recap!

PRIME TIME team

Regardless of the host site type (school, library, community center etc.) a PRIME TIME team should always consist of four key members: program coordinator, preschool facilitator, scholar and storyteller. The program coordinator is responsible for identifying a qualified preschool facilitator.

Generally, scholars and storytellers are assigned to sites by the PRIME TIME staff. Program coordinators are welcomed to recommend qualified individuals from their school/organization/community to be considered for those roles as well. 

There are also 3-4 volunteers who can help with implementation tasks. They are secured by the program coordinator.

Learn about the responsibilities of your team members. 

Click on the images or text on the slide to learn more.                

     

  • Scholar and storyteller work collaboratively to prepare and deliver the core activities of the program- reading and discussion.
  • Scholar and storyteller can use a book of their own choice, if one of them does not like the program book.
  • By attending to the needs of 3-5 year olds, preschool facilitator supports family participation in the main session.
  • A preschool facilitator and I need to agree upon the sum to be allocated for the centers supplies.

Mark each statement True or False. 

Below is a summarized list of program coordinator responsibilities and tasks. Completion of all of them contributes to the success of the program. However, we would like to especially emphasize the importance of one of them. Can you guess which one?

Program Coordinator responsibilities

Although storytelling and discussion form the core of the program, it can only happen successfully when all the other program components are in place. By completing tasks like recruiting families, securing meals, arranging the room, and distributing books; you, as a program coordinator, make it all possible.

It is also critical that you take the ownership of your role as a team leader. All team members understand the role of the program coordinator and are ready to work cooperatively with you to make each session successful. 

The number of tasks may seem overwhelming at first, but you would need to complete them at different stages of the program. Later in this module, we will explain each task in detail and give you all possible help and advice that you may use in your work. 

For now, try to predict what tasks you would need to complete at which stage of the program. When you are done, you will see a program coordinator at work.

      

  • Working with the data packet.
  • Recruiting up to 15 families and maintaining participation.
  • Securing program components.

Mark the most important task of a program coordinator.

Section 2: Pre-Program. Tasks to do 3 months before the program (copy)

Using the tips and having looked through the Program Planning and Implementation Schedule, mark each statement True or False.

Set dates and times. Plan your program schedule.

Hover over the hotspots to read the advice about setting dates and times for the program.

You may download and use this Program Planning and Implementation Schedule to help you plan your work during the entire program.

  • The time line for planning activities in advance of the program is about 2-3 months.
  • If your session is scheduled between July and January, it is safe to begin planning activities in mid October.
  • Tuesdays at 5.30 may be a sound choice in terms of day of the week and start time.
  • If the dates change, it is imperative to call the Prime Time staff to coordinate the rescheduling of a scholar and storyteller.

Match the document to the stage of data collecting.

Review Data Packet

In order for the Program to run effectively and efficiently we need to collect various data through the program paperwork. In order to assist you in completing all required paperwork, we have assembled a “data packet.” This packet contains copies or examples of all required forms to make your data collection and reporting responsibilities during the program as simple as possible.

It is critical that you review the data packet before the program in order to understand what paperwork needs to be filed out and at what stage. 

      

  • Expense Report
    After the program
  • Participant Survey
    At the first and last sessions
  • Attendance Record
    During each session
  • Stipend Release
    At the organizational meeting and after the program

Which of the following is/are NOT acceptable when working with a stipend?

Work with stipend

The LEH currently provides program support stipends to each Louisiana site.

Program support stipend amounts may vary. However, the PRIME TIME staff will ensure that program coordinators receive advanced notice of their stipend amount.

Funds will be released in the form of a check to the party (agency or individual) indicated on the PRIME TIME program application. 

Use of Funds: 

The program support stipend funds may be used to purchase items that will be directly utilized or consumed during the program or by program participants.

Allowable Expenses:

  • Cashing the stipend check to distribute cash prizes to families as door prizes.
  • Using the stipend money disproportionately more on certain program categories.
  • Failing to submit the receipts for all the purchased items and services.
Mark all that apply.

Click on the promotional materials that you will need to customize. When ready, click Submit.

Receive program materials.

Upon completing the program application process, every site receives a publicity kit with promotional materials to help promote the program and recruit participants.

Besides promotional materials, a publicity kit also contains 6 Preschool Books (1 book per week for 6 weeks program).

Hover over the hotspots to learn about promotional materials that you will find in the starter box.

You can find this information in the Louisiana Planning and Implementation Manual on page 43. 

Tips form experienced Program Coordinators:

Create a publicity kit.

In oder to prepare for the promotional activities, you will need to customize some of the materials. 

Customizing the fliers, brochures, and posters is easy and can be done inexpensively. Affiliate agencies and/or sites can choose to customize the materials in-house with basic printers and copy machines, or work with a local printer (Kinko’s, Office Depot, etc.) to customize.

Use the visual aids below to learn to customize promotional materials.

1. Flier, Brochure, Certificate

       

2. Posters

Put the events in order to have the outline for the plan to promote the program.

Promote the program      

Why do you need to promote the program?

  • To create support and assistance for program implementation now and in the future
  • To maximize potential impact of the program on the target audience
  • To promote the program and the supporting organizations and underwriters

How can you promote your program?

  • By requesting support from businesses and other organizations that are potential beneficial                  partners (those that can help secure food, door prizes donations and volunteer support)
  • By creating partnerships to help reach out to and recruit the target families  
  • By publicizing and spreading information about the programs

Who can you reach out to and how to garner support?    

     

Here are some documents and samples to help you in your work:

Program Promotion Plan

Sample support request and recruitment letters

Sample press releases

  • Make a list of forms of community support your agency needs for the upcoming program.
  • Select individuals or entities that can offer necessary support.
  • Think of information, resources, and engagement opportunities you could offer those entities to secure their support.
  • Engage with the selected entities.
  • Publicize the program on radio, TV and in local press.

Which of the following you DO NOT need to do?

Receive and maintain books.

Books are central to the impact of our program, and purchasing them requires significant effort. We, therefore, work in good faith with program coordinators to ensure that the books reach program participants in a timely manner and in good condition. We also rely on program coordinators to assist in keeping the cost of books down by adhering to the policies below.

       

You may view the syllabi on the PRIME TIME website.

  • Distribute 5 sets of books (10) total for each family during the program.
  • Distribute books for the first session.
  • Provide books for team members.
  • Collect books from team members.

Section 3: Pre-Program. Tasks to do 2 months before the program (copy)

Here are few more tips and effective strategies for recruiting families. However, there's one that is not really reliable and is proven to produce little to no recruitment success. Can you guess which one?

Recruit Participants

The PRIME TIME audience can be a difficult, though not impossible, one to engage. Participant recruitment is, therefore, one of the more time-consuming tasks program coordinators must complete. Taking the time and care necessary to find and enroll target families will make your program truly worthwhile. Beginning early and following up consistently is critical to success. 

Watch this video presentation about recruiting for PRIME TIME                             

      

Tips from experienced program coordinators

Use this Participant Recruitment Plan to conduct a successful recruiting campaign.  

  • Start recruiting early.
  • Set aside at least two hours each week to actively recruit families.
  • Announce to the general public via newspapers or radio ads.
  • Recruit from an area that is in close proximity to the host site this will reduce the cost of transportation and long rides for the participants.
Mark one strategy that would not be effective for recruiting participants.

Begin enrollment.

 

Participants will enroll for PRIME TIME by filling out and returning the enrollment form or by calling the host site.

It is often necessary to confirm address, name spellings, etc. with a phone call. It is also a good way to let participants know that they are enrolled and to remind them of the dates.

Also, confirmation of pick-up time and place for participants who require transportation assistance is important. 

Upon enrollment, program coordinators should assign each family a number and transfer the information provided on the enrollment form into the Attendance Record (see data packet). This information will be used to track participant book distribution and survey completion, create nametags, and establishing transportation routes. 

Enrollment confirmation calls

Below is the sample script for making enrollment confirmation calls. It outlines critical information you need to collect when placing such a call.

You can find this sample in the Calls Scripts document. 

Secure transportation

In Louisiana, program support stipend funds can be used to cover or supplement the cost of transporting participants in need to and from the program.

Volunteers and donations can also be used to cover transportation costs. 

During the participant enrollment process, find out whether any families will need transportation assistance. If some families are in need, identify a licensed and insured transportation service provider and enter into a contract with the service provider.  

Guidelines for selecting a transportation provider:

Transportation agreement

Options for securing transportation:

  • School system, charter school organization, or Head Start buses

  • Child Care Center, Council on Aging, or Church vans

  • Tickets, tokens, and passes for public transportation (buses and trains)

  • Taxi cab companies or car-sharing services such as Uber

  • Gas cards for families with cars but limited funds (these can also be door prizes) 

Hover over the hotspots to learn about the points that you should discuss with a selected transportation provider. 

If desired, you can use LEH-provided contract templates to guide these conversations. Please note that if used, the contracts are between the driver and the applicant agency and/or host site, so it is not necessary to return the contract to the LEH. 

Secure healthy meals.

In Louisiana, program support stipend funds should be used to purchase or supplement the purchase of meals and meal service materials.

​​Options for securing healthy meals:

  • Requesting donations and/or discounts from local restaurants;

  • Asking Sunday school classes, sororities, and / or clubs to provide a meal each week;

  • Partnering with a local food service organization (food bank, farmer’s market, etc.). 

Use this sample letter to help you secure donations from local businesses and community agencies. 

Food suggestions

Main Dish Veggie/Fruit/Nuts Crackers/Cheese Dessert Beverage

Sliced turkey sandwiches

Chili

Sliced ham & cheese sandwiches 

Peanut butter & jelly sandwiches 

Chicken salad sandwiches

Tuna salad sandwiches

Hot dogs

Pizza 

Chicken 

Hamburgers

Corn dogs 

Vegetable tray with dip

Bananas 

Carrot sticks

Mixed nuts

Pineapple chunks (canned) 

Fruit tray 

Apple slices 

Orange slices 

Raisins (small boxes) 

 

Saltines

Graham crackers

Cheese snack crackers (Nips) 

Cheerios 

Animal crackers

Pretzels (Mini)

Cupcakes 

Brownies

Cookies

Fruit juice  

Milk (individual cartons) 

Bottled water 

When compiling a menu, try to include a minimum of a main dish, a side dish, and a beverage. If the resources allow, extend the menu, but always remember to include at least one "healthy component".

Let's practice compiling healthy meals for PRIME TIME.

       

Recommended Supplies

  • Paper plates – 6” round for older group
  • Large divided plates for younger group
  • Styrofoam or plastic beverage cups – 8 oz.
  • Napkins
  • Aluminum foil and / or plastic wrap
  • Plastic gloves for serving food 

Tips from experienced program coordinators:

Secure door prizes

In Louisiana, program support stipend funds can/should be used to purchase or supplement the purchase of door prizes.

You should also try to secure donations and discounts from local businesses and community agencies.

Use this sample letter to help you secure donations from local businesses and community agencies. 

How many do you need?

Determine the number of door prizes needed (some example prize formats include 1 per session, 1 per family, 1 for all kids, 1 for parents and kids, etc.). This determination should be made according to the availability of donations, discounts, or funds for door prizes. 

It is also a good idea to secure grand door prizes for families that attend 4 or more sessions. Have ticket stubs to hand out to families each session they attend for drawing of big prizes at last session.

Guidelines for choosing door prizes:

  • should emphasize learning and/or be literacy-based 
  • should encourage reading and family bonding
  • should increase the likelihood of participants continuing program activities
  • should excite participants 

Explore some ideas for door prizes.   

   

We recommend you bookmark the following resources:

First Books Program

Scholastic Partnership program   

Keep in mind that Wal-Mart, Winn Dixie, Target, and Dollar General grants to local entities providing literacy services. 

Secure volunteers

 

 

Volunteers may be used to assist the program coordinator and community organizer with implementation tasks.  

 

 

 

 

Possible volunteer groups to contact:  Friends of the Library 

  • Church groups 
  • Fraternities and sororities,
  •  Mortar Board
  •  Key Club
  •  Altrusa Club
  •  Library science classes or library club members (to present stories for 3-5 year old group)

Section 4: Pre-Program. Tasks to do 1 month before the program (copy)

Match the two halves of the sentences to have key points to be covered during the organizational meeting.

Hold an organizational meeting

The program coordinator is responsible for arranging an organizational meeting three to four weeks before the program begins. The entire team (i.e. scholar, storyteller, preschool facilitator, and key volunteers) should attend this meeting. This is an opportunity for everyone to contribute to the organization and implementation of the program. Also, alert your PRIME TIME monitor about the date and time of your organizational meeting. 

Explore the presentation below to learn about the meeting agenda.    

        

You will find more information about completing attendance forms and parent surveys in Section 5 of this module.

Tips from experienced program coordinators

  • Plan
    the first session.
  • Collect
    initial data for stipend release.
  • Determine
    session flow and arrangements.
  • Review
    participants surveys.

First session scenario

Plan the first session

Why is the first session important?

PRIME TIME is a new experience for most people, and often families will arrive at the first session without a clear idea of what the program will entail. Some participants will be expecting a reading or story time program of the type they have previously experienced, and some will be new library users without any concrete pre-conceptions. Whatever the audience expectations, the first session is critical to shaping the entire PRIME TIME experience. 

       

How is the first session different?

Since the syllabus does not list required books for the first session, this gives the storyteller a chance to put his / her best foot forward. This is a chance to be creative and really capture the interest of the participants while keeping the focus on PRIME TIME’s storytelling and discussion format. The scholar and storyteller must get together to develop an agenda for the first evening. 

       

  • After the participants sign in and fill out the entrance survey, they receive a first set of PT books. Then they have a meal and take seats in the discussion area. The program coordinator welcomes the participants, introduces the team , and explains how PRIME TIME is going to work. After this the storyteller and the scholar ask the kids to open the books that were distributed to them earlier and to follow along with the story that they present from the PT book and hold a discussion about raised issues .
  • After the participants sign in and fill out the entrance survey, they receive a first set of PT books. Then they have a meal and take seats in the discussion area. The program coordinator welcomes the participants, introduces the team , and explains how PRIME TIME is going to work. After this the storyteller and the scholar remind the families to bring the books that were distributed to them earlier to the next session and then the storyteller tell an Aesop fable and the scholar holds a discussion about raised issues.
Which scenario describes the first session more accurately?

Keeping in mind that one of the goals of resource commercials is to educate about learning outside the program, would you agree with the following statement?

Plan a resource/library commercial

What is it? 

Resource/library commercials offer a fun and engaging way to provide participants with information on resources, events, at-home learning strategies, other programs and more. 

Why is it important?

This aspect of the program helps to educate participants about ways they can continue learning, reading, and bonding after the PRIME TIME program ends. 

What is the difference between a resource and library commercial?

A library commercial is a quick (about 5 min.) presentation about the library services available for the participants. 

A resource commercial is a quick (about 5 min.) presentation about any other resources, events, or learning strategies  to help participants continue learning.

If your program is held at a public library, the library commercial is an easy way to involve your staff and volunteers. If your program is held at a school, this is your opportunity to let parents know what the school and/or school library has to offer their children. 

Watch this video example of the library commercial

      

Many PRIME TIME programs take place in non-library settings, so involving the library requires a few extra, but critical steps. Review the infographic below to learn more about securing library connection. 

If there is a link for library commercial scenarios, it should be here. if not, we need a separate document available for downloading.

  • Resource commercial is a great opportunity to present resources about techniques for parents to help their children perform better in school.

Use the words below to complete a checklist before the beginning of the program. Type in your answers in the gaps provided.

duties,   reminder calls,   procedures,   contact,   confirm,   establish,   commercials,   book packets,   registration cards  

Collect completed .

registered families to verify information and determine need for transportation.

Make to registered families.

Prepare for distribution.

food and door prize donations and delivery methods and times. 

pick up/drop off route with transportation provider (if needed).

Plan weekly resource/library .

Assign staff and volunteer .

Determine weekly session and flow. 

Section 5: During the Program Tasks (copy)

Drag to organize these events in the order that they are most likely to happen during a session.

 Organize the session

Watch a program coordinator, Erin Korosi, talk about a normal PRIME TIME session flow.                               

       

      

  • You mark/take the attendance records.
  • Participants have a meal and get a chance to meet each other and PRIME TIME team members.
  • You present a resource commercial about upcoming Summer Reading Program.
  • Participants listen to a story and discuss the issues.
  • You hold door prize drawing.

Which area is better prepared for the sign-in of the participants?

Set the room

Look at the suggested room setup. Hover over the hotspots to learn more. 

Set the sign-in desk

        

Click on the magnifying glass to have a better view.

Mark each statement True or False

Work with Program Attendance Record 

Attendance record

Study the following example.

Now let's practice filling out the Excel form.

       

  • Have a printed version of the attendance sheet on hand at the sign-in table during each session to mark participant attendance and whether they received books for the upcoming session.
  • Use a lowercase letter “x” to indicate that a participant attended a session and received the books for the upcoming session.
  • Enter data from printed version into Excel version following each program session.
  • Submit either the printed version or the digital Excel version of the attendance record.

Mark each statement True or False.

Work with Adult Participant Survey

Adult Participant Survey

REVIEW the participant survey so that you can assist families with completing it during the first and final sessions. 
   
        

  • The participant survey must be completed twice; once on the first session and again on the final session.
  • The first and last 2 questions on the survey should only be completed on the final session.
  • Two adults (e.g. a mother AND father) can each complete a survey for the same family.
  • Each respondent must enter the date, their name, the age of the one child for whom they are responding, and the name of the site at which they are participating.

The program coordinator should ensure that team members have the information and resources necessary to make each program session a success. In order for your program to be successful, you must ensure that your team is sufficiently prepared.

Support the Team

  • Ensure there is adequate space for the preschool session to take place.
  • Ensure there are volunteers available to assist during each preschool session.
  • Discuss the necessary/desired preschool center materials.
  • Host an organizational meeting ahead of the program start date to ensure that the team is prepared.
  • Ensure there is adequate space for the storytelling and discussion to take place.
  • Explain the program closeout process and explain that the program coordinator works with the LEH staff to officially close the program.
  • Ensure that the session begins and ends on time.
  • Provide program participants with name tags during each session.
  • Meet quickly following each session to discuss what worked and what can be improved during the next one.
  • Purchase or provide access to the agreed upon preschool center materials ahead of the program start.
  • Determine how much, if any, of the program support stipend will be spent on preschool center.
  • Establish rules of conduct on the first session.

Below is the list of ways how you should support the team.

Some of the tips pertain to performing a specific role on the team, like how you can help a preschool facilitator.

Read the list and mark the critical ways in which you, as a program coordinator, should support the work of the entire team. 

Final session. Data Packet reminders.

Plan the final session

Watch this video presentation about the final session

       

  • Complete photograph permission forms.
  • Fill in participant attendance and book distribution on attendance record.
  • Administer Participant Survey.

While celebrating do not forget to work with the data packet. If you haven't collected information from the storyteller, scholar and preschool facilitator during the organizational meeting or at any other time, now is a good time to request this information to complete the Team Member Stipend Release form.

Besides collecting information for the Stipend Release form, remember to complete other tasks related to program documentation.

Mark the tasks you need to complete on the last session. 

Program quality assurance and support.

Program support

    

Quality assurance. Site Visits. 

Please keep in mind that unresolved issues noted by the site visitor during visits may trigger corrective measures (additional site visits, additional phone or online training for relevant team members, rejection of relevant team members for future programs, program cancellation, or rejection of applications for future programs). 

PTFRT Site Visit Checklist 

Continue and verify

Study the list of tasks that you need to complete "during the program" phase and mark how often you need to perform  each of them.

   Confirm food, door prize,  and delivery/pick-up methods and times.

   Administer and present library commercial.

   Administer program entry surveys. 

   Award gift books to regularly attending families.

   Confirm volunteers.

   Administer program completion survey.

   Draw for door prizes.

   Distribute and collect complete photograph permission forms.

   Award completion certificates to participating families.

   Collect receipts for items and services purchased for the program.

   Collect attendance and book distribution data. 

   Make reminder calls to registered families.

 

Reminder Calls

 

You may use this script to make reminder calls. You can make these calls on your own or ask for help from volunteers or fellow staff members.

You can download the document with scripts in the Program forms and downloads section of this module.

Section 6: Post-Program tasks. (copy)

Program closeout responsibilities

In Louisiana, program coordinators are solely responsible for submitting the information necessary for the LEH staff to officially “close” a program. Remember that programs are not officially closed by the LEH staff until all closeout responsibilities are adequately completed by the program coordinator. Further, the LEH will not issue team member stipends until the program is officially closed. Closeout responsibilities are listed below.

Closeout checklist:

  • Program attendance record
  • Adult participant surveys (entry and exit)
  • Program final report
  • Team Member Stipend Release Form
  • Program Expense Report
  • Receipt copies
  • Unspent Program Stipend Funds 
  • Books loaned to team members
  • Books not distributed to families 

Which of the scenarios below are correct to follow (mark as True) and which contain erroneous actions (mark as False)?

Closeout tasks. 

Work with Program Expense Report 

Program Expense Report

Review the Program Expense Report 

         

  • You have $5 left from the stipend funds. You return this sum in a form of a check to the LEH and document this sum in the Expense Report as a LEH refund (R).
  • need two erroneous scenarios (receipt) and something else that's typical

Mark each statement True or False.

Closeout tasks. Work with Team Member Stipend Release Form.

Download the Stipend Release Form form from the PRIME TIME website.

Review the Team Member Stipend Release Form

        

  • The form should have the name of each team member, the CORRECT address to which their stipend should be mailed, and their social security number.
  • Stipends cannot be processed without the information required for this form.
  • Poorly and/or hastily written mailing addresses and social security numbers can result in lost stipends and eventual tax delinquencies.
  • Because the information being collected for this form is sensitive, it is critical to keep this form in a secure location until it is submitted to the LEH staff.
  • Team member roles that WERE NOT filled as part of your program should be left blank.
  • Collecting the names, contact information, and social security number of a substitute is optional.

Complete the Program Final Report


Program Coordinators are responsible for submitting a Program Final Report for each PRIME TIME program they implement and complete. This report captures numerical and observational data that are critical to evaluating formative and summative program outcomes.

 

You are strongly recommended to practice filling out the Program Final Report. You may save and download your responses to help you fill out the online form.

Program Final Report actual form.

Prepare closeout materials for the submission to the LEH.

 Prepare Participant Surveys

If the program coordinator ensured that each participant completed a survey on the first session and again on the last session (as indicated), preparing the surveys for submission to the LEH staff will be nearly done once the program ends. The participant surveys are a part of the data packet and must be submitted within 30 days following the last program session.

Return unused books to the LEH  

 

Program books loaned to team members and those that were not distributed to families must be returned to the LEH within 30 days of the final program session. Excess books can be returned to the LEH using any remaining program support stipends funds. If there are no additional program support stipend funds, the books must be returned to the LEH at the expense of the site. 

        

Submit all closeout materials to the LEH

Again, program coordinators are allotted 30 days following their last program session to submit all closeout documents. If all closeout documents are not received by the deadline, the stipend will not be released.

If in doubt about whether you have satisfied all closeout responsibilities, email primetime@leh.org to ask whether you have submitted all materials necessary to officially close your program. Please note that the longer you wait to submit closeout materials, the longer team members will have to wait to receive their stipends. 

Closeout checklist

  • Program Final Report

  • Attendance Record 

  • Program Expense Report 

  • Program Support Stipend Purchase Receipts 

  • Team Member Stipend Release Form 

  • Participant Surveys

  • Unspent Program Stipend Funds 

  • Books loaned to team members

  • Books not distributed to families

Unless otherwise noted, all data packet materials must be shipped and/or faxed using the information below:

Let’s learn about the submission methods for the closeout materials.        

       

Section 7: A Quick Quiz (copy)

Assessment

Let's summarize some key points.

Program Timeline

  • Set date and times.
  • Customize promotional materials.
  • Promote the program and recruit participants.
  • Secure food, door prizes, and volunteers.
  • Implement the program.
  • Complete the closeout activities.
Put the events in the correct order to create a PRIME TIME timeline.

Forms and documentation

 Choose the correct option for each gap.

I need to start working with the data packet  the program.

I need to start collecting data for the during the organizational meeting. 

I need to transfer the data to the Excel form of the .

is filled out twice: on the first and on the last session.

The Expense Report is submitted

I need to submit receipt of all expended funds.

I need to submit all elements of a program data packet within days of the last program session.

Planning and Implementing the Program

Click all the BAD ideas that are posted on this board.

Remember to click Submit when you made your entire selection.

Section 8: Program Forms and Downloads (copy)

Program forms and downloads

Below is the list of forms and documentation that were mentioned/explained in this module.

You may download these materials here or access them on the PRIME TIME website.

Planning the Program

Implementation Schedule

Weekly checklist

Recruitment Plan

Promotion Plan 

Creating Promotional Materials

Instructions for customizing fliers and brochures

Samples of a complete flier, brochure, and certificate

Flier Template (English)

Flier Template (Spanish)

Brochure Template (English)

Brochure Template (Spanish)

Certificate of Achievement Template (English)

Certificate of Achievement Template (Spanish)

Certificate of Appreciation Template (English)

Promoting and Recruiting 

Sample support request and recruitment letters

Sample press releases

Transportation agreement

Calls scripts 

Implementation Documentation

Data Packet instructions closeout checklist

Adult Participant Survey

Program Expense Report 

PT Attendance Record

Stipend Release Form

Photo Permission Forms (English/Spanish) 

Request for Additional Books

Implementation Activities. Library Commercial

Library Commercial Ideas 

Participant Library and School Commercial Survey Forms (English)

Participant Library and School Commercial Survey Forms (Spanish) 

Program Evaluation

Program Coordinator Final Report Preview 

Program Coordinator Final Report (Online Form)

Site Visit Checklist 

Section 9: Feedback and Contacts (copy)

Feedback Survey

We would greatly appreciate if you completed the feedback survey for this training module.

Your feedback is invaluable in assessing the effectiveness of this module and in identifying the problematic areas that could be improved.

Click Feedback Survey to begin. 

Contacts

If you have any questions, comments, or suggestions regarding this training module or PRIME TIME program, please feel free to contact us.

Email:  primetime@leh.org

Phone: 504-529-2358

To read the latest news and updates about the program and to share your PRIME TIME experiences, please find and join us on our Facebook page.