Draft of YRYLA Vision/Governance Document

 

Last Updated May 26, 2011

 

Guiding principles resulting from the Visioning process

Rocky Mountain Rotary Youth Leadership Awards (RMRYLA) is recognized for creating youth leadership conferences.

 

RM RYLA produces these events for and by a diverse population of youth through collaboration with Rotarians.

 

RM RYLA expands and improves its impact using current and effective programming, training, and methods of evaluation.

 

RM RYLA employs consistent guidelines when selecting participants, staff, and board members.

 

RM RYLA continually increases its participant capacity and Rotary involvement, and engages an active alumni network.

 

 

1. Rocky Mountain RYLA vision statement

RM RYLA is a life-changing leadership training program in Rotary Districts 5440 and 5450 for young men and women that emphasizes leadership, citizenship, and personal growth, and aims to:

a.     Demonstrate Rotary's respect and concern for youth.

b.     Provide an effective training experience for young leaders and potential leaders.

c.     Encourage leadership of youth by youth.

d.     Publicly recognize young people who are rendering service to their communities.

 

 

2. RYLA history

RYLA began in Queensland, Australia in May of 1960 by Rotary districts 260 and 258. The committee created a program to train youth (14-30) in character, leadership, personal development, and good citizenship. RYLA was approved by the RI board in 1971 as an official program.

 

After hearing about the success of RYLA from a Texan District Governor in 1984, DG Stan Black asked Virgil Holtgrewe from Lakewood to attend the Dos Rios, NM camp with a few boys (girls were not allowed). In 1985, Virgil asked Murph Widdowfield from Lakewood and Warren Holmes from Greeley to take another 11 boys to experience the camp. As a result of the pilot project’s success, the three Rotarians spent 1986 planning for the first District 545 RYLA Camp took that place July 26-31, 1987. There were 102 attendees and 15 Rotarians involved from Colorado, Wyoming, and Northern Nebraska. By 1988 the program grew to include 120 participants. In the early 1990’s Districts 5450 and 5440 were separated, though the District Governors elected to still hold RYLA together. Finally, in 2002, RYLA grew to its current capacity of 240 participants, 20 junior counselors, 20 senior counselors, and 5 staff.

 

 

3. Organizational structure

RYLA is managed by the Board of Directors of Rocky Mountain RYLA, a nonprofit organization incorporated on January 10, 2003 in Colorado and representing Rotary International Districts 5440 and 5450. The RM RYLA board also oversees Young RYLA and Advanced RYLA. RM RYLA counselor staff and board members are volunteer Rotarians from both districts.

 

The RMRYLA corporation is funded through scholarships provided by Rotary clubs in both districts, paid per student participant. The per-student cost is currently $400, to be increased to $450 in 2012.

 

 

4. RYLA Chair 

The RYLA Chair is appointed by the Board by September 1st and serves as chair for one conference.

 

RYLA Chair selection criteria

A candidate for RYLA Chair must be a Rotarian who served as a RYLA Senior Counselor in the immediate prior year, and ideally additional years. The Chair must be a good communicator with the ability to motivate and support youth leaders.

 

There has been a tradition of alternating Chairs between Rotarians of D5450 and D5450, though the position should be filled by the most appropriate Rotarian, regardless of district.

 

RYLA Chair selection process

In early spring there will be a call out to current senior counselors for qualified Rotarians with the proper experience. The board will appoint the Chair Elect by the end of May. The Chair Elect will only be known to the board and the chosen individual until after the conferences. The Board reviews candidates (through formal or informal interviews, and soliciting input from counselors and past Chairs). Under special circumstances, the Board may elect a chair for two years in a row.

 

RYLA Chair job description

·       Select the head junior counselors (with input from other counselors, ratified by the board).

·       Adhere to the budget set forth by the board.

·       Develop a selection process for junior counselors/senior counselors and counselor staff, work with YRYLA staff in selecting counselors.

·       Select the SC team and counselor staff, with the approval of the board.

·       Assist in selection of the JC team.

·       Analyze survey results from the prior conference.

·       Support Head JCs as they manage, organize, and direct camp activities.

·       Refine/confirm the camp program and invite speakers, along with the head JCs and a program committee.

·       Support staff before and during the conference with any questions/concerns/issues that may arise.

·       Prepare/direct training with head JCs and a program committee.

·       Pair JCs and SCs.

·       Assist with inventory, order new materials, and arrange for transportation.

·       Report monthly to the board on the assigned duties.

·       Attend quarterly RMRYLA board meetings, prepare reports ahead of time.

·       Act as the emergency contact and first point of reference during the week of the conference.

·       Direct daily counselor meetings during the conference.

·       Serve as the emergency contact for all parents and Rotarians.

·       Responsible for all medical and emergency contact information for all conferees.

·       Assist in directing the debrief meeting, to take place 3-5 weeks after the conference.

·       After debrief, update the Chair timeline and materials for the next Chair.

·       Be available to assist the subsequent chair in his/her responsibilities.

 

Is the level of success of a chair evaluated each year?  If so, how and to what end?  If not, why not and to what end? 

Ongoing feedback on the Chair’s effectiveness is shared among JCs and SCs, concluding with a debrief meeting a few weeks after the RYLA conference. A formal evaluation process is not in place.

 

Are there any records that carry over from Chair to Chair?  If so, where are they kept?

The Registrar maintains contact information and lists of potentially returning JCs and SCs. Monthly checklists will be passed to the Chair Elect from the current chair as well as other resources including but not limited to; contact information for past Chairs and board members, speaker information, debrief notes, program notes, evaluations, and other applicable documents.

 

Is there some level of succession plan for successful chairs such as movement into other Rotary programs?

There is no formal plan, however, past Chairs and current and past SCs often fill club and district leadership roles. Several District Governors in both districts 5440 and 5450 were RYLA counselors.

 

Is there a support structure for the RYLA Chair?  If so, what does it look like?

Past Chairs and the Board are the Chair’s primary support group. Other SCs can also act as support. The Chair may choose to create various committees to assist with head JC selection, SC selection, program, etc.

 

 

5. Head Junior Counselor(s) 

Each RYLA conference will have two Head JCs. They can be of any combination of gender, though typically the Chair has chosen one male and one female.

 

Head JC selection criteria

Head JC is the most visible position at RYLA. Head JC applicants must have demonstrated success as a JC for two years. The Head JCs must be good communicators, able to effectively motivate youth and work cohesively with the Chair and RMRYLA Board. The Chair must feel confident that the Head JCs can effectively lead their team of JCs to be successful team leads.

 

Head JC selection process 

Past (recent) JCs with two years of JC experience are eligible to serve as Head JC. They may apply to the newly appointed Chair as soon as the Chair is announced. The Chair will seek feedback and recommendations from the two SCs with whom the candidate was paired, as well as from the recent past Head JCs and staff members. The Chair’s Head JC selections require ratification from the Board.

 

Head JC job description

·       The role of a Head JC is to lead a team of 20 Junior Counselors with the goal of creating a successful experience for the conferees.

·       Act as the first point of contact for the JC team, and carry appropriate information to the JC team from the Board and Chair.

·       Adhere to the budget set forth by the Board and the Chair.

·       Assist in the development of a selection process for junior counselors/senior counselors and counselor staff.

·       Select JC team, with the approval of the Chair and board.

·       Analyze survey results from the prior conference.

·       Refine/confirm the camp program and invite speakers, along with the Chair and a program committee.

·       Prepare/direct training with the Chair and a program committee.

·       Pair JCs and SCs.

·       Assist with inventory, order new materials, and arrange for transportation.

·       Attend quarterly RMRYLA board meetings, prepare reports ahead of time.

·       Support the JC team before and during the conference.

·       Manage, organize, and direct conference activities, and act as MC.

·       Direct daily JC meetings during the conference, and attend the SC meetings.

·       Solve any JC disputes, and if necessary, take the disputes to the chair.

·       Provide cracker barrel and snacks necessary for all meetings.

·       Direct the debrief meeting to evaluate the entire conference.

·       Be available to assist the subsequent head JCs in their responsibilities.

 

Head JC performance evaluation

Ongoing feedback on the Head JCs’ effectiveness is shared among JCs, SCs, and the Chair, concluding with a debrief meeting a few weeks after the RYLA conference. A formal evaluation process is not in place.

             

For successful Head JCs, is there a plan to encourage successful Head JCs to move into other Rotary programs?

Many past Head JCs become active in Rotaract and hopefully eventually become Rotarians. For several years, past Head JCs were nominated to attend International RYLA, though this program has been discontinued by Rotary International.

 

 

6. Junior Counselors (JCs)

The JC is the RYLA conferee’s role model and leader during the conference, and often for months or years following RYLA. Successful JCs are the cornerstone of the RYLA experience.

 

JC selection criteria

JCs candidates attended RYLA recently and demonstrated excellent leadership skills during the conference. A JC is an excellent communicator and should feel comfortable leading a group of peers. While JC training is provided, selected applicants should already have attained a level of confidence and skill which will ensure success.                   

 

JC selection process

Applications are handled by the RYLA Registrar using the www.rmryla.org website. Candidates are required to obtain recommendations from their JC and/or SC. The Head JCs, working closely with the Chair, will screen and interview applicants. As both Young RYLA and RYLA draw from the same pool of candidates, it is expected that the two Chairs will coordinate cooperation between the two programs in the JC selection process. Typically, 20 JCs are selected, and at least 5 alternates.

 

JC job description    

·       Attend all required training.

·       Prepare a Word of Focus (optional).

·       Work closely and stay in constant communication with the SC to develop the team dynamic as well as individual conferee’s skills.

·       Lead a team of RYLArians through the RYLA experience. The JCs primary role is encouraging individual and team growth in terms of leadership skills.

·       Serve as the main conferee contact before, during and after RYLA.

·       Be able to occupy the RYLArians in a productive manner at all times.

·       Facilitate all activities and group discussions easily and with confidence, use various techniques with the goal of all allowing all conferees to develop their leadership skills.

·       Challenge RYLArians to break barriers, be bold and creative, and to be an initiator.

·       Serve the conferee team’s needs before the JC team.

·       Report all problems and emergencies to the SC or the conference chair.

·       Maintain communication with the Head JCs.

·       2nd year JCs mentor 1st year JCs.

·       Collect all surveys from the conferees.

·       Attend debrief to offer opinions on the entire conference.

·       Be available to the conferees and other JCs after RYLA to continue supporting them in their efforts to be leaders.

 

JC performance evaluation

RYLA conferees provide feedback on the entire program, including their JC, using written evaluation forms. Head JCs and Chair observe JCs and provide feedback. SCs provide comments to Chair and Head JCs.

 

Who notifies all applicants of a selection/non-selection? 

The Head JC notifies all selected applicants and alternates. The registrar notifies all non-selected applicants.

 

How are records maintained? 

The RYLA Registrar maintains a database of current, past, and non-selected JC contact information.

 

Is there a plan to encourage successful JC’s to move into other Rotary programs?

JCs are often involved in other Rotary programs including Interact, Rotaract, Youth Exchange, and more. All RYLArians are encouraged to become active in these programs, and excelling in them can be a part of a candidate’s successful JC application.

 

 

7. Senior Counselors (SCs)

Rotarians serving as SCs are the conferees’ primary exposure to Rotary. The SC represents Rotary while supporting and mentoring their JC partner.

 

SC selection criteria

A successful Senior Counselor is a Rotarian (occasional exceptions are made for non-Rotarians) who has the energy and dedication to spend a week working closely with youth. SC applicants should also have demonstrated excellent leadership skills, and the ability to successfully motivate youth.

 

SC selection process

An on-line application is available for interested Rotarians on the RMRYLA website (www.rmryla.org), requesting basic personal information and their involvement in Rotary. Also, each applicant is required to fill out and submit to a full background check in compliance with the District Abuse and Harassment Policy. The RYLA Chair makes the selection of all Senior Counselors. As both Young RYLA and RYLA draw from the same pool of candidates, it is expected that the two Chairs will coordinate cooperation between the two programs in the SC selection process. Each Chair will elect SC’s to their team based on their abilities, not seniority. Potential SC’s must reapply every year.

 

SC job description

·       Attend all required trainings.

·       Support, and stay in constant communication with, the JC to develop the team dynamic as well as individual conferee’s skills, before, during and after RYLA.

·       Attend all activities with the assigned conferee team.

·       The SCs primary role is the overseeing the safety of the JC and conferee team. The SC also makes connections between RYLA and Rotary, and serves as a mentor to the JC and the conferees.

·       Enforce team rules and any necessary consequences (issues that extend beyond group dynamics need to be reported to the Chair immediately).

·       Assist the JC in facilitating all activities and group discussions.

·       Accomplish any tasks that require leaving the group temporarily (the JC should never leave the team).

·       Maintain communication with the Chair.

·       Attend debrief to offer opinions on the entire conference.

·       Be available to the conferees, JCs and SCs after RYLA to continue supporting them in their efforts to be leaders.

 

How long can an individual SC serve? 

There are currently no limitations on how long an individual Rotarian can serve. Each interested Rotarian is asked to reapply every year.

 

Who notifies all applicants of a selection/non-selection? 

The RYLA Chair notifies all applicants of their selection status.

 

How are records maintained? 

The RYLA Registrar maintains a database of current and past SC contact information.

 

How are high-potential individuals identified for movement into other Rotary programs/functions? 

There is no formal plan, however, past Chairs and current and past SCs often fill club and district leadership roles. Several District Governors in both districts 5440 and 5450 were RYLA counselors.

 

 

8. Counselor Staff

In the past, counselor staff has included:

·       Experienced JCs who are invited back to serve as A/V assistants, program directors, and general Head JC assistants.

·       Past SCs who are invited to serve as A/V assistants, program directors, and the “right hand man” for the Chair.

This is at the discretion of the Chair, collaborating with the Head JCs.

 

Counselor Staff selection criteria

Selection criteria are dependent on the role, as determined by the Chair.                   

                           

Counselor Staff selection process

Selection processes are dependent on the role, as determined by the Chair.

 

Counselor Staff job description

The counselor staff roles may include, but are not limited to:

·       Behind the scenes support of the Head JCs and the Chair.

·       Act as a mediator for the entire counselor team (including head counselors).

·       Fill in for a counselor should the need arise.  

·       Work with inventory, ensure activities are set up and ready to go, and distribute supplies to the teams.

·       Run errands in town if necessary.

·       Score sporting events.

·       Assist with A/V needs for speakers, general atmosphere (music playing), and logistics for the dance.

·       Photographer.

·       Attend JC and SC team meetings.

·       Prepare a Word of Focus (optional).

 

How long can Counselor Staff serve? 

There are currently no formal limitations on how long Counselor staff can serve. Typically, past JC Counselor Staff have served for one year, though past Chair and SC Counselor Staff have served for multiple years.

 

How are the Counselor Staff evaluated? 

Ongoing feedback on the staff member’s effectiveness is shared among JCs, SCs, and the Chair, concluding with a debrief meeting a few weeks after the RYLA conference. A formal evaluation process is not in place.

 

 

9. Training

This section describes RYLA’s current (2011) training program. Recommendations for improvements will follow in a subsequent report.

 

How are Chairs, Head JCs, JCs, SCs, and Counselor Staff trained? 

Chairs are not currently trained, simply supported and directed by the board and past Chairs. Head JCs are not currently trained, simple supported and directed by the Chair. JCs and SCs are trained in a weekend is held during the month prior to RYLA. JCs spend both days together working on teambuilding and facilitation skills, as well as learning details of the program and activities. SCs join the JCs for one full day of this weekend.

 

How is the JC/SC team developed?

JC/SC pairs are announced in advance of training. The Head JCs and RYLA Chair plan various activities before and during training focused on teambuilding. The JC team and SC team spend a large part of training together, learning about the program activities and facilitation skills. The Chair and Head JCs also set an expectation and demonstrate constant communication between the JC and SC before and during the conference.             

 

 

10. Annual Evaluation

 

How is the conference evaluated? 

RYLA conferees complete nightly written evaluation forms on which they rate the day’s activities and provide feedback and suggestions.

 

There are two levels of evaluation by staff.  First, daily meetings evaluate the conferee’s and counselor’s experiences each day. 3-5 weeks after RYLA, there is an intensive debrief session for all JCs, SCs, Chair, Head JCs and Counselor Staff.

 

How are “lessons learned” incorporated into future RYLA conferences?

Each Chair and Head JC is asked to review the conferee surveys from the previous year, as well as any debrief notes that exist, in planning the next conference. Much of what is learned is passed on verbally from one year to the next. The collective memory of the SCs, JCs, and Counselor Staff has been vital.             

 

11. Future issues/needs

 

During the annual evaluation, how are issues/needs identified, developed, and responded to? Who is responsible for this?

The Chair works with the Board to create an agenda for debrief and ensure that key issues are addressed. Currently, there is no one responsible for collecting debrief notes to pass on to the next chair.

 

Other Future Concerns

The board-appointed visioning committee will take responsibility for the future activities and growth of RYLA.

 

 

12. Coordination/integration with YRYLA

 

How are the lessons learned from an annual evaluation coordinated between YRYLA and RYLA? 

The RYLA and YRYLA debrief take place in the same location on the same day, one in the afternoon and one in the morning. This format allows for some inter-conference discussion, and a board meeting in the middle. Other coordination efforts take place at  the board level where there is representation from the RYLA and YRYLA Chairs and Head JCs.

             

How are the programs coordinated so that each works off of the other? 

At present there is some repetition of activities between the two programs. In the past, the vast majority of conferees attend only one camp, not both, so this duplication has not been seen as a major problem. More and more YRYLA attendees are now attending RYLA, and the visioning committee and board need to address the differences and similarities between the two conferences to ensure each conferee is as successful as possible.

 

Is there an assumption that all YRYLA graduates will be accepted for RYLA? 

This is entirely determined by the sponsoring Rotary clubs. RMRYLA does not provide guidance either way on this point, and each club can send whomever they wish to select.