Draft of YRYLA Vision/Governance Document
Last
Updated May 26, 2011
Guiding principles resulting from the Visioning
process
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
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
3. Organizational structure
RYLA is managed by the
Board of Directors of Rocky Mountain RYLA, a nonprofit organization
incorporated on January 10, 2003 in
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.