Draft of YRYLA Vision/Governance Document

 

Last Updated November 7, 2011

 

Items in black represent what Young RYLA already does or accomplishes, the yellow statements are sort-of accomplished but still remain goals, and the green statements are goals for the future.

 

 

Guiding principles resulting from the Visioning process

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

 

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

 

RM RYLA allows individual Rotary Clubs to select participants based on their own criteria, guided by RM RYLA’s recommendation that conferees consistently demonstrate leadership or leadership potential.

 

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. YRYLA history

In 1999, several members of RMRYLA attended a national RYLA convention discussing best practices. It came to their attention that District 5550 in Canada had piloted a YRYLA program, targeting 7th grade students. After 15 years of strong success with the RYLA program in the Rocky Mountain RYLA, District Governor Diane Kessel (District 5450) wanted to explore the concept of a YRYLA program for inclusion in the program of Rocky Mountain RYLA.  In her concept, YRYLA would be an action-packed program of activities that help build confidence and leadership skills (problem solving games, challenge course, zip line, skits, group discussions and team building activities) for youth between 7th and 8th grade.

 

In 2001, Diane encouraged two RMRYLA members, Mat Matson from Conifer and Doug Armbrust from Greeley, to go observe the YRYLA program in Canada.  Armed with their experience and background, the group agreed to create a similar camp to pilot in 2002. Diane proceeded to recruit individuals with specific experience in teaching younger students within the RYLA context. Jim Hoops and Junior Weed-Ziegler were engaged in the task of formatting YRYLA to be appropriate for youth between 7th and 8th grade. The original conference took place in July of 2002 with 58 students from Colorado, Wyoming, and western Nebraska. As of 2011, YRYLA has 123 attendees, 12 senior counselors, 12 junior counselors, and 5 staff. In 2012 YRYLA is expanding to two conferences, each with 120 attendees.

 

 

3. Organizational structure

YRYLA 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 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 $500 in 2012.

 

 

4. YRYLA Chair 

The Chair oversees the Young RYLA conference, selects counselor teams, and organizes many of the conference details.

 

YRYLA Chair selection criteria

·       A candidate for YRYLA Chair must be a Rotarian who has RYLA experience.

·       Qualifications have included good communication skills and the ability to motivate and support youth leaders.

·       There has been a tradition of alternating Chairs between Rotarians of D5450 and D5450.

·       The position should be filled by the most appropriate Rotarian, regardless of district.

·       A transparent, formalized selection process and clear criteria are used to elect the next Chair.

 

YRYLA Chair selection process

·       The current Chair asks interested counselors to inform the current Chair of their interest, typically before the conference or just following the conference.

·       The current Chair elects the subsequent Chair.

·       Their choice is ratified by the board.

·       In early spring the board will solicit applications from senior counselors who are qualified Rotarians with the proper experience.

·       The Chair Elect is appointed by the board or a committee tasked with choosing the next Chair around the end of May.

·       The Chair Elect will only be known to the board and the chosen individual until after the conferences.

 

YRYLA Chair job description

·       Adhere to the budget set forth by the board.

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

·       Assist in selection of the JC team.

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

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

·       Pair JCs and SCs in collaboration with the Head JCs.

·       Communicate with Kevin for materials needed, and arrange for transportation.

·       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 for all staff, parents, Rotarians, speakers, and facilitators.

·       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.

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

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

·       The Chair typically serves as chair for one conference.

·  Under special circumstances, the Board may elect a chair for two years in a row.

·       Direct the debrief meeting, to take place 1-2 weeks after the conference.

·  Collaborate with the Head JCs to plan and direct debrief.

·       Report monthly to the board on the assigned duties.

·       Act as a mentor for the in-coming Chair.

·       Refine/confirm the conference program and invite speakers, along with the head JCs.

·  Have all speakers confirmed before the conference.

·   Work with a program committee.

·       Select the head junior counselors (with input from other counselors)

·  ratified by the board

·       Analyze survey results from the prior conference.

·  Report to the board what changes are going to be made based on the survey results.

·       Prepare/direct training with head JCs.

·  Work with a program/training committee.

·       Optional: serve on the program committee (or other such committee) after having served as Chair.

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

 

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? 

No. There is no need to evaluate a Chair’s effectiveness. The program is evaluated and that reflects the leadership of the Chair.

 

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.

·       The current Chair passes various documents and timelines to the subsequent Chair, typically stored on a flashdrive.

·       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.

·       These records are permanently maintained either with the board or on the website.

             

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

·       There is no formal plan. The reputation of RLA has made movement possible if the individual chooses.

·       Past Chairs will be encouraged to remain involved as part of the board or on various committees.

 

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

·       Each Chair has created their own support system, typically including; Past Chairs, the Board, other SCs and staff.

·       Various committees including; program, financial, executive and ad-hoc selection.

 

 

5. Head Junior Counselor(s) 

Each YRYLA 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 YRYLA. Head JC applicants must have demonstrated success as a JC for two years.

·       Qualifications have included: good communication skills and the ability 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.

·       A transparent, formalized selection process and clear criteria are used to elect the next Head JCs.

 

Head JC selection process 

·       The Chair solicits applications at a time of their choosing to past (recent) JCs with two years of JC experience are eligible to serve as Head JC.

·       The Chair seeks 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, and elects two Head JCs based on clear, consistent criteria.

·       The Chair’s Head JC selections require final ratification from the Board.

 

Head JC job description

·       The role of a Head JC is to lead a team of 12 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.

·       Analyze survey results from the prior conference.

·       Pair JCs and SCs.

·       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 team meetings.

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

·       Provide/deliver snacks necessary for all meetings.

·       Direct the debrief meeting to evaluate the entire conference.

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

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

·       Head JCs are encouraged to attend board meetings and assist the Chair in report preparation ahead of time.

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

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

·       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.

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

 

Head JC performance evaluation

No. There is no need to evaluate a Chair’s effectiveness.

·       The program is evaluated and that reflects the leadership of the Head JCs.

·       There is a process in place to note problems that occurred and how they were solved for future reference.

 

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

·       For several years, past Head JCs were nominated to attend International RYLA, though this program has been discontinued by Rotary International.

·       Many past Head JCs become active in Rotaract and hopefully eventually become Rotarians.

·       Past Head JCs consistently join RMRYLA board committees and continue to provide support to RMRYLA through other avenues.

 

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 YRYLA. Successful JCs are the cornerstone of the YRYLA experience.

 

JC selection criteria

·       JC 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 young teens.

·       While JC training is provided, selected applicants should already have attained a level of confidence and skill which will ensure success.    

·       There are clear, concise selection criteria available to all interested in being JCs.            

 

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.

·       Typically, 12 JCs are selected, and at least 4 alternates.

·       As both YRYLA 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.

 

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.

·       Contact all conferees on their team 2 weeks prior to Young RYLA to answer any questions and potentially help arrange transportation.

·       Lead a team of YRYLArians through the YRYLA 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 Young RYLA.

·       Be able to occupy the YRYLArians 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 YRYLArians 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 YRYLA to continue supporting them in their efforts to be leaders.

·       Focus completely on the conferee experience.

 

JC performance evaluation

·       YRYLA 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 YRYLA 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.

·       Successful JCs have the opportunity to join RMRYLA committees and support RMRYLA in other avenues.

 

 

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

·       Past SCs have been anyone who was interested.

·       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.

·       Each applicant is required to fill out and submit to a full background check in compliance with the District Abuse and Harassment Policy.

·       The YRYLA Chair makes the selection of all Senior Counselors.

·       As both Y 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.

 

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.

·       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 YRYLA and Rotary, and serves as a mentor to the JC and the conferees.

·       Enforce team rules and any necessary consequences, back up the JCs (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 YRYLA to continue supporting them in their efforts to be leaders.

·       SCs are encouraged to be part of at least one board committee.

·       First year SCs are asked to join the program committee to help them understand the process of Young RYLA.

 

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.

·       There should be a ratio of experienced to new SCs.

·       If an SC should no longer serve, that is a discussion between the Chair and the Board.

 

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

The YRYLA Chair notifies all applicants of their selection status.

 

How are records maintained? 

The RMRYLA 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 have been involved with YRYLA.

·       Other Rotary opportunities?

 

 

8. Counselor Staff

In the past, counselor staff has included:

·       Experienced JCs who are invited back to serve as “Team Phantom” (A/V assistants, program directors, and general Head JC assistants).

·       Past SCs or experienced youth leaders 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.

·       Typically JC staff members are alternates who are accepted as JCs the following year. They are chosen by the Head JCs and Chair.

·       Senior staff has remained the same for many years.

 

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. 

·       Facilitate and debrief group activities.

·       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.

 

How long can Counselor Staff serve? 

·       JC staff serves for 1 year.

·       SC staff does not have a formal policy.

·       There is a succession plan (including training) for SC staff.

 

How are the Counselor Staff evaluated? 

JC staff is evaluated by the Head JCs the following year to be chosen as a JC. There is no formal evaluation for SC staff.

 

 

9. Training

This section describes YRYLA’s current training program.

 

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

·       Chairs are not trained, simply supported and directed by the board and past Chairs.

·       Head JCs are not trained, simply supported and directed by the Chair.

·       There are multiple group gatherings and one formal, required training.

·       JCs and SCs attend a required training during the month prior to YRYLA.

·       JCs spend Saturday and Sunday 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.

·       There is a separate gathering for extra training for the first time SCs.

·       The Chair Elect will have the chance to observe the current Chair for hands-on training.

 

How is the JC/SC team developed?

·       JC/SC pairs are announced in advance of training.

·       The Head JCs and YRYLA 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 JC and SC are encouraged to meet at least one additional time before Young RYLA.

·       The Chair and Head JCs also set an expectation and demonstrate constant communication between the JC and SC before and during the conference.

·       There are criteria in use when pairing teams.

 

 

10. Annual Evaluation

 

How is the conference evaluated? 

·       YRYLA conferees complete a written evaluation in which they rate each day’s activities and provide feedback and suggestions.

·       There are two levels of evaluation by staff. 

o      First, daily meetings evaluate the conferee’s and counselor’s experiences each day.

o      1-2 weeks after YRYLA, there is an intensive debrief session for all JCs, SCs, Chair, Head JCs and Counselor Staff.

 

How are “lessons learned” incorporated into future YRYLA 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.                       

·       The program committee is a great resource for lessons learned over the years.

 

 

11. Future issues/needs

 

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

·       The Chair and Head JCs work with the Board to create an agenda for debrief and ensure that key issues are addressed.

·       A member of the program committee is responsible for collecting debrief notes to pass on to the next chair.

 

Visioning

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

 

 

12. Coordination/integration with RYLA

 

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 conference, not both, so this duplication has not been seen as a major problem.

·       Chairs work directly with each other on JC and SC selection.

·       The program committees help individualize each conference and coordinate activities.

 

 

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.