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
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
In 2001, Diane encouraged two RMRYLA
members, Mat Matson from Conifer and Doug Armbrust from
3. Organizational structure
YRYLA 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 $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.