Step
One: Identify the school(s) in your district where you
would like to volunteer. Begin with a letter of introduction (sample enclosed) from you or
the Worshipful Master to the district superintendent. Note that the Michigan State
Department of Education will have already sent an announcement to district superintendents
endorsing the Beacon Project. The approval of a local superintendent will be a critical
first step in securing permission for your lodge to participate with the local school.
Step
Two: Correspond with the principal (sample enclosed)
of the school and arrange a meeting. Check first to see if there is an existing HOSTS
program and customize your approach accordingly. A list of HOSTS schools is included in
this kit. Things to review with principal include:
- Who will be the
school's representative for this project?
- What do they want
the volunteers to do?
- What are the school's priorities and concerns (rules,
background checks, etc.)?
- What are the
concerns about the Beacon Project that need to be addressed?
Step
Three: Meet with the school's volunteer coordinator
(HOSTS or otherwise) to discuss details of project such as: scheduling; accountability;
expectations.
Step
Four: Recruit and enroll lodge members and interested
family members. Some may have already enrolled via the Grand Lodge's office by e-mail or
by returning a response card. The list of current volunteers from your lodge is available
through the Grand Lodge Grand Secretary's office.
Step
Five: Contact the school's coordinator and put
together a schedule for volunteer hours. If suggested, contact teachers whose classes will
be affected. Correspond with principal (sample letter enclosed) introducing the volunteers
and any project developments of interest.
Step
Six: Send thank you letters to volunteers (sample
enclosed).
Step
Seven: Host a training meeting with volunteers. Review
the following:
- Scope of
the volunteer project
- Their role
- School rules and regulations regarding volunteers
- How to track and
report their volunteer hours
- Significance of
this program to the children, the community and the fraternity (sample hand-out enclosed)
- Ways to respond
(who to contact) if an uncertain situation arises
Step
Eight: Report progress to Beacon Project Task Force
member. Quarterly reports of hours logged will be directed to same person. (see tracking
form enclosed)
Step
Nine: Get the word out! Does the PTSA have a
newsletter? Is there a community bulletin or local newspaper? Be creative. There's a
sample news release on the enclosed disk and instructions how to submit one. Remember that
the exposure this project receives will impact the Fraternity for years to come. This is a
huge opportunity to dispel myths about Masons and position ourselves as a proactive,
accessible organization.
Step
Ten: Remind the volunteers (and yourself) what a good
job is being done (sample thank you letter from the WM enclosed). Volunteers need to feel
appreciated. Use every chance you have to motivate your team.