2011 DEC Coordinator Overview


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2011 DEC Coordinator Overview

  1. 1. . . . late afternoon musings of a NYSCA DEC Coordinator . . . aka: Suggestions and Helpful Hints on How to Manage Your DEC Program and Panel Process 2011 DEC Coordinators Meeting Omega Institute
  2. 2. Basics <ul><li>DEC Coordinator is responsible for the efficient management of the local program </li></ul><ul><li>Have in place: </li></ul><ul><ul><li>Solid guidelines and application that addresses needs of service area </li></ul></ul><ul><ul><li>Process for reviewing overall DEC Program – Staff, Board, Panel, Applicants, Focus Groups, NYSCA </li></ul></ul><ul><ul><li>Process for re-grant decision making </li></ul></ul>
  3. 3. Heloise Helpful Hints AKA: Advice from the Old Dude: Part I <ul><li>Excel/Google Spreadsheet: Learn it, know it! </li></ul><ul><li>Create a time-line/list of tasks and stick to it (or revise it appropriately) </li></ul><ul><li>Plan your calendar for the next funding cycle as current cycle winds down </li></ul><ul><li>Never underestimate the need for a good caterer </li></ul>
  4. 4. Spread Sheets (Excel) An Obsessive/Compulsive View <ul><li>Excel is a DEC Coordinators best friend </li></ul><ul><li>Use to create budget forms for application </li></ul><ul><li>Using one spreadsheet the following documents were/can be created: </li></ul><ul><ul><li>Contact information for all applicants </li></ul></ul><ul><ul><li>Lists for panel meetings </li></ul></ul><ul><ul><li>Time line and review order for panel meeting </li></ul></ul><ul><ul><li>Missing information letters to applicants </li></ul></ul><ul><ul><li>Support material lists for applicants </li></ul></ul><ul><ul><li>Panel funding recommendations for projection on wall </li></ul></ul><ul><ul><li>Reports for Board of Directors </li></ul></ul><ul><ul><li>Panel comment sheets for minutes </li></ul></ul><ul><ul><li>Initial funding status letter to applicants </li></ul></ul><ul><ul><li>Appeals Panel spreadsheet </li></ul></ul>
  5. 5. Spread Sheets (Excel) An Obsessive/Compulsive View <ul><ul><li>Letter to applicants submitting an appeal </li></ul></ul><ul><ul><li>Secondary funding status letters to applicants with reconsideration </li></ul></ul><ul><ul><li>Contracts </li></ul></ul><ul><ul><li>Awards Program </li></ul></ul><ul><ul><li>Publicity Agreements </li></ul></ul><ul><ul><li>NYSCA Re-grant reporting form </li></ul></ul><ul><ul><li>Audit information </li></ul></ul><ul><ul><li>Letter to applicants about other opportunities (workshops, funding) </li></ul></ul><ul><ul><li>Notification letters to elected officials </li></ul></ul><ul><ul><li>Miscellaneous merge letters throughout the year </li></ul></ul><ul><ul><li>Press Releases </li></ul></ul><ul><ul><li>And so on, and so on and . . . </li></ul></ul>
  6. 6. Marketing <ul><li>Don’t neglect traditional media formats in favor of social networking, current trends </li></ul><ul><li>Vertical Response vs. Constant Contact vs. Patron Technology </li></ul><ul><li>Make sure that materials are not over-designed – don’t let the message get lost </li></ul>
  7. 7. Marketing <ul><li>A picture is worth a thousand words </li></ul><ul><li>Use images of people engaged in fundable activities </li></ul><ul><li>Show diversity (age, ethnicity, gender, disciplines, etc.) in your visual images </li></ul><ul><li>Use clip art if necessary (avoids having to get photo releases) </li></ul>
  8. 8. Heloise Helpful Hints AKA: Advice from the Old Dude: Part II <ul><li>Proofread everything . . . and then proof it again . . . and then get someone else to proof it . . . and then proof it again! </li></ul><ul><li>www.gotprint.com </li></ul><ul><li>www.networkforgood.org </li></ul><ul><li>www.verticalresponse.org </li></ul><ul><li>www.mailchimp.com </li></ul>
  9. 9. Recruiting Panelists <ul><li>Ongoing – assess every new individual you come in contact with </li></ul><ul><li>Put it out there – don’t be afraid to advertise </li></ul><ul><li>Guidelines </li></ul><ul><li>Web Site </li></ul><ul><li>Social Networking </li></ul>
  10. 10. Recruiting Panelists <ul><li>Meetings – parking lots </li></ul><ul><li>Local community publications </li></ul><ul><li>Listservs </li></ul><ul><li>Recommendations – elected officials, board members, staff, past panelists </li></ul><ul><li>At DEC Application Seminars/Meetings </li></ul>
  11. 11. Recruiting Panelists <ul><li>Have a job description ready for potential panelists – give a complete picture of the DEC program/process during initial discussions </li></ul><ul><li>Have potential panelist submit resume/bio </li></ul><ul><li>Check references if necessary </li></ul><ul><li>Have board officially review and approve panelists </li></ul>
  12. 12. Provide Full Disclosure <ul><li>Time commitment – panelists must remain at panel meetings for the entire duration </li></ul><ul><li>Responsible for making recommendations based on set criteria </li></ul><ul><li>Funded projects should enhance the quality of life for residents of service area through provision of artistic activities that have high artistic merit </li></ul><ul><li>No sympathy/social service funding </li></ul><ul><li>Auditing process </li></ul>
  13. 13. Create a Panel Agreement <ul><li>Create an agreement with your panelists that </li></ul><ul><li>includes the following points: </li></ul><ul><li>To adhere to the guidelines/process for the DEC Program </li></ul><ul><li>Participate fully </li></ul><ul><li>Read all materials and ALL applications prior to the meeting </li></ul><ul><li>Agree to be open-minded impartial </li></ul>
  14. 14. Create a Panel Agreement <ul><li>Not make policy during discussion of an applicant </li></ul><ul><li>Respect confidentiality requirements </li></ul><ul><li>Pose questions about applications only to staff </li></ul><ul><li>Attend all meetings and stay until they have concluded </li></ul>
  15. 15. Heloise Helpful Hints AKA: Advice from the Old Dude: Part III <ul><li>Some folks find the term “Information Meeting” less intimidating than “Application Seminar” </li></ul><ul><li>Invest in a projector for your laptop or computer </li></ul><ul><li>If you don’t play well with others, learn how . . . or at least learn how to fake it convincingly </li></ul><ul><li>Know/learn the limitations of your role/influence within the organization </li></ul><ul><li>Not everyone makes a good panelist – find other uses for individuals to support your organization </li></ul>
  16. 16. Croak Books An Obsessive/Compulsive View <ul><li>Master Croak Book </li></ul><ul><ul><li>Every document used </li></ul></ul><ul><ul><li>Arranged by section (used with Time Line) or </li></ul></ul><ul><ul><li>Chronological </li></ul></ul><ul><li>Information Meeting Croak Book </li></ul><ul><li>Panel Croak Book </li></ul><ul><ul><li>Panel Handbook </li></ul></ul><ul><ul><li>Panel Meeting Materials </li></ul></ul>
  17. 17. Panel Orientation <ul><li>Just do it! </li></ul><ul><li>Efficient use of time </li></ul><ul><li>Panelists get to know one another while DEC coordinator gets a feel for the group dynamics </li></ul><ul><li>Opportunity for Q & A not covered in one-on-one orientation sessions </li></ul>
  18. 18. Panel Orientation <ul><li>Create and send a panel handbook prior to the orientation meeting </li></ul><ul><li>Choose a panel chairperson prior to orientation </li></ul><ul><li>Plan an “ice breaking” activity </li></ul>
  19. 19. Panel Handbook <ul><li>Use the contents of the handbook to create your panel orientation agenda </li></ul><ul><li>History of DEC program </li></ul><ul><li>Mission and objectives of the DEC program </li></ul><ul><li>Responsibilities: Staff, Board, Panelists, Panel Chair </li></ul>
  20. 20. Panel Handbook <ul><li>Policies </li></ul><ul><ul><li>Confidentiality </li></ul></ul><ul><ul><li>NYSCA Code of Ethics </li></ul></ul><ul><ul><li>Panel Liability </li></ul></ul><ul><ul><li>Application Review </li></ul></ul><ul><ul><li>Evaluation Criteria and Funding </li></ul></ul><ul><ul><li>Points to Consider when reviewing applications </li></ul></ul><ul><ul><li>Panel Deliberations – length of discussion and voting </li></ul></ul><ul><ul><li>Sample panel presentation </li></ul></ul><ul><ul><li>Consistency </li></ul></ul>
  21. 21. Panel Handbook <ul><li>Additional Handouts </li></ul><ul><ul><li>Local DEC guidelines </li></ul></ul><ul><ul><li>Spreadsheet with applicant information (include blank columns for recommendations) </li></ul></ul><ul><ul><li>Panel Survey </li></ul></ul><ul><ul><li>List of reading assignments </li></ul></ul><ul><ul><li>Timeline for Panel Day </li></ul></ul>
  22. 22. Heloise Helpful Hints AKA: Advice from the Old Dude: Part IV <ul><li>Post signs in panel meeting room with evaluation criteria and funding priorities </li></ul><ul><li>Don’t be intimidated by panelists </li></ul><ul><li>In the absence of honorariums give panelists some other perk </li></ul><ul><li>Whenever possible, use an 11 point Verdana font for all written material (sorry MAC folks . . . don’t know what the MAC equivalent is . . . because it’s a PC world!) </li></ul>
  23. 23. Panel Process <ul><li>The DEC Coordinator is the most knowledgeable person about the DEC Program and is responsible for running the panel meeting and keeping the Panel focused and on track. </li></ul><ul><li>The DEC Coordinator is ultimately responsible for what transpires during panel meetings. </li></ul>
  24. 24. Panel Process <ul><li>Choose appropriate space to meet </li></ul><ul><li>Have on hand all necessary AV equipment and support materials </li></ul><ul><li>Have a note taker on hand </li></ul><ul><li>Schedule breaks into the day </li></ul><ul><li>Take care of panel needs prior to the panel meeting (food, drinks, special dietary needs, seating, etc.) </li></ul>
  25. 25. Panel Process <ul><li>Recharge panel at the start of the meeting </li></ul><ul><ul><li>How meeting/day will be run </li></ul></ul><ul><ul><li>Panel mission </li></ul></ul><ul><ul><li>Funding criteria and priorities </li></ul></ul><ul><ul><li>Confidentiality </li></ul></ul><ul><ul><li>Panel should not keep track of funds – recommendations should be based on quality of project and how it fits guidelines, funding priorities, etc. </li></ul></ul><ul><ul><li>Concrete reasons for not funding a request, relative to the guidelines and funding priorities, must be clearly stated in the panel comments </li></ul></ul>
  26. 26. Panel Process <ul><li>Chairperson announces name of applicant/project </li></ul><ul><li>Any one with conflict or perceived conflict of interest should leave the room </li></ul><ul><li>Chairperson calls on reader for their in-depth review of the application </li></ul><ul><li>Discussion on the motion </li></ul><ul><li>Chair asks for a motion/second to fund or not to fund </li></ul><ul><li>Panel votes </li></ul>
  27. 27. Panel Process <ul><li>Chair asks for a motion/second for grant amount </li></ul><ul><li>Discussion on the motion </li></ul><ul><li>Panel votes </li></ul><ul><li>Chair asks for a motion/second for reconsideration funding </li></ul><ul><li>Discussion </li></ul><ul><li>Panel votes </li></ul>
  28. 28. Completing the Panel Process <ul><li>Allow time for a break </li></ul><ul><li>Initiate discussion about any issues that came up during the process </li></ul><ul><li>Ask panelists to fill out surveys reflecting on their experience </li></ul><ul><li>Ask for recommendations about future cycles </li></ul><ul><li>After board meets to review panel recommendations provide panel with audit information </li></ul><ul><li>Keep panelists involved throughout the year </li></ul>
  29. 29. Heloise Helpful Hints AKA: Advice from the Old Dude: Part V <ul><li>Create materials in such a way that they are easily able to be reconfigured in a large print format. </li></ul><ul><li>Providing applicants with a sample application is not a bad idea. </li></ul><ul><li>Create a generic brochure about the DEC program to be used during off-peak times </li></ul><ul><li>Sometimes the easy way is not the right way . . . don’t be lazy and potentially jeopardize your process by taking “the easy way” out </li></ul><ul><li>Never underestimate the power of chocolate when offering bribes . . . </li></ul>
  30. 30. Thank You! <ul><ul><ul><li>Life is Better </li></ul></ul></ul><ul><ul><ul><li>Where There </li></ul></ul></ul><ul><ul><ul><li>Is Art! </li></ul></ul></ul>