EcoReps Operations Manual

mrcalder19@gmail.com
[COMPANY NAME] | [COMPANY ADDRESS]
EcoReps
Operations ManualV.1.0

2
EcoReps Operations Manual
Table of Contents
Organization ....................................................................................... 4
Mission ......................................................................................................4
Vision .......................................................................................................4
Values.......................................................................................................4
Objectives– School Year 2015-2016..................................................................4
Position and Roles ................................................................................ 4
Executive Board ..........................................................................................4
EcoReps Coordinator.....................................................................................4
Green Greek Coordinator ...............................................................................5
Marketing & Outreach Coordinator ...................................................................5
Sustainability Programs Specialist ....................................................................6
Student Advisors..........................................................................................6
Position and Roles ................................................................................ 7
Clients/Project Managers, Service Learners, and Volunteers ...................................7
Reports to: Executive Board Advisor .................................................................7
Client .......................................................................................................7
Project Manager ..........................................................................................7
Service Learners..........................................................................................7
Volunteers .................................................................................................8
Marketing & Outreach............................................................................ 9
Marketing Focus ..........................................................................................9
Strategy ....................................................................................................9
Monthly ................................................................................................... 10
Project Based ........................................................................................... 10
Event Based.............................................................................................. 11
Outreach Focus ......................................................................................... 11
Strategy .................................................................................................. 11
Green Husky Coalition................................................................................. 12
Green Greek ..................................................................................... 14
Purpose................................................................................................... 14
Green Greek Strategy ................................................................................. 14
Green Greek Certification ............................................................................ 14
Green Greek Competition ............................................................................ 15
Green Greek Competition ............................................................................ 15
Project Development Process ................................................................ 17
Projects................................................................................................... 17
Areas of Focus .......................................................................................... 17

3
Initial Client Meeting .................................................................................. 17
Recruitment of Volunteers/EcoReps Meeting..................................................... 19
First Meeting / Development of Work Plan........................................................ 20
Work Process ............................................................................................ 23
Phase 1– Feasibility .................................................................................... 23
Phase 2– Asset Acquisition & Construction (if applicable) ..................................... 23
Phase 3– Implementation & Marketing ............................................................. 23
Issue Reconciliation & Management......................................................... 24

4
Organization
Mission
EcoReps is a student-run organization that works with students, faculty, and staff to
make the University of Washington a more sustainable place.
Vision
Become a leader in project development on campus. Heavy recruitment from
students, faculty, staff, and professors of project ideas and endeavors.
Values
Innovation, Leadership, Ingenuity, Collaboration, Diversity, Excellence, Respect,
Teamwork, and Sustainability.
Objectives– School Year 2015-2016
• Produce 5 projects by end of year.
• Recruit 3-4 new major types within our service learning and volunteer pool.
• Plan 3 projects for fall quarter by the start of September.
• Recruit at least 15 volunteers by week 3 of fall quarter; 7 service learners and 8
volunteers.
• Develop a Green Tea Party strategy and outreach email by start of September.
• Host at least 2-3 Green Tea Party meetings each quarter.
• Recruit at least 10 organizations by end of year for Green Tea Party meetings.
• Change name of Green Tea Party before first outreach of organizations.
Position and Roles
Executive Board
EcoReps Coordinator
The EcoReps Coordinator's role is to manage all aspects of the EcoReps program,
provide direction to program endeavors, and maintain project development
operations.
Reports to: Sustainability Programs Specialist

5
• Work in partnership with the UW Sustainability Programs Supervisor to coordinate
and expand the University-wide EcoReps program.
• Oversee the Green Greek Coordinator and Marketing & Outreach Coordinator and
all endeavors of those positions.
• Manage service learners and volunteers providing ample opportunities for project
development and skill building experiences.
• Advise project managers
• Coordinate with Sustainability Programs Specialist on the operations and direction
of the EcoReps program.
Green Greek Coordinator
The Green Greek Coordinator's role is to manage all aspects of the Green Greek
Program and strive to improve sustainability habits in the Greek community.
Reports to: EcoReps Coordinator
• Assist in the operation of the EcoReps program.
• Design and implement strategies to improve sustainability efforts within the Greek
Community that educate and inspires its members to be more sustainable.
• Operate and expand the Green Greek Certification program, a self-audit tool for
Greek houses to measure, rank, and improve their sustainability practices.
• Plan and host the yearly Green Greek Competition encouraging house participation
and education through competition and incentivization.
• Manage and operate the Green Greek Committee that assists in the Green Greek
Coordinators endeavors.
Marketing & Outreach Coordinator
The Marketing & Outreach Coorinator's role is to manage all aspects of marketing and
promotion of the EcoReps program, and building and maintaining connections with
outside parties.
Reports to: EcoReps Coordinator
• Assist in the operation of the EcoReps program.
• Formulate a marketing strategy that improves the the reach of the EcoReps brand,
inspires the student body to apply ingenuity and innovation to tackling
sustainability issues on campus, encourage those with ideas to come to EcoReps
for assistance in developing their project, and challenge students from diverse

6
majors to join and apply their learned skill sets towards projects or offer the
opportunity to learn more through involvement.
• Build and maintain connections with other organizations on campus to promote
networking opportunities.
• Organize Green Tea Party meetings that bring multiple campus organizations
together to promote their group and their work, network with other groups, and
collectively discuss projects or endeavors that improve UW’s sustainability.
• Make Connections with Student Advisors (See Outreach Focus, Strategy)
• Manage and operate the Marketing & Outreach Committee that assists in the
Marketing & Outreach Coordinators endeavors.
Sustainability Programs Specialist
• Supervisor and advisor for the EcoReps program. The specialist will be a full time
employer of UW Sustainability and long-term manager of the EcoReps program.
• Non-voting member of the board that offers consultation and information for the
Executive Board to assist in their decision making.
• Actively participates in the hiring process for the Executive Board positions and
adds their input into candidate recommendations.
• Engages with the EcoReps coordinator in long-term goals setting and program
direction.
Student Advisors
• A volunteer non-voting on-call graduate student(s) that will provide consultation
into the feasibility of a project ideas.
• Able to attend initial meetings (See Initial Client Meeting) to provide input into
project idea and be a source of knowledge for a project's area of focus.

7
Position and Roles
Clients/Project Managers, Service Learners, and Volunteers
The title of “Client” or “Project Manager” indicates the type of work the idea-holder
is engaged in at that point of time. While written singular, “Client” or “Project
manager” can also be used to indicate a group or organization
Reports to: Executive Board Advisor
Client
• Client will be in charge of following all Project Scope requirements (See Project
Development Process) to effectively detail their project idea at the initial client
meeting. As such it will also be their responsibility to answer all questions the
Executive Board and/or Student Advisor might have regarding details of the
project.
• Client becomes Project Manager when executive board approves development of
the project (See Project Development Process)
Project Manager
• The Project Manager will be responsible for recruiting and engaging with service
learners and volunteers, assigning tasks, and overall holding a leadership position.
• Lead development of the project, hold intro meeting to create a work plan,
organize team meetings, conduct group to keep on track, and implement new
ideas into work plan.
• Report to their Executive Board advisor for assistance, issues, or questions
regarding anything relating to the project, funding, or EcoReps program.
Service Learners
Efforts will be made to increase the diversity of service learning majors to provide a
varied pool of talents, skills, and experiences that can provide a better benefit to
projects. This will be done through distinct marketing methods tailored to each set
of service learning classes within the major.
• Service Learners will be required to assist in one project of their choosing
(depending on amount of projects available to work on) and demonstrate that they
are an active participant in the development of the project.
• The Executive Board will be in charge of the Service Learners to mitigate issues
that arise between the Service Learners and Project Managers, or whatever

8
personal issues that the Service Learner might have. (See Issue Reconciliation &
Management)
• They will be required to attend weekly EcoReps meetings and all team meetings to
the best of their abilities.
Volunteers
• Volunteers will have no binding commitment with EcoReps.
• They will adhere to the same expectations as Service Learners providing input,
time, and professional demeanor that benefits the development of the project.
• The Executive Board will be in charge of the Volunteers to mitigate issues that
arise between the Volunteers and Project Managers, or whatever personal issues
that the Service Learner might have. (See Issue Reconciliation & Management)

9
Marketing & Outreach
Managed by the Marketing & Outreach Coordinator. Assisting the coordinator will be
the Marketing & Outreach committee. Members will consist of volunteers and service
learners that are eager to assist in the Marketing & Outreach Coordinator’s work and
the objectives set forth.
Marketing Focus
• EcoReps Brand– improving the organization's audience reach and message. Goal is
to boost the organization awareness to the UW community and promote the
organization image of project development.
• Client recruitment– marketing to the UW community about our services in project
development. Goal is to have consistent recruitment numbers throughout the
year.
• Volunteer/Service Learning recruitment– marketing to general student body and
service learning classes about opportunities to work on influential projects to gain
or improve their skills. Special attention to freshman and freshman interest groups
(FIGs). Goal is to maintain a large pool of volunteers
• Student ingenuity and innovation in sustainability– marketing to the UW
community about the importance of sustainability on campus, the need for
passionate ideas, and encourage every person to become attentive of their campus
and any sustainability issues that are present. Goal is to draw in diverse and
unique project ideas through the year.
Strategy
Social Media
Name Facebook Twitter Instagram
Audience All Young people Young people
Good for what? Sharing text,
videos, photos,
links
Small updates,
links
Showing people
what we are
doing
Best for what? Sharing engaging
material,
reaching largest
audience
Sharing original
and curated
material
Sharing
activities,
potentially
attracting
volunteers

10
Weekly
• Share at least one outside event per week
o Environmental event
• Post about meeting
o Both on ambassador page and public page
• Seek out new projects for us to work on
• Update Calendar on Website
• Blog Post
o Wednesday
o Topics
o Highlight members
o Green Greek
o Chapters
o Competition
o Certification
• Projects
• Events
Monthly
• Newsletter to mailing list
o Update on projects
o Program updates
o Meetings
o Events
• Update Calendar on Website
o Events
o Meetings
o Project unveiling
Project Based
• Blog posts
o Multiple throughout the process
§ One at the beginning
§ One at the end
§ One a while after discussing metrics/success
• The Daily, Greek Voice, etc.
• Refer to Social Media Chart above

11
Event Based
• Share event increasingly as it approaches
• Tabling (if necessary)
o Promotional materials
§ Banner
• In our cupboard
§ Flyers
• Informational about us and/or event
§ Giveaways
• Ex. Sunglasses, stickers, tumblers
§ Games
• Educational
• Fun
• Engaging
§ Social Media engagement
• Refer to Social Media Chart above
o Scheduling people
• Pictures on Website, Instagram, Twitter, Facebook
o Create gallery
• Blog post immediately afterward
• Other sources of PR like the Daily, Greek Voice
Outreach Focus
Focusing on networking opportunities at UW. Opportunities include: academic
departments, RSOs, school governments, etc. As well out recruitment for Student
Advisors in different academic departments.
Strategy
• Reaching out to advisors for volunteers
o UW Farm/CBE planning
o Urban Planning and Design
o
o Evans School
§ http://evans.uw.edu/faculty-research/faculty-directory?type=126
o Mechanical Engineering
§ https://www.me.washington.edu/gsc
o Electrical Engineering
o Civil Engineering
§ http://www.ce.washington.edu/people/profiles.html
o Foster School of Business
• Speaking in classes
o Purpose
§

12
§ To reach potential volunteers and projects we would not have
otherwise
o Potential classes:
§ FIGS
§ Engineering
§ Environmental
§ Business
o Finding new places to advertise
§ Look for local/student publications
§ High traffic areas
o Build connections with green student groups
§ Set Meetings with groups to discuss how we can help each other
• List of Environmental RSOs
• http://green.uw.edu/content/environmental-student-
groups
o Green Husky Coalition
§ Utilize mailing list to contact all organizations
§ Set monthly meeting times and location
§ Reach out to other organizations to encourage participation
• Committee
o Purpose: To aid in the duties of the marketing and outreach coordinator
o Social Media
o Tabling
o Speaking in Class
Green Husky Coalition
(Formerly Green Tea Party; Name to change by start of year)
• The Green Husky Coalition is a company of organizations that meet monthly to
bring ideas together to promote, change, and encourages the culture of
sustainability on campus. They will represent a central voice of students and
faculty that asks the question, “how can UW continue to reduce its impact on
the environment and what changes can we make?”
• The goal for this group is to create a central meeting place where members of
different environmental organizations and RSOs can meet and promote their
projects, create a network of organizations with similar interests and ideas,
collectively create projects that alter environmentally damaging
infrastructure, host events that influence sustainable behavior, and collectively
provide resources that allow each organization to make a deeper and larger
impact on campus.
• Each organization has a voice in this group and together will form a collective
that strives to make the campus green and sustainable.
• Management

13
o Define meeting goals before meeting
§ Discussion Topics
§ Open to input from all RSOs as to what they would like to discuss
o Contact RSOs and notify them of the meeting topics ahead of time
o IMPORTANT: not a forum for groups to promote activist movements
§ Come together to achieve clear goals
• Meeting Set-Up
o Register for a location that would be conducive to conversation with
large groups
o Introduce topic of the day
o Split RSOs into smaller sub groups
§ Each sub group discusses a topic
• Take notes
§ Every 10 minutes switch up tables so that people interact with
different people
§ At end 15-minute large group discussion
• Make action items

14
Green Greek
Managed by the Green Greek Coordinator. Assisting the coordinator will be the Green
Greek committee. Members will consist of volunteers and service learners that are
eager to assist in the Green Greek Coordinators work and the objectives set forth.
Purpose
To encourage more sustainable behaviors within students who are involved in the
Greek Community; To provide chapter houses with connections and resources that
would enable them to reduce their environmental footprint; To educate the Greek
community on environmental issues, the importance of going green, and ways that
they could promote sustainable behaviors in others/their own lives.
Green Greek Strategy
The Green Greek Coordinator and the Green Greek Committee will design a strategy
at the start of each year setting goals to accomplish, events or promotion planning,
Green Greek Certification management, and planning for Green Greek Competition.
• Panhellenic and IFC Communication– Stay involved and in contact with Greek
Community Relation and Outreach Executive members to keep them up to
date, supportive and involved with EcoReps.
• Green Greek Committee– An established group of EcoRep members that
strategize how to encourage students in the Greek community to be more
sustainable.
• Alumni Relations–Established group of Greek Alumni who are dedicated to
encouraging student to be more sustainable.
o Potential connections for projects
o Help strategizing
o Support group
o Important to stay in contact with/keep updated on projects
Green Greek Certification
• The certification is a self-audit tool for Greek chapters to measure, rank, and
improve their sustainable practices in the house.
• The coordinator and committee will continue to manage, regulate, and promote
the Green Greek Certification program.
• Strategy
o Allocate representatives from each chapter house
§ Responsibilities
• Attend EcoReps meetings
• Encourage progress on houses certification status

15
• Liaison between their chapter and EcoReps
o Providing resources for houses to better their carbon footprint/certification
status
§ Resources Updating for Houses Use
• Update the resources page on the UW Sustainability website
when necessary
• Contact Marketing and Outreach Coordinator for updates
o Green Chair
§ Establish a green chair in each house - could be EcoReps
Representative
Green Greek Competition
• The competition is an annual week long event where Greek chapters compete in
sustainable and environmental themed competitions to win prizes and educate
themselves on sustainability issues and practices.
• The coordinator and committee will continue to plan and organize the competition
each year.
• Getting Started
o Committee–
§ Delegate group duties/what needs to be worked on (one person can
be involved with more than one team)
• Marketing team (work with Marketing and outreach
coordinator)
• Sponsors team (to get sponsors to fund the competitive and
provide prizes)
• Games Team (each game gets a few people to work on
organizing/ getting supplies/running the game)
• Logistics team (to determine the points system and prep the
organization/flow of the competition/set-up and clean-up
delegation)
§ Brainstorm competitive "green" games that will be fun but also teach
greek community members about sustainable living.
o Dates
§ Establish dates at the beginning of the school year and let
Panhellenic and IFC know these tentative dates ahead of time
o Sponsors
§ Acquire sponsors list from google drive or from program advisor and
begin contacting sponsors
§ Make sure to acquire an individual and house chapter prizes
Green Greek Competition
• Contact

16
o Main contact will be Panhellenic and IFC Community Outreach Executive
Member
• Planning
o Plan all tentative dates with Panhellenic and IFC at the beginning of the
school year
o Plan pick up dates/times/location for garbage to be collected at with
Seattle
• Resources/Equipment
o Trash bags/heavy duty bags
o Gloves
o Equipment to pick up glass

17
Project Development Process
Projects
A “project” is any endeavor by a member(s) of the University of Washington that
strive to inspire, influence, educate and/or expand the sustainability of the campus
and reduce its ecological footprint. A project will be labeled depending on its main
areas of focus, project type, and sub-focus (e.g. Water, construction, Pollution;
Water, Policy, Resource Depletion)
Areas of Focus
Subject Project Type Sub-Focuses
• Water
• Energy
• Waste
• Transportation
• Community
Engagement
• Food
• Conservation
• Air Quality
• Construction
• Policy
• Events
• RSOs
• Prototypes
• Education
• etc…
• Climate
• Landscaping
• Purchasing
• Socio-Economic
Sustainability
• Innovation
• Built Environment
• Pollution
• Community
Development
• Biodiversity
• Environmental
Health
• Environmental
Justice
• Habitat
• Hazardous &
Toxic Substances
• Land Degradation
• Ozone Depletion
• Public Education
• Resource
Depletion
• Wellness &
Nutrition
Initial Client Meeting
Projects (Not Requiring Funding)
1. Client reaches out to EcoReps looking for assistance in the development of their
project.
2. Client submits project scope for review and assessment.
3. Project Scope– Document that details the work that needs to be accomplished to
deliver a product, service, or result with the specified features and functions.
Includes descriptions of:
a. The outcome of the project.
b. The environmental problem and campus need.
c. Project Objective– how will this project solve the environmental problem?
d. Benefits of completing the project.
e. Deliverables of the final project.

18
f. Milestones, approach, and other components needed by the size and nature
of the project.
4. Upon review of the Project Scope, the Executive Board will contact a Student
Advisor(s) who is proficient in the specific focus of the project for consultation of
feasibility.
5. If deemed feasible by a Student Advisor, A meeting is scheduled between the
Client and the Executive Board including Student Advisor(s).
6. At the meeting, discussion is created by all around the viability of the project.
7. If final idea is viable, then client is offered to present their project idea at the
next EcoReps meeting to start recruitment of volunteers and service learners for
their project team.
8. If project is unviable or is already being developed, we decline the project and
inquire about other ideas, or see if the Client would be interested in working on
another project in development.
Projects (Requiring Funding)
1. Client reaches out to EcoReps looking for assistance in the development of their
project.
2. Client submits project scope for review and assessment.
3. Project Scope– Document that details the work that needs to be accomplished to
deliver a product, service, or result with the specified features and functions.
Includes descriptions of:
a. The outcome of the project.
b. The environmental problem and campus need.
c. Project Objective– how will this project solve the environmental problem?
d. Benefits of completing the project.
e. Deliverables of the final project.
f. Milestones, approach, and other components needed by the size and nature
of the project.
4. Upon review of the Project Scope, the Executive Board will contact a Student
Advisor(s) who is proficient in the specific focus of the project for consultation of
feasibility.

19
5. If deemed feasible by a Student Advisor, A meeting is scheduled between the
Client and the Executive Board including Student Advisor(s).
6. At the meeting, discussion is created by all around the viability of the project.
7. If project is unviable or is already being developed, we decline the project and
inquire about other ideas, or see if the Client would be interested in working on
another project in development.
8. If final idea is viable, then client is informed that their project will be added to
the project pool for voting.
9. In a separate meeting, the Executive board will vote from the pool: how many
projects to work on and what projects specifically to work on.
10. Accepted Clients are offered to present their project idea at the next EcoReps
meeting to start recruitment of volunteers and service learners for their project
team.
11. Declined projects are encouraged to return at another time and reapply, or
project goes under revision to see if project can be completed without funding.
12. Accepted Clients now become Project Managers.
Recruitment of Volunteers/EcoReps Meeting
• At the meeting, the Project Manager will have the opportunity to present their
project idea and recruit members for their team. If limited recruitment occurs or
none at all, the Executive Board can make recommendations for
Volunteers/Service Learners that we believe will be best suited for the project
based on a student interest form EcoReps supplies at the beginning of their
volunteer time.
• When volunteers/service learners are gathered, the Project Manager, will have an
opportunity to collect contact information.

20
First Meeting / Development of Work Plan
At first meeting, Project Manager will lead discussions into the development of the
work plan for the project.
• Purpose of project (Review of Project Scope)– Project Manager will present their
Project Scope that was agreed on by the Executive Board.
• Work Plan
o Scope Baseline– Decomposition of all deliverables in the project
§ Team identifies all the deliverables needed in production of project,
and therefore, identifies all the work needed to be done.
§ Large deliverables broken into hierarchy of smaller deliverables;
From broad to specific.
o Tasks and/or Cost (if applicable)
§ Team identifies activities and tasks needed to produce each
deliverable.
§ Identify group resources available for each task; Identify resources
still needed.
§ Estimate how long it will take to complete each task.
§ Estimate cost needed for each task.

21
§ Consider resource constraints, or how much time can really be
devoted to this project.
§ Determine which tasks are dependent on other tasks, develop task
path.
§ Develop work schedule, which is a calendarization of all tasks and
estimates. Develop based on dedicated time period
(days/weeks/months) of project finish. When is a task supposed to
start and finish?
§ Work schedule is implemented into timeline. (See Work Process)
o Define roles and responsibilities
§ Executive Board Member(s)– Consists of EcoREps Coordinator, Green
Greek Coordinator, and Marketing & Outreach Coordinator. Will be
responsible for overseeing project dynamics and ensure development
is progressing on time dictated in work plan; Will act as advisor for
Project Manager assisting in plan development, timeline progression,
provide knowledge of EcoReps’ assets and sources of information
when needed, and fully in charge of volunteers/service learners.
§ Project Manager– Responsible for overall development of project
direction and scope. Will be in charge of leading design of work plan
and encouraging their team to contribute ideas and comments.
Responsible for assigning tasks and managing Volunteer/Service
Learner work. Update Executive Board Member on project
development.
§ Volunteers/Service Learners– Will volunteer for tasks they feel
qualified to complete, offer input and criticism of project dynamics
and development, and communicate to Project Manager and/or
Executive Board Member of any issues they might have.
o Feasibility Study– Group determines methods for measuring project quality
and measure risk situations.
§ Project quality– Ensuring that the end product meets project scope
outcomes. Key emphasis is preventing errors than inspecting the
product at the end of the project and then eliminating errors.
§ Project Risks– Analyzing any event that might have significant effect
on the outcome of a project. Assessing risks deals with determining
the probability that specific event may occur and if it does, assessing
its impact. Quantifying probability and impact will determine which
are the highest risks that need attention. Risk assessment requires a
plan of how the team will respond to the high-risk events.
o Timeline (See Work Process)
§ Following template of work process. Group will determine work
schedule and tasks based on which phase the group is in.

23
Work Process
Phase 1– Feasibility
• Purpose of this phase is for the group to effectively formulate how they will
develop the project and understand all concepts of it.
• The amount of knowledge may be limitless that will benefit the projects. Amount
needed and from where will be determined by the group.
• When the group feels comfortable with the amount information collected, the
design of the project can be created and finalized. Completed draft of design can
also be put under review of a professional.
• At the end of Phase 1, review and alterations of project or timeline will be made if
need be.
Phase 2– Asset Acquisition & Construction (if applicable)
• After design is completed group acquires all resources needed in production of
project.
• If funding is needed, information is collected on all available funding options and
project requirements for each fund. Funding documents will be completed and
submitted depending on time. Budgets for funding will reside with Project
Managers department and funds will be used following department and fund
policy.
• Construction of project will start and be developed based on work plan.
• At the end of Phase 2, review and alterations of timeline will be made if need be.
Phase 3– Implementation & Marketing
• With completion of construction, group implements project on campus depending
on project and work plan.
• With help from Marketing & Outreach Coordinator and Marketing & Outreach
Committee, group will promote and advertise the implementation of the new
project on campus.

24
Issue Reconciliation & Management
If issues arise with any party member of the EcoReps organization, it will be the duty
of the Executive Board to find reconciliation amongst the group and find a solution to
the problem. The EcoReps’ first obligation is supporting its volunteers and service
learners, although actions will be taken based on the particular situation. If an issue
has been found to be irreconcilable, the party in question may be asked to leave or
removed from the EcoReps group.

EcoReps Operations Manual

Recommended

Recommended

More Related Content

Similar to EcoReps Operations Manual

Similar to EcoReps Operations Manual (20)

EcoReps Operations Manual