• Chairperson: Oversees a major fundraising event, including oversight on all committees related to the production of the event. Earns the full amount of points required to qualify for tuition reimbursement due to months of preparation and commitment involved. Reports directly to the HSA Board. 10 points. 
• Coordinator: The designated head of a department for a major fundraiser. Oversees a team of people and earns a majority of points required to qualify for tuition reimbursement due to the level of commitment involved. Reports to the Chairperson of the event. 8 points.  
• Manager: In charge of a group of either shift workers or other volunteers.  Does not require the amount of time or preparation as the more involved roles listed above.  Earns over half of the required points. 6 points. 
• Planner or Helper: Specific duties with known timeline which are created and directed by managers or coordinators under the oversight of the chairperson. Earns a range of points depending on time involvement required to perform the expected duties. 2-4 points. 
• Shift workers: Offered for different events throughout the year via Sign Up Genius opportunities posted in the Wednesday newsletter. One shift earns 1 point, and is generally a 2 hour time commitment. These positions require working specific areas of various events and being present for a short time frame as specified in the sign up. These shifts are offered on a first come, first serve basis and are capped per event to allow each family an opportunity to participate. 
• Gift Card sale shifts: Offered via sign up in the newsletter or website, and there is no limit to the number of shifts that can be worked. Shifts take place during the Saturday and Sunday Masses. Each shift is worth 0.5 - 1 point, depending on length. 

Chairperson

• Role begins the spring of the prior school year in terms of theme and idea development and continues with infrequent planning efforts throughout the summer prior to the event. Large scale planning takes place August - October, with significant time investment the week of the event. Responsible for communicating with all Coordinators and Managers about their respective duties and responsibilities, as well as reporting progress and needs directly to the HSA Board.
• May - October effort   
• 10 points due to time and level of responsibility required.

Chairperson Shadow 

• Shadow the Chairperson throughout the event planning and execution. Work with the Cougar Crawl team to learn the ins and outs of the event, but not responsible for decision making related to the event. This would involve helping with various aspects of the day/program and becoming familiar with the overall timeline, responsibilities, and logistics. This is a great opportunity for someone who may be interested in taking on a larger role with Cougar Crawl in the future.
• May - October effort  
• 5 points awarded. 

Treasurer 

• Responsible for managing all financial aspects of the Cougar Crawl event to include tracking pledges and donations, running reports throughout the fundraising period, importing and organizing donations, and tracking costs and expenses of the event. Provide cash as needed and make payment for various costs associated with the production of the event. Math and Excel experience required. 
• August - October effort  
• 6 points awarded. 

Treasurer Shadow 

• Shadow the treasurer throughout the event planning and execution. This role is a great opportunity for someone who may be interested in learning more about the financial side of Cougar Crawl. You would shadow our current Cougar Crawl treasurer and learn how to work with the 99Pledges website, including importing and organizing donations received by families. The goal is to have someone familiar with the process who could potentially take on more responsibility in future years. Math and Excel experience required. 
• August - October effort
• 3 points awarded. 

T-Shirt Planner 

• Organize and manage all things related to the design, printing, getting quotes for printing, ordering, and distribution of shirts. Coordinate with other departments as needed.
• September - October effort  
• 4 points awarded. 

T-Shirt Distribution Helper 

• Help sort and distribute t-shirts to students based on order forms the week of the event.
• Week-of the event effort  
• 1 point awarded. 

Prize Bag Helper 

• Requires evening help the week of the event leading up to the event. Duties are to sort the prizes won by school families based on their levels of fundraising and grouping the prize bags for distribution to students during the event. This person will also work with a committee member to learn how to run the necessary reports, which may change throughout the week as families continue fundraising and move into different prize levels.
• October effort  
• 2 points awarded. 

Day-of Volunteer Planner

• Identify volunteer roles needed for successful execution of the event. Oversee sign ups for shift work during the event. Coordinate and direct volunteer efforts the day of the event.
• October and day-of effort  
• 3 points awarded. 

Pizza Planner 

• Plan the pizza lunch from start to finish; coordinate ordering and transport and ensure smooth delivery of the student’s meal on the day of the event. 
• October and day-of effort 
• 3 points awarded. 

Slideshow & Sign Planner 

• Manage sign orders including advertising sign sales, collecting money for signs, ordering signs through manufacturer, picking up signs and assembling as required, and add the sign messages onto a slideshow to be played during the event.
• September - October and morning-of effort.  
• 3 points awarded. 

Hallway Decor Helper (2 roles)  

• Help to plan and setup the themed hallway to build excitement for students and staff the week of the event. Required to order and pickup filled helium balloons for use in the decor.
• October and week-prior effort.  
• 2 points awarded. 

Decoration Helper 

• All decorations will be purchased ahead of time. This team would work together to bring the theme to life by creating a cohesive and exciting look throughout the event space. Most of the hands-on work would take place the day before and/or the morning of Cougar Crawl. This would be a fun role for anyone who enjoys decorating, creating, and working as part of a team!
• Week-of effort
• 2 points awarded. 

Canvassers / Corporate Sponsor Recruiting (Multiple Roles) 

• This is a multi-person role focused on reaching out to local businesses and potential corporate sponsors who may be interested in supporting Cougar Crawl through donations or sponsorships. Team members will help identify potential businesses, make initial contacts, and follow up as needed.
• August-October effort  
• 2-3 points awarded depending on territory.

Chairperson

• Role begins shortly after Cougar Crawl ends, in terms of theme and idea development, and continues with infrequent planning efforts throughout the winter prior to the event. Large scale planning takes place January - March, with significant time investment the week of the event and presence required throughout the entire event. Responsible for communicating with all Coordinators and Managers about their respective duties and responsibilities, as well as reporting progress and needs directly to the HSA Board. Familiarity and past experience volunteering with Tricky Tray required.
• October- March effort   
• 10 points due to time and level of responsibility required.

Chairperson Shadow 

• Shadow the Chairperson throughout the event planning and execution. Work with the Tricky Tray team to learn the ins and outs of the event, but not responsible for decision making related to the event. This would involve helping with various aspects of the weekend and becoming familiar with the overall timeline, responsibilities, and logistics. This is a great opportunity for someone who may be interested in taking on a larger role with Tricky Tray in the future.
• October-March effort  
• 5 points awarded. 

Co-Chair

• Role begins shortly after Cougar Crawl is completed, in terms of theme and idea development, and continues with infrequent planning efforts throughout the winter prior to the event. Large scale planning takes place January-March, with significant time investment the week of the event and presence required at identified times during the event as well as post-event duties. Assist the Chairperson with duties and responsibilities as needed. Participate in communication with all Coordinators and Managers about their respective duties and responsibilities, as well as reporting progress and needs directly to the HSA Board. Some experience with Tricky Tray required. 
• October-March effort   
• 5 points awarded. Was this only 5 points? Laura & I both got 10 points for co-chairing the event

Canvassing Coordinator

• Oversee teams of canvassers with specific assigned territories. Monitor and communicate with canvassers regarding efforts, follow up, pickup, and documentation. Identify and recruit volunteers utilizing interest meetings, sign up genius advertising, and networking. Provide training and guidance to new volunteers regarding processes and procedures they will follow. Track volunteer hours and efforts to award points. Coordinate directly with Donation Management Coordinator and Pickup Team Manager. Utilize spreadsheets and Google docs to follow documentation protocol. Ensure donors are receiving required documentation and correspondence. Host meetings with assigned teams as needed. Familiarity and past experience volunteering with Tricky Tray required. Report directly to Tricky Tray Chairs regarding efforts and needs regularly. 
• December - March effort   
• 8 points awarded 

Canvassing Liaisons (multiple positions) 

• Communicate with the Canvassing Coordinator regarding specific territory within which to solicit donations. Identify new businesses to target within your donation territory. Conduct outreach, follow up, and solicitation within your assigned territory. This is done both in person and by phone as needed. Coordinate with the Pickup Team, Donation Management, and Social Media Manager as needed and follow all processes and protocols for donation documentation, pickup, and recognition. Report to the Canvassing Coordinator regularly regarding progress and needs.  
• January - March effort   
• 4 points awarded 

Canvassers (multiple positions) 

• Assigned an area and within that area, reach out to businesses, secure a donation, pick up donation, fill out correct forms, and turn in donations. Attend training with the Canvassing Coordinator to ensure proper understanding of processes and procedures of the above duties. Report to the Canvassing Coordinator regularly regarding progress and needs.  
• January - March effort   
• 2-4 points awarded; varying levels of commitment can be offered depending on volunteer preference

Pickup Team (multiple positions) 

• Responsible for picking up donations within a specific territory. Must coordinate with canvassers and donation management utilizing spreadsheet and other electronic communications. Document pickup and delivery of all donations using required form. Report directly to the Canvassing Coordinator. 
• January - March effort   
• 2-4 points awarded; varying levels of commitment can be offered depending on volunteer preference

Donation Management Coordinator

• Oversee the organizing, packaging, coding, wrapping, and delivery of all donations solicited by the canvassing team. Coordinate with the pickup team directly, and designate appropriate drop-off and storage of all donations. Identify and recruit volunteers as needed. Provide training and guidance to new volunteers regarding processes and procedures they will follow. Utilize spreadsheets and Google docs to follow documentation protocol. Ensure required documentation and correspondence is completed. Familiarity and past experience volunteering with Tricky Tray required. Report directly to Tricky Tray Chairs regarding efforts and needs regularly. 
• December - March effort   
• 8 points awarded 

Logistics Coordinator

• Coordinate directly between all major departments within the Tricky Tray Team to ensure that there are no conflicts in planning or execution of event details. Ensure the schedule of planning and preparation remains on target and all departments are running smoothly within their functions and within the overall event execution. Utilize spreadsheets and Google docs to follow documentation protocol. Ensure required documentation and correspondence is completed. Present throughout the event. Familiarity and past experience volunteering with Tricky Tray required. Report directly to Tricky Tray Chairs regarding efforts and needs regularly. 
• February - March effort   
• 8 points awarded 

Week-Of Logistics Manager

• Assist the Logistics Coordinator the week of the event to ensure that there are no conflicts in planning or execution of event details in the week leading up to the event. Ensure that the schedule of planning and preparation remains on target and all departments are running smoothly within their functions and within the overall event execution. Utilize spreadsheets and Google docs to follow documentation protocol. Ensure required documentation and correspondence is completed. Present at specific times during the event.  Report to the Logistics Coordinator. 
• Week-of effort   
• 4 points awarded 

Volunteer Coordinator

• Based on the needs of the various departments, create and distribute a sign up genius for all volunteers including food and beverage, as well as any student volunteer needs and opportunities. Monitor adult and student volunteer sign ups and needs. During event, check in all volunteers and direct them to appropriate locations, sign off on paperwork and track volunteer hours for students, assist with any unfilled volunteer needs. Present throughout the event. Document total volunteer hours to ensure points earned by shift volunteers are submitted following the event. Familiarity and past experience volunteering with Tricky Tray required. Report directly to Tricky Tray Chairs regarding efforts and needs regularly. 
• February - March effort   
• 8 points awarded

Volunteer Coordinator Assistant

• Present at the event at specified times as a support for Volunteer Coordinator, and take over if Coordinator is absent. Help with coordinating volunteers as needed throughout the duration of the event. Reports to the Volunteer Coordinator. 
• Day-of effort  
• 3 points awarded I would give 4 points - ½ of Vol. Coordinator as per the other asst or shadows

Ticketing Coordinator

• Oversight on all pre-event ticket sales and organization efforts. Oversight on all ticket sales throughout the event. Responsible for filling ticket orders and tracking orders prior to and during the event. Documentation of all ticket assignments and buyers, and tracking of all funds and ticket numbers. Must use required tracking sheets and communicate directly with other department Coordinators. Communicate volunteer needs and complete training of all volunteers to work with the ticket sales and bundles. Track volunteer hours and report hours earned. Present throughout the duration of the event at all times that tickets are sold. Familiarity and past experience volunteering with Tricky Tray required. Report directly to Tricky Tray Chairs regarding efforts and needs regularly. 
• January - March effort
• 8 points awarded 

Advanced Ticketing Team (Multiple roles)

• Create ticket bundles from home in the months leading up to the event based on advance ticket sales and orders. All information must be added to a shared spreadsheet. Must use required tracking sheets and document all ticket assignments according to protocol and procedures. Report to the Ticketing Coordinator regularly regarding progress and needs. 
• January - March effort
• 2-4 points awarded based on commitment level preferred by volunteer 

Weekend of Event Ticket Sales (2 roles) 

• Present throughout the event at specific times to sell tickets. Must be trained to use required tracking sheets and document all ticket assignments according to protocol and procedures, and perform appropriate accounting related to sales. Report to the Ticketing Coordinator regularly during the event regarding progress and needs. 
• Weekend-of effort
• 2-4 points awarded based on commitment level 

Kitchen Coordinator 

• Responsible for planning, oversight, and execution on all things related to the kitchen. Duties include planning the menu for the weekend, directing the kitchen canvassing committee, scheduling the kitchen donation pick ups with the pick up team, creating and adhering to a budget for the department, advertising the need for baked goods and dry goods donations and coordinating donation drop offs, shopping for needed ingredients, preparation of the food the weekend of, following food storage and preparation guidelines, identifying kitchen volunteer needs and communicating with Volunteer Coordinator to have these filled, overseeing volunteers in the kitchen (both student and adults), coordinating with Knights of Columbus regarding their Sunday Breakfast plans, supporting the efforts of the KoC, and donating/disposing of leftover food. Present throughout the duration of the event. Report to the Tricky Tray Chairs regularly regarding progress and needs.     
• January - March effort 
• 8 points awarded 

Kitchen Co-Chair  

• Responsible for assisting the Kitchen Coordinator with tasks as needed during the months leading up to the event and present throughout the duration of the event as needed. Report to the Kitchen Coordinator. 
• January - March effort 
• 4 points awarded

Kitchen Canvassers (2 roles)  

• Under the direction of the kitchen chairperson, solicit donations and in-kind donations needed for the successful functioning of the kitchen. Track donations on shared documents and communicate with the pick up team. Report to the Kitchen Coordinator.  
• January - March effort 
• 2-4 points awarded

Treasurer 

• Responsible for all financial aspects of the event, including all accounting of costs, payouts, and reporting for various departments. Provide cash as needed during the event and oversee Bingo and 50/50 cash sales, including awarding prizes and pulling tickets. Complete all post-events accounting reports and close out all financials post-event. Present much of the event. Prior experience with Tricky Tray as well as math and Excel skills are required. Report to the Tricky Tray Chairs. 
• January - March effort, primary focus the week of the event  
• 6 points awarded

Treasurer Shadow 

• An excellent opportunity for someone who would like to take on a larger role in the HSA’s financial areas of need at future events. Will shadow the event Treasurer throughout the duration of the planning and execution of the event to learn the event processes and procedures. Must be present during the majority of the event. 
• January - March effort, primary focus the week of the event  
• 3 points awarded

Social Media Planner 

• Responsible for running the OLPH and HSA socials leading up to and during the event to promote ticket sales, donations, and event attendance. Ensure all appropriate donations are “shouted out” on social media to recognize donors, promote different aspects of the event at various times throughout the promotion of the event. Report to the Tricky Tray Chairs.  
• March effort 
• 2-4 points awarded

Uniform Closet Coordinator   

• Responsible for all aspects of the functioning, organization, stocking, and maintenance of the Free Uniform Closet at OLPH. This is a year round role, which can be completed at any time convenient to the Coordinator. Restocking of the Closet is generally done weekly or bi-weekly, with some times of year slower than others. Busier times include immediately prior to and after Seasonal Uniform switch, at the beginning of the school year, and at the end of the school year. Duties include picking up uniform donations from the donation bins at OLPH, laundering and folding all donations to be put in the closet, disposing of any items not suitable for use, ensuring the closet is tidy and orderly at all times, and communicating with HSA Board and OLPH administration regarding closet needs and reimbursement for items purchased. 
• Year-Round effort required 

• 8 points awarded 

Secret Santa Manager

• Responsible for all aspects of the planning and execution of the OLPH Secret Santa shop to raise funds for local charities at Christmas and give students a fun and educational holiday experience. Duties include ordering inventory through the vendor, inventorying items, planning event date and shopping times for specific class rooms in coordination with teachers, identifying volunteer needs and creating a sign up genius, submitting sign ups for the newsletter, advertising the shopping opportunity to students and families, overseeing setting up and decorating for the shop prior to the event, manage shift volunteers during the event, complete reordering of inventory after Day 1 of shopping, restock shop as needed, complete take down of shop, ship back unsold items, and complete all accounting of funds post-event. Report directly to the HSA Board.  
• September - December effort 

• 6 points awarded

Daddy Daughter Dance Planner

• Responsible for theme identification, date selection in accordance with Marian Inn availability, planning of decor in accordance with anticipated budget, ticket sales and money collection, working to ensure financial goals are met, advertising for event, creation of sign up genius for any volunteer needs, refreshment and entertainment planning and procurement, and clean up from event. This event is typically held in the spring (date determined on volunteer availability and school calendar) and requires several weeks of effort prior to the event, in addition to presence at the dance itself. Report directly to the HSA Board regarding progress and needs.   
• Spring effort 

• 5 points awarded

Mother Son Event Planner

• Responsible for theme identification and selecting a venue if not on school grounds, date selection in conjunction with school calendar, planning of decor in accordance with anticipated budget, ticket sales and money collection, working to ensure financial goals are met, advertising for event, creation of sign up genius for any volunteer needs, refreshment and entertainment planning and procurement, and clean up from event. This event is typically held in the spring (date determined by volunteer availability and school calendar) and requires several weeks of effort prior to the event, in addition to presence at the dance itself. Report directly to the HSA Board regarding progress and needs.   
• Spring effort 
• 5 points awarded

Teacher Appreciation Week Planner 

• Responsible for thematic design and execution of all events to be hosted by HSA during Teacher Appreciation Week, in coordination with OLPH staff. Duties include decorating according to theme, promoting of Teacher Appreciation week via outlets including socials, newsletter, and room parent distribution list, ordering and pickup of supplies as needed, following proper accounting for funds spent, adhering to identified budget, ensuring smooth execution of planned events the week of including being present as needed for setup and takedown of different events, and completing post-event reports as needed.  
• December-January effort 

• 4 points awarded 

Field Day Lunch Planner  

• Responsible for planning, ordering and picking up items to provide identified lunches to all students during the Field Day event. Oversight on ordering forms to be sent home and returned, assembly of lunches prior to the event, and delivery of lunches during the event.  
• May effort 

• 2 points awarded 

Mass Planner   

• Responsible for the planning and execution of specific special Masses during the school year at the direction of the OLPH Administration. Create and monitor sign up geniuses to ensure Masses have required participants, and communicate directly with participants regarding their roles and responsibilities.   
• Intermittent effort throughout the year 

• 2 points awarded 

Room Parent, multiple roles per classroom    

• Each teacher will choose their needed number of Room Parents from the list of volunteer submissions. Room Parents will serve as a point of contact and communicate with classroom parents as needed by the teacher, help with specific needs identified by the teacher, and will be responsible for collecting financial contributions for class gifts to the teacher at Christmas and the End of the Year. Other duties may arise as needed during the school year.    Can we add that more points will be awarded for additional activities? Such as lunch at CC and McDonald’s breakfast?
• September - June effort

• 2 points awarded 

Gift Card Shift Sales     

• Gift card sales are offered weekly at weekend Masses and provide a substantial source of funding to the school’s operating budget that supports vital needs within the school and allows tuition to stay at a steady rate year over year. These shifts are available 12 months out of the year, not just during the school calendar year. Multiple shifts are available every week and participation by our school families is an essential part of our continued financial stability. Shifts are scheduled with the convenience of our school families in mind, and can be completed in as little as 65 minutes.  

• Year round effort
• ½ point awarded per shift