DRAFT - GRADUATION COMMITTEE ORGANIZATION 2016-2017

Rationale for changes 1.

The Graduation General Council members have always declined in number during the school year. The lack of students made it difficult to plan and organize activities.

2.

There have been limited opportunities for students, other than the Executive, to have any significant input to the decision-making process. The Executive and a few volunteers end up doing all the work for graduation. There is a great need for committed students to be involved with the decision-making and organization of such a large event.

3.

The number of grade 12 students who have voted for candidates for the elected position has been declining greatly over the last number of years. Students who did want to be involved felt frustrated.

4.

The present Constitution of 1980 needed to be restructured to accommodate the changing needs of the students for their graduation ceremonies.

5.

The present Constitution of 1980 needed to be restructured to ensure the opportunity for more staff involvement in graduation.

6.

The present Constitution of 1980 needed to be restructured to ensure the opportunity for more parental involvement in graduation.

Changes to the Graduation Committee organization for 2016-2017 1.

Grad Committee or General Council or Volunteer Pool: This will allow all committed students an opportunity to participate in the organization and the decision making for the Commencement and Banquet Ceremonies. Members of the Grad Committee or General Council or Volunteer Pool that meet the requirements of criteria #1 may be selected for committees by the appropriate Executives, Directors and Assistants. The Staff Advisors must approve selections.

Criteria #1 - for Grad Committee or General Council or Volunteer Pool: The student must:  be a current member of the graduating class and be eligible to participate in the Commencement Ceremony (see the section in the Student Handbook 2016-2017 Alberta High School Diploma Requirements)  hold a minimum of 50% average in an approved credit load  demonstrate good character virtues i.e. respect, responsibility, honesty, forgiveness, fairness, integrity  have satisfactory attendance and punctuality  be a student in good standing  have an attendance record of 85% or better  be committed to serve as a member of the Grad Committee General Council  have paid the Student Council fee 2.

Grad Council’s General Volunteer Pool members: Volunteer members will be students selected from the Class of 2017 by the appropriate Executive(s), Director(s), and Assistant(s). These volunteers may be selected to be part of a sub-committee. The Staff Advisors must approve these selections. Volunteer members must meet the requirements for criteria #2 (on the next page).

Criteria #2 for Grad Council’s General Volunteer Pool: The student must:  be a current member of the graduating class and be eligible to participate in the Commencement Ceremony (see the section in the Student Handbook 2016-2017 Alberta High School Diploma Requirements)  hold a minimum of 50% average in an approved credit load  demonstrate good character virtues i.e. respect, responsibility, honesty, forgiveness, fairness, integrity  have satisfactory attendance and punctuality  be a student in good standing  have an attendance record of 85% or better  be committed to serve as a member of the Grad Council’s General Volunteer Pool  have paid the Student Council fee 3.

DIRECTORS & ASSISTANTS These positions will allow all committed and qualified students the opportunity for leadership in the organization and decision-making of Graduation. Students applying for the positions of Director and/or Assistant must submit a completed Graduation Committee Application Package to the selection committee (Miss. Engli & Mrs. Pedersen). The selection committee consists of the Graduation President, the Executive and the Staff Advisors. The selection committee will appoint the various Directors and Assistants based on teachers’ recommendations, student's abilities, qualifications and school involvement. Any grade 12 students may apply for the positions of Director and/or Assistant by meeting the requirements of the Directors and Assistants Criteria.

Criteria for Directors and Assistants A student must:  be a current member of the graduating class and be eligible to participate in the Commencement Ceremonies (see the section in the Student Handbook 2016-2017 Alberta High School Diploma Requirements)  hold a minimum of 50% average in an approved credit load  demonstrate good character virtues i.e. respect, responsibility, honesty, forgiveness, fairness, integrity  have satisfactory attendance and punctuality  be a student in good standing  have an attendance record of 85% or better  be committed to serve on the Graduation Council  have paid the Student Council fee  submit a completed the Graduation Committee Application Package to the selection committee (Miss. Engli & Mrs. Pedersen) by the application deadline 4.

EXECUTIVE This will allow all committed and qualified students the opportunity for leadership in the organization, decision making and coordinating of all Commencement and Banquet Ceremonies. Students applying for an Executive position must submit a completed Graduation Committee Application Package to the selection committee (Miss. Engli & Mrs. Pedersen) before the application deadline. The President will be elected immediately following the Presidential speeches. Qualified voters must be grade 12 students who have paid the Student Council fee. Only qualified grade 12 students who attend the speeches are eligible to vote. Grade 12 students must show their current Harry Ainlay High School student ID card to be eligible to vote. The selection committee will appoint Executive committee members, other than the President. Selections will be made from the completed Graduation Committee Application Packages received by the application deadlines on the application package. The selection committee will be comprised of the Staff Advisors and /or the Grad President. This committee will interview the students who apply for all Executive positions. Based on the interview, teachers' recommendations, the student's abilities, qualifications and school involvement, the committee will appoint the appropriate student for each of the Executive positions.

The Staff Advisors may appoint the Student Council Grade 12 Representative to an Executive’s, Director’s, or Assistant’s position. Any grade 12 student may apply for an Executive position by meeting the requirements for Executive criteria. A student who holds a Graduation Executive position may not be an executive member on any other school activity during the same time period. Criteria for Executive The student must:  be a current member of the graduating class and be eligible to participate in Commencement Ceremony (see the section in the Student Handbook 2016-2017 Alberta High School Diploma Requirements)  hold a minimum of 65% average in an approved credit load  demonstrate good character virtues i.e. respect, responsibility, honesty, forgiveness, fairness, integrity  have satisfactory attendance and punctuality  be a student in good standing  have an attendance record of 85% or better  be committed to serve on the Graduation Council  have paid the Student Council fee  submit a completed Graduation Committee Application Package to the selection committee (Miss. Engli & Mrs. Pedersen) by the application deadline

Positions: Executive A.

President

Directors/Assistants Staff Advisor(s) Staff Advisor(s) Staff Advisor(s)

B.

Vice President Staff Advisor(s)

Staff Advisor(s)

A-1 A-2 A-3 A-4

Grad Awareness Director Grad Awareness Director Media Tech Director Media Tech Director

B-1 B-2 B-3 B-4 B-5 B-6 B-7

Grad Picture Director Grad Picture Assistant Grad Picture Assistant Fashion Show Director Fashion Show Assistant Fashion Show Assistant Fashion Show Assistant

C.

Secretary/Treasurer

Staff Advisor(s)

D.

Banquet Chairperson

Staff Advisor(s)

D-1 D-2 D-3

Banquet Assistant Banquet Assistant Banquet Assistant

E.

Commencement Co-chairperson (two people selected)

Staff Advisor(s)

E-1 E-2 E-3 E-4 E-5 E-6 E-7

Gown & Certificate Director Gown & Certificate Assistant Program/Entertainment Director Program/Entertainment Assistant Decoration Director Decoration Assistant Decoration Assistant

Staff Advisor(s)

Staff Advisor(s)

This format has created 27 new positions from the original Constitution of 1980 and will allow more students to be directly involved with the organization of Commencement/Awards and Banquet Ceremonies. Executive

members are responsible to work with their Directors and Assistants. The Executives, Directors and Assistants will meet regularly to evaluate progress, make decisions and develop organizational plans. The Grad Class of 2017 (General Council) will meet as required for decision making and information.

Summary: 1.

Graduation organization is open to all committed students who meet the criteria.

2.

The President will be an elected position. A selection committee comprised of the staff advisors and/or the President will appoint all other Executives (after each applicant has been interviewed), Directors and Assistants.

3.

The various sub-committees will be selected by the appropriate Executive, Director and Assistant and must obtain the approval of the Staff Advisor(s).

4.

This revised pilot project will be evaluated in 2016 to determine the future course of action.

GRADUATION COMMITTEE DRAFT 2016-2017 MISSION STATEMENTS 1.

To teach management skills to students by organizing a major school activity.

2.

To recognize students' accomplishments and completion of three years of High School.

3.

To maintain a tradition of the "Rite of Passage” of graduation.

4.

To maintain the standards of "Excellence" at Harry Ainlay School.

5.

To promote and maintain awareness in the School and Community of the standards of "Excellence" at Harry Ainlay School -- "IN OMNIBUS EXCELSIOR".

GRADUATION ORGANIZATION Any grade 12 Harry Ainlay High School student who wants to be part of the graduation organization must meet the required criteria for the position selected. Criteria are stated before each position’s description. This revised format will allow all committed students an opportunity to serve on the graduation committee and participate actively in the decision making process.

“Graduation will be a SUCCESS with your involvement.” CRITERIA REQUIRED TO BE AN EXECUTIVE The student must:         

be a current member of the graduating class and eligible to participate in the Commencement Ceremony (see the section in the Student Handbook 2016-2017 Alberta High School Diploma Requirements) hold a minimum of 65% average in an approved credit load demonstrate good character virtues i.e. respect, responsibility, honesty, forgiveness, fairness, integrity have satisfactory attendance and punctuality be a student in good standing have an attendance record of 85% of better be committed to serve on the Graduation Committee and/or General Council have paid the Student Council fee submit a completed Graduation Committee Application Package to the selection committee (Miss. Engli & Miss Engli) by the application deadline

GRADUATION EXECUTIVE l.

To establish and oversee the general format of the operation and organization of graduation activities.

2.

To obtain Staff Advisors', Administrators’, ILT’s (Department Heads) and/or Staff’s approval for graduation policies and activities.

3.

To assist the Directors with the selection of their Assistants and volunteers.

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4.

To supervise and assist Directors, Assistants and volunteers.

5.

To meet weekly and evaluate progress of graduation activities and make appropriate organizational decisions when necessary.

6.

To prepare and submit appropriate information for:    

Administrators ILT (Administrators and Department Heads) Staff Advisors Staff

   

School Council Harry Ainlay website Titan News SchoolZone

7.

To act as a liaison with the School Council, Student Council President and Staff Advisors.

8.

To hold bi-weekly Grad Committee meetings (or as required) for decision making and general update of progress and future activities.

9.

To prepare and submit a final graduation report for the Advisor(s).

CRITERIA REQUIRED TO BE A DIRECTOR The student must:  be a current member of the graduating class and be eligible to participate in the Commencement Ceremony (see the section in the Student Handbook 2016-2017 Alberta High School Diploma Requirements)  hold a minimum of 50% average in an approved credit load  demonstrate good character virtues i.e. respect, responsibility, honesty, forgiveness, fairness, integrity  have satisfactory attendance and punctuality  be a student in good standing  have an attendance record of 85% or better  be committed to serve on the Graduation Committee and/or General Council  have paid the Student Council fee  submit a completed Graduation Committee Application Package to the selection committee (Miss. Engli & Mrs. Pedersen) by the application deadline DIRECTORS 1. In consultation with the Executives, select Assistants and recruit committee members from the Grad Council’s General Volunteer Pool to assist in the performance of all tasks. 2. Prepare a budget of expenses in consultation with the Executive Chairperson and Staff Advisor(s). 3. Prepare a timeline of all tasks to be completed in consultation with Executive Chairperson and Staff Advisor(s). 4. Supervise and assist your committee. 5. Meet with your committee regularly to evaluate progress. 6. Meet regularly with the Executives, Assistants and Staff Advisor(s) to evaluate progress.

7. Assist with the preparation of a final report that will be submitted to the Advisor(s) [2]

CRITERIA REQUIRED TO BE AN ASSISTANT AND/OR MEDIA TECH The student must:         

be a current member of the graduating class and be eligible to participate in the Commencement Ceremony (see the section in the Student Handbook 2016-2017 Alberta High School Diploma Requirements) hold a minimum of 50% average in an approved credit load demonstrate good character virtues i.e. respect, responsibility, honesty, forgiveness, fairness, integrity have satisfactory attendance and punctuality be a student in good standing have an attendance record of 85% or better be committed to serve on the Graduation Committee and/or General Council have paid the Student Council fee submit a completed Graduation Committee Application Package to the selection committee (Miss. Engli & Mrs. Pedersen) before the application deadline

ASSISTANTS AND/OR MEDIA TECHS 1.

In consultation with their Executive members and sub-committee Director recruit Volunteer Pool members to assist in the performance of all tasks.

2.

Assist with the preparation of budget for expenses in consultation with the Executive Chairperson, Director and Staff Advisor(s).

3.

Assist with the preparation of a timeline of all tasks to be completed in consultation with the Executive Chairperson, Director and Staff Advisor(s).

4.

Supervise and assist your volunteers.

5.

Meet with your sub-committee regularly to evaluate progress.

6.

Meet regularly with the Executives, Directors and Staff Advisor(s) to evaluate progress

7.

Assist the Director in the preparation of a sub-committee final report that will be submitted to the Graduation Advisor(s).

CRITERIA REQUIRED TO BECOME A MEMBER OF THE GRAD COUNCIL’S GENERAL VOLUNTEER POOL. The student must:       



be a current member of the graduating class (see the section in the Student Handbook 2016-2017 Alberta High School Diploma Requirements) hold a minimum of 50% average in an approved credit load demonstrate good character virtues i.e. respect, responsibility, honesty, forgiveness, fairness, integrity have satisfactory attendance and punctuality be a student in good standing have an attendance record of 85% or better be committed to serve on Grad sub-committees have paid the Student Council fee

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MEMBER OF THE CLASS OF 2017 1.

Attend meetings (or special meetings called as required).

2.

Willing to become involved in assisting with graduation activities.

3.

Make decisions on items such as:     

graduation song graduation theme awareness/fundraising activities gift to the school and/or the community graduation certificate

SPECIFIC EXECUTIVE RESPONSIBILITIES NOTE: A.

** Indicates areas in which Parent involvement could be included **

PRESIDENT: 1.

Supervise the Executives to ensure the overall success of the Graduation activities.

2.

Supervise and work with the following people (coordinate the supervision of these people with the Vice President):       

Awareness Director (see page 8 for ‘Publicity Responsibilities’) Media Techs Grad Picture Director Fashion Show Director (see page 8 for ‘Publicity Responsibilities’) Banquet Chairperson Commencement Co-chairperson Awards Chairperson (President & Vice President works with this person)

3.

Organize and chair regular Executives and General Council organizational meetings. Executive should meet weekly.

4.

Organize agendas for Executives and General Council meetings. The agendas must be given to the secretary who will prepare and make copies of the agenda for the meeting.

5.

Attend all Executives meetings and inform the Staff Advisor (Miss. Engli & Mrs. Pedersen) of the progress in each area.

6.

Assist the Vice President and other Executives with the fulfillment of any responsibilities.

7.

Act as the Master of Ceremony at Commencement and/or Banquet Ceremonies. Coordinate the commencement dialogue with the Awards Chairperson’s awards dialogue. Vice President may be asked to Co-Master the Commencement Ceremonies.

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8.

Be a host along with the Vice President, Commencement Co-chairperson and the Awards Chairperson in the Green Room at the Northern Alberta Jubilee Auditorium during the evening of Commencement/Awards Ceremony.

9.

Act as a liaison between the Graduation Committee, Grad Class of 2017, Staff, Administrators, Staff Advisors and School Council.

10.

Attend School Council meetings and inform parents of graduation activities (if required).

11.

Prepare information to be submitted for printing in the "AINLAY UPDATE" (Newsletter), SchoolZone and Harry Ainlay website.

 12.

Assist the Vice President and Secretary with organizing retreats for the Executives and/or Directors and/or Assistants i.e. pizza get together, barbecue etc.

13.

Coordinate the completion of the final reports for the areas that you supervised. These reports are to be submitted to the Staff Advisor before final exams begin.

15.

Prepare and submit a final report to the Staff Advisor before final exams begin.

A-1/A-2 1.

AWARENESS DIRECTORS (two people selected): Organize various fundraising activities i.e.:     

Match Maker Christmas Candy-grams Valentine-Flowers-Candy Gradwear clothing Pizza lunch sale

2.

Organize and prepare posters for advertising all fundraising activities and graduation events i.e. grad pictures appointments, grad pictures, banquet ticket sales etc. (see page 8 for ‘Publicity Responsibilities’)

3.

Create activities that promote awareness and participation in graduation.

4.

Prepare a list of fundraising activities for the school year. Select dates for these activities.

5.

Staff Advisor and Mr. Smith (who is the administrator in charge of grad council) must approve all fundraising activities.

6.

A fundraising form must be completed for each activity. This form must be submitted to the Staff Advisor a month before the activity is scheduled to take place (the form must have your Staff Advisor’s approval before it is submitted to the Graduation Advisor – Miss. Engli & Mrs. Pedersen). The appropriate Administrator (Mr. Smith) must approve this activity before the activity may occur. This process should be completed 1 month before the activity takes place.

7.

Check with Student Council President to verify that Graduation fundraising activities do not duplicate Student Council activities – Mrs. Johansen – Advisor for Student Council and Avery Teo - Student Council President.

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8.

Select a committee to assist you with various fundraising activities.

9.

Assist the Media Techs with the selection of volunteers from the above committee to assist with picture taken. These members who will take pictures should also work with the Media Techs - see Media Techs responsibilities #6 on page 7.

10.

Meet regularly with your committee to plan and organize fundraising activities.

11.

Work with the Media Techs to take pictures of all graduation activities and events.

12.

Assist with the organization of these graduation activities pictures for display in the grad showcase and in the 2016-2017 photo album.

13.

Give digital copies of pictures to Media Techs.

14.

Prepare and submit a final report to the Staff Advisor before final exams begin.

A-3/A-4

MEDIA TECH DIRECTORS: (two people selected)

Requirements for these positions:  These students must have a working knowledge of computers.  It would be a definite asset to have an understanding of power point and web development, computer animator with knowledge of binary code, sound system controls and theatre lights.  These students should demonstrate creative abilities.  Create and co-ordinate with Mr. Walker a list and time line for school activities &

events that will have pictures taken of. Responsibilities: 1.

Take pictures or obtain pictures from Lifetouch or Yearbook of the following:            

major tournaments i.e. TVT, Tri Prov & Team Handball athletics drama productions music performances clubs grade 12 activities/events Fashion Show Commencement/Awards Banquet grade 12 candid photos for memorabilia high lights of school events i.e. Touch of Class, Culture Fest, Aloha Ainlay etc. major events in the community and/or school

2.

Assist the Awareness Directors with the taking pictures of various fundraising, grad, and school activities and events - see Awareness Director responsibilities - #9 on page 6.

3.

Coordinate the candid pictures used in the photo album with the Awareness Directors so there are no duplication of pictures.

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4.

Assist with other committees where technical assistance is required.

5.

Assist with the photo album. Include the following:            

6.

Media Techs should be involved with the following:                  

B.

pictures – Grad pictures & candids (See Mr. Pedersen) Guest Speaker Valedictorian’s Address Historian(s) Superintendent’s Address or Assistant Superintendent’s Address Principal’s Address Trustee’s Address Performances at Commencement Performance at Banquet Toasts & replies at Banquet Gift presentation at Banquet Candids from Commencement & Banquet

Fashion Show Program Fashion show tickets Fashion screen displays Fashion video during intermission Fashion show DVD recording of Fashion show Fashion Show Silent Auction items Screen displays for Commencement & Banquet Historian power point/slideshow presentations Performance slideshow (IB art show) Create a Facebook page for Grad Committee Create a Facebook page for Grade 12 students Twitter Creation of posters (see Mr. Walker for printing) & on-line banners for advertising Design & production of a Thank you card Design the program cover for Commencement/Awards Mock certificate for commencement Design the program cover for Banquet Video presentation for Banquet

7.

Advertising:  Auditions  Program cover contest  Awareness activities

8.

Video for Commencement-Historians

9.

Prepare and submit a final report to the Staff Advisor before final exams begin.

VICE PRESIDENT: 1.

Assist the President with the fulfillment of any responsibilities.

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2.

Supervise and work with the following people (coordinate the supervision of these people with the President):       

 3.

Awareness Director (see page 8 for publicity responsibilities) Media Tech Directors Graduation Picture Director Fashion Show Director (see page 8 for publicity responsibilities) Banquet Chairperson Commencement Co-chairperson Banquet Chairperson

Assist the President and Secretary with organizing retreats for the Executives and/or Directors and/or Assistants i.e. pizza get together, barbecue, bowling etc.

4.

May be requested to be a Co-Master of Ceremonies at Commencement with the President.

5.

Be a host along with the President, Commencement Co-chairperson and the Awards Chairperson in the Green Room at the Northern Alberta Jubilee Auditorium during the evening of Commencement/Awards Ceremony.

6.

Meet regularly with your Directors and Assistants to organize, evaluate progress and inform the Staff Advisors of progress.

7.

Prepare a budget of expenses in consultation with your Directors, Assistants and Staff Advisors. Submit approved budget to Secretary/Treasurer.

8.

Coordinate the completion of the final reports for the areas that you supervised. These reports are to be submitted to the Graduation Advisor before final exams begin.

9.

Prepare and submit a final report to the Staff Advisor before final exams begin.

The Vice President may be in charge of all publicity. The ‘Publicity Responsibilities’ are as follows: 1.

Work with all Media Techs, Chairperson, Directors and Assistants that require advertising.

2.

Ensure all advertising is posted correctly around the school. Use the following guidelines:    

tape is looped and placed only on the backs of posters (it is neater and looks more appealing) posters are not allowed to be taped to glass, painted surfaces or wood (including lockers) use Fun-Tak on glass, painted surfaces or wood posters with dates must be taken down and recycled the day after the date on the poster

3.

The Student Activity Centre (room 511) has paper and paint to make large posters. The guidelines for poster making and poster placement are prominently displayed in the Student Activity Centre.

4.

Organize and prepare advertisement for all graduation activities i.e. Fund raising activities, Awareness activities, picture appointment on-line booking dates, picture dates, banquet & dance on-line ticket sales, etc.

5.

Coordinate and assist with the advertising of the Fashion Show (work with the Media Techs, Fashion Show Director & Fashion Show Assistants).

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B-1

6.

Coordinate and arrange for the advertising of the auditions for Commencement and Banquet entertainment (work with the Media Techs, Commencement Co-chairperson, the Program/Entertainment Director and Assistant and the Banquet Chairperson and Assistant).

7.

Assist the Secretary/Treasurer with the organization and preparation of the Executives’, Directors’ and Assistants’ picture display.

8.

Supervise, prepare and update the graduation showcase. Update calendar in showcase with information from Secretary/Treasurer who will assist you with the showcase.

9.

Make a list of all supplies required for advertising. Check to see if these items are in the Student Activity Centre – room 511.

10.

Meet regularly with your committee to plan and organize advertising.

GRADUATION PICTURE DIRECTOR: 1.

Prepare and submit a budget of expenses to the President or Vice President.

2.

Organize an assembly to explain the grad picture appointments, attendance to commencement and the purchase of commencement tickets for family &/or guests. AND/OR Organize grade 12 class visitation to explain the on-line booking for grad picture appointments, attendance to commencement and the purchase of commencement tickets for family &/or guests.

3.

**

4.

Organize graduation picture days and re-take days (appointment schedule, set-up location, clean up).

5.

Book an appointment for new staff and staff who would like a retake picture (original pictures were taken in August).

6.

Complete master appointment sheets from the on-line picture appointments.

7.

Recruit helpers (parents) to work stations during graduation pictures i.e. check spelling of name (legal or school name).

8.

Arrange for electronic distribution of the Grad Saying form in early January. Arrange for 2 computers for graduands to type their Grad Saying. This equipment will be set up during picture appointments.

9.

Arrange to have all grad sayings proof-read by an English teacher.

10.

Arrange Grad Sayings in alphabetical order by last name and then by first name. Do not use commas in names to be used in Yearbook with graduands’ pictures.

11.

Organize the formatting of the Grad Saying sheets for Harry Ainlay’s Yearbook. (talk with Mr. Pedersen – Yearbook Advisor)

12.

Arrange and organize an informational evening (1 or 2 nights) for ordering pictures from Lifetouch in the cafeteria (this session could possibly be arranged for after school and early evening – 4:00 – 8:00 p.m.).

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13.

Prepare, proof and submit list of Graduating students’ names for Lifetouch and submit list to the Commencement Co-chairpersons (Proof: read names for correct spelling and names to be used). see #11 on page 19 & #16 on page 26

14.

Prepare and submit a list of staff names for Lifetouch for the staff composite.

15.

Prepare information for the Awards’ composite. Submit this information to Lifetouch.

16.

Arrange distribution of graduation proofs to the grade 12 students. They will be mailed directly to students’ residence.

17.

Arrange and distribute graduation re-take proofs for the grade 12 students. They will be mailed directly to students’ residence.

18.

Check and proof this year's mock up copies of the Grad, French Immersion, IB wall composite(s) and Staff composite to be completed according to the time line set by Lifetouch.

19.

Arrange and distribute the Grad, French Immersion and/or IB composite(s) at the school with the Commencement pictures. – see #20 & #21 below

20.

Distribute the grad certificates, award certificates and program that were not picked up at Commencement/Awards with the French Immersion &/or IB composite(s) and Commencement pictures. These will be distributed at lunchtime in the rotunda. – see #19 above & #21 below

21.

Prepare and distribute the Commencement pictures to graduands who attended Commencement, pictures of the Outstanding Award Winners, French Immersion &/or IB composite(s). This will be done at the school in the rotunda. – see #19 & #20

22.

Assist the Yearbook Advisor (Mr. Pedersen) with proofing the Grade 12 pictures if necessary.

23.

Meet regularly with your committee to organize and evaluate progress.

24.

Coordinate the completion of the final report from the Graduation Picture Assistant. This report is to be submitted to the Staff Advisor(s) before final exams begin.

25.

Prepare and submit a final report to the Staff Advisor before final exams begin.

B-2/B- 3

GRADUATION PICTURE ASSISTANTS: (two people selected)

1.

Assist the Graduation Picture Director with their responsibilities - see list of responsibilities on pages 9 & 10 – Graduation Picture Director.

2.

Prepare and submit a final report to the Staff Advisor before final exams begin.

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B-4

**

FASHION SHOW DIRECTOR: 1.

Supervise and work with the Fashion Show Assistants

2.

Create meeting agendas and run Fashion Show meetings.

3.

Monitor progress throughout the planning process and delegate tasks to the Fashion Show Assistants.

4.

Coordinate and assist the Fashion Show Assistants with the organization and contacting Southgate Centre – Ms. Tina Petersen – 780-702-4134 for clothes to be modeled during the fashion show.

5.

Assist the Fashion Show Assistants with the selection of student, celebrity, alumni, staff, and parent models for the fashion show and the Master of Ceremonies for the Fashion Show (Southgate Centre - Ms. Tina Petersen – 780-702-4134 (Tina Mac Models) or email: [email protected]; Tuxedos – Derks Formals – 780-433-6614 – Mr. Landon Derk – 780-431-4287 direct line)

6.

May be requested to be the Master of Ceremony for the Fashion Show evening.

7.

Prepare a budget of expenses in consultation with your Fashion Show Assistant and Staff Advisor(s). Submit approved budget to Secretary/Treasurer.

8.

Contact businesses for door prizes and/or Silent Auction items.

9.

Arrange for vendors to be involved with the Grad Market Place displays if included.

10.

Organize student Food Bank Donation in exchange for a door prize ticket (a suggestion only).

11.

Arrange for different coloured rolled tickets for the sale of door prize.

12.

Organize the display of door prizes and/or Silent Auction items.

13.

Arrange for the distribution of the door prizes and/or Silent Auction items.

14.

Arrange to have a person sell tickets for a door prize.

15.

Act as a liaison with the staff volunteers for assisting the models.

16.

Coordinate and assist the Vice President & Media Techs with the advertising of the Fashion Show i.e. Newsletter, Titan News, SchoolZone, Harry Ainlay website and posters in the school, community, television and newspaper coverage.

17.

Work with the Media Techs for program design, audio visuals requirements for Fashion Show taping of the Fashion Show and thank you cards.

18.

Organize and supervise the set-up and take-down of decorations, music and staging required for the Fashion Show (this will be held in the main gymnasium in the evening).

19.

Organize the acknowledgement of people who sponsored and/or assisted with the Fashion Show by sending thank you cards.

20.

Meet regularly with the Assistants to organize and evaluate progress.

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B-5

21.

Plan and execute a marketing plan with the Fashion Show Executive (Selling tickets, bringing in more attendees,etc).

22.

Coordinate the completion of the final reports from the Fashion Show Assistants. These reports are to be submitted to the Staff Advisor two weeks after the completion of the Fashion Show.

23.

Prepare and submit a final report to the Staff Advisor two weeks after the completion of the Fashion Show.

FASHION SHOW ASSISTANT – MODELS: (one person selected) 1.

Assist the Fashion Show Director with the selection of the models and the Master of Ceremonies.

2.

Contact Southgate Centre for clothes. (Southgate Centre – Ms. Tina Petersen – 780-7024134 (Tina Mac Models) or email: [email protected]; Tuxedos – Derks Formals – 780-433-6614 - Mr. Landon Derk – 780-431-4287 direct line)

3.

Arrange for the pick-up and return of clothes.

4.

Arrange for a pre/post inventory of all clothes and accessories from each store.

5.

Supervise and arrange the order of the fashion show.

6.

Create a slideshow with the model and sponsor’s information for the night of the show (Media Tech can assist with this task)

7.

Organize the music for the Fashion Show and select a person to be in charge of the music during practices and the show. (Media Tech can assist with this task)

8.

Coordinate and plan rehearsals & model meetings.

9.

Arrange the technical aspects of the Fashion Show including having the Fashion Show videotaped. (Media Tech can assist with this task)

10.

Arrange to have Lifetouch take candid and group pictures – see Miss. Engli

11.

Assist the Fashion Show Director with the preparation of a budget.

12.

Assist the Fashion Show Director where necessary to ensure the success of the activities for this event.

13.

Arrange for all necessary equipment, location and changing area for the fashion show (i.e. staging, skirting, lights, decorations, sound system etc.).

14.

Organize and arrange for back-stage helpers to assist models with clothes and to coordinate the timing and order of the show.

15.

Arrange and supervise the set-up and the takedown of all equipment.

16.

Meet regularly with the Fashion Show Director to organize and evaluate progress.

17.

Plan and execute a marketing plan with the Fashion Show Executive (Selling tickets, bringing in more attendees,etc).

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B-6

18.

Assist with the acknowledgement of people who sponsored and/or assisted with the Fashion Show by sending thank you cards.

19.

Prepare and submit a final report to the Staff Advisor two weeks after the completion of the Fashion Show.

FASHION SHOW ASSISTANT – FOOD & DECORATIONS: (one person selected) 1.

Arrange the food and beverages for the Fashion Show.

2.

Create a budget and a clear plan for the food and logistics for the evening of the show.

3.

Arrange for the dishes, cutlery, coffee urns, teapots, pitcher, serving trays, tables, chairs, tablecloths, napkins, etc., required for the food and beverages.

4.

Organize and arrange for students to assist with the serving and taking tickets at the door.

5.

Create an electronic copy of the layout of the gymnasium.

6.

Work with the media tech crew to create the tickets and the programs.

7.

Arrange and supervise the set-up and takedown of all equipment required for the Fashion Show.

8.

Arrange and organize decorations for the lobby of the gymnasium and the gymnasium i.e. Flowers and artwork, etc.

9.

Arrange and supervise the set-up and takedown of decorations.

10.

Assist the Fashion Show Director with the preparation of a budget.

11.

Maintain relationship/review budget for custom lighting and effects.

12.

Assist the Fashion Show Director where necessary to ensure the success of the activities for this event.

13.

Meet regularly with the Fashion Show Director and the other Fashion Show Assistant to organize and evaluate progress.

14.

Plan and execute a marketing plan with the Fashion Show Executive (Selling tickets, bringing in more attendees, etc.).

15.

Assist with the acknowledgment (Thank you cards) of people who sponsored and/or assisted with the Fashion Show.

16.

Prepare and submit a final report to the Graduation Advisor two weeks after the completion of the Fashion Show.

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B-6

C.

FASHION SHOW ASSISTANT – COMMUNITY RELATIONS & SILENT AUCTION: (one person selected) 1.

Maintain a relationship with community feeder schools.

2.

Arrange for “celebrity models” from feeder schools to participate.

3.

Arrange and supervised the set-up and takedown of silent auction items.

4.

Along with the Fashion Show Director, help plan the logistics of the silent auction tables and other sponsorship tables.

5.

Create and design the silent auction information bid sheets and tags.

6.

Create a silent auction inventory sheet.

7.

Maintain a record of silent auction items.

8.

Assist the Fashion Show Director with the preparation of a budget.

9.

Assist the Fashion Show Director where necessary to ensure the success of the activities for this event.

10.

Meet regularly with the Fashion Show Director and the other Fashion Show Assistant to organize and evaluate progress.

11.

Plan and execute a marketing plan with the Fashion Show Executive (Selling tickets, bringing in more attendees, etc.).

12.

Assist with the acknowledgment (Thank you cards) of people who sponsored and/or assisted with the Fashion Show.

13.

Prepare and submit a final report to the Graduation Advisor two weeks after the completion of the Fashion Show.

SECRETARY/TREASURER: 1.

Prepare agendas received from the President for all meetings.

2.

Prepare updates for Administrators, staff members and Staff Advisors.

3.

Organize and prepare announcements for the Titan News.

4.

Organize and design the format for photocopying requests for all committee members.

5.

Attend all Executives and General Council meetings and record the minutes.

6.

Prepare copies of minutes for distribution to the Executives and Staff Advisors, Miss. Engli and Mrs. Pedersen.

7.

Supervise and update Executives’ Calendar in Grad room and give copy of information to President, Vice President and Graduation Advisor(s) – Miss. Engli & Mrs. Pedersen.

[14]

8.

Organize and prepare a list of Committee members and keep a record of attendance for Executive and Grad Committee meetings.

9.

Prepare a list (names, positions, contact phone numbers and email addresses of Executives, Directors, Assistants and Committee. Distribute a copy of this list to the each of the following:    

   

Principal–Mr. Olsen Admin. Assistant–TBA Receptionists–TBA Cashier–Mrs. Brodeur

Staff Advisors Executives Directors Assistants

10.

Assist President or Vice President with publicity. (see page 8 for ‘Publicity Responsibilities’)

11.

Assist the Vice President with the organization and preparation of the Executives’, Directors' and Assistants’ pictures for a display.

12.

Assist the President and Vice President with organizing retreats for the Executives and/or the Directors and/or the Assistants i.e. pizza get together, barbecue, etc.

13.

Assist the Awareness Directors with Fundraising activities.

14.

Responsible for the mail distribution from the Graduation mailbox in the main office.

15.

Organize the mail distribution for the Grad Committee members in the Grad room.

16.

Work with the Media Techs for creating "Thank-you" cards for people who help with Graduation activities.

17.

Prepare and organized binder of all correspondence about Graduation.

18.

Assist the Executives, Directors and Assistants with purchasing gifts.

19.

Organize and prepare a final budget for graduation. Collect budgets from Executives. The Advisor-Miss. Engli, Mrs. Pedersen & Staff Advisors MUST approve these budgets.

20.

Collect invoices and prepare cheque requisitions (by Tuesday–8:00 a.m.) and petty cash (maximum of $25.00) forms. The Graduation Advisor – Miss. Engli and Mrs. Pedersen must approve these. Make a photocopy for your records and a copy for Miss. Engli and Mrs. Pedersen.

21.

Develop the accounting procedures to be followed for graduation.

22.

Supply all floats for grad activities when necessary i.e. fundraising activities and Fashion Show ticket sales & Fashion Show. Inform the school cashier at least three days in advance of the required float.

23.

Balance all monies collected during various fundraising activities, Fashion Show ticket sales and Fashion Show. Complete the deposit book and submit to cashier immediately after balancing the money. Do not put money in your locker. If the cashier’s office (Mrs. Brodeur) is closed see Miss. Engli or Mrs. Pedersen with the money immediately.

24.

Act as a liaison between the graduation organization and the school cashier.

[15]

D.

25.

Help train and supervise the banquet ticket and Commencement costs (pictures and gowns – Options A, B, C or D) sales committees.

26.

Organize and supervise the selection and purchase of gifts required by the Banquet and Commencement Co-chairpersons and the Executives.

27.

Organize and supervise the selection of the graduation gift to the school and/or community.

28.

Coordinate the completion of the final reports from the Secretary/Treasurer Assistants. These reports are to be submitted to the Advisor(s) before final exams begin.

29.

Prepare and submit a final report to the Advisor(s) before final exams begin.

BANQUET CHAIRPERSON: 1.

Supervise and work with the Banquet Assistant.

2.

May be requested to be Master of Ceremonies at the Banquet.

3.

Be a Host along with the Grad President & Vice President in Salon F at the Shaw Conference Centre the evening of the Banquet.

4.

Organize the 'meal tasting' for the selection of the meal for the banquet.

5.

Organize the reception in Salon F for guests during the banquet evening.

6.

Contact Mr. Clint Reese, Technical Director at Invert 720 Productions at 780-702-6124, email: [email protected] arrange a quote for audio/visual equipment (includes screens and all audio & visual requirements).

7.

Work with the Media Techs with designing the artwork display for the screens at the Shaw Conference Centre based on the Grad theme. Create this artwork in Jpeg format. This artwork will be displayed during the seating of all dinner guests. Send this artwork design in Jpeg format to Miss. Engli or Mrs. Pedersen who will send the artwork to the audio/visual company – Invert 720 Productions – see #3 on page 26 – Decoration Director

8.

Prepare a budget of expenses in consultation with the Secretary/Treasurer and Banquet Assistant and the Staff Advisor. Submit approved budget to the Secretary/Treasurer.

9.

Plan for the banquet in consultation with the Banquet Assistants and the Staff Advisor. This includes:  food for dinner  color of tablecloths and napkins  arrangement of head table  type of decoration and colour - Mrs. Deb Wagner-Gunn at Wagner Artistics – Spruce Grove – 780-450-3310 or cell 780-975-7831.  flower-arrangements, corsages, and boutonnière (co-ordinate flowers with the Decoration Director and Assistant for Commencement – Florist – Mrs. Betty Schultz – 9806-66 Ave. – 780-433-0135)  Toasts, Replies to Toasts, speeches and Blessing  Grad Parade  musical entertainment  music for banquet and dance

[16]

10.

Establish the cost of banquet tickets in consultation with the Staff Advisor.

11.

Supervise the selection of the musical performance and/or entertainment and speeches as well as the Blessing for the banquet with the Banquet Assistants, Staff Advisor, the Program/Entertainment Director and Assistant for Commencement. Auditions to be held at the same time as Commencement auditions.

12.

Supervise the selection of people for the entertainment, Blessing, Toasts and replies with the Banquet Assistants and Staff Advisor.

13.

Arrange rehearsal time the morning of the Banquet, for all people involved with performing at Banquet.

14.

Assist with the selection of the grad song and theme in consultation with the Banquet Assistants, Commencement Co-chairperson and Program/Entertainment Director and Assistant and Decoration Director & Assistant for Commencement.

15.

Assist with the selection of the cover for the Banquet and/or Commencement/Awards.

16.

Select the colour and type of paper for the cover and inside pages of the Banquet program in consultation with Banquet Assistants, Commencement Co-chairperson, Program/Entertainment Director and Assistant, Decoration Director and Assistant.

17.

Prepare a copy of the program for printing.

18.

Arrange for two or more parent volunteers who will assist with table checking during the afternoon of the banquet.

19.

Coordinate and prepare the invitations of all guests and staff with the Banquet Assistant and Staff Advisor. Prepare invitations for the guests and staff attending the reception in Salon F.

20.

Assist with the selection of the style and colour for the banquet tickets.

21.

Compile the following information on the computer:   

 table, name  tally sheet for total number of people at each table

special meals allergies table assignments

22.

Confirm the arrangements for police services for the night of the banquet. Arrange this with our School Resource Officer – Constable Jerebic – Book on EPS website.

23.

Assist with the arrangements for parent ticket volunteers and parent security for the night of the banquet.

24.

Arrange for the presentation of the gift from the Graduating class to the Principal.

25.

Send thank you cards for people presenting the toasts & replies, performers, parent volunteers, and people who assisted with banquet. Work with Media Techs with designing the card.

26.

Organize regular meetings with the Banquet Assistants to organize, evaluate progress and inform the Staff Advisor.

27.

Coordinate the completion of the final reports from the Banquet Assistants. These reports are to be submitted to the Staff Advisor(s) before final exams begin.

28.

Prepare and submit a final report to the Staff Advisor before final exams begin.

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D-1/D-2

BANQUET ASSISTANTS: (two people selected)

1.

Assist with the planning for the banquet. This includes the following and the responsibilities on pages 16 & 17:    

E.

type of decoration and colour for Banquet Halls B & C at the Shaw Conference Centre – Decorations – Mrs. Deb Wagner-Gunn at Wagner Artistics – Spruce Grove – 780-4503310 or cell 780-975-7831. flower arrangements, corsages, and boutonnière (co-ordinate flowers with the Decoration Director and Assistant for Commencement) – Florist - Mrs. Betty Schultz at E. S. Flowers Extra – 9806-66 Ave. – 780-433-0135 musical entertainment music for banquet and dance

2.

Assist with the selection of the grad song and theme in consultation with the Banquet Chairperson, Commencement co-chairpersons, Program/Entertainment Director and Assistant.

3.

Organize a program cover contest based on the THEME (in consultation with the Banquet Chairperson and the Program/Entertainment Director and Assistant from Commencement).

4.

In consultation with the Banquet Chairperson, Commencement Co-chairperson, the Program/Entertainment Director and Assistant and the Staff Advisors, select the entertainment (for both Commencement & Banquet) speakers for the Toasts and Blessing for the Banquet ceremony. Auditions for Banquet and Commencement should be done at the same time.

5.

In consultation with the Banquet Chairperson and Staff Advisor assist with the invitations of all guests and staff. Also do invitations for the reception in Salon F.

6.

Assist with the selection of the style and colour paper for the banquet program.

7.

Assist with the organization of the banquet program.

8.

Assist with the preparation of a copy of the program for the printer.

9.

Prepare and submit a final report to the Staff Advisor before final exams begin.

COMMENCEMENT CO-CHAIRPERSON: (two people selected) The Co-chairperson will work with their Commencement Staff Advisors. The two Co-chairperson will select one &/or two area(s) to supervise the organization of Commencement. Each Chairperson will supervise the following area(s) of Commencement:   

E-1& 2 Gown & Certificates E-3 & 4 Program/Entertainment E-5, 6, & 7 Decorations

1.

Act as hosts along with the President, Vice President and the Awards Chairperson in the Green Room at the Northern Alberta Jubilee Auditorium during the evening of Commencement/Awards Ceremonies.

2.

Organize and present gift(s) to the Honourary Graduates (retiring staff members) during the Commencement/Awards Ceremony.

[18]

3.

Assist with organizing the auditions for performances at the Commencement/Awards Ceremony and assist with the selection of performers. (Selection committee: Music Department, Commencement Staff Advisors, Graduation Staff Advisor(s), President, Vice President, Commencement Co-chairperson, and Program/Entertainment Director and Assistant, Banquet Chairperson and Assistants). Auditions will also be arranged at the same time for the Banquet. The Banquet Chairperson, Assistant and the Staff Advisor will select the performance(s), speeches, Blessing, toasts and replies for the Banquet.

4.

Assist the President or Vice President, Awareness Director and Program/Entertainment Director and Assistant with the advertising of auditions for Commencement entertainment. Auditions for Banquet should be done at the same time. Consult with the Banquet Chairpersons and Assistants.

5.

Supervise the selection of the grad song and theme in consultation with the Program/Entertainment Director and Assistant, Decoration Director and Assistant, Banquet Chairperson and Assistants for Commencement and the Banquet.

6.

Assist the Program/Entertainment Director & Assistant with the Program cover contest based on the THEME (in consultation with the Banquet Chairperson and Assistant).

7.

Assist with the selection of the cover for the Commencement/Awards program and /or Banquet program in consultation with the Program/Entertainment Director & Assistant, Banquet Chairperson and Banquet Assistants.

8.

Select the colour & type of paper for the cover and inside pages of the Commencement/Awards program in consultation with the Program/Entertainment Director & Assistant, Decoration Director & Assistant, and Banquet Chairperson & Banquet Assistants.

9.

Assist with the selection of the grad song and theme in consultation with the Commencement Co-chairpersons, Program/Entertainment Assistant, Decoration Director, Decoration Assistant, Banquet Chairperson and Banquet Assistants.

10.

Assist the Program/Entertainment Director & Assistant with preparing a copy of the program for printing.

11.

Organize, coordinate and assist the Program/Entertainment Director & Assistant with proofing Graduands’ names for the program. – see #13 on page 10 & #16 on page 26

12.

Prepare and type the legend for academic, service & athletic awards by each graduand’s name in the program.

13.

Organize the graduation student information about Commencement as well as the protocol letter for the parents. These items will be posted on SchoolZone and on the school website. This information must be included with the April Newsletter which will also be included on SchoolZone and Harry Ainlay website.

14.

Special seating requirements – Advertise for this requirement in the December and April Newsletter, Titan News, SchoolZone and Harry Ainlay website for Special seating requirements at the Northern Alberta Jubilee Auditorium i.e. wheel chair accessibility.

15.

Contact Mr. Clint Reese, Technical Director at Invert 720 Productions at 780-702-6124, email: [email protected] to arrange for the screens and all audio & visual requirements required for Commencement/Awards. – see #3 on page 27 – Decoration Director – see #6 on page 16 – Banquet Chairperson

[19]

16.

Organize a meeting with the Technical staff at the Northern Alberta Jubilee Auditorium. – see Miss. Engli

17.

Organize a meeting with Invert 720 Production Technical Staff at the Northern Alberta Jubilee Auditorium. This meeting could be at the same time as the meeting is with the Technical staff at the Northern Alberta Jubilee Auditorium.

18.

Supervise and work with the following Directors and Assistants:  



Gown & Certificate Program/Entertainment

Decorations

19.

In consultation with the Program/Entertainment Director, Assistant, Decoration Director and Assistant complete a seating floor plan. This plan should include seating for the Administration, award presenters, Teacher Callers, Certificate Presenters, guests, Honourary Graduates (retiring staff) & family members, staff graduand ushers, male ushers, teachers, staff, graduands, Outstanding Award Winners, family members of the Grad Committee and performers and special seating requirements i.e. wheel chair assisted seating. The previous year Award recipients and this year’s curricular & co-curricular award recipients will be presented their awards during an Awards Evening in the next school year.

20.

Consult with the Awards Board Advisor – Mr. R. Martens and the Awards Chairperson for the names of the Outstanding award recipients, Academic, Service & Athletic names for the program. The previous year Award recipients and this year’s curricular & co-curricular award recipients will be presented their awards during an Awards Evening in the next school year.

21.

Proof the Graduands’ names, Programmes, Academic, Service & Athletic information in the program.

22.

Organize pre-assigned seating tickets for each graduand’s guests. Tickets will be purchased through Ticket Master. Number of tickets per graduand (for their guests) will be determined by the number of seats required for special guests, Administration, Teacher Callers, Certificate Presenters, Department Heads, Honourary Graduates & family, Teacher Ushers and graduands (these seats will be on the main floor). A master list of ticket numbers will be created for teachers, staff, family members of the Grad Committee, family members of the performers and special seating requirements (these seats will be limited to the number of tickets per graduand). General seating will begin at 6:30 p.m. (See Miss. Engli about the ticketed seating). Commencement tickets will be ordered on-line.

23.

Arrange to have 2 staff members in the lobby by the main office with a lap top to access the seating assignment. People who have forgotten their tickets will go to this table to check for their ticket assignment and receive replacement tickets. Each replacement ticket will have a cost TBD.

24.

Northern Alberta Jubilee Auditorium staff will assist with general seating on the main floor (if there is any), the upper areas to the side and on the two balconies.

25.

Arrange for two staff members to supervise on each balcony – total of 4 staff.

26.

Organize list of retiring staff members and the purchase of gifts. – see # 28 on p.21

27.

Select (in consultation with your Program/Entertainment Director and Assistant and Staff Advisors) the guest speaker, invited guests, Teacher Callers and Certificate Presenters. Last year Mr. Lavold & Ms Rahmani were the Teacher Callers and administration assistants were the Certificate Presenters.

[20]

28.

Coordinate with the Program/Entertainment Director & Assistant the letters and invitations to Administration, guest speaker, Teacher Callers – (see Miss. Engli and Mrs. Pedersen for list of previous Teacher Callers-last year Mr. Lavold & Ms Kirk), Certificate Presenters – (last year Ms Whitehead, Ms Brodeur, Ms Pirnak & Mrs. Ogilvie were Certificate Presenters) and performers for Commencement/Awards.

29.

Assist the Program/Entertainment Director & Assistant with arranging a performers’ practice schedule with Mr. Speers. Check with Mr. Speers to see how the performers are doing with their performances.

30.

Coordinate with the Program/Entertainment Director & Assistant the invitation to staff for Commencement/Awards. This invitation should be R.V.S.P.

31.

Organize and supervise (in consultation with the Secretary/Treasurer and Assistant and the Staff Advisors) the purchasing of gifts for the guest speaker and retiring staff.

32.

Assist the Gown & Certificate Director and Assistant with the following: 

33.

staff graduand ushers (Mr. Luchkow-he will select staff to assist him-last year the following staff assisted: Mr. Poon, Mrs. Hoyt, Mrs. Johansen, Mr. Delcioppo & Mrs. Rezewski) to organize and assist with lining up the graduands on the two balcony lobbies and the entrance of the graduands for the Processional and Recessional. The supervision of the graduands on the main floor. Organizing and directing the graduand alpha groups back stage.



may have male and female Staff Advisors assist with escorting graduands to Teacher Callers (Mr. Lavold & Ms Rahmani were Teacher Callers) if required.



4 staff balcony security (Mr. Farley, Mr. Visser, Mr. Zuberbuhler & Mrs. Huston)



a stage manager (Advisor-Mrs. Knudsen) to assist and escort the Administration, Teacher Callers, Outstanding Award Winners and Honourary Graduates (retiring staff) back stage at the appropriate times.

Assist the Gown & Certificate Director and Assistant with recruiting grade 10 and/or 11 students to assist with the following: 

four male ushers (Gr. 10 or 11 students) for assisting female graduands and guests off the stage (dressed in tuxedos-Derks sponsors the tuxedos and shoes – if shoes are required). Have two students to train for next year (must be grade 10 students).



six students to assist with Miss. Engli with the graduands back stage during the evening of Commencement/Awards – Three students from last year and three students to train for next year (must be grade 10 students).



two students to be Certificate Handlers during the evening of Commencement/Awards. Have one student to train for next year - must be grade 10 student.

34.

Acknowledge and thank all people who assisted with the Commencement/Awards Ceremonies. Send all guest speakers and guest presenters a thank you card – created by the Media Techs.

35.

Organize and arrange with the Awards Board for food and beverages to be served in the Green Room the night of Commencement/Awards at the Northern Alberta Jubilee Auditorium.

36.

Prepare a budget of expense in consultation with your Directors, Assistants and Staff Advisors. Submit approved budget to the Secretary/Treasurer.

[21]

E-1

37.

Organize regular meetings with your Directors and Assistants to organize and evaluate progress and inform the Staff Advisors.

38.

Coordinate the completion of the final reports from the Gown & Certificate Director and Assistant, Program/Entertainment Director & Assistant and Decoration Director & Assistant. These reports are to be submitted to the Staff Advisor before final exams begin.

39.

Prepare and submit a final report to the Staff Advisor before final exams begin.

GOWN & CERTIFICATE DIRECTOR: 1.

Complete estimate order for gowns from: Fairmedes Academic Apparel – email: [email protected] 1-306-586-8793 Fax: 1-306-584-3819 Mr. Bill Heavisides 317 Durham Drive Regina, Saskatchewan S4S 4Z6

2.

Organize and compile gown order. An alphabetical list by last name of graduands’ names (chosen verified name), gown size and cap must be completed and checked before sending the final gown order.

3.

Proof the gown list after it is returned from Fairmedes Academic Apparel – Bill Heavisides.

4.

Organize and compile a Faculty and guests' gown order. Include the size, Faculty graduated, degree and cap for each person.

5.

Compile a list of students’ names that ordered gowns. This list will be used to check the gowns out and in the evening of Commencement. Each gown will be assigned a number. – see #12 on page 22.

**

6.

Arrange for parent volunteers to assist with gowns the morning of Commencement. Parents are very willing to help. Gowns will be hung in alphabetical order. Send an email to Parent Council to find parent volunteers through them.

**

7.

Organize the alphabetical set-up of the gowns at the Northern Alberta Jubilee Auditorium in the banquet room-lower level on the morning of Commencement. Faculty and guests gowns will be set-up in the Green Room. Parents will assist with this procedure.

8.

Parents will complete the following tasks as the gowns are arranged in the banquet room on the lower level:  put name card for graduands (index cards) on hangers of gowns see #5 above & #11 on p.23  put HAADD ribbons (gold ribbon) on gowns – see #15 on page 23

9.

Organize (in consultation with the Commencement Co-chairperson) and recruit grade 10 and/or 11 students to assist with the following: 

four male ushers (Gr. 10 or 11 students) for assisting female graduands and guests off the stage (dressed in tuxedos-Derks sponsors the tuxedos and shoes – if shoes are required). Have two students to train for next year (must be grade 10 students).

[22]



10.

Consult and arrange with the Awards Board Advisor – Mr. Martens and the Awards Chairperson for names of the following awards:     

11.

six students to assist with Miss. Engli with the graduands back stage during the evening of Commencement/Awards – Three students from last year and three students to train for next year (must be grade 10 students).

French Immersion/International Baccalaureate Diploma French Immersion/International Baccalaureate Certificate Academic – Honours with Distinction, Honours, Honourable Mention Service – Distinguished Service, Commendable Service, Service Athletic – Triple Major Athletic, Double Major Athletic, Major Athletic

Prepare one set of index cards and duplicate this on paper with the name of each graduand attending Commencement. Number both sets index cards & duplicated papers (see #12 on page 24) for numerical line up of graduands at the Northern Alberta Jubilee Auditorium. Include the following on the set of index card and duplicate papers:    

name of graduand (name selected by student during pictures) French Immersion/International Diploma French Immersion/International Certificate award receiving i.e. Honours with Distintion, Honours, Honourable Mention, Distinguished Service, Commendable Service, Service Award, Triple Major Athletic, Double Athletic and/or Major Athletic Award

12.

Prepare and organize the index cards alphabetical with the Graduands, names and numerical number for order. Separate the Executive and graduating performers' index cards from the main Graduands' cards. Number theses cards in alphabetical order by the Graduand's last name-5th alpha group. These index cards should be numbered the week before Commencement.

13.

Make signs and display these signs on the lobby wall of the two balconies to assist with organizing the line up of the grads for the Processional.

14.

Compile a list of Faculty and guests’ names. This list will be used to check these gowns out and in the evening of Commencement/Awards. This will be done in the Green Room. A parent or staff member will assist with this procedure that evening.

15.

Prepare gold ribbons (HAADD ribbons) for gowns. These gold ribbons will be put on gowns by parents at the Northern Alberta Jubilee Auditorium (see #8 on page 22).

16.

Arrange for the distribution of these gold ribbons (HAADD ribbons) to staff one week prior to Commencement.

17.

Responsible for coordinating the following with the Commencement Co-chairperson: 



staff graduand ushers (Mr. Luchkow-he will select staff to assist him-last year the following staff assisted: Mr. Hoyt, Mr. Poon, Mrs. Johansen, Mr. Delcioppo & Mrs. Rezewski) to organize and assist with lining up the graduands on the two balcony lobbies and the entrance of the graduands for the Processional and Recessional. The supervision of the graduands on the main floor. Organizing and directing the graduand alpha groups back stage. may have male and female Staff Advisors assist with escorting graduands to Teacher Callers (Mr. Lavold & Ms Rahmani were Teacher Callers) if required.

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

4 staff balcony security (Mr. Farley, Mr. Visser, Mr. Zuberbuhler & Mrs. Huston)



a stage manager (Advisor-Mrs. Knudsen) to assist and escort the Administration, Teacher Callers, Outstanding Award Winners and Honourary Graduates (retiring staff) back stage at the appropriate times.

18.

Arrange for parent volunteers to assist with the distribution and collection of all gowns during the evening of Commencement. Parents will distribute the Graduation Certificate Award Certificate(s) and program when the graduand returns his/her gown (see # 28 on page 25).

19.

Pack gowns and arrange time for pick up by Fairmedes Academic Apparel (gown company will take of this).

20.

Select the design and colour of the certificate. Choose the font for the certificate.

21.

Organize for the printing of the certificates. First printing should only have the Principal’s and the Graduation President’s position on the certificate. Second printing (April) should have the text and the student’s name on the certificate. (see #22& #23 below).

22.

Organize the signing of the certificates by the Principal – Mr. Olsen and the Graduation President. The certificates should be signed during the Christmas Holidays – December.

23.

Organize and supervise the personalization of each certificate with the student's chosen name (name selected during pictures) and attach seal with the embossed school logo on each certificate.

24.

Arrange to put the correct certificate in the appropriate name envelope. Keep envelopes in alphabetical order.

25.

Sort the envelopes according to the list of graduands attending Commencement and the graduands not attending Commencement.

26. Complete and send thank you cards to all parents who assisted with the gowns. Media Tech should assist with the design of thank you cards.

E-2

E-3

27.

Prepare a budget of expenses and submit to the Commencement Co-chairperson.

28.

Meet as required to organize and evaluate progress.

29.

Coordinate the completion of the final reports from the Gown & Certificate Assistant. This report is to be submitted to the Staff Advisor before final exams begin.

30.

Prepare and submit a final report to the Staff Advisor before final exams begin.

GOWN & CERTIFICATE ASSISTANT: 1.

Assist the Gown & Certificate Director with their responsibilities – see list of responsibilities on pages 22 - 25 – Gown & Certificate Director.

2.

Prepare and submit a final report to the Graduation Advisor(s) before final exams begin.

PROGRAM/ENTERTAINMENT DIRECTOR: 1.

Assist the Commencement Co-chairperson with organizing auditions for performances and assist with the selection of performers for Commencement. The selection committee may include the Music Department, Commencement Staff Advisors, Banquet Chairperson and Assistants, Banquet

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Staff Advisor, President, Vice President, Commencement Co-chairperson and Program/Entertainment Assistant and Graduation Advisors. Banquet auditions should be done at this time i.e. performers/entertainers, speeches and Blessing. 2.

Arrange for the video taping of all auditions.

3.

In consultation with Miss Nesdoly or TBA advisor assist with the selection of the students for Historians.

4.

Organize the order of presentations and performances for the Commencement/Awards program.

5.

Assist the Commencement Co-chairperson with the selection of guest speaker, invited guests, Teacher Callers (see Miss. Engli for list of previous Teacher Callers-last year Mr. Lavold & M. Rahmani), Certificate Presenters (last year Certificate Presenters were Ms Pirnak, Mrs. Whitehead, Mrs. Brodeur and Mrs. Ogilvie) and performers for Commencement.

6.

Assist the Commencement Co-chairperson with the letters and invitations for Administration, guest speaker, Teacher Callers, Certificate Presenters and performers who will be invited to the Commencement/Awards Ceremonies.

7.

Assist the Commencement Co-chairperson with the invitation to the staff for Commencement. This invitation should be R.V.S.P.

8.

In consultation with the Commencement Co-Chairperson arranged for a performers’ practice schedule with Mr. Speers. Check with Mr. Speers to see how the performers are doing with their performances.

9.

Prepare a budget of expenses and submit to the Commencement Co-chairperson.

10.

Coordinate with the Commencement Co-chairperson the invitation to staff, Teacher Callers and Administrators.

11.

Inform the Administration and the Teacher Callers about their required duties and the procedure to be used.

12.

Organize a Program cover contest based on the THEME (in consultation with the Commencement Co-chairperson, Banquet Chairperson and Assistant).

13.

Assist with the selection of the cover for the Commencement/Awards program and /or Banquet program in consultation with the Commencement Co-chairperson, Program/Entertainment Assistant, Banquet Chairperson and Banquet Assistants.

14.

Select the colour and type of paper for the cover and inside pages of the Commencment/Awards program in consultation with Commencement Co-chairperson, Program/Entertainment Assistant, Decoration Director & Assistant, Banquet Chairperson and Banquet Assistants.

15.

Assist with the selection of the grad song and theme in consultation with the Commencement Co-chairpersons, Program/Entertainment Assistant, Decoration Director, Decoration Assistant, Banquet Chairperson and Banquet Assistants.

16.

Proof the spelling of Graduands’ names for the program. Proof names of graduands attending Commencement and the Graduands who are eligible to attend but are not attending Commencement should have an asterisk beside their name. (see #13 on page 10 and #11 on

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page 19) 17.

Proof the legend for program, Programmes, Academic, Service and Athletic awards by each graduand’s name in the program.

18.

In consultation with the Commencement Co-chairperson prepare a copy of the program for printing.

E-4

E-5

19.

Organize and arrange the programs on the reserved seats for all the Administration, award presenters, Teacher Callers, Certificate Presenters, guests, Honourary Graduates (retiring staff) & family members, staff grad ushers and male ushers

20.

Organize and supervise the program displayed on tables by the entrance doors to the theatre in the lobby on the main floor, 1st and 2nd balcony lobbies at the Northern Alberta Jubilee Auditorium or place them on all guest seats. Do not put programs on graduands’ seats. Graduand will receive a program in the envelope that the graduand will pick up when they return their gown at the end of the evening.

21.

In consultation with the Commencement Co-chairperson, Program/Entertainment Assistant, Decoration Director and Assistant organize the floor seating plan. Assist with the completion of the floor plan for seating the Administration, award presenters, Teacher Callers, Certificate Presenters, guests, Honourary Graduates (retiring staff) & family members, staff graduand ushers, male ushers, teachers, staff, graduands, Outstanding Award Winners, family members of the Grad Committee and performers and special seating requirements i.e.: wheel chair assisted seating

22.

Consult with the Awards Board Advisor – Mr. Martens and the Awards Chairperson for the names and write ups of the Outstanding Award recipients, Academic, Service & Athletic names for the program. The previous year Award recipients and this year’s curricular & co-curricular award recipients will be presented their awards during an Awards Evening in the next school year

23.

Prepare a budget of expenses and submit to the Commencement Co-chairpersons.

24.

Meet as required to organize and evaluate progress.

25.

Coordinate the completion of the final reports from the Program/Entertainment Assistant. This report is to be submitted to the Staff Advisor before final exams begin.

26.

Prepare and submit a final report to the Staff Advisor before final exams begin.

PROGRAM/ENTERTAINMENT ASSISTANT: 1.

Assist the Program/Entertainment Director with their responsibilities - see list of responsibilities on pages 25 to 27 - Program/Entertainment Director.

2.

Prepare and submit a final report to the Graduation Advisor(s) before final exams begin.

DECORATION DIRECTOR: 1.

Assist with the selection of the grad song and theme in consultation with the Commencement Co-chairpersons, Program/Entertainment Director, Program/Entertainment Assistant, Decoration Assistant, Banquet Chairperson and Banquet Assistants.

2.

Organize and prepare the decorations based on the Grad theme for the stage at the Northern Alberta Jubilee Auditorium.

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3.

Design the artwork display for the screens based on the Grad theme and that will reflect the Grad theme (in Jpeg format). This artwork will be displayed during the seating of the audience and the processional. Design the screen artwork displays for each of the 5 alpha groups that will reflect the theme (in Jpeg format). Send these artwork displays (Jpegs) to Miss. Engli who will send the artwork to Invert 720 Productions. (.see #15 on page 19 – also see #6 on page 16 – Banquet Chairperson)

4.

Responsible for coordinating the following: 

Decorations set-up and clean-up on the stage at the Northern Alberta Jubilee Auditorium.



Co-ordinate with the Awards Board the set-up and clean-up of the Green Room reception for Administration, guests, Honourary Graduates (retiring staff) & family members, award presenters, Teacher Callers and Certificate Presenters.



reserved seating area available for Administration, award presenters, Teacher Callers, Certificate Presenters, guests, Honourary Graduates (retiring staff) & family members, staff graduand ushers, male ushers, teachers, staff, graduands, Outstanding Award Winners, family members of the Grad Committee and performers and special seating requirements i.e. wheel chair assisted seating. Work with the Commencement Co-Chairpersons and the Program/Entertainment Director and Assistant and Decoration Assistant.

5.

Arrange and supervise the removal of decorations at the end of Commencement. Return all decorations and supplies to the school after the Commencement/Awards Ceremonies.

6.

Prepare a budget of expenses and submit to the Commencement Co-chairpersons.

7

Meet as required to organize and evaluate progress.

8.

Coordinate the completion of the final reports from the Decoration Assistant. This report is to be submitted to the Staff Advisor before final exams begin.

9.

Prepare and submit a final report to the Staff Advisor before final exams begin.

E-6 & 7

DECORATION ASSISTANTS: (two people selected)

1.

Assist the Decoration Director with their responsibilities - see list of responsibilities on page 2728 – Decoration Director.

2.

Prepare and submit a final report to the Staff Advisor before final exams begin.

FINAL NOTES: **

1.

Indicate areas in which Parent involvement could be included.

2.

The President is an elected position. Immediately following the noon hour speeches, all votes will be cast. Only grade 12 students who are attending the speech presentations and have paid the Student Council fee will be eligible to vote. These students must present their Harry Ainlay High School 2016-2017 ID card to be given a ballot to vote.

3.

The selection committee for the other Executive positions will be comprised of the Graduation & Staff Advisors and/or the Grad President. After the Vice President is selected; the Vice President may be part of this selection committee. This committee will interview the other Executive positions. Based on the interview, teachers’ recommendations, résumé, the student's

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abilities, qualifications, school involvement, President’s, Vice President and Advisors’ recommendations; these positions will be selected. 4.

The selection committee for the Directors' positions will be comprised of the Staff Advisors and/or the Grad President, Vice President and/or Executives. The committee will select the various Directors based on résumé, teachers' recommendations, the student's abilities, qualifications, school involvement, Executives’ and Advisors’ recommendations; these positions will be selected.

5.

The selection committee for the Assistants’ positions will be comprised of the Staff Advisors and/or the Grad President and/or Executives, and/or Directors. The committee will select the various Assistants based on résumé, teachers’ recommendations, the student’s abilities, qualifications, school involvement, Executives’, Directors’ and Advisors’ recommendations; these positions will be selected.

6.

The appropriate Executive, Director and Assistant will select the various sub-committees from the General Graduation Council Volunteer Pool. The Staff Advisors must approve these selections.

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