As a non-profit organization, SCANS relies upon the many and varied activities of volunteers, (members of the organization), to achieve its goals. We continually endeavour to recruit new volunteers to serve as class managers, technical support, or to fill vacant positions on the Board of Directors or Curriculum Committee, and we strive to ensure that such participation is a positive and rewarding experience. We also provide mentoring opportunities to those members who have an interest to serve on either the Curriculum Committee or the Board of Directors but are unsure of either what the expectations are or if they are the right"fit" for a particular position. Below is a list of volunteer positions required to ensure the smooth and on-going functioning of SCANS. The responsibilities for each position can be viewed by clicking on the name of the position. Incumbents are listed here.
The President “shall be responsible for the effectiveness of the Board and shall perform other duties appropriate to the office as assigned by the Membership or the Board” (By-laws section 37). Specific duties include, but are not limited to:
preparing the agendas for meetings of the Membership, the Board, and Board Executive;
presiding as Chairperson over these meetings; and
representing the interests of SCANS in liaising with other organizations.
The Vice-President “shall perform the duties of the President during the absence, illness, or incapacity of the President, or when the President requests him or her to do so” (By-laws section 38), and such other appropriate duties as assigned by the Board. In the case of the resignation or incapacity of the President, the Vice-President automatically becomes President for the duration of the President's unexpired term (Robert's Rules, 10th edition, Section 47).
The Treasurer shall have responsibility (based on By-laws section 40) for:
the authorized disbursement of funds;
legal custody of all financial books and records of the Society;
preparation of an annual financial statement;
preparation of an annual budget to be presented at the Annual General Meeting; and
other financial duties appropriate to the office as assigned by the Board.
The Secretary shall (based on By-laws section 39):
have responsibility for the preparation of the minutes of General meetings, Board of Directors' meetings, and Board Executive meetings;
keep on file "hard copies" of all General Meetings, Board meetings, and Board Executive meetings, and all reports submitted to the Board;
file with the Registry of Joint Stock Companies all documents required by that agency, including:
within fourteen days of their election or appointment, a list of directors with their addresses, occupations, and dates of appointment or election;
a copy of every special resolution within fourteen days after the resolution is passed;
ensure that the following pages of the website are kept up to date by directing the Webmaster to make the necessary changes: "board.htm", "documents.htm", and "history.htm"; and
other duties appropriate to the office as assigned by the Board.
The Past-President “shall normally chair the nominating committee” (By-laws section 41) and perform other duties appropriate to the office, as assigned by the Board.
board of directors
Provide Oversight: Oversee financial management, minimize exposure to risk, monitor programs and services, provide ethical oversight, measure progress on strategic plan, evaluate the Office Manager, and perform self-evaluation.
Stewardship: Oversee resources : ensure fiduciary responsibilities, ensure that the resources of SCANS are used efficiently to accomplish the mission for which SCANS exists, and making certain that our management practices ensure the long-term sustainability of SCANS; ensuring that all regulatory, legal and reporting requirements are met.
Set direction: plan and think strategically, promote positive public image of SCANS, help set vision ,establish organizational values, approve operational and annual plans.
The Chair of the Curriculum Committee takes a leadership role in organizing the structure of the Curriculum Committee and lends support to all Curriculum Committee members throughout each term’s planning and execution process. As the workloads of Curriculum Committee members pile up, as challenges arise and policies and procedures require clarification, the Chair’s role is to solve problems and seek solutions through communication with the Office Manager and Registrar, the Board members and all Curriculum Committee members. The Chair collaborates to create meeting agendas and chairs Curriculum Committee meetings. He or she serves on the Board as the voice of the Curriculum Committee and organizes events such as training sessions for the use of technology, sharing documents on Dropbox, hosting special meetings and SCANS volunteer events, and inviting new members to join the Curriculum Committee.
1. Ensures that forms such as the Faculty Information Form, the Class Managers’ Guidelines, and Class Cancellation procedure are updated and shared with the Curriculum Committee and Board Members. 2. Organizes the Information Session part of the three Information and Registration Sessions held each year in HRM. 3. Ensures that email confirmation letters are sent to all instructors at the beginning of each term. Letters include: Photocopying deadlines, instructions and information on emailing class notes and learning materials to Class Managers and classes, confirmation of schedule details such as the time, date, location and duration of each course, and the individual instructor’s A/V needs as stated in the Faculty Information Form . The Chair verifies that copies of instructor travel expense forms are sent to all instructors and to the chapter Faculty Coordinators. Letters are mailed before the Information and Registration Session, and as often as courses are being confirmed by Faculty Coordinators. 4. Works with the Office Manager and Treasurer to send thank you cards to all instructors together with cheques, when ready. 5. When possible, attends one of the first classes of each course.
hrm faculty coordinator
Identifies and enlists instructors for twelve to fifteen courses per term, and ensures other coordinators are aware of the HRM’s proposed list, to minimize potential conflicts.
Ensures that all instructors have completed the Faculty Information Form and updated all information therein.
Attempts to balance the subject matter of courses.
Works with the HRM Venues Coordinator to design and implement a workable schedule of times and places for courses, coinciding as much as possible with the stated preferences of instructors as articulated on the Faculty Information Form. Relies on the Venues Coordinator to formally book venues.
Confirms times, dates and locations with instructors, as necessary. Shares finalized information with the Curriculum Committee Chair.
Gets all course descriptions, instructor profiles and schedule information to the SCANS Curriculum Committee Publications and Publicity Coordinators so that the brochure and publicity materials can be prepared in a timely manner and made available for final proofing.
Proofreads second draft of the SCANS term brochure and publicity materials.
Shares proofed brochure with the Office Manager, Curriculum Committee Chair, Venues Coordinator and Technology Coordinator for their follow-up and action in HRM.
Obtains the Curriculum Committee and Board’s agreement for the proposed schedule.
Requests the attendance of instructors at the Information and Registration Session and informs the Office Manager which instructors have agreed to attend.
Introduces instructors at the Information and Registration Session.
Attends Curriculum Committee meetings.
Reviews course feedback forms
south shore faculty coordinator
Plans the curriculum, along with the local Chapter Committees (monthly meetings for Mahone Bay and Chester; for Liverpool usually one meeting per term).
Recruits instructors for each venue. Ensures other coordinators are aware of proposed list, to minimize potential conflicts. Ensures that all instructors have completed the Faculty Information Form and updated all information therein.
Coordinates venues with dates, bookings, cancellations, and changes.
Coordinates publicity (Mahone Bay brochure to be synchronized with SCANS brochure).
Obtains membership lists from Office Manager.
Attends all South Shore Information and Registration Sessions to explain SCANS and introduce instructors.
Organizes class registrations for all classes at all venues and assigns Class Managers (except for Liverpool). Ensures the Office Manager has all contact information for all Class Managers.
Attends most of the first classes and moves the furniture and sets up A/V equipment.
Physically carries A/V and computer equipment between venues (Chester-Mahone Bay) as required for courses.
Notes that all instructors are to email all handouts to their classes and their Class Manager. A few hard copies of handouts can be printed and distributed by the Instructor, the Class Manager, or a classmate. Special arrangements will have to be made for photocopies from HRM to reach venues, and for distributing, collecting, and reviewing evaluation sheets.
Attends Curriculum Committee meetings.
Shuttles audio and video equipment back and forth to Liverpool.
Delivers banners and brochures for exhibitions in South Shore (Queens County).
Checks with Class Managers after two weeks of classes to remind them to update the Class Lists and forward changes to the Office Manager so all Class Lists can be updated shared via Dropbox.
truro faculty coordinator
Enlists four instructors to teach courses each term. Ensures that other coordinators are aware of proposed list, to minimize potential conflicts. Ensures that all instructors have completed the Faculty Information Form and updated all information therein.
Attempts to balance the subject matter of courses in any one term.
Sets up a schedule for the courses - usually four per term but not two on one day, since many members take multiple courses. The choice of day of the week and time of day is left up to the instructors.
Sends all course titles, course descriptions, instructor profiles, and schedule information (day, time, location, duration) to Curriculum Committee Publications Coordinator and Publicity Committee, so that the brochure and publicity materials can be prepared in a timely manner.
Proofreads second draft of brochure and publicity materials.
Gets publicity posters put up around the community at least two weeks before the registration session.
Supports local publicity person who ensures that registration-day information gets to local newspapers, radio station, and other media outlets by their individual deadlines.
Coordinates the Truro registration session: books venue; ensures instructors will attend; ensures a Board member will attend; looks after room setup; emcees the session; gets volunteers to help with the registration; makes sure all the necessary paperwork gets back to the SCANS office. Volunteers take care of refreshments.
Coordinates registrations with the SCANS Registrar to make sure the membership lists are accurate.
Enlists Class Managers, assistant managers, and technology managers. Each Class Manager is given the Class Manager Guidelines sheet created and revised by the Volunteer Coordinator, the Chair and the two Chapter Faculty Coordinators. Forwards all Class Manager contact information to the Registrar, as well as updates on registration, contact information, additions and withdrawals.
Consults with venue and SCANS Technology Coordinator to make sure the necessary equipment for the various instructors is available and functioning.
Attends the first class of each course to introduce the instructor, serve as a role model for new Class Managers to take attendance, facilitate room set-up, and explain housekeeping details.
Checks with Class Managers after two weeks of classes to remind them to update the Class Lists and forward to the Office Manager so all Class Lists can be updated and shared via Dropbox.
Advises Class Managers when evaluation forms are available to be completed online. Provides a few hard copies of the form to Class Managers, picks them up after courses finish, reviews them, and delivers them to the SCANS office for the Feedback Coordinator.
Attends Curriculum Committee meetings.
Arranges for the representation of SCANS at the Truro Seniors’ Exposition, one day every September. Coordinates volunteers and sets up display.
Arranges display material and helps select suitable related books for the Truro Public Library SCANS display.
1. Prepares Schedule for Technical Support for Courses.- Receives brochure from Publications Coordinator identifying term courses, dates and locations.
Creates schedule: Course title and course description, instructor, time, date, location and duration of class, and technology requirements as articulated in the Faculty Information Forms posted on Dropbox or through the HRM Faculty Coordinator.
Shares schedule with the Technology Team, asking for their course attendance.
Enters technology assistants’ names on schedule.
Receives confirmed classroom locations from Venues Coordinator. Updates Schedule.
Receives updated A/V requirements from Faculty Coordinators and Curriculum Committee Chair.
Receives names of Class Managers from Volunteer Coordinator. Updates schedule.
Technology team responds to updates to which they have access via Dropbox.
2. Arranges for the Setup A/V system for Public Lectures. 3. Acts as liaison with the Webmaster for Curriculum Committee requested changes on the SCANS website. 4. Assists with computer-related issues and challenges as they arise. 5. Provides ongoing training and assistance to SCANS Curriculum Committee members, the Office Manager and the Board on Dropbox and informs all of changes, and requirements. 6. Creates and emails class lists including names, telephone numbers, and email addresses to all SCANS Class Managers and instructors each term, to enable them to communicate with classes. Includes on each class list the Curriculum Committee created warning about non-SCANS related use of this contact information. Posts this document on Dropbox. 7. Two weeks before the end of each semester, sends email to members on all class lists advising them they can be more environmentally friendly by completing online course evaluations. 8. Maintains A/V inventory.
1. At the beginning of courses:
Ensures feedback form is appropriately revised and that the form is available in the shared Dropbox file.
Informs the Office Manager that the form has been revised and is available for very limited photocopying. The Office Manager will convey this to the Technology Coordinator and to the webmaster for website revision, if necessary.
Sends a copy of the updated form to the Chapter coordinators and shares the Dropbox link with them
2. Three weeks before the end of courses:
Using class lists, asks the Technology Coordinator to email all registered class participants, promoting the use of the more environmentally friendly electronic feedback form. Distributes a few hard copies to all classes in HRM.
Ensures that the current online form is posted on the SCANS website.
Tests the online form on the SCANS website to ensure there are no glitches
3. At the end of courses:
Ensures collection of all forms from each Chapter and compiles the information.
Writes a report for the Curriculum Committee, aiming for one month after the end of the last class.
Sends the report via email to the Curriculum Committee Chair, and all Faculty Coordinators.
Sends lists of volunteers identified on the feedback forms to the Faculty Coordinators, Volunteer Coordinator, Office Manager and Curriculum Committee Chair.
Sends a complete list of suggested courses to the Faculty Coordinators.
Emails feedback information to all instructors, checking with each Faculty Coordinator to see if she/he wants to send this information.
CLASS MANAGER coordinator
1. Identify from the Registrar’s class lists, whenever possible before term starts, potential Class Managers (CM) using the list of HRM volunteers from previous years or contact SCANS members from the list to enroll new volunteers.
2. As well, appoint a Substitute for all HRM courses to assist the CM if need arises.
3. Obtain from the Audio-Visual (AV) team coordinator the name of AV team members assigned to each SCANS class or contact class members from the list to enroll new volunteers.
4. At the commencement of each term forward to the AV coordinator, Venues and Instructor Coordinator, SCANS Registrar, appropriate Instructor, and the Curriculum Committee Chair a list with the names of the current serving CM, Substitutes and AV team members for specific classes with associated instructors.
5. Inform the CM of the contact information for the Substitute and AV member assigned to their class.
6. Verify the content of class envelopes prepared by the Office Manager with pertinent information on the front as to
class date and time.
Envelopes will also include two class lists
one list with SCANS class members names, email addresses and phone numbers that will be provided for use by the CM and Substitute, plus emailed to the CM by the Office Manager.
one list with SCANS class members names only to be used for noting attendance
six hard copies of evaluation forms
the instructor’s biography and contact information
a dozen SCANS brochures for class members to share
a copy of the HRM CM Guidelines.
7. Ensure that CM, Substitute and AV team member have been added to a list containing class titles and instructors that is placed in the Dropbox.
8. Forward Public Lecture announcements and other information as required to the CM.
9. Outline in the CM Guidelines the class cancellation policy. 10. Check with the Faculty Instructor Coordinator if there are any specific instructions to be forwarded from the Instructor to the CM ahead of the beginning of classes.
Establishes and maintains a comprehensive collection of course descriptions, Instructors, and Instructor biographies for present and past courses. Directs the Webmaster to update this information as appropriate.
Receives from the three Faculty Coordinators, each term, the complete information about each course: course title, Instructor’s name, days, times, location and duration as well as course descriptions and Instructor bios in the form submitted by the Instructors themselves.
Once the above schedule is established as reasonably complete and accurate, fits the information into two different documents: the brochure for the upcoming term and the course information for publication on the website.
Sends out the draft brochure to the Publicity Chair for proof reading.
Sends the edited brochure to each of the three Faculty Coordinators for verification of their input.
Once corrections or changes are completed:
Sends the brochure to the Office Manager for printing.
Sends the website version of the brochure information to the Webmaster for publication on the website (only new or updated bios and Course Descriptions for courses not offered in the most recent term are sent to the Webmaster).
The Venues Coordinator (HRM) is responsible for the coordination of venues and schedules within HRM. Working with the HRM Faculty Coordinator, he or she situates selected instructors in one of several venues contracted by the Board, according to an agreed schedule, for each of the SCANS academic terms. The Venues Coordinator collaborates closely with the Faculty Coordinator, the Technical Support Coordinator, Publicity Coordinator, Chair of the Curriculum Committee, and Office Manager to keep them informed of venues being arranged.
hrm public lectures coordinator
Enlists two (2) lecturers for each term.
Attempts to balance the subject matter of the lectures in any one term, so as to appeal to the broader membership.
Consults the Curriculum Committee regarding potential lectures.
Secures venues through HRM Venue Coordinator.
Schedules the lectures and advises the Office Manager of their progress.
Advises the Technology Coordinator of A/V requirements.
Gives lecture description, lecturer profile or bio and schedule information to the Technology Coordinator for publication on the website, and to the Office Manager, so that publicity materials can be prepared and distributed in a timely manner.
Advises the Hospitality Coordinator of refreshment requirements.
Reminds attendees to make cash donations for the refreshments and lecture venue costs.
hrm hospitality coordinator
Selects at least two volunteers from the contact list two weeks before the event to set up and serve refreshments.
Places sweets, fruit and snacks orders with local retailer(s) one day before the event.
Picks up the ordered items on the day of the event and shops for any further items, such a litre each of milk and cream, paying for all items.
Forwards monthly receipts to the Office Manager or employs float monies for reimbursement.
Arrives at least one hour before the event start time, having picked up the urns, kettles and supplies boxes at the SCANS Office.
Cleans and tidies the kitchens facilities of the venue at the end and packs away SCANS equipment for return to the Office.
A more detailed description of the kitchen activities follows here. (It should be noted that members of the Committee are not responsible for the venue and technical set up and striking.) The dry supplies, such as coffee, tea, sugar and other condiments, have to be assessed on a regular basis. The purchased supplies should include a litre each of milk and cream. It is very important to start the water for tea and coffee right away, as it takes 30 to 35 minutes to heat. Each urn holds 37.5 cups. Use one for hot water for tea. Fill the other for coffee, using 2 ½ - 2 ¾ cups of ground coffee. For days when many people are expected, extra small urns might be borrowed from a member’s home. Set a table with a table cloth and other supplies, such as tea bags, sugar, napkins, stir sticks, cream, milk and food. Put the food out at the start of the break. Keep checking supplies and refill as needed. When the event is over, empty urns and wipe them out. Repack supplies. Make a list of supplies that will be needed for the next time. Return the urns and supply containers to the SCANS Office. The wrap up generally takes 20 to 25 minutes.
The Website Administrator (WebAdmin) is a member of the Curriculum Committee and administers the day‑to‑day operation of the website. On matters of operation, WebAdmin advises and seeks‑or‑receives advice from the Office Manager, the Registrar, and members of the Curriculum Committee as appropriate and as required. On matters of website policy, procedures, and authorizations, WebAdmin advises and seeks‑or‑receives advice from the Board of Directors as appropriate and as required. WebAdmin responsibilities include, but are not limited to:
Maintain registrations with domain-name service and web-hosting service.
Maintain, update, and archive the structure and content of the SCANS website, in conjunction with SCANS designated authorities.
Manage and run the website course‑registration process in each academic term, in conjunction with the Registrar.
Manage and run the website course‑feedback process in each academic term, in conjunction with the Feedback Coordinator.
Manage and run the website course-materials process in each academic term, in conjunction with course instructors as required.
Respond to member queries related to website services.
other volunteer positions
Class Manager Guidelines
First of all thank you for being a Class Manager! Please read this document in full before classes begin and when on site check off items as they are completed. Keep a copy of this document and the class contact list at home for your use.
A few days before classes begin please visit the venue where you will be a Class Manager (CM) if you have not been there before to familiarise yourself with the facility resources such as the location of exit routes, restrooms, facility contact person and other relevant elements regarding the building.
Arrive at least 20-30 min before each lecture begins. A member of the SCANS Audio-Visual (AV) team will be on hand for the first class to see that technical equipment needs for the professor are met. An AV member may be assigned to the class if required.
As they arrive to class ask the SCANS class members to record their attendance on the class list containing names only. Ask members if they changed their phone number or email address recently and make corrections as needed on the list with members information. The latter list will also be sent to you by email. Report to the SCANS Office any actual changes. If someone arrives who is not on the list welcome her or him and confirm with the office that they are a SCANS member. Please do it before the next class. Note that it is unlawful to allow public access to our members’ contact information.
Arrange chairs theater style, unless otherwise requested by the lecturer, for the number registered on your class list. Please involve class participants for assistance, especially in setting up and dismantling the class arrangement. Volunteer support is essential to the non-profit organization that SCANS is. Try to assert this fact whenever it is useful to do so.
Put a table, chair and a water container in place for the lecturer, and ensure the room is well lighted and aired.
Tell the class that in case of class cancellation due to weather conditions, participants should check the CBC Storm Centre or the SCANS home page (bottom right). If schools are cancelled, often so are SCANS classes, but there may be exceptions. If members do not have access to a computer, the CM will contact them by phone. In case of cancellation for unforeseen reasons, members will be contacted by email or phone, as appropriate.
If your class is at the Conservatory and the technical support person does not arrive 15 min before class begins to set up the projector for the instructor, please go to the SCANS office to pick up the projector for the AV team member or ask a class member to help.
At the first class, please: - Introduce yourself as CM and the Substitute, then introduce the instructor– a short biography of the instructor is included in your envelope containing the class lists and other items. - Emphasize to participants the following points:
When coming into the classroom they need to check off their name upon arrival and inform you of any recent changes in their contact information.
Tell the class to do so at break time if they did not verify this information earlier. Point out that this will facilitate the reception of emails and that if they do not have an email address they would receive a phone call.
Ask for cell phones to be switched off or at least set to “vibrate”,
Mention the sensitivity to allergies and to refrain from wearing any scented products to class,
The locations of washrooms and water fountain,
The need to be as quiet as possible during breaks if necessary (e.g. at the Conservatory).
If a person has not attended the first class and there is a waiting list, email them to learn if she or he plans to attend that course. Contact the Office, if you are advised the person will not be attending.
Report the number in attendance at each day's lecture if the library administrator has asked you to do so.
Inform the class of any special announcements you have been requested to make, such as, special lecture dates and locations, changes in schedule due to holidays, etc.
Inquire with the staff of the building whether chairs and tables will need to be stacked (or left in place) after the lecture.
Near end of term
During the break of the second-to-last lecture in the series, urge the participants to fill evaluation forms regarding the instructor, the course, the venue, or any other factor on the SCANS website: www.theSCANS.org. Participants without access to a computer may use the paper evaluation forms, copies of which are in the class envelope. These responses are confidential and should be returned in the brown envelope to the SCANS office at the end of the course. An explanation should be given about the importance of completing evaluations. Maybe say something like “Your feedback is very important to us. It helps us determine suitable venues and classroom set up, audio/visual needs, and to ensure that we have the necessary equipment available. Most importantly it helps us plan future courses and informs instructors about modifications they could make.
At the end of the lecture series thank the professor on behalf of the class.
End of term duties: Please return the following items to the SCANS office 2-3 days after the course ends and place them in the envelope that was provided:
the course’s attendance list
the participants’ contact list
the completed evaluation forms and participants’ comments
ensure that you know the contact person in the building in case of an emergency and you have to take charge.
check the fire exit routes out of the building.
let the SCANS office manager know if an emergency took place