Volunteer Positions

Volunteer Positions/Tasks by Program

Following is a complete list of Birchwood PTO programs and activities, along with the primary duties of the volunteer(s) who manage them.  To find the contact person for the current year, see PTO Officers and Chairpersons, PTO Events & Activities, or PTO Fundraisers.

Note that many programs have helpful planning information in the binders stored in the school office. 
A few programs also have information on the
Committee Successor Info page.


Birchwood Bulletin
Editor
  • Work with the principal, secretary & committee chairs to develop a weekly packet of information to be emailed and/or sent home with the students
  • Coordinate volunteers to compile a cover page and to copy, collate & staple the pages of information for distribution in hard copy 
Homeroom Parent Coordinator
  • Requires work during the summer
  • Recruit 3-4 homeroom parents for each class 
  • Hold informational meeting in Sept. before Curriculum Nights 
  • Act as liaison between class parents and PTO 
  • There is a separate Homeroom Parent Sign-up Form to sign up as a Homeroom Parent for your child’s class--submit the form to school office. 
Information Sign Coordinator
  • Maintain the display on Birchwood's roadside sign on a monthly basis (September through June). 
  • Consult with the principal to determine upcoming events/information to be displayed.  
  • Work with a committee of 1-3 people to coordinate days & times during which 2 people can work together to display the monthly information. 
PTO Dues/Directory Distribution
Coordinator
  • Work with PTO co-presidents to have directories available for sale at the BBQ & Back to School Curriculum Nights 
  • Set up table, cash box & coordinate with co-presidents & homeroom parents to have directories table set up at the BBQ & Curriculum Nights 
  • Arrange to get deposit to PTO treasurer & keep track of total amount of dues collected 
  • The PTO Hardcopy Directory Sign-Up Form may be used to enter information and submit to school office.
School Directory
Coordinator
  • Requires work during the summer
  • Must have computer experience with access to an IBM compatible PC
  • Edit existing directory data base with input from PTO co-presidents, school principal and secretary 
  • Produce camera-ready pages for printing 
Webmaster
  • Requires work during the summer
  • Keep the Birchwood website up-to-date
  • Design forms and manage input data
  • Serve as List Manager for Buzzables
  • Monitor PTO email account.
  • Some computer experience is necessary; experience in website construction (not programming) is helpful. Training is available.



Birchwood Back to School Barbecue (Sept)- 
Overall BBQ Coordinator
  • This event requires attention at the end of the school year & during the summer vacation 
  • Coordinate food service with a food vendor, prepare BBQ order form, publicize the event & oversee all BBQ Subcommittees (see * following):
BBQ Activities Chair*
  • Set up face painting, crafts, games, water bottle sales
BBQ Set-Up/Clean-Up Chair*
  • Organize set up of tables, chairs, table cloths & trash cans with Janitorial Staff Assistance 
  • Monitor & empty trash throughout the BBQ 
  • Take down tables & chairs with Janitorial Staff Assistance
BBQ Shaker Rental Chair*
  • Reserve cotton candy & snow cone machines 
  • Pick up & set up machines 
  • Clean & return machines 
  • Order 200 lbs of ice at Stewarts
BBQ Summer Mailing Chair*
  • Early Aug. before new school year, work with school secretary to mail out order forms to families
BBQ Tickets Chair*
  • Starting in June & up until the day of BBQ in September keep track of orders & payments 
  • Keep totals of different meal orders (i.e. adult/child) 
  • Make sure we have tickets to use for the activities 
  • Label containers to collect tickets & money 
  • Calculate at the end of the BBQ
BBQ Volunteers Chair*
  • In early June, coordinate the signing up & scheduling of volunteers for all aspects of BBQ
5th Grade Talent Show (June)  Coordinator
  • Coordinate & screen acts with principal for a 5th-grade Talent Show to be held on Field Day in June. 
Fun Fair (March)
Overall Coordinator
  • Solicit and schedule volunteers (with help of volunteer coordinator) from 5th grade and middle school, in addition to parents 
  • Publicize event in Birchwood Bulletin and with posters 
  • Oversee all Subcommittees (see * following)
Fun Fair Food*
  • Arrange the purchase and/or donation of food for sale 
  • Supervise the sale of food items
Fun Fair Games*
  • Set-up and put away games 
  • Repair and clean games as needed 
  • Purchase extra parts as needed 
  • Create new games as needed
Fun Fair Prizes*
  • Arrange purchase and distribution of prizes
Fun Fair Staff Raffle*
  • Solicit donation of gifts from all staff and publicize list in school
  • Get volunteers to sell raffle tickets during lunch in the week preceding the Fun Fair and during the event 
  • Arrange drawing and distribution of gifts the night of the Fun Fair
Fun Fair Volunteer Coordination*
  • Solicit and schedule volunteers from 5th grade and middle school, in addition to parents
Hospitality Coordinator
  • Provide support to PTO Co-Presidents as needed, such as set-up and clean-up of refreshments at Open House 
Ice Cream Social (June) Coordinator

-plan free event for the entire school by soliciting and purchasing ice cream, desserts, drinks and entertainment within budget
-arrange set-up and clean-up

Media Center Book Fair Volunteer Coordinator-assist Media Specialist and schedule volunteers for the Book Fairs (twice a year) for setting up/taking down the fair and help with book purchases
(See
School Fall Book Fair website and School Spring Buy-one-get-one-free Book Fair website.)
Monster Mash (October) Overall Coordinator -contract with DJ
-purchase neon bands for sale at event
-publicize event with posters, notices in Birchwood Bulletin
-oversee all Subcommittee Chairs (see * following)

Monster Mash Craft Room* 

 Coordinator

-supervise a variety of art/craft activities event
-work with a committee to develop 3-5 age appropriate art/craft activities that could be completed and taken home the evening of the event
-working within the PTO budget; purchase or supply the materials needed for the various activities
-set up the room & provide the directions for each activity
-sign up volunteers to help with the projects and clean up of the room at the end of the event.
Monster Mash Decorations* 

 Coordinator

-arrange purchase, borrowing and/or donations of decorations
-work with volunteers to set up and take down decorations
Monster Mash Food*

 Coordinator

-arrange purchase and/or donation of food & beverages
-coordinate preparation & serving of food & beverages during the event following Food Service Guidelines
Monster Mash Volunteers* 

 Coordinator

-sign up volunteers for presale ticket sales during the week prior to the event
-sign up volunteers for the day of the event for set-up and cleanup and ticket, food and neon band sales


Niska Day Float Coordinator (next needed in 2017)-recruit volunteers to design and construct Niska Day float
-provide information for the Birchwood Bulletin
regarding parade specifics for marchers
Photographer
-record school events and create an album
-display pictures on PTO bulletin board
-provide copies of pictures or digital files to yearbook staff for use in the yearbook
School Pictures (September, November) 

 Coordinator

-organize school picture day (September), coordinate with principal and photo company, preparing all paperwork
-solicit volunteers for that day
-organize retake day (November)
Staff Appreciation Breakfast (October)

 Coordinator

-solicit/produce food items
-decide on theme/decorations
-request volunteers for that day for set-up, serving and clean-up

Staff Appreciation Luncheon (March) Coordinator

-solicit/produce food items
-decide on theme/decorations
-request volunteers for that day for set-up, serving and clean-up

Art Work Program Coordinator
  • Students create an artwork piece in Art class 
  • Coordinate with Art teacher(s) and Silver Graphics to distribute samples, order forms and orders
Bake Sale Coordinator-schedule individual grades to provide baked goods for fundraisers throughout the school year
-send home reminders prior to the event (event chairs get volunteers to sell the goods at their events)
Box Tops for Education

 Coordinator

-publicize program through fliers, posters, etc.
-set-up collection system for box tops
-tally collection and meet deadlines for mailing
in collected material (2 times per year)
-report to PTO when applicable
-details in CommitteeSuccessorInfo folder

Campbell's Labels for Education 

 Coordinator

-publicize program through fliers, posters, etc.
-set-up collection system for labels
-tally collection and mail in collected material
-report to PTO when applicable, including to pick out item from catalog
Frozen Foods Fundraiser 

 Coordinator

-prepare paperwork to distribute to all Birchwood students
-give pledge collection sheets to students & collect the pledge money
Hannaford Helps Schools 

 Coordinator

-publicize program through fliers, posters, etc.
-set-up collection system for register slips
-tally collection and meet deadlines for submitting collected material
-report to PTO and principal when applicable
Price Chopper Tools for Schools 

 Coordinator

 (Fall)
-publicize program through fliers, posters, etc.
-set-up collection system for submitting Price Chopper membership #s
-tally collection and help principal choose prizes
-report to PTO and principal when applicable
Spirit Wear Sale 

 Coordinator

-research available items, select items & logo design
-establish pricing
-distribute order forms
-compile orders and send to company
-pack & distribute orders

General District Liaison -generic liaison for any of the liaisons below
Friends of Music Representative District Liaison -attend monthly meetings and report back to PTO meetings when applicable
N-CAP Representative District Liaison -attend monthly Niskayuna Community Action Program (N-CAP) meetings and report back to PTO meetings when applicable
School Board Representative District Liaison -attend bimonthly meetings (first & third Mondays of the month) and report back to PTO meetings
Shared Decision Making District Liaison (Steering Committee) (2 Parents)
  • Comprised of members that represent teachers, support staff, parents, and community members 
  • The process provides for collaboration in decision-making and for shared responsibility in school improvements 
  • Attend meetings and report to PTO when applicable  

After School Enrichment Program
(ASEP)
-develop programs/classes to be offered to students at Birchwood after 2:10 PM
-recruit teachers; set schedule; produce brochure
-solicit enrollment and collect fees
-or you can share your talent by teaching a class 
Arts in Education-research/preview programs and/or entertainers for school assemblies
-organize assemblies, working with Principal, anf BOCES
Fish Tank-purchase supplies & perform routine cleaning and upkeep for the fish tank in cafeteria
(daily feeding is taken care of by staff)
Junior AchievementWork with Junior Achievement representative to organize volunteers to teach the Junior Achievement program in all Birchwood classes and to organize a team for the Bowl-a-Thon fundraiser in the fall.
Junior Achievement website
Media Center/Library Volunteer Coordinator-recruit, train and schedule volunteers to provide general assistance (checking in, loaning, and shelving books, and other small duties) in the media center throughout the school year
School Media Center website
Popcorn Snack Program (every other Friday)-coordinate volunteers for the making and selling of popcorn approximately every other Friday morning at school
-be sure that machine is cleaned after each use
-monitor popcorn supplies and order as necessary
Preschool Library/Gym Program-organize program with Media Specialist and Gym Teacher
-obtain list of preschool students and mail informational letter
-arrange speaker programs for parents/caregivers during this time
-arrange summer bus ride for incoming Kindergartners
School Preschool program website
School Savings Program-this year-round program allows interested students to bank at school every Friday
-coordinate program with First Niagara Bank personnel
-recruit, schedule and provide back-up for parent volunteers
-computer experience helpful
First Niagara School Banking website
1000 Book Kid Program-send letter to age appropriate preschoolers and their families
-coordinate “kick-off” event to introduce preschoolers and their families to program
-periodically monitor condition of books and bags 
School 1000 Book Kid website
Visiting Author Program-work with media center specialist on scheduling visits by authors
-work with author on details of visit
Yearbook-design and produce K-5th grade yearbook, working with principal, PTO board, teachers and students, within budget utilizing outside sources (photography/printing) as needed.


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