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Community Programs/Museum Education Coordinators

What is the Purpose

The Community Programs and Museum Education Coordinators, appointed by the Guild President, oversee those Guild activities which are designed to encourage the participation of the public.
 
The Community Programs Coordinator is responsible for the Indian Fair & Market and the American Indian Student Art Show, two major Guild events that are open to the public.  The Community Programs Coordinator also has jurisdiction over the Cookbook and Note Card Committees, who have products to sell to the public, and the Tourism Outreach Committee, who encourage the hospitality industry to refer the public to the Museum’s exhibits and  events.
 
The Museum Education Coordinator is primarily responsible for those committees associated with the Museum’s Las Guias program.  However, three of those Las Guias committees are designed to reach out to and involve the public; the Short Course,  Speakers Bureau, and Continuing Education.

COMMUNITY PROGRAMS COORDINATOR

Who is Involved

The Community Programs Coordinator serves on the Guild Board of Directors and is the liaison between the Board and the Chairs of the Cookbook, Indian Fair, Special Events, Student Art, Note Cards, and Tourism Outreach Committees.

What are the Tasks

  • Be a voting member of the Board of Directors.
  • Report the activities and issues of the Cookbook, the Indian Fair & Market, the American Indian Student Art Show, the Note Card, and the Tourism Outreach Committees to the Board. 
  • Consult with the committees within his/her jurisdiction.  Call and/or attend the meetings of those committee chairs when deemed necessary.
  • Assist the Guild President in filling the Committee Chairmanships in his/her jurisdiction.
  • Orient new committee chairs to their responsibilities and monitor their progress during the year.
  • A Coordinator also may serve as chair of a committee within his/her jurisdiction.
  • Attend all meetings of the Board of Directors, the Guild, and other such meetings as requested by the Guild President.
  • Consult with the incoming President Elect in March to update the Coordinator’s and the Committee Chairs’ job descriptions in the Heard Museum Guild Handbook  to reflect current practice and any changes in policy made by the Executive Committee and/or the Board of Directors.
  • Attend the Notebook Turnover Meeting in early May and submit in triplicate the annual Community Programs Coordinator’s Report using the Sample Committee Report Format as a guide.  These reports will be distributed as follows: one copy to the incoming Community Programs Coordinator; one copy to the Guild President, and one copy to be filed in the Heard Museum Library and Archives.
  • Acknowledge, by thank you note or other means, appreciation for the work done by the  Committee Chairs.

What is the Suggested Time Line

The tasks of the Community Programs Coordinator are ongoing throughout the year.


MUSEUM EDUCATION COORDINATOR

Who is Involved

The Museum Education Coordinator serves on the Board of Directors and is the liaison between the Board and the Chairs of Continuing Education, Evening Tours, Fall Tune-Up, Handbook, Heard North Liaison, Heard West Liaison, Training Facilitators, New Exhibit Training, Performance Review, Attendance Keeper, Secretary, Scheduling, Short Course Facilitators, and Speakers’ Bureau.

What are the Tasks

  • Be a voting member of the Board of Directors.
  • Report the activities and issues of the Las Guias committees to the Board.
  • Appoint and train Las Guias Committee Chairs who constitute the membership of the Education Council.
  • Preside over the monthly Educational Council meetings to which all Las Guias members are invited to attend.
  • A Coordinator may also serve as Chair of a Las Guias Committee.
  • Communicate with Las Guias members through Noticias, the monthly newsletter of the Museum’s Education Department.  Send e-mail messages when more timely communication is required.
  • Represent Las Guias members in any matters of concern brought by Museum staff or Guild members.
  • Facilitate the planning and execution of special continuing education programs, when possible,  exclusively for Las Guias members and those in training.
  • Participate in the ongoing evaluation of the education services of the Museum in collaboration with the Museum’s Education Services Manager.  Bring before the Guild Board, for its review and approval, matters of program and/or policy changes.
  • Consult with the Las Guias Tune-Up Chair and approve the program before it goes to the Museum’s Education Services Manager for final approval.
  • Plan and implement Docent Exchanges with museums in the Phoenix area.  Traditionally, the Heard Museum and the Phoenix Art Museum meet once a year, alternating venues.
  • Pass on names of persons interested in taking the Las Guias training class to the Senior Facilitator who will invite them to the spring Las Guias Information Meeting.
  • Schedule and chair a meeting in April to select the Josephine Shupp and Pat Redinger awards according to the procedures outlined in the Las Guias Handbook.  Transmit the names of the awardees to the Chair of the Service Awards Committee.  Present the awards to the recipients at the General Membership Meeting at the May Spring Luncheon.
  • Represent Las Guias at the monthly Museum Program Staff meeting and report the meeting content to the Education Council.
  • Consult with the Chair of the Handbook Committee to see that all information is updated, the graduating Las Guias photographs are included, and that the Past Class List is updated.
  • Inform, by letter, those guides who have less than 20 tours at the end of the year that they are on automatic leave-of-absence.  Guides with less than 30 tours, less than five continuing education sessions, no tours shadowed, or missing walk-throughs should be informed that they are not meeting expectations as specified in the Las Guias Handbook.
  • Send a thank you letter for services rendered upon the receipt of a Las Guias member’s resignation.
  • Attend all meetings of the Board of Directors, the Guild, and other such meetings as requested by the Guild President.
  • Oversee, in April, the collection of records for individual Las Guias members from the Las Guias Attendance Recorder and the Museum’s Education Program Coordinator.  These records should enumerate the tours completed, walk-throughs attended (either the initial one or that given by the New Exhibit Training Committee), number of tours shadowed, and number of continuing education events attended.  (An Education Council member may be appointed to compile these statistics.)  Also, ask guides to submit any additional continuing education events attended elsewhere in the community or relevant trips that might count as continuing education.  The form, Attendance at Continuing Education Events Not Sponsored by the Education Department, Heard Museum, published in the Las Guias Handbook may be used for this purpose.
  • Consult with the incoming President Elect in March to make changes in the Coordinator and/or Committee Chair job descriptions in the Heard Museum Guide Handbook to reflect current practice and/or changes in policy made by the Executive Committee and Board of Directors.
  • Attend the Notebook Turnover Meeting in early May and submit in triplicate the annual Museum Services Coordinator’s Report using the Sample Committee Report Format as a guide.  These reports will be distributed as follows: one copy to the incoming Museum Education Coordinator; one copy to the Guild President, and one copy to be filed in the Heard Museum Library and Archives.
  • Acknowledge, by thank you note or other means, appreciation for the work done by Committee Chairs on the Education Council and any others that may be served during the year.

What is the Suggested Time Line

The tasks of the Museum Education Coordinator are ongoing throughout the year.