Applications for the 2019 Event Staff team are now available!
This volunteer role helps to support the Welcome Week program in a variety of capacities. It offers the opportunity to be a member of a dynamic team and to gain experience in delivering large scale events. The role will be supervised by two Event Staff Captains and the Assistant Director for Welcome Week.
Event Staff members are required to attend a training on August 20 and would need to be available to work during the dates of August 21 through September 2.
If you are interested, please apply here. Our goal is to select a team of 10-15 dedicated members. The priority deadline is Wednesday, July 31 at 11:59 p.m. although the role will remain open until filled.
The Event Staff is a volunteer team. The purpose of the Event Staff is to manage, facilitate, and encourage individual student participation during Welcome Week. Tracking attendance for events and meals allows OTE to identify trends in cohorts of students, address ways to better serve students and provide data to inform programmatic changes. Event Staff allows OTE to collect data in a more timely and efficient manner throughout the program instead of waiting until after the program is over. Additionally, providing a Welcome Headquarters for students and leaders to receive assistance throughout each event will allow for a more positive experience.
Event Staff is a volunteer team that helps ensure the success of Welcome Week (WW), which serves both freshmen and transfer students, from behind the scenes. Students who have been Welcome Week Leaders or Transfer Student Leaders, who want to be involved with OTE in a different way, have a strength in managing details and logistics, and are committed to the success of new students would make excellent Event Staff members. The Event Staff will have versatile roles during WW and will not be assigned to a WW student group. All Event Staff will be expected to:
- Encourage student participation in Welcome Week
- Create a welcoming environment for new students
- Assist with Check-in & late Check-in
- Manage entrance to all WW events
- Maintain the ability to be a WWL, (ie-lead a group) if necessary
- Float before/after events to assist lost students
- Maintain professionalism when working with students, WWLs, and other staff
While Event Staff will be trained as generalists to assist with the entire program, each Event Staff member will be expected to assist with the following specific tasks:
Manage WW Hotline
- Answer the WW Hotline throughout the program
- Assist lost students throughout the program
- Contact WWLs when necessary (missing rosters, individual student needs, etc)
- Collect & organize returned rosters
- Scan rosters to upload to OTE database
- Communicate with WW staff to track down missing rosters from WWLs
- Ensure all attendance is accounted for and accurate
Event Entrance Management
- Scan students/WWLs into major WW events
- Collect attendance rosters from rostered events
- Assist with large WW events as needed
- Assist Pro Staff/OLs/WWLs when necessary
Volunteer Position Outcomes
- Learn the inner workings of a large, complex program
- Develop strong communication and customer service skills
- Work in a collaborative environment by managing systems that play to strengths
- Balance time management skills while working in a fast paced environment
- Manage multiple projects at one time
- Build relationships with OTE leaders (OLs and Professional Staff) on a more individual basis
- Attention to detail and follow-through
- Ability to create a fun work environment, especially in stressful moments
- Must attend training in late August 2018.
- Must be available during the dates listed under “Time Commitments” in application
- Demonstrate responsibility in maintaining a work schedule
- Must be in good academic standing (at, or above 2.3 GPA)
- Must be moved into fall housing before the start of training.
- Preference to students who have been past WWLs or TSAs.
The Transfer Insider role is a volunteer opportunity available to transfer students who are interested in mentoring new, first-semester transfer students.
- Facilitate Coffee Chats with new transfer students who are interested in meeting with a current student to learn more about being a student at the U.
- Attend regular meetings with the team of Transfer Insiders and Coordinator for Student Transition Experiences.
- Attend and support larger events planned by the Student Transition Experiences team to promote connections among transfer students and share your experiences with new students. These may include At Home in Minnesota events serving out-of-state students, Transfer Student Hangout, etc.
- Maintain routine communication with the Coordinator for Student Transition Experiences.
With these responsibilities, expect a time commitment of 1-2 hours per week beginning Fall 2019. If you are interested in engaging in this mentorship opportunity, please complete an application.
If you have any questions or concerns, do not hesitate to contact firstname.lastname@example.org.
Applications will be available at the start of the Spring Semester. Please check back in January.
What will you be doing?
WWL Roles & Responsibilities
- Create a welcoming and inclusive environment for new first-year students.
- Facilitate activities and discussions with small groups of students.
- Promote participation in Welcome Week.
- Assist with residence hall move in.
- Support the logistics of the Welcome Week program
What will you get out of it?
- Deepen awareness of your own strengths and leadership style.
- Practice inclusive communication and facilitation strategies for building connections and community.
- Increase mindfulness and appreciation of diverse perspectives, backgrounds, philosophies, and cultures.
- Develop tolerance of ambiguity and critical decision-making ability in a complex environment.
- Explore new knowledge about the University campus, community and resources.
Compensation and Benefits
- The WWL position is a volunteer position.
- Free registration for the WWL Conference on April 4th
- Meals will be provided during August training and throughout Welcome Week.
- Parking will be covered during spring and August training and throughout Welcome Week for those commuting from more than 1 mile off campus.
- T-shirts and other freebies will be provided during Welcome Week.
WWLs are expected to commit to the following training and program time commitments in order to remain eligible for the position. Exemptions to these time commitments are rare and will only be considered for extenuating circumstances.
In 2018 OTE created the first WWL Conference during the Spring semester to focus on building community within the WWL role, developing personal leadership skills, and kick-starting the WWL experience. This year’s conference will take place on April 4 from 10:00 a.m.-2:00 p.m. in Coffman Memorial Union.
Former WWLs are encouraged to serve in the role again! If you have been a WWL previously, you are still required to attend the WWL Leadership Conference and summer training to be eligible for the role.
Welcome Week Leader Prep Weekend
Prep weekend training is focused on continued leadership development. It prepares WWLs for the logistics and specific events and activities of Welcome Week.
- Friday, August 28 - Monday, August 31, 2020 (Approx. hours 9:00 a.m. – 10:00 p.m.)
During Welcome Week, each WWL works with a partner to host a small group of new first-year students.
- Tuesday, September 1 – Monday, September 7, 2020 (Approx. hours 8:00 a.m. – 11:00 p.m.)
WWLs will be assigned to host a Welcome Week small group if they meet the following eligibility requirements:
- Be a full-time, degree-seeking undergraduate student in good academic standing (at, or above a 2.3 GPA) and judicial standing with the Office of Student Conduct and Academic Integrity and Housing & Residential Life for the duration of the WWL experience.
- Complete the WWL application by the stated deadline.
- On March 1 applicants will be notified if they have been selected as a 2020 WWL. Those selected will be invited to register for and attend the WWL Conference on March 30.
- Complete all online leadership development tasks by stated deadlines.
- Attend and participate actively in Prep Weekend trainings.
- Meet the expectations of the WWL role and responsibilities.
Call 612-624-1979 or email email@example.com for more information about the WWL role.