asb site leader manual

Site Leader Manual2010-2011

Table of ContentsIntroduction.......................................................................................................3 Mission...................................................................................3 Goals.....................................................................................3 Structure................................................................................4Site Leader Information.................................................................................6 Introduction.............................................................................6 Criteria for Quality Trips.....................................6 Site Leader Timeline..........................................7 Trip Planning Checklist.......................................7 Site Selection...........................................................................8 Picking an Issue...............................................8 Working with a Host Site....................................8 Site Review Questionnaire..................................10 Trip Planning........................................................................11 Logistics...............................11 Transportation.................11 Lodging........................11 Food............................12 Itinerary Building.............12 Fundraising...........................................................13 Generic ASB Form Letter............14 Friend/Family Donor Form...........15 Business Donor Form.................16 Preparation..............................................................................17 Purpose..................................................................17 Group Formation.......................17 Conflict Resolution....................18 Group Expectations....................19 Learning Outcomes....................20 On Trip...................................................................................22 Risk Management............................................22 ASB Incident Report...................23 ASB Driving Authorization Form....24 Reflection.....................................................25 Return to Campus....................................................................27 Survey.........................................................28Resources............................................................................................. Calendar Notes

Auburn University Of!ce of Community Service 2

IntroductionWelcome to the Auburn University Alternative Student Breaks Program! The Office of Community Service staff has put together this manual for Site Leaders and Advisors in the hopes that we can help make your planning process go smoothly and ensure that your group has a great experience. Please refer to this guide along the way as you plan, lead, and return from your trip. Topics covered include how to pick an issue or location, how to work with a host organization, training information, forms, checklists, and much more! If you need further advice please visit us in the Community Service Office (AUSC 3130).

Mission

The mission of the Auburn University Alternative Student Breaks program is to engage students in an affordable, substance-free, experiential service-learning project that

encourages an understanding of pressing social issues in a signi!cant way.

GoalsValuable Participant Experience- Alternative Student Breaks, through collaboration with university and community partners, will provide students with a memorable and worthwhile service trip. At the culmination of this experience, participants will appreciate diverse populations, cultures, ideas, and ways of living, while also developing a better understanding of their own culture. They will be able to recognize the social issues of the location in which they are serving and explain the factors that are causing those issues. Participants will recognize the importance of social responsibility and concern for others, will have a heightened sense of civic engagement, and will come away a more globally-aware individual.

Significant Learning Outcomes- Alternative Student Breaks will provide opportunities for all students to actively engage in educationally purposeful experiences in conjunction with the service they are performing. Students will better understand leadership principles such as the importance of leadership, when to lead, and when to follow. They will become proficient at analyzing situations and solving problems that may arise. They will be capable of reflecting on and relating to the experiences that profoundly impact them. These and all other learning opportunities will be intentional, measurable, and connected to the academic mission of the university.

Meaningful Social Interactions- Alternative Student Breaks will foster meaningful relationships between trip participants, site leaders, and university staff through cultivating a welcoming and supportive environment. Students will have the chance to interact with other members of a diverse group and develop successful strategies for working as a team, including communication, compromise, encouragement, and trust. Participants will have the unique opportunity to bond with students from all areas of campus life. Through relationship building with those that they are serving, participants will develop appreciation and compassion for people from many different walks of life.

Substantial Service Contributions- Alternative Student Breaks will empower students to make a practical, positive contribution to their world through connecting them with unique service opportunities in the United States and internationally. Trip participants will have the ability to touch lives through their work and to leave a substantial impact on the communities in which they serve. Once they return, students will have an increased desire for involvement in volunteerism and service opportunities in their own community, which will endure long after the trip experience is over. Alternative Student Breaks will strive to instill in its participants a life-long heart for service.



Organizational StructureThe purpose of the ASB Executive Council is to support the development and implementation of quality service trips during spring, summer, fall, and winter breaks. This group consists of staff, advisors, and students who support service trip programming at Auburn University. The Executive Team encourages students participating in service trips to attend trainings, seek out advising, and complete necessary paperwork. Additionally, members of the Team assist in developing content for participant and leader training (ideally, members also assist during trainings by participating and sharing service trip experiences) and provide expertise in particular areas.

The members of the ASB Executive Team are as follows:

Director of ASB- The director in charge of ASB will be responsible for both the overall vision and day to day operations of the ASB program. The chosen person will oversee the other executive officers and will ensure the quality and consistency with which jobs and tasks are performed an complete. The ideal Director of ASB will meet weekly with the ASB Advisor and the ASB Graduate Advisor to evaluate, plan, and enrich the ASB program.

Assistant Director of Fundraising- The assistant director of ASB in charge of fundraising will be responsible for planning and executing events and strategies to raise funds for the ASB program. This officer will facilitate the creation and delegation of tasks required to successfully complete activities designed to monetarily support ASB. This officer will also be in charge of maintaining the financial records of the program and keeping ASB in sound financial standing.

Assistant Director of Publicity- The officer selected to this position will be in charged with the creation and maintenance of a positive public image of the ASB program. The assistant director in charge of publicity will also be tasked with informing the student body of applications, fundraising events, special events, and trip and experience summaries. Among their responsibilities, the AD of Publicity will develop and carry out innovative ways to grow the recognition of the ASB program at the university, city, state, and national level.

Assistant Director of International Activities- This ASB officer will be responsible for the activities the program undertakes OUTSIDE the scope of the United States of America. The chosen assistant director will carry the charge of overseeing the development of volunteer organization relationships, the planning of international service trips, and the selection and training of site leaders for said service trips. This officer will also meet with the site leaders on a regular basis to ensure the quality of the trips being shaped.

Assistant Director of Domestic Activities- This ASB officer will be responsible for the activities the program undertakes INSIDE the scope of the United States of America. The chosen assistant director will carry the charge of overseeing the development of volunteer organization relationships, the planning of international service trips, and the selection and training of site leaders for said service trips. This officer will also meet with the site leaders on a regular basis to ensure the quality of the trips being shaped.

“The whole experience was just amazing and I believe the experience couldn't have been the same without the awesome leadership we had.”


Auburn University Office Of Community Service

DIRECTOR

GRADUATE ADVISOR

IMPACT ASB

Director of ASB

Assistant Director of Fundraising

Assistant Director of Publicity

Assistant Director of International Activities

Assistant Director of Domestic Activities

International Site Leaders

Domestic Site Leaders

Mary Gray Demetz205-441-1575

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Meghan Wilde251-564-7708

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Rachel Self205-914-6040

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Haley Fitzgerald205-901-0064

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Matthew Lawson205-807-4280

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WINTER Ecuador

Walker GlasgowKieran Webb

SPRING BREAKCosta Rica

Allison ErwinHamp Price

WINTER SC

Maggie DaleyMLK

Aashana Vishnani

SPRING Katrina Kids

Aashana VishnaniAppalaichan Service Project

Sterett SeckmanGive Kids the World

Kristen Taylor

Tim King334-844-4978334-329-0459

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Ross Beitzel 334-663-2565

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Site Leader InformationIntroduction

Expectations:• Research and select sites to parter with for future ASB experiences• Attend all leadership training programs• Turn in all requested trip information by the established deadline• Recruit participants for ASB experiences by providing accurate information• Organize Site Training Meetings for your team members before the trip• Attend and Be Prepared for weekly 1on1 meetings with the AD of Domestic/International Activities• Facilitate daily reflection sessions while on the trip• Mediate any problems that arise while on the trip• Plan at least one Reunion Meeting to be held upon your return


Site Leader Timeline

Trip Planning ChecklistLogistics

What arrangements have you made for meals? Where will you stay and how will you get there? How will you travel on-site? What is your daily and weekly work schedule? What are your planned free-time activities?

Training Have you developed a lesson plan for each training session? Have you developed materials needed for each training session? Have you had weekly 1 on 1 meetings with your ASB Assistant Director?

Trip Details Have you clearly articulated the trip expectations to participants? Have you created a packing list for participants? Have you distributed a schedule or itinerary for trip participants? Have you copied important documents? (passports, visas, insurance, drivers license, etc.) Have you created a FAQ’s (International Travel Tips) page for participants/ parents? Do you have maps, travel guides, etc.? Have you reviewed/followed the Auburn ASB Risk Management Guidelines?

Task Date(s) Comments Completed

Attend Site Leader Training Session

Search for Future ASB Host Organizations

Recruit and Select Participants

Contact Volunteer Site

Develop Group Training Meetings

Finalize Trip Details

Hold Group Training Meetings

Fundraise

Copy Important Documents

Submit Completed Forms

Collect Fees

Attend Service Trip

Hold Service Trip Reunion


Site Selection

Sometimes the hardest part of the planning process is finding a place to start. We hope the information below helps you move forward as you develop your trip. To begin, pick an issue or a location and build from there.

Picking an Issue and LocationAs a trip leader, you may decide to pick an issue that interests you and build your trip from there, or you may consult with your group to come to a consensus around an issue. If you choose to plan your trip around an issue, then your next step would be to search out a location that has service opportunities available in your interest area.

The most important thing to remember when planning a service trip is to help a community with a real need. If you choose to plan your trip around a location, your next step would be to find an issue in that location that your group can help alleviate. There are no limits to where your trip can travel, but it is important to focus on finding a community that matches a social justice interest. Previous AU trips have travelled to locations as disparate as South Carolina, New York, and Costa Rica.

Ultimately, the process of deciding a trip issue and location is a personal one between you, your group, and the community you are serving. However, you are welcome to visit the Office of Community Service for further advising.

Questions to consider when choosing an issue and location: • What issues do you and your group feel passionate about?• What location offers a unique perspective on your issue?• What can you learn from visiting this area or addressing this issue? • Are there adequate agencies and organizations in the area to accommodate your group?• Do you want to travel domestically or internationally?• Are you looking for an urban or a rural setting?• What types of experiences does your group want to have?• Is there a particular agency/ non-profit that you or your group would be interested in working with?• How practical is it for you to visit the community you are considering?

Working with a Host OrganizationOnce you have decided on an issue or location, your next step is to find a host organization to work with. As an associate member of Break Away, a non-profit organization supporting the development of quality alternative break programs, Auburn University has access to SiteBank, a database designed to help service trip planners find a host organization. SiteBank provides contact information for organizations that are interested in hosting volunteer groups. To gain access to the database, contact Tim King.

You may also conduct your own research to find organizations that work with either the issue or location that you have chosen to pursue. Here are two excellent websites to start your search:www.idealist.org www.guidestar.org

http://www.idealist.org

http://www.idealist.org

http://www.guidestar.org

http://www.guidestar.org


Once you have gathered a list of potential sites, contact the volunteer coordinator at each organization. If this person is unavailable, make sure to leave your contact information as well as a short description as to why you are making contact. If your emails or phone messages go unreturned, call the organization and ask to speak to anyone who is currently in the office that would be able to help.

It is fine to contact more than one organization at once, as not every organization will be appropriate to serve as your host organization. Once you have confirmed your plans, be sure to properly conclude your communication with any other organizations you had contacted.

Questions to consider when searching for a Host Organization: • How credible is this organization?• How responsive is this organization?• Does this organization seem organized?• Would you and your participants feel safe working here?• What types of volunteer opportunities are available?• Does the organization have projects available for the duration of your stay?• How many participants can reasonably volunteer at this organization each day?• Do the skill sets they need match those that you and your participants are able to provide?• What fees or donations are requested when working with this organization?

After determining which organization(s) you will work with, it is important to develop a volunteer plan that will be mutually beneficial for you and your participants as well as for the host organization.Some topics for discussion include:

•Details of service activities•Back-up plans for bad weather•Setting up an orientation to the agency and the community it serves•Clothing guidelines and necessary supplies for volunteering at that site•Organization policies relevant to your group•Paperwork required from the volunteers

Always take notes during your conversations with the host organization and maintain regular contact with the organization as you continue to progress in your planning. Be sure to gather important information from your host organization such as multiple contacts for the organization, work and cell phone numbers, and email addresses.

It is advisable to create a memorandum of understanding between your group and the host organization that you will be working with. A memorandum of understanding will outline and clarify the expectations and responsibilities of each party involved. Along these same lines, keep copies of any documents or emails that a site might send throughout the site selection process. Often times, organizations are working with several groups and institutions and this always leaves opportunities for confusion or miscommunication. Should a problem arise these saved documents will offer proof of the agreed upon arrangement.

Always thank the host organization following your service trip and do your best to provide them with a positive experience. This will help Auburn University begin to create sustained partnerships for future service trip participants.


ASB Standard Questions for Site ReviewIntroduce yourself, and explain that you are interested in seeking out information on possible sites for an Alternative Student Break - to do service over your academic break with a group from Auburn University in Auburn, AL

*Make sure to review all questions prior to calling to make the conversation more efficient*

A. ContactName of Service Agency:Mailing Address of Agency:Phone # of Service Agency:Contact Person at Agency:B. Availability1. Has the agency had an ASB group in the past? (yes or no) (If yes, how was their experience?)2. Would they consider doing it again? (If not, thank them and ask if there are any other agencies they would recommend contacting.)Discuss the different times we have trips (if there is a specific break you/they would like for us to come). Share the dates and when we would arrive and leave. 3. Would they be interested in having a group of students to volunteer with the agency at that time? (again, if no, thank them and move on.)4. If yes, will there be any other ASB groups working at the same site at the same time?5. If they can only take one group, are there other ASB groups or schools considering the same site for that week? (who are we in competition with for this site?)C. Site Logistics1. Nature of the work we would do: (list tasks)2. Total number of volunteers they can accommodate/use3. Supplies we need to bring?4. Any special skills we would need to work there?5. Are their facilities handicap accessible? (for wheelchair/ crutches?)6. Is there a hospital near the work site? How far away?7. Is there a cost involved in volunteering? (donation? is the price negotiable?)D. Trip Logistics1. Accommodations

a. Area for sleeping? Is it provided? Describe:b. Accommodations nearby? c. Bathing? Describe: (how many showers? In same building?)d. Meal preparation area? Describe: (Kitchen/part kitchen area? To be shared?)e. Group gathering/meetings? Describe:f. Is there a safe place to store out belongings while we are out on work site? Describe:g. How many blocks or miles to the closest grocery store?h. What is there to do for fun within a 2 hour drive from your location?i. Does your organization cover volunteers for liability?

Give the contact person your name and phone # and explain that you will contact them within 2-3 weeks with our decision. If there are other things that we should know, or if their situation changes after you talk to them, they can call you or your advisor, Tim King. His # is (334) 844-4978. Thank them.


Trip Planning

LogisticsAfter determining the trip basics such as location, issue, host organization, and funding, you need to begin to plan the logistics of the service trip itself. This includes thinking about issues such as transportation, lodging, meals, and developing an itinerary.

TransportationDetermine if it is in the best interest of the group (financially and in terms of time) to fly or drive to your site location. If you choose to drive, decide how many vehicles you will need to comfortably carry your participants and everyone’s luggage. Be sure to communicate with your participants to determine who is willing to drive. Remember to have all drivers and potential drivers fill out the Driving Authorization form and provide all of your drivers with directions to and from their locations.

Plan ahead to ensure a successful means of ground transportation and pay attention to the location of your lodging in relation to where you will be volunteering. Public transportation may be a viable option in your area. You may be volunteering at two different sites and therefore you need to ensure that you have transportation options for both areas.

LodgingIdeally, you and your participants would be able to find housing on site at your host organization. If that is not possible, however, you will want to find lodging as close to your work site as you can. Discuss your options with your host organization and see if they have any suggestions for safe, affordable housing in the area. Ideas for locations include campsites, hostels, community centers, and local churches or synagogues. Be specific when explaining the criteria that you are looking for: a space big enough to fit the number of people, access to food or a kitchen, a means for showering, etc.

Once you have found a location, obtain a contact who can help you work out the details. Determine the policies regarding sleeping arrangements for co-ed groups, curfew, securing your belongings, and any other topics that might be of concern to the housing site. Determine what items your group needs to bring: sleeping bags or sheets, dishes/utensils, towels, etc. Arrange a time to collect a key and find someone to meet your group upon arrival. Find out who else will be in the lodging space while your group is there.

“I could not have imagined spending my break this year any other way. It provides an opportunity to break out of your comfort zone, form relationships with new people,

and serve other people. Everyone should have this experience at least once!”


FoodIf your lodging has a kitchen space, find out if you are allowed to use it. Locate the nearest grocery store and go to it on your first day. Work with your participants to develop a menu for the duration of your stay that will satisfy everyone. Make sure that you are aware of any food allergies or dietary restrictions on the part of your participants. In order to ensure that everyone partakes in the cooking process, you might want to assign cooking and cleaning duties in advance. Set a meal schedule that allows for 3 meals a day (remembering some meals may be provided by the site), with snacks available as needed since your group will be working hard and will need to keep up their energy.

If cooking is not an option, you will need to get creative to keep costs down. When you and your participants plan the grocery list, plan meals that do not require a working kitchen for preparation. Ask your lodging area and service site contacts if meals or snacks will be provided for you at any time. Contact AU alumni associations in the area and ask for suggestions on inexpensive eating options.

Building your Comprehensive ItineraryWork with your service trip participants, host organization, and lodging contact to develop an itinerary.

Ask your host organization to schedule an orientation to the organization, the community, and the project(s) you will be working on

Determine the times and days that your group will be volunteering and build travel time from your place lodging to the organization into the schedule. Include the time your group should wake up each day and the time meals will be eaten.

Structure time for group bonding and reflection activities and allow for relaxation time Set up activities that allow your group to get to know the community you are working with List as many specifics as possible (including contact numbers, times, content, etc.)

Sample Basic ItinerarySAT SUN MON-FRI SAT

Breakfast Host Organization On Site At Host Lodging

Morning On Site- 9amMorning Project

On Site- 9am Depart 10am

Lunch On the Road On Site On Site On the Road

Afternoon Arrive at 3pm BMW Plant Tour- 3pm Afternoon Project- til 5pm

Arrive in Auburn at 3pm

Dinner Restaurant Host Organization Restaurant

Evening Trip Introduction Trip to GreensboroReflection

Free TimeReflection

Lodging Host Lodging Host Lodging Host Lodging


FundraisingFundraising is an integral aspect of the ASB experience. Not only does it serve as the financial life-force of

the program, but it also can serve as an effective component for group cohesion and trip ownership. For these reasons, all ASB participants are required to participate in fundraising efforts to support their individual

experience, as well as the entirety of the ASB program.

The following are activities in which participants will engage in order to produce the proper funds and group dynamics for a successful community service emersion experience:

Letter Writing CampaignThe letter writing campaign has historically proven to be the biggest revenue generator for ASB. This process is as follows:

1. Send Email to Participants a. Explain Letter Writing Campaign b. Provide link to GoogleDocs form used for collecting addresses (when addresses are collected from all participants of your trip, compile these into a spreadsheet and send to the AD of Fundraising)

2. Have participants sign the Generic ASB Form Letters, attach the ASB Donor Information Form, and address the Office of Community Service envelopes during the first participant meeting

(Those who do not submit their addresses prior to/during the first meeting must come up to the Office of Community Service within the next 5 business days to complete their envelopes and letters)

3. Mail the Letters

4. As funds are received by the Office of Community Service, the ASB Assistant Director of Fundraising will keep track of amount accumulated and the participants responsible for the donations

5. Upon returning from your ASB experience, participants will join for a group picture that will be used for a Thank You Postcard that will be sent out to all donors

Individual Trip FundraisersIn addition to the Letter Writing Campaign, each trip is expected to conduct their own fundraiser, developed and implemented by the trip participants. While ideas for these individual fundraising activities can be unique and wide-ranging, their overall purpose should be to 1. raise funds for the program and 2. promote team building.

Past Activities have included

Car Wash Magazine Sales Penny Drop

Finals Care Packages Bake Sale 5k/Fun Run

Boxed-OutThe ASB Program as a whole will also attempt to hold an annual grand-scale event designed to raise both funds and awareness for the ASB as well as the social issues that it addresses. Due to the nature and extent of this event, participants from all ASB trips will be asked to volunteer and facilitate.


!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! !

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Dear I have been offered an amazing opportunity to serve others during my winter break this year. I was chosen to participate in Auburn University’s Alternative Student Break program, an organization that places teams of college students in communities outside of Auburn to engage in service and experiential learning during their academic breaks. It is because of your support that I am able to be involved in activities like this. I would greatly appreciate your continued support for myself and this program. Your donation will help us to serve others outside of our own communities and make a difference during our academic breaks.

Auburn’s Alternative Student Break program began two years ago with a trip to Charleston and has since grown to the nine trips we are offering to nearly 150 students this year. Another exciting element of the expansion is that three of our trips will be to international locations. ASB’s goal is to allow college students the opportunity to serve other people and communities in a meaningful way, while learning about pressing social issues and building relationships with other Auburn students. Alternative Student Breaks operates on a disciplined budget in order to make it fiscally possible for the students volunteering their time. Fundraising and donations are extremely important in order for this to happen. We are hoping to gain your support in any way possible for this program and would greatly appreciate your cooperation as we are trying to secure funds to make ASB as affordable as possible for students like myself.

This year we have two easy ways that you can help support the ASB program. If you would like to donate by mail, attach a completed Donation Form (you will find it included with this letter) with your monetary gift. You can also donate online. Visit http://www.auburn.edu/impact/asb/index.html and simply click the “DONATE” button to give electronically by filling out the PayPal form. Please signify that you are donating on my behalf. If you are interested in supporting Auburn’s Alternative Student Breaks, we ask that you submit your donation by December 1st so that ASB can have a more accurate picture of the remaining funds we need to raise. We would be grateful for any donation and you can make. Please use the enclosed document to state how much you are donating and make a copy for your records to use as a charitable donation on your taxes. Then please return the original form with your donation. With your help, this wonderful cause and learning experience for students can continue to grow and touch more communities in the United States and also internationally. Thank you so much for your consideration!

Sincerely, Remember, the quickest and easiest way to help the Alternative Student Breaks program is by donating online at http://www.auburn.edu/impact/asb/index.html. Any support, whether it is monetary or emotional, for these college students making an impact on their world is greatly appreciated.

[email protected] Auburn Alternative Student Breaks AuburnASB

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PreparationPurpose

Constant communication with your participants is a key factor for a successful trip. Begin preparing for group meetings well before your trip departure date and include participants in the decision-making process whenever possible to help them feel more invested in the trip. Educate your participants about the trip by discussing your travel plans and the service projects that you will be completing when you arrive in your community. Clarify group expectations and ensure that your group members understand their financial commitments. Find ways to incorporate teambuilding and conflict resolution skills during your group meetings and make sure to find time to reflect as a group regarding your experiences. By accomplishing these suggestions, you will be setting yourself up for a smooth service trip in regards to participant understanding and interaction. Be sure to focus on and stress the following topics in your group trainings.

5 Stages of Group Formation

In knowing and being aware of this process, you will be better able to give your participants the correct levels of challenge and support that are needed. You will also be able to progressively usher your students into further levels by being able to identify where the group currently is and understanding the characteristics of the stages that lie ahead of them. Following is a description of the stages that you can use to to form a cohesive and productive group:

Forming Storming Norming Performing Transforming

• Polite, Opening, Icebreaking Stage• Begins the moment the group first assembles

• Introduction of conflict and competition within the group•Participant reaction ranges from silence to domination

• Includes cohesion, sharing, trust building, creativity, and skill acquisition

• Identified through a feeling of unity, group identity, interdependence and independence

• The closing stage of the group• Conclusion and disengagement by the team members

• Form an atmosphere of safety and acceptance• Utilize guidance and direction from the Site Leader

• Build skills and show participants how to cope with conflict• Site Leaders must demonstrate mediation and facilitate discussion

•It is important for Site Leaders to demonstrate support during this stage

• Leadership from the Site Leader comes in the forms of delegation

• Do not rush for closure • Site Leaders should offer purposeful reflection as well as resources for future endeavors

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Con!ict ResolutionAlthough service trips often take place over only a week’s time, they are very intense experiences. When you are working and living in close proximity with a group of people as you are on a service trip, there are bound to be conflicts. The conflicts may be small in nature but will nevertheless affect your trip if they are not handled appropriately. Activities such as situational skits and roleplaying are often fun and beneficial ways to practice managing conflict before any real-world situations arise.

Examples of Common Service Trip Conflicts: •The group needs to leave for the work site at 8am, but some people oversleep and therefore cause the group to be late•One contingent of the group wants to go out at night, but there is only one vehicle and the remainder of the group does not want to be stranded at the lodging site in case of emergency.•The group agreed to rotate who participated in cooking and cleaning duties, but one member of the group is not pulling their weight.

As a group facilitator, you may act as a third party mediator during conflicts. It is important to encourage your group members to use appropriate conflict resolution skills when confronting each other.

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Group ExpectationsBefore leaving for your trip, it is important to set group expectations with your participants. If everyone agrees to the expectations in advance, there is less likely to be a conflict or incident.

It could be useful to discuss conflict resolution skills in advance and to determine as a group how you would like to deal with a conflict if it occurs while you are on your trip. In addition, you may want to discuss participant expectations in terms of what they hope to gain from the experience and how they expect to feel during and after the service trip. Following the service trip, you can compare the experience with the participant expectations. As a trip leader, you are responsible for providing your participants will all relevant materials and to ensure that they understand the group expectations.

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“The mission of the Alternative Student Breaks program is to engage Auburn University students in an affordable, weeklong, substance-free, experiential service learning project that encourages an

understanding of pressing social issues in a significant way.”!

Volunteer Expectations 1. ASB partic ipants will treat one another, and leaders, with

RESPECT

2. ASB members will make decent attempts to BECOME BETTER ACQUAINTED with fellow participants by being reasonably OPEN AND VULNERABLE

3. ASB members will ARRIVE ON TIME to training meetings, site locations, and other group gatherings

4. Due to the unpred ictable nature of the ASB serv ice projects, partic ipants will BE FLEXIBLE

5. ASB partic ipants are expected to ACTIVELY PARTICIPATE IN FUNDRAISING ACTIVITIES

6. ASB is a “…substance free experiential serv ice learning project,” Therefore, partic ipants will REFRAIN FROM THE USE OF ALCOHOL, TOBACCO, OR ILLEGAL SUBSTANCES while on ASB

7. Partic ipants will act as RESPECTABLE AMBASSADORS OF AUBURN UNIVERSITY at all times

8. At the heart of the ASB program is the miss ion of serv ice, therefore, ASB partic ipants will maintain a PROACTIVE WORK ETHIC

9. Throughout all activ it ies, partic ipants will MAINTAIN A POSITIVE ATTITUDE AND CONTRIBUTE TO FOSTERING A CONSTRUCTIVE ENVIRONMENT

!


Learning OutcomesThrough the experiences it provides, ASB not only strives to transform the community that is being served, but the students that are performing the service as well. By being involved with ASB trips and activities,

Auburn University students have the chance to learn impacting and substantial lessons outside of the classroom that they will be able to carry with them when their time in college has come to an end.

It is for this reason that a large focus of the Site Training Meetings should include aspects that further the learning outcomes designated by the Office of Community Service. Though these learning outcomes are

broken down into separate categories, each provides students with knowledge and skills that will better help them understand and interact with themselves, with others, and with the global community.

Auburn University Of"ce of Community ServiceLearning Outcomes for Alternative Student Breaks

Through the ASB program, the Office of Community service seeks to create meaningful experiences not only for the communities being served, but also for the students participating on the alternative break trips. Therefore, one of the main missions of the ASB program is to ensure that participants are purposefully engaged in creating and developing valuable skills and competencies. In having set educational outcomes, it is duty of the ASB Executive Council and Site Leaders to ensure that these outcomes are produced.

Through having participated in one or more of the community service immersion experiences offered by the Auburn University Alternative Student Breaks program, Auburn University students will be able to:

Cognitive Complexity• Analyze situations and Solve Problems that arise• Reflect upon, and Relate, the experiences that profoundly impacted them while on the experience

Knowledge Acquisition• Explain the factors that influence the current state of the location in which the student serves• Recognize the social issues facing the location in which the student serves

Humanitarianism• Appreciate diverse populations, cultures, ideas, and ways of living

Interpersonal and Intrapersonal Competence• Understand their own culture and illustrate its effects on their life• Build skills for working together on a team including communication, compromise, encouragement, and trust

Practical Competence• Learn and Refine the skills needed to complete the practical tasks assigned on the experiences

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On TripRisk Management

There are a variety of important forms and procedures required for trip participants and leaders in order to ensure the safety of the group and provide liability protection. Everyone attending your trip (including leaders) needs to fill out the appropriate forms, even if they are not affiliated with Auburn University.

Prior to Departure

Emergency SituationsTypes of Emergencies

Steps to Take: 1. Address and Assess the Immediate Situation - Ensure the safety and well-being of participants - Bring to appropriate treatment center (Hospital, Police, US Embassy, etc.) - Keep calm and Keep others calm 2. Begin Incident Report - What is the status of participants? - Note mental and physical condition - Keep track of important details (Times, Locations, Names, Events, etc.) 3. Notify AU Emergency Contacts - Call AU officials - Call personal Emergency Contacts of those involved - If do not make contact, leave a message with numbers at which you can be reached 4. Make Arrangements for Group 5. Make Decision for Sending a Student Home - What is their physical and mental condition? - Immediate Threat: Are they a risk to themselves or others? - Is there a potential to be arrested or have legal action taken if they remain? - Can they leave the area legally?

Requires Police Involvement and/or Hospitalization

• Physical Assault• Robbery• Sexual Assault• Serious Illness (Physical of Psychological)• Significant Accident and/or Injury

Contact US Embassy Immediately• Disappearance or Kidnapping• Terrorist Threat or Attack• Local Political Crisis that could affect Safety• Arrests or Questioning by Police or Security Forces• Legal Action Involving a Participant• Loss of Passport

Locate nearest hospital to site and lodging Compile a list of all emergency contacts, AU Official contacts, and insurance information Gather the First-Aid kit and keep with the group at all times Gather photocopied documents (driver’s license, insurance card, etc.) and keep with group at all times


Date/Time

Name of Hospital

Location

Individual Accompanying Student

Insurance Policy Number

Date/Time

US Embassy/ Consulate

Location

Name of Person Spoken To

Position

ASB: Incident Report

Nature of Incident (Check Box)

Requires Police Involvement and/or Hospitalization

Physical Assault Robbery Sexual Assault Serious Illness (Physical of Psychological) Significant Accident and/or Injury

Contact US Embassy Immediately Disappearance or Kidnapping Terrorist Threat or Attack Local Political Crisis that could affect Safety Arrests or Questioning by Police or Security Forces Legal Action Involving a Participant Loss of Passport

Who Was Involved?

Location:

Date/Time

Police Station

Location

Name of Officer

Report Filed?

Follow-Up Steps?

Resolution of Incident:

Status of Student (Physical and Mental):

Immediate Needs:

Post-Trip Follow Up:

HOSPITAL POLICE EMBASSY

Date of Incident:

Signature:

Emergency Contact:

Phone Number:

DRAF

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ASB Driving Authorization Form In order to operate motor vehicles for the duration of any ASB experience or activity, trip participants must complete this form and comply with its conditions at all times.

All Drivers Must:

• Have a Valid US Driver’s License, free of any suspension or revocation from the individual state of issuance

• Have at least One year of driving experience • Have been the cause of NO major accidents with the last 12 months • Have no citations for DUI/DWI or Reckless Driving • Carry proof of insurance during the trip

As a Driver, I pledge to:

• Not drive under the influence of alcohol or intoxicating drugs • Not knowingly drive the vehicle with any illegal drugs or alcohol in the vehicle • Operate the vehicle safely and in compliance with traffic laws and motor vehicle

regulations • Drive the vehicle only if all people in the vehicle have access to and utilize

operational seat belts • Contact, Communicate and Cooperate with appropriate local, insurance, and

University officials in the event of an accident

I agree to follow the aforementioned driving and safety rules.

Name: ______________________________________ Student ID # :______________

Trip Destination: _________________________________________

Signature: _________________________________________ Date: _______________

Vehicle Information (Initial One):

____ Rented Vehicle

____ Personal Vehicle

License # ____________________ State of Issue: ______________________________

Insurance Carrier: ____________________ Policy #: ____________________________


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Last Minute DetailsDirectly prior to departing for your Alternative Student Break experience, there are several last minute details that must be attended to in order to ensure that everything is set and ready for a great and memorable trip.

Gather materials for the Memory Mailboxes Pick up vehicles and ensure that they have a full tank of gas Locate the Grocery Store and Restaurant you will be using on your first night Gather and Distribute the group T-Shirts Ensure all batteries have a full charge Inform bank that card is being used outside of Auburn (mainly for International Trips) Check the Weather Forecast

Re!ectionIn order to provide a meaningful experience for your participants, incorporate reflection activities into your plans both during and after your service trip. Reflection allows you to think about your service experience and explore how it fits into your life and the broader picture of society. Set aside time at the end of each day for reflection and use a method of reflection that is comfortable for you and your participants.

Sample Reflection Activities:

Highs, Lows, and GrowsAt the end of each day, ask everyone in your group to sit in a circle. Go around the circle and discuss the “Highs, Lows, and Grows” of the day. Highs are parts of the day that you really enjoyed, Lows are things that were frustrating or difficult, and Grows are the things you learned that day. This activity allows everyone to give a quick update on how they feel. While this activity always turns out to be time of fun and story telling, make sure to facilitate this activity as to encourage a good balance of camaraderie and purposeful insight.

What? So What? Now What?Ask participants to respond to the following questions in any format you choose

•What? Describe what happened, what you saw or felt in your interactions. •So What? Did you make a difference? Why or why not? What was your impact? •Now What? What more needs to be done? What will you do? Did this change you?

This activity can best be used to make a learning moment from specific impactful experiences that take place on the trip. This activity gives students the chance to better describe and understand the events while determining the way in which the experience changed their thinking or action.

Group JournalProvide a journal for your group. Ask everyone to write an entry at least once during your service trip experience. At the end of the week take time to read the journal as a group and discuss your experiences.


Returning to CampusYou pulled together the service trip and had a great experience – now what? After you return to campus, make sure your service trip has a lasting impact.

ReunitePlan a service trip reunion within the immediate weeks following your trip. The reunion will allow your group to spend time with each other, and will also provide a space for continued reflection. Participants can discuss ways in which the service trip impacts their everyday lives and can also talk about the unique experience of returning to campus life at AU after the intensity of a service trip. For every individual, this is different, but it is helpful to discuss it with your service trip as a group. Your trip may also find it meaningful to plan time to get together as a group again later. In the past, trips have planned reunion dinners or coffees to reunite the group or service projects in Auburn or on campus to continue similar work. These activities often work to continue the conversations that were raised during the trip and give people an outlet to continue learning and sharing their experience.

Evaluate your TripIt is important to take the time to evaluate your trip. Make sure that you and all of your trip participants fill out the ASB End of Experience Evaluation that will distributed within the first week of school after your experience’s return. Also, feel free to provide us with feedback in regards to how we can improve our advising process or improve this planning guide to better serve next year’s trip leaders.

Share your ExperienceIt is important to share the story of your trip back to campus so that other members of the AU community understand the impact of service trips. One excellent way to share your story is to participate in the Office of Community Service Year End Banquet. Participating in this event provides you with the opportunity to discuss your service trip while also seeing the numerous other service initiatives that occur through the Auburn University community. The Community Service Office would also love to help you share the story of your service trip by displaying your photographs, videos, and testimonies through our web presence (webpage, FaceBook, Twitter) and marketing materials. Please provide us with copies of your pictures by dropping off a CD in the Auburn University Office of Community Service (AUSC 3130). You can also share elements from your trip on the ASB FaceBook page, at www.facebook.com/AUASB.

Plan for Next YearMaintain records of all of your planning process. If you know a specific person who will be leading the same trip next year, meet with them to have a debriefing meeting and to give them your advice on how to move forward with the trip for next year. Even if you do not know who or if someone will be leading the trip next year, make a transition binder with materials and information that you found particularly useful in case someone wants to pick up where you left off.

http://www.facebook.com/AUASB

http://www.facebook.com/AUASB

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Aub

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Auburn University Of!ce of Community Service

Notes

Notes


Auburn University Of"ce of Community Service

3130 AUSC

phone: 334-844-4978

fax: 334-844-7171

email: [email protected]

web: auburn.edu/impact/asb

facebook: www.facebook.com/auasb

twitter: @AuburnASB


asb site leader manual

Documents

host site

site leaders

site selection

site leader manual2010

site leader timeline

site review questionnaire

trip planning checklist

authorization form