Youth Summit Site Coordinator Handbook

2019

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Table of Contents About Youth Summit and FOCUS Training……………………………………………………………………… p. 3

Draft Youth Summit Agenda………………………………………………………………………………………….. p. 4-5

Session Descriptions………………………………………………………………………………………………………. p. 6

Recruiting Students……………………………………………………………………………………………………….. p. 7

Student Recruitment Flyer…………………………………………………………………………………………….. p. 8

Youth Summit Chaperones…………………………………………………………………………………………….. p. 9

Lip Sync Battle……………………………………………………………………………………………………………….. p. 10-11

Youth Summit Deadlines………………………………………………………………………………………………… p. 12

Youth Summit FAQs……………………………………………………………………………………………………….. p. 12

Overview of Youth Summit Forms…………………………………………………………………………………. p. 13

Chaperone Verification Form…………………………………………………………………………………………. p. 14

Student Participation Waiver…………………………………………………………………………………………. p. 15

Student Permission for Media Use…………………………………………………………………………………. p. 16

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About Youth Summit The annual GEAR UP TN Youth Summit provides 200 GEAR UP TN cohort students from across the state the opportunity to spend two and a half days immersed in college culture on the campus of Austin Peay State University in Clarksville, TN. The event will provide students with a diverse set of college experiences that will compliment direct services provided by GEAR UP TN in their districts and help them develop skills as young leaders who will engage their peers in discussions of the value of education. Over the course of the Youth Summit, student participants will meet peers from other GEAR UP TN schools, attend leadership training sessions provided by FOCUS Training, and have a whole lot of fun!

FOCUS TrainingWith over 27 years of experience providing training and development services for education-based organizations including GEAR UP, TRIO, CACGs, and CTSOs; FOCUS Training will be partnering with GEAR UP TN to provide GO BIG leadership training sessions to students during Youth Summit. In addition to providing FOCUS Training staff members to lead the leadership sessions, FOCUS will also hire near peer mentors (current college students) to lead small group work and provide students with the opportunity to interact with current college students.

The GO BIG! Leadership training will focus on strategies to help students develop interpersonal skills and to successfully transition into high school through vision, communication, teambuilding and professionalism. Each session includes customized curriculum and engaging activities that promote a college going culture. At the conclusion of the program, each student will craft a Freshman Year Plan comprised of the knowledge they have learned and how they plan to apply these skills in the future.

WORKSHOP CONTENT OVERVIEW - FOCUS TRAINING PROGRAMMING

YOUTH SUMMIT 2019

Workshop Title Description Competencies CoveredKUNG FU INTRODUCTIONS

Participants are placed in diverse teams and learn more about their teammates in this unique activity. This activity helps team experience early bonding creatively learning each other’s name and facts about one another.

Energizer Enthusiasm Comfort Zone Teambuilding

ROWDY RELAY When your capabilities are limited, even simple tasks can seem really tough! Participants need to carefully coordinate efforts to complete a series of minute-to-win-it style challenges like a cup drop and a paper airplane flying contest. Discussion focuses on goal setting, action planning, communication and delegation.

Teamwork Communication Division of Labor

CREATIVE THINKING CHALLENGES

Brain-teasers, puzzles, enigmas? Tackling unusual and challenging problems is something every leader needs to deal with. Teams will work to solve encoded messages and can earn opportunities for extra hints. Creative Thinking Challenges is a crash course in creative problem solving and time management.

Problem Solving CreativityTest Prep

TWISTED TOWER Teams are challenged to build the tallest, free-standing, portable tower they can using only tape, and balloons. Although it sounds simple – watch out – there’s a twist!

Vision Teamwork Creativity Challenge Management

ADVENTURES IN LEADERSHIP

This interactive low-ropes style session is a team-based physical and mental challenge. This session is a great opportunity to build strong bonds and get a little loud and rowdy. Coordinators and educators are encouraged to participate!

TeamworkEnthusiasmFun!

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Recruiting Students Each Collaborative will be assigned a number of male and female student “slots” for the Youth Summit. These slots have been determined based on the size of your Collaborative. It is ideal for every Collaborative to have representation at the Youth Summit from each direct service middle school. Collaboratives may not exceed their number of slots. Additionally, Collaboratives may not substitute male slots for female slots or vice versa. When considering how you will recruit and select your student participants for Youth Summit, remember that Youth Summit can often be the most impactful experience for students who have not yet developed college going aspirations. Youth Summit is not necessarily for the “all star” student as much as it is for the student who could benefit the most from having a college experience. In addition to the promotional flyer provided on the next page, you will be provided with a Youth Summit Family Guide to share with the families of students who plan to attend Youth Summit. We encourage you to use this guide as a template and adapt as you see fit.

YOUTH SUMMIT 2019

Join us for an action-packed program for GEAR UP students! This experience is an opportunity for you to enhance lifelong skills for future success in high school and beyond! Invite your friends and connect with us as we dive into topics like:

PARTICIPANTS CAN EXPECT TO...

• CONNECT with other students and GEAR UP professionals in a fun and interactive environment.

• GROW in their knowledge of GEAR UP resources and college and career readiness skills.

• EXPERIENCE an engaging 3 days on campus with high-energy, hands-on programming.

• LIVE on-campus for two nights and three days to soak the true college experience!

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FREE FOR GEAR UP STUDENTS. TALK TO YOUR GEAR UP SITE COORDINATOR TODAY!

JUNE 12-14, 2019Austin Peay State University

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Youth Summit Chaperones Each Collaborative is responsible for recruiting adult chaperones to accompany students to the Youth Summit. The student to chaperone ratio must be, at a minimum, 6:1. Likewise, each Collaborative must bring at least one male and at least one female chaperone. Site Coordinators may serve as chaperones. Each GEAR UP TN Collaborative will be sent the total number of chaperones that must be provided.

Youth Summit chaperones will be responsible for the following:

• Monitoring the whereabouts of all students from their Collaborative, including ensuring that all students:

o are in attendance at all Youth Summit sessions

o depart from the dorms on time and attend breakfast each morning

o in attendance at every meal, and o are engaged in appropriate activities

during free time • Ensuring that all students are in their rooms

nightly by “lights out” • Actively participating in all Youth Summit sessions

and encouraging student participation by example • Ensuring students adhere to the Youth Summit

student code of conduct and, if necessary, working with the GEAR UP TN Site Coordinator to correct student behavior • Ensuring that all district expectations and

guidelines are met by students

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About the Lip Sync Battle

On the night of Thursday, June 13th, GEAR UP TN hosting its first annual Youth Summit Lip Sync Battle. Using a song of their choice, GEAR UP TN Collaboratives will compete to earn the title of Lip Sync Battle Champion.

All GEAR UP TN students, site coordinators, and chaperones are encouraged to participate in their Collaborative’s Lip Sync Battle performance. Performances will be judged by impartial judges and points will be awarded for creativity, choreography, and overall enthusiasm. Costumes and/or props are encouraged.

Lip Sync Battle Song Selection

Each Collaborative’s choice of song should be emailed to Mary Nelle Karas at MaryNelle.Karas@tn.gov no later than Wednesday, May 15th. Song choices will be approved on a first-come-first serve basis, so submit your song choice early to secure your first choice song! Song choices should be appropriate. Explicit songs will not be permitted. Performances should be no longer than 2 minutes. Please include your song’s “cut time” in your email requesting song choice approval.

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Youth Summit Deadlines Activity Deadline

Submit Lip Sync Battle song for approval by emailing song name and cut time to Mary Nelle at MaryNelle.Karas@tn.gov. Note- song requests will be approved first come first serve. Submit early to secure your first choice song

Wednesday, May 15th

Register all students and chaperones who will attend Youth Summit using online registration form.

Wednesday, May 29th

Send all chaperone attestation forms to Melinda Dunn at Melinda.Dunn@tn.gov

Wednesday, May 29th

Mary Nelle to send list of student and chaperone registrations to Site Coordinators to be checked and verified.

Friday, May 31st

Collect all Youth Summit Student Waiver Forms and Media Release Forms and bring to Youth Summit to turn in at check in. Students may not board the bus to attend Youth Summit unless you have both of these forms with parent signatures.

Wednesday, June 12th

Youth Summit FAQs What if I have a student or chaperone drop out after the registration deadline and I need to make an adjustment? Email Mary Nelle (MaryNelle.Karas@tn.gov) and Melinda (Melinda.Dunn@tn.gov) ASAP to notify them of the change. Complete an online registration form for the person. For chaperones, send a new, signed attestation form. For students, obtain parent/guardian signatures on waiver and media release. Note- switches can only be made for students/chaperones of the same gender.

Who should participate in the Lip Sync Battle? We highly encourage all students, site coordinators, and chaperone’s to participate in your Collaborative’s performance.

Can I have my own room? Our ability to provide site coordinators and chaperones with their own room varies from year to year depending on our residence hall assignments at APSU, which have not yet been determined. Site coordinators and chaperones may have to share rooms with other adults. Site coordinators and chaperones will never share suite-style bathrooms with students.

Can I assign my students’ roommates? On your online student registration form, you will be able to list a suggested roommate for each of our students. We will do our best to honor these requests but cannot guarantee rooming assignments will be as requested.

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Overview of Youth Summit Forms Youth Summit Online Registration Form This form must be completed for students, chaperones and site coordinators. On the form, you will need to provide the registrant’s t-shirt size, allergies, and student emergency contact information. For students, you will have the option to provide a suggested roommate. Site coordinators should complete online registrations on behalf of students and chaperones. Chaperone Verification Form This form must list the names of all Youth Summit chaperones (including the site coordinator) and be signed by your project director and director of schools. This form should be emailed to Melinda Dunn at Melinda.Dunn@tn.gov no later than Wednesday, May 29th. Youth Summit Student Waiver This form must be completed and signed by the student’s parent or guardian. This form requires the provision of emergency contact information and medical insurance information. It must be completed and turned in on the first day of Youth Summit. If a student does not have this completed form, he/she should not board the bus to Youth Summit. If a student arrives to Youth Summit without this form he/she will be sent home at his/her own expense. Student Permission for Media Use This form gives GEAR UP TN and FOCUS Training permission to use and publish images of the student from Youth Summit. It requires both a parent/guardian and student signature on this form. This form is required. If your student as a special circumstance wherein his/her image may not be used, please contact Mary Nelle.

CHAPERONE VERIFICATION

I verify that all chaperones, counselors, and staff listed below have been counseled or trained regarding

their conduct with regards to appropriate interactions with GEAR UP TN Youth Summit campers. In

addition, all adults staying in housing or providing services to the GEAR UP TN Youth Summit requiring

proximity to campers have been subjected to a background check confirming their eligibility to provide

services requiring proximity to youth pursuant to T.C.A. §§ 49-5-406 & 49-5-413, and have been

instructed on safeguards to protect and ensure the wellbeing of overnight campers.

CAMP NAME: 2019 GEAR UP TN YOUTH SUMMIT______________

Name_____________________________________________

Name_____________________________________________

Name_____________________________________________

Name_____________________________________________

Name_____________________________________________

Name_____________________________________________

Name_____________________________________________

Name_____________________________________________

GEAR UP TN Project Director Signature_________________________________________

LEA Director of Schools Signature__________________________________________

Date__________________________________

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Youth Summit at APSU Permission for Attendance; Waiver of Claims; and Consent for Emergency Medical Care

Permission

__________________________________ has my permission to attend the “Youth Summit” program held at APSU as sponsored by the Tennessee Higher Education Commission. This permission includes travel to and from the APSU campus, including travel by bus, and participation in all of the programs and activities scheduled as part of Youth Summit. Acknowledgment, Release, and Assumption of Risk

I acknowledge that enrollment in the Youth Summit program at APSU includes the requirement for travel to and from the campus, and participation in the full spectrum of college life at APSU, including classroom attendance; traveling throughout the APSU campus; residing in the dormitories; dining at campus food service facilities; engaging in organized or spontaneous recreational events; and having full access to the facilities ordinarily used by students on the APSU campus. I agree that, on behalf of myself and the enrollee identified above, I assume all risks ordinarily attendant to participation in this program, and I hereby waive and release the State of Tennessee, the Tennessee Higher Education Commission, and its officers, employees, and volunteers from and against any claim for liability arising out of any personal injury, including death, or any property damage, including theft, which occurs or relates to the enrollee’s participation in the Youth Summit program. I also agree to indemnify and hold harmless the State of Tennessee, the Tennessee Higher Education Commission, and its officers, employees, and volunteers from and against any claim arising out of the enrollee’s attendance, conduct, and activities within the program. _____________________________________________ _____________________________ Parent/Guardian Signature Date Parent/ Guardian Consent for Medical Treatment

I, _____________________________________, legal guardian of ________________________________, authorize the (Parent/Guardian name) (name of enrollee) staff of the Tennessee Higher Education Commission to grant consent for medical treatment for the enrollee in the case of an emergency during Youth Summit, or arising out of attendance at Youth Summit. I assume all financial responsibility for medical costs arising from emergency medical care over and above costs covered by the personal insurance benefits provided by me for the enrollee named above. __________________________________________ ____________________________ Parent/Guardian signature Date Emergency Contact Information

Parent/Guardian Name _____________________________________________________________________ Home Phone ________________________________ Parent Cell Phone______________________________ Address ____________________________________________ City __________________ Zip___________ Employer (mother) ____________________________________Work Phone__________________________ Employer (father) _____________________________________Work Phone__________________________ Name of other emergency contact (relative, family friend) _________________________________________ Phone (home) _________________________________ Phone (work) _______________________________ Please list enrollee’s allergies or medical problems, if any_____________________________________________ _________________________________________________________________________________________ Routine medications taken by enrollee ____________________________________________________________ Special diet requirements_____________________________________________________________________ Last tetanus shot (date) _________________ Emergency and Hospitalization Insurance

Insurance Company ______________________________________Policy # ____________________________ Name of Primary Person Insured______________________ Pre-admission telephone # ___________________ Name of Primary Physician __________________________ Primary Physician telephone # _______________

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Permission for Media Use In an effort to increase awareness of GEAR UP TN and its mission to increase the number of students enrolling and succeeding in college, GEAR UP TN may film or photograph your student. Such materials are helpful in displaying our successes and generating interest among key stakeholders in future GEAR UP TN activities.

Your permission is needed in order for your child’s image to appear in either video or photograph form. Please read the following statement and sign below.

I, the undersigned, do hereby grant permission to the State of Tennessee, the Tennessee Higher Education Commission, GEAR UP TN, and FOCUS Training to use images of my child _____________________ _. Such use includes the display, distribution, publication, transmission, or other use of photographs, images, and/or video taken of my child in materials that include, but may not be limited to, printed materials, such as brochures and newsletters, videos, and digital images. I understand that my child’s last name will not be used in conjunction with any publicly distributed images.

Student’s Name:

(Please print)

Student’s E-mail Address:

(Student e-mail addresses will be used only to provide information about GEAR UP TN services and requirements.)

Parent/Guardian Name:

(Please print)

Parent’s E-mail Address:

(Parent e-mail addresses will be used only to provide information about GEAR UP TN services and requirements.)

Signature: __________________________________________

Date: __________________

(Parent or guardian signature is required for those under age 18.)