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BWBRS Semester Transition Procedure

Page history last edited by Annie Pasqua 8 years, 8 months ago

  

Our Goal

It's that time of the year again: advancing positions to the next semester. We have implemented this procedure at the start of each semester to ensure that eligible positions are put into the system for Bonner students to use as they serve their communities. We know that a good BWBRS system means easier paperwork and better tracking for impact assessment, evidence-based program data, and student development. 

 

As you work to edit any new positions for the semester we have included below a set of resources to guide you in that process. This is particulary helpful when writing a position description to include the appropriate eligibility requirements.

 

 

 

 

Please follow the instructions below to ensure a smooth BWBRS transition for each semester.

 

Entry Guidelines

The primary entries that Bonner directors and coordinators either input or manage in BWBRS are Position Descriptions, Community Learning Agreements, and Training & Enrichment Events. These resource pages feature the specific guidelines, resources, and examples for each entry type.

 

Position Descriptions

describes a particular "job" with a service partner 

Community Learning Agreements

describes the student's specific position activities for that particular term

Training & Enrichment Events

describes events, trainings, or meetings that enrich service work

 

 

 

Semester Transition Steps

Once you review the guidelines above and have a sense of our network-wide requirements for each entry type, continue with the process outlined below:

 

Step 1: Enter Future Semester Start Dates 

by August 15, January 15, May 15

Goal: to ensure that BWBRS runs according to your campus calendar

Time to complete: 1 minute


In order to align BWBRS with your campus calendar, you must enter in the semester start and end dates 3 semesters out. This will ensure that your BWBRS will function properly, especially in terms of making sure students' date ranges for the hour logs correspond with the semester. For example, it can sometimes be the case that student's summer hours show up on fall hour logs due to issues in the date range. 

 

Click here for screenshots and further instructions. 

 

 

Step 2: Confirm Bonner Partner Eligibility and Revise Partner Pages

by August 15, January 15, May 15
 

Goal: to ensure that all partners are approvable for Bonner and AmeriCorps guidelines (as applicable) in their descriptions

Time to complete: depends on how many partners (approx. 10-15min per partner)


 

Many partner pages are outdated or are lacking information. As we streamline BWBRS, it is important that we turn back to these entries to be sure they are updated and include the appropriate information.

 

The reason for this is that in the future, there is going to be an icon to show up within the system for a verified partner organization according to Bonner and AmeriCorps guidelines. There will also be a new National Review Report page for approving sites. Doing this now saves lots of time later!

 

Each partner page should include a mission statement, site supervisor, address, website, program summaries, and explicitly state its non-profit status. To confirm the non-profit status of a non-profit, use guidestar.org.

 

You can copy and paste relevant information from the website.

 

To see examples of partner descriptions (including examples for common sites like major non-profits such as Boys and Girls Club, an example for an elementary school, a student-led chapter organization such as CIRCLE K, and a religious organization with positions that do not involve proselytizing) click here. 

 

 

 

Step 3: Advance Positions from Semester to Semester.

by August 15, January 15, May 15
 

Goal: to ensure that all positions are approvable for Bonner and AmeriCorps guidelines

Time to complete: depends on how many positions (3-5min per position)


 

Often times, students use the same positions in the Spring as they do in the Fall. Take a look at your Fall 2013 positions and advance any that will be reactivated for this term through the "Service Partners and Positions" page and by selecting "Advance Positions" through the available actions dropdown box in the top right hand corner.

 

Then, move forward partners/positions for the next semester by simply checking the boxes in the Spring 2014 column.

 

You may be wondering about what to do if you are unsure if a certain position will be used in the Fall. Use your best guess to put in all possible positions that will be active, but please be sure that they follow the entry guidelines. You can always go back and delete positions out of particular terms (i.e. Spring 2013) if necessary.

 

          Click here for screenshots and further instructions.

 


Step 4: Edit Position Descriptions According to "Tips and Tricks" Resource Guide

by August 15, January 15, May 15
 

Goal: to ensure that all positions have been thoroughly edited and reviewed so they follow Bonner and AmeriCorps guidelines

Time to complete: depends on how many positions (3-5min per position)


 

It is important to make sure that all positions that will used during the previous semester have been advanced prior to being edited. For example, if position description for Fall 2014 semester are edited prior to  being advanced, this will cause the system to un-approve all positions, which means another national review process will have to be conducted prior to advancing positions to Spring 2014. By doing it this way, it will alleviate any additional work for Campus Administrators and Foundation staff.

 

Once position descriptions have been edited according to the "Tip and Tricks" Resource Guide you can move on to the next step.

 

 

Step 5: Enter Training and Enrichment Events

by August 15, January 15, May 15
 

Goal: to prep T&Es for campus support phone call, as liaisons will be reviewing this information with you

Time to complete: 30 minutes - 1 hour


We would also like for you to enter in all training and enrichment events that you may have previously scheduled for the semester. This may include a previously established meeting schedule, trainings, senior presentations of learning or other cornerstone activities/trips, as well as some campus-wide events with other departments, offices, or organizations that may be published ahead of time on your campus calendar.

 

Doing this ahead of time will prove much easier for BWBRS management on both ends — the earlier it is approved, the less there is to worry about as the semester goes on.

 

Your campus support liaison will also review this information with you on the support call.

 

Essentially, you want to confirm that each training and enrichment activity contains:

    • A clear and explanatory title (ideally including a common commitment)

    • A description of the event’s content, participants, and purpose

    • The Bonner Program skills, knowledge areas, or common commitments that were addressed 

    • Checking or unchecking the AmeriCorps box to illustrate the event's AmeriCorps eligibility 

 

 

 


Additional Resources

 

 

 

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