There are many things to consider when planning and implementing a PRIME TIME Program. This checklist has been developed to help Team Members stay aware of their responsibilities and plan effectively. Regular use of this checklist will ensure that no task is omitted during the planning and implementation phases.

4 Months, Pre-Application

Program Coordinator

Task Completed on:
 

Scholar, Storyteller, and Preschool Facilitators

Task Completed on:
Set Program Dates     Preschool facilitators – Contact the person applying for the grant to let them know you are interested in the position  
Identify Team Members     Scholars, storytellers – Contact Prime time and let them know you are interested in a position  
Complete and Submit Application        

3 Months, Post-Approval

Program Coordinator

Task Completed on:
 

Scholar, Storyteller, and Preschool Facilitators

Task Completed on:
Contact staff and site to discuss the scope and responsibilities of the grant     Register for training  
Return signed Application Agreement     Submit signed contracts  
Notify Team Members to register for training workshop        
Make a list of possible places and ways to recruit families        

2 Months, Post-Training

Program Coordinator

Task Completed on:
 

Scholar, Storyteller, and Preschool Facilitators

Task Completed on:
Make Facebook event for program     Contact program coordinator to find out book series  
Begin to publicize program with publicity kit materials in the community     Acquire materials for centers  
send fliers home with students about the upcoming program     Visit the space you will be working in  
Develop a budget for the program support stipend     plan the use of the space  
identify transportation providers     Locate bathrooms and Plan a bathroom routine  

6 Weeks, Pre-Organizational Meeting

Program Coordinator

Task Completed on:
 

Scholar, Storyteller, and Preschool Facilitators

Task Completed on:
Contact outside organizations who may be able to assist in recruiting participants.     Contact program coordinator with times you are available for the organizational meeting  
Reserve Rooms for program dates        
Download and review the data packet        
Email team to set up organizational meeting        
Begin Soliciting volunteers        
Begin Soliciting and securing food, door prize, and newspaper donations        

4 Weeks, Organizational Meeting

Program Coordinator

Task Completed on:
 

Scholar, Storyteller, and Preschool Facilitators

Task Completed on:
Gather entire team for organizational meeting to: 1. Provide updates on all program details, 2. get help and input from team 3. finalize important questions        
Give books to team, and begin planning story  sharing and discussion     Get books from Program coordinators, and begin planning story  sharing and discussion  
Plan program opening and closing routines     Plan program opening and closing routines  
Figure out logistics of transporting materials     Figure out logistics of transporting materials  
Decide on the format for the first session     Decide on the format for the first session  
Plan for accommodation of children for special needs     Plan for accommodation of children for special needs  

3 Weeks, Post- Organizational Meeting

Program Coordinator

Task Completed on:
 

Scholar, Storyteller, and Preschool Facilitators

Task Completed on:
Begin enrolling recruited participants using the Registration cards provided.        
Perform book inventory        
Make sure preschool center materials have been acquired        
Continue Personal Recruitment efforts        
touch base with recruitment partners        
Verify staff and volunteer commitments        
Confirm food, door prize, and newspaper arrangements        

2 Weeks, Pre-Program

Program Coordinator

Task Completed on:
 

Scholar, Storyteller, and Preschool Facilitators

Task Completed on:
Plan weekly library resource commercials using Manual     Recruit volunteers  
Plan and print all sign-in materials     Orient volunteers with preschool process  
assign staff and volunteer duties        

5 Days, Program Week

Program Coordinator

Task Completed on:
 

Scholar, Storyteller, and Preschool Facilitators

Task Completed on:
Close registration     Print out Picture Graph Questionnaires  
Contact registered families to verify information and determine transportation needs     Finalize discussion questions and storytelling  
establish transportation route     prepare binder for Group Language Experience book  
mail reminders to registered families     check with program coordinator for enrollment numbers and ages  
Confirm food, door prizes, and donations     re-confirm volunteer arrival time  
Contact Scholars, Storytellers, and Preschool Facilitators to confirm date, time and location     Check on center materials  

1 Day,Before First Session

Program Coordinator

Task Completed on:
 

Scholar, Storyteller, and Preschool Facilitators

Task Completed on:
 Make reminder calls for families     Make sure books and materials to go home are read (store out of children’s sight)  
 make name tags      Set up centers  
 Print out surveys, permission slips, and attendance for first session      Set up Story sharing area  
 gather books needed for the first session      Put picture graph questionnaires on clipboards  
       Gather materials for the book walk during dinner  

Session 1, First Session

Program Coordinator

Task Completed on:
 

Scholar, Storyteller, and Preschool Facilitators

Task Completed on:
Distribute and collect child assessment and media permission slips     Assist Program Coordinator  
Check attendance and give out surveys     Execute excellent story sharing and discussion  
Present library commercial        
draw for door prizes        
Serve meal        

Session 1-6, During the Session Term

Program Coordinator

Task Completed on:
 

Scholar, Storyteller, and Preschool Facilitators

Task Completed on:
Make reminder calls to families     Assist with clean up, store center materials and collect group Learning Experience additions  
Confirm food, door prizes, and donations        
Present library commercial        
draw for door prizes        
Serve meal        

Session 6, Last Session

Program Coordinator

Task Completed on:
 

Scholar, Storyteller, and Preschool Facilitators

Task Completed on:
Distribute and collect Exit surveys     Fill out information for Stipend release with Program coordinator  
Award completion certificates        
award gift books to regularly attending families        
Collect team member information for stipend release form        

1 Month After, Post-Program

Program Coordinator

Task Completed on:
     
Send thank you notes to those who donated time or materials to the program        
Send thank you notes to those who donated time or materials to the program        
Complete and submit the online final report