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, Preschool Assistants, 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 and Storytellers – Contact PRIME TIME and let them know you are interested in a position
Complete and submit application Preschool Assistants – Contact PRIME TIME and let them know you are interested in a position

3 Months, Post-Approval

Program Coordinator

Task Completed on:

Scholar, Storyteller, Preschool Assistants, and Preschool Facilitators

Task Completed on:
Contact staff and site to discuss the scope and responsibilities of the grant All – Register for training, if untrained
Return signed Program Agreement Scholars and Storytellers – Submit signed contracts to PRIME TIME staff
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, Preschool Assistants, and Preschool Facilitators

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

6 Weeks, Pre-Organizational Meeting

Program Coordinator

Task Completed on:

Scholar, Storyteller, Preschool Assistants, and Preschool Facilitators

Task Completed on:
Contact outside organizations who may be able to assist in recruiting participants. All – 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, Preschool Assistants, 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 4. Collect W-9s from team members
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 with special needs Plan for accommodation of children with special needs

3 Weeks, Post- Organizational Meeting

Program Coordinator

Task Completed on:

Scholar, Storyteller, Preschool Assistants, 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, Preschool Assistants, and Preschool Facilitators

Task Completed on:
Plan weekly library resource commercials using program manual Scholars, Storytellers, and Preschool Facilitators –  Rehearse  story sharing and discussion strategies with team member
Plan and print all sign-in materials Preschool
Facilitators and Preschool Assistants – Orient volunteers with preschool process
Assign staff and volunteer duties

5 Days, Program Week

Program Coordinator

Task Completed on:

Scholar, Storyteller, Preschool Assistants, and Preschool Facilitators

Task Completed on:
Close registration Preschool
Facilitators and Preschool Assistants – Print out Picture Graph Questionnaires
Contact registered families to verify information and determine transportation needs Scholars and Storytellers – Finalize discussion questions and story sharing
Establish transportation route Preschool
Facilitators and Preschool Assistants –  Prepare binder for Group Language Experience book
Mail reminders to registered families All – Check with program Coordinator for enrollment numbers and ages
Confirm food, door prizes, and donations Preschool
Facilitators and Preschool Assistants – Re-confirm volunteer arrival time
Contact Scholars, Storytellers, Preschool Assistants, and Preschool Facilitators to confirm date, time and location Preschool
Facilitators and Preschool Assistants – Check on center materials

1 Day,Before First Session

Program Coordinator

Task Completed on:

Scholar, Storyteller, Preschool Assistants, and Preschool Facilitators

Task Completed on:
Make reminder calls to families All – Make sure books and materials to go home are read (store out of children’s sight)
 Make name tags Preschool
Facilitators and Preschool Assistants – Set up centers
Print out pre/post participant surveys, permission slips, and attendance for first session  All – Set up story sharing area
Gather books needed for the first session Preschool
Facilitators and Preschool Assistants – Put Picture Graph Questionnaires on clipboards
Preschool
Facilitators and Preschool Assistants – Gather materials for the book walk during dinner

Session 1, First Session

Program Coordinator

Task Completed on:

Scholar, Storyteller, Preschool Assistants, and Preschool Facilitators

Task Completed on:
Distribute media permission slips All – Assist Program Coordinator
Check attendance and give out pre participant surveys All – 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, Preschool Assistants, and Preschool Facilitators

Task Completed on:
Make reminder calls to families All – Assist with clean up, store center materials and collect Group Learning Experience Book 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, Preschool Assistants, and Preschool Facilitators

Task Completed on:
Distribute and collect post participant surveys Fill out information for the Team Member Stipend Release form and provide signed W-9s to Program Coordinators
Award completion certificates
Award gift books to regularly attending families
Collect Team Member Stipend Release form and W-9s for stipends

1 Month After, Post-Program

Program Coordinator

Task Completed on:
Send thank you notes to those who donated time or materials to the program
Complete and submit the online final report
Upload scanned copies of the pre/post participant surveys
Upload attendance and expense report
Upload scanned copies of receipts