This week’s on-line management meeting is devoted to the topic of the club CENSUS which each zone coordinator and I are required to complete by December 15th. I want to thank Mac Leask for reminding me that I didn’t provide adequate detail about this at last week’s on-line meeting.
Let’s begin with the ultimate end in mind. The ultimate purpose of these censuses is to suggest answers to the following questions. I hope many of you zone coordinators will use your findings to suggest your own answers to these questions. But whether you do or do not do so your area coordinators, Lina and I will use your reports to address these questions.
What roles can and do Rotary clubs and districts play in the world-wide campaign for educational inclusion and excellence?
What is an excellent club in terms of work with literacy? Our standard this year is the District Literacy Award. Any club which completes 5 literacy projects earns the award and has met the RILRG standard of excellence. Is this a realistic standard for your district? Or would you advocate a different standard of excellence after obtaining a comprehensive view of what the clubs in your district do?
What is an excellent district in terms of specific literacy project activities? For example, should a large percentage of clubs do a 4-Way Test project?
Immediate purposes of the census with respect to the zone coordinator’s job are:
Inform clubs of RILRG goals, suggestions, and awards; encourage club actions, and spot opportunities for the zone to be of assistance
Find and report replicable project examples
Provide data with which to establish standards of excellence and identify ways in which Rotary can and should become part of the world-wide campaign for educational inclusion and excellence.
Develop benchmarks for the 2010-2011 PETS and District Assembly.
Procedures to use in the censuses (Feel free to innovate as long as you get the job done)
Advise your DG and district literacy chair of your assignment to do a census. Promise to share your finding with them. If your district literacy chair already plans to do a census, offer to partner in the effort as long as it meets the deadline for your assignment.
Send an initial e-mail or snail mail to every club in your district. The e-mail should ask each club to send you a report or list of their literacy project activities.
In a district of 50 clubs you might have 5 clubs reply to your e-mail with a useable report.
So follow up with telephone calls and/or other methods of making direct contacts. A district literacy seminar would be one place to do this.
Make several attempts to reach every club which has not responded. Then feel free to give up and simply report that you could not make the contact.
Develop a schedule for doing the census and stick to it. You might spread the follow-up contacts by telephone over October and November. Or you might set aside a week when you will try to get the entire census done.
Time commitment by the zone coordinator – Assembling the mailing list from the OFFICIAL DIRECTORY should take about two hours. Writing and mailing the initial e-mail should take no more than two or three hours. Follow-up telephone calls could take as little as 10 minutes each if all you do is getting the information. But, of course, it is always pleasurable to chat with a fellow Rotarian so you may enjoy extending the time of the call. Writing the report due December 15 may take a substantial amount of time. I’m guessing that it will take me about 12 hours to put mine together.
Cost constraints – You are not expected to do the telephone follow-up if you face a cost constraint. For Example, Henrique Pinto lives in Portugal but is responsible for the Portuguese-speaking African countries. We can’t expect him to be making long distance calls to Angola and Mozambique, can we? If you have a special situation like that just say so.
100% coverage? – As stated above, give this your best but reasonable effort... Make multiple telephone calls and follow-up e-mails before you give up on a club.
Format for the December 15th reports
Executive summary
Club-by-Club List of literacy projects completed or planned ( For an example of what this might look like go to www.rizones30-31.net and look for the District 5000 end-of-year report under downloads).
(OPTIONAL) Your assessment of the situation in your district and your recommendations for future actions and directions
(OPTIONAL) Detailed descriptions of notable projects.
The Future of Rotary Is in Your Hands
Richard Hattwick
RILRG Coordinator
PHOTOS: Roger Hayward, area coordinator for the USA
rhayward@sympatico.ca
Henrique Pinto, Paco Creo and Manuel Cardona in Spain
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