2011 2012 Detailed Action Plan

THE LEARNING EXCHANGE

Prepared by Darlene Brown May 2011

TLE Detailed Action Plan 2011/2012

STRATEGIC DIRECTION1: Sustainability > Strengthening TLE

GOALS• Raise awareness and understanding of literacy services available through The Learning Exchange• Expand partnerships and strengthen connections • Develop and maintain solid infrastructure• Increase overall membership

Raise awareness and understanding of literacy services available through The Learning ExchangeMarketing

Main initiative and Actions Expected Results Responsible Timeline1.1 Effectively market the services of The Learning Exchange and its

vision/mission, within the community and amongst partners TLE recognized within community and amongst partners Executive DirectorCommunication ConsultantAdministrative Assistant

Ongoing 2011 - 2012

1.2 In 2012 create a 3 year marketing plan:• Review previous marketing plans/strategies• Hire marketing consultant• Organize/facilitate planning meeting• Hold 2 day marketing planning meeting• Develop plan• Put plan into effect

Established direction for Marketing & Communication strategies/activities for TLE

StaffConsultantsBOD

Spring 2012

Communication/PromotionalMain initiative and Actions Expected Results Responsible Timeline

1.3 Ensure regular communication of The Learning Exchange news and information to members, other literacy providers, partners, schools and community organizations• Annually, produce and distribute three editions of the News

and Views newsletter and post on website• Regularly, post information on TLE’s Google calendar • Promote TLE’s services, website and Learning Links within

the community• Post news and events on TLE’s Facebook• Post family literacy news on TLE’s Connections• Use Twitter to inform members

Informed members, partners, organizations and community Communication Consultant Ongoing 2011 - 2012

1.4 Annually create a list of literacy and community events Annual list of literacy and literacy-related community events Administrative Assistant September 20111.5 Select community and promotional events to attend Calendar of events Executive Director1.6 Attend McGill Volunteer Fairs Increased communication Communication Consultant Sept. 2011 & Jan. 20121.7 Annually hold communication events Increased communication Executive Director Fall, Winter, Spring1.8 Update/create/print promotional materials as needed Promotional materials available for TLE Executive Director Ongoing 2011 - 2012

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Communication/PromotionalMain initiative and Actions Expected Results Responsible Timeline

1.9 As needed, distribute communication packages and promotional materials at events within the community Enhanced presence in community

StaffBODTLE members

Ongoing 2011 - 2012

1.10 Improve/increase Facebook presence for communication/promo-tion:• Review/assess how to best use Facebook for TLE• Create photo albums: Upload photos, tag, etc.• Create Increase use of TLE’s Facebook to post news, events

and promote TLE• Increase TLE’s fans• Promote to members, etc.

Effective use of social networking to communicate TLE’s mission, vision and mandate

Communication ConsultantAdministrative Assistant

1.11 Initiate the TLE Literacy Spirit Award to a member of the community in recognition of their outstanding support/effort in lit-eracy (i.e. Present award at SWL Gala)

Literacy supporters recognized Executive Director May 2012

TLE Website/Learning LinksMain initiative and Actions Expected Results Responsible Timeline

1.12 Annually, retain service of webmaster Webmaster expertise Executive Director Fall 20111.13 Link The Learning Exchange website to other literacy and com-

munity organizations’ sites Higher profile for TLE Executive DirectorWebmaster

Ongoing 2011 - 2012

1.14 Update and monitor site• Scribd documents/sections• Monitor analytics and use to advantage• Review referrals (from analytics) and update as needed• Update/upload master documents• Update Learning Links

Up-to-date website

Links to other websites

Current statistics regarding website hits

Executive DirectorWebsite Volunteers

1.15 Improve document set up on website/Scribd• Review all documents and assess situation• Write descriptions for all documents• Upload new/updated items to website• Update as needed

Easier to use Executive DirectorWebmasterWebsite Volunteers

Winter 2011/2012

1.16 TLE’s social networking links: • Establish routine for regular posts to Facebook and Twitter• Better organize TLE’s You Tube channel

Up-to-date news and information posted online

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Expand partnerships and strengthen connectionsPartnerships and Networking

Main initiative and Actions Expected Results Responsible Timeline

1.17 Annually, maintain existing partnerships Strengthened established partnerships Communication ConsultantExecutive DirectorAdministrative Assistant

Ongoing 2011 - 2012

1.18 Meet with representative from McGill re: ProBono student program for two additional students

Legal information as needed Executive Director Summer 20111.19 HRSDC submit proposal for project partnership New project for at risk youths established1.20 Contact potential partners to increase partnerships and network-

ing opportunities • SWL Adult Ed. administrators• Career Lab representative at Pont Viau• CLC (explore partnership possibilities)

Established new partnerships Communication ConsultantExecutive DirectorAdministrative Assistant

Fall 2011

1.21 Continue partnerships to maintain and update Learning Links

Partnerships established to continue work on Learning Links Executive Director Starting September 2011 Regular contact

1.22 Annually, appoint board member to represent TLE as “Com-munity Representative” on SWL/Vimont Governing Board

Representative on SWL/Vimont Governing Board BOD October 2011 (after AGM)

1.23 Attend SWL School Board meetings and functions as needed Representation of TLEExecutive DirectorBODTLE Governing Board Rep

Ongoing 2011 - 2012

1.24 Develop two new community contacts annually

New community contacts

Partnered with more community organizations than at present, and

providing literacy services in conjunction with other social benefitsExecutive DirectorBODCommunications Consultant

1.25 Annually, attend 2 – 3 community eventsIncrease of event attendance and partnership amongst community organizations

1.26 Partner with CDC-Laurier/Vimont and other community groups for events:• Adult Learner’s Week • Hold festival and workshops• Promotional activities• Open House• Book Give-Aways• Family Literacy initiatives

Increased partnership for events

Participation of learnersExecutive DirectorPartners

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Develop and maintain solid infrastructureTLE’s Infrastructure

Main initiative and Actions Expected Results Responsible Timeline1.27 Increase funding to open additional 4 weeks a year Improved hours to achieve goal/strategic direction Executive Director Immediate1.28 Annually, update and review all TLE’s master documents Up-to-date documents August 20111.29 By-laws:

• Distribute proposed by-laws changes to membership Present to membership for ratification at 2011 AGM

By-laws ratified by TLE members to comply with new regulationsExecutive DirectorAdministrative AssistantBOD

Summer/Fall 2011

1.30 Letter of Patent :• Apply for new Letter of Patent • Forward new by-laws and Letter of Patent to MELS (PACTE)

Current Letter of PatentExecutive DirectorAdministrative AssistantProBono McGill Students

Starting October 2011

1.31 Policy and Procedures (P & P):• Establish P & P Committee to review and incorporate changes

to by-laws into Policy and Procedures document• Present to BOD for approval• Reformat document

Updated Policy and Procedures document to reflect changes to by-laws

BODPolicy and Procedures CommitteeExecutive Director

Fall (after AGM)

1.32 Orientation Manual:• Incorporate changes from P & P• Format, print, distribute and post to Scribd

Updated Orientation Manual Executive Director 2012

Committees and Board of DirectorsMain initiative and Actions Expected Results Responsible Timeline

1.33 Annually, develop Board’s strength • Elect one new director annually• Maintain a balanced Board• Meet to review strategic/action plan

Well-governed, cohesive and informed BOD

New director on BOD

A functional Board with the right background experience and contacts to meet the Strategic Plan requirements

BODExecutive DirectorNominating CommitteeCommunications Consultant

Ongoing 2011 - 20121.34 Annually, promote and advertise different committees and duties• List in Annual Report list of committees and members

TLE member participation on committees Executive DirectorAdministrative Assistant

1.35 Represent the issues and concerns of TLE’s adult students through representation and involvement on boards, committees and other key organizations

Broad representation for TLE students at key organizationsExecutive DirectorBoard of DirectorsStaff

Staff and ConsultantsMain initiative and Actions Expected Results Responsible Timeline

1.36 Increase work hours to fulltime for salaried staff:• Executive Director + 10 hr per week = fulltime• Administrative Assistant + 15 hours = fulltime

Increased human resources to run/manage TLEExecutive Director

Immediate

1.37 Increase budget to hire a Communications Consultant Strengthened communications opportunities Immediate

1.38 Broaden and strengthen professional development programs for Increased opportunities for staff and consultants Ongoing 2011 - 2012

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Staff and ConsultantsMain initiative and Actions Expected Results Responsible Timeline

staff and Consultants1.39 Increase opportunities for staff development and team building Cohesive team Starting Fall 20111.40 Recognize and support staff and consultants for successes and

effort Staff/Consultants recognized Executive DirectorBOD Ongoing 2011 - 2012

FundingMain initiative and Actions Expected Results Responsible Timeline

1.41 Research potential funding sources and write proposals for fund-ing• Request/justify additional funding from PACTE• Apply as needed in conjunction with Strategic Plan• Apply to Canadian Heritage• Maintain membership via Canada Helps !• Seek new funding sources

Proposals written and accepted to increase funding opportunities

Additional funding to deliver the programs and services

Request submitted and additional PACTE funding approved

Executive DirectorCommunications Consultant Ongoing 2011 - 2012

Increase Overall MembershipRecruitment and Retention

Main initiative and Actions Expected Results Responsible Timeline1.42 Involve existing and new partners in recruitment Increase community network Communications Consultant Ongoing 2011 - 20121.43 Begin recruitment/ Advertise for new volunteers

• Recruit new volunteer tutors• Recruit website volunteers• Recruit youth volunteers

New members recruited

Executive DirectorAdministrative ConsultantCommunication Consultant

Starting September 2011

1.44 Begin recruitment of new students to match with trained volun-teers

Increased membership/New students recruited Starting October 2011

1.45 Establish strategies for a new recruitment campaign (Marketing Campaign 1.2 i.e. Advertise and post information online, write articles for local newspaper)• Implement strategies

Established recruitment strategies for TLE

Executive DirectorCommunication ConsultantAdministrative AssistantBOD

2012

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STRATEGIC DIRECTION2. EXCELLENCE > PROVISION OF SERVICES AND PROGRAMS

GOALS• Develop and improve services & programs• Improve access and intake procedures• Provide quality training and professional development• Be responsive to the membership and community: Implement new services and programs based on

needs

Develop and improve services & programsBook Club

Main initiative and Actions Expected Results Responsible Timeline2.1 Continue to build upon Book Club membership:

• Support organizers of club• Establish regular location for meetings• Promote Book Club events and report on activities• Provide Book Club with book give-aways

Improved location/access Executive DirectorBook Club Chair Fall 2011

Family Literacy ProgramMain initiative and Actions Expected Results Responsible Timeline

2.2 Develop TLE Connections website • Secure funding to develop & design website• Link to relevant sites• Parent/family information and support

Improved information for community about initiatives, activities, events, ideas and resources related to family literacy

Increased support for parents/families

Executive DirectorWeb MasterLibrary Consultant/Trainer

Fall 2011

2.3 Continue to build upon family literacy program initiatives within the community• Acquire additional funding• Involve parents as volunteers• Involve youth as volunteers

Expand Family Literacy initiatives and programs, events of 100+

Executive DirectorAdministrative AssistantFamily Literacy CommitteeCommunications Consultant

Ongoing 2011 - 2012

2.4 Provide schools and community organization information, re-sources and support for Family Literacy Day initiatives• Promote/post activities on TLE and Literacy Canada Websites• Add events and information to FLD Google calendar• Distribute FLD promotional materials from Literacy Canada to

schools and communities• Provide information

Improved information for community about initiatives, activities, events, ideas and resources related to family literacy Starting November 2011

2.5 Involve children’s parents in Family Literacy activities at the schools

Increased parent involvement and promotion of family literacy Starting January 2012

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Family Literacy ProgramMain initiative and Actions Expected Results Responsible Timeline

2.6 Increase number of Family Literacy events Improved Family Literacy program Starting January 2012

Resource Center/Drop-InMain initiative and Actions Expected Results Responsible Timeline

2.7 Manage and improve access/use of Resource Center and TLE services to community• Hold monthly book give-aways• Post hours on new board• Promote within Vimont Center• Colorful promos...change regularly• Post newsletter• Banner

Services well promoted

Better learning environment, able to accommodate needs of TLE

members and community

Students able to use on drop in basis

Executive DirectorLibrary ConsultantAdministrative Assistant

Ongoing 2011 - 20122.8 Regularly, maintain, update, upgrade and purchase necessary

equipment for Resource Center:• Laptops• PCs• printers• headsets• speakers• tape recorders• magazine boxes/name holders• library supplies• SMARTboard with projector arm

Up-to-date technical/library resources Executive Director

Improve access and intake procedures

Access to ServicesMain initiative and Actions Expected Results Responsible Timeline

2.9 Review access to services and available support • Staff requirements• Services offered• Track incoming calls re: where they heard about us

Knowledge of needs Executive Director Ongoing 2011 - 2012


2.10 Increase opportunities for service access to community Increased awareness of TLE services Executive Director Ongoing 2011 - 2012

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Promote Internally:• Meet with teachers/staff/admin. • Luncheon with key people at Vimont• Volunteers wear identifiable nametags/lanyards• Survey to teachers• End of year summary of work with SWL• Promote externally:• Student handbook info page• Look for new venues to advertise for volunteers and promote

services• Promote at local kiosk• Look for more partners within community• Partner more with SARCA• monthly meetings/updates• SWL Annual report

Increased community use/access to TLE services Administrative Assistant

2.11 Hold annual ACE Community FestivalOutreach, awareness and community spiritRecognition of adult learnersIncreased visibility of TLE’s services

Executive DirectorAdministrative AssistantCommunications Consultant

March 2011

Intake and Matching ProceduresMain initiative and Actions Expected Results Responsible Timeline

2.12 Review intake and matching procedures Assessment of needs Executive DirectorLibrary Consultant/Trainer Fall 2011

Provide quality training and professional development

Train New VolunteersMain initiative and Actions Expected Results Responsible Timeline

2.13 Secure additional funding to increase training schedule from three sessions offered to eight

Increased training opportunitiesMore trained volunteersIncreased retention of potential volunteers

Executive DirectorCommunications Consultant July 2011

2.14 Work with LVQ on training initiatives• Attend workshop sessions• Review findings and how they relate to TLE• Design program for training

Current methods for training Executive Director Ongoing 2011

2.15 Update training to incorporate new ICTs available Relevant and improved training / Engaged participants Executive Director Starting September 2011

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ICT TrainingMain initiative and Actions Expected Results Responsible Timeline

2.16 Use ICT training to increase the success rate of adult literacy stu-dents• Computer training for tutors (following Basic Training) to tutor

students on ICT use• Training for students

Students’ competency level increased (real life application of ICTs) Executive Director

Ongoing 2011 - 20122.17 Promote use of computers and related equipment Computers and ICT equipment at Resource Center used by students Executive Director

Administrative Assistant

2.18 Continue to develop, update and promote the Learning Links’ and other created websites• Create promo bookmark/postcard for Learning Links, TLE

Connections, Social Networking Ideas, (i.e. include address how to get to it, short description, instructions)

• Workshop proposals at QAAL, QPAT, etc.

Partnership with RECIT

Increase relevancy of links

Organize Learning Links for ease of use

Learning Links used by students across the province

Promotional material developed

Executive DirectorRECIT

2.19 Implement learning opportunities for students re: ICT use Increase access and use of ICTs Executive DirectorAdministrative Assistant January 2012 to June 2012

Workshops/ Professional DevelopmentMain initiative and Actions Expected Results Responsible Timeline

2.20 Offer a variety of workshops based on identified needs and re-quests from membership

Outreach, improved servicesMeaningful workshops provided

Executive DirectorAdministrative AssistantTrainer

Ongoing 2011 - 2012

2.21 Promote members’ active participation in continued training and tutoring opportunities• Increase frequency• Offer during regular school hours• Invite Vimont staff/students • Work with CLCs

Increase participation of TLE members and community Executive DirectorAdministrative Assistant

2.22 Monitor the trends in literacy within the educational renewal and adapt accordingly

Knowledge of renewal initiatives Executive Director

2.23 Train members in use of ResourceMate Trained staff Library Consultant As needed

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Be responsive to the membership and community: Implement new services and programs based on needs

Program DevelopmentMain initiative and Actions Expected Results Responsible Timeline

2.24 Develop and promote Library visitsEngaged students

Increased learning opportunities

Executive DirectorStudent Library volunteer Starting September 2011

2.25 Increase opportunities for “everyday life” learning• Start monthly shared skills gatherings• Hold craft events• Advertise/promote services

OutreachAnswering the demands/needs of the clientel Executive Director Starting November 2012

2.26 Develop International Women’s Day • Renew membership to Girls Action Foundation• Apply for project funding• Start a committee with students and volunteers to develop and

plan activities for event• Post event/activities to websites• Hold events

Engaged members Successful planning and implementation of an eventAnswering the demands/needs of the clientel

Executive Director Starting October 2011

2.27 Development of essential skills program: workshops for students re: essential skills training:• In 2011, begin to act upon research results of new programs

and resources re: essential skills• Starting in 2012, link TLE web site and Learning Links with es-

sential skills-related sites• By 2012, have free HRSDC essential skills materials available

to members•

Define literacy programs that we can implement

Development of essential skills training workshops

Establish resources, links and programs for students

Executive Director February 2012

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STRATEGIC DIRECTION3. EFFECTIVENESS > MEMBER OUTREACH, SUPPORT AND RECOGNITION

GOALS• Provide members with networking opportunities • Provide students with the necessary tools and skills to function successfully in everyday life• Ensure members are engaged and have a positive experience

Provide members with networking opportunities

NetworkingMain initiative and Actions Expected Results Responsible Timeline

3.1 Regularly provide networking opportunities amongst members, Board and staff Increased networking opportunities Executive Director

Administrative Assistant Ongoing 2011 - 2012

3.2 Provide opportunities for students to interact with learners from other councils• Invite students to participate in outside events• Get students involved in SUN program• Support new student speakers (provide budget, etc.) and pro-

vide leadership• Host and participate in student events and get-togethers

Have at least one student from TLE on SUN team

Increase number of students attending outside events by 20%

Host annual student event

Executive DirectorStudent Leader volunteer Ongoing 2011 - 2012

Provide students with the necessary tools and skills to function successfully in everyday life

Student DevelopmentMain initiative and Actions Expected Results Responsible Timeline

3.3 Provide diverse range of learning opportunities for students• Offer TLE services based on expressed needs of students Maintain high level of student satisfaction Executive Director

Ongoing 2011 - 2012

3.4 Increase learning opportunities and resources for adult learners who are parents• Promote Parent’s of Vimont group• Hold workshops• Provide support and resources

Increased parent awareness and involvement especially during key family literacy events during the year

Executive DirectorAdministrative AssistantFamily Literacy Committee

3.5 Encourage students’ participation and attendance at events and workshops i.e. Blue Metropolis, LVQ Annual Conference, Adult Learner’s Week and similar events

Increase students’ participation and attendance at events and workshops by 20% Staff

Executive Director3.6 Encourage students’ involvement at TLE Increase students involvement and visits to TLE

Student Resources

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Main initiative and Actions Expected Results Responsible Timeline3.7 Purchase appropriate resources for students Inventory of quality and relevant resources Executive Director Ongoing 2011 - 2012

3.8 Increase resources re: essential skills Knowledge of essential skills resources/programs for students Executive Director September 2011 to December 2011

3.9 Present learning opportunities to provide students with essential skills

Increase learning opportunities by 20%

Student autonomyBy 2011

Ensure members are engaged and have a positive experience

EventsMain initiative and Actions Expected Results Responsible Timeline

3.10 Establish a Social Committee of volunteers, staff and students to organize annual events Well-organized and planned events

Administrative Assistant

Fall 2011

3.11 Hold Annual events:• Holiday Party• Volunteer Appreciation• TLE’s Celebration Event

Memorable experience at TLE Ongoing 2011 - 2012

Support and RecognitionMain initiative and Actions Expected Results Responsible Timeline

3.12 Hold Volunteer Voice twice a year Shared volunteer experiences Administrative AssistantVolunteer Voice volunteer Fall 2011 and Spring 2012

3.13 Hold Student Chat twice a year Shared student experiences Administrative AssistantStudent Chat volunteer

3.14 Establish new initiatives to support and recognize members New ideas to support members Executive Director

Ongoing 2011 - 2012

3.15 Write articles for TLE’s News and Views celebrating members’ achievements Engaged membership Executive Director

Administrative Assistant3.16 Reward and recognize members’ efforts for TLE TLE members recognized Executive Director

3.17 Submit members’ names for the Literacy Awards Recognition TLE members recognized Executive DirectorTLE Members

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2011 2012 Detailed Action Plan

Documents

Transcript of 2011 2012 Detailed Action Plan