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Historical note: Until about 1990, the Class Coordinator had a fairly straightforward role: To guide the class and plan the first few nights of class as well as graduation. After 1990, the Coordinator's job became more involved, with the Coordinator taking on a more active role. There were now class meetings and weekly emails to the class. The Class Assistant's role was also more formalized; previously, the 7:30 review session was led by various club members, whereas today it is taught by an appointed person (currently Bill Ackerman).
Job
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Description
Basically, you are in charge of everything that has to do with the class. Some of this can be delegated, but you still have to be aware of most of it. Here's the list:
Make sure class members get partners and get into squares quickly and balance squares as needed (sometimes you'll need to get club to make additional squares to do this)
- Get names and pertinent information from class members, take attendance, take admission
- Run class meeting each week
- Attend walkthrus and make sure there is a caller for walkthrus
- Plan the class dance and any extra review sessions
- Send weekly emails to the class and maintain the class mailing list
- Place the badge order
- Keep tabs on class related supplies in the locker, so you know when to ask the Treasurer to order more
- Make class badges and place the club badge order
- Design and order t-shirts (this could be delegated)
Run an EC meeting to determine who will graduate the class and provide recommendations
Remove people from the class as needed, and speak to class members who are problematicÂ
Maintain lists of calls and definitions taught in the class (this should already be on the website, but if it's not,you can get the webmaster to fix it)
- Organize graduation
- Add new graduates to the club roster and mailing lists
- Act as a liaison between the class and club
The Class Coordinator's job requires organizational skills as well as group leadership skills. There's a lot of preparation for the start of each class and each graduation. The Coordinator sends out weekly email to the class as well as occasional updates to the officers, and is responsible for keeping attendance of the class. The Coordinator supplies the class with the weekly dance definitions and also runs the class meetings. The Coordinator must be able to attend the 7:30 review session and should expect to miss the first two club tips (with good assistants this could be negotiated). It is important that the Coordinator dance most of the class tips in order to have contact with class members.
Class Structure
The class is currently 13 weeks long, during which we cover the Mainstream and Plus programs. In the spring, the term is preceded by a separate Intro Night. No new people may join the class after the first night without your permission; this is to ease the burden on the caller as well as on you if the class is already large. Exceptions can be made for people with prior contra or square dance experience, or for friends of club members (ask those members to get their friends up to speed before class starts). It's not a good idea to accept any new people after week 2.
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This introductory night is usually held only in the spring, at the end of lAP (Independent Activity Period in January, when regular classes don't meet). The purpose of Fun Night is to attract new class members with a party-like evening of square dancing. The schedule is roughly the same as a regular evening, although the cuer may teach a simple round dance. This evening does not replace or count as the first night of class. The caller will cover about half of what will be taught the next week, and could throw in a special call like Teacup Chain just to get their attention. You will collect names and email addresses of the new people and will contact them before next week's class in an effort to keep up their enthusiasm.
Helpful Nuts and Bolts
You may keep your supplies in the 4th floor locker; you should be given a key by the President. The current combination to the student activities can be obtained from the officers (it's a good idea to store the number on your cell phone). Note that when shutting the locker, the combination lock goes around the outside of one handle, not just through the hasp.
Copies of the weekly emails are in the Coordinator's notebook, or you can ask the previous Coordinator to email you the texts.
We have an account at the copy center on the first floor of the student center; talk to the Treasurer for details about this.
If you have facilities problems (Lobdell is too hot when you arrive, for example, or the assigned room is locked), call MIT facilities at 617-253-1500. Using a campus phone, just dial 1500. Ask for facilities then tell them the problem.
You will be sharing information with the officers via email using the tech-squares-officers@mit.edu address. Be advised that this list contains more names than just the officers; the full list can be obtained from the President. If you want to discuss a sensitive issue, you might want to email only the members of the Executive Board (president, Secretary, Treasurer, Publicity and Class Coordinator; you are the 5 with voting privileges).
When you are asked by an outsider for general information about the club, give the moderated Tech officers' email address (tech-squares@mit.edu) and the club phone number (617-253-7000).
If you are ill and can't make it on class night, email the club, not just the officers, to find a substitute.
The most recent Coordinators include Marcus Sarofim, Lisa Greenleaf, Amy Gresser, Heather Wakefield, Brian Hanechak, Eric Mulder, Sarah Carter, JB Segal, Cally Perry, and Benji Fisher. Feel free to ask them for help.
Class Members Who Are Having Trouble
Keep in mind that we teach the calls in 13 weeks, as opposed to one year for most other clubs. This pace is not for everyone. It is the Coordinator's job to keep tabs on class members and monitor their progress. It can be helpful to email the officers and ask them to dance with specific people and give you feedback. If someone is having trouble and holding back the rest of the class, it is a good idea to touch base with him and see if he understands what his problems are. Quite often, such people know they are falling behind and may not feel up to the pace. Others aren't so aware and it can be difficult talking with them, but it's important to let them know we are concerned about them and are watching them (you can ask an officer to initiate such a conversation as well, or the dancer's club sponsor, if there is one). If the situation does not improve and the dancer is dragging down his square, then it's probably time to suggest that he join another club where he can learn at a slower pace. These discussions are probably the hardest things you will do as Class Coordinator, so please ask for help from the officers or past Coordinators. In any case, don't wait until just before graduation to inform someone that he will not be graduating; it's very important to have established communication well in advance.
We usually finish Mainstream at week 8; this is a good time to encourage a failing dancer to join a Mainstream club. Do your homework and provide the names of such clubs to the dancer.
In general, we try and graduate all MIT students, as we are an MIT club.
There is also a strong assumption that MIT students can handle the pressure and
will improve their dancing over the next term. PE students receive credit for attendance, not for ability. Also note that PE students who complete the class receive 2 credits: one for the first 7 weeks, and one for the lat 7 weeks. Some students may quit after they earn their first credit.
Around week 10, you should contact the officers with an update of the names of those who will be graduating. If there is a controversial name on the list, remind the officers that we must all be willing to dance with and include anyone we graduate. Dancers who are shaky but have some potential can be told that they will not graduate, and we can encourage them to take the next term's class (ie repeat the class).
Badges
Each club member pays for his own badge. We take orders just twice a year at each graduation. Any new club members who did not go through the class need to be approved by the officers before placing a badge order with you.
We are currently using Majestic Badge, PO Box 546, Peabody, MA
01960-7546. It is owned by Steve and Peggy Schevis; email Peggy at majestic.badge@verizon.net. Four weeks before graduation, it's a good idea to send them a heads up about the approximate number of badges you'll be ordering (see Timeline week 10) and to get prices for pinback and magnet back badges as well as bars (one line attachments that say such things as President or Secretary). At a minimum, the company will need to have two weeks to complete the order.
When ordering, specify first line ( first name), second line (last name) and pinback or magnet back. Ask the company to drill holes for dangles. See sample order sheets in notebook.