Volunteer Job Descriptions
- Admissions Committee Chair
- Bonne Chance Auction Chairs
- Class Representatives
- Villa Oak Hill Fund Annual Giving Chair
- Formation to Mission Chair
- Maroon Platoon
- President and Vice Presidents
Support the Admissions Department with Open Houses, Tours, and Admissions Events.
Recruit volunteers to work the different shifts at the Open House on first Sunday of November and any additional open houses scheduled.
Help with and/or recruit volunteers with any set up needed for open house, tours, and admissions events
Provide any follow up with new families as indicated by the Director of Enrollment Management and Admissions Department
Act as the liaison between the Admissions Committee and the Class Reps regarding new families. Ensure that contact information is given to appropriate class representatives for follow up and welcoming to the School.
Support the Advancement Office in the School’s single largest fundraiser of the year. Work with Director of Advancement and Manager of Community Engagement and Campus Improvements to raise funds, donations, attendance, encourage volunteerism, and oversee the volunteer committees of the auction.
Generally will have two current Chairs with a Past-Chair Emeritus for help
All details for the different committees are in a binder, complete with timelines, contracts, etc. You will have the full support of the Director of Advancement and Manager of Community Engagement and Campus Improvements throughout the entire process
· Staff up all committees
· Plan decorations
· Plan dinner/drinks
· Organize set up
· Solicit items
· Communication: invites, attendance
· Work on the auction book
· Work directly with Manager of Community Engagement and Campus Improvements
Plan on beginning preliminary work in the spring and early summer, Auction will be held on the second Saturday in November
More concentrated workload is August-November
General Duties of JK3-12 Class Representatives
· Reach out with consistent monthly class communications
· Help organize a table for your grade at the Bonne Chance Auction.
· Welcome new families. Make sure they get their Bonjour Mes Amis booklet. When events are coming up (eg – Basket Mass) make sure to reach out to new families and answer any questions
· Plan a Fall Parent Party. Make sure to check with the Manager of Community Engagement to ensure no overlap of dates. We encourage you to organize this at a neutral location near the School.
· Organize a morning coffee for parents
· Communicate about parent social events and volunteer needs
· Get Volunteers for Field Day
· Help with “Christmas Day” decorating the school, stuffing Holiday Fund envelopes
· Keep notes about events planned to pass on to Class Rep for following year
Year Specific Duties
JK3-JK4 – Organize a gathering of parent(s)/children either just before or right after start of school Suggestions: welcome coffee, park/playground day
Kindergarten – Organize a welcome coffee, Memory Book, Kdg Graduation
2nd Grade – First Communion Banner
6th Grade – Graduation, Pillow Hockey Dinner and Video, Last day of school party
7th Grade – Welcome coffee for parents on orientation day for girls
8th Grade – Welcome coffee for parents on orientation day for new girls (work w the 7th grade rep), Graduation party
9th Grade – Welcome reception/coffee for new parents on orientation day
11th Grade – Organize Junior Ring luncheon, organize “Rising Senior Day”, fill your committee chairs for Senior Year. Partner with the Dean of Student Life and Manager of Community Engagement and Campus Improvements in January to identify 8-10 parents to assist with Maypole.
12th Grade – Graduation, Spirit Committee, Maypole, Boat Dance. You will need volunteers to help with all this. Usually class reps take care of Graduation requirements; get other Lead Volunteers to chair the other three committees. See binder for info.
Eighth Grade Graduation:
Delegate a small committee. Secure location for party after the graduation mass, facilitate invitations, select and purchase small gift for the graduates, plan dinner/party details. Details of past parties are in the class binder. (The mas is organized and executed by Villa faculty and staff)
Junior Ring Luncheon:
Class reps can do this themselves or delegate to a committee. Secure location, facilitate invitations, pan luncheon following Junior Ring Mass and Ceremony. Details of past luncheons are in the class binder. The mass is organized and executed by Villa faculty and staff.
Organize “Rising Senior” day, coordinate with Dean of Students. Get a banner made for the Rising Senior Class. Coordinate with the current Senior Spirit Chair for ideas. Start working on this as soon as spring break is over. “Rising up” usually is in May.
Identify your committee Chairs for Graduation, Spirit, Maypole and Boat Dance. Boat Dance location will need to be reserved and contract signed once the current Seniors have had their dance. All info will be passed on in binders.
Incoming Class Reps need to organize their Committee Leads before the end of Junior Year so things can get organized, approved and reserved.
Graduation- check with school to see what needs to be done from the parents
Spirit- Usually one lead, get volunteers on a committee who will organize and execute fun “spirit days” for the seniors throughout the year. Approval needs to be obtained from Dean of Students and Principal, preferably before the end of Junior Year. You will revisit with them at the start of Senior Year. There is a budget and ideas from past years in the class binder
Maypole – Usually 2-3 Moms. Facilitate that all ribbons are pressed (both practice and performance). Get practice schedule and contract executed, organize snacks, order ribbon sashes with the initials on them, and monitor all practices. Specific details are in the binder.
Boat Dance – Usually 1-2 leads with a committee as needed. Follow the binder protocol. It’s pretty straight forward but a lot of legwork early in the year. Need to reserve the location Junior Year after the current Seniors have their dance.
Annual Giving is one of the most important fundraising programs at Villa Duchesne and Oak Hill School. Each year we ask all members of our Sacred Heart family to consider an unrestricted gift to the School's annual operating budget. These gifts bring our mission to life for each one of our students in the classroom, in the Chapel, on the playing fields, on stage, in the art studio, and throughout our campus.
· Fundraise with fellow parents
· Make a gift to Annual Giving
· Support the Mission of the school
· Act as an Ambassador for Annual Giving
Work directly with the Manager of Philanthropy and the Development Office
Encourage 100% class participation from each grade level.
Make calls, visits and send emails encouraging support
Find volunteers to help with phone calls, letter writing, and encourage participation
· Engage parent community through spirituality and education
· Work directly with the Director of Campus Ministry
· Rosary – arrange volunteers to manage the Rosary every Wednesday morning at 8am in the Chapel
· First Friday Eucharistic Adoration – work with Campus Ministry to engage entire VDOH community, arrange volunteers to attend the Host at all times
· Bible Study – organize and run Tuesday morning Bible Study from 9-10am weekly
· Parents Morning of Reflection – organize a morning of prayer and contemplation starting with Mass and concluding with a breakfast, a presentation and prayer. Done once a semester.
· Apostolic Outreach – organize a Day of Service for parents once during the year
Rosary: A beautiful expression of Goal I, all are welcome on Wednesday mornings at 8:00 AM in the Villa Duchesne chapel to offer the rosary to Mater for her motherly protection of our children and for all the faculty, staff, and religious of this community who play such a critical role in nurturing and teaching our children.
Contact person: Molly Kraeger
First Friday Eucharistic Adoration: is an integral part of the Sacred Heart life; a tradition that exemplifies Goals I & IV. Therefore, it is fitting that this event engages the entire VDOH community: students, faculty, staff, parents and alumni. The scheduled First Friday Eucharistic Adoration days for the 2019-2020 school year are the following:
Sept. 2019 - Oct. 2019 - Jan. 2020 - Feb. 2020 - March 2020 - April 2020
On these days the Eucharist will be exposed for adoration following the 8:15 AM Oak Hill Liturgy and Benediction until 3:00 PM in the Villa Duchesne chapel.
Contact person: Kelly Adamitis
Bible Study: Seeking to live out Goals I & II, all parents are welcome on Tuesday mornings from 9:00 – 10:00 for Bible Study. The topic for the fall will be St. Paul’s Letter to the Romans, a 9-week study beginning September 2019 and ending November 2019. Join us as we journey together in a verse-by-verse study of Romans, the biblical book that most scholars consider to be Paul’s greatest theological masterpiece. Along the way, you’ll come to a deeper understanding of the Church’s teachings on justification, faith and works, spiritual fatherhood, the role of Israel in salvation history, baptism, the dignity of the body, the life of charity, and more. This study will serve as the perfect springboard for our winter 6-week study: The Bible and The Sacraments, beginning January 2020 and ending February 2020. Contact person: Polly Capps
Parent’s Morning of Reflection: Inspired by Goals I, IV, V, all parents are invited to a morning of prayer and contemplation that will begin with the celebration of mass, followed by breakfast, a presentation, and prayer.
Contact person: Polly Capps and DeAnn Gueck
Apostolic Outreach: Bringing the love of Christ to those outside our community in a spirit of service is essential to the mission of the Sacred Heart and lives out Goals III and IV. All parents are welcome to join with the VDOH community in participating in an off-campus event to peacefully and prayerfully witness to the sanctity of all life. Contact person: Carla Grewe
Parent Association Mission Committee
· Encourage parent participation in athletics, fine arts and performing arts events at school.
· Coordinate with Athletic Director, Performing Arts and Fine Arts to identify key dates each semester such as Senior Nights, rivalry matches, Plays, Art Shows, Show Choir to identify as “Maroon Platoon Nights”. This person will coordinate with the AD, Performing Arts and Fine Arts to make sure that each team/group has a “lead parent” for communication. They will ensure that each team/group follows the same template for team communication, team/group bonding, team/group lunches, snacks, rosters, senior night recognition and gifts. There is already a basic template to follow.
· Be the Parent liaison between Maroon Platoon and Varsity Club/Student Council to help them in any way they identify
· Identify a Parent Head of Spirit and Support
· Identify a Parent Head of Concessions
· Identify a Parent Head of La Boutique
· Identify a Parent Head of the Grill Team – will work at All-School picnic in the fall and Field Day in the Spring
Spirit and Support - Coordinate parent volunteers for help with set up of concessions during plays, show choir, art shows as needed. Recruit a committee to organize and execute Locker Loves for all teams/groups throughout the year. Encourage parent participation at athletic matches, especially those designated as “Maroon Platoon” nights.
Concessions – coordinate with the Assistant to the Athletic Director to staff and stock the concessions during home matches in Kenefick. Be in charge of recruiting and managing volunteers to work the concessions.
La Boutique – recruit and manage volunteers to open and run the La Boutique. Times are predetermined.
Grill Team – work with Manager of Community Engagement to coordinate Grill Team participation at Saint Start-Up in the fall and Field Day in the spring.
Work directly with the Manager of Community Engagement on all matters
Set a general budget for the year – Do this is June or July in collaboration with the Treasurer and Manager of Community Engagement
Check-in with all class representatives prior to school starting. Make sure that they understand what is expected of them and offer support in the year ahead.
Arrange a class representative meeting at the start of the school year. Introduce Executive Committee Chairs and the School Leadership Team.
Be a direct liaison between the Villa and the Oak Hill Principals and the Parents’ Association. Arrange monthly meetings with the Principals.
Execute food for Parent-Teacher Conferences for both Oak Hill and Villa in the fall and the spring
Execute the Christmas Fund letter. Needs to be mailed right after Thanksgiving. Coordinate with the Treasurer for arranging for handing out of the funds collected.
Organize a “Christmas Day” – get parent volunteers to help decorate the School for Christmas. Help set up trees inside, help decorate outside, help stuff Christmas Fund envelopes to mail out.
Execute fun things for Teacher Appreciation Week in the spring for both Oak Hill and Villa
Coordinate with and support all other Committee Chairs
Work to organize speakers or set up discussion re: topical issues surrounding raising children, education, maintaining catholic identity and a deeper spiritual meaning.
Act as the liaison between VDOH and the Parents Network of Catholic Schools speaker series – communicate, help host at VDOH
Presidents of the Parents’ Association are invited to attend all Board of Trustee meetings as guests of the Board.