Career Center. Volunteer Manual

Transcription

1 Career Center Volunteer Manual

2 Dear Volunteer: Thank you for taking time out of your day to volunteer at JA BizTown. It is operated by Junior Achievement of Northern Indiana, which serves over 125,000 students of all ages across the region through in-school lessons and special experiences like JA BizTown. Your role, as a volunteer, is to assist the students and facilitate meetings throughout the simulation. Please read and use the information in this manual as you work with this business. Included in this manual is the following: Table of Contents Sample Daily Schedule page 1 Helps volunteers become acquainted with the JA BizTown daily schedule. This will facilitate preparation and contribute to a successful day. The JA BizTown staff will be in charge of time keeping. On-Site Visit Overview page 2 This overview of the JA BizTown operation provides a clear-cut picture of daily procedures, as well as the expectations and requirements for students and volunteers. Business Operation Information.... page 4 Introduces volunteers, to the jobs available within each business and provides high level points of what will be happening in your business throughout your time at JA BizTown. Facility Layout page 8 Assist volunteers in becoming familiar with the JA BizTown layout and the location of various businesses and facilities. Staff Meeting # page 9 Staff Meeting #1 is the first of three scripted staff meetings conducted by the volunteer. This meeting prepares the students to start their JA BizTown simulation. Staff Meeting # page 12 Staff Meeting #2 is the second of three scripted staff meetings conducted by the volunteer. This meeting assists the students with balancing their checkbooks and preparing their banking items for their next break. Clean-Up and Staff Meeting # page 14 This is the last scripted staff meeting conducted by the volunteer. All business production is over at this point. During this meeting you reflect on the day and discuss whether or not the business was successful. Career Center Volunteer Manual Page 0

3 Sample Daily Schedule The schedule reflects a 4½ hour simulation day; times will be adjusted accordingly for a shorter or longer day. Please note the JA BizTown staff will keep track of the time and announce the transitions on the schedule. 15 Minutes Student Welcome/Orientation 40 Minutes Business Start-Up Staff Meeting #1 (volunteer guided at each business) Business supplies received from the Supply Center Students read/review job responsibilities Price-setting Playing of National Anthem Business loans processed at bank Production of products and services begins 15 Minutes Opening Town Meeting Mayor inauguration and speech Select CEOs present brief description of products and services 90 Minutes Lunch: Employee Work/Break Rotations (three rotations) First employee bank deposit Employee opens savings account Employee lunch session Retail businesses open for sales If there is time, employees begin to shop 15 Minutes Uninterrupted Staff Meeting Staff Meeting #2 (volunteer guided at each business) 60 Minutes Shopping: Employee Work/Break Rotations (three rotations) Second employee bank deposit Employee shopping continues o This is the students last time to purchase items! 10 Minutes Business Clean-Up Volunteers ensure all buttons and debit cards are returned Business restored to original set-up Return remaining inventory to the Supply Center 10 Minutes Staff Meeting #3 Staff Meeting #3 (volunteer guided at each business) 15 Minutes Closing Town Meeting Mayor speaks Awards, giveaways, and recognitions are announced Please take the Volunteer Survey at this time. We value your feedback! Career Center Volunteer Manual Page 1

4 On-Site Visit Overview Below you will find an overview of the JA BizTown daily operation that we hope will give you a clear picture of daily procedures, and of what is expected of you and the students. Student Welcome/Orientation: Students will get a brief minute welcoming/orientation by the JA BizTown staff. During this orientation, they will learn about safety procedures as well as the location of restrooms, emergency exits, behavior expectations, and simulation procedures. Business Start-Up: As the volunteer, you will call a brief uninterrupted Staff Meeting #1 (scripted), after which the students will begin reading their job descriptions and performing their assigned tasks. All employees will remain in the business, unless their jobs require them to visit other businesses. Opening Town Meeting: The Mayor will be sworn-in and give a brief speech. The Mayor will then call upon the CEO of any business that sells products to consumers to give a brief description of what will be sold in their business. All speeches are simple, fill-in-the-blank format, and will be completed on-site during Business Start-Up. First Employee Work/Break Rotation (Lunch) Three, 30-minute break rotations take place in each business. Each student, on their identified break rotation, will go to the bank with their first deposit ticket (completed at school), their endorsed paycheck, $1.50 savings check, and blue identification card. After the students visit the bank, they will eat lunch during this time period. After the students eat their lunch, they may begin to make purchases and spend their money or they may save it to spend later, during the second break period. Uninterrupted Staff Meeting As the volunteer, you will call a brief uninterrupted Staff Meeting #2 (scripted). This allows students to discuss how the business day has begun. Also, you will guide the students and help prepare them for their next break. Second Employee Work/Break Rotation Three 20-minute break rotations take place in each business. Each student, on their identified break rotation, will go to the bank with their deposit ticket and their endorsed paycheck from the second payroll. Please inform students that this is their final shopping period, and their last opportunity to put their JA BizTown money into circulation. The JA BizTown Newspaper will also be available for purchase during the student s second break rotation. Business Clean Up During this brief time period, the volunteer will oversee the students reorganization of the business. All working areas should be trash free, chairs placed in the proper location, and work papers should be thrown into the recycling bin. All student checkbooks should be put into the white BizPrep envelope to be returned to school. If requested by the teacher, all student paperwork should be placed into the white BizPrep envelope to be returned to school. Any Career Center Volunteer Manual Page 2

5 remaining product inventory should be returned to the Supply Center. All student debit cards, buttons, simulation sheets (green sheets), business uniforms should be returned to the proper location. Final Staff Meeting During this 10 minute business wrap-up meeting, which is held in the business and facilitated by the volunteer, students can discuss their business closing, how much profit was made (if any), the difficult tasks that occurred during the day, and identify the areas in which they were or were not successful. This is also a time to be certain that any student who is making a presentation at the Closing Town Meeting is prepared and ready to give his/her speech. Any remaining JA BizTown cash will be collected. Closing Town Meeting The Closing Town Meeting, led by the Mayor, will provide the opportunity for employees such as the Savings Officer, Attorney, Non-Profit Director, and others to give closing speeches before the day concludes. All speeches are simple, fill-in-the-blank format. Dismissal The JA BizTown staff will remind the students, to take all personal belongings, including their JA BizTown shopping bag and any purchases they have made during the day. We would also appreciate your assistance in helping us to be certain that students are not, by chance, taking any JA BizTown business materials or supplies. Career Center Volunteer Manual Page 3

6 Business Operations Information The below overviews are means of introducing volunteers, students, and teachers to the jobs available within each business. The Career Center is a retail business that offers individuals the opportunity to gain knowledge about thriving career industries in our region. CEO 1. Obtains bank loan. 2. Signs all business payroll and expense checks. 3. Oversees business operations and makes business decisions. 4. Signs Insurance Policy and Rental Agreement. 5. Completes the Business Improvement Plan. 6. Works with Sales Manager to reorder additional inventory, if needed. 7. Completes grant proposal and goals paperwork. 8. Prepares and gives speech at the Opening Town Meeting. CAREER COUNSELOR 1. Works with CEO to set goals. 2. Greets customers and assists them with completing career assessment. 3. Encourages citizens to participate in career exploration. CFO 1. Inputs employee payroll information. 2. Prints and distributes employee payroll checks. 3. Prints and distributes business expense checks. 4. Keeps all records of business expenses and payments. 5. Makes business deposits at Bank. 6. Signs business checks if CEO is not available. 7. Tracks loan payoff progress. SALES MANAGER 1. Distributes supplies received from the Supply Center. 2. Works with CEO to determine product prices. 3. Prepares sales area with product display. 4. Greets customers, assists them with sales, and processes payments for sale of products. 5. Forwards sales payments to CFO for deposit. 6. Use Inventory Loss Prevention tools to limit losses. 7. Work with CEO to reorder additional inventory, if needed. Career Center Volunteer Manual Page 4

7 The below points are a high level overview of what will be happening in your business throughout your time at JA BizTown. Helpful things to know: 1. The student s green simulation sheet tells them everything that should be completed during the day. Please be sure students read and understand this information before they begin working. 2. The Career Center will borrow money from the Bank. The CEO will take the Loan Application and Promissory Note, found in the white BizPrep envelope, to the Bank after the National Anthem. 3. Your business is partly a free career exploration service and partly a retail business. In addition to retail sales, the Career Center will generate business income through a grant and several other opportunities. Before the National Anthem: 4. The CFO should print the payroll checks, before Opening Town meeting. 5. The Supply Center will be delivering a bin of supplies to your business. Supplies are predetermined. In the Supply Bin, there is an Inventory Sheet and the Reorder Form. Make sure these are put in a safe place in case your business wishes to reorder supplies later in the day. 6. The CEO and Sales Managers will set prices, on the Pricing Worksheet, for the items they are selling throughout the day. In the Supply Bin, there is an Inventory Sheet, which lists all the items and a suggested price for resale. This is a very helpful tool for the CEO to determine the prices. It s recommended to use or stay very close to the suggested retail price on the Inventory Sheet from the Supply Center. a. As the volunteer, the CEO might ask you for help on the Pricing Worksheet: i. Know the amount of money needed, with interest, to pay off the bank loan. This is found on the CFO computer under the Loan Information tab. ii. Set prices. Nothing should be priced under $1.00. It s recommended to use Suggested Retail Price on Inventory Sheet (comes with supplies) as a guide to setting prices. Please make sure the students keep the price within $0.50 of the suggested price. iii. The total of all item prices must be enough to pay off the loan. iv. Do not open for business until pricing is completed. Citizens are only allowed to purchase items on their scheduled break time. v. Do not allow students to lower prices at any time, without JA BizTown staff approval. Check with a JA BizTown staff member if you have questions. 7. Sales Managers should display items attractively. Encourage students to use creative advertising, to draw customers into their business. They may use the dry erase board and paper provided to make flyers and other marketing materials. Career Center Volunteer Manual Page 5

8 a. They should divide the items they have for sale equally between the labeled Red Break, Yellow Break, & Green Break bins on the counter. This assures that all citizens of JA BizTown have an equal opportunity to purchase your products. b. Some products may be priced high enough that customers will not be able to afford them until after their second paycheck. After the National Anthem: 8. The CEO will take the Loan Application and Promissory Note to the Bank. 9. Supply bin should be returned to the Supply Center after supplies have been unpacked and distributed. 10. The CFO will pay bills as other businesses invoice them. The CFO should work ahead by using the CFO checklist on the clipboard. When an invoice is received, they can hand the printed check to that individual. The CFO will not deliver any checks to other businesses. No one should substitute for the CFO when he/she is on break; all work should wait until the CFO s return. 11. Career Counselors will need to market their services to generate traffic to their business. Encourage students to use creative advertising and get out into the town to draw customers into their business. 12. Encourage students to be patient, as most traffic will take place later in the day mostly during the second set of breaks. 13. Only trained employees should use the sales computer. A JA BizTown staff member will train you on the POS System (Point of Sales System). When the students are ready, train them on operation of sales computer. 14. When the CFO takes a business deposit to the Bank, the deposit should be placed in the green bank bag (delivered by bank employees in the morning) and should consist of a business deposit ticket (printed by the CFO) and the multiple checks and/or debit card transactions that make up the deposit. Please note: The system only allows eight entries per deposit ticket. If they have more entries than eight, they will have to print multiple deposit tickets. 15. When a Sales Manager goes on break, if another Sales Manager is not available, the CEO and Career Counselors should take over to assist customers. 16. The CEO will have numerous people ask to talk to him/her throughout the day. If they are feeling overwhelmed, they may ask them to come back. 17. The CEO will need to complete a grant proposal paper, found on his/her clipboard, to request funds necessary to pay off the business loan. Have them locate a JA BizTown staff member once the paperwork is completed so they can receive their grant check. Career Center Volunteer Manual Page 6

9 18. Instruct employees to follow all equipment directions carefully. If anything is unclear or not working, ask for assistance from the JA BizTown staff. If the screen needs refreshed (white screen), press f5 and then enter. 19. When the CFO takes a business deposit to the Bank, the deposit should be placed in the green bank bag (delivered by bank employees in the morning) and should consist of a business deposit ticket (printed by the CFO) and the multiple checks making up the total deposit or the log of debit card purchases. Please note: The system only allows eight entries per deposit ticket. If they have more entries than eight, they will have to print multiple deposit tickets. 20. At the end of the day, please verify that all green simulations sheets, break buttons, and debit cards are returned to your business. All unsold inventory should be returned to the Supply Center. Career Center Volunteer Manual Page 7

10 Facility Layout Health Care Center Career Center Volunteer Manual Page 8

11 Staff Meeting #1 Please Note: The BizPrep envelope, containing the student checkbooks and other important papers, arrive with the school. JA BizTown staff will pass these out to you during the student orientation. Once you receive the BizPrep, remove the student checkbooks and Business Cost sheet, as these will be distributed to the students. When citizens are released to you from orientation, gather your employees into a small group. It s best to have the students sit on the floor away from all distractions. This is a time when you take charge of the group. Record student names and pass out materials, Write: o Break Schedule (located on the bulletin board): write the student names on the line next to their job title. Pass out: o Student s checkbook (found in white BizPrep envelope, remove all before staff meeting). o Colored buttons (located on the bulletin board). The number on the button will match the student s account number found on the checkbook cover. o Debit cards (located in the black card holder). The last three numbers on the debit card will match the student s account number found on the checkbook cover. Please Note: Account numbers (found on the front cover of the checkbook), colored buttons, and the last three digits of the debit card MUST all match. If they do not, please contact a JA staff member for assistance. o White basket (located in a stack on the table or counter). These are used to store their personal items in the cabinets in your business. o Paper clip (located near the CFO s computer). Paper clips will be used to attach banking items to the front cover of their checkbooks. o Pencil (located in a pencil cup on the counter). o Business Cost Sheet (found in white BizPrep envelope, remove before staff meeting) will be given to the CFO. o BizPrep envelope (minus checkbooks and Business Cost Sheet) will be given to the CEO to file. Career Center Volunteer Manual Page 9

12 Introduce yourself; prepare students for their first breaks: SAY: Welcome to the Career Center. My name is and I am the volunteer that will be assisting you today. Your business is a retail business that also offers individuals the opportunity to gain knowledge about thriving career industries in our region. It is important that we are courteous to our customers so that we can earn enough money to pay off our loan today. SAY: In a little while, the Supply Center will be delivering to us a bin of business supplies. We will distribute those supplies after this meeting. After the National Anthem, the Sales Managers may return the empty supply bin to the Supply Center. SAY: Our breaks will start after the Opening Town Meeting. Let s make sure our paperwork is ready for making personal deposits at the Bank. Please open your checkbook to your first deposit ticket. Is it completed? Let s check to be certain that you have entered the correct amount on your deposit ticket. (Refer to the below Gross/Net Pay Chart below. If needed, refer to the Banking Example tab in your binder for visual examples of what a completed deposit ticket, checkbook register, and savings check should look like. Note: This should have been correctly completed at school) Job Title Gross Pay Net Pay CEO $9.00 $8.82 CFO $8.50 $8.33 Career Counselor, Sales Manager $8.00 $7.84 ASK: Do you know how much cash back you will receive when you visit the bank? (Be sure each student has completely filled out a deposit ticket and has asked for $2.00 in cash. Note: This should have been correctly completed at school) SAY: Remember, cash can only be used for purchases at the Restaurant, the Newspaper, or for donations to the Animal Shelter or charity. All other businesses take checks or debit card only. The remainder of your paycheck will be deposited in your checking account and you can spend that money by writing a check or using your debit card. SAY: If you have not already finished this at school, let s now enter your first deposit into your checkbook register. (Students have been taught to use a two-line entry method for recording entries in the checkbook register. Be sure students enter or have entered at school the Net Deposit (the bottom number on the deposit ticket) in the Deposit column as well as in the Balance column of their checkbook register. If needed, refer to the Banking Example tab in your binder for a visual example. Note: This should have been correctly completed at school) Career Center Volunteer Manual Page 10

13 SAY: Let s look at the $1.50 check you wrote to the JA Bank to open your savings account. This check should be record in your registry. The $1.50 is recorded in the Payment/Debit column and in the Balance column of your checkbook register. Subtract and write the answer in the Balance column. (Be sure each student subtracts $1.50 from his or her total in the Balance column of the checkbook register to get a new balance. Note: This should have been correctly completed at school) SAY: Sometime this morning, you will receive a blue ID card from the Bank. You will fill out this card and put it with your checkbook. When it is time for your break, you will get your paycheck from the CFO and visit Bank. Don t forget to stop and see the Savings Officer after you make your first bank deposit. SAY: Tear out your $1.50 check to open your saving account and your first deposit ticket. Paperclip them to the front of your checkbook, and place them in your white basket. This basket is your safe place to keep your checkbook and purchases today. When I dismiss you to begin working, you will want to find a safe place in the cabinets to keep your basket. SAY: Now, it s time to read your directions found on the green simulation sheet. It is very important that you read and become familiar with your job responsibilities. If you have any questions about your job, please ask me and we will work together to figure it out. CFO, you may now go to your desk and begin working through the steps in your booklet. Everyone else, when I call your job title, please come get your green sheet. Read it carefully, then you may begin to work. Remember, you may not leave our business until you hear the National Anthem. (Distribute green simulations sheets to each employee located in black magazine holder in business.) Career Center Volunteer Manual Page 11

14 Staff Meeting # 2 Have the students meet with you in a group and bring their checkbooks and pencils. You will use this meeting time and the script below to assist the students with balancing their checkbooks and preparing their banking items for their next break. 1. Prepare for second and final break: SAY: Did anyone have time to purchase an item, with a check or debit card, during their first break? If so, let s compare our checkbook register entries with the items we have bought to be certain that all purchases were recorded. (Compare registers with purchased items to be certain that employees are recording each purchase. If not, bring the registers up-to-date.) SAY: CEO, please distribute the second payroll checks to all employees. When you receive your paycheck, please endorse it and use your paperclip to attach it to the front of your checkbook. SAY: Please turn to your next deposit ticket and complete it. Consider how much cash you would like back for your second break. You may ask for UP TO $2.00 cash back. Enter your net pay on your deposit ticket. Next, write your less cash received and minus that from the subtotal to get your net deposit. (Be sure each student completely fills out a deposit ticket and has asked for no more than $2.00 in cash. Be sure students enter the net deposit minus the amount of cash received.) Position Net Pay If Less Cash Received is Net Deposit CEO $8.82 $2.00 $6.82 CFO $8.50 $2.00 $6.33 Other Employees $8.00 $2.00 $5.84 SAY: Tear out your completed deposit ticket and use your paperclip to attach it to the front of your checkbook. SAY: Next, add the net deposit amount to your current checkbook balance to obtain your new balance. This is how much money you have to spend with your debit card or checks during your next break. SAY: This is your last chance to go shopping, so watch your time carefully. Spend your money wisely, but spend it before leaving JA BizTown. You cannot take it with you. Continued. Career Center Volunteer Manual Page 12

15 SAY: Now, we need to be certain we opened our savings account when we went to the Bank. Did the Savings Officer take your $1.50 check and hand you a Certificate of Savings? If you did not visit the Savings Officer, be sure to do so during your next break. Don t forget you can visit the Investment Advisor in the Professional Office to invest your Savings. You ll need to take your Certificate of Savings with you. ASK: Do we need to reorder supplies to meet the demands of our afternoon customers? Remember, our prices are set and we cannot have a price reduction sale and we must place any reorders by the end of Yellow break. If you wish to reorder supplies, you will use the Inventory Sheet and the Reorder Form. The CFO can print a check for UP TO $2.00 for supply reorders today. 2. If time allows, discuss the first production period by asking the following questions: ASK: Are we courteous to all of our customers? ASK: Have we been using the POS computer and Debit Card Transaction Record to complete all sales? ASK: Are we doing our best to encourage participation in our services? ASK: Have we completed the grant proposal and received our grant check? ASK: Are we creating attractive displays to advertise our products? ASK: Are we using good sales techniques to persuade customers to buy? ASK: Is each one of us doing our job? Career Center Volunteer Manual Page 13

16 Clean-Up and Staff Meeting #3 All business production is over, and it is time to reflect on the day and discuss whether or not the business was successful. All students should remain in their business unless they have clean-up responsibilities that require them to leave. When clean-up is complete, please gather the students and proceed with the Staff Meeting #3. 1. Clean-Up: Please take the Volunteer- Program Evaluation before you leave! We value your feedback!! Please verify all buttons and debit cards are returned! Return JA BizTown cash or coins to the podium in the center of town. Do not turn off the computers or printer. Make sure all student checkbooks are returned to the white BizPrep envelope. The CEO is responsible for returning this envelope to the teachers. Recycle ALL used paperwork. Put all materials and supplies back in the original location. Pick-up everything on the floor. Make sure all unsold or unused supplies are returned to the Supply Center. Check to make sure all student Job Simulations (green sheets) and Volunteer Manuals are returned. SAY: When you feel our business is cleaned to our best abilities, please gather your personal materials and sit on the floor for some group reflection. (Be certain that students leave no personal items behind. Replace all uniforms or materials belonging to JA BizTown and wait to be called for the Closing Town meeting.) 2. Reflection: ASK: How many of you remember what our business goals were today at JA BizTown? (Review with students that paying off the business bank loan was one of the business measures of success for the day.) ASK: Did we meet that business goal? (Ask the CFO to give a brief report about loan repayment, if necessary. If the bank loan was repaid, discuss how that repayment spelled success and review the concept of profit. If the bank loan was not repaid, discuss why and what could have been done differently to insure business success.) Career Center Volunteer Manual Page 14

17 ASK: What are some things that you learned today about how a business becomes successful? (Briefly review and discuss the importance of teamwork, individual job responsibility, proper pricing, advertising, etc. necessary for a successful business.) ASK: How many of you feel that you were personally successful today? Why? Why not? (Discuss the importance of being an effective business team member). SAY: Name some of the challenges of keeping an accurate personal checkbook register. Name a benefit of keeping an accurate checkbook register. (Continue with further discussion about the business. Feel free to give personal input from your experiences, or share something positive that you noticed about each student throughout the day. Please wait in your business to be called for the Closing Town meeting.) Thank you so much for taking time out of your day to volunteer with Junior Achievement at JA BizTown! Career Center Volunteer Manual Page 15