Ski for Light Event Planning Manual

June 2011

16. Instructor/Guide Applications Coordinator

The job of the Instructor/Guide Applications Coordinator is to: prepare and produce descriptive information and applications for the annual event; answer inquiries about the program; send reminders to apply to all instructor/guides in the SFL database; and to coordinate all aspects of the application and acceptance process for instructor/guide applicants. The Instructor/Guide Applications Coordinator is responsible for all instructor/guide applicants from foreign countries.

The Instructor/Guide Applications Coordinator also assists in roommate and guide/skier matching for the International event, helps to resolve instructor/guide problems that arise during the event, and assists the Guide Recruitment Committee, the Publicity & Public Relations Committee, and the Guide Training Coordinators in the fulfillment of their roles.

The Instructor/Guide Applications Coordinator functions as the central control and monitoring point for the recruitment of the 100 to 125 instructor/guides that are required each year to meet the needs of the total SFL program. This requires that the Instructor/Guide Applications Coordinator continually stay abreast of VIP and MIP applicant numbers and requirements, proactively follow-up with potential instructor/guides, and flag problems and concerns to other Coordinators and committee chairs in a timely manner so that additional resources may be applied to any shortfall in instructor/guide numbers in a timely manner.

June 1

• Obtain information about upcoming event from Event Chair; including dates, location, and package prices (full week, lunches and banquet only, etc.).
• Review previous year's Instructor/Guide Application Form and recommend changes as necessary.
• Information that will normally be necessary to revise the Application Form include data regarding the site and cost of the upcoming event. Revisions must also reflect any relevant decisions or recommendations made during the wrap-up process for the prior event.
• Coordinate with Event Chair, the posting of all instructor/guide-related information to SFL web site.
• In most years 100 to 125 instructor/guides will be needed to meet the needs of the program. Most of these are needed for the VIP program, with a smaller number being required for the MIP program (up to fifteen).

July 1

• Begin processing data received from online applications.
• It is important to have personal contact with new applicants to ensure that they understand the requirements of the program and have adequate skiing skills.
• Assist the Publicity & Public Relations Committee in identifying appropriate publications for the dissemination of information about the need for instructor/guides for the International event.
• From SFL database manager, request addresses for guides on the database. (This is usually about 400 people.) Send a postcard to this group encouraging them to apply.

September 1

• Request the following information and/or forms from the indicated individuals, for use in the Acceptance process:
  · The amount of money that is available for financial assistance to instructor/guides (from Event Chair).
  · The cost of extra nights and meals (from the Event Chair).
  · The "About Cross-country Skiing" and the "Waiver of Liability Form" (from Event Chair).
  · The Emergency Data Form (from Event Chair).
  · Updated Instructor/Guide Manuals for first- and second-year instructor/guides (from Guide Training Coordinators).
  · A supply of hotel/ski area brochures (obtained at the planning meeting).
• These forms and information needs may be dealt with during the Planning Meeting for the event, timetable permitting.
• Instructor/guides normally apply later, and at a slower pace, than VIP's and MIP's. This pattern dictates that acceptance decisions and invitations be issued, in many cases, to VIP's and MIP's before enough guides have applied to meet the needs of those accepted. It is essential, therefore, that the Instructor/Guide Applications Coordinator act not only as the processor of applications and information, but as a control point and forecaster of ultimate instructor/guide numbers.
• It is essential that the Instructor/Guide Applications Coordinator support the work of the Guide Recruitment Committee and local contacts as early in the process as possible. It is usually necessary that local contact people recruit several local instructor/guides. Without a carefully planned effort in the local area, SFL International may fall short of its instructor/guide needs. Active local recruitment must begin in September or October.

Planning Meeting

• Depending on travel distance, time and budget constraints, you may be asked to attend the planning meeting. If you do not attend, please ensure your responsibilities are carried out by someone who does.
• Obtain a supply of hotel and ski area brochures for inclusion in the acceptance packet. If you do not attend the Planning Meeting, obtain these from the Event Vice Chair.
• Make sure the local contact people understand that SFL is looking for applicants who can commit themselves to the entire week of activity (morning through evening, Sunday evening through Saturday evening) and also be able to participate in the instructor/guide training program (Saturday evening through Sunday afternoon). If an applicant is only available part-time, this must be clearly stated on the application.

October 1

• Review previous year's Acceptance Letter and revise as necessary. Have approved by Event Chair and/or SFL President.
• Prepare acceptance packet.
• The Acceptance Letter should be prepared, if possible, using a mail merge program, to create a customized Acceptance Letter for each accepted applicant. This will permit not only the applicant's name and address to appear on the letter, but the exact amount of money owed by the applicant. If only one standard Acceptance Letter can be created, leave the amount owed blank and enter this information manually for each applicant.
• The Acceptance Packet should include:
  · Acceptance Letter, which must include an invitation to attend the event, notification of the amount of financial aid being offered (if any), and a request for payment of the balance due. The Acceptance Letter for first- and second-year instructor/guides must also include a description of the instructor/guide training program, and a training schedule.
  · "Waiver of Liability" Form with "About Cross-country Skiing" on the back which explains the risks and benefits of the sport of cross-country skiing in general, and of the SFL program in particular.
  · Emergency Data Form
  · Ski area and hotel brochures
  · Instructor/Guide Manual, for first- and second-year instructor/guides and for any veteran instructor/guide who will also be attending the instructor/guide training sessions before the event
• In some years the Emergency Data Form will include a Consent to Treatment section, as determined by applicable law in the state where the event is to be held. The existence of "Good Samaritan" statutes eliminates the need for this portion of the form in most states.
• Acceptance packet should be weighed to determine appropriate postage. Letters going abroad must be weighed separately.
• SFL pays the room and board expenses of anyone arriving early for official purposes (Board members, Guide Trainers, etc.). If any of these persons has requested a single room, he/she will be responsible for paying the difference between the single and double room rate. This amount should be added to the amount owed on the payments list.
• All payments from foreign applicants must be made in U.S. dollars.
• Acceptance Letters and packets may be issued at any time to instructor/guide applicants who have not requested financial aid, and about whom there are no issues. Even those who have requested aid may be admitted early, with the understanding that the amount of their aid will not be determined until early November. Acceptance Letters may also be issued to applicants even if all required forms are not yet ready; the forms may be issued separately, later. Such early acceptances are often desirable in order to permit accepted applicants to secure advantageous air fares.
• Send Guide Training Coordinators the names of those who have applied to date. Update periodically through December.
• Making the selection of instructor/guides from an application is a difficult task, particularly when reviewing new instructor/guide applicants who do not have a history with SFL. If information on the application leaves any doubt in your mind, call the applicant to clarify your concerns and misgivings.
• There are five basic guidelines for making instructor/guide selection:
  · Skiing Ability: Must be at least an intermediate level skier. This means the instructor/guide must be capable of maintaining balance comfortably while doing such maneuvers as the diagonal stride, downhill technique, moving step turns, snowplow and snowplow turns, traverse uphill, herringbone, dog trot straight uphill.
  · Communication Skills: Ability to communicate effectively (methods of instruction and practice are part of instructor/guide training).
  · Previous Experience: Does the applicant have work/recreation experience with disabled populations
  · Physical Health/Condition: Must be capable of skiing/guiding a blind skier over varying terrain for six days and up to 10 km a day.
  · Personal Traits: Does the applicant appear to be personable and enthusiastic
• Intermediate skiing ability as noted above is paramount to being considered as an instructor/guide. Being in good physical health and the type of individual who can share positive energy is critical to the quality of experience for both instructor/guide and visually-impaired skier. Although desirable, teaching ability and previous experience can be acquired from the pre-event instructor/guide training program.
• The amount of financial assistance offered should be based on the financial situation of the applicant and his/her probable total participation cost, travel plus the event, for each individual. Priority should be given to full-package participants, and is available only to applicants living in the United States. Additional factors that may be considered include whether or not the applicant would be a good role model, whether or not the applicant has been a supporter or promoter of health-related sports activities in his/her home community, and whether or not he/she is receiving financial assistance from another organization.
• All first- and second-year instructor/guides are required to arrive at SFL a day early to participate in instructor/guide training. If an alumni instructor/guide feels that he/she would be more comfortable with additional training, that instructor/guide may also participate in instructor/guide training at the organization's expense.
• Keep MIP Coordinator posted as to instructor/guides requesting the MIP program.
• Upon return of confirmation materials the following must be completed by the Instructor/Guide Applications Coordinator:
  · Send monies to SFL treasurer or Treasurer's designee, ten to fifteen checks at a time
  · Send necessary information to Registration and Housing Coordinator
• Summary sheets of all funds and forms sent to other people should be retained by the Instructor/Guide Applications Coordinator.
• Other Coordinators must be kept apprised of all last-minute changes. They should be contacted by phone or e-mail about changes that occur after January 1.
• Work with the Visually-impaired Participant Applications Coordinator and Event Chair, as necessary, to identify instructor/guides who may be appropriate to guide prospective participants with impaired hearing.

November 1

• All requests from anyone who will not be an instructor/guide (including dignitaries, spouses, children, or any other "extras") should be referred to the Other Attendee Coordinator. This Coordinator will handle all aspects of their registration and collect any monies owed.
• Advise Visually-impaired Applications Coordinator, Mobility-impaired Applications Coordinator and Event Chair on the number of applications received to date. Also provide a forecast on the number of instructor/guides who will eventually apply and attend the event. Update periodically through the start of the event.
• Review instructor/guide applications received to date and identify applicants with marginal cross-country skiing skills, physical limitations, and/or questionable guiding abilities. Discuss with Event Chair and/or SFL President, as necessary, to determine the appropriate course of action in each case. This could involve rejecting the applicant, requiring that the instructor/guide attend the instructor/guide training sessions prior to the event, and/or identifying an appropriate participant match for the instructor/guide.
• Review applications of those who have requested financial aid. Decide, in consultation with the Event Chair and/or SFL President, how much financial aid each individual applicant is to receive. The maximum is 50% of the double-occupancy event fee.
• Obtain from the Guide Training Coordinators the names of those selected to be Guide Trainers.
• Continue sending out Acceptance Letters and forms. Include an Instructor/Guide Manual in the mailing to all first- and second-year instructor/guides.
• Send rejection letters to applicants who are not being invited to attend the event.
• Review additional applications as they are received, using the criteria identified, and make acceptance decisions as appropriate. Mail each applicant the appropriate letter and forms as these decisions are made.

December 1

• Prepare a forecast of the number of instructor/guides who will eventually apply and attend the event, based on the Instructor/Guide Applications Coordinator's discussions with veteran instructor/guides who have not yet applied and on any other information that is relevant. If an instructor/guide shortfall seems likely, work with the Guide Recruitment Committee and local contacts to address the problem.
• Send a reminder letter or postcard to accepted applicants who have not returned all necessary forms within four weeks of being notified of acceptance. If no response is received within a reasonable amount of time, this should be followed up with a telephone call.
• Forward a list of names and countries of all non-Norwegian foreign instructor/guides to the Event Vice Chair for the acquisition of country flags and the preparation of the national anthem tape.
• When a request is received for special dietary accommodations, inform the Meals Coordinator of the specific request. Such requests should be negotiated between the Meals Coordinator, the individual, and the hotel, to determine if the request can be met. If the request is beyond the scope of what can be provided in a large group setting, the individual should be advised that he/she will need to personally supplement what can be provided by SFL.
• Travel information will be forwarded to you from the website form. Verify from each applicant's Travel Form that he/she is arriving on the date, and at the time, anticipated. Follow up as necessary.

January 1

• Send a complete list of accepted applicants to the Registration and Housing Coordinator, Transportation Coordinator, and the Meals Coordinator. This list should be arranged alphabetically and include each applicant's complete name, address and phone number(s).
• Send the First Aid Coordinator a list of accepted applicants who are medical professionals or who are certified in first-aid and/or CPR.
• Send the Meals Coordinator an alphabetical list of those requesting each of the two meal plans.
• Send the Awards Coordinator a complete list of accepted applicants. The list should contain the applicants name and the number of prior SFL International events that the instructor/guide has attended, and be arranged by years of participation.
• Keep all coordinators posted about cancellations and late admits, supplying each person with the information they need for their function.
• When/if it is apparent that no more applicants can be accepted, send rejection letters to those not accepted.

One Week Prior to the Event

• Provide Registration and Housing Coordinator with an alphabetical listing of instructor/guide names and addresses for distribution in the registration packet.
• Prepare the following three lists for use in guide/skier matching:
  · A list of all instructor/guides, ordered by age from youngest to oldest. The list should include the person's name, age, SFL year, skiing ability/skills, height, weight, their non-SFL experience, their participant preferences (VIP/MIP, gender, experience, competitor/recreator), and the names of the instructor/guide's participants for any of the previous five SFL International events that they have attended.
  · A list of participant requests from instructor/guides.
• Send Guide/Skier matching information in either print or electronic formats to the Event Chair, SFL President, Guide Training Coordinators, and the Visually-impaired Participant Applications Coordinator. Hand carry additional print copies of this information, as necessary, to the event.
• Prepare and bring to SFL the following lists and information:
  · An alphabetical list of instructor/guides, indicating what forms, funds and/or information, if any, is outstanding for the participant.
  · A copy of the most recent Payments List, for review with the SFL Treasurer.
  · A list of instructor/guides who will have a birthday during the event
• The cumulative alphabetical payment list should include name, total cost for that person, amount paid, subsidy, and balance due.
• Bring Applications, Waiver of Liability Forms and Emergency Data Forms for all instructor/guides to the event. Applications and Waiver of Liability forms should be arranged alphabetically in a three-ring binder, with the Emergency Data Form similarly arranged in a separate binder. Each binder should be clearly marked as to its contents.
• Provide Event Vice Chair with an alphabetical listing of participant names and addresses for PREPARATION OF THE ATTENDEE LIST THAT IS E-MAILED TO ALL EVENT ATTENDEES.

International Week

• Attend all morning "sunrise" meetings during the week.
• Participate in guide/skier matching with Visually-impaired Participant Applications Coordinator, Guide Training Coordinators, the Event Chair, and the SFL President. This meeting will usually take place on Saturday, after the instructor/guide training session for first- and second-year instructor/guides ends.
• During Registration on Saturday and Sunday collect any remaining monies owed and any forms missing before authorizing a room key and name tag for each instructor/guide.
• Give Emergency Data Forms to First Aid Coordinator.
• Give list of participants having birthdays during the event to the Announcer.
• Work with the Event Chair, SFL President and other coordinators, as necessary, to resolve any problems or issues involving instructor/guides.
• At the end of the week, give Applications and Waiver of Liability Forms to the person who will be responsible for transporting them to the SFL Office for retention. Clearly indicate on the outside of the binders holding these documents how long they are to be retained in the office.

Post-Event

• Attend wrap-up meeting (if requested).
• Prepare a statistical summary of applicants and participants, and compare findings to the previous event.
• Identify problems and major issues that occurred during the application process or during the event. Recommend changes to SFL procedures or policies as appropriate.
• Records must be retained for 10 years.