People

Team	Parents	Non-parents
Pile Manager
Runner
Packager
Carrier
Unassigned	Asmita, Umesh, Sanjay, Rajiv, Anurag, Malini	Devin, Anisha, Arjun

Organize

1. Packing Location
1. Saturday 13 September 2014, 10am
we should be done by noon if we can find enough volunteers
2. Address
14 Sky Top Drive
Denville, NJ 07834
3. Please park the car in the driveway and come to the back of the house
4. Take the door to go down to basement
5. Please bring functional kids with you, if possible. We need a lot of runners to move goods around.
6. All comments are welcome, let us avoid same-day improvisations
2. Following Groups will be made
1. Pile managers - distribute stuff from pile to runners
2. Runners - Take the stuff from Pile and give it to packagers. The packager should be busy all the time.
3. Packager - Put the package together and make sure it is complete and correct. Put it behind you
4. Carrier - Take the package from Packager and put it one of 7 rows as per the family ID sheet. Make sure space around packager is not cluttered. Remove any empty boxes.
3. Following piles are needed
1. White bag
2. Family ID stickers
3. Family package, single sided printing
For each family following pages are present
1. Family Information page - 1 per family, in white bag
2. Binder front and back pages - 2 per student, stick inside binder
3. New Student Coupon - as applicable - 1 per student, in white bag
4. homework, blue paper - double sided, 3 hole, 1 page per student - go inside the binder
5. Language material, Yellow papers, - double sided, 3-hole, 4 pages per student - go inside binder
6. Teacher thank you notes
7. Plastic ID badges
8. Binders - 1 per student, make even piles next to packager
9. New student material - Bags, CD, Prayer Book - 1 set each new student
10. Pencils - 2 per student, make even piles next to packager
11. 1-page calendar - make even piles next to packager
4. Workflow
1. A pacakager should have supply of binders, 1-page calendar and pencils
2. Pile Manager - Start with a white bag
1. Put Family sticker on it
2. If the sticker says Teacher, please take one page from Teacher Appreciation file
3. Collect Family stuff from Family Package - between family page to family page
4. Collect Blue Pages - 1 page per student organized by family id and student id
5. Collect Yellow Papers - 4 pages per student organized by family id and student id
6. Collect badges for the family. One per student
7. Put all these things in the white bag and pass it to the packager
3. Runner - run bags from Pile Manager to Packager and provide supplies to packager as needed
4. Packager to organize white bag
1. Read Family Information page in the bag for packing list
2. Put thick page calendar in the bag
3. Take one binder for each student
4. Insert front page and back page on each binder
5. Open the binder, put the blue and yellow pages in it
6. Put 2 pencils per student in white bag
7. For each new student - call runner for prayer book, prayer cd, book bag and put it in white bag.
8. Insert one gift coupon for each new student in the bag
9. The packager is responsible for making sure that bag is complete and correct.
5. Put the bag behind you to be picked up by Carrier
6. Carrier - organize bags by the pile number listed on the sticker.
7. Anurag to put some indicator for new familes in pile 6 and pile 7.
5. Transportation
1. We expect seven (6x20 plus spillover) rows of bags
2. Drivers should sign up to take them from packing location and bring it to school next morning by 8:45am
3. We would love to have volunteers assigned for each row before the work day

Distribute

1. Organize binders by family id
2. One person for check in
3. A set of people to deliver the bags
4. Before delivering, look at the sticker. Welcome new families and thank the teaching families for their service.
5. If we are able to put stickers for new student on the white bag, greet the new student
6. Umesh to deal with people who cannot find their family id or read emails or are difficult in other ways.

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emails

Admission Confirmation	Aug 1	Tell families what we know about them and enrolment
Opening Day	September 13	Opening day announcement and family information
Teachers	September 13	Welcome, roster, attendance sheet

Reports for printing

Directory: Dropbox/Vidyalaya-Roster/2014-15/OpeningDay/pdf/

2014-01	Room List	white	OpeningDay	PrintAllRooms();	Room signs
2014-02	Family Details	White	OpeningDay	PrintDistributionMaterial();	Family pages for binder
2014-03	Homework	Blue, 3-hole, duplex	OpeningDay	PrintHomework();	Homework Log/Birthday
2014-04	Language	golden rod, 3-hole, duplex			Language Material, order 20 extra Hindi, 10 Guj and 5 Telugu
2014-05	Calendar	White Thick	Dakhila, export to Word		Calendar for Refrigerator

Reports for email

Roster	Student, Parent names, contact	Publications::Roster(2014); Publications::ClassDirectory(2014);
Attendance	Attendance Sheet	Publications::AttendanceSheet(2014);

Reports for publication

School	Name and location of school
Family List	Enrolled families and volunteers
Teachers	Teachers
Ad	Sponsor Advertisements
Layout	School Layout with Classes
Calendar	Calendar for the year
Lables	Request Praveen help to turn Dropbox\Vidyalaya-Roster\2014-15\OpeningDay\familyList.csv into labels

To-do

Asmita/Anurag	Approve email drafts Confirmation Opening Day Teachers
Umesh	All files should be ordered correctly, verify page count
Umesh	Inventory Check
Umesh	Create Mailing lists for Teachers
Umesh	Create Mailing lists for all

1. August 1, 2014
mail admission confirmations
2. Umesh count the material he has at home
3. Praveen to print sticker for family bags
4. Praveen to prepare pdf for badges
5. anurag/mayank to decide whether to print it
6. Umesh: Prepare Documents for Printer
1. Room List to give to Anurag
2. Distribution Material
3. Homework, Language File
Make sure it is in same order as distribution material.
4. Prepare coupon for new students for t-shirt
5. Give new student list to Monika, Dropbox/Vidyalaya-Roster/2014-15/roster/newStudents.csv, Publications::NewStudents(2014);
7. Umesh: Prepare Documents for Electronic distribution
1. Attendance sheet - actually decide if to distribute printed version (NO)
2. Mailing list
3. Class Roster
8. Rajiv: Purchase binder and three hole punch paper.
9. Sep 13, 2014
1. Send email to all registered families
1. Admission::admissionConfirmationEmail(2014);exit();
2. Asmita to approve draft
2. Consider email to Teachers
1. Admission::TeacherEmailAttendanceAssessment(2014);exit();
2. Deepa has approved draft
3. Put the stuff together (see above)
4. Sanjay/Rajiv/Mahendra: Carry stuff to school
10. Sep 14, 2014
Distribute (see above)
1. Picture - try to concoct a plan and try to get some pictures done.
2. Asmita/Anurag to prepare opening day