ESL Facility Coordinator Update reservation for space with property host for next 12 months

  • Introduce yourself to the property host. We usually have our ESL schools at churches.
  • Tell those facility POCs your own contact info when you assume the role and let them know you’ll be the main POC for coordination issues.
  • Take initiative to deconflict with other events at the property

Points of Contact

*Note

  • Blue coloured fonts are for Morning School
  • Pink coloured fonts are for Evening School

NHBC Ministry Assistant is Joy (as of May 2024): , 254-681-2373 (mobile). If she cannot help, Dr. Rev. Kevin Steele’s info is: 

FPC Send requests to the FPC Outreach Assistant (Luke’s assistant). This person is called our “super user” for the reservation system. As of June 2024, this position is vacant. If there is no outreach assistant (e.g. no “super user”), send it to Kelly Tabb (she is the overall database administrator), . Ask her to add you to her security distro list.

Ask the Communications Specialist (who works for Sandy Lanclos) to add you to the reservation calendar distribution list.

➡️Reserve physical location and all equipment and supplies possible ( FPC & NHBC)

  • We do not want to take advantage of our hosts, but we want to ask for them to provide everything possible. This lessens the burden on our volunteers and budget (Link is donor supported).
  • Ensure property owners know:
    • Academic year start date (e.g. early September)
    • Academic year end date (e.g. mid-May)
    • Exceptional days that we don’t meet (e.g. Thanksgiving, Christmas, New Years, Masters)
  • Coordinate for security:
    • Get key from property host for Facilities Host person
    • Find out what times staff or security or others will or will not be there.
    • For FPC, ask that both halves of courtyard doors are unlocked so students don’t get confused if they try the wrong door first. Always assume this is someone’s first few days in the US and they don’t speak English.
    • Ask that building is unlocked by 6pm
  • Get general info from property host
    • Know from hosts how early a student can come. E.g. will it be unlocked? Will host-provided child care be available?
    • Know from hosts how late we can stay? E.g. What time does any host-provided security clock out?
    • Make sure you know facilities obligations (e.g. who takes out trash?)

➡️NHBC floor plan

➡️FPC floor plan

➡️Making reservation at FPC

  • System. The FPC room and setup reservation system is called the Ministry Platform. Thankfully, you don’t have to get in the system. That’s where our Super User (Luke’s assistant) or the overall database admin helps us.
  • Options. You can not only request rooms but also the equipment, and FPC will set it up. This includes: tables (& coverings), chairs, whiteboards, dry erase markers, HDMI cables, etc.
  • Confirming. FPC is a big organization and things can fall through the cracks. So Kelly sends out weekly confirmations to Jackie & others of what the FPC operations staff (“sextons”) should set up. Please get with Jackie as often as necessary in order to make sure they know what we need. It is written in stone by Thursday the week before the actual setup is done (for example when she sends it on Thursday, 11.9 it will be the schedule for 11.13-11.20)
  • If we fail to confirm. If there is an error on our setup request after Wednesday, we have to set it up ourselves and put it back where we found it.

➡️Take initiative to deconflict with other events at property