2011 2012 Detailed Action Plan

THE LEARNING EXCHANGE
TLE Detailed Action Plan 2011/2012
STRATEGIC DIRECTION 1: Sustainability > Strengthening TLE
GOALS Raise awareness and understanding of literacy services available through The Learning Exchange Expand partnerships and strengthen connections Develop and maintain solid infrastructure Increase overall membership
Raise awareness and understanding of literacy services available through The Learning Exchange Marketing
Main initiative and Actions Expected Results
TLE recognized within community and amongst partners
Responsible
Executive Director Communication Consultant Administrative Assistant
Timeline
Ongoing 2011 - 2012
1.1
Effectively market the services of The Learning Exchange and its vision/mission, within the community and amongst partners In 2012 create a 3 year marketing plan: Review previous marketing plans/strategies Hire marketing consultant Organize/facilitate planning meeting Hold 2 day marketing planning meeting Develop plan Put plan into effect
1.2

Established direction for Marketing & Communication strategies/activities for TLE
Staff Consultants BOD
Spring 2012
-1-
Prepared by Darlene Brown May 2011
Communication/Promotional
Main initiative and Actions
1.3 Ensure regular communication of The Learning Exchange news and information to members, other literacy providers, partners, schools and community organizations Annually, produce and distribute three editions of the News and Views newsletter and post on website Regularly, post information on TLEs Google calendar Promote TLEs services, website and Learning Links within the community Post news and events on TLEs Facebook Post family literacy news on TLEs Connections Use Twitter to inform members
Expected Results
Responsible
Timeline
Informed members, partners, organizations and community
Communication Consultant
Ongoing 2011 - 2012
1.4
Annually create a list of literacy and community events 1.5 Select community and promotional events to attend
Annual list of literacy and literacy-related community events Calendar of events Increased communication Increased communication Promotional materials available for TLE Enhanced presence in community
Administrative Assistant Executive Director Communication Consultant Executive Director Executive Director Staff BOD TLE members
September 2011
1.6 1.8
Attend McGill Volunteer Fairs
Sept. 2011 & Jan. 2012 Fall, Winter, Spring Ongoing 2011 - 2012
1.7 Annually hold communication events Update/create/print promotional materials as needed 1.9 As needed, distribute communication packages and promotional materials at events within the community 1.10 Improve/increase Facebook presence for communication/promotion: Review/assess how to best use Facebook for TLE Create photo albums: Upload photos, tag, etc. Create Increase use of TLEs Facebook to post news, events and promote TLE Increase TLEs fans Promote to members, etc.
Effective use of social networking to communicate TLEs mission, vision and mandate
Communication Consultant Administrative Assistant
Ongoing 2011 - 2012
-2-
Expected Results
Responsible
Timeline
Ongoing 2011 - 2012
1.4
Annually create a list of literacy and community events Initiate the TLE Literacy Spirit Award to a member of the community in recognition of their outstanding support/effort in literacy (i.e. Present award at SWL Gala)
Annual list of literacy and literacy-related community events Literacy supporters recognized
Administrative Assistant Executive Director September 2011 May 2012
1.11
TLE Website/Learning Links

1.12 Annually, retain service of webmaster 1.13 Link The Learning Exchange website to other literacy and community organizations sites 1.14 Update and monitor site Scribd documents/sections Monitor analytics and use to advantage Review referrals (from analytics) and update as needed Update/upload master documents Update Learning Links 1.15 Improve document set up on website/Scribd Review all documents and assess situation
Expected Results
Webmaster expertise Higher profile for TLE
Responsible
Executive Director Executive Director Webmaster
Timeline
Fall 2011
Up-to-date website Links to other websites Current statistics regarding website hits Easier to use Executive Director Webmaster Website Volunteers Executive Director Website Volunteers
Ongoing 2011 - 2012
Winter 2011/2012
-3-
Expected Results
Responsible
Timeline
Ongoing 2011 - 2012
1.4
Annually create a list of literacy and community events Write descriptions for all documents Upload new/updated items to website Update as needed 1.16 TLEs social networking links: Establish routine for regular posts to Facebook and Twitter Better organize TLEs You Tube channel
Annual list of literacy and literacy-related community events
Administrative Assistant
September 2011
Up-to-date news and information posted online
Expand partnerships and strengthen connections Partnerships and Networking

1.17 Annually, maintain existing partnerships
Expected Results
Strengthened established partnerships
Responsible
Communication Consultant Executive Director Administrative
Timeline
Ongoing 2011 - 2012
-4-
Expand partnerships and strengthen connections

Assistant
1.18
Meet with representative from McGill re: ProBono student program for two additional students 1.19 HRSDC submit proposal for project partnership
Legal information as needed Executive Director New project for at risk youths established Communication Consultant Executive Director Administrative Assistant Executive Director BOD Executive Director BOD TLE Governing Board Rep Executive Director BOD Communications Consultant Summer 2011
1.20
Contact potential partners to increase partnerships and networking opportunities SWL Adult Ed. administrators Career Lab representative at Pont Viau
Established new partnerships
Fall 2011
CLC (explore partnership possibilities) 1.21 Continue partnerships to maintain and

update Learning Links
Partnerships established to continue work on Learning Links Representative on SWL/Vimont Governing Board
Starting September 2011 Regular contact October 2011 (after AGM)
1.22
Annually, appoint board member to represent TLE as Community Representative on SWL/Vimont Governing Board
1.23 Attend SWL School Board meetings and functions as needed
Representation of TLE New community contacts
1.24 Develop two new community contacts annually
Partnered with more community organizations than at present, and providing literacy services in conjunction with other social benefits Increase of event attendance and partnership amongst community organizations
1.25 1.26
Annually, attend 2 3 community events
Ongoing 2011 - 2012
Partner with CDC-Laurier/Vimont and other community groups for events: Adult Learners Week Hold festival and workshops Promotional activities Open House Book Give-Aways Family Literacy initiatives
Increased partnership for events Participation of learners
Executive Director Partners
-5-
Develop and maintain solid infrastructure TLEs Infrastructure

1.27 Increase funding to open additional 4 weeks a year 1.28 Annually, update and review all TLEs master documents 1.29 By-laws: Distribute proposed by-laws changes to membership Present to membership for ratification at 2011 AGM
Expected Results
Improved hours to achieve goal/strategic direction
Responsible
Executive Director
Timeline
Immediate August 2011
Up-to-date documents By-laws ratified by TLE members to comply with new regulations Executive Director Administrative Assistant BOD Executive Director Administrative Assistant ProBono McGill Students BOD Policy and Procedures Committee Executive Director
Summer/Fall 2011
1.30
Letter of Patent : Apply for new Letter of Patent Forward new by-laws and Letter of Patent to MELS (PACTE)
Current Letter of Patent
Starting October 2011
1.31 Policy and Procedures (P & P): Establish P & P Committee to review and
incorporate changes to by-laws into Policy and Procedures document Present to BOD for approval Reformat document 1.32 Orientation Manual: Incorporate changes from P & P Format, print, distribute and post to Scribd
Updated Policy and Procedures document to reflect changes to by-laws
Fall (after AGM)
Updated Orientation Manual
Executive Director
2012
Committees and Board of Directors

Well-governed, cohesive and informed BOD New director on BOD A functional Board with the right background experience and contacts to meet the Strategic Plan requirements TLE member participation on committees
Responsible
BOD Executive Director Nominating Committee Communications Consultant Executive Director Administrative Assistant
Timeline
Ongoing 2011 - 2012
1.33
Annually, develop Boards strength Elect one new director annually Maintain a balanced Board Meet to review strategic/action plan
1.34 Annually, promote and advertise different committees and duties List in Annual Report list of committees and members
-6-
Develop and maintain solid infrastructure TLEs Infrastructure

1.35 Represent the issues and concerns of TLEs adult students through representation and involvement on boards, committees and other key organizations Broad representation for TLE students at key organizations Executive Director Board of Directors Staff
Staff and Consultants

Main initiative and Actions Expected Results Responsible Timeline
1.36
Increase work hours to fulltime for salaried staff: Executive Director + 10 hr per week = fulltime Administrative Assistant + 15 hours = fulltime Increase budget to hire a Communications Consultant
Increased human resources to run/manage TLE
Immediate
1.37 1.38
Strengthened communications opportunities
Executive Director
Immediate
Broaden and strengthen professional development programs for staff and Consultants 1.39 Increase opportunities for staff development and team building 1.40 Recognize and support staff and consultants for successes and effort
Increased opportunities for staff and consultants Cohesive team Staff/Consultants recognized Executive Director BOD
Ongoing 2011 - 2012 Starting Fall 2011 Ongoing 2011 - 2012
Funding
1.41 Research potential funding sources and write proposals for funding Request/justify additional funding from PACTE Apply as needed in conjunction with Strategic Plan Apply to Canadian Heritage Maintain membership via Canada Helps ! Seek new funding sources opportunities Additional funding to deliver the programs and services Request submitted and additional PACTE funding approved Executive Director Communications Consultant Ongoing 2011 - 2012
Expected Results
Proposals written and accepted to increase funding
Responsible
Timeline
Increase Overall Membership Recruitment and Retention -7Prepared by Darlene Brown May 2011
Staff and Consultants

Main initiative and Actions Expected Results Responsible Timeline
1.36
Increase work hours to fulltime for salaried staff: Executive Director + 10 hr per week = fulltime Administrative Assistant + 15 hours = fulltime Increase budget to hire a Communications Consultant
Increased human resources to run/manage TLE
Immediate
1.37
Executive Director Strengthened communications opportunities Immediate

1.42 Involve existing and new partners in recruitment
Expected Results
Increase community network New members recruited
Responsible
Communications Consultant Executive Director Administrative Consultant Communication Consultant Executive Director Communication Consultant Administrative Assistant BOD
Timeline
Ongoing 2011 - 2012
1.43
Begin recruitment/ Advertise for new volunteers Recruit new volunteer tutors Recruit website volunteers Recruit youth volunteers Begin recruitment of new students to match with trained volunteers Establish strategies for a new recruitment campaign (Marketing Campaign 1.2 i.e. Advertise and post information online, write articles for local newspaper) Implement strategies
Starting September 2011
1.44 1.45
Increased membership/New students recruited
Established recruitment strategies for TLE
2012
-8-
STRATEGIC DIRECTION 2. EXCELLENCE > PROVISION PROGRAMS
OF
SERVICES
AND
GOALS Develop and improve services & programs Improve access and intake procedures Provide quality training and professional development Be responsive to the membership and community: Implement new services and programs based on needs
Develop and improve services & programs Book Club

2.1 Continue to build upon Book Club membership: Support organizers of club Establish regular location for meetings Promote Book Club events and report on activities Provide Book Club with book give-aways
Expected Results
Responsible
Executive Director Book Club Chair
Timeline
Improved location/access
Fall 2011
Family Literacy Program

Improved information for community about initiatives, activities, events, ideas and resources related to family literacy Increased support for parents/families Expand Family Literacy initiatives and programs, events of 100+ Improved information for community about initiatives, activities, events, ideas and resources related to family literacy
Responsible
Executive Director Web Master Library Consultant/Trainer Executive Director Administrative Assistant Family Literacy Committee Communications Consultant
Timeline
Fall 2011
2.2
Develop TLE Connections website
Secure funding to develop & design website Link to relevant sites Parent/family information and support 2.3 Continue to build upon family literacy program initiatives within the community Acquire additional funding Involve parents as volunteers Involve youth as volunteers 2.4 Provide schools and community organization information, resources and support for Family Literacy Day initiatives Promote/post activities on TLE and Literacy Canada Websites Add events and information to FLD Google calendar Distribute FLD promotional materials from
Ongoing 2011 - 2012 Starting November 2011
-9-

Improved information for community about initiatives, activities, events, ideas and resources related to family literacy Increased support for parents/families Expand Family Literacy initiatives and programs, events of 100+
Responsible
Timeline
Fall 2011
2.2
Secure funding to develop & design website Link to relevant sites Parent/family information and support 2.3 Continue to build upon family literacy program initiatives within the community Acquire additional funding Involve parents as volunteers Involve youth as volunteers Literacy Canada to schools and communities Provide information 2.5 Involve childrens parents in Family Literacy activities at the schools 2.6 Increase number of Family Literacy events
Ongoing 2011 - 2012
Increased parent involvement and promotion of family literacy Improved Family Literacy program
Starting January 2012 Starting January 2012
Resource Center/Drop-In
2.7 Manage and improve access/use of Resource Center and TLE services to community Hold monthly book give-aways Post hours on new board Promote within Vimont Center Colorful promos...change regularly Post newsletter Banner
Expected Results
Services well promoted Better learning environment, able to accommodate needs of TLE members and community Students able to use on drop in basis Up-to-date technical/library resources
Responsible
Executive Director Library Consultant Administrative Assistant Executive Director
Timeline
Ongoing 2011 - 2012
2.8
Regularly, maintain, update, upgrade and purchase necessary equipment for Resource Center: Laptops PCs printers headsets speakers tape recorders magazine boxes/name holders library supplies
- 10 -

Improved information for community about initiatives, activities, events, ideas and resources related to family literacy Increased support for parents/families Expand Family Literacy initiatives and programs, events of 100+
Responsible
Timeline
Fall 2011
2.2
Secure funding to develop & design website Link to relevant sites Parent/family information and support 2.3 Continue to build upon family literacy program initiatives within the community Acquire additional funding Involve parents as volunteers Involve youth as volunteers SMARTboard with projector arm
Ongoing 2011 - 2012
Improve access and intake procedures Access to Services

2.9 Review access to services and available support Staff requirements Services offered Track incoming calls re: where they heard about us
Expected Results
Responsible
Timeline
Knowledge of needs
Executive Director
Ongoing 2011 - 2012
- 11 -
Access to Services
2.10 Increase opportunities for service access to community Promote Internally: Meet with teachers/staff/admin. Luncheon with key people at Vimont Volunteers wear identifiable nametags/lanyards Survey to teachers End of year summary of work with SWL Promote externally: Student handbook info page Look for new venues to advertise for volunteers and promote services Promote at local kiosk Look for more partners within community Partner more with SARCA monthly meetings/updates SWL Annual report 2.11 Hold annual ACE Community Festival
Expected Results
Responsible
Timeline
Increased awareness of TLE services Increased community use/access to TLE services
Executive Director Administrative Assistant
Ongoing 2011 - 2012
Outreach, awareness and community spirit Recognition of adult learners Increased visibility of TLEs services
Executive Director Administrative Assistant Communications Consultant
March 2011
Intake and Matching Procedures

2.12 Review intake and matching procedures
Expected Results
Assessment of needs
Responsible
Executive Director Library Consultant/Trainer
Timeline
Fall 2011
Provide quality training and professional development Train New Volunteers

Increased training opportunities More trained volunteers Increased retention of potential volunteers Current methods for training
Responsible
Executive Director Communications Consultant Executive Director
Timeline
July 2011 Ongoing 2011
2.13
Secure additional funding to increase training schedule from three sessions offered to eight 2.14 Work with LVQ on training initiatives Attend workshop sessions Review findings and how they relate to TLE
- 12 -
Access to Services
2.10 Increase opportunities for service access to community Promote Internally: Meet with teachers/staff/admin. Luncheon with key people at Vimont Volunteers wear identifiable nametags/lanyards Survey to teachers End of year summary of work with SWL Promote externally: Student handbook info page Look for new venues to advertise for volunteers and promote services Promote at local kiosk Look for more partners within community Partner more with SARCA monthly meetings/updates SWL Annual report 2.11 Hold annual ACE Community Festival
Expected Results
Responsible
Timeline
Increased awareness of TLE services Increased community use/access to TLE services
Ongoing 2011 - 2012
Outreach, awareness and community spirit Recognition of adult learners Increased visibility of TLEs services
Executive Director Administrative Assistant Communications Consultant
March 2011
Intake and Matching Procedures

2.12 Review intake and matching procedures
Expected Results
Assessment of needs
Responsible
Executive Director Library Consultant/Trainer Executive Director
Timeline
Fall 2011
Design program for training
2.15
Update training to incorporate new ICTs available
Relevant and improved training / Engaged participants
Starting September 2011
- 13 -
ICT Training
2.16 Use ICT training to increase the success rate of adult literacy students Computer training for tutors (following Basic Training) to tutor students on ICT use Training for students 2.17 Promote use of computers and related equipment
Expected Results
Students competency level increased (real life application of ICTs)
Responsible
Executive Director
Timeline
Computers and ICT equipment at Resource Center used by students Partnership with RECIT Increase relevancy of links Organize Learning Links for ease of use Learning Links used by students across the province Promotional material developed Increase access and use of ICTs
2.18
Ongoing 2011 - 2012
Continue to develop, update and promote the Learning Links and other created websites Create promo bookmark/postcard for Learning Links, TLE Connections, Social Networking Ideas, (i.e. include address how to get to it, short description, instructions) Workshop proposals at QAAL, QPAT, etc.
Executive Director RECIT
2.19 Implement learning opportunities for students re: ICT use
January 2012 to June 2012
Workshops/ Professional Development

2.20 Offer a variety of workshops based on identified needs and requests from membership 2.21 Promote members active participation in continued training and tutoring opportunities Increase frequency Offer during regular school hours Invite Vimont staff/students Work with CLCs
Expected Results
Outreach, improved services Meaningful workshops provided
Responsible
Executive Director Administrative Assistant Trainer
Timeline
Increase participation of TLE members and community
Ongoing 2011 - 2012
2.22 2.23
Monitor the trends in literacy within the educational renewal and adapt accordingly Train members in use of ResourceMate
Knowledge of renewal initiatives Trained staff
Executive Director Library Consultant As needed
- 14 -
Be responsive to the membership and community: Implement new services and programs based on needs Program Development
2.24 Develop and promote Library visits Increased learning opportunities 2.25 Increase opportunities for everyday life learning Start monthly shared skills gatherings Hold craft events Advertise/promote services 2.26 Develop International Womens Day Renew membership to Girls Action Foundation Apply for project funding Start a committee with students and volunteers to develop and plan activities for event Post event/activities to websites Hold events Outreach Answering the demands/needs of the clientel
Expected Results
Engaged students
Responsible
Executive Director Student Library volunteer Executive Director
Timeline
Starting September 2011 Starting November 2012
Engaged members Successful planning and implementation of an event Answering the demands/needs of the clientel
Executive Director
2.27
Development of essential skills program: workshops for students re: essential skills training: In 2011, begin to act upon research results of new programs and resources re: essential skills Starting in 2012, link TLE web site and Learning Links with essential skills-related sites By 2012, have free HRSDC essential skills materials available to members
Define literacy programs that we can implement Development of essential skills training workshops Establish resources, links and programs for students Executive Director February 2012
- 15 -
STRATEGIC DIRECTION 3. EFFECTIVENESS > MEMBER OUTREACH, SUPPORT AND RECOGNITION
GOALS Provide members with networking opportunities Provide students with the necessary tools and skills to function successfully in everyday life Ensure members are engaged and have a positive experience
Provide members with networking opportunities Networking

3.1 Regularly provide networking opportunities amongst members, Board and staff 3.2 Provide opportunities for students to interact with learners from other councils Invite students to participate in outside events Get students involved in SUN program Support new student speakers (provide budget, etc.) and provide leadership Host and participate in student events and get-togethers
Expected Results
Increased networking opportunities
Responsible
Timeline
Ongoing 2011 - 2012
Have at least one student from TLE on SUN team Increase number of students attending outside events by 20% Host annual student event Executive Director Student Leader volunteer Ongoing 2011 - 2012
Provide students with the necessary tools and skills to function successfully in everyday life Student Development
3.3 Provide diverse range of learning opportunities for students Offer TLE services based on expressed needs of students 3.4 Increase learning opportunities and resources for adult learners who are parents Promote Parents of Vimont group Hold workshops Provide support and resources
Expected Results
Maintain high level of student satisfaction
Responsible
Executive Director Executive Director Administrative Assistant Family Literacy Committee Staff
Timeline
Ongoing 2011 - 2012
Increased parent awareness and involvement especially during key family literacy events during the year Increase students participation and attendance at
3.5
Encourage students participation and
- 16 -
Provide members with networking opportunities Networking

attendance at events and workshops i.e. Blue Metropolis, LVQ Annual Conference, Adult Learners Week and similar events 3.6 Encourage students involvement at TLE
Expected Results
events and workshops by 20% Increase students involvement and visits to TLE
Responsible
Executive Director
Timeline
Student Resources
3.7 Purchase appropriate resources for students
Expected Results
Inventory of quality and relevant resources Knowledge of essential skills resources/programs for students Increase learning opportunities by 20% Student autonomy
Responsible
Executive Director Executive Director
Timeline
Ongoing 2011 - 2012 September 2011 to December 2011 By 2011
3.8 3.9
Increase resources re: essential skills
Present learning opportunities to provide students with essential skills
Ensure members are engaged and have a positive experience Events

3.10 Establish a Social Committee of volunteers, staff and students to organize annual events 3.11 Hold Annual events: Holiday Party Volunteer Appreciation TLEs Celebration Event
Expected Results
Well-organized and planned events Memorable experience at TLE
Responsible
Administrative Assistant
Timeline
Fall 2011 Ongoing 2011 - 2012
Support and Recognition

3.12 Hold Volunteer Voice twice a year
Expected Results
Shared volunteer experiences
Responsible
Administrative Assistant Volunteer Voice volunteer Administrative Assistant Student Chat volunteer
Timeline
Fall 2011 and Spring 2012
3.13
Hold Student Chat twice a year
Shared student experiences
- 17 -
Student Resources
3.14 Establish new initiatives to support and recognize members 3.15 Write articles for TLEs News and Views celebrating members achievements 3.16 Reward and recognize members efforts for TLE 3.17 Submit members names for the Literacy Awards Recognition
Expected Results
New ideas to support members Engaged membership TLE members recognized TLE members recognized
Responsible
Executive Director Executive Director Administrative Assistant Executive Director Executive Director TLE Members
Timeline
Ongoing 2011 - 2012
- 18 -

2011 2012 Detailed Action Plan

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2011 2012 Detailed Action Plan

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THE LEARNING EXCHANGE

TLE Detailed Action Plan 2011/2012

STRATEGIC DIRECTION 1: Sustainability > Strengthening TLE

Established direction for Marketing & Communication strategies/activities for TLE

Staff Consultants BOD

Prepared by Darlene Brown May 2011

THE LEARNING EXCHANGE

TLE Detailed Action Plan 2011/2012

Informed members, partners, organizations and community

Ongoing 2011 - 2012

Attend McGill Volunteer Fairs

Communication Consultant Administrative Assistant

Ongoing 2011 - 2012

Prepared by Darlene Brown May 2011

THE LEARNING EXCHANGE

TLE Detailed Action Plan 2011/2012

Informed members, partners, organizations and community

Ongoing 2011 - 2012

Administrative Assistant Executive Director September 2011 May 2012

TLE Website/Learning Links

Ongoing 2011 - 2012

Prepared by Darlene Brown May 2011

THE LEARNING EXCHANGE

TLE Detailed Action Plan 2011/2012

Informed members, partners, organizations and community

Ongoing 2011 - 2012

Annual list of literacy and literacy-related community events

Up-to-date news and information posted online

Expand partnerships and strengthen connections Partnerships and Networking

Prepared by Darlene Brown May 2011

THE LEARNING EXCHANGE

TLE Detailed Action Plan 2011/2012

Expand partnerships and strengthen connections

Established new partnerships

CLC (explore partnership possibilities) 1.21 Continue partnerships to maintain and

Starting September 2011 Regular contact October 2011 (after AGM)

1.23 Attend SWL School Board meetings and functions as needed

Representation of TLE New community contacts

1.24 Develop two new community contacts annually

Annually, attend 2 3 community events

Ongoing 2011 - 2012

Increased partnership for events Participation of learners

Executive Director Partners

Prepared by Darlene Brown May 2011

THE LEARNING EXCHANGE

TLE Detailed Action Plan 2011/2012

Develop and maintain solid infrastructure TLEs Infrastructure

Current Letter of Patent

Starting October 2011

Updated Policy and Procedures document to reflect changes to by-laws

Fall (after AGM)

Updated Orientation Manual

Committees and Board of Directors

Prepared by Darlene Brown May 2011

THE LEARNING EXCHANGE

TLE Detailed Action Plan 2011/2012

Develop and maintain solid infrastructure TLEs Infrastructure

Staff and Consultants

Increased human resources to run/manage TLE

Strengthened communications opportunities

Ongoing 2011 - 2012 Starting Fall 2011 Ongoing 2011 - 2012

THE LEARNING EXCHANGE

TLE Detailed Action Plan 2011/2012

Staff and Consultants