PITTSBURGH PIANO TEACHERS ASSOCIATION
Event Day Volunteers
The Annual PPTA STAR Evaluations Event requires significant time donated by many volunteers. Certain tasks must be performed by teachers, such as judging, but other tasks may be performed by anyone willing to donate time for the event. Volunteers may be parents, teachers’ spouses, adult friends, non-participating PPTA members, or older students.
The various jobs that must be performed are listed below, followed by a brief description of responsibilities.
The Manager is onsite in the tabulating room all day on the day of the event. He or she consults with the volunteer schedule and instructs and guides volunteers when needed.
These volunteers pick up completed score sheets from the floor in front of testing rooms. They must verify that the judge has signed the forms (returning unsigned forms to the judge to be signed). After picking up the score sheets, Runners collate the sheets with the students’ written tests. The sheets are then placed in a box for the Tabulator.
The Tabulators verify all lines are filled in on the score sheets, especially the signature. If there is a missing signature or other missing information, the Tabulators return the score sheets to the judge. Additionally, the Tabulator adds the numbers and records the TOTAL. The score sheets are then given to the Certificate Maker. Whenever possible, two tabulators should be scheduled at all times.
The Certificate Maker takes the tabulated score sheets and locates the correct certificate in an alphabetized stack. He or she then affixes the correct seal to the certificate based on the total score. The certificate and score sheets are then placed in a pile according to Teacher Code for pick up.
This position must be filled at all times on the day of the event. The Receptionist greets incoming students, teachers and parents at the registration Table. As students arrive, they check in at the registration table and receive directions from the Receptionist regarding rooms and other information as needed.
This important position needs to be filled with a mature individual who can remain calm when stressful situations arise. Since this volunteer is the first PPTA representative who meets arriving families, the Receptionist needs to provide a warm, welcoming environment.
If available, another volunteer will also be at the registration table to help with distributing merchandise and selling extra T-shirts.
Set-up and Clean-up
Volunteers are needed to arrive before the event starts to help set up the registration table and the tabulation room. At the end of the day, volunteers are needed to help with gathering up the remaining T-Shirts, certificates, and all supplies used during the day.