Dartmouth Community Services - Dartmouth College by okyestao


									 Local Community Service

 The Tucker Foundation
  Project Chair Manual

                                  Table of Contents
I.       The Tucker Foundation and Local Service                                3
          Local Service Mission Statement & Principles of Good Practice        4
          Local Service Programs Directory, Staff, and Advisors                5
          Local Service Program Area Fliers:                                   6
                  Education, Food and Shelter, Health Services, and Mentoring
          Tucker Foundation Staff                                              10
          Tucker Foundation Building and Resources                             11

II.      Leadership in Local Service: What do Chairs Do?                        13
          Chairperson Job Description                                          14
          5 Components of an Effective Project                                 17

III.     The Nuts and Bolts                                                     20
          $ Money $                                                            21
            Procards, Da$h and Cash                                            21
            Guidelines for Fundraising                                         23
          Transportation                                                       25
            Overview                                                           25
            Sign Out Procedures                                                26
            Rules/Regulations/Penalties                                        27

IV.      Glossary of Terms                                                      31

    The Tucker Foundation and Local Service
                            Local Service Mission &
                        The Principles of Good Practice
       As concerned Dartmouth students and members of the Upper Valley community, we strive to promote
the common good: to create a more just society; encourage and promote mutual intellectual, spiritual,
social and personal growth for ourselves and for those with whom we interact in the community;
strengthen our educational experience and encourage in Dartmouth students commitment to a lifetime
process of personal enlightenment and civic improvement through service to others.

        We believe that service engagement with the community should be accomplished through the
establishment of sustained, mutually beneficial relationships; the assumption of equality and the practice of
respect in the community partnerships and interactions; responding to the needs articulated or confirmed by the
Upper Valley community, and by maintaining a spirit of caring and a desire to learn and understand others.

         In order to guide us towards these ideals while engaging in actual community-building projects, we adopt
the following Principles of Good Practice for service and learning.

An effective program:
    Engages people in responsible and challenging actions for the common good.
    Provides structured opportunities for people to reflect critically on their service experience.
    Articulates clear service and learning goals for everyone involved.
    Allows for those with needs to define those needs.
    Clarifies the responsibilities of each person and organization involved.
    Matches service providers and service needs through a process that recognizes changing circumstances.
    Expects genuine, active, and sustained organizational commitment.
    Involves training, supervision, monitoring, support, recognition, and evaluation to meet service and
        learning goals.
    Ensures that time is devoted to reflection and that the total time commitment considers student and
        community needs.
    Is committed to program participation by and with diverse populations.

                          Local Service and Education Programs – Directory
                          Tracy Dustin-Eichler             Program Officer for Local Service
                          Jay Davis                        Program Officer for Local Schools Outreach
                          Kathy Boivin                     Administrative Assistant
                          Kate Petcosky                    Volunteer Coordinator
                          Jessica M. Batlle ‘11            Student Director for Local Service Research and Development
                          James M. Kim ’11                 Student Director for Big Brother Big Sister
                          Gregory S. Goldstein ‘11         Student Director for DREAM
                          Peter M. Hagan ’11               Student Director for Habitat for Humanity
                          Suzanne C. Parker ‘11            Student Director for OLE
                          Emily T. Broas ’11               Student Director for Education Programs

           Tracy Dustin-Eichler, Program Officer                   Kate Petcosky, Volunteer Coordinator

    Big Brother, Big Sister                                 ASPIRE
    Book Buddies                                            Blood Drives
    Habitat for Humanity                                    Dartmouth College Cancer Society
    Haven Homework Club                                     DREAM
    Outdoor Leadership Experience                           Eye-to-Eye
                                                            Generations Project
                                                            Money Smart
                                                            North Country Weekend
                                                            Prison Project
                                                            Special Olympics
                                                            STAR Mentoring Program
                                                            Upper Valley Hostel

          Jessica Batlle, SD for Local Service R&D               Emily Broas, SD for Education Programs

                                                            America Reads
                                                            Boys Mentoring
                                                            ECA: Early College Awareness
                                                            Girls Mentoring
                                                            Let's Get Ready

    James Kim, SD for Big Brother Big Sister
    Greg Goldstein, SD for DREAM
    Pete Hagan, SD for Habitat for Humanity
    Suz Parker, SD for OLE

                                    Special Program Assignments (to be discussed)

    Volunteer Coordination:
    DCS Council Reflection Sessions:
    Service Recognition/Spotlights:
    Volunteer Surplus Placement:
    Day of Service:
    Community Partner Meeting Coordination:

                   Local Service Program Area Fliers1

                  Local Service Program Area Fliers 2

                  Local Service Program Area Fliers 3

                  Local Service Program Area Fliers 4
                              Tucker Foundation Staff
                Central Administration                            Ext.       Room #
                Richard Crocker                                     6-3350      106
                Dean; Chaplain
                Janet Testa                                        6-3442      103
                Assistant to the Dean/Office Manager
                Toni Pippy                                         6-3780      102
                Financial Manager
                Religious and Spiritual Life
                Kurt Nelson                                        6-9919      205
                Assistant Chaplain;
                Multi-Faith Program Advisor
                Dawood Yasin                                       6-9920      300
                Muslim Life Advisor;
                Trips Program Advisor
                Rabbi Edward Boraz                                 6-0410    111 Roth
                Rabbi Dartmouth Hillel & Associate Chaplain
                Claudia Palmer                                     6-0410    110 Roth
                Administrative Assistant
                Service and Education
                Helen Damon-Moore                                  6-3350      202
                Director, Service & Educational Programs
                Tracy Dustin-Eichler                               6-3350      206
                Program Officer for Local Service
                Lynn White Cloud                                   6-3350      201
                Program Officer for Internships and Fellowships
                Jay Davis                                          6-3140    ED Dept.
                Program Officer for Schools Outreach
                Kathy Boivin                                       6-3350      100
                Administrative Assistant
                Dawood Yasin                                       6-2558      300
                Muslim Life Advisor;
                Trips Program Advisor
                Zeva Levine                                        6-9761      300
                Coordinator of Service and Education Programs
                Elizabeth Bartkoski                                6-9921     200 ¾
                VISTA for National Service
                Kate Petcosky                                      6-9119      207
                Volunteer Coordinator

                             The Tucker Foundation:
                         The Building and Its Resources 1
Access to the Building
 If you need access to the building after business or night monitor hours (one example: on Saturdays), please see
   your advisor for approval and instructions.

Meeting Spaces
 1st Floor: Seminar Room, Small Conference Room and Living Room – Must be reserved. Good for private
  meetings, meeting during business hours, or for larger groups.
 2nd or 3rd Floor: Only used by exception and only after hours—see your advisor.

Work Spaces
 2nd Floor: Not great during business hours, but an option. Only student workers and Civic Interns have access
  to computers.
 1st floor: Quiet work can be done in the living room, but the space must be reserved.

Storage Spaces
 Some storage is available in the attic on the 3rd floor. Please clearly label everything you put there.
 Temporary storage: If you need additional or special temporary storage space, make arrangements with your

The Kitchen
 There is a small kitchen in the basement of the Tucker Foundation. If you use the refrigerator, please label the
   food you put in, and take it out before it begins to stink.

                             The Tucker Foundation:
                         The Building and Its Resources 2
Office Supplies
   If you need supplies that are not specific to the running of your project (e.g. Staples for your training manual,
    markers to spruce up your volunteer fair board, etc.), those can be found on the 2nd floor and sometimes the 3rd
    floor; make sure you ask if you need to use significant quantities, and always make sure you return what you

 Use of the copy machines is limited to program-related material only. There is no personal copying.
 If you have a copying or print job that you believe our copier cannot accommodate, please see your advisor or
   the Office Manager before taking it to the Copy Center.

Phones and Faxing
 You may use phones on the 3rd floor for local calls, and other staff phones with permission.
 Long distance calls can only be made with permission. See your advisor.
 The fax machine is for Service & Education business only; see your advisor, if you would like to use it.

Equipment and Supplies to Sign Out
 Video and Digital Camera: The Officer Manager (Tucker 1st floor) controls use of the cameras. They must be
   signed out and returned promptly. Go to room 202 for all reservations or to borrow the cameras.
 First Aid Kits: Vitally useful for big mentoring events, etc. These are located in cabinets on the 2nd floor. See
   SEP Administrative Assistant (Tucker 1st floor) to sign one out.

                  Leadership in Local Service:
                     What Do Chairs DO?

                           Project Chair Job Description

The student chairperson works directly with the Volunteer Coordinator (Kate Petcosky), the Service & Education
Administrative Assistant (Kathy Boivin) (SEP AA), and the Program Officer for Local Service (Tracy Dustin-Eichler)
to design, develop, implement, monitor, and evaluate one's specific Local Service project. The chairperson works to
facilitate and enhance the liberal education experience for other students by offering structured opportunities to
learn about social responsibility through service to others, and by meeting the real needs of the Upper Valley

Responsibilities of the student chairperson:

      Promote project and recruit Dartmouth volunteers. This includes attending the volunteer fair, helping
       table at the start of a term, speaking at information meetings, and creating innovative ways to catch the
       eyes of would-be volunteers.

      Foster regular communication with volunteers through blitzmail and/or personal contact to catch
       problems as they occur.

      Facilitate evaluative/reflective meetings to create a sense of community between volunteers, to
       encourage volunteers to reflect on their experiences and to gather feedback. Encourage student volunteers
       to think about what they are doing. Reflection allows your volunteers to get the most learning and growth
       out of their experience.

      Maintain a current, comprehensive volunteer list.

      Contact local agencies, plan meeting times, create schedules, organize carpools, blitz information,
       send out mailings, and conduct general organizational duties.

      Keep track of volunteer hours. In addition to tabulating the hours of core volunteers, keep track of those
       volunteers who work only once (for instance all volunteers who help sponsor a special event).

      Prepare orientation for new volunteers. This may include an application and/or interview; an
       introductory talk by a community coordinator, guest speaker or project chairs; an explanation of how to
       obtain Tucker driving privileges; and/or an introduction to the resources at SEP for Local Service.

      Update project file in the Tucker Foundation at the end of each term. Important documents, any new
       or special activities, or notes from meetings should be added to files kept on the 2nd floor.

      Think of ways project could be improved! With consultation from your advisor and the Program Officer
       for local service as needed, adjust or alter the project to meet the changing needs of the community and

      Maintain communication with the Advisor so that he/she can keep abreast of the project and assist
       whenever possible. This includes at least one meeting at the start and end of every term.

      Attend Local Service trainings, start-up meetings and retreats, with the opportunity to work on special
       projects or events. These are important sessions for gaining professional development, sharing best
       practices and participating in valuable reflection.

      Expect to spend up to five hours a week handling chair responsibilities. Time commitments will vary
       by project and also throughout the term, but remember that chairing your project requires continuous
       oversight and involvement on your part.

      Make sure to read over the myriad information on your project (found in project notebooks and
       project files in the gray filing cabinets on the 2nd floor). This will take you anywhere from 15 minutes to a
       good hour or two, depending on the project. It's important to read about what's happened in past terms
       (suggestions, what went well and what didn't, contact names, etc.) to make the project stronger.

      At the end of every term, complete a project evaluation and list of volunteer hours to be returned to
       the Advisors.

      Look for leadership potential among volunteers. With the Advisors, select and train the next chair
       when necessary.


The following is a list of some things to keep in mind as Chairperson of a Local Service Project.

      Yours is a student-run project and you are responsible for its overall progress. That being said, Local
       Service staff is here to help you to be successful in your chairing endeavor in any way we can. The project
       Advisor and the Program Officer for Local Service must be consulted before major changes/new ideas are
       implemented, but projects are initiated for and by students.

      Let the community define its own needs. This is important! Remember that the community is the best
       judge of what it needs and does not need. Always try to listen to what community agencies or other
       community members say, and then evaluate your project in terms of meeting those needs.

      Develop an ideal/vision for your project, and shoot for it to the best of your ability. Don't settle for simply
       keeping the project going. This might turn out to be all that happens, and that's OK. But always set forward-
       thinking, ambitious goals.

      Chairpersons usually report to their assigned Advisor, but should feel free at any time and for any reason to
       consult with either the Volunteer Coordinator (Kate Petcosky) or the Program Officer (Tracy Dustin-

      The Tucker Foundation has minimal discretionary money for special activities, hence extra funding will
       usually have to come through project specific fundraisers, sponsorship from outside organizations or
       people, and grants. The chairperson has the authority to organize a fundraiser or seek financial
       sponsorship via other means as long as the Advisors and the Program Officer are informed of such plans.

                      Components of an Effective Project
The question "What makes a good project" is often asked in community service, even though there is no single, correct
answer. Communities and projects have different needs and goals. However, there are certain components that are
common to all quality community service programs.

The five components of an effective project are:
1. Community voice.
2. Orientation and training.
3. Meaningful action.
4. Reflection.
5. Evaluation.

                                                   1. COMMUNITY VOICE
What is community voice?
Community voice is literally the voice of the community. It is the right of the community to define its own needs and to
take part in the development of actions to service those needs.

Why is it important?
If the community is not taking part in defining its own needs, then action to serve those needs will be more of a
disservice than a service. For outsiders to define a community's needs is both naive and condescending, and most often
such actions will not be accepted by the community and not be of any help. Community voice is important because it
allows the community to specifically identify its needs so that directed actions will be more effective. It gives people
responsibility and the respect they deserve.

How do I incorporate it into my project?
Be aware of who you are working with. Give people the opportunity to voice their opinions and decide how to best
attack the problem. Keep in close contact with the community agencies that you work with. Ask them from time to time
about their changing needs. Then working together, develop a list of goals for your project.

                                          2. ORIENTATION AND TRAINING
What is orientation and training?
An important aspect of community service is orienting and training your volunteers so that they can do the most
effective service possible, with sensitivity toward those with whom they are working. Orienting volunteers to specific
issues or environments will reduce the occurrence of possible problems, educate the volunteers on larger social issues,
and keep them interested and invested in doing consistently positive work. Training will improve the quality of your
service project and benefit your student volunteers.

How can I organize an orientation and training?
An orientation meeting or program should follow the information meeting at the beginning of each term. Discuss with
the volunteers what they are expected to do, where they have to go, whom should they contact, etc. Orientation
meetings are the best time to introduce the project and related issues to new volunteers (as well as returning
volunteers). Go over procedures, guidelines, do's and don'ts.

Training sessions are usually held after orientation sessions, and are useful for teaching a specific skill needed for the
volunteer job. It is helpful to have the community agency that you work with come and assist in the training sessions.
The orientation and training (if needed) sessions should be mandatory before the volunteers can start.

                                                3. MEANINGFUL ACTION
What is the purpose of meaningful action?
Meaningful action is the conscious effort to complete a quality task that benefits the community as well as the
volunteer. It involves understanding that even the seemingly most mundane job of stuffing envelopes can be of great
importance to someone else. Meaningful action is simply action that is meaningful – service that is well directed and
respectfully done. This is a fairly straightforward definition.

Meaningful action also incorporates a sense of commitment. Volunteering is not something that one does as an "extra."
One does not do community service whenever it is "convenient" for her or him. This notion of noblesse oblige can often
do more harm than good. Instead, the volunteer must show a sense of commitment to a project that entails consistent
effort. That is the only way to make community service and service-learning effective and productive for all involved.

                                                      4. REFLECTION
What is reflection?
Reflection is processing a community service experience on an emotional and an intellectual level. This can be done
individually or as a community. Reflection is thinking about your expectations of a project, and comparing them with the
actual experience. Reflection is learning different perspectives and integrating them into a new way of thinking.

Why is reflection important?
Reflection is the key to the often mysterious link between learning and service. It challenges volunteers to examine a
community service experience and promotes the desire to learn more about themselves, as well as the issues. Thus,
reflection—done well—ensures meaningful service. It provides a forum for volunteers to share experiences and offer
peer support. Furthermore, reflection is helpful for trouble-shooting the inevitable problems that arise in community
service, as well as for providing feedback as to how the project is being run. The importance of reflection cannot be
stressed enough.

How do I build reflection into my project?
In order for reflection to be most effective, there should be structured opportunities for student volunteers to reflect
critically on their experiences. Incorporate reflection as part of the volunteer program, so that students recognize that
reflection is an important port of their volunteer commitment. Hold at least one session for all volunteers, regardless of
their experience levels, and at that meeting, try to gauge how the project is going and troubleshoot any problems with
the project that may come out during discussion. Make it constructive for everyone, including yourself and the project.
Resources available: “Training Intentional Mentors,” and Reflection Toolkit. See your advisor.

What skills do I need to conduct a reflection session?
There are many skills that would be helpful, but you are not expected to become a professional counselor or therapist.
Just remember that some students may be reluctant to share their thoughts and experiences. Don't push them too
much. Instead, create an open and receptive atmosphere for everyone. Be encouraging and positive.

1. Observing. What are people doing as members of the group? Note non-verbal communication.

2. Questioning. Open ended vs. closed questions, feeling vs. informational.

3. Listening. Active listening, pulling together ideas of the group and asking follow-up questions.

4. Group building. Respect among members, environment where people feel comfortable sharing.

5. Facilitating. Be sure all members get heard, gently guide the discussion, keep the discussion on track.

                                                    5. EVALUATION
What is evaluation, and why is it important?
Evaluation is a necessary tool to find out how well (or how poorly) a project is going. You can determine whether or not
the project is meeting the needs of the community, providing students with constructive tasks, promoting the goals of
your project, etc. With this information, you will be able to adjust or modify your project in order to make it more

Evaluation is valuable because:

       Reflection and evaluation can help volunteers have a more powerful learning experience.

       Evaluation can help strengthen campus-based and national programming efforts in years to come.

       Evaluation can strengthen collaborating agencies' programming for clients and better enable them to use
        volunteers productively.

       Evaluation can help document the impact of your projects and, hopefully, help you win support and expand the
        number of agencies and volunteers in your project.

       Evaluation provides those who practice it with the ideas and tools to be more effective leaders.

When do I evaluate?
It would be ideal to have evaluation throughout the program. Evaluation can take the form of actual questionnaires,
formal and informal meetings, personal communication, etc. Plan on holding at least one mid-term evaluation meeting
with all the volunteers, asking for their feedback concerning the project. You may find that it would be best to hold a
reflection and evaluation meeting together. Also, keep in contact with community agencies and the Volunteer
Coordinators on a regular basis to exchange ideas and criticisms. Finally, it is very important to have some sort of
structured evaluation (i.e. questionnaire, meeting) at the end of the term. Remember, the more opportunity you have
for feedback, the better your project will be able to meet its goals.

                                                RECEIVING SUPPORT
Don't be afraid to ask for help when you need it. Local Service exists to assist students to develop their own potential
while meeting the real needs of the people in the Upper Valley. Also, don't feel overwhelmed by all this information.
The advisors are at hand to help you and your project become more effective. Ask your advisor for her/his suggestions,
and keep her/him up to date on how your project is running. Even ask for suggestions regarding the five components
mentioned above.

                             The Nuts and Bolts

  Money: Pro-cards, Cash, and Other Financial No-No’s
How to use a “pro-card”
You obtain the pro-card from the Service and Education Programs Administrative Assistant in the SEP office (1st
floor of the Tucker Foundation building). Should you need help, PLEASE do not hesitate to call the SEP AA at 6-

Program Chairs are authorized to use these cards. If Program Chairs need to delegate their usage to another
volunteer, the Chair will need to notify the SEP AA (Kathy Boivin) of who you are authorizing to sign out a card.
This can be done via email or phone (or in person if this is easier).

   STEP 1:
    Let the SEP AA know that you are a Program Chair (give her your name) and what program you need the
      card for.
       Fill out the sign-out sheet with the appropriate information.
       You will be given an envelope with the card in it. Please take the entire envelope.

   STEP 2:
    When you make a purchase, be sure to put the following on the receipt:
       What it is for (food for activities, supplies for an activity, what is the activity). For example:
          P & C Foods – food for trip to the science museum – Program name – How many attended, your
            name, and pro-card #
       Return the card along with the receipts to the SEP AA or another permanent staff member (between the
         hours of 8 – 4 Monday through Friday).

   STEP 3:
    Pro-cards are to be returned in the same day (prior to 4:00pm) unless you have obtained special
      permission to keep it overnight or for the weekend.
    You are responsible for the proper use of the pro-card and the receipts.

How NOT To Use a Pro-card
The Procurement Card can NOT be used for the following transactions:

      Cash Advances

      Travel and Entertainment related expenses and advances (including airline tickets, cab fares, bus tickets,
       hotel accommodations, etc.)

      Alcoholic beverages

      Items or services for other than College related purposes (i.e., personal use)

      Meals consumed in restaurants (delivery or take out is OKAY)

      Gifts or Gift certificates

      Annual contract maintenance

      Automotive gasoline

      Construction and renovations

Programs may collect money from students for specific purposes—such as sales of tickets to an event, or sales of T-
shirts or other merchandise for a fund raiser. The money raised will be credited to the specified program operating

If you want to collect payments from students using DA$H:
Obtain (or create) a DA$H Sheet which are located near the DA$H machine. You will need to have all students who
are making payments write in their DA$H numbers and sign the sheet and indicate the amount they are
1. When the DA$H sheets are complete, go to the SEP AA on the 1st floor to learn how to unlock the machine. Go
     to the DA$H machine located on the third (3rd) floor of the Tucker Foundation. The account list and directions
     to use the DA$H machine are located at the DA$H machine. After the charges have been entered, you will need
     to give the report that the DA$H machine prints out to Kathy Boivin. The funds will be transferred to the
     specified Tucker program account within 5 business days.
2. Every effort should be made to complete this process in a timely fashion. DA$H charges MUST be entered
     before the end of the term in which the funds were collected.
3. Please leave the DA$H sheets with Kathy Boivin.
4. Please leave the report the DA$H machine prints out with Kathy Boivin.

For cash contributions, the money should be placed in an envelope with the program name, event, event date, and
account number on it and attached to a completed MISCELLANEOUS CASH RECEIPT form. The cash should then be
delivered in person to Kathy Boivin—do not leave the cash on an unattended desk.

                               Money: Fundraising Basics
The College is still working on a final fundraising policy for students. Meanwhile, there are some basic do's
and don'ts:

1) ALWAYS CHECK AND CONSULT about your plan with a student director/advisor, the Program Officer for Local
Service or other Tucker staff well in advance of launching a fundraising effort.

2) It is fine to raise money from local businesses. Always identify clearly who you are representing. Use Tucker
letterhead. Submit final copies to Tucker Staff for records.

3) You MAY fundraise from local businesses that are part of national franchises, e.g. McDonald's, Kentucky Fried
Chicken, Ben and Jerry's. Use letterhead.

4) You MAY NOT write directly to Corporate, governmental, or other foundations and named funds without
checking it through well in advance with the student director/advisor and the Program Officer, who will have to
run it by the Dartmouth Funding offices for potential conflicts.

5) As student organizations, you MAY NOT solicit the student body directly and generally-- as a whole or door-to-

6) You MAY put out a "donations can" at certain locations on campus or at events with permission of the
sponsoring space or organization. You MAY charge admission to events you plan and donate the proceeds to
Tucker efforts.

7) Non-Profits MAY NOT use a campus space to do a direct fundraiser for their organization unless the funds are
going directly to a Dartmouth account to support student activity within that agency as a direct affiliation with a
Tucker project or program.

8) You MAY ask for support and co-sponsorship from organizations individually, e.g. Greeks, affinity groups, Hillel,
Aquinas House, academic departments, Rockefeller, Dickey, and others.

9) You MAY and SHOULD apply for on-campus student event-funding funds, e.g. Student Assembly, class councils,
Collis Programming Board.

10) You MAY and SHOULD apply to on-campus granting sources for support of programs and events. Chief
examples are the Bildner Endowment and the Hewlett Grants. These programs have semi-annual deadlines, strict
guidelines, and require Tucker Staff involvement in both the decision to apply and in the review of your draft

11) You MAY NOT formally solicit alumni groups or student parent groups.


      Tucker is always working with Development (fundraising administration) to raise money. If you have
       requests, ideas, concerns that might involve larger amounts, check in first with your volunteer program
       advisor, then Tracy Dustin-Eichler and the Dean of the Tucker Foundation!

      See the sheet on writing a good funding request.

      Do not pad your budget requests for grants too much. Be generous to your project concept, but be realistic
       about what you will spend. You and Tucker Staff will be asked to account for what you spent within the
       grant period, and gross under-expenditure will hurt ongoing Tucker credibility next time. Same goes for
       "stretching" grant criteria to fit your needs too much.

      Checks can be made out to the "Tucker Foundation" noting its program use. For example: Local Service –
       Students Fighting Hunger, in the memo section on the check.

      If a check will be coming into the Tucker Foundation for your program, please let the office manager know
       to expect it so that it can be funneled into the correct account.

      Never keep checks or money in your residence, backpack, or Student Leadership Workspace. Give it to
       Tucker Staff to deposit to accounts or keep securely.

                 Transport: The Scoop on Tucker Vehicles
There are six specifically designated Tucker vehicles in the VOX Fleet. Tucker has five sedans, and a mini-van called
“The Spirit of ’51”. Tucker also has access by special request to other vans in the VOX system. See the SEP AA when
you need additional van/mini-vans for large van carpool or group events, since those vehicles will come from the
larger VOX fleet.

You need to be driver-authorized to drive any vehicle. You need to be van driver-authorized to drive large vans.
Drivers of mini-vans do not need to be van driver-authorized.

First year students who have been authorized in a department other than Tucker must be reauthorized to drive for
Tucker as a second department. See the SEP AA for directions on becoming reauthorized.

For safety reasons, “large” vans have been modified to carry only eight people, with a special cargo area in the rear.
Large vans cost twice as much as seven passenger mini-vans to rent and are not as safe. In most instances, try to
arrange for multiple mini-vans or mini-vans plus a sedan/truck instead of one or two large vans. Remember: any
authorized driver can drive a mini-van. Large vans are still a good choice on the occasions when you are
transporting a large group with lots of equipment. When you are transporting large groups that include children
and also equipment, try to arrange it so that children ride in something other than the large vans.

Sedan                           Mini-van                                        Sprinter Van

• 5 people max                           • 7 people max                            • 8 people max
                                         • Spirit of ’51                           • Authorization via VOX

If an individual student driver or SEP group does not show up to take out a reserved Tucker/VOX vehicle, Local
Service will fine and consider suspension of driving privileges according to the number of previous violations.
      1st offense: Written warning to the offender, program chairs, and program advisor.
      2nd offense: Loss of driving privileges for at least one week.
      3rd and subsequent offenses: Suspension of driving privileges for an appropriate period of time
         (determined case by case), if an individual fails to adhere to the rules of vehicle use, driving privileges may
         be revoked permanently.

         Transport: Local Service Car Sign-Out Procedure

1.      Student must come to Tucker to reserve a vehicle.
         You may call or blitz to cancel a reservation.

2.      If you are taking the car before 8:00 A.M. or at 4:00 P.M. or later, you must go to S&S (Safety & Security,
        located above Dick’s House) to pick up the key.

3.      If you are returning the vehicle at 4:00 P.M. or after, you must return the key to S&S.

4.      When you come in to pickup your vehicle, find the orange card with your name on it in the card box next to
        the reservation book and put your card in the holder where you are taking the key. Sign the car out in the
        back of the key book. This process is also the same at S&S if it is before or after hours here.

5.      If you take and return the vehicle during the hours of 8:00 A.M. and 4:00 P.M., take the orange card out of
        the pocket you took the key from and file it back in the card file and put the key back in the pocket it
        belongs in.


    Because we have a limited number of vehicles, and there are many programs that may require the use a
     vehicle, we encourage carpooling whenever possible. It is a “first come, first served” policy.
    S&S WILL NOT allow a student to take a vehicle out unless it was previously reserved at Tucker. (i.e. If Tucker
     doesn’t send them an e-mail with your reservation, you will not be allowed to take the vehicle.)

            Transport: Rules Governing the Use Of Tucker
                         Foundation Vehicles
Please read the following rules. They are very important for protecting personal safety and program liability. If these
standards of use are not followed, the privilege to use College vehicles could be eliminated, and with it, the viability of
the community service programs at Dartmouth. There are not enough vehicles to meet the needs of students in Tucker
Foundation programs. Please help us use this resource efficiently and with consideration of others!


Only students and staff in recognized Tucker Foundation programs may use vehicles. Only Dartmouth College
Authorized Drivers with a current driver authorization on file may drive.
 Never use a Tucker/Vox vehicle for personal use, or any use unrelated to the Tucker program for which you
   have reserved the vehicle.

   Nobody may ride in Tucker /Vox vehicles unless they are directly associated with the Tucker Program for
    which the car is reserved. For example, do not bring along in the car your uninvolved friends, or the non-
    enrolled siblings or friends of children in our programs. Do not offer rides or pick up hitchhikers.

   You must identify yourself in order to take a vehicle. No exceptions. You must leave your orange colored SEP ID
    card in the key pocket of the vehicle sign-out binder, and sign the car out in the back of the key binder.

   The only permissible time and place to reserve a car is in the Tucker Foundation between the hours of 8:00 AM
    and 4:00 PM. Do not go to Safety and Security to reserve a car.

   Pick up and return keys to the Tucker Foundation between the hours of 8:00 AM and 4:00 PM weekdays. Go to
    Safety and Security to pick up the keys and return them before and after hours and on weekends.

   Certain ongoing carpools, vanpools or vehicles for special events are reserved by Tucker through the VOX car
    system. Those vehicles are located at Parking Operations, 6 Vox Lane, McKenzie Hall (behind New
    Hamp/Topliff); keys are picked up and dropped off there during VOX office hours of 7:30AM-4:30PM
    weekdays. Keys for weekend vanpools or special event cars located at 6 Vox Lane, McKenzie Hall must be
    picked up in advance, during office hours there.

   When you reserve a car, double-check your entry for leave and return time, day and correct vehicle.
    Reservation errors cause serious conflicts, lost time and community disappointments. Be Punctual!

   You must erase and release your reserved time if you are not using the vehicle after all. A reserved car will not
    be held for more than 15 minutes. Failure to release an unused vehicle is a violation and may result in penalties
    to you and/or charges to your program!

   All cars must be returned by 11:00 PM unless otherwise arranged with Tucker.

   You may only reserve a car for up to 4 hours per day unless otherwise arranged with Tucker.

   Tucker cars have designated, marked parking in the Gilman Lot, the small lot across the road from the Medical
    School. Please park the cars in the appropriate marked spots. If Tucker spots are filled with other
    unauthorized vehicles, park nearby in the lot or across the street, and let Safety & Security and the Tucker
    Foundation know, so the next person can find the car.

   Always return the car to the designated parking lot no matter who is using it next.
It is the responsibility of ALL drivers to make sure that the trash is removed from the vehicle when it is returned to
the lot. It is also the driver's responsibility to make sure the gas tank is at least 1/2 full. It is not the next driver's
responsibility to clean out the vehicle so they can use it or have to go and get gas BEFORE they can go to their
destination. If a vehicle is picked up and there is trash in the vehicle, then the program that last reserved that
vehicle will be fined a $30 cleaning fee (this fee will be taken directly out of the program budget) and the student
will face the same penalties as if they committed any other infraction of these rules. If you take a vehicle and it is
full of trash, PLEASE contact the SEP AA so that the last student/program who reserved the vehicle can be
contacted. The basic rule for the cars: "IF YOU BRING IT WITH YOU - THEN TAKE IT WITH YOU!


   All parking or speeding violations are your responsibility. Tucker cars are NOT exempt from any parking
    restrictions on or off campus. Obey the rules.

   YOU are responsible for returning the vehicle with at least a 1/2 tank of gas for the next person’s use. Failure
    to do so could result in a loss of driving privileges.

   Fuel for vehicles: There is a gas card with each set of keys, gas may be purchased at any gas station with a pay
    at the pump feature. Each car must have a minimum of a half of a tank of gas when the car is returned to the
    Gillman Lot. Repeated violations to this policy will result in a loss of driving privileges.

 Do not drink and drive—EVER!
 No alcohol - open containers or closed - in Tucker/Vox vehicles—EVER!
 Seat belts must be worn by all occupants in Tucker/VOX vehicles, NO EXCEPTIONS. If a situation arises that
    requires you to remove your seatbelt PULL OVER AND STOP THE CAR until the situation is resolved!
 Clean vehicle out of all your trash and personal belongings. Any items left in vehicles are done so at your own
    risk, there is no lost and found at Safety and Security, and no one checks the cars for items left behind.
 No distractions while driving! No eating or drinking while driving. No cell phone or other portable electronics
    usage, no earphones, no fiddling with the radio or CD players -- keep your eyes and ears on the road, drive
    responsibly at all times.
 Do not drive in hazardous weather. Observe all safety precautions. If the weather is questionable check with
    Tucker to see if the cars have been or will be grounded. DO NOT DRIVE IF YOU ARE UNCOMFORTABLE AT
 Be sure to release the emergency brake ALL THE WAY before driving off. Be sure to turn off headlights when
    returning the vehicle.
Advice: You can find yourself in serious trouble by doing what you thought was a simple bending of the rules. For
example: even though you may already have a vehicle out for a legitimate Tucker purpose, DO NOT extend its use
for personal purposes such as going shopping, moving your belongings across campus or giving a friend a ride, to
mention only a few examples.

PENALTIES to individuals and groups will be imposed if policies are judged to have been violated:

   For VOX Vehicles: If a Service and Education Program does not take out a VOX vehicle that it has reserved or
    does not give 24 hours notice of a cancellation, VOX will fine the cost of that vehicle rental fee and this fee will
    be charged to the program (coming directly off the program budget).
   If an policies are violated, SEP will penalize individuals and/or programs according to the number of violations
    previously made:
          1st offense: Written warning to the offender, program chairs, program advisor and program manager.
          2nd offense: Loss of driving privileges for one week.
          3rd and subsequent offenses: Suspension of driving privileges for an appropriate period of time
            (determined case by case), if an individual fails to adhere to the rules of vehicle use, driving privileges
            may be revoked permanently.
   You are responsible for assuring the vehicle you take from Tucker has at least a 1/2 tank of gas or more when
    you return it. Should you return the car with less than 1/2 tank of gas, you will be subject to loss of driving
    privileges. Loss of eligible drivers (even for a short time) will greatly impact your programs ability to function!


    Individuals and groups will be PENALIZED if they do not take out a vehicle they have reserved without
   For VOX Vehicles: If a Local Service group does not take out a VOX vehicle that it has reserved or does not give
    24 hours notice of a VOX reservation cancellation, VOX will fine the cost of that vehicle rental fee. This fee will
    be charged to the program.
   If an individual student driver or Local Service group does not take out any Tucker/VOX vehicle that it has
    reserved, Service and Education Programs will fine and consider suspension of driving privileges according to
    the number of violations previously made:
   If an individual student driver or Local Service group does not show up to take out a reserved Tucker/VOX
    vehicle, Service and Education Programs will fine and consider suspension of driving privileges according to
    the number of previous violations.
             • 1st offense: Written warning to the offender, program chairs, program advisor and program
             • 2nd offense: Loss of driving privileges for one week.
             • 3rd and subsequent offenses: Suspension of driving privileges for an appropriate period of time
             (determined case by case), if an individual fails to adhere to the rules of vehicle use, driving privileges
             may be revoked permanently.
    You are responsible for assuring the vehicle you take from Tucker has at least a 1/2 tank of gas or more when
    you return it. Should you return the car with less than 1/2 tank of gas, you will be subject to the penalties
    listed above.
   If a vehicle is picked up and there is trash in the vehicle, then the program that last reserved that vehicle will be
    fined a $30 cleaning fee (this fee will be taken directly out of the program budget) and the student will face the
    same penalties as if they committed any other infraction of these rules.
   All other serious violations of these rules and unauthorized or inappropriate use of Tucker vehicles will incur
    penalties as listed above. In cases of serious misappropriation of this resource, referral to College discipline
    procedures or filing of criminal complaints may occur.

                              Glossary of Terms

                  -Tucker employee (Volunteer Coordinator OR Program Officer for Local Service OR Student
                  Director) who directly counsels student project chairs; troubleshooters, mentors, advisors, and THE
                  first contact person
                  -Local Service Project Chairs
          Community Partner
                  -the non-profit organizations that form the non-Dartmouth, non-Tucker portion of your project
          Dartmouth Partners in Community Service
                  -aka National Service
          Director of Service and Education Programs
                  -Helen Damon-Moore
          Foundation Interns
                  -formerly Civic Interns, these are student employees at Tucker that assist full-time employees with
                  day-to-day activities
          Local Service
                  -aka Dartmouth Community Services (this is the old name- being phased out of use) National
                  -aka Dartmouth Partners in Community Service
                  -Purchasing cards: credit cards that are held by and doled out by the SEP AA (Kathy Boivin)
                  -Available for use by ANY and ALL Chairpersons
          Program Officer for National and International Service
                  -Lynn White Cloud
          Program Officer for Schools Outreach
                  -Jay Davis
          Project Advisors
                  -see “Advisors”
          Project Portfolio
                  -a grouping of projects that are overseen by Advisors
          Program Officer for Local Service
                  -Tracy Dustin-Eichler
          Service and Education Programs
                  -the all encompassing term for local service, national service, international service, and schools
                  outreach projects (includes Fellowships and Internships; Local Service; DPCS)
          Service and Education Programs Administrative Assistant
                  -Kathy Boivin
          Student Directors
                  -Student employees that both directly counsel student project chairs; act as troubleshooters,
                  mentors, advisors, and are THE first contact person for any questions or problems that arise; have
                  special projects in addition to a project portfolio
                  -overseen by Program Officer for Local Service and/or Program Officer for Schools Outreach
                  -Volunteer In Service To America; full-time Tucker staff members that are employed for 1 year
          Volunteer Coordinator
                  -Full-time Tucker employee that handles the general logistics for Tucker Local Service Projects
          Volunteer Fair

                 -Termly Tucker-wide recruitment event held in Commonground

     AA                  Administrative Assistant

      ASBs         Alternative Spring Breaks
      CCESP        Cross Cultural Education and Service Program
      CP           Community Partner
      DPCS         Dartmouth Partners in Community Service
      ORSL         Office of Religious and Spiritual Life
      SD           Student Directors
      SEP          Service and Education Programs
      SEP AA       Service and Education Programs Administrative Assistant
      VC           Volunteer Coordinator
      VPA          Volunteer Program Advisor (defunct name for VC)
      VISTA        Volunteer in Service to America


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