CORPORATE COORDINATOR RESOURCES

Timeline

Definitions for Key WITS Terminology

June/July

Initial Meeting between Corporate Coordinator and WITS Program Coordinator

July

Corporate Coordinator sends the first recruitment email to the entire company

Includes flyer and invitation to info session - WITS will provide a sample copy

Corporate Coordinator begins a list of prospective mentors

The Corporate Coordinator shares the working mentor list with the WITS Program Coordinator so both may coordinate the next steps and onboarding.

August

WITS leads info sessions at corporate offices

Corporate Coordinator contacts previous year’s mentors to see if they are returning

Ask if they can be substitutes if they are unable to commit

September

WITS Program Coordinator sends onboarding steps to all prospective mentors

Copy Corporate Coordinator

Send a second recruitment email to the entire company and include program details (day, time, etc.)

WITS will provide sample copy

Orientations

Corporate coordinator reserves space and sends invitations to mentors

New and returning mentors are required to attend orientation

WITS Program Coordinator finalizes the program day of the week and time

WITS Program Coordinator follows up with mentors who need to complete onboarding steps

WITS Program Coordinator will update the working mentor list and share with the Corporate Coordinator

October

WITS Program Director provides days and times for make-up orientations (Zoom)

WITS Program Coordinator sends welcome email

Program Begins!

How to Use This Webpage

Thank you for your commitment to the WITS mission and for agreeing to be our Corporate Coordinator. As a Corporate Coordinator, you play an important role in ensuring the success of programming in partnership with WITS Program Coordinators.

WITS is the largest and most consistent provider of literacy enrichment programming and corporate engagement in Chicago elementary schools. We work with corporations and schools to activate mentors and serve students across Chicago.

At WITS we are constantly striving to improve communication with all stakeholders to improve the experience of everyone involved, and ultimately best serve our students. This webpage is for WITS Program Coordinators and Corporate Coordinators to use together, especially during program startup. WITS Program Coordinators and Corporate Coordinators will review this website together at their first meeting. It provides a timeline and templates for Corporate Coordinators and WITS Program Coordinators to easily customize for their programs.

This webpage does not replace meetings and emails between WITS Program Coordinators and Corporate Coordinators, but it should streamline the process by having all important program information in one place. WITS Program Coordinators and Corporate Coordinators should communicate regularly and copy each other on all WITS program-related emails. Please contact Student Programs Director Ellen Werner at ellen@witschicago.org with any questions.

Glossary

Definitions for Key WITS Terminology

Corporate Coordinator

A person at a corporate partner company who champions WITS, recruits mentors, and provides logistical support throughout the year.

Info Session

A thirty-minute in-person event that is held at a corporate partner's office in the summer to garner interest in WITS programming. It is a great opportunity for new mentors to learn about WITS and why they should participate in WITS. Not every group will have an info session.

Make-Up Mentor Orientations

Virtual events throughout the fall to prepare mentors to support their students. This event is required for all new and returning mentors who did not attend their company's Mentor Orientation.

Mentor

A WITS volunteer who has completed their onboarding steps (weekly, biweekly, or sub).

Mentor Orientation

A one-hour in-person event held at a corporate partner's office in the fall to prepare mentors to support their students. This event is required for all new and returning mentors. Every corporation will host a Mentor Orientation.

WITS Program Coordinator

A WITS staff member who facilitates a program.

Prospective/Interested Mentor

A person who has expressed interest in being a WITS mentor but has not completed all onboarding steps.

Recruitment Email

Any email intended to garner interest in volunteering with WITS programming.

School Coordinator

A school staff person who chaperones students to Workplace Mentoring programs.

Welcome Email

An email to a mentor who has completed their onboarding steps.

Corporate Coordinator and WITS Program Coordinator responsibilities

Who does what?

Corporate Coordinator

Recruits mentors, including substitute mentors

Sends out WITS recruitment communications using the schedule and resources in the corporate partner handbook
Keeps a running list of prospective/interested mentors beginning when first WITS communication is sent out
Informs WITS Program Coordinator of changes to mentor participation throughout the planning process and program year
Helps WITS Program Coordinator with making sure mentors complete all of their program onboarding steps

Is an advocate for the WITS partnership at their company

Meets regularly with WITS Program Coordinator during program start-up to share updates, discuss any challenges with mentor recruitment and program planning, and consult on next steps in the planning process

Gives WITS Program Coordinator suggestions for smooth program logistics at the company so that they can implement and communicate to mentors

Communicates any relevant updates about the organization and partnership with WITS Program Coordinator

Host information session and/or Mentor Orientation

Facilitates end of year celebrations for students and mentors

Forwards and/or copies WITS Program Coordinator on all emails related to WITS

Troubleshoots mentor attendance issues

Mentors are expected to attend at least 80% of scheduled sessions

Attempts to fill mentor spots in program if/when mentors need to end their participation

Reserves a consistent space for program (applicable to Workplace Mentoring only)

Coordinates snacks for students (applicable to Workplace Mentoring only)

Complete the Corporate Coordinator Agreement

WITS Program Coordinator

Manages the program start-up process and plans for the program year in collaboration with Corporate Coordinator

Meets regularly with Corporate Coordinator during program start-up to share updates, discuss any challenges with mentor recruitment and program planning, and consult on next steps in the planning process

Facilitates beginning of year Mentor Orientation

Keeps Corporate Coordinators and mentors up to date on WITS news

Manages communication with partner school

Manages student and mentor attendance

Contacts substitutes and/or mentors whose students are absent to ensure that as many students as possible are paired one-on-one with a mentor each session
Monitors and responds to frequent student and mentor absences

Manages student recruitment

Oversees all programmatic decisions

Oversees bus logistics

Prepares all program materials

Sends program communication to mentors, including weekly reminder emails

Sends welcome email to each mentor once their onboarding steps are complete
Reminder emails are sent to both Group 1 and Group 2 mentors so that relevant updates, announcements, and resources can be seen by all

Facilitates all WITS sessions

Supports mentor relationships with students while at program

Follows up with mentors outside of program to build relationships and provide support

Mid-Day Mentoring & Workplace Mentoring flyers

Flyers to include in WITS promotions

Mid-Day Mentoring Flyer

Workplace Mentoring Flyer

Sample Emails

Flyers to include in WITS promotions

Corporate Coordinators will send a version of this email to the entire company in July and begin a list of prospective mentors as people express interest.

Copy WITS Program Coordinator on all communications
Recruitment works best when using multiple forms of communication
- Emails
- Message boards
- Internal newsletters
- Flyers in communal areas
- Working with your Program Coordinator to arrange a lunch & learn or other in-person recruitment opportunities

What's Happening...

(COMPANY OR DEPARTMENT) is seeking volunteers to participate in the leading literacy mentorship program in Chicago Public Schools with Working the In the Schools (WITS). WITS is the largest and most consistent provider of literacy enrichment programming and corporate engagement in Chicago elementary schools. WITS works with 27 corporations and 15 schools to activate over 500 mentors and serves 430 students through their student-mentorship programs.

(COMPANY OR DEPARTMENT) has been partnered with WITS for xxxx years and hope that you will consider joining us this year.

This is a highly rewarding year-long commitment, set to begin in the fall. (COMPANY OR DEPARTMENT) company is committed to supporting you in this opportunity to participate in meaningful community engagement.

Why It Matters...

Reading is a necessary part of everyone’s life. According to recent data, only 28% of Chicago Public Schools 4th graders are proficient readers. WITS’ mission is to empower Chicago elementary students to discover the joy of reading while developing strong foundational literacy skills. This is done by building community in student mentorship programs and supporting teachers by granting them books for their classroom libraries.

WITS mentors build year-long relationships with their students by providing consistent engagement that allows students to build critical literacy skills, strong learning habits, and discover more about themselves and the world through reading and conversation.

Ninety-three percent of WITS Volunteers are satisfied with WITS programming. Many of our volunteers sign up year after year, deepening their connection to Chicago elementary schools and the city overall.

What Is Involved...

In the WITS Mid-Day Mentoring program, volunteers dedicate 45 minutes, plus travel time, every two weeks to mentor a young Chicago Public Schools student between grades 2-4. Each student is assigned two volunteer mentors and once a week, one of the two mentors travels to the school to read and build a relationship with their student.

In the WITS Workplace Mentoring program, volunteers dedicate one hour every two weeks to mentor a young Chicago Public Schools student between grades 4-6. Each student is assigned two volunteer mentors and once a week, the students travel to our offices after school to read and build a relationship with their mentors.

All WITS programs are facilitated by Program Coordinators who provide training, books, supplies, and manage transportation to ensure that you are prepared to build safe and fun relationships with your student. Your commitment and enthusiasm are what make everything come together!

Your Call to Action...

If you are interested in fulfilling this valuable and rewarding volunteer role, please fill out the WITS volunteer interest form as soon as possible to ensure that you get updates as more information becomes available.

Corporate Coordinators will send a version of this email company-wide in September.

MID-DAY

Hello (COMPANY OR DEPARTMENT) employees,

The WITS program is back for the 2024-2025 school year! This year, (COMPANY OR DEPARTMENT) will participate in the Mid-Day Mentoring program at SCHOOL in the NEIGHBORHOOD. The Mid-Day Mentoring program takes place at the school, usually around the lunch hour. WITS mentors meet with their students each week for forty-five minutes, enjoying shared reading, conversation, and relationship-building activities. Mid-Day Mentoring is a special opportunity for (COMPANY OR DEPARTMENT) employees to get out of the office and into one of Chicago’s most vibrant neighborhoods. WITS Mid-Day Mentoring participants are welcomed into the school community and it’s a great way to connect with students in their own space.

Here’s what you need to know about the upcoming WITS program year:

When: DAY OF WEEK AND TIME October through May. Total time away from the office is about 90 minutes.

Where: SCHOOL and BUS INFORMATION

Who: list student grades and any other volunteer groups that are participating

How: Please email CORPORATE COORDINATOR or your WITS Program Coordinator, NAME AND EMAIL. Mentors can sign up to participate weekly or bi-weekly.

The program will begin in mid-October, and there will be a mandatory, in-person volunteer orientation at YOUR CORPORATION’S ADDRESS in late September/early October.

If you’ve already expressed interest, stand by for onboarding steps and an invitation to the orientation. If you are no longer interested, please let CONTACT know as soon as possible. If you’re a newly interested prospective mentor, please complete the WITS Volunteer Interest Form and you’ll receive more information.

WORKPLACE:

Hello (COMPANY OR DEPARTMENT) employees,

The WITS program is back for the 2024-2025 school year! (COMPANY OR DEPARTMENT) will participate in the WITS Workplace Mentoring Program with students from SCHOOL in the NEIGHBORHOOD. The WITS Workplace Mentoring Program takes place at the (COMPANY OR DEPARTMENT) office in the late afternoon. WITS mentors meet with their students each week for an hour, enjoying shared reading, homework help, and relationship building activities. WITS Workplace Mentoring is a special opportunity for (COMPANY OR DEPARTMENT) employees to support Chicago students and welcome them into our downtown office.

Here’s what you need to know about the upcoming WITS program year:

When: DAY OF THE WEEK AND TIME from October through May

Where: COMPANY address, floor if known

Who: Student grades, any other companies joining

How: Please email CORPORATE COORDINATOR or your WITS Program Coordinator, NAME AND EMAIL ADDRESS to sign up for WITS. Mentors can sign up to participate weekly or bi-weekly.

The program will begin in mid-October, and there will be a mandatory, in-person volunteer orientation at YOUR CORPORATION’S ADDRESS in late September/early October.

Corporate Coordinator will send a calendar invitation and email to all prospective mentors with the following text:

Thank you for your interest in WITS! All WITS mentors are required to attend a one-hour orientation. The orientation for our company is scheduled for (DATE TIME LOCATION). At this orientation, you’ll learn about WITS as an organization, program logistics, and how best to support your student. It will also be an opportunity to talk to WITS staff and network with other new and returning mentors. Lunch will be provided.

WITS Program Coordinator will send the onboarding steps to all prospective mentors.

WITS Mid-Day Mentoring and Workplace Mentoring Mentor Onboarding Steps

All WITS mentors, returning and new, are required to complete four onboarding steps before attending program.

Attend a WITS Mentor Orientation at your company. If you’ve missed your Mentor Orientation, please sign up here for a make-up orientation.
Complete the WITS Volunteer Agreement
Read the WITS Program Policies
Complete a CPS CiviCore application. Directions for new and returning volunteers are below.

CiviCore Application

All WITS volunteers must complete an online CiviCore application through Chicago Public Schools. Please read through the following instructions before completing your application:

NEW VOLUNTEERS

Select “New Volunteer”
Fill out required information and save your password for future use
Click “submit application”
On the screen that appears, click on “Log into your profile”
Use your email address and password to log in
Click “applications”
Click the green “Add New Application” button
Scroll down to “School(s)/Organization(s) to Volunteer” and select WITS – WITS is listed as a school, not an organization.
Select “no” to answer the question “Are you a Charter School volunteer?”
Fill out other required fields and click “submit” (no need to fill out fields without a red asterisk)

RETURNING VOLUNTEERS

Select “Current Volunteer”
Enter your email address and password to access CiviCore
1. Follow steps to reset password if necessary
Click “applications”
Click the green “Add New Application” button
Scroll down to “School(s)/Organization(s) to Volunteer” and select WITS (not the school where you’ll be volunteering)
Select “no” to answer the question “Are you a Charter School volunteer?”
Fill out other required fields and click “submit” (no need to fill out fields without a red asterisk)

Once you complete the application, you will receive an automated email from CPS. Please disregard the portion of the email that says you have to bring your ID to the school. You do not have to do this.

Please click on this link to begin your CiviCore application.

This goes out automatically after someone fills out the volunteer agreement.

Hi (Name),

Thank you for signing up to be a WITS mentor this year! If you haven’t yet, please complete CiviCore using this link.

Communication that you can expect from me this year includes weekly reminder emails with resources and information about what’s going on at WITS, a program-specific newsletter, and updates if there are any changes to our program schedule or roster. You’ll also receive emails from WITS about events and other ways you can get involved in the organization.

As you get started with WITS, I suggest getting to know more about literacy and WITS by checking out some of our blogs:

“Windows, Mirrors, and Sliding Glass Doors” to learn about the importance of diverse books and our commitment to sharing stories by and about people of color
“Why WITS Measures Attitude Towards Reading” to learn about student choice and empowerment
“What WITS Means to Super-Mentor Eve Rounds” to learn about one mentor’s passion for building relationships with students and the value of consistency

We hope to hear from you, too. Please contact me with questions, concerns, or stories from program throughout the year. We also require mentors to complete two surveys per year. You’re welcome to contact our Director of Student Programs, Ellen Werner, at any point this year.

Please follow WITS on social media and reference our orientation as needed while you build a relationship with your student. Thank you again for giving your time to WITS!

WITS Corporate Coordinator Agreement

Name(Required)

First Last

Email(Required)

Please use the email address you have used with WITS previously.

Cell Phone Number(Required)

Please use the cell phone number you have used with WITS previously.

Signature(Required)

TIPS & TRICKS FOR RECRUITING VOLUNTEERS

Use one-pagers for program recruitment
Gather names of individuals who may be interested early as a main group to promote to
Constituencies to recruit from:
- Associate classes/ new hires – promote during orientation/onboarding
- Affinity groups
- In-office support staff
Senior staff members can promote the program to their teams
Promote info sessions to all possible volunteers

Current volunteers can support recruitment by finding a colleague to join
Promote on the intranet, Slack, and other internal communication channels
Volunteers who are not in the office could come in/go to a school even if work doesn’t require it
A strong sub list makes for a strong program!
- Subs should complete all onboarding steps
- Subs should attend the first day of program to observe and meet coordinators
- It works well when subs know mentors well/work closely with them

Helpful Links