Regional Coordinator Duties & Responsibilities

• First Week of Work Responsibilities
• Daily Responsibilities
• Coordination Responsibilities
• Work Term Responsibilities
• Last Week of Work Responsibilities
• Intern Training Sessions
• Provincial Technology Help Desk
• Définitions

First Week of Work Responsibilities

This is what you should do (in addition to your other duties) as soon as possible once you start the job:

1. If you have not already done so, complete the Intern Registration Package. This includes the Intern Information form, the Payroll Information form, the Intern Agreement, the PIF form, and the 2 (very similar) Tax Forms for Canada and Saskatchewan, the TD1 and the TD1-SK. First Nations youth who work at a CAP Centre on a reserve must fill out the TD1-IN as well.
   • The Intern Information Form asks for an email address. This email must be a work email account, not your current home or personal use account. Ask your Supervisor if the office will provide you with an email account. If not, go to hotmail.com and create an account. DO NOT use an existing personal account. Try to make it include your name and your CAP Centre (such as jsmith-littlevilleCAP@hotmail.com).
   • The Payroll Information Form asks for a VOID cheque. If you do not have a VOID cheque, you can get the direct deposit information from your bank. Make sure they pay extra attention to the Account Number - it must be the complete number, which often includes a prefix of 1s and 0s. Please ensure that it is correct - if it is not, the payments will not go through, and we will not be held responsible. If you send us the corrected information, we will add your missed pay to the next scheduled pay run.
     
2. Send us the whole SK CAP YI Registration Package
   This includes the Intern Registration Package AND the Supervisor Registration Package. We have included a handy checklist so you can make sure you have completed and included everything when you send it to us.
   • First, fax us the Package. If necessary, fax the PIF Form separately, since it is on longer sized paper.
   • Then, send the forms by mail . This is very important, since we absolutely cannot process your pay before we receive your original PIF and Tax forms.


3. *Optional* Install MSN Messenger (http://messenger.msn.com)
   • You may install and use MSN Messenger if the office where you are located allows it. We use Messenger to communicate instantly with each other. If your CAP Centre does not allow you to use this program, do not install it, and ignore all future references to using it.
   • If you would like to use Messenger, create an account that is associated with your work email account. If your work email account is hotmail, this will be very easy.
     If not, you will need to apply for a Microsoft .NET passport first - sign up with your work email address and password.
     Then see "Get Started with MSN Messenger" for further details. Do not add any personal contacts to your list. Do not abuse this privilege or it will be removed.
   • Add us to your contact list immediately:
     Monique (taphornm@ctrc.sk.ca)
     
4. Log into the E-Office (http://www.synray.ca/capweb)
• Once you have sent in the Registration Package, I will set you up on the E-Office. You will receive an email that contains your Username and Password. The password is case-sensitive, so make sure you enter the correct Upper-case and Lower-case letters.
• Follow the entire User Guide so that you know how to use the site. If you have any questions after that, please let me know. The User Guide is linked from the welcome page of the e-office. It is also available at www.ctrc.sk.ca/cap.
• Enter any shifts you have worked so far, complete with a description of the activities you did each shift, and the number and type of visitors that came in. If these shifts fell in the previous pay period, you will need to add them by clicking on the “View/Edit Previous Hours” link. Once your supervisor has confirmed your hours, the pay will be paid out with the next pay period.
  
5. Create a Schedule
   • Based on your Supervisor's suggestions, decide on an overall schedule for your Internship. Keep in mind that you will need to use all of your hours by March 21.
   • Keep an updated schedule posted where the CAP Centre visitors can see it. Try to follow the same pattern every week, and make only slight changes as needed.
     

Daily Responsibilities

1. Show up for work on time and appropriately dressed
• Most employers will fire their employees for being late. Get into the habit of being on time. This usually means that you have to aim to be at work a little early, in case there is an unexpected delay.
  If you are going to be late due to circumstances beyond your control, make sure you phone and let somebody know. Explain why you will be late and how long. If there is nobody at the office yet, leave a message.
• Dress code varies by CAP Centre. Ask if the office has a dress code. If so, abide by it. Either way, dress neatly and in clean clothes. Do not wear shirts bearing slogans or cartoons, or concert t-shirts from your favourite band. Any logos should be subtle and in good taste. Do not wear pants with tattered cuffs or ripped knees.
  
2. Check your email
   • Respond promptly, as needed. Use professional language.
   • While it should go without saying, do not open any attachments that are not expected or fully explained. These are often viruses. They may appear to come from somebody you trust, even the system administrator. Many viruses right now are disguised as undeliverable (bounced-back) emails. If you are unsure of the validity of an attachment, you can scan it for viruses using your virus protection software, or an online tool.
     
3. Log on to MSN Messenger (optional)
   • If I am online, feel free to say hello, although you certainly don't need to.
   • If you have any questions or difficulties, feel free to message me. If I can't help you myself, I'll direct you to somebody who can.
   • If you want to share a cool thingie you've found or something you've learned, please do!
     
4. Keep yourself busy with CAP duties
   • There is no official rule to follow, but I suggest that at least 80% of your time be spent on CAP duties, and the rest of your time on duties for the office or organization in which you work. At no time should you ever be doing personal work, such as homework or your own personal Web Site.
   • If you can't find anything to do, you're not looking hard enough. Feel free to ask me for ideas if you need help. :)
     
5. Log into the E-Office (http://www.synray.ca/capweb)
   • At the end of each shift that you work, enter the shift details on the E-Office, complete with a description of the activities you did each shift, and the number and type of visitors that came in. Do not wait until the pay period is over, because then if you or your supervisor are not in that day, or if you encounter any technical difficulties, your entire paycheque will be delayed. If you complete your reports at the end of each shift, at least you know you will receive pay for those days.
   • Be very specific when reporting your activities. If you help walk-in clients, tell me what you helped them with (e.g.: a resume, word documents, web searches, PowerPoint, etc.) Likewise, if you work on the website, specify what pages you are working on (e.g.: welcome.html, contacts.html, photos.html, etc.), or what tasks (e.g.: menu buttons, roll-overs, fixing broken links, etc.) If you assist your supervisor with something, tell me what, exactly. If you supervise a class or have a special project, tell me what you do. Every CAP Centre is different, so I probably don't know what your project is about.

Coordination Responsibilities

In addition to the regular Intern duties, you must assist in Coordinating in these ways:

1. Monitor your Interns’ Activities
   • Read your Interns’ Activity Reports on the E-Office at the end of each 2-week Pay Period.
   • Immediately report any prohibited activities or delinquency in submitting reports.
   • CC the Intern’s Supervisor and the Provincial Coordinator on any emails that you send, which relate to the intern’s activities. FW any replies from the Intern or Supervisor to the Provincial Coordinator.
     
2. Submit Biweekly Intern Activity Summary Reports
   • Write a report that summarizes the activities of each Intern, and highlight any important developments or actions taken as a result thereof. This includes exceptional projects, innovative ideas, reporting errors or lack of reporting, prohibited activities, etc.
     
3. Create and Present Tutorials for the Interns
   • You may be required to create multimedia tutorials that train the Interns in one or more aspects of their job duties, or that assist the Interns in training the general public in an aspect of computer or Internet use.
   • You may be required to deliver the presentation at one or more Intern training sessions, which may be in person or online.

Work Term Responsibilities

Below is a list that highlights the regular duties which are part of your job. You may undertake some or all of the activities listed. CAP Centre Supervisors may add special projects and responsibilities that reflect the demands and needs of the CAP Centre and community. Please ensure that you undertake a broad spectrum of these activities, and do not just focus on one or two. It also describes some of the activities that are prohibited, although we reserve the right to edit or add to this list. Please use your common sense, and if you have any questions, please contact us.

Communication

Interns should check and respond to their email at the beginning of each shift, and regularly throughout the shift
Interns are encouraged to create an MSN Messenger account for purposes of instant messaging. The contact list will be strictly limited to approved work contacts. The screen name will fit the formula of: {First Name} {Last Name} - {CAP Centre} (e.g.: Joe Smith - Littleville CAP), and may not be modified inappropriately. The MSN Messenger account may not be used (even outside of work hours) for personal use.

Training

Train and assist the general public and target groups on basic computer and Internet use. Topics include Jobs & Careers, Access to Online Services, Access to Information across the globe, Communication with Friends, Relatives, and Business Contacts, even recreation through Games and Shopping
Deliver Internet training sessions (e.g.: CyberCamps) to various age groups in the community
Train yourself in any way that helps you do your job better. Please limit the time you spend on this to a reasonable amount.

Technical Support

Set up and/or maintain hardware and software
Provide network troubleshooting

Web Page Development

Update or create a Web page for the CAP Centre
Assist community members in developing their own Web pages

Promoting and Creating Awareness of the CAP Site

Inform a broad range of community members about the CAP Centre
Promote the awareness of E-commerce to local small businesses
Develop publicity and promotional materials
Organize information sessions and other promotional events
Encourage local media to do stories on the CAP Centre
Approach businesses and service clubs as potential partners

Research

Perform customized Internet searches for specific target groups
Collect data about the community or CAP Centre clients (i.e.: exit polls)

Administration

Maintain records for the CAP Centre
Assist the CAP Centre Supervisor in day-to-day activities of the CAP Centre
Assist in a small amount of tasks for the office in which you work (does not have to be CAP-related)

Prohibited Activities

Downloading Copyrighted Music or Game 'cracks'
Accessing offensive websites
Engaging in offensive email or chat
Any non-work-related activities

Last Week of Work Responsibilities

Make sure you get these tasks done before your hours are used up:

1. Write a "Success Story"
   • Don't let the name scare you... this is easy.
   • Write a short article (a few paragraphs) about what impact your internship has had either on you or on the members of your community. You could focus on a particular person who frequented the Centre, or on a program that you ran, or just on how you have earned new job skills and confidence, etc. Email it to me. If you can include some pictures (of you or the Centre or a class), that would be fantastic.
   • Please fill in and sign the Release Form. It gives Industry Canada the right to use your story in their publications. This is not mandatory, but we'd really appreciate it. If you mention anybody's name in the story, have them fill one in too, or else change their name in the story. Fax me the form(s) at 306-682-3101. Then send the original by mail to: SK CAP YI, Box 720, Humboldt, SK, S0K 2A0
     
     
2. Complete the Final Report
   • Complete the Final Report on E-Office.
     
     
3. Confirm your Mailing Address
   • At the completion of your work term, we will mail out your Record Of Employment (ROE). Please confirm your current mailing address with us. If you are about to move, you should supply us with a different (permanent) address to mail it to. If you are applying for Employment Insurance Benefits, you will need this form. We will also use this address to mail you your T4 Tax form, which you will need in order to file your taxes this year and next year.

Training Sessions

One or more training sessions may be organized throughout the project year. I encourage Interns and Supervisors to attend. Interns will be paid for their time at these sessions, plus travel time (for those who come from other towns). This pay will come from their Internship hours. CAP Centres must discuss transportation and accommodations with the session organizers in advance.

Definitions

Youth Intern means someone who assists the public by delivering Internet training sessions, researching and assisting in Web site development, organizing special events, providing technical support to CAP Centres, and other related activities.

Regional Coordinator means someone who assists the Provincial Coordinator in monitoring and mentoring the Youth Interns for a specific region of the province. The Regional Coordinator may be located in a CAP Center or the office of the Provincial Host or a related organization.

Provincial Coordinator means someone who assists in the delivery of the Project for the Provincial Host.

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