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Creating Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino

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Page 1: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Creating Career Day Events Your Students Will Never Forget

Karen Powell – M.ED, LPCScott Sterrantino

Page 2: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Contact Colleges for Free Stuff

Promote College & Career Readiness by displaying college pennants and posters around your school

Elementary students love to get free “stuff”

Start by going to various college websites and email admissions. Prepare your email in advance so you can copy & paste your request. Sometimes the website will have a form that you fill out for promotional materials.

See Handout for sample emails

Page 3: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Contact Colleges for Free Stuff

Ask for posters, pencils, t-shirts, stickers, tote bags, and other trinkets.

Send thank you emails when representatives contact you back or if you get a super shipment of stuff.

Solicit help from your committee or paraprofessionals to sort through the trinkets. Your goal is to get enough for each student who is participating in career day to get at least one thing.

Page 4: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Contact Colleges for Free Stuff

Attend your district’s high school college fairs. These are usually held in the fall. You can get tons of free stuff and pennants too.

Page 5: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
Page 6: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
Page 7: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
Page 8: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
Page 9: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
Page 10: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Contact Colleges for Free StuffKeep a log of the colleges you have

contacted and what they send you so you don’t inadvertently duplicate your request.

Notate the email address that request was sent to.

The following year email other colleges to get more pennants.

Email the same colleges for more trinkets, if you wish.

Page 11: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
Page 12: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
Page 13: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
Page 14: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
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What Do You Do With All the Free Stuff?

Give each teacher a baggie containing the trinkets and have the teachers pass them out after the career day sessions are over.

Consider holding a drawing to give away larger items such as tote bags, sports items, and t-shirts. You can name the winners on the morning announcements and have them come to the office to get their item.

Page 16: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

What Do You Do With All the Free Stuff?

Most colleges send tons of pamphlets and other printed materials. Use these for:College Night/FairUse some for College Spot Light

bulletin boards.

Page 17: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
Page 18: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
Page 19: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Types of Career Days

Speakers rotate to individual classrooms.

Homeroom classes rotate as a whole to individual speaker rooms.

Students rotate to various speakers based on their interests and pre-selected choices.

Page 20: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Planning for Career Day

Pick a date.Consider forming a Career Day

Committee with a representative from each grade level.

Decide on the schedule.• Will you have a keynote speaker that all

students attend together?• How many sessions will each student

attend?• What time will Career Day Start & End?

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Planning for Career Day

How long will each session be?How much time will you need between

each session for transition?Decide how many grade levels will

participate and if they will all attend every session or just some sessions.

Don’t be afraid to start small and build your career day over 2-3 years.

Will you need to rearrange any lunch/recess or outclass schedules?

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Planning for Career Day

Send email invitations to district people you may want to invite to your Career Day (area supervisors, superintendent, community relations department, district photographer, other special guests).

This is good PR for your school.

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Planning for Career Day

Determine how many classrooms will be available to use for presenters. Don’t forget common rooms such as the computer lab, library, etc. that may be available.

Decide how many presenters you need. You cannot have more presenters than you have rooms to put them in.

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Planning for Career Day Divide the number of students that will attend

each session by the number of students you want in each session to know how many presenters you need.

For example: 15-25 students per session is a good number for elementary; secondary can be higher. If you have 3 grade levels (300 students) participating, then you need between 12-20 presenters.

This gives you a target to shoot for. You don’t want a presenter to end up with 5 students in their session because you have too many presenters.

Page 25: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
Page 26: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Ideal Presenters

Love kids (elementary) or teens (middle school & high school)

Use visuals (Power Point, Pictures, Displays, Video Clips, etc.) or Interactive Activities with students

Are punctual Respond to your emails in a timely fashion Are excited about their career and love to

share it with others Bring free stuff (pencils, stickers, etc.) to give

to the students, if it applies to their career. (This is an added bonus).

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How Do You Find Presenters?

Think about who you do business with (bank, insurance, doctor, dentist, veterinarian, grocery store, electrician, auto mechanic, etc.)

Think about people you know and what their jobs are (church, clubs, social circles, etc).

Send an email to your faculty and ask for referrals. Teachers’ spouses can be an excellent resource.

Follow up in person with staff emails. Many times they forget to respond.

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How Do You Find Presenters?

Send a letter home with students asking for parents with careers to present (not always a good idea-you may end up with 5 financial planners or someone who is a poor presenter).

Generally, you don’t want duplicate careers. Look through your school district phone book.

There are many professional people (graphic artists, high school technical education teachers, human resources, athletic department, therapists such as music, physical, speech, occupational).

Contact college admissions or recruiting departments in your area.

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Contacting Potential Presenters

Write your email: Include basic details such as the date, time, how many times they will be expected to speak, etc.

Send email to referrals you have received and to people you know.

Call potential presenters. If they are interested, follow up with an email containing the details.

Keep a color-coded log of your contacts.

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Page 31: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Emails to Presenters

Compose an email for:

New Presenters Returning Presenters Equipment Requests Parking Information & Last Minute

Reminders

See handout for sample emails

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Timeline for Contacting Presenters Suggest 3 Emails at Strategic Intervals:

1. Ideally, 3 months prior to the event, make your first contact with presenters, giving them the basic schedule and what is expected of them. Include questions to address during presentation. See handout

2. One month prior – email your confirmed presenters asking/verifying equipment needs so that you can plan room assignments.

3. 3 Days prior to the event – send out parking information with a map and directions on where to park & ask for cell phone contact.

Page 33: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
Page 34: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Timeline for Contacting Presenters

Sending emails at these intervals eliminates potential no-show presenters by keeping the event in the forefront of their minds.

It also gives you time to make other arrangements if your email has jogged their memory that they can no longer come.

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Equipment Needs

Send a checklist to each teacher whose room you may use to see what equipment is working.

Include on the checklist:ProjectorComputer hooked to projector with

InternetELMODVD player

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Equipment Needs

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Equipment Needs

Send the list out at least 6 weeks prior to the event so that if there are equipment problems, there is time to get them fixed.

Remind teachers to let you know if they have any equipment issues after the checklist is filled out.

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Hospitality Room

A Hospitality Room is a nice way to show appreciation to presenters.

Helps alleviate coordinator’s stress. Presenters are more likely to be on time for

career day when the hospitality room is opened prior to the first session as opposed to after sessions are over.

Presenters don’t feel that their time is being wasted by being early. They also enjoy meeting and talking with other presenters.

Choose one of your larger rooms. Decorate

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Hospitality RoomHave student council make thank you

signs to post in the room.Decide on menu (fruit, yogurt, sweet

rolls, kolaches, breakfast tacos, coffee, tea, hot chocolate, juice,water, etc.)

Paper goodsStaff member to be the host/hostess

for the roomLeave Hospitality Room open the entire

time, if possible

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Page 41: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

One Week Prior to Career Day Send logistics email to staff Figure out where you need help on Career

Day (monitoring stations, check-in, etc.) and who will help (ESL teachers, Paraprofessionals, A.P., Principal, Math/Reading Specialists, Reading Recovery Teacher, Librarian, Tech Specialists, etc.)

These helpers will be placed at strategic places in the hallways during transitions to monitor students and help them find rooms, if needed. They can also be on-call for any other assistance that is needed.

See Handouts

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Page 43: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
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Page 45: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

One Week Prior to Career Day

Meet with Student Council Members if you plan on using them.

Make a Welcome Banner to display in the front office.

Make Door Signs on bright colored paper.

See Handouts

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Page 47: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

One Week Prior to Career Day

Have Parent helpers make Career Day folders for each child with several pieces of paper in them for taking notes.

If using Hypersuite – have students sign-up for career choices either via the computer lab or iPads.

See Handouts

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1 Day Prior to Career Day

Post your Door signs in the same location for each room and high enough so that it is above students’ heads. Then when students line up by the door before each session, their bodies are not covering the signs.

Shop for Hospitality Room items & food.

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1 Day Prior to Career Day

Give the front office a list of all the presenters and instruct them to check off each presenter as he/she arrives.

Give the front office a copy of the master schedule so if they need to find a student on career day, they can.

Give teachers their master schedule for the presenter they are hosting.

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Tape signs to orange cones to direct presenters to parking spots.

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1 Day Prior to Career Day

Meet with your student council members (if they are helping) to give them instructions on how to be a host/hostess.

Make sure teachers have received student folders for note-taking.

Deliver student schedules to teachers 1 day prior. These can be stapled/taped to student folders.

Hang Welcome Banner

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During Career Day

Stay close to the front office and your cell phone to monitor the arrival of presenters until they have all arrived.

Greet them as they come in.If all presenters show up on time –

RELAX and enjoy the day.Pop into each room and observe,

take pictures, etc.

Page 53: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

During Career Day

If you have a last minute cancelation once schedules are run or a No-Show, implement Plan B.

Plan BStudents still report to assigned room.

A staff member meets them there & reassigns students, giving them a “reschedule form” (if Excel was used) with the new room and career on it. If using Hypersuite, simply write the new room number & career on the student’s schedule.

Page 54: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
Page 55: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

After Career Day

Give teachers not more than 3 days to turn in the thank you notes/letters that students have written to the presenters.

All students pick the presenter they heard last (as opposed to their favorite presenter) to write a note to. This ensures that all presenters get a fair amount of cards/letters.

Page 56: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

After Career Day

Write a thank you letter of your own to each presenter to include with students’ cards. If you want the presenter back next year, mention that you hope they will consider returning next year. If you don’t want them back, do not include that comment.

Ask for Feedback from teachers and students and save feedback for tweaking next year.

Clean-up, relax, enjoy the awesome emails you receive from the staff about career day, and go home early if you can. You will be exhausted.

Page 57: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Scheduling Students with Presenters

Whole Class MethodMake a schedule 3-5 days prior to the

event to give to teachers.

Students’ ChoiceUsing Excel – Start the student sign-up

process at least 3 weeks prior to the event.

Using Hypersuite – Start the student sign-up process 3-5 days prior to the event.

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Advantages & Disadvantages to Whole Class Method

AdvantagesVery quick to organize

DisadvantagesNot all students will be interested in

the career they were assigned to hear about or they may have heard the presenter in prior years.

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Advantages & Disadvantages to the Student Choice Method

Advantages Students will be more engaged. Students can learn about careers they are

interested in. More exciting for the students

Disadvantages Takes more planning More time consuming for the coordinator,

especially if not using a scheduling software

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Career Synopsis

Once you have your presenters committed, write a kid-friendly description of each career.

This will be used by the students when they make their choices.

Page 61: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
Page 62: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Using Excel to Schedule Students

Prepare a Master Roster by exporting the names of all participating students, grade level, and home room teacher’s name from your school data base.

Use the format: Last Name, First Name

Sort alphabetically by last name.Make a column for each session.

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Using Excel to Schedule Students

Need to be proficient at using Filters, Search & Replace, and Hide & Unhide columns or work with someone who has these skills

Divide the total number of number of students who will be attending by the total number of speakers per session.

Assign each career a number starting with 1. You will use this numbering system in the scheduling process.

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Using Excel to Schedule Students

Color-code sign-up sheets for each homeroom class by session. For example: all session 1 forms should be one color; all session 2 forms should be a different color, etc.

This helps prevent the students/teachers from signing up for two different careers for the same session and skipping another session altogether.

The number of slots under each session will depend on how many students you will allow in each session.

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Page 66: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Using Excel to Schedule Students

Students read the Career Day descriptions and rank them in order of preference.

Starting with the highest grade (for example-5th), students sign up for one career for each session on the color-coded sheets. All 5th grade classes complete this on the same day.

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Using Excel to Schedule Students

Post sign-up sheets on the wall and have students write their names or have the teacher write their names down which is sometimes faster.

Collect these sheets from the entire grade level.

Page 68: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Using Excel to Schedule Students

Do one teacher at a time. Filter Master Roster by grade and teacher,

working with only one class at a time. Enter the “number” of the career for session 1

for each student on the master roster (prepared in advance).

Hide Session 1 column before working on session 2 for that same teacher. This prevents you from entering the data in the wrong column.

Hide Session 1 & 2 when working on session 3, etc.

Page 69: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Using Excel to Schedule Students

Doing it this way will allow you to catch sign-up errors and make the corrections.

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Page 71: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Using Excel to Schedule Students

Once you complete all of 5th grade, use the filter to determine how many students you have in each career to know how many slots you can offer to 4th grade.

Use the same color-coded sheets for 4th grade and X out slots or careers that are full.

Repeat the process of adding the choices to the Master Spread Sheet.

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Using Excel to Schedule Students

Repeat the process for 3rd grade or if your career day is only for 3rd-5th, you can randomly assign 3rd grade, filling them in where there is space.

Once the Master Roster is completed, fill in the Individual Session Rosters by using filter and copy & paste.

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Page 74: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Using Excel to Schedule Students

Using Search & Replace, convert the numbers to the name of the career, room number, etc. (Lawyer-Rm 31-Johnson-4th)

This same spreadsheet will be used for the student schedules.

Can put on wrist like a bracelet or staple to folder they have with them for taking notes.

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Page 76: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff
Page 77: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Google Docs for Sign-up Process

Students sign up on Google Docs for the careers they want to go to.

Take the spreadsheet and cut & paste into the session groups

Very time consuming, like Excel

Page 78: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Problems with Excel & Google Docs Both are very time consuming (at least

50-60 hours of time if you have a 400-500 students participating).

If you have a last minute cancelation, the lists have to be adjusted and this creates more hours of work when time is short.

Lots of room for error due to interruptions and students not signing up according to directions.

Page 79: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Using Hypersuite to Schedule Students

Hypersuite takes the frustration out of career day scheduling and takes only a few hours of the coordinator’s time.

Demonstration

Page 80: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

Other College/Career Activities

College Shirt Day (pick a day each week or alternate with spirit day)

Interactive College BoardsParent Information night & invite a

college rep to talk about how to pay for college.

Lots of ideas on Pinterest

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Found on kcschoolcounselorchic.blogspot.com

Page 82: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

College Visits

Find a college that will accommodate the entire grade level.

Secure funding for buses (school funds, fund raisers, Title I funds, etc.).

Pick a date.Schedule tours of the campus,

dorms, recreation center, student center, etc.

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College Visits

Reserve space at the student cafeteria (all-you-can-eat buffets are a student favorite).

Collect money in advance for lunch and pay as a large group.

Create a lesson plan for pre/post visit.

Take a virtual tour of the college you will visit.

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Scheduling a Career Day

Using hyperSuite©

<hT>hyperTechnologies, LLC.

Software Solutions for the Internet Age www.hypertechnologies.net

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History• My wife was a teacher in Frisco ISD in 2002

• She volunteered to help organize their Career Day and quickly realized how much work was involved

• I was ‘volunteered’ to build a solution to make it easier

• As a result, the 1st generation tool, hyperCareer©, was developed, followed by 2nd generation hyperSuite©

<hT>hyperTechnologies, LLC.

Software Solutions for the Internet Age www.hypertechnologies.net

Page 86: Creating Career Day Events Your Students Will Never … Career Day Events Your Students Will Never Forget Karen Powell – M.ED, LPC Scott Sterrantino Contact Colleges for Free Stuff

What does hyperSuite do?• Creates Career Day schedules for the students based on the

speakers available, session sizes, and student preferences

• Add students, speakers, and session info, and hyperSuite puts it all together

• Makes sure there are no blank schedules or empty speaker sessions

• Provides printable schedules for students, speakers, and teachers

<hT>hyperTechnologies, LLC.

Software Solutions for the Internet Age www.hypertechnologies.net

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How Does hyperSuite work?• Online software – simply log in from an internet browser

• Create schedules from work or home

• Multiple logins allow more than one person to enter information

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Software Solutions for the Internet Age www.hypertechnologies.net

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Software Solutions for the Internet Age www.hypertechnologies.net

Main Screen

Header Section

Toolbar Section

Functional Section

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Database Menu - New

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Software Solutions for the Internet Age www.hypertechnologies.net

Database Menu - New

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Speaker Menu - Add

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... or import

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Student Menu - Teachers

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Student Menu - Add

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Software Solutions for the Internet Age www.hypertechnologies.net

... or import

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Student Login – let them add their own choices

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Student Login – let them add their own choices

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Student Login – let them add their own choices

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Student Login

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Schedule Forcing

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Schedule Blocking

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Student Menu – Student Schedule

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Student Menu – Student Schedule Complete

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Student Menu – Example Schedule

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Student Menu – Example Warnings

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Thank you!

Scott [email protected] 740-9800

www.hypertechnologies.netwww.schoolcareerday.com

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Last Name First Name Position Availability

A L 3rd-5th Station 3 & 12

L A ESL (2nd) Outclass Coverage (9:00-10:40)

C D ESL (K); RR Presenter

S Z ESL (1st); RR Station 3 & 8

A A Librarian Outclass Coverage (9:00-11:40)

C B Music; Team Ldr on-call Tech Support

G A PE Absent

J C ArtStation 9 (11:00-11:10) & Outclass Coverage (9:00-10:40)

H D Science Lab; (ESL/GT) Hospitality Room

D K Principal Floater

D J Asst. Prinicpal Station 7

G L Asst. Prinicpal Station 12

Powell K Counselor Everywhere

N C Data Specialist Station 4

T D CCC Station 8

F D Rdg SpecialistStation 5 (11:00-11:10) & Outclass Coverage (9:00-10:40)

K J Math Specialist Outclass Coverage (9:00-10:40)

C N RR/Title 1Station 8 (8:15-8:50) & Outclass Coverage (9:00-9:50)

T L DLL/BIL Spec

Hospitality (8:15-9:00); Outclass Coverage (9:00-10:40) & Station 5 (11:00-11:10)

C L 5th Rm 39-Data Rm (Cosmotology)

D K 5th Computer Lab (Firefighters)

G V 5thPlanning Time (9:15-10:05); Cover Dwinell's Outclass (10:10-11:00)

L J 5th Station 4; other places as needed

S V 5thPlanning Time (9:15-10:05); Cover Colson's Outclass (10:10-11:00)

W S 5th Art Room (Artist)

Career Day Assistance - See various schedules for time & place

ILT

ESL/RR

Outclass Teachers

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A L Executive Asst.

A N District Aide

B L P.T. Receptionist Station 1

C T Nurse

M E ADA

M T BIL Aide Station 5

M T Nurse/Counselor Aide Station 9

P F Educational Sub

V V CCC Aide Station 1

M B PK Aide

Vacancy PK Aide

S E Kdgn Aide

A P ESL Aide Station 8

W A Resource Aide-Incl-K-3 unavailable 1st SPED)

R L Resource Aide Helping with SPED

M M Resource Aide

A V BIC Aide

T A BIC Aide

H G PE Aide Outclass Coverage (9:00-11:40)

A Katrina SPED K-2

G Aaron K-5 BIL Station 2 & 10

O Nancy 3-5 Station 6 & 11

S Kammy BIC

Paraprofessionals

Office Staff

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Sample – Email to Colleges asking for Pennants and Trinkets

Dear College Representative:

My name is Karen Powell and I am an elementary school counselor in Houston, TX. I’m trying to gather as many college pennants as I can to help promote college and career readiness to the students in my school. We do a lot of college and career activities including college visits for 3rd-5th grade students. The state of Texas puts a high priority on making sure all of our students are college and career ready. This process begins in elementary school by exposing our students to college and careers early in their school career.

Each year, I organize a large college & career day in early December for my students. I would really appreciate it if you could send me a pennant from your school to display and any other college trinkets (pens, pins, key chains, cozies, stickers, bracelets, t-shirts, backpacks, caps, spirit items, etc.) that I could use for college & career day in December that would promote your college and motivate our students to focus on their future, do well in school, and start down the road to being college and career ready.

My school address is at the bottom of this email. If this email has reached the wrong department, I would appreciate it if you can forward it to the appropriate person.

Thank you so much!

Karen Powell Counselor

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Sample – Email to Colleges asking for Trinkets, but not Pennants (already have their pennant)

Dear College Representative:

My name is Karen Powell and I am an elementary school counselor in Houston, TX. I’m trying to gather as many college trinkets and spirit items as I can to help promote college and career readiness to the students in my school. We do a lot of college and career activities including college visits for 3rd-5th grade students. The state of Texas puts a high priority on making sure all of our students are college and career ready. This process begins in elementary school by exposing our students to college and careers early in their school career.

Each year, I organize a large college & career day in early December for my students. I would really appreciate it if you could send me college trinkets (pens, pins, key chains, cozies, stickers, bracelets, t-shirts, backpacks, caps, spirit items, etc.) that I could use for our college & career day in December that would promote your college and motivate our students to focus on their future, do well in school, and start down the road to being college and career ready.

My school address is at the bottom of this email. If this email has reached the wrong department, I would appreciate it if you can forward it to the appropriate person.

Thank you so much!

Karen Powell Counselor

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Sample - Email to presenters verifying Equipment Needs

Dear Career Day Presenters,

Career Day is just around the corner on Friday, December 5th. I am starting to finalize room assignments. Most of our rooms are equipped with ceiling-mounted projectors hooked up to a classroom computer, but there are a few that do not have this equipment.

Please let me know if you will need a projector for pictures or a power point so I can assign you to a room that has this equipment. It will work best to put your presentation on a USB drive that we can pop it into the classroom computer. If you need to bring your own computer and plan on using a school projector, I need to know the following information:

The type of computer that you have (Mac, PC) and the year. Connectors may be different depending on the type & age of the computer.

If you need to play a Mac-made video on a PC, I need the file name (.bup, .ivo)

If there is anything else you need such as a table, dry erase board, chart paper, etc.; let me know that as well.

I have attached a spreadsheet with our confirmed presenters. Some of you have already let me know about equipment needs. Please check the spreadsheet for accuracy. We are fortunate to have some of you as repeat presenters. I have highlighted the equipment column under your name based on what you needed last year. Please confirm if this is still correct or if it has changed.

You can expect about 18-25 students in each of the three sessions.

I will send parking information after Thanksgiving break.

We are looking forward to your visit. If you have any questions, please don’t hesitate to ask.

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Sample – Initial Email for New Presenters Dear I would like to invite you to participate in our 7th annual career day at (Name of your School). I want to give you plenty of notice before your busy calendar fills up. Please let me know if you are interested and available for this exciting event. The following information will give you a basic outline of how the morning goes. Our career day is Friday, December 5th. It will be for students in grades 2-5. The general format is as follows: 8:30 – Presenters check-in with driver’s license and organize their things for presenting; then enjoy coffee and snacks in the hospitality room. 9:10-9:40 – Session 1 9:50-10:20 – Session 2 10:30-11:00 – Session 3 The presenters give 30 minute talks on their career to three different groups of students, including time for Q & A. Students rotate into the different classrooms where the presenters have their things set up. For this age, props or visual aids work well, whether that be in the form of power points, pictures, actual items, etc. A bit closer to December I will have further information about how many students to expect in each session as well as parking information. If you need access to any audio visual equipment, let me know so that I can make sure I assign you to a room that has the needed equipment. Most of our classrooms have ceiling-mounted projectors that are hooked up to the classroom computer. If you have a presentation on your laptop, it works best if you can put that presentation on a USB drive that can be inserted into the classroom computer. Please let me know if you would like to participate so I can secure a spot for you on our presenter list.

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Sample – Initial Email for Returning Presenters Dear Thank you so much for your past participation in our annual career day! I am contacting you once again to see if you are interested and available to serve as a presenter for our 7th annual career day at (Name of School). The students really look forward to this special day each year! If you are able to commit to this event, please let me know so that I can secure your spot on my presenter list. Our format will be the same as in the past. I’ve listed the basic information below. Our career day is Friday, December 5th. It will be for students in grades 2-5. The general format is as follows: 8:30 – Presenters check-in with driver’s license and organize their things for presenting; then enjoy coffee and snacks in the hospitality room. 9:10-9:40 – Session 1 9:50-10:20 – Session 2 10:30-11:00 – Session 3 The presenters give 30 minute talks on their career to three different groups of students, including time for Q & A. Students rotate into the different classrooms where the presenters have their things set up. For this age, props or visual aids work well, whether that be in the form of power points, pictures, actual items, etc. A bit closer to December I will have further information about how many students to expect in each session as well as parking information. If you need access to any audio visual equipment, let me know so that I can make sure I assign you to a room that has the needed equipment. Most of our classrooms have ceiling-mounted projectors that are hooked up to the classroom computer. If you have a presentation on your laptop, it works best if you can put that presentation on a USB drive that can be inserted into the classroom computer. I wanted to make sure I gave you plenty of notice before your busy calendar fills up. I look forward to hearing from you soon.

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Here are the logistics for Career Day. Let me know prior to Friday if you have any questions on procedures. We have 24 career day presenters. K-5th will attend the keynote speaker in the cafeteria. 2nd-5th will attend 3 sessions following the keynote speaker. We will be using 2nd-4th grade classrooms along with some other rooms inside the building. Room assignments will be emailed to you very soon. 5th grade teachers will be assigned to cover a room inside the building. Each teacher will stay in his/her own assigned room with the presenter for each session. Please take role as your students enter the room or once they are seated. You will have a roster of the students in each session. The students will rotate to the different sessions. Sessions will have approximately 18-22 students in them. Teachers may switch with each other for sessions 2 & 3 in order to hear other presenters if you’d like. Please plan this in advance. Make sure that there is a teacher in each room to handle logistics, discipline, power points, etc. and that you leave your session roster containing the students’ names with the person you’re switching with. Teachers should be an active participant in the session. This communicates to our students and presenters that what they have to share is valuable information. Please do not grade papers, read emails, etc. Ensure that students are respectful and quiet during the presentation and please help with the transition between sessions so that students are fairly quiet in the hall, not running, etc. There will be 10 minutes between sessions. Students will line up quietly, 3” from the wall next to the teacher’s door until the previous class has exited the room and the teacher invites them in. The presenter may start a few minutes early, if everyone is settled prior to the start time. However, they should continue to take questions from students until it is time to switch to the next session. Do not allow your students to leave the class early since they will have no where to go. Presenters will be checking in at the front office starting at 8:30 a.m. and will be shown to their room by assigned staff members so they can get set up for their presentation. Please leave your room unlocked when you go to the cafeteria for the keynote speaker so that the presenters may drop off their materials. If they don’t have anything to set up, they will wait in the hospitality room until about 9:00-9:05, at which time they will come to your class. If a presenter has not arrived on time for some reason or a presenter has cancelled at the last minute (after student schedules are done), the students still need to report to their assigned room. Karen or another staff member will be down a.s.a.p. to reassign them to another room for that particular session. The front office will be checking presenters in and I am in frequent contact with them during this time so I will know if someone is running late. If a student is rescheduled, the new session will be hand-written and initialed by an adult. This will increase your numbers slightly. Hopefully, everyone will be here and on time and we won’t need to do that. Teachers will have a master copy showing which students will be in your room for each session. I will have yellow signs on your window (or door if you don’t have a window) with the career name so that the students can easily locate the correct rooms. Some of the presenters may need help with projecting their power point presentation. I will put the master list and student schedules in your box before I leave on Thursday. I don’t want to print them too early in case a presenter has to cancel the day before. I wrote to a number of different colleges this year and asked for them to send me free stuff which many of them did. Tues, Wed, and Thurs t-shirts & other college items will be given away on the announcements to pre-selected students whose names were drawn. Teachers will receive baggies of other college trinkets that will be passed out to their homeroom students after all the sessions are over. I hope to have enough for 2nd-5th, but at this point, I don’t know for sure. Teachers may like to further extend the Career Day learning by having students compare/contrast the different careers they attended with bubble maps, discussion groups, writing assignments/research on interested careers, or other activities of your choosing. You may also want to assign career exploration as part of your homework menu for December. Students will have a Career Day Folder (construction paper folded in half). Staple the student’s schedule (which you will receive by the end of the day on Thursday, at the latest) on the outside of the folder. Folders will have paper inside that the students can use for taking notes and writing down questions that they have.

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Teachers will carry these folders and some pencils to the cafeteria when arriving for the keynote speaker. Teachers will pass them out to students prior to leaving the cafeteria. Folders are being made by the parent center – thank you Leslie Ackerman for organizing this! To practice the character trait of Showing Appreciation - Please have your students write a thank you note/letter to the presenter they saw in the 3rd session. This will ensure that every presenter receives a stack of cards. Students are welcome to make cards for more than one presenter if they wish. Please have them mention the name of the person or the career in their card so I know who it is supposed to go to. Stress with students that they should put some thought into their card. It should not look like they did it in 2 minutes or that it was done by someone younger than the age they are. Students should use their best penmanship; mention something they learned, something they liked about the presentation, appreciation for the presenter taking time off of work to come to out school, etc. You can assign it as homework or a writing assignment, if you wish. Please put these in my box by Wednesday, December 10th so I can get them in the mail by the end of the week. The schedule for the morning is:

8:30-8:50ish – Keynote Speaker (“Mattress Mack”) - Cafeteria o 8:30-9:00 – Presenters check in & Reception for Presenters in Science Lab

8:50ish-9:05 – Students transition to the 1st session directly from the cafeteria with their Career Day Folder & pencil

9:10-9:40 – Session 1 9:50-10:20 – Session 2 10:30-11:00 – Session 3 (Hallway monitors – continue to monitor until students transition back to their

homeroom). Outclass schedule will not be changing. Someone will be coming to your classroom at your regular outclass time (3rd-5th) to cover you so you can leave your room if you wish. No announcements on this day. Do the pledge/ lunch count in your room. 8:13 – start transitioning to the cafeteria quickly.

K-2nd grade – use the main hallway 3rd-5th grade – use the library hallway & front office hallway

After the keynote speaker:

2nd-5th exit the cafeteria first o 2nd-3rd – Use the main hallway o 4th-5th – Use the front hallway/Library Hall

Students wait outside Session 1 classrooms until host teacher arrives K/1st – exit cafeteria once 2nd-5th are cleared out There will be ILT and extra staff in the hallways to help students find their 1st session

Parking on Career Day

If you generally park in the front lot (including Reserved spaces), please park in the back lot on Career Day. We will be reserving the front lot space for our presenters. Thank you so much!

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Questions to answer during Career Day Presentation

How do you use reading, writing, and math skills (or other school subjects) on your job?

How do you use technology in your career field?

What type of education and training is needed for advancement into the career area?

Will continued education and training be needed for advancement in the career

area?

Describe your job duties.

Describe a typical work day.

What talents and skills are necessary for success in your career field?

What hobbies and interests do you have that are compatible with your field of work?

What personality traits are helpful in your career?

 

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Sample - Email to Presenters – Parking Information and Last Minute Reminders Dear Career Day Presenters, I hope everyone had a wonderful Thanksgiving weekend and that you are looking forward to Career Day at (Name of School) this Friday, December 5th as much as we are! I understand traffic can sometimes be unpredictable, so in case you are running late and will be more than 10 minutes past the 8:30 arrival time, please call the front office at 281-634-4320 or my cell number (281-000-0000) to let us know your status. I am attaching a parking map for your use. We are reserving the front parking lot for our Career Day Presenters. There are 24 spaces there. If the front lot is full, you may also park in the street along the left side of the school prior to 8:30 a.m. (See yellow highlighted area on map). Parking is available on the street in front of the school, starting at 8:30 a.m. You are welcome to come prior to 8:30 if you need a little extra time to bring your things in or want more time to enjoy coffee and refreshments. School starts at 8:10 a.m. so traffic around the school should be minimal by 8:15 a.m.

8:30 a.m. – Arrive and get checked in at the front office (Please be sure to have your driver’s license with you for scanning in order to get your name tag). A staff member will be available to show you to your room so that you can set things up for your presentation, if you need to. They will also escort you to the hospitality room.

9:05 –Be in your assigned room, ready to go. Students will start coming in about 9:05 a.m. 9:10-9:40– Session 1 9:50-10:20 – Session 2 10:30-11:00 – Session 3

You will not need to change rooms since the students will be coming to you. There will be a teacher in each room to manage the students and help you with anything you may need. You can expect about 18-22 students in each session. If you forgot to let me know if you have any technology needs, please let me know as soon as possible. Please respond to this email so I know that you have received it. If possible, I would appreciate a cell phone number where you can be reached Friday morning in the event you are running late and forget to bring the school number with you to give us a call. Please let me know if you have any questions. Otherwise, I will see you this Friday!