Timeline of Handover

Note: this timeline is the "minimum" of when these things should be handed over. If the Node Leads or committee are ready to do more work, then the Node Liaison should start handing over earlier - being aware of the risk of overloading the new committee members and burning them out.

Pre first event

• Node leads come to Sydney (or other established node) to shadow/see what it’s all about

• Kickoff meeting with node liaison, node leads, node liaison lead, execs to introduce everyone and everyone’s roles and responsibilities

• Node leads are onboarded with access to systems, emails and policies

• Set up the webpage, mailing list and social media pages for students and tutors

• Set up the freescout mailbox 

• Get social media manager to start hyping up the new node to build the mailing lists (especially students)

• Learn how WWCCs work in the state and decide who will do them

• Send resources (tshirts, banners, stickers)

• Decide whether or not you need public transport pickup

Event 1

• Node liaison does all the admin prep (the entire checklist)

• Node leads are front of house and learning how to run the event on the day. 

• Node leads are working with the university partner on room leads etc. and recruiting students/tutors

• Node liaison on site to direct on vibes, logistics and problem solving (reverse shadowing the event leads)

• Node liaison handling wellbeing officer duties (will have a shadow on the day)

• Node liaison will prep the pizza/snack order and the resource list with the Node leads, Node leads will communicate this with the uni partner

• Node liaison is with the event leads when meeting with the uni partner happen (online)

• Node leads/committee is on freescout, but Node liaison is still responsible for answering majority of questions and delegating when needed

• Node liaison runs the practise party online with Node Leads shadowing

• Node liaison fills out post-event report

• Node liaison helping the event leads work out who potential committee members are at the event

• Node liaison is giving the update in the GPN Aus meeting - event leads are shadowing at the meeting

Event 2

• Committee learns and takes on Humanitix

• Wellbeing shadow from Event 1 takes on wellbeing officer for event 2 with support from node liaison

• Node liaison at event

• Node liaison fills out post-event report

• Node liaison runs the practise party online, node leads can run a part of it

Event 3

• Committee learns and takes on the mailing lists

• Node leads takes over room and job allocations

• Node leads fills out post-event report

• Node leads assigns wellbeing officer and safety officer “as normal” 

• Node liaison runs the content runthrough at the practise party online, Node leads do intro to GPN

• Node leads creates the master list

• Node leads gives update in GPN Aus meeting, node liaison shadowing

Event 4

• Committee learns and takes on Squarespace updating

• Committee is setting up the event drive (start of day and end of day surveys, tutor sign up form etc)

Event 5

• Node liaison no longer coming to GPN Aus meeting for this node

• Committee is taking on content prep - resource list, practise party etc.

• Committee connects more directly with Social Media Coordinator

Event 6

• Committee is entirely running the event and all pre and post event work

• Node liaison is proactively pointing out when things are behind or need more attention 

Event 7

• Committee is entirely running the event and all pre and post event work

• Node liaison there to pick up anything that’s falling behind when asked

• Node liaison there to help answer questions about content and resources

Event 8

• Committee is entirely running the event and all pre and post event work

• Some questions about content or tricky parent questions etc.

• All questions/things they are unsure of can be answered by GPN Aus committee - node liaison no longer necessary

• We pretend the node liaison is not there, but they are available if necessary