The Award Centre Management Playbook is focused on the administration and operation of the Award Centre itself. It provides comprehensive guidance for efficiently planning and implementing all necessary tasks to manage your Award Centre. This Playbook begins in April so that everything is successfully prepared for at the start of the academic year in September.
By signing up to deliver the Award, your Award Centre has committed to working towards ensuring that participants are set up for success. The goal is for every registered participant to complete their registered Award level. This commitment involves a dedicated effort to adhere to the Award standards, providing the support and resources participants need to achieve their goals and benefit from the transformative experience the Award offers.
Moreover, the experience should be fun and meaningful for both the participants and the Award Leaders. By fostering a positive and engaging environment, we ensure that everyone involved finds the journey rewarding and enriching.
Complete List of Resources
April-August: Preparation Phase
Establishing a framework for success provides Award Centres with essential guidelines for preparing for Award delivery in the upcoming school year. It emphasizes the importance of strategic planning, resource allocation, and risk management before the academic year begins. This preparation ensures a smooth program launch and an impactful experience.
Annual/Renewal Check-in Checklist
Review of program goals and achievements
Agree on Annual Fee. Keep in mind the deadline to complete the statement of fees, invoice issuance, and payment of invoice is by the end of September.
Supplemental Resources:
- Organization Information Form: Should be completed by Award Centre Administrator (Authorizing Contact) to ensure organization information is up to date.
- Participant Transfer Form: This form is to be completed by the Award Centre that the participant is joining.
- Award Centre Management Manual
Dedicated Account Manager Support
Coordinate with the Award Leaders to have check-ins throughout the year with your Account Manager.
Every Award Centre is assigned a dedicated Account Manager who will connect with you regularly to ensure your Award Centre is on target for success. The frequency of these check-in’s will depend on the specific needs and level of support required by your Award Centre. The regularity of these dedicated check-ins is designed to provide tailored support, ensuring that each Award Centre can effectively deliver the Award program and achieve their goals. Your Account Manager is a valuable resource, committed to helping your Award Centre thrive and ensuring a successful and rewarding experience for all participants.
Meet with the Administrators at Your Award Centre
Discuss plan for upcoming school year
Discuss budget for upcoming year
Discuss and agree on Award Centre team for upcoming year
Supplemental Resources
- Becoming an Adult Mentor in the Award: A step-by-step guide on becoming an Award Coordinator, Leader or volunteer.
- Award Delivery Handbook
Award Leader Training
New Award Leaders complete Award Leader registration form
All Award Leaders have completed Level One training
At least one team member holds Level Two training
Invite other Award Leaders to complete Level Two training this year
Supplemental Resources
- Training for Adults delivering the Award: A list of required training for adults who deliver the Award at your Award Centre and how to complete it.
- Award Volunteer Welcome Video
Prepare for Participant Recruitment in September
Ensure your school website is updated with Award information including registration details, an overview of what the Award is, why your organization values the Award.
Depending on what works best for your Award Centre, set the stage for excitement by coordinating with the Award Leaders if, when, who and how your Centre would like to host an introductory session using the Session Zero PowerPoint, the Award blog, or our Participant brochure.
Coordinate with the Award Leaders and schedule/manage the information session that will be facilitated in September.
These resources are designed to provide an engaging and straightforward introduction to the Award without overwhelming the details, igniting participants’ enthusiasm from the start. We recommend using the Session Zero PowerPoint as it incorporates most items. Ideally, this introduction would be scheduled in May/June before the school year starts or in September, so teachers can work with grade 8’s to introduce the Award before summer vacation.
Register your students in May/June before the start of the academic year in September.
Supplemental Resources
Risk Assessment & Safety Planning
Ensure your school website is updated with Award information including registration details, an overview of what the Award is, why your organization values the Award.
Award Leaders understand organizations safeguarding policies
Adventurous Journey Plan
Utilize the AJ Navigator to coordinate with the Award Leader to have a plan in place for the AJ for the upcoming year, including dates for AJ training, practice & qualifying journeys, and any advanced booking, permissions, budgets, booking sites, transportation, accommodation, or obtaining necessary permits if required.
Ensure that long lead times are considered, as planning may need to commence up to a year in advance to secure desired dates and resources. Check for any specific requirements or restrictions related to booking sites or transportation and allocate budgets accordingly. While not mandatory, in the Delivery Playbook, we advise a recommended timeframe for the Practice Journey in September-November, and the Qualifying Journey November onward.
Immersing participants in a significant and memorable experience right away like the AJ encourages participants to work together, creates bonds, generates enthusiasm and excitement, therefore making participants more engaged and eager to continue with other sections of the Award.
Supplemental Resources
- The Adventurous Journey Navigator: One-stop-shop with everything you need to plan, do, and review the AJ successfully and safely.
- AJ Library of Examples: Ideas and real-life examples of Adventurous Journeys, all to help inspire and assist in your journey planning.
- Leading with Adventure: Check out our Activity Zone for ways participants can build their Award around the Adventurous Journey!
Adventurous Journey Risk Management
Conduct a comprehensive risk assessment for the AJ, identifying potential hazards and implementing measures to mitigate them. Ensure all participants and leaders are familiar with the risk management plan.
Confirm that all participants and leaders have completed any necessary training, including first aid and emergency response. Provide additional training if required to ensure everyone is comfortable with risk management protocols.
Develop and communicate clear emergency procedures, including contact information for emergency services and evacuation routes. Ensure everyone knows their role in an emergency situation.
Verify appropriate insurance for the AJ. Check that insurance covers potential risks identified in the risk assessment.
Conduct a final review of all plans and preparations with the Award Leader and participants. Ensure that all logistics, risk management strategies, and emergency procedures are understood and agreed upon.
Confirm that all participants are prepared for the AJ, including physical readiness, equipment checks, and understanding of the journey plan and safety protocols. Ensure that all plans, procedures, and actions comply with your organization’s policies and procedures. This includes adherence to any additional risk management protocols required by your organization.
Supplemental Resources
- The Adventurous Journey Navigator: One-stop-shop with everything you need to plan, do, and review the AJ successfully and safely.
September: Financial Details
The September Financial Closure encompasses three critical steps necessary for the successful management of your financial obligations. First, the Signature of Statement of Fees requires formal acknowledgment and approval of the fees. Next, the Invoice Issuance step involves the accurate and timely creation and distribution of invoices to clients. Finally, the Payment of Invoice ensures that all issued invoices are settled. This process must be completed by the end of September to maintain financial accuracy and compliance. Timely completion is essential to ensure smooth financial operations and to uphold financial commitments.
Key Tasks:
Financial Details
Signature of Statement of Fees
Invoice Issuance
Payment of Invoice
Keep in mind the deadline to complete the statement of fees, invoice issuance, and payment of invoice is by the end of September.
Supplemental Resources
- Organization Information Form: Should be completed by Award Centre Administrator (Authorizing Contact) to ensure organization information is up to date.
April: Begin Celebration Planning
As your participants draw near to the conclusion of their journey with the Award, it’s a time for celebration. This phase is dedicated to honouring the perseverance, achievements, and personal growth each participant has demonstrated.
In planning your celebration, aim to highlight the individual and collective milestones achieved that allow everyone’s experiences to be shared. This celebration is not just an end, but a bridge to future adventures, encouraging participants to reflect on their learnings and how they can be applied in their continuing journey of self-discovery and development.
Key Tasks:
Celebration Planning
Coordinate with the Award Leaders to determine how to celebrate the participants, whether in a school assembly, with the principal, or during the end-of-year assembly, etc., including the distribution of certificates and pins.
Collaborate with the Award Leaders to identify if celebrations are taking place in other classes and coordinate the ordering of certificates and pins.
Date and time of celebration have been confirmed
Venue for celebration has been confirmed
Determine special guests to present at celebration
Begin preparing invitations, venue arrangements, and any other necessary logistics.
Supplemental Resources
- Award Celebration Webpage: Explains celebrations at each level, pins & certificates, an FAQ, and upcoming Award celebrations.
- Local Ceremony Information Package: Provides you with planning considerations, checklists, a sample invitation, a sample media advisory and press release and sample scripts. Please contact your Account Manager if you would like assistance with an Award presentation.
May-June: Support for Youth, Celebration Finalization and Recognition
As your participants draw near to the conclusion of their journey with the Award, it’s a time for celebration. This phase is dedicated to honouring the perseverance, achievements, and personal growth each participant has demonstrated. In planning your celebration, aim to highlight the individual and collective milestones achieved that allow everyone’s experiences to be shared. This celebration is not just an end, but a bridge to future adventures, encouraging participants to reflect on their learnings and how they can be applied in their continuing journey of self-discovery and development.
In June, you come together to celebrate participants’ Award journeys. Let’s recognize their achievements, express gratitude to the Award Centre team, and acknowledge the impact of this transformative experience.
Participant Support Assessment for Fees
Have a discussion to identify the number of participants requiring additional support to complete their Award for accurate fee assessment.
Complete Celebration Planning
Issue invitations
Determine how many volunteers you will need for the celebration
Confirm photographer/videographer (if applicable)
Confirm entertainment (if applicable)
If you need help planning a celebration, please reach out to your Account Manager.
Order Recognition Materials
Work with the Award Leaders to determine who is ordering recognition materials from Award Canada. Keep in mind the deadline to order recognition events is 2-3 weeks before your scheduled event.
Supplemental Resources
Award Celebration
Work with the Award Leaders to manage the hosting of the celebration for Award Holders
This moment serves as an opportunity for participants to ascent to the next level of their Award journey. Let’s ensure the celebration is not only a memorable acknowledgement of achievements but also an opportunity to highlight the path forward. It’s time to recognize the bonds formed, the lessons learned, and to step boldly towards new horizons, with the Silver Award beckoning as the next adventure.
