GCS DAY WITH THE GREENSBORO GRASSHOPPERS (DR-P029)

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1 SCOPE: 1.1 The Greensboro Grasshoppers generously donate thousands of tickets so GCS students can enjoy a professional baseball game in a fun, safe and educational environment. The online version of this procedure is official. Therefore, all printed versions of this document are unofficial copies. 1.2 GCS teachers volunteered their time and efforts to create a curriculum which incorporates the game into science, language arts, social studies, math and physical education curriculums. 1.3 This event represents a longstanding partnership between the district and the Greensboro Grasshoppers. 2.0 RESPONSIBILITY 2.1 Program Administrator - Communications 3.0 APPROVAL AUTHORITY 3.1 Manager Communications 4.0 DEFINITIONS: Signature Date 4.1 PA-C Program Administrator Communications 4.2 EOC End of Course standardized test 4.3 GCS Guilford County Schools 5.0 PROCEDURE: 5.1 The dates for the school days cannot be determined until the South Atlantic League finalizes its schedule for the Greensboro Grasshoppers. This is done in October of the year prior to the season The PA-C makes contact with the Assistant General Manager of the Greensboro Grasshoppers in October to receive possible game dates The PA-C determines the dates of the games based on school and district calendars. 5.2 Every year, one game is specifically for second-graders. The students invited to the second game is determined by the owner, general manager and staff of the Greensboro Grasshoppers Grasshoppers manager informs PA-C of their decision and PA-C communicates information to invited schools When considering game dates for any students above second grade, end-ofcourse examinations should be acknowledged The date of the GCS Day with the Greensboro Grasshoppers should take place as far from EOC testing dates as possible. Date: 16 April 10 Initial Release DR-P029 Page 1 of 5

2 5.3 When considering game dates for second-graders, weather should be a main consideration. The weather is more conducive to that age level as close to the end of the school year as possible. 5.4 Once the dates are solidified, the PA-C s the ticket request form to all relevant principals (elementary/middle) and treasurers In addition, the ticket request form is sent to the list from the previous year s games so that the teachers will receive notification, even if their principals don t pass it down to them. 5.5 Upon confirmation of the game dates, the PA-C notifies the GCS director of transportation. The director of transportation will assign transportation officials to assist with gameday parking The director of transportation will also notify zone supervisors of the upcoming events and remind them of the release of yellow buses. 5.6 In the ticket request form, the PA-C outlines the ticket request deadline This date must be at least a month in advance of the games and is the same for all games While all students, teachers, principals, bus drivers and school staff chaperones receive free tickets, parents must pay $6 per ticket These ticket requests, as well as the funds for those tickets, must be turned in to the PA-C by the ticket deadline. 5.7 In the ticket request form, the PA-C outlines the ticket pick-up dates Tickets are picked up during a three-day window in the afternoons from the PA- C s office The school calendar is consulted by the PA-C before determining the ticket pick-up times to avoid spring break and school holidays Tickets are available approximately two weeks prior to the scheduled game Due to the large amount of attention each school requires, the ticket pickups for each game should not overlap. 5.8 As ticket request forms are received, the PA-C enters those into a spreadsheet The PA-C creates a contact list in Outlook of all points of contact noted on each form, as well as each participating school s principal. 5.9 Based on interest as noted in the request forms, the PA-C assigns one school per game to sing the National Anthem before the game. The PA-C shares the names of the schools performing with the Greensboro Grasshoppers director of community relations and events As funds for parent tickets are turned in, the PA-C delivers the funds to the ticketing manager of the Greensboro Grasshoppers. Date: 16 April 10 Initial Release DR-P029 Page 2 of 5

3 5.11 One week prior to the ticket deadline, the PA-C s all relevant principals and treasurers a reminder about the upcoming deadline. In addition, the PA-C includes the schools who have already requested tickets, as well as the number of tickets requested in the body of the After the deadline, the PA-C sends the ticket request spreadsheet to the Greensboro Grasshoppers ticketing manager and assistant general manager After the deadline, the PA-C sends the curriculum information to all participating schools The Greensboro Grasshoppers assistant general manager plans the bus parking for the event The Greensboro Grasshoppers ticketing manager plans the student seating for the event The PA-C obtains a list of the between-inning games from the Greensboro Grasshoppers director of community relations and events and assigns teachers who sign up from each school to those games In making assignments, the PA-C should consider the arrival and departure time of the teachers schools Once the games are assigned, the PA-C obtains a liability waiver from the Greensboro Grasshoppers director of community relations and events and s that and the list of games to all teachers involved The teachers are encouraged to send those in to the PA-C through the courier before the event. However, if they do not, they must turn in the forms to the fan information booth at NewBridge Bank Park before they can participate in any games In the weeks leading up to the game, the PA-C discusses possible media opportunities with the Greensboro Grasshoppers assistant general manager Past opportunities have included player visits at the GCS Newcomers School, school visits by the team mascot and live remotes from the stadium on gameday Prior to ticket pick-ups, The PA-C collects the tickets from the Greensboro Grasshoppers director of ticketing During the ticket pick-up times, the person responsible must count and sign for tickets to confirm receipt Included in each school s ticket packet is bus parking information created by the Greensboro Grasshoppers assistant general manager. Date: 16 April 10 Initial Release DR-P029 Page 3 of 5

4 5.21 One week prior to each gameday, The PA-C sends a list of District Relations personnel who are working the game to the Greensboro Grasshoppers director of creative services to obtain media passes District Relations staff are responsible for taking photographs and video of the game In addition, other District Relations staff may be needed in other areas per the Grasshoppers request, including assisting in promotions The PA-C serves as the main point of contact for each game and answers any necessary questions for the Greensboro Grasshoppers or participating schools On gameday, the PA-C assists the Greensboro Grasshoppers to ensure smooth operations. This includes: helping students enter the stadium in an orderly manner and each with a ticket to hand in, answering gameday questions, assisting in the national anthem/first pitch and watching for foul balls Prior to each game, the PA-C assists media relations in creating press releases and media alerts Following the games, the PA-C creates a letter on behalf of the superintendent thanking the owner of the Greensboro Grasshoppers for his generosity in making the event possible for so many children. 6.0 ASSOCIATED DOCUMENTS 6.1 Curriculum guide 6.2 Ticket request form 6.3 Ticket tracking spreadsheet 6.4 Between-inning game assignments 6.5 Ticket pick-up sign-in sheet 7.0 RECORD RETENTION TABLE: Identification Storage Retention Disposition Protection Ticket request PA-C file 5yrs Trash Locked office form paper Ticket request LAN 5yrs Erased Password Date: 16 April 10 Initial Release DR-P029 Page 4 of 5

5 form electronic Ticket tracking spreadsheet Between-inning game assignments Ticket pick up sign in sheet LAN 5yrs Erased Password LAN 5yrs Erased Password PA-C file 5yrs Trash Locked office 8.0 REVISION HISTORY: Date: Rev. Description of Revision: 01/Jun/09 1 st Draft 16 April 10 Initial Release ***End of Procedure*** Date: 16 April 10 Initial Release DR-P029 Page 5 of 5