THE LEARNING EXCHANGE

TLE Detailed Action Plan 2015/2016

STRATEGIC DIRECTION
1: Sustainability > Strengthening TLE

GOALS

Develop and maintain solid infrastructure

Expand partnerships and strengthen connections

Raise awareness and understanding of literacy services available through The Learning Exchange

Increase overall membership and community outreach

Develop and maintain solid infrastructure

TLEs Infrastructure
Main initiative and Actions

Expected Results

1.1 Annually, develop Boards strength

Elect one new Director annually
Maintain a balanced Board
1.2 Develop Phase II of Strategic Plan for 2015-2020
Meet to review current strategic/action plan
Establish solid strategic direction for future
Develop documents
1.3 Funding: Research potential funding sources and write proposals
for funding:
Request/justify additional funding from PACTE
Apply for funding as needed in conjunction with Strategic Plan
Maintain membership via Canada Helps!
Maintain/promote Fundscrip and other fundraising initiatives
1.4 Consultants and Salaried employees:
Increase work hours to fulltime: Executive Director + 10 hr per
week and Administrative Assistant + 15 hours
Review budget for cost of living increases
Increase budget to hire a Communications Consultant
1.5 Letter of Patent:
Receive new Letter of Patent
Forward new Letter of Patent to MEESR (PACTE)

Well-governed, cohesive and informed BOD

A functional Board with the right background, experience and contacts
to meet the Strategic Plan requirements

Board of Directors
Executive Director
Nominating Committee

Ongoing 2015 - 2016

New Strategic Plan and direction based on needs

Board of Directors
Executive Director
TLE staff and consultants

By July 2016

Proposals written and accepted to increase funding opportunities

Additional funding to deliver the programs and services and to achieve
goals/strategic directions
Request submitted and additional PACTE funding approved

Executive Director
Communications Consultant

Ongoing 2015 - 2016

Increased human resources to run/manage TLE

Salaried employees current with cost of living increases
Strengthened communications opportunities

Executive Director
Personnel Committee

Immediate

Current Letter of Patent

Updated information forwarded

Executive Director
Administrative Assistant

Complete by July 2015

1.6 Annually, update and review all of TLEs master documents

Up-to-date documents

1.7 Update/reformat documents:

Policy and Procedures document
Orientation Manual: Incorporate changes from Policy &
Procedures document
Format, print, distribute and post to website

Responsible

Timeline

August 2015

Updated Orientation Manual

New Policy and Procedures document to reflect recent changes

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Executive Director

Ongoing as needed

Prepared by Darlene Brown

THE LEARNING EXCHANGE

TLE Detailed Action Plan 2015/2016

Expand partnerships and strengthen connections

Partnerships and Networking
Main initiative and Actions
1.8 Community:
Annually, maintain existing partnerships, contact potential
partners to increase partnerships and networking opportunities
Develop two new community contacts annually
Attend community events
Involve existing and new partners in recruitment and outreach

Expected Results

Responsible

Timeline

Strengthened partnerships and new partnerships established

New community contacts / Increased community network
Providing literacy services in conjunction with other social benefits

1.9 Sir Wilfrid Laurier School Board:

Continue to strengthen partnership
Increase partnership work at Pont Viau and Lachute
Attend meetings and functions as needed
Annually, appoint BOD to represent TLE as Community
Representative on SWL/Vimont Governing Board

Formalized partnership/relationship
Representation of TLE
Representative on SWL/Vimont Governing Board

1.10 Boards, committees, and organizations:

Represent the issues and concerns of TLEs members
through representation and involvement on boards,
committees and via other key organizations

Broad representation for TLE students at key organizations

Executive Director
Board of Directors
Communications Consultant
TLE Governing Board Rep
Staff
Partners

Ongoing 2015 - 2016

Raise awareness and understanding of literacy services available through TLE

TLE Websites
Main initiative and Actions
1.11 Train ED as needed to use advanced WordPress and GoDaddy
website features
1.12 Update TLE sites
Develop TLEliteracy.com and EssentialskillsQuebec.com
websites
Update/upload master documents
Add articles, posts, events/, links, resources and notices
1.13 Widely promote websites to target web audiences
1.14 Continue to link TLE websites to other literacy and community
organizations sites
1.15 Monitor sites
Monitor analytics and use to advantage
Review referrals (from analytics) and update as needed

Expected Results
Increased WordPress and GoDaddy expertise

Responsible

Timeline

WordPress Trainer
Executive Director/Webmaster

As needed 2015 2016

Executive Director/Webmaster

Ongoing 2015 2016

Up-to-date website
Links to other websites
Increased communication to website users
Increased use of websites by all target groups
Higher profile for TLE
Current statistics regarding website hits

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Prepared by Darlene Brown

THE LEARNING EXCHANGE

TLE Detailed Action Plan 2015/2016

Raise awareness and understanding of literacy services available through TLE

Marketing
Main initiative and Actions

Expected Results

1.16 Effectively market the services of The Learning Exchange and its
updated vision/mission, within the community and amongst
partners
1.17 Create a 3-4 year marketing plan:
Hire marketing consultant
Hold 2 day marketing planning meeting
Develop/plan TLE Marketing Campaign
1.18 Implement new Marketing Plan/Campaign

TLE recognized within community and amongst partners

Established direction for Marketing & Communication

strategies/activities for TLE

Established recruitment strategies for TLE

Responsible
Executive Director
Communication Consultant
Administrative Assistant
Marketing Consultant
Staff
Consultants
Board of Directors
Executive Director
Communication Consultant
Administrative Assistant

Timeline
Ongoing 2015 2016

Complete by June 2016

Upon completion of marketing

plan

Promotion/Communication
Main initiative and Actions

Expected Results

1.19 Ensure regular communication of The Learning Exchange news

and information to members, other literacy providers, partners,
schools and community organizations
1.20 Maintain social network presence for communication/promotion:
Create/upload regular posts/tweets to Facebook and Twitter
Create photo albums: Upload photos, tag, etc.
Increase TLEs # of Twitter followers and retweets
Increase # of Facebook fans, likes, comments and shares
1.21 Annually create a list of literacy and community events to attend
and/or promote
1.22 Update/create/print promotional materials as needed
1.23 As needed, distribute communication packages and promotional
materials at events within the community

Informed members, partners, organizations and community

Responsible
Executive Director
Communication Consultant
Administrative Assistant

Timeline
Ongoing 2015 - 2016

Effective use of social networking to communicate TLEs mission,

vision and mandate

Executive Director

Annual list of literacy and literacy-related community events

Administrative Assistant

September 2015

Promotional materials available for TLE

Executive Director
Staff
Board of Directors

Ongoing 2015 - 2016

TLE members
Ongoing 2015 - 2016

Enhanced presence in community

Daily/Weekly 2015-2016

Increase Overall Membership and Community Outreach

Recruitment and Outreach
Main initiative and Actions
1.24 Secure additional funding for recruitment campaign

Expected Results
Improved promotion to reach wider audience of potential volunteers

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Responsible
Executive Director

Timeline
Ongoing 2015 - 2016
Prepared by Darlene Brown

THE LEARNING EXCHANGE

TLE Detailed Action Plan 2015/2016

Increase Overall Membership and Community Outreach

Recruitment and Outreach
Main initiative and Actions
1.25 Initiate and develop a virtual volunteer program:
Secure funding
Research models
Develop protocol and training guidelines
Recruit and train
Pilot program

Expected Results
Improved opportunity to reach and train wider audience of potential
New volunteer program in place
New members recruited

1.27 Recruit new students to match with trained volunteers

Increased membership/New students recruited

STRATEGIC DIRECTION
2. EXCELLENCE > SERVICES AND PROGRAMS

Timeline

volunteers

1.26 Recruit/advertise for new volunteers

1.28 Use GetInvolved.ca to recruit volunteers
1.29 Initiate community outreach
1.30 Promote coaching program for vocational ed. and adult ed.
students
1.31 Recruit volunteers for special needs students

Responsible
Administrative Consultant
Communication Consultant

Improved promotion to reach wider audience of potential volunteers

Executive Director
Administrative Consultant
Communication Consultant

Ongoing 2015 - 2016

Answered needs of the community via TLE services and programmes

GOALS
Develop and improve services & innovative programs
Provide quality training and professional development
Be responsive to the membership and community

Develop and improve services & programs

Family Literacy Program
Main initiative and Actions

Expected Results

2.1 Continue to develop and to build upon family literacy program

initiatives within the community
Acquire additional funding
Continue to develop Parent section on website
Involve parents/youth as volunteers
Increase events within the community

Improved information for community about family literacy initiatives,

activities, events, ideas and resources
Increased support for parents/families
Increased # of Family Literacy events/activities in community

2.2 Provide schools and community organization information,

resources and support for Family Literacy and Family Literacy
Day initiatives

Improved information for community about initiatives, activities, events,

ideas and resources related to family literacy
Distributed FLD promotional materials from Literacy Canada to schools
and communities

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Responsible

Executive Director
Administrative Assistant
Family Literacy Volunteers
Communications Consultant

Timeline

Ongoing 2015 - 2016

Prepared by Darlene Brown

THE LEARNING EXCHANGE

TLE Detailed Action Plan 2015/2016

Student Book Club

Main initiative and Actions
2.3 Establish regular Student Book Club:
Recruit volunteers to run student club
Train volunteers
Recruit student members
Coordinate all aspects of book club
Establish regular location for meetings
Promote Book Club events and report on activities
Provide Book Club with book give-aways

Expected Results
Improved location/access
Improved literacy
Essential skills developed
Increased opportunities for students to work with each other

Responsible

Executive Director
Book Club Volunteer/s

Timeline

2015

Access to Services
Main initiative and Actions
2.4 Increase opportunities for access to TLE services in community
Student handbook info page
Promote services internally/externally
Look for more partners within community

Expected Results
Increased awareness of TLE services
Increased community access to TLE services

Responsible
Executive Director
Administrative Assistant

Timeline
Ongoing 2015 - 2016

Resource Center/Drop-In
Main initiative and Actions
2.5 TLE Resource Center:
Manage and improve access/use of new Resource Center and
TLE services to community
Hold monthly book give-aways
Promote online
2.6 CDC-Vimont Resource Center:
Increase # of days staff is at center
Increase staff members
Manage and improve access to TLE services to adult ed.
population
Promote online and within CDC Vimont Center
2.7 Regularly, maintain, update, upgrade and purchase necessary
equipment for Resource Center and staff:
iPads/Laptops/PCs
printers, headsets, speakers, tape recorders, etc.
2.8 Replace old/worn equipment, library supplies, storage cases and
furniture

Expected Results

Responsible

Timeline

Services well promoted

Better learning environment, able to accommodate needs of TLE
members and community

Services well promoted within CDC Vimont

Improved services to accommodate needs of adult ed. community
Students able to use resources on drop-in basis

Up-to-date library technology/resources and storage

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Executive Director
Administrative Assistant
As needed 2015 - 2016

Executive Director
Administrative Assistant

Prepared by Darlene Brown

THE LEARNING EXCHANGE

TLE Detailed Action Plan 2015/2016

Intake and Matching Procedures

Main initiative and Actions

Expected Results

2.9 Update intake and matching procedures

Create new intake/match forms for online access
Make forms available via website
Establish background checks for new and current volunteers

Improved intake and match protocol

Updated forms
Easier access to forms

Responsible
Executive Director

Timeline
Fall 2015

Provide quality training and professional development

Train New Volunteers
Main initiative and Actions
2.10 Secure additional funding for training
2.11 Develop and implement new training for:
Volunteers and tutors
Special Needs volunteers
Virtual Volunteers
Virtual Tutors
Adult Ed Volunteers
Essential Skills Coaches
2.12 Develop new training manual/presentations to properly
incorporate new technologies being used/available in education
Increase training schedule from 3 sessions offered to 8
Recruit volunteers for Basic Training
Develop new training workshops and materials
Develop online training program

Expected Results
Innovative training program in place

Responsible

Timeline

Executive Director

Ongoing 2015-2016

Executive Director
Training Consultant

Starting July 2015

Team of specially trained volunteers to work with special needs

students
Answering needs of student membership
Virtual volunteer program in place

Relevant and improved training / Engaged participants

Increased training opportunities
More trained volunteers
Increased retention of potential volunteers

ICT Training
Main initiative and Actions

Expected Results

Responsible

2.13 Use ICT training to increase the success rate of adult literacy
students
Computer training for tutors to tutor students on ICT use
Training for students

Students competency level increased (real life application of ICTs)

Building TLE Edmodo community
Increased access and use of ICTs
Essential skills developed

Executive Director
Training Consultant

2.14 Promote use of computers, iPads and related equipment

Computers and ICT equipment at Resource Center used by students

Executive Director
Administrative Assistant

2.15 Continue to develop, update and promote TLEs Edmodo

resources and website

Increased use of website by students

Executive Director
Administrative Assistant

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Timeline

Ongoing 2015 - 2016

Ongoing 2015 - 2016

Prepared by Darlene Brown

THE LEARNING EXCHANGE

TLE Detailed Action Plan 2015/2016

Workshops/ Professional Development

Main initiative and Actions

Expected Results

2.16 Broaden and strengthen professional development programs for

BOD, staff and consultants
2.17 Offer a variety of workshops based on identified needs and
requests from membership
2.18 Promote members active participation in continued training and
tutoring opportunities
2.19 Monitor the trends in literacy within the educational
renewal/MEESR and adapt accordingly

Increased opportunities for staff and consultants

Outreach, improved services
Meaningful workshops provided

Responsible

Timeline

Executive Director
Trainer
Ongoing 2015 - 2016

Increase participation of TLE members and community

Executive Director
Administrative Assistant

Knowledge of renewal/MEESR initiatives

Executive Director

Be responsive to the membership and community

Program Development
Main initiative and Actions
2.20 Maintain Essential Skills Program:
Add resources, materials, links, etc.
Annually inform teachers of program and resources
Hold coaching workshops to train tutors
Promote/recruit and match students with coaches
Hold community workshops
Update and maintain EssentialSkills Quebec website
Make free materials available to members
2.21 Increase opportunities for everyday life learning
Hold craft events
Advertise/promote services
2.22 Develop events and programs around :
Girls Action Month
Adult Learners Week

Expected Results

Responsible

Timeline

Trained coaches
Development of essential skills training workshops
Establish resources, links and programs for students and educators
Improved essential skills for students
Increased job opportunities for students

Executive Director
Communications Consultant

Starting in 2015

Outreach
Answering the demands/needs of the clientel

Executive Director

Starting November 2015

Improved services to accommodate needs of adult ed. community

Executive Director

February 2016 April 2016

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Prepared by Darlene Brown

THE LEARNING EXCHANGE

TLE Detailed Action Plan 2015/2016

STRATEGIC DIRECTION
3. EFFECTIVENESS > MEMBER OUTREACH, SUPPORT AND
RECOGNITION

GOALS
Provide members with networking opportunities
Provide students with the necessary tools and skills to function successfully in everyday life
Ensure members are engaged and have a positive experience

Provide members with networking opportunities

Networking
Main initiative and Actions
3.1 Regularly provide networking opportunities amongst members,
Board and staff
3.2 Provide opportunities for students to interact with learners from
other councils and within the community
Invite students to participate in outside events
Get students involved in student programs
Support new student speakers (provide budget, etc.) and
provide leadership
Host and participate in student events and get-togethers
1.32 Annually, promote and advertise different committees and duties

Expected Results

Responsible

Increased networking opportunities

Executive Director
Administrative Assistant

Increase number of students attending outside events by 20%

Host annual student event

Executive Director
Student Leader volunteer

TLE member participation on committees

Administrative Assistant

Timeline

Ongoing 2015 - 2016

Provide students with the necessary tools and skills to function successfully in everyday life
Student Development
Main initiative and Actions
3.3 Provide diverse range of learning opportunities for students
Offer TLE services based on expressed needs of students
3.4 Increase learning opportunities and resources for adult learners
who are parents
Hold workshops
Provide support and resources
1.33 By 2016, increase student involvement on committees and in
planning by 20%
3.5 Encourage students participation and attendance at events and
workshops i.e. Adult Learners Week and similar events
3.6 Encourage students involvement at TLE

Expected Results

Responsible

Maintain high level of student satisfaction

Executive Director

Increased parent awareness and involvement especially during key

family literacy events during the year

Executive Director
Administrative Assistant
Family Literacy Committee
Ongoing 2015 - 2016

Increased student involvement on committees

Increased students participation and attendance at events and
workshops by 20%

Timeline

Executive Director
Administrative Assistant

Increase students involvement and visits to TLE

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Prepared by Darlene Brown

THE LEARNING EXCHANGE

TLE Detailed Action Plan 2015/2016

Provide students with the necessary tools and skills to function successfully in everyday life
Student Resources
Main initiative and Actions

Expected Results

3.7 Technology:
Provide additional iPad /computer technology resources for
students
Purchase Apps, software and equipment

Inventory of quality and relevant ICTs for students

3.8 Increase resources:

Purchase appropriate texts, materials, consumables and
resources for students
3.9 Add links and resources to Edmodo

Student autonomy
Knowledge of essential skills resources/programs for students
Inventory of quality and relevant resources
Inventory of quality and relevant resources for students

Responsible

Timeline

Executive Director
Administrative Assistant

Ongoing 2015 - 2016

Ensure members are engaged and have a positive experience

Events
Main initiative and Actions
1.34 Partner with SWLSB, CDC-Lauriers Vimont, Pont Viau and
Lachute for community events. (i.e. Adult Learners Week, Open
House, etc.)
1.35 Establish a Social Committee to organize annual events
3.10 Hold Annual events:
Holiday Party
Volunteer Appreciation
TLEs Celebration Event

Expected Results

Responsible

Timeline

Increase of event attendance and partnership amongst community

organizations

Executive Director
Partners

Ongoing 2015 - 2016

Well-organized and planned events

Administrative Assistant

September 2015

Engaged members
Memorable experience at TLE

Administrative Assistant
Social Committee

Ongoing 2015 - 2016

Responsible

Timeline

Support and Recognition

Main initiative and Actions

Expected Results

1.36 Recognize/support staff and consultants for successes and effort

Staff/Consultants recognized

3.11 Offer/hold:
Volunteer Voice and Student Chat twice a year
3.12 Reward and recognize members efforts for TLE:
Continue initiatives to support and recognize members
Write articles celebrating members achievements
Continue recognition of TLE and SWL students during Adult
Learner's Week

Shared experiences
Members supported

Board of Directors
Executive Director
Administrative Assistant
Volunteer Facilitator

Engaged membership
New ideas to support members
TLE members recognized

Executive Director
Social Committee
Administrative Assistant

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Ongoing 2015 - 2016

Fall 2015 and Spring 2016

Ongoing 2015 - 2016

Prepared by Darlene Brown