Chaperone - Staff Responsibilities

Chaperone Responsibilities [English]  [Spanish]

Conference Rules and Student Conduct Contract [English]  [Spanish]

Chaperones and School Staff have been an integral part of the success of the César E. Chávez Latino
Student Leadership Conference. For those new to the conference and as a review for those who have
attended previously, the committee has outlined the responsibilities. Please read this information carefully
to ensure that you have a clear understanding and contact us if you have any questions.

PRE CONFERENCE

Meet with your students prior to the conference to go over CONFERENCE RULES & STUDENT
CONDUCT (see attached). This includes school district and conference behavioral expectations and dress
code. Students will wear a *conference t-shirt and name badge throughout the day of the conference.
Each school has received these items in advance, before boarding their bus/school transportation students
should be wearing these. Chaperones also will wear their conference t-shirt and name badge.

*Conference t-shirt and name badge must be visible. It should not be worn under jacket or other clothing.

DAY OF THE CONFERENCE

School Bus Arrival/Departure

Busses will be directed to the main doors of the NPE building/gym as they turn onto Church Street (see
campus map). This is the location for Students & Staff “drop-off” and “pick-up”. Conference Volunteers will
be stationed at the drop off site and will direct schools into the NPE building/gym.

If Buses are not staying for the conference, they can then depart after Students & Staff have unloaded. If
Buses are staying, they will be directed across the street to park in Parking Lot G (behind the stadium).

To depart, at the END of the conference, Buses should line up along Church Street. Schools will easily be
able to find their bus upon exiting the building.

Schools, needing to LEAVE EARLY, please notify the conference M.C. They will make an announcement,
at the conference, to notify your students.

All Schools leaving EARLY (only) must load on their Bus, in Parking Lot G. If your Bus is already parked in
Parking Lot G, escort your students across the street to the parking lot and load on the bus. If your bus is
coming back for you, please direct them to park in Parking Lot G and ask them to wait for your arrival.

Arrival at the New Gym

After unloading from the bus, Students and Staff will enter through the main doors of the NPE/gym building.
Schools will be directed to take a left, go down the hall, and to the gym entrance.

One School Representative (a staff person) needs to Check-In their school, and provide us with a final
count of the number of students attending. The School Check-In will be in the room, next to the gym
entrance. This will also be the location where Schools can pick up any missing student packets/materials.

The rest of the Students and Staff, upon entering the gym, should go to the morning refreshments area
(pan dulce and beverage). Students and Staff can help themselves, once they have their refreshments,
Staff, please help students find their seats in the stands as soon as possible. We need to make room for
others in the refreshment area. The top level of the stands is prohibited, until the lower levels are full.

Opening Session

Encourage students to complete their breakfast items and dispose of trash in a timely manner. Help them
prepare for the start of the Opening Session. Sit with your students during the Opening Session. Please
help monitor behavior. In particular, student side conversations should not be allowed. There will be 1,500
students and staff in the New Gym, and side conversations are extremely disruptive. Students should be
courteous, and pay attention to the keynoter and other dignitaries who may be speaking. If you notice
side conversations, give the students one warning. Then separate students, or sit between them. If they
continue to disrupt the session, then you may request the assistance of conference staff in removing those
students from the session.

The Conference Sessions

All students and chaperones have been assigned a Group Number. These Groups will be led by Western
Oregon University Student Ambassadors. They will lead their Students Groups to each of the assigned
sessions. Students will be attending sessions in the following buildings—New Physical Education, Werner
University Center, Campbell Hall, Natural Science, Old Physical Education, Oregon Military Academy,
Instructional Technology Center, Education, as well as modular classrooms. Please remind Students they
must be respectful and adhere to any requests or directions from the Group Leader.

During the Opening Session, Groups will be dismissed, one at a time. The Group Number will be
announced, the Group Leader will be identified, and students and chaperones should quickly get into their
groups.

Lunch Session

Chaperones will eat lunch with their student group. There are two areas where food will be served. Those
areas are the Summit and Oregon rooms, which are located upstairs, and the Pacific Room, which is
downstairs. Please help monitor the lunch area. Ensure that students dispose of any trash, and leave the
commons when they are finished. This is important as space is limited and other students will need to eat.

Evaluations

The students will be filling out conference evaluations at the end of their last session. Group Leaders will
distribute and collect the evaluations as students depart their last session. Group will proceed to the New
Gym for the closing ceremonies.

Conference Closing

As you proceed to the New Gym for the conference closing, again ensure that your student group is
together, and that all students in your group sit together in the bleachers. Chaperones should sit with them.
Please help get students get seated as quickly as possible.

The Dance

During the dance, students may sit in the bleachers and talk with friends, or they may dance. This is a very
crucial time. Please help monitor all students, both those that are dancing and those that are sitting in the
bleachers. Students are not allowed to leave the dance area, except to use the restrooms. Reminder: T-
shirts and name badges should be worn at all times.

Departure

Have a prearranged time and place to meet your students in the New Gym for departure. Walk with the
group to your bus (see School Bus Arrival/Departures section). Ensure that all students are on the bus,
and that they have all their belongings.

Questions

Please visit our website: http://cecleadershipconference.org/ It has been updated with important information
and you may find the answers to your questions. If you need to speak with someone, please contact your
district representative or email the board at This e-mail address is being protected from spambots. You need JavaScript enabled to view it

We look forward to a great conference. We want to thank you in advance for all of the assistance you have
provided, and will provide the day of the conference!