The Liaison. Each lodge elects or appoints a liaison who attends on-on-one, bi-monthly progress meetings with on of the Mayfield Program Coordinators for the lodges. The schedule for these meetings is dependent on the availability of both parties and meeting times are arranged accordingly. This lodge member will be responsible for both directing the group’s curriculum and service activities and holding ALL members of the Lodge responsible for participating in the program of study.
Monthly Progress Reports. At 6:00 pm CST on the 28th of each academic month, unless otherwise specified, each lodge turns in a monthly progress report to the Mayfield Program Coordinators. Each lodge liaison is given direct access to a document or journal page entitled “The Mayfield Living Progress Report”. This report will be a (roughly) 22 page document containing a cover page, a single Mayfield Executive Council report page, and twenty subsequent pages – each page reserved for the monthly report of individual lodges. The liaison is held responsible for the completion of each monthly report – however, the entire lodge is responsible for contributing to the writing and content for each report as directed by the liaison.
Mandatory Fall Orientation. Soon after the beginning of classes in the fall, a mandatory Mayfield orientation is held at Wilson Hall 103 in the early evening as specified by the Mayfield Program Coordinators. Here, community leaders will cover general expectations as far as the academic portion of the program, coverage of faculty/staff advisor interaction guidelines, Mayfield Council elections and payment of dues, and introductions to the Housing staff and their expectations of you for the school year.
End of the Year Report. Each Lodge will be required submit an end of the year report by 6:00 PM on April 19th. It has been carefully designed to not cause any overbearing extra work during the high stress end of the academic year. The end of the year report consists of the following double spaced document containing: a cover page; a brief “Introduction and Premise” section describing the proposal/project, a list of goals for the year, and expectations of the Mayfield program; a brief, one page individual accounts detailing what was completed individually throughout the year, if personal expectations were met, and – most importantly – what did you learn through the completion of this process; and a conclusion statement detailing the Mayfield lodge goals and expectations were met and what about the Mayfield program would you change to increase the amount of learning throughout. Submission of the end of the year report will guarantee previously arranged housing placement for the next academic year and eliminate the chance of losing said future placement due to failure to complete the current Mayfield project.
Weekly Internal Lodge Meetings.Each lodge is required to hold a weekly meeting of all lodge members in order to keep the project running smoothly. These meetings should be used as a time to reflect on the nature of the projects as well as to coordinate logistics and simply communicate with lodgemates. Past lodges have found that weekly meetings are essential for strong communication amongst all lodge members. The liaisons will coordinate the timing and agenda for these meetings. We suggest that meeting minutes be taken at each weekly meeting for documentation purposes in order to provide the proper evidence to the Mayfield Program Coordinators.. Faculty/Staff Advisors, site leaders and trusted associates should be invited to these meetings to both foster communication and provide additional resources for the lodge.
Advisor Involvement and Inclusion. Advisor involvement and inclusion is not an option – it is a requirement. Ideas for involving them include: invitations to meetings; to dinner at the lodge; to your community service site or to an activity or event you have planned. Try to incorporate them as heavily as possible into the service-learning/living learning aspect of your project. If they have some expert knowledge on the population you are serving, have them come in and provide a training session for the lodge early in the semester. They can serve as extremely valuable resources, and they can also learn from you and your experiences.