{ Code Next } Think. Make. Lead.

Playbook for Partner Networks

Vol. 3 - Operations Guide

Table of Contents

01
Operations Guide Overview
03 Overview

02
Community Manager
05 Community Manager (introduction)
06 Program and Event Management
07 Relationship Building and Partnerships
08 Social Capital Building
09 Coach Support

03
Site Coordinator
12 Site Coordinator (introduction)
13 Lab Coordination
14 Lab Management
15 Event Coordination
OPERATIONS GUIDE
OVERVIEW
 OVERVIEW
The program operations of Code Next can be broken down into two main
categories: community management and site coordination. Community
management consists of working closely with teachers, mentors, parents,
community organizations, and a network of advisors, tutors, coaches and
mentors, to put students on a path that leads them to become tech leaders.
Site coordination deals with the logistics of day-to-day operations, as well as
lab management and event coordination. The responsibilities of community
management and site coordination can be owned by one person, an Operations
Manager, or shared between two people, a Community Manager and a Site
Coordinator, who work closely to ensure high quality programming and operations.

(If a lab is unable to hire both a Community Manager and a Site Coordinator, the
roles can be blended—however, the duties and responsibilities are numerous, and
may be too much for one person, depending on the individual context.)

PROGRAM OPERATIONS
Community Management Site Coordination

Program and Event Management Lab Coordination

Relationship Building and Partnerships Lab Management
Social Capital Building Event Coordination
Coach Support
Parent Engagement

Each role handles a number of duties. To better understand the function of each
role, they are broken up into three categories:
• To-Dos: important action items that ensure smooth and effective program
operations
• Key Responsibilities: ongoing aspects of the role of the Operations Manager
• Tips: helpful suggestions for implementing Code Next programming
03
COMMUNITY MANAGER
 Community Manager
Role #1 - Program and Event Management
Keeping an eye on the big picture

To Dos

• Create a yearlong calendar with all of the Code Next programming and events.
• Research and include community events that you want the Code Next students to be
a part of.
• Create monthly task lists that help you and your team to prepare.
• Collect and organize relevant demographic information from students and parents.
• Post job descriptions for coaching positions and other opportunities.

Key Responsibilities

• Manage the budget for all Code Next programs, events, and field trips.
• Manage ongoing surveys that collect feedback from the students about their Code
Next experience.
• Organize all program and event documentation, including flyers, handouts, waivers,
invites, budgets, contracts, negotiations, and notes on important interactions or
meetings.
• Participate in candidate interviews and the decision-making process. Assist with the
onboarding of each new team member.

Tips

• Maintain close communication with all stakeholders through phone calls, email, digital
communication platforms, and newsletters.
• Stay proactive about providing support for day-to-day needs that come up. Take
the team through a “Run of Show,” walking through the minute-to-minute logistics,
responsibilities, and flow of a given day of programming or event.
06
 Community Manager
Role #2 - Relationship Building and Partnerships
Building a network of like minded people, schools, and organizations

To Dos
• Research and get to know the community. What are the demographics of the people
who live there? What are current social and cultural trends? What community issues
are present? What local businesses are there? What youth programming currently
exists?
• Identify new and existing partners to establish a network of schools and organizations
who will send students to your informational and recruitment workshops. Identify
someone who will be your point of contact during the ongoing partnership.
• Recruit a network of volunteers to help at Code Next events, provide guest lessons, or
act as mentors to the students.

Key Responsibilities

• Be an advocate for students, their families, the Code Next site team, and the
surrounding community. Talk to them and listen with the goal of understanding their
strengths, assets, and their evolving needs.
• Work with partner schools and organizations to get students into and through the
Code Next program.
• Communicate with students, their teachers, and their parents to ensure that they are
on a path to success at Code Next and in their schools.
• Provide tours of the lab space and host workshops for programs and organizations
interested in Code Next.

Tips

• Make time for the Code Next site team to get to know each other better through
activities, challenges, and games
• Create space for open and honest dialogue, and address issues of team dynamics
when they arise
• Keep the team united around a common vision or goal
• Manage visitors coming to the lab. Make time and space for them to talk to the
students as this can be an opportunity for students to build their social capital
07
 Community Manager
Role #3 - Social Capital Building
Leveraging your network

To Dos

• Spread awareness of Code Next by talking to community programs and organizations

and going to community events.

Key Responsibilities

• Act as a liaison between Google, Code Next, and the surrounding community to
ensure they are part of the same connected network.
• Connect the students with a variety of people who expand their social network, such
as industry professionals, program volunteers, guest speakers, or field trip leaders.
• Connect the students with opportunities that align with their interests and future
goals.

Tips

• Keep up with media and current events that can be integrated into Code Next
programming. Take the students on a field trip or bring the outside in by inviting a
guest speaker, especially if that person is the same age as the Code Next students
and already creating change within the community.

08
 Community Manager
Role #4 - Coach Support
Happy coaches means happy students

To Dos

• Check-in regularly with the coaches to make sure they feel comfortable with the
curriculum and have the resources they need to be successful.
• Capitalize on coach strengths and help them set goals around areas they want to
focus on for improvement.

Key Responsibilities

• Build a culture of feedback amongst the coaches. Facilitate conversations around

coaching practices and troubleshooting student issues. Create an environment where
coaches routinely observe, give feedback to, and learn from each other.
• Work with coaches to create an atmosphere that promotes healthy student
relationships and a positive sense of well being. Support coaches in responding to
student needs regarding social, mental, and physical health.

Tips

• Find opportunities to put yourself in the role of a coach by facilitating activities in

the Code Next lab. This can be anything from a technical challenge to a community-
building activity.

09
 Community Manager
Role #5 - Parent Engagement
Integrating parents into the Code Next community

To Dos

• Before the start of each Code Next program, host an orientation for students and their
parents to learn about and build excitement around the experience.
• Organize and host “Parent Engagement Workshops” where parents can learn about
what their child is doing in Code Next, participate in Code Next-like activities, or learn
about ways to support their child in school and on the road to college.

Key Responsibilities

• Maintain regular communication with parents to provide space for them to ask
questions, give feedback about the program, offer insight into their home life, and
discuss ways to participate in the program.
• Know the languages spoken at home and the language demands of each family.
Translate all communications accordingly.

Tips

• Listen to and act on what the students say is happening at home and with their
parents. Connect with and offer support to parents as it feels appropriate.
• Make sure there is a clear check-in and check-out procedure for the lab so that all
students are accounted for and parents can be informed in a timely manner if any
issues arise.

10
Meet Natalie, a Code Next community manager. Here’s a typical Tuesday for her:

10am: She arrives at the lab and checks in with her team members, specifically during the Lab
Team Sync. Once finished, she plans out to-do’s for the day.

10-11am: Time to check emails! At this point, Natalie responds to both internal and external
requests from Googlers, schools partners, and more. It’s recruiting time for the winter
semester, so she’s got a fair number of emails from schools asking what sorts of skillsets Code
Next looks for in student applicants.

11am-2pm: Natalie tackles various team meetings (planning community events, project tracking,
site coordination), or meetings with Googlers or school partners.

2-4pm: In the early afternoon, Natalie has a few tasks to tackle. For example, the end-of-term
Student Demo Day and a Family Coding Night are both coming up in a few weeks, so she’s
creating RSVP forms and drafting comms emails for those community events.

4-6:30pm: Students arrive for clubs, and Google mentors arrive for their 1:1’s with students!
Natalie gives announcements, has casual conversations with students, leads an advisory
session, and makes sure clubs/mentorship are running smoothly.
SITE COORDINATOR
 Site Coordinator
Role #1 - Lab Coordination
Utilizing the lab as a tech hub

(yes, similar to the Community Manager!)

To Dos

• Create a yearlong calendar of community events. Compare this with the Code Next
year long calendar and find times throughout the year when the community events
can be integrated into the Code Next experience.

Key Responsibilities

• Be an advocate for students, their families, the Code Next site team, and the
surrounding community. Talk to them and listen with the goal of understanding their
strengths, assets, and their evolving needs .
• Work with partner schools and organizations to get students into and through the
Code Next program.
• Communicate with students, their teachers, and their parents to ensure that they are
on a path to success at Code Next and in their schools.
• Provide tours of the lab space and host workshops for programs and organizations
interested in Code Next.

Tips

• Make time for the Code Next site team to get to know each other better through
activities, challenges, and games.
• Create space for open and honest dialogue, and address issues of team dynamics
when they arise.
• Keep the team united around a common vision or goal.
• Manage visitors coming to the lab. Make time and space for them to talk to the
students as this can be an opportunity for students to build their social capital.

13
 Site Coordinator
Role #2 - Lab Management
Maintaining an organized and efficient lab

To Dos

• Order technical equipment and non-technical materials and help to set up the lab.

Key Responsibilities

• Manage the ordering and delivery of meals and snacks during programming and
events.
• Manage the ordering, usage, and storage of all lab technology and supplies, including
student laptops.
• Manage the organization and cleanliness of the lab. Ensure all lab equipment is
functioning and troubleshoot technical issues as they come up.
• Manage the printing of all program materials, including curriculum handouts, large
posters for the lab space, or event materials.

Tips

• Conduct regular inventory of supplies, equipment, and schwag.

• Keep the lab space stocked with snacks on a weekly basis. Using repeat food vendors
can help with consistency and efficiency.

14
 Site Coordinator
Role #3 - Event Coordination
Plan early and make it a team effort

To Dos

• Decide on and secure spaces for events.

Key Responsibilities

• Manage communications with students, parents, volunteers, and other event

attendees.
• Coordinate the ordering and delivery of food for events.
• Coordinate the preparation, organization, and transportation of the materials and
resources needed during and event. Set up any tech required.
• Work on-site to ensure the seamless execution of every event. Work with the team to
develop event checklists of responsibilities.

Tips

• For offsite events, find efficient ways to transport materials from the lab to the event
and back.
• Look for offsite spaces that can be reused to help with event planning efficiency. Visit
the space multiple times for the purposes of general surveying, planning logistics, and
event run-throughs.

15
Meet Donna, a Code Next site coordinator. Here’s a typical Saturday for her:

8:30am: Today is a busy day! Saturdays are when students are in Team Edge and Bootcamps.
Donna arrives at the lab and sets up breakfast. Program doesn’t start until 9, but students are
usually eager and early, waiting outside.

9-10am: Donna greets students as they come in, while ensuring they sign in at the front desk.
Students also love to help with this task, as they get to greet their friends.

10am: It’s Community Circle time with the students, where Donna does a fun activity with them
to get them going for the day. Once done, students go into their respective classrooms to
begin their learning.

10am-12:30pm: Donna checks her calendar and reviews tasks (ordering supplies, updating and
managing expense docs, etc.) for the day and upcoming week. She also checks on the status of
lunch, which is coming soon.

1-2pm: Lunch arrives! Students break from their work to eat. Donna uses this time to engage
with some of the students, as they love to make use of the lab’s gaming area while they eat.

2-4pm: Donna continues working on daily tasks and follows up with contacts from previous
communications or outreach.

4-5pm: Program is done, and the kids have left. To end the day, there’s clean-up and debriefing
with the team about what went well, what didn’t, and what the team can change for next class.