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Final Internship Report: Christie Chaplin-Saunders
Final Internship Report: Christie Chaplin-Saunders
Shawn Swallow
Career Services Manager, Graduate Programs
Sobey School of Business, Office #203
903 Robie Street, Halifax, N.S. B3H 3C3
Thank you for receiving my final internship report for course number SMBA
6696.
This internship results from the initiative of a volunteer not for profit
organization known as Solar Nova Scotia, and took place between May 2013 and
January 2014. Contact information for Solar Nova Scotia is c/o 83 Old Scott’s Road,
McGraths Cove, N.S. B3Z 3V2 Phone: (902) 852-4758
Solar Nova Scotia strives to enhance the adoption of solar energy technologies
throughout Nova Scotia by contributing to education, public relations and policy
advocacy, as well as creating relevant networking opportunities. The purpose of the
internship project was to assist Solar Nova Scotia in a revitalization effort.
This report will cover the revitalization project phases, the greatest successes and
challenges that I encountered and recommendations for consideration by Solar Nova
Scotia.
Appreciatively,
Christie Chaplin-Saunders
Final Internship Report
Solar Nova Scotia Primary Research
Christie Chaplin-Saunders
A00334974
February 3, 2014
Solar Nova Scotia is a volunteer based not for profit society dedicated to
furthering the adoption of solar energy technology in the province. Saint Mary’s
University School of Business was approached by the Solar Nova Scotia board chair
requesting assistance to extend the reach and impact of the organization. An internship
position within the MBA program at Saint Mary’s University was created in response.
This report outlines the resulting initiatives and extrapolations of the consultation and
research undertaken by student intern Christie Chaplin-Saunders.
Table of Contents
Executive Summary ........................................................................................................................ iii
Introduction .................................................................................................................................... 1
Discussion ........................................................................................................................................ 3
Conclusions ...................................................................................................................................... 8
Recommendations .......................................................................................................................... 10
Scope and Scale: ........................................................................................................................ 10
Future vision: ............................................................................................................................. 11
References ...................................................................................................................................... 13
Appendices..................................................................................................................................... 14
Project outline: ........................................................................................................................... 14
Early Challenge ................................................................................................................ 17
Solar Nova Scotia Supplied Survey Questions .......................................................................... 18
Survey Development Presentation ............................................................................................. 20
Survey Results Summary Presentation ...................................................................................... 23
Workshop Questions .................................................................................................................. 27
Member Input from January 25th Workshop .............................................................................. 28
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Executive Summary
The volunteer not for profit society known as Solar Nova Scotia approached the
Sobey’s School of Business in the spring of 2013, seeking support for their efforts to
input was gathered in order to determine the most appropriate role, undertakings and
Member input was collected first through an on line survey. A link to this survey
was distributed to approximately 1500 email addresses in the fall of 2013. Following
analysis and summarization of the information gathered from the survey, additional input
from members was collected during a facilitated half day workshop in January 2014.
This process succeeded at attracting new interest, establishing the vibrancy of the
undertakings. Tactical initiatives have been outlined, and volunteers are committed to
time frames. Included in this initiative, members have begun to consider a future vision
Clarifying the optimal scope and scale for the organization is recommended.
Related research steps and resources have been outlined. This is preliminary to the
It is recommended that this vision be drafted and ready for validation by members at the
2015 Solar Nova Scotia Annual General Meeting. The purpose of a future vision is to
unify efforts, inform goal setting and strategy development, frame decisions and guide
iii
Introduction
has seen by far the greatest growth in investment over the last number of years. Very
unit of energy, making this option more competitive than ever. (Frankfurt School UNEP
and 40% by 2040), the province of Nova Scotia ironically has no current renewable
The volunteer based not for profit society known as Solar Nova Scotia strives to
advance the integration of solar energy in the province. In the spring of 2013 Richard
Vinson, board chair, approached Saint Mary’s University seeking resources to assist with
extending the reach and impact of Solar Nova Scotia. His initiative resulted in the
Through consultation, Mr. Vinson, and Saint Mary’s student Christie Chaplin-
Saunders determined that gathering member input was essential, and a digital survey was
This report considers the process and results of the internship. The project
encompassed consultation, survey planning, implementation and reporting and the follow
up workshop held in January of 2014. Also, the report offers conclusions and
recommendations that are intended to supplement the contribution that this internship has
2
Discussion
This discussion begins with Solar Nova Scotia background information. It then
describes the stages of the internship project which have been planning, research
The Solar Energy Society of Nova Scotia (aka Solar Nova Scotia) filed a
by all appropriate means the use of alternate energy technologies in Nova Scotia” (and)
“to act as a clearing house for information and experiences relating to the implementation
The following background information offered in this report has been derived
from conversations with various board members; additional formal records have not been
available.
Up until approximately three years ago, Solar Nova Scotia functioned in a very
casual manner. Beyond holding an annual general meeting and submission to the
Registry of Joint Stocks the requisite director’s names, financial statements and
appropriate fee, the society primarily created networking opportunities for persons
Beginning approximately three years ago, under the guidance of the current Chair,
Richard Vinson, the society began to hold regular board meetings in addition to the long
Although membership fees have long been established at Solar Nova Scotia,
personal membership benefits have been difficult to define, and in 2013 it was
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determined that the effort invested in collecting personal membership fees is a losing
proposition. Corporate members pay a more substantial fee and derive advertising
benefits through a supplier listing feature on the organization’s web site. Solar Nova
Scotia’s financial resources are primarily derived from corporate membership dues as
well as modest returns on workshops and the sale of their publication, the Canadian
Concerned that the organization is not achieving its potential, Mr. Vinson
approached Saint Mary’s University in the spring of 2013 seeking resources to enhance
performance. An internship was proposed, and Mr. Vinson provided a list of questions
From the perspective of the writer, the most challenging aspect of this internship
project was the planning phase during which the needs of the organization became
understood and the response plan formulated. During consultation with the board chair, a
fair degree of frustration with the level of organizational effectiveness was apparent to
the student intern. Once extensive consultation had concluded that soliciting member
input via a digital survey was the best option for the internship, the project outline
(provided with this report) was accepted at the end of July 2013. Board members were
then asked to add to the initial list of questions advancing the survey content
development. The board’s questions were received by the intern in late September of
2013. Questions centred on identifying the most relevant priorities, effective practices
4
survey length, duration of availability, as well as software selection and costing. This
was an in person presentation using Power Point, during the October 16th board meeting.
and agreed to a survey testing phase at the end of October, to be followed by distribution
Following approval of the final version, a link to the digital survey was circulated
to approximately 1500 email addresses, posted on the Solar Nova Scotia Facebook
Discussion page, and invitations to parallel organizations were sent in order to solicit
input. The survey remained available for just over two weeks beginning on November
21st. and concluding on December 7th. During that time, additional promotion was done
accuracy of the information acquired. The student intern presented preliminary results to
the board of Solar Nova Scotia at their meeting in mid-December. There was consensus
that statistical analysis of the results was not required. Responses contributed via the
open ended text boxes warranted careful review. The board was most excited by the
impressive number of participants who indicated they are able and willing to help the
organization move forward. Over seventy participants provided their contact information
in response to this invitation. Another benefit of the survey was identified; many
personal memberships had been renewed with payment, in conjunction with survey
5
January 25th, 2014 was selected. The board expressed interest in involving a professional
The following weeks were occupied with workshop preparations, expertly guided
January of 2014, it was agreed to divide the list of seventy potential volunteers amongst
the seven present and augment the invitation process with telephone contacts. Also at
that meeting, open ended text results were scrutinized and summarized. These
summaries were incorporated in a survey report by the student intern, and distributed
individuals from across the province. The four hour event took place at the Waterfront
Campus of Nova Scotia Community College. It included a working brown bag lunch and
The workshop format was largely guided by the facilitator, Sharon LeBlanc. It
Chaplin-Saunders. Key survey summary results can be distilled to say that members
believe that education, public relations and policy development are the most appropriate
successful Solar Nova Scotia, identified priorities, and committed to action within
6
Also during the workshop, participants were invited by the current Solar Nova
Scotia board to attend an open format board meeting to be held in February, with the goal
of identifying candidates for new board membership. The chair announced his intent to
step down.
The workshop questions were designed to build consensus and resulted in eleven
defined initiatives with volunteers committed to action and time frames. This is a
significant step forward for an organization that previously had no committees, and relied
heavily on its’ board for initiatives and action in addition to guidance and co-ordination.
7
Conclusions
2. Since a change in the board chair is imminent, new leadership is a key concern for
crucial, the infrequent or often casual interactions typical between members of Solar
3. Through primary research and workshop discussions appropriate initiatives for the
4. These initiatives are complex; they encompass education, public awareness and
5. Mechanisms currently employed by Solar Nova Scotia have been validated through
member input.
7. Resources have been enriched as a result of the volunteer offers received through the
digital survey.
9. Solar Nova Scotia has a (rare and honorable) role of simultaneously advancing the
10. The student intern has observed that members are diverse (which can be a strength)
and that financial resources, formal records and organizational structure are modest.
8
11. Membership is geographically disbursed, however activities primarily occur in the
Halifax metro region. This is a source of considerable frustration for many members.
12. There is uncertainty amongst members about which energy sources are appropriate
“alternative energy sources” (Solar Energy Society of Nova Scotia, 1980) without
13. The catchment of interest in the organization extends beyond Nova Scotia and
9
Recommendations
Richard Vinson be enticed to remain on the board for another period in the capacity of
past chair. Also, a brief chronicle of the organizations history may be a valuable resource
for future participants; this is suggested as an appropriate undertaking for long standing
members.
Solar Nova Scotia has made significant structural advances with the introduction
of regular board meetings, and by undertaking this reported project. The student intern
development can be considered under the headings of Scope and Scale and Future Vision.
It is recommended that both these structural initiatives be developed and presented for
validation by members during the Solar Nova Scotia Annual General Meeting in
catchments risks member frustration and dissatisfaction. The student intern recommends
that Solar Nova Scotia determine the optimal scope and scale of the organizations’
openly contemplated. A small scope risks ostracizing members and reducing resources,
too large a scope unwieldy and therefore unpromising. These determinations should not
be undertaken arbitrarily.
10
To proceed, an account of the organizations capabilities can be established. This
could take the form of a searchable data base inventorying members’ expertise, interests
and availability, as well as an outline of current revenue streams and assets. Such an
account will likely serve additional purposes for the organization. (Identifying volunteer
IT expertise that could help distribute event content is an example of a possible benefit.)
and international operations warrant inclusion. Such research would consider mandates,
scope, measures of success and resources utilized. In addition to clarifying Solar Nova
Scotia’s unique potential, such a survey may suggest new resource options for the
organization.
Either or both of these research initiatives might be undertaken as this project has,
by utilizing student intern(s) under the guidance of a committed board member. Research
Future vision:
The workshop on January 25th drew from members their ideas for a future
successful Solar Nova Scotia. In summary, members suggested features and activities
A clearly stated, shared image of the future and outline of Solar Nova Scotia’s role in
forming that future will unify and strengthen member efforts. Such a future vision will
inform goal setting, strategy development, frame decisions and guide actions.
Many variations of the imagined future are possible. The resources required and
potentially available must be taken into account. The author recommends that a
committee work to articulate a future vision for Solar Nova Scotia. This work would
11
build on the member input from the January 25th workshop as well as a research based
determination of optimal scope and scale. The future vision must incorporate the
understood, the imagined future can be rendered achievable, relevant and thereby
compelling.
12
References
Garza, J. (2012, 05 15). How Long Do I Keep a Web Survey Active? Retrieved from TeleSight:
http://www.telesight.com/blog/index.php/2012/05/15/how-long-do-i-keep-a-web-survey-
active/
Government of Nova Scotia. (2012, 04 24). Nova Scotia's Renewable Energy- Current Activities.
Retrieved from Nova Scotia Canada: http://novascotia.ca/energy/renewables/current-
activity/
Liana, E. (2013, 4 9). Survey Shortcuts are a Waste of Time. Retrieved from Survey Monkey
Blog: http://blog.surveymonkey.com/blog/2013/09/04/survey-shortcuts-dont-do-
em/?utm_source=RPS&utm_medium=SM_CRM_MKTG_PA&utm_campaign=RE_NL
&utm_content=survey.32729
&Date=2013-10-09&CID=67977053&promo1_cta_shortcuts
McNamara, C. (n.d.). Basics of Developing Questionnaires. Retrieved from Free Management
Library:http://managementhelp.org/businessresearch/questionaires.htm#types
(n.d.). Retrieved from http://www.esurveyspro.com/article-understanding-question-types-and-
data-validation.aspx
Swallow, S. (2013, 06 13). Manager, Career Services, Graduate Programs, St Mary's University,
Halifax NS. (C. Chaplin-Saunders, Interviewer)
Understanding Question Types and Data Validation. (2013). Retrieved from esurveyspro:
http://www.esurveyspro.com/article-understanding-question-types-and-data-
validation.aspx
Woodford, C. (2012, 01 10). Passive Solar Buildings. Retrieved from Explain That Stuff:
http://www.explainthatstuff.com/passive-solar.html
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Appendices
Project outline:
Solar Nova Scotia Internship Project Outline, July 27, 2013
Participants:
How best can Solar Nova Scotia focus their offer and public relations efforts to
meet the needs of their members and build the strength of the Solar Nova Scotia
organization
How best can Solar Nova Scotia build awareness of solar technology and
effectively promote a wider adoption of solar energy use in Nova Scotia
Identify the motivators and obstacles to solar technology being adopted in Nova
Scotia
(htt1)
Renewal of the organizational mission statement has been identified as an
appropriate effort, and this project will conclude with a facilitated retreat (half day
or less) dedicated to the purpose of generating a renewed mission statement in the
context of the project’s research and recommendations.
Methods:
With the guidance and supervision of Richard Vinson and Mark Raymond, as
well as contributions from the Solar Nova Scotia board and Shawn Swallow, student
Christie Chaplin-Saunders will assist Solar Nova Scotia with their primary research by
undertaking the following:
Through consultation with Solar Nova Scotia board members and Saint Mary’s
University supervisor and support persons, compose between fifteen and twenty
questions designed to reveal opportunities and insight related to the three above
objectives (see sample section)
Transpose the prepared questions into a digital survey format, ready for
distribution by Solar Nova Scotia to their approximately 1,000 member email
addresses and 200 Face book contacts
14
Monitor, gather and analyze the survey results
Prepare a written report on these results
Co-facilitate a half day retreat for organization members with the purpose of
generating a renewed organizational mission statement informed by the research
and recommendations
15
September Additional survey X X
27, 2013 promotion as
needed
October 4, Survey X X X
2013 completion,
analysis and
assessment
consultation begin
October Report writing X
25, 2013 begins
November Draft report X X
1,2013 circulated for
review and editing
November Report revisions
8, 2013
November Report X X
15, 2013 completion,
distribution to
members
November Retreat co X X X
30, 2013 facilitation, project
completion
December Project assessment X X
14, 2013 (as required by
Sobey’s School of
Business)
Sample section:
Incentive suggestion:
Survey participant names will be entered in a draw, and the winner will receive a
$200 voucher for goods or services from a participating corporate Solar Nova Scotia
member.
16
The survey overview would include a list of the participating corporate members,
and the time frame for the voucher to remain valid. Solar Nova Scotia would offer the
corporate members a discounted annual membership in exchange for their incentive
contribution. (Bear in mind that the additional exposure through the survey has value to
your corporate members). Indicate the date for the draw (one day after the survey
closes), and publicise the winner promptly, simultaneously building anticipation of the
upcoming half day retreat dedicated to mission renewal.
Terms:
In addition to the roles and responsibilities described above, Solar Nova Scotia
agrees to provide Christie Chaplin-Saunders with an honorarium of $600 (the
approximate value of course tuition), as well as cover out of pocket expenses for the
survey distribution and retreat event. Also, Solar Nova Scotia will be responsible for any
expense associated with creating an incentive to survey participants. Incentives as well
as clear benefits of the research are known to improve survey participation rates.
Early Challenge
One contributing factor to the writer’s challenge early on in the project was her
perceived sense of urgency on the part of the client. There may have been an unstated
Since the internship was outlined as a summer course and board member availability
tends to be reduced during the summer months, an unrealistic time frame for the project
was a possible hazard. In reality, the university has been flexible and the selected student
had no substantial concerns about the lengthened course format. This degree of
flexibility is not likely to be possible in a situation where budgets and financial metrics
are developed and used to gauge success. The internship project concluded
approximately eight weeks later than scheduled in the project outline. Effort invested by
the student is comparable to course requirements typical of her experience in the MBA
17
Solar Nova Scotia Supplied Survey Questions
Solar Nova Scotia is looking forward to determine our best direction and actions based on
our available resources. Much has changed since we first organized in 1980 – both in
solar technology and in member expectations of who and what we are, …or might be.
Your feedback means a lot, otherwise we are only building our organization based on
what we believe to be common interests. With this in mind, we hope that you will take a
few minutes to give us some feedback as to where you’d like to see us headed over the
coming years.
1. Do you own a solar installation? If so, would that be ___ DHW ___PV ___ Air
___Other: __________________________________
1a. If you do own a solar installation, please indicate how happy you are with it.
1.b. Are there improvements that the solar industry could make based on your personal
experience? Please describe:
________________________________________________________________________
________________________________________________________________________
________
2. Are there changes that we could make at SNS that you believe would build a stronger
organization? (Please describe)
________________________________________________________________________
________________________________________________________________________
________
3. Are there any other organizations that you believe we should be affiliated with?
(…perhaps for undertaking joint projects.) If yes, please identify:
__________________________________
4. What do you believe is the reason we haven’t seen more growth in the acceptance of
solar technology in Nova Scotia? (please rank from most important to least important)
___ climate ___lack of incentives ___ cost of installation ___ govt policy
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5. Could we do more to highlight notable solar projects in Nova Scotia? ___yes ___no,
already adequate. If yes, what vehicle(s) do you think is the most effective?
If yes to 7., which broad course (or seminar) subjects do you think would be in highest
demand? Please check a max of three.
8. Would you like to see SNS more active in any of the following areas? ____advocating
for policy change in Nova Scotia? ___home tours ___solar demonstrations ___more
educational materials ___better corporate directory ___special offers from corporate
members
9. On the topic of policy initiatives, where should we be directing our efforts? (Rate 1 as
highest through 4 lowest priority)
___ public education ___incentives for solar ___ policy papers for government
___Efficiency Nova Scotia ___Nova Scotia Power ___provincial cabinet other:
___________________
10. Are you interested in committing time to SNS to help us move forward with any of
our programs? If so, where do you see yourself fitting in? (check all that apply)
(All contact info and responses are for the sole use of Solar Nova Scotia and will remain
within the organization for planning purposes only)
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Survey Development Presentation
20
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Survey Results Summary Presentation
23
24
25
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Workshop Questions
Following presentation of the summary survey results, on January 25, 2014,
LeBlanc:
you?
Question 3 What are the most important actions to take to move Solar NS
The first question was posed to the full gathering, input was captured by the
of eight people gathered around tables and equipped with flip charts. Each table assigned
a scribe to capture input and was asked after a brainstorming period to agree on three top
ideas for presentation to the room prior to advancing to the next question. All
contributions captured on flip charts have been transcribed by Solar Nova Scotia’s
volunteer secretary Daniel MacKay into digital format and are to be available to
workshop participants.
27
Member Input from January 25th Workshop
28
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