Volunteer Instructions

Thank you for volunteering at Girl Day at UT Austin!

Girl Day at UT Austin, presented by BAE Systems, BASF, Halliburton and Kiewit Corporation, gives kindergarten through 8th grade students the opportunity to explore engineering, science, math, and technology at their own pace throughout the day. 

Volunteer Timeline:

  • 08:00 a.m.  Girl Day Coordinators Check-in
  • 08:30 a.m.  Set-up Volunteers Check-in
  • 10:00 a.m.  Activity & Organization Leads Check-in (you may arrive earlier for set-up; volunteer t-shirt distribution begins at 10 a.m. and will continue all day) - check in at any building coordinator / info table within ASE, CPE, ETC, RLM, ECJ or EER
  • 10:30 a.m.  All Early Volunteers Checked-in by this Time - breakfast and snack bars available for volunteers (lunch will not be provided)
  • 10:45 a.m.  Safety Training for All Volunteers in Activity Classrooms (ensure all have already watched the video or watch it together before Girl Day opens - go through all safety information below)
  • 11:15 a.m.   All Activities Ready to Open to Participants
  • 11:30 a.m.  Girl Day Official Start Time
  • 03:30 p.m.  Start directing participants to closing shows. Closing shows start promptly at 4 p.m. in the EER and RLM 4.102.
  • 04:00 p.m.  Closing Shows Start; Direct Participants to Closing Shows in EER and RLM 4.102
  • 04:30 p.m.  Activities Formally Close, Volunteers Begin Clean-up
  • 05:00 p.m.  Closing Shows End

Volunteer Parking:

Volunteer parking will be available in Lot 53 (2699 Speedway, entrance off Speedway between 27th Street and Dean Keeton) from 8 - 10 a.m. and Speedway Garage (105 E. 27th Street) starting at 9:30 a.m. The 27th Street Garage (109 W. 27th Street) and San Antonio Garage (2420 San Antonio St) will only open at 10:00 AM. These four parking spaces are free for the day for volunteers and participants. See Getting to Campus for additional parking details and maps.

What is my role as a volunteer?

  1. Use research-based best practices in messaging and activity facilitation to engage girls (and all students) in STEM. See the Messaging and Role Models page for more information.
  2. Make the activity personally relevant. Ask the kids if they can think of something similar in their real life. Science and engineering are everywhere and it’s your job to help them see it.
  3. Provide specific and positive feedback and encourage the growth mindset. When you’re helping the participants, comment on the things that they can control. If you say “that was a really creative way to use the straws in your tower!” it is more positive and easier for them to control than just saying “that’s a smart tower design”. Feedback on attributes and behaviors you observe instead of vague compliments (that's smart, that's awesome, etc.) encourages the growth mindset students need. You want to encourage them to redesign with the materials they have to make their designs even better. Challenging participants to improve their designs encourages growth mindset.
  4. Connect the activity to STEM! It’s not always as obvious to kids what the link to STEM is with your activity so be explicit. Point out the connection between the activity and how they are using math or science to make it work. Connect the activity to STEM in our everyday world and make comparisons to things students can see or touch in their daily lives. Our goal is for them to leave today feeling excited about the STEM in their worlds.
  5. Ensure the safety of our participants and volunteers. Please do not exceed your room capacity so we may stay in compliance with fire code. There should never be more people than there are seats in the room. If your room is full, encourage participants to wait a few minutes til space opens up or encourage them to come back to your activity later. Watch the safety video and be familiar with the emergency procedures. Scope out your space at Girl Day and have your exit plan.
  6. Be identifiable. Wear your Girl Day shirt or organization shirt in order to be easily recognizable as a volunteer at Girl Day. 

Emergency Procedures:

IF YOU SEE SOMETHING, SAY SOMETHING! Call 911 and notify your building coordinators so they can notify WEP staff. All volunteers must watch the recorded volunteer training. The recording includes important information all volunteers should know about safety procedures, activity facilitation, messaging and more.

Lost kids: Take lost children or parents to one of the following locations: 1) building coordinator station; 2) information tent; 3) WEP office in EER 2.608. 

First Aid: All building coordinators and information tents have first aid kits and materials to clean spills. Call 911 for any major medical emergencies.

Fire: If there is a fire – get yourself and participants out of the building. Please do not exceed your room capacity so we may stay in compliance with fire code. There should never be more people than there are seats in the room. If your room is full, encourage participants to wait a few minutes til space opens up or encourage them to come back to your activity later.

Disruptive Individuals: If you see a disruptive individual, note their appearance and notify 911 and/or WEP staff ASAP.

Weather Emergencies: For weather emergencies, keep everyone in the interior rooms of the buildings.

Armed Subject: If you see an armed subject, remember the five outs: get out (of the area), call out (to 911), keep out (lock or barricade doors), hide out (keep out of the line of sight), and take out (if no other options are available, you need to be prepared to put up a fight).

Set-up and Logistics Information:

  • Join the WEP Girl Day Slack channel for all volunteer updates throughout Girl Day.
  • You may begin setting up whenever needed that morning. Buildings will open at 8 a.m. Tables/chairs/signs will be set up as quickly as possible by set-up volunteers starting at 8:30 a.m. 
  • You are responsible for your organization’s volunteers. They will not be registering to volunteer with WEP nor receiving any logistics information from WEP. Please share all relevant information with your volunteers.
  • We recommend at least 10 volunteers per activity room and at least 3 per demo or plaza area activity. You might need more or less based on your activity and/or location/set-up.
  • Volunteers will receive a Girl Day volunteer t-shirt to wear to be easily recognizable throughout Girl Day to all visitors. Your volunteers may pick up a Girl Day volunteer t-shirt at the building coordinator table nearest your activity (ASE, CPE, ETC, RLM, ECJ, EER). T-shirts will be at these stations all day for any later arriving volunteers.
  • Volunteers will receive a refillable water bottle to use throughout the day. Pick up your water bottle at the building coordinator table nearest your activity (ASE, CPE, ETC, RLM, ECJ, EER). Refillable water stations will be located on the plazas and can be found in the buildings. 
  • Breakfast snacks and snack/protein bars will be available at volunteer check-in, building coordinator tables, and information booths for all volunteers. Lunch will not be provided. Bring additional snacks as needed.
  • Direct questions, lost kids, any concerns to Building Coordinators or Information Tent Coordinators wearing a neon and super bright Girl Day shirt– they have been trained to answer your questions, help you, etc. and have a direct messaging system with WEP staff and others who can help. The WEP office is staffed all day at 512-471-5650.
  • You are responsible for cleaning up your area at the conclusion of Girl Day. Building Coordinators and Info Tents will have extra cleaning supplies, trash bags, brooms, etc.
  • Download the Girl Day App so you can help our visitors find activities, food, etc. and receive push notifications or reminders during the day.

Activity Areas - Signs, Technology:

  • WEP will provide activity and organization signs for your room/area. You may post or put up your own signs only in your activity area (within your room, at the entrance to your room, or at your table area in a lobby or plaza). 
  • Technology in rooms varies. Most classrooms have projectors you will be able to connect to a laptop. Bring any adapters you may need. Rooms may not have sound capabilitites to project any videos or music from your device. Check the link on the maps to see pictures of your area.
  • Wi-fi is available through the UTguest wi-fi.
  • Bring extension cords and power strips for your activity. WEP will not be able to supply them.

Thank you again for being a volunteer and thanks to our Girl Day sponsors for helping us make this event happen. Have a great day!