Volunteer and WorkStudy Management

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Volunteer and Work-Study Management

• TechMission
• 670 Washington Street
• Boston, MA 02124
• Theresa Musante
• 07/27/06

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Introduction

• Lots of ideas
• Lots of tools
• Try to find one or two ideas / tools that you can
  bring home with you.

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Volunteer and Work-Study Management Process

• Planning and Position Descriptions
• Recruiting
• Work-study
• Orientation and Training
• Supervision and Evaluation
• Recognition

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Help needed!

• An after school program needs volunteers to
  tutor, maintain the computer lab, and organize
  field trips.
• How will we find and retain all those volunteers?

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Step 1Planning and Position Descriptions
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What volunteers do you need?

• Are there parts of your job that you don't want
  to do, but a volunteer could do?
• Do you need people with specific skills?
• Accounting, web design, grant-writing
• Could one volunteer coordinate the others?
• What else could a volunteer do?
• Teach classes, lead a field trip, clean

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Kinds of Volunteers

• Local
• The volunteer comes to your location on a regular
  basis
• Virtual
• Technical and professional volunteering services
  can be done via email, phone, and fax. Some
  examples are web design, accounting, research,
  grant-writing, or public relations.
• Short-term
• Short-term missions trip or one-time volunteer

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Steps in Planning

• Setting Goals
• What do you hope to gain for the program and
  program participants?
• What are your goals for the volunteers?

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Costs of Volunteers

• Time and Supervision
• If they are local volunteers, do you have
  somewhere for them to work?
• Will they need other things from you
  (orientation, supplies, materials)?

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Designing Positions

• Position Descriptions
• Describe duties, qualifications, and expectations
• Other things to include
• your organizations mission
• Time commitment / schedule
• Special equipment needed
• Benefits of volunteering

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Step 2Volunteer Recruitment
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Other places to recruit
Other Recruitment
Online
Flyer around town
Organizational Newsletter
Flyers to college group
Email to College group
College group meeting
Posting on Bulletin board
Word of Mouth
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Online Volunteer Recruitment

• Sites allow posting of volunteer opportunities
  online
• Recruitment posted to everyone on the Web
• TechMission Volunteer Network
• www.Ivolunteering.org
• Other sites
• Volunteermatch.org
• Idealist.org
• Servenet.org
• Onlinevolunteering.org
• Craigslist.org

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How to post online

• Go to ivolunteering.org
• Create a volunteer account.
• Create an organizational account.
• Post your volunteer opportunities.

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Step 3Work-Study Students
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Work-Study Program Summary

• US Department of Education requires that 7 of
  all work-study funds go to jobs serving in
  community and faith-based organizations
• Schools pay up to 75 of the cost of these
  positions with sites paying as little as 25
• Benefit to you high commitment for low cost!

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Steps to Get Work-Study Students

• Recruit candidates
• Contact work-study office of the school
• Interview candidates
• Fill out forms to get certified as a work-study
  site
• Turn in timesheets to work-study office
• Pay work-study office the match ON TIME!
  (Failure to pay match funds on time will result
  in immediate removal from work-study program)

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Step 4Orientation and Training
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Kinds of Orientation

• Group orientation vs. individual orientation
• Orientation for short-term vs. long-term
  volunteers
• How familiar are volunteers with the
  organization?

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Orientation Template

• Feel free to use and modify our orientation
  template.
• Outline
• Checklist for first day
• Cross-cultural training
• Benefits of volunteers
• Thoughts on approaching volunteering
• Recommended resources
• You can find similar content webcast at
  www.ivolunteering.org. Under training click
  Volunteer Orientation.

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Other Elements of Orientation

• Organization history and mission
• Philosophy of ministry
• Programs and services
• Organizational structure
• Rules (how to interact with clients and staff,
  confidentiality, emergency policies, etc.)
• Typical day at the organization
• Basic information (where to park, hours open)
• Tour of the building(s)
• Time to sign application, confidentiality
  agreement, background check agreement, other
  forms
• Training in specific skills needed
• For teachers or tutors training on how to teach
• If necessary, time to talk to individuals about
  what they will be doing (volunteer job
  description)

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Step 5Supervision and Evaluation
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Volunteer Supervision

• Identify and communicate the volunteers direct
  supervisor and chain of command
• Have regular time to check in with volunteers to
  see how experience is going
• Be aware of laws and issues of supervising
  volunteers working with children

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Volunteer Feedback Evaluation

• Provide form to get feedback from volunteers and
  work-study students each semester on
• What went well?
• What could be improved?
• Additional support they might need from staff?
• Do they want to continue next semester/year?
• Total number of hours worked?

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Step 6Recognition
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Regular Thanks

• Thank volunteers each time that they volunteer
• Providing additional training is one method of
  thanks
• Provide computer classes for free
• Allow volunteers to borrow relevant books
• Have staff give training sessions
• What motivates the volunteer?

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Presidents Volunteer Service Award

• The Presidents Council on Service and Civic
  Participation
• www.presidentialserviceawards.gov
• Volunteers earn awards based on the number of
  hours they serve in a 12 month period

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Volunteer and Work-Study Management Process

• Planning and Position Descriptions
• Recruiting
• Work-study
• Orientation and Training
• Supervision and Evaluation
• Recognition

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Summary

• Hopefully you have some new ideas on volunteer
  management!
• Dont forget the handouts

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Appendix B Other resources

• www.nationalserviceresources.org
• http//www.charityvillage.com/cv/research/rvol.htm
  l
• http//www.energizeinc.com/
• http//www.casanet.org/program-management/voluntee
  r-manage/index.htm
• http//www.presidentialserviceawards.gov/
• Leadership and Management of Volunteer Programs
  James C. Fisher

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Appendix A Schools and Work-study Pay Rates
(Boston Example)