Days of Caring 2015

Thursday, May 14 & Friday, May 15

Introductions

• Sue Driscoll, Manager- Volunteer Engagement• Jennifer Schulte, Manager-Annual Campaign• Kayla Paulson, 55+ Initiative Coordinator• Name, Agency, # of years participated in Day

of Caring

What is Day of Caring?

• Bring people together to improve lives and strengthen communities through volunteering

• Businesses and organizations partner to make a difference in our community

• A way for more volunteers to advance work in Education, Financial Stability and Health

Benefits of Participating

• Volunteers get things done• Showcase your agency• Develop and build relationships with local

companies and their employees• Captive audience to recruit on going

volunteers

Responsibilities of UWECI

• Planning, administration and evaluation of Day of Caring

• Media coverage• Recruiting companies and volunteers• Training agencies and company coordinators• Providing best practices and resources

Responsibilities of Nonprofit Agencies

• Register agency on the Volunteer Now site• Submit projects through online form• Provide necessary tools and materials to

complete projects• Provide snacks/lunch when possible• Meet with company team leader prior to DOC• Obtain photo releases from all volunteers• Assign project coordinator for each site

Responsibilities of Company

• Designate project leads• Register volunteers through Volunteer Now

site• Meet with agency project lead prior to DOC• Consistent communication to volunteers

Project Needs and Assessment

• Brainstorm with staff• What is on your wish list• Skilled volunteer needs• Review project ideas in Agency Leader Manual

Day of Caring Project Ideas

• Build a deck, playground, park bench or ramp• Organize toys, food pantry or books• Landscaping, yard clean-up, prepare and plant

community gardens• Prepare emergency medical kits, literacy kits or

personal hygiene kits• Assist elderly clients with grocery shopping, play

games or read to kids• Design a brochure, develop a marketing plan or set up

IT

Questions to Ask

• How many volunteers needed?• What volunteer skills are required for project?• How long will it take to complete the project?• What is the best time for the project to be

completed (a.m. or p.m. or full day)?• Do we need volunteers to bring additional

tools?

Submit Projects• Name of individual filling out the spreadsheet• Agency Name• Address• Project Leader (may be different for each project)• Phone Number• Secondary Project Leader• Email address of Project Leaders• Length of project (morning/afternoon, all day)• May 14 or 15• Minimum/maximum number of volunteers• Project description• Food and supplies provided by agency (lunch, water, bug spray, gloves)• Tools provided by agency• Supplies and equipment volunteers need to bring• Special skills volunteers will need• Additional comments about project

Project Submission Form

Timeline/Action Items

• Register your agency on Volunteer Now before submitting projects

• Agencies submit projects by Tuesday, March 10• Project review and changes made by Friday, March

20– Each agency is responsible for checking the project

information for accuracy.• Projected release of registration link to companies,

March 30- April 5

UWECI.org/Volunteer Now

Sneak Peak ListProject title/Date Agency name Description of Project Volunteers

neededAddress of project

Day Camp Prep, Indoor, All Day, Thursday May 8

The Salvation Army-Cedar Rapids

This project consists of assembling teaching materials, crafts, posters, and other materials in preparation for the 55 youth who attend our summer camp. Agency will provide: cleaning supplies and materials, snacks, lunch Volunteers are not required to bring anything

6 1000 C Avenue NW

Organizing/Cleaning, Indoor, Afternoon, May 8 OR 9

Theatre Cedar Rapids This project consists of covering shelves with fabric and sorting and organizing costume hats, which will assist in costuming for our shows. Agency will provide: fabric, staple guns, snacks Volunteers are not required to bring any materials; must sign-up for all volunteer slots

6 102 3rd Street SE

Weeding, Outdoor, AM AND PM, Thursday May 8

Trees Forever This project consists of removing garlic mustard, which is an invasive plant, from Thomas Park in Marion. Agency will provide: garbage bags, gloves Volunteers should bring: close-toed shoes, long pants, ability to walk long distances while bending over to weed

20 volunteers each time

770 7th Avenue

Yard Work, Outdoor, Afternoon, May 8 AND 9

Ushers Ferry Historic Village

This project consists of yard work on the grounds. This will allow us to get ready for summer. This project will take place on both Thursday May 8 and Friday May 9. Different groups are allowed on each day. Agency will provide: rakes, garden tools, tarps, snacks Volunteers should bring: close-toed shoes, additional garden tools, gloves

12 volunteers each day

5925 Seminole Valley Trail NE

Food Pantry Support, Indoor, AM OR PM, May 8 OR 9

Waypoint Services This project consists of organizing food and hygiene items in the food pantry and creating hygiene kits from materials present. Agency will provide: materials to create kits Volunteers are not required to bring anything; must sign-up for all volunteer slots

10 318 5th Street SE

A company signed up for our project . . . Now What?

• Agency project lead will receive an email• Review registration online• Email or call company coordinator/project

lead – Thank them– Set up site visit– Review checklist

Review Online Registration

• Click on Participants to see information for volunteers that signed up for projects

• View company coordinators contact information

Day of Caring Checklist

Planning/Project Management

• Have a contingency plan (rain, finish early)• Obtain materials and tools• Make arrangements for snacks, water and lunch (if

possible)• Prioritize projects• Meet with staff leads and company project leads• Review Risk Assessment Checklist• Liability Insurance- contact insurance provider ask for

“Certificate of Insurance” or “Addendum” to your policy for the DOC

Agencies required to scan and email Certificate of Liability UnitedWay.Volunteer@uweci.org

Best Practices for Successful DOC

• Orientation• Supervision during project• Schedule clean-up time• Volunteer reflection• Thank you

Requirements

• Certificate of Insurance• Complete liability waivers and media releases• Collect volunteer hours• Supervision of Volunteers• Implement survey

Volunteer Comments• Give information on how to continue volunteering after the Day of Caring. • Maybe have some backup activities ready in order to fully utilize the volunteer's

time. • Agencies need to be better prepared with tasks• Better description of tasks.• Alternate plan for jobs during inclement weather• It would be nice to know in advance some items that the agency needed for the

project• I would like to see the measureable impact we made• Have larger projects for bigger teams• Our group was given little information on how to handle our task• I would like to hear an explanation of the services the agency provides to the

community

Success Stories

Dates to Remember

• Agency submit project form 3/10 • Agency final project review 3/16-3/20• Company registration opens up 3/30-4/6• Companies register by end of April • Site visits by 5/5• Day of Caring 5/14 & 5/15• Submit hours and waivers by 5/20

Questions or Comments