Dollars for Scholars Volunteer Management Guide

8/7/2019 Dollars for Scholars Volunteer Management Guide

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A Nt fr Dars fr Schars

President Barack Obama has called on all Americans to serve and volunteer in their communitiesin order to better our nation during this tough economic crisis. To tap into this valuable humancapital, Scholarship America

is providing our Dollars or Scholars chapters with a new Volunteer

Management Guide to aid in recruiting, retaining and recognizing volunteers. By working togetherin building a stronger oundation o volunteers in our chapters, we can better succeed in our shared

mission: making postsecondary education possible or all students.

Th 3 Rs

The combination o these three elements leads to dynamic results in assembling a solid base odedicated, passionate volunteers. Consistent recruiting and recognition practices build trust, loyalty

and an interest in the chapter mission. When committed to the chapter mission, volunteers workhard or chapter success and tend to stay with the chapter or longer periods o time. Long-term,committed volunteers greatly benet the chapter and its overall community impact.

Dollars for scholars

Volunteer management guiD

oVerView

RcritntThe engagement, strengthening, or replenishing of new volunteer members.

Rtntin:The secure engagement of volunteers for current and future positions and/or projects.

Rcnitin:The awareness, approval and appreciation of volunteers and the work they put forth

for the chapter mission.

Cntact InfratinPaul Germscheid National Training and Support Services [email protected] American Blvd. E., Suite 155, Minneapolis, MN 55425952.830.7383 (dir) | 800.279.2083 (t) | 952.830.1929 ()

www.scholarshipamerica.org

contents:

the 3 Rs

ReCRuITmeNT

P2-4: The Import

of New VolunteerRecruitment

ReCogNITIoN:

P5: Showing Supfor Your Voluntee

P6: ThankingNew and VeteranVolunteers

ReTeNTIoN:

P7: How the 3 Rswork together

BeST PRACTICeP8: Best PracticeRecruitment

P9: Best PracticeRecognition

APPeNDIx:

Job DescriptionTemplate

New VolunteerInformation Shee

Your own story and the American story are not separate - they are shared. And they

will both be enriched i we stand up together and answer a new call to service to meet the

challenges o our new century.Barack Obama, Speech in Mt. Vernon, Iowa, December 5, 2007

2010 Scholarship America. All Rights Re


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Th Iprtanc f N Vntr Rcritnt

Chapters rely on volunteers in order to grow and increase their community impact, so asking new people to join inthe Scholarship America mission is a necessity. New volunteers can help chapters understand and implement newideas; they can aid in building chapter strength and ensuring its uture wellbeing; and they can help chapters expandand increase community impact. In addition, new aces and new exposure can cultivate new relationships withpotential donors. I we consider volunteers as the body o our organization, then the process o recruiting can be seen asthe necessary nourishment or keeping it healthy. The ollowing steps are guidelines to aid you in the recruiting process.

1. Prepare or Volunteer Recruitment

Think about creating a volunteer committee dedicated to recruiting and recognizing volunteers. Theseindividuals should be the leaders or preparing and implementing the practices and tips in this guide.

Beore you begin recruitment, understand why you are recruiting volunteers, the scope o your needs, andhow long the new volunteers will be needed.

Create Volunteer Position Descriptionsa blank, downloadable version can be ound in the Chapter Portal.The description should include the ollowing.

Title and Responsibilities: the task to be perormed and the purpose or goal o completing it.

Parameters: to whom the volunteer reports and how much decision-making reedom he/she will have.

Skills and Background Experience: the elements required or the position.

Time Commitment: the project timeline and how many hours per week a volunteer is needed.

Accountability: the importance o the task and the importance o the volunteer ullling the commitment.

The Benefts o Volunteering: the benets o the volunteer position and volunteering or the chapter.

The Location: where the volunteer will be housed (e.g., working rom home or at the chapter).

Think about what kind o volunteers youll need and develop a list o potential candidates.

Achievement people: motivated by working towards goals; need specic, measurable instructions; like toproblem solve and love challenges. (Fundraisers, events, chair/leadership positions)

Afliation people:motivated by relationship opportunities; like to work in teams; respond to direct workwith clients. (Task orce members, hospitality committee, recognition events, social activities)

Power people: work to empower and inspire others; think long term; work well alone or with others;understand political aspects o work. (Public speaking, writing articles, chairing events that bring publicawareness to a cause)

Dollars for scholars Volunteer management guiDe

recruitment


Eighty percent o people not volunteering say the primary reason they didnt volunteer

was because they werent asked.Alberta: Agriculture and Rural Development, 2001


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recruitment

2. Inorm People o the Opportunities and Benefts o VolunteeringStart with your local area and personal social networks:

Talk to amily and riends about what you are doing and encourage their involvement.

Get to know the businesses and resources in the closest proximity to you and then build outyour search. (There are likely some very valuable untapped resources in your area.)

Reach out to churches, colleges, community centers, local businesses, political parties,raternities and sororities.

Call or meet these new people. (They might be willing to volunteer beore or ater work orover the lunch hour, especially i the chapter is close by.)

Tell people about your personal experiences with the chapter, and explain the benets o being involved.

Have at least one recruiting drive a year. (The all or spring is usually the best time o year.)

3. Hand Out the Volunteer Recruitment Flyer

Found on the Chapter Portal, this orm allows you to include your chapter contact inormation,possible volunteer opportunities, and dates or your next Volunteer Recruitment Session.

4. Host a Volunteer Recruitment Session

You should host a session where people interested in learning about Dollars or Scholars can

hear about volunteer opportunities and sign up to commit to a position.Provide inormation about the Dollars or Scholars program, including its goals, unctions,and operating procedures.

Give interested volunteers a handout o all the job descriptions available.

Give out the Volunteer Inormation Sheet (available in the Appendix). The VolunteerInormation Sheet asks prospective volunteers or the ollowing inormation:

Special skills they have (e.g., public speaking, fuent in a second language)

Skills they are interested in developing (e.g., bookkeeping, heading up a committee)

Things they do not wish to do (e.g., writing, door-to-door canvassing)

ReerencesThank everyone or coming.

DID you kNow..

In a typical day, thlargest differencein how time isspent betweenrecent volunteersformer volunteersand lifelong non-volunteers is in homuch television theach watch?

Non-volunteers wover 436 hours mtelevision per yeacompared to recevolunteers. Thatsover two weeks ofexra television peyear!

People who voluntend to be more

socially connectedand interact morewith others.



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5. Hold a Post Recruitment Session Follow-UpUse the Volunteer Inormation Sheets to evaluate who is interested in the positions and rankthe best candidates.

Follow up with all potential volunteers (via e-mail or phone) within a ew business days, eveni it is to simply set up another time to talk.

Establish a start date.

Let other chapter members know that the new person is coming on board.

Inorm the other potential candidates that the position was lled.

Try to nd dierent jobs or volunteers who did not meet the criteria or this position, but

may be suitable or another volunteer position.Do you have any short term projects or one day events he/she might be able to work on?

Can you adjust any areas to accommodate his/her skill sets?

Direct them to other service organizations where they may be better utilized.

Understand the Process or Selecting Volunteers:


recruitment

ALL INDIVIDUALS INTERESTED IN VOLUNTEERING

What kind o position are you recruiting or?

Day Event Long Term Position or Special Skills(You may want to take on (You may want to be more selective

all volunteers interested.) and personally call or interivew.)


Volunteers have greater longevity, higher unctional ability, lower

rates o depression and less incidence o heart disease.The Health Benets o Volunteering: A Review o Recent Research

ReCRuITmeNT T

RemAIN FlexIBl

Theres no better to learn the ins anouts of recruiting from fellow chaptofficers. VolunteeChapter PresidentNancy Levy, alongwith her Chapter,Windsor Locks Do

for Scholars, havedeveloped a modeof flexibility whencomes to recruitinvolunteers:

Yu av ak vlurwr y ar.Ju bau Id mig ia rai way,wii a raiim fram, i a

rai yl, d ma rar gig a am way. Yd figur uw wrk arad wi rppl yl, mmim adir.

Windsor Locks mof matching volunto their strengths remaining flexibleallows the chapteretain passionate dedicated individu


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Shin Spprt fr yr Vntrs

Recognition is oten the most neglected category by nonprot organizations, but it is a crucial element or ensuringhigh volunteer retention. Remember, i your volunteers are not happy, they will not remain part o your chapter. Theollowing recognition practices will help you support your volunteers and set them on a path or success.

1. Set Up a Work Space or Your Volunteers

IsthevolunteerworkingintheDollarsforScholarsofceorfromhome?

Makesurethereisproperworkspaceandthenecessarytoolsforvolunteerstousetocompletetheirassignment.

2. Welcome New Volunteers

Showenthusiasmforhavingvolunteers;makethemfeelathomeandimportant.


recognition

3. Hold an Orientation Session or Volunteers

Introducethenewvolunteertotherestofthechapter.

Provideanoverviewofyourchapter.

Revisitthefollowing:

- Set expectations: be clear o what is expected o volunteers and be a resource or questions or concerns.

- Set ground rules and specic guidelines.

- Talk about specics: the length o their day, or how much time the project will require.

4. Foster an Environment o Support or All Volunteers

Becomearesource:offertobethego-topersonforquestionsandconcerns.

Keepeveryoneuptodate:remindpeopleaboutapproachingdeadlinesforprojects.

Understandthegoalsofthechapter:haveaplanofactionreadytoachievethem.

Superviseandmonitor:makesurethenecessaryworkisbeingaccomplishedforachievinggoals.

Addnewchallenges:useexperiencedvolunteersforadditionalsupportandtraining.

Encouragefeedback:askhowvolunteersaredoingandiftheyneedadditionalhelp.



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recognition

Thanin yr Vntrs

Recognition also encompasses thanking volunteers or the work they provide. Though a ormal recognitionprocess is not always necessary, it is important to acknowledge the vital role your volunteers have played in thechapter mission. Volunteers are impacting students in your community, the state and the nation, and they deserveto have their work recognized. As a chapter, there are some basic ways to celebrate volunteer contributions to thechapter as well as showcase their impact in the lives o students.

Saythankyou.Whetherbywordofmouth,letter,postcard,e-mailorcerticate,makesureyourvolunteersknowtheirworkisvaluable.(SeeBestPracticesforRecognitionformoreideasonhowtosaythankyou.)

Letthecommunityknowaboutyourvolunteersgreatworkthroughmediaandpressreleases.

Keeptrackofvolunteerhoursdonatedduringtheyearandadvertisewithinthechapterwhatagreatjob

was done.Setupasystemwheremilestones(tenyears,twentyseasons,100exhibitions)areapplaudedand

acknowledged, then let the local media know about them.

Hostrecognitionactivitessuchasadinnerbanquetorathankyoubreakfast.

Nominatevolunteersforawardsandscholarshipsonalocal,stateandnationallevel.


Featurevolunteersinlocalcommunity,stateornationalnewsletterpublications.(Reach

out to Scholarship Americas National Volunteer Coordinator and ask to be eatured inthe inTouch e-newsletter or our blog.)

T wa Cnicatin: Thinin otsid th BBe sure and ask volunteers how they would like to be recognized. Instead o a recognitiondinner, some volunteers would rather see that money go to a new project. Communication isan important aspect o understanding and recognizing volunteers.

Recognition o volunteers does not have to be an expensive, complicated process. It simply hasto be sincere in its eort. Think outside the box and be creative in your recognition eorts.Also,checkoutthebestpracticessectionofthisguideforideasonhowtosaythanks.


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retention

Th Iprtanc f Fcsin n Rtntin

When volunteer turnover rates are high, the chapter operation can become disrupted, which maycreate negative experiences or everyone involved, including volunteers and those they serve.Keepingvolunteershappy,engagedandchallengedwillleadtobetterchapterfunctionalityand

overall success.

H Rtntin Rats t Rcritnt and Rcnitin

When a chapter does a good job recruiting, the ollowing will take place:

Volunteersfeelpassionatelyaboutthemissionandgoalssetforthbythechapter;synergy

with the rest o the chapter is achieved.

Volunteersarehappywiththeirassignedpositions,astheyarematchedtothese

positions based on skill sets and interests.

Volunteersaremoreproductive;theyhaveclearobjectiveswithclearevaluationsand

understand how their role impacts the overall mission.

When a chapter has good recognition practices:

Volunteersfeelwelcomeandappreciated.

Volunteersknowtheirworkismeaningfulandmakesadifference.

When a chapter utilizes strong recruitment and recognition practices, volunteers want to staywith the chapter, and retention is high. High chapter retention leads to multiple benets:

Chapters are not constantly having to re-train new people or positions.

The chapter unctions at a higher, more ecient level, as these long-lasting volunteersbecome experts in their positions.

Theseretainedexpertscanlaterserveasrecruitersandtrainersfornewvolunteers.

By employing the 3 Rs, a chapter builds the oundation or uture success!

THe CHARITIeS

wITH THe HIgHe

ReTeNTIoN RAT

PRACTICe THe

FollowINg:

Host recognitionactivities forvolunteers

Offer trainingand professionaldevelopmentopportunities

Screen to matchappropriatevolunteers for the

jobs the organizatis looking for.


Older volunteers...are noticeably more interested in making use o their existing skills

and interests, and nearly twice as likely to pass on an opportunity they ail to fnd

interesting and challenging. Great Expectations: Boomers and the Future o Volunteering, 2006


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The ollowing two pages address Best Practices or Recruitment and Recognition. In orderor your chapter to maintain low turnover rates and continue on a high perormance path, itremains imperative or you to integrate some o the activities in your chapter practices. Youmay have incorporated some o these suggestions already, but remain open to changing andadding new ways to recruit and recognize volunteers.

Bst Practics - Rcritnt

Tryholdingatleasttwo recruiting drives a year. For example, one in the all and one inthe spring.

Developvolunteerinformationpacketsbycompilingbrochures,formsandinformation

about Scholarship Americas Dollars or Scholars program and specics about your

chapter. You can nd many o these materials in the chapter guidebooks or on theChapter Portal.

UtilizeWebsites,e-mail,newsletters,newspapersandotherformsofelectronicand

print media, as well as word-o-mouth, or posting new volunteer positions and events.

- Set-up Facebook, Flickr and other social media sites to enhance communicationand as a tool or organizing quickly and eciently. (See the Chapter Portal or aguide on how to set up accounts at these sites.)

- Distribute press releases on upcoming events.

- Send video clips and sound bites to local television and radio stations asPublic Service Announcements.

Workwithpartnerorganizations.

- Reach out to other organizations or advice or help on publicizing your events orprojects, and seek help rom their volunteers.

Recruitmorepeoplethanyouneedforevents.

Thinkaboutincorporatingfamiliesorgroupsofchildren(e.g.,classesfromlocal

schools, church youth groups) to help with undraising events or projects.

Providespecialincentivesforallagesofvolunteers(e.g.,smallscholarshipsformiddle

school children, nomination or awards, expense reimbursement, ood and drinks).

Makeavailableavarietyofcommitmentsandtimes(e.g.,onedayprojects,oncea

week,ongoingtitinwhenyoucanprojects,andpart-timeinternships).

Charities tuse volunte

to recruit ot

volunteers h

higher retent

rates. Havvolunteers repres

the charity imp

trust, evide

o a posit

organizatio

culture, a

confdence that

charity provia worthw

experience

volunteer

Brudney & Hager, VolunManagement Practic

Retention o Volutn


best practices



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Bst Practics - Rcnitin

Beaccessibletoyourvolunteersforconstantcommunication.Setupregularinformalmeetingswhere volunteers can express views, suggest ideas and provide eedback.

Provideavolunteercommentbox.

Setupavolunteersupportgroup.

Makesureyouandthechapterboardknowthevolunteers.

Offerlettersofrecomendationforcollegestudentsandcareer-seekers.

Givevolunteersstressreliefkits(tea,candy,stickers).

Recognizebirthdaysandspecialevents.

Makesignsorcerticates.

Celebratevolunteeraccomplishmentsatstaffmeetingsorcommunityevents.

Bringthemcoffee.

HaveVolunteeroftheMonth.

Permitvolunteerstoattendseminars,conferencesandworkshops.

Considerprovidingchildcareforvolunteers(especiallyforone-dayevents).

Createavolunteerphotoboardandhangitinaprominentposition.

Hostanannualvolunteerawardceremony.

Haveoccasionallunches,dinners,barbecues,orpicnics.

Createavolunteernoticeboard. Presentanoccasionalinexpensivegift.

Throwapartyforvolunteers.

CapitalizeontheSemesterofService(PresidentObamaisencouragingstudentstodevelopasemester-longservice-learningprojectthatlaunchesonMartinLutherKing,Jr.DayofService

and culminates on Global Youth Service Day. During these twelve weeks, students will identiya problem or unmet need that aects their community, the nation, or the world; they willprepare a plan, take action to implement their solution, refect deeply on their progress andnext steps, and celebrate their success.)

Recognized Volunteer Days (nationally and internationally)

NationalDayofService:Dr.MartinLutherKing,Jr.Day

NationalVolunteerWeek:April19-25,2009andApril18-24,2010

GlobalYouthServiceDay:April24-26,2009


best practices



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100WaystoThank,SupportyourVolunteers. World Volunteer Web. 31Aug.2006.20Jan.2009.

AdCouncil.EngagingtheNextGeneration:HowNon-ProtsCanReachYoungAdults.12Dec.2008.AdCouncil.1Jan.2009.

Alberta.WorkingwithVolunteers.Success by Design: Building Strong Organizations...StrongCommunities (Aug.1998):1-4.Alberta:Agriculture,Food,andRuralDevelopment.21Jan.2009 .

Ellis,SusanJ.The Volunteer Recruitment Book. 2nd ed. Energize Incorporated. 17Jan.2006.Engergize,Inc.21Jan.2009.

Hagar,MarkA.,andJeffreyL.Brudney. Volunteer Management Practices and the Retention of Volunteers.

Rep. no. 2. Washington DC: The Urban Institute.

How Do Volunteers Find the Time?: Evidence from the American Time Use Study. Issue brie. 2008.

Lynch,Rick,andSteveMcCurley.EssentialVolunteerManagement.Apr.1999.CASAnetResources. 2 Feb. 2009 .

OurCommunity.HelpSheet:ValuingOurVolunteers. Our Community.21Jan.2009.

Quirk,Mary.14StepstoDevelopingaTop-NotchVolunteerProgram. Fieldstone Alliance: Tools you

Can Use E-Newsletter (19 Feb. 2009). Fieldstone Alliance. 19 Feb. 2009. Fieldstone Alliance. 23Feb. 2009 .

Scott,Jason.16TipsinRecruitingAdultVolunteers.World Volunteer Web. 10May2006.20Jan.2009 .

Stanford Alum Volunteer Management Guide. Aug. 2005. 23 Feb. 2009 .

Torres,Gabina.TheFutureofVolunteering:ChildrenUntertheAgeof14asVolunteers.ServiceLeader.org: For Volunteer Managers. Dec.2003.20Jan.2008.

USAService.org.RecruitmentTactics. USA Service.org. 2 Feb. 2009 .

Venne,Becky.ManagingVolunteers.Resource Center. 26 Nov. 2000. National Service Resources. 21Jan.2009.

YouthServeAmerica.RecruitingandRetainingVolunteerMembers.YouthServeAmerica.2Feb.

2009 .


sources



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Sap Jb Dscriptin

Job Title: Chairperson or Fundraising CommitteeName o Organization: National Dollars or Scholars

Contact: Paul Germscheid, National Training and Support Services Manager;952.830.7383, [email protected]

Purpose:

1) Chair the committee that raises unds or awards to area students.

2) Oversee the organization and planning o the entire undraising eort or the year.

Skills/Requirements:

1) Ability to work well with others

2) Ability to delegate responsibility

3) Ability to plan and organize events

4) Ability to make clear, concise reports

5) Serve as a member o the chapter board

Duties:

1) Recruit members or undraising committee, including co-chairs or each undraiser.

2) Lead annual brainstorming session with committee or ull board on undraising events.

3) Coordinate plans with publicity chair person.

4) Help each chair person set objectives and timetables.

5) Obtain a report on each undraiser rom the chairperson.6) Attend training workshops.

7) Attend board meetings.

Minimum Time Commitment:

1) 3-10 hours per undraiser

2) 1-2 hours per committee meeting

3) 2 hours monthly or ongoing coordination activities

Expected Results:

1) Satisaction in helping area students pursue higher education.

2) Satisaction in attaining chapters nancial objective.

3) Development o leadership and organizational skills.

4) Getting community involved in chapter goals and developing a sense o community.


appenDix

AVAIlABle

ReSouRCeS:

National Dollars for

Scholars Office

Master Manager:

Dollars for Scholars

Chapter Guide and

resource manuals

Dollars for Scholars

National and Regio

Newsletters

Regional workshop



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Sap N Vntr Infratin Sht

Chapter ID: ________________________________________________________________________________________Date Submitted:_____________________________________________________________________________________

First Name_______________________________________ Last Name_________________________________________

Address ___________________________________________________________________________________________

City_____________________________________________________________________ State________ Zip__________

Primary phone_________________________________________ Secondary phone_______________________________

E-mail____________________________________________________________ Fax______________________________

Date o Birth _______________________________________________________________________________________

Physical Limitations: q No q Yes; please explain:

Education (highest level completed)

q 1st 5th grades q College

q 6th 9th grades q Technical / Vocational

q 10th 12th grades q Advanced Degree

Most recent employer:

Former work/occupation (optional):

Why have you decided to volunteer with our Dollars or Scholars chapter? :

Describe any previous volunteer experience:


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What do you hope to gain rom volunteering (e.g., personal satisaction, building relationships, etc.)?

What are some o your hobbies and interests?

List your skills and indicate prociency level:

Languages and fuency level:

Open Positions Include:

What positions or areas are you most interested to work in or your Dollars or Scholars Chapter?

Volunteer availability:

Number o days per week: q 1 q 2 q 3 q 4 q 5

q Monday q Tuesday q Wednesday q Thursday q Friday q No Preerence

q Morning q Mid-morning q Aternoon q Mid-Aternoon q Evening q Late Evening

Number o hours per week:

How you will get to your assignment?

q Public Transportation q Walk q Bus/Van Taxi/Car Svc. q Car


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In an emergency, please notiy:

Name _____________________________________________________________________________________________

Address____________________________________________________________________________________________

City__________________________________________________________________ State________ Zip_____________

Primary phone ______________________________________________________________________________________

Is there any other inormation we should be aware o?

Questions and Comments:

For Statistical Purposes Only

Gender: q Male q Female

Ethnicity:

q American Indian / Alaska Native

q Black / Arican American

q Multi-Racial

q White / Caucasian

q Asian

q Hispanic / Latino

q Native Hawaiian / Pacic Islander

q Other


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Documents

Dollars for Scholars Volunteer Management Guide