Transcript Effectively Utilizing Volunteers

“Effectively Utilizing
Volunteers”
4-H 101
CES Staff Development Series
Tuesday, November 10, 2009, 10:00 a.m.
Steve McKinley
[email protected];
765-494-8435
Carl Broady
[email protected];
765-494-8435
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4-H 101 Series
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4-H Purpose, History, and Structure
(10/15/09)
Effectively Utilizing Volunteers
(11/10/09)
Starting and Maintaining 4-H Clubs
(12/10/09)
Expanding 4-H Opportunities (1/12/10)
Working with 4-H Parents (2/18)
Characteristics of Positive Youth
Development & Life Skill Development (3/9)
“Effectively Utilizing
Volunteers”
Objectives of Program
1.
2.
3.
4.
Identify trends, benefits, and
limitations of volunteers.
List and define the 7 components of
the ISOTURE model.
Utilize the Volunteer Research &
Knowledge Competency taxonomy.
Identify resources available to work
with volunteers.
Objective #1
Identify trends, benefits, and
limitations of volunteers.
History of 4-H Volunteers
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4-H Leader training was held in
every county in the 1930’s
1939: 2,828 local leaders
2008: 13,269 adult and 4,760 youth
volunteers for 216,502 youth in the
Indiana 4-H Program.
National Volunteerism
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Volunteer contributions worth $20.25
per hour ($17.16 in Indiana).
Nationwide volunteers donated time
valued at $239 billion
44 percent of adults volunteer
83.9 million adults volunteer;
equivalent of over 9 million full-time
employees
Source: Independent Sector
North Central Region
Volunteer Impact Study
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258 Indiana Volunteers responded
Median of 8 years tenure reported
46% volunteer 10-12 months/year
North Central Region
Volunteer Impact Study
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School year: 67% volunteer 1-5
hours/week (Median = 1 hour)
Summer months: 35% volunteer 1-5
hours/week; 28% volunteer 6-10
hours/week (Median = 6 hours)
66% of volunteers made additional
financial contributions to 4-H
Benefits of Volunteers
 Point of local contact for 4-H members
 Create sense of belonging for members
 Historical perspective of the program;
may have been members themselves
 Great network of contacts – for people,
donations, etc.
 Know who to contact; typically wellrespected by the community
Benefits of Volunteers
 Allow Extension to reach wide range of
audiences
 Local volunteers have sense of
“ownership” of the 4-H Program.
 Support youth
Youth need volunteers
who…
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Care about them
Let them know they are valued
Provide opportunities for them to
make decisions and try out ideas
Show confidence in their ability
Help them develop new skills
Youth need volunteers
who…
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Communicate realistic, appropriate,
and positive expectations
Listen to them
Spend time with them
Recognize their efforts, achievements,
and special qualities
Serve as good role models
Quotes from Volunteer
Impact Study
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“4-H teaches me to be better organized and it
allows me to serve youth on becoming better
organized. I love working and sharing skills and
knowledge with others! I love it that everyone can
be successful no matter what their handicaps or
disabilities are and that they don't have to be rich
to participate. Knocking down barriers to allow
access is so important.”
Quotes from Volunteer
Impact Study
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“I love helping the kids get the full benefits from
the 4-H program. 4-H has influenced my life in so
many ways including watching the children grow in
their understanding of their role in the community
and their role as an individual and friend. It also
helps remind myself of the responsibility I carry as
an individual even as an adult.”
Quotes from Volunteer
Impact Study
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“I try my best to show the parents that it is better
to have a blue ribbon member than a champion
PROJECT. That is when I feel I have done my best
for the youth in our county.”
“I try to be a positive role model for the youth that
I work with. I hope to make a good impression on
them to lead responsibly, be a good sport in
competition, and learn to treat others with respect.”
Limitations of Volunteers
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Effective volunteer program takes time
Volunteers may want too much control
Historical perspectives can lead to narrowmindedness
“Special favors” may be sought of
volunteers (by parents and members)
Extension staff need many competencies
to effectively manage volunteers
Objective #2
List and define the 7 components
of the ISOTURE model.
ISOTURE Model
One method to develop an effective
volunteer program
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Identification
Selection
Orientation
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Training
Utilization
Recognition
Evaluation
I. Identification
Questions to consider:
 What role do I have that a volunteer could fill?
 What specifically will this volunteer be doing?
 Is there a current volunteer who could fill that role?
 What characteristics or skills should the person in
this position possess?
 Is there a specific type of person I am looking for
to fill this position?
 Where can I look or who can I contact to find a
volunteer for this role?
Position Descriptions
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List of written responsibilities
Defines expectations
NOT job descriptions (implication of
payment or benefits)
Sample descriptions in Policies and
Procedures (Vol. Mgmt Forms, p. 16-31)
Position Descriptions
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Position Title
Time Required/
Duration
Location
Purpose
Responsibilities
Qualifications
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Resources Available
Training/Orientation
Contact
Benefits
Salary
Signatures
Volunteer Sources
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Consider new sources as audiences and
programs change
Options include (but are not limited to):
–
–
–
–
–
4-H Alumni
Experienced Generations
Local Government Officials
4-H Parents
Parent Teacher Associations/Organizations
II. Selection
Questions to consider:
 Are there segments of our 4-H population that are
not represented by volunteers?
 How do I recruit volunteers for the 4-H program?
 What procedures do I follow to select volunteers?
 What behaviors are crucial for the volunteers
selected?
 What happens if I have volunteers who are having
difficulties fulfilling their responsibilities?
Volunteer Demographics
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Consider the demographics of your
volunteers and the members in the
program – do they align?
Are all segments of your community
represented with volunteers in your
program?
If not, is this affecting your ability to
recruit members from this population?
Recruitment Methods
Mass Mailing
 Media
 Social Media
 Web site
 Current Volunteers
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One-on-one Conversations
Volunteer Screening
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Why?
– Allows volunteers to reaffirm their
commitment and dedication to the wellbeing of youth as they provide them
with positive growth experiences.
– Helps to ensure youth receive a highquality education in a safe environment.
– It documents volunteer excellence.
Who completes process?
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All individuals who wish to volunteer with
the program are included in the screening
process.
Club and project leaders, committee
members, advisory board members, any
others who volunteer with the program.
Extension Staff members are also
encouraged to complete the process (to
show that we all support the procedures).
What behaviors are
addressed?
Source: 4-H 783 & 4-H 785
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(Vol. Mgmt Forms, p. 1 & 13)
Follow rules and guidelines established by
Purdue Extension, including those related to
child abuse and neglect.
Be a positive role model for youth.
Be courteous, respectful, and truthful; exhibit
good sportsmanship; handle conflict
reasonably.
What behaviors are
addressed?
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Represent 4-H Youth Development program
with dignity and pride, accept supervision and
support from others, participate in orientation
and training, and work to create an effective
4-H Youth Development program.
Ensure equal access to programs.
Understand that physical and verbal abuse
and criminal acts are not a part of the 4-H
Youth Development program.
What behaviors are
addressed?
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Not allow, consume, or be under the
influence of alcohol or illegal drugs at 4-H
Youth Development events. Limit tobacco
use to times when volunteers are not with
youth.
Operate machinery and equipment in a
responsible manner; treat animals
humanely; use technology appropriately.
Steps to complete:
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Applicant states desire to volunteer
Educator sends cover letter, 4-H 783,
and 4-H 784
Educator starts a confidential file for
applicant (each volunteer should have
a separate, individual file)
Completed application returned
Educator completes reference checks
Steps to complete:
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Educator conducts database searches
– Indiana Sheriff’s Sex & Violent Offender Registry
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http://www.insor.org/insasoweb/
– (OPTIONAL): Limited Criminal History Search
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https://secure.in.gov/apps/isp/lch/
Will have fee attached to search
Educator places successfully-screened
volunteer in appropriate position
Educator sends acceptance letter, 4-H 785,
and position description
Steps to complete:
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Provide information on training
opportunities to volunteer
Orientation meeting scheduled with
new volunteer
If rejected, Educator sends notification
Educator maintains current list of
volunteers
New Volunteer
Management Procedure
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Effective 10/09, each Adult 4-H
Volunteer is required to sign and
submit an Adult Behavioral
Expectations Form (4-H 785) to:
– Reaffirm commitment to stated
expectations and to serve in the 4-H
program
– Complete liability release section
Role of Policy-Making
Board in Screening
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Support and acknowledge Educator’s role
in the volunteer screening process.
Assist Educator with encouraging all
volunteers to sign Adult Behavioral
Expectations (ABE) form.
Document in writing any incidents brought
to your attention regarding volunteer
performance; submit to Educator in a
timely manner.
Role of Policy-Making
Board
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Realize Educators cannot work on
hearsay.
Establish procedure to follow when
behavioral expectations are not followed
that is fair to all parties involved.
4-H Policy-making Board does not have
authority to hire and fire volunteers. This
is the responsibility of the 4-H Youth
Development Extension Educator.
Recommendation:
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Those interested in serving in a volunteer
role should be screened before they are
selected, elected, or appointed.
Include statement in policy-making board’s
Constitution and By-laws affirming the role
of the 4-H Extension Educator in screening
individuals for volunteer positions.
Confidentiality Issues
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Inform all persons involved in volunteer screening
process of the importance of confidentiality.
Similar to personnel files, volunteer files are
confidential.
Keep all volunteer information in files accessible
only to 4-H Youth Extension Educators or their
designees. Volunteers should not have access to
these files.
All information about applicants’ acceptance (or
rejection) must be treated confidentially. Only
authorized persons should discuss questionable
applicants. Discretion and privacy must be used
when screening and discussing applicants.
Confidentiality Issues
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An applicant may access materials he/she has
completed, but not materials provided by others
(e.g., reference checks).
Open records laws allow anyone requesting
information on an applicant to access all
information in that person’s file if proper criteria
are met. Contact Purdue CES Administration for
assistance if such a request is made.
Any person who permits or encourages
unauthorized disclosure of confidential
information obtained from background checks can
be charged with a misdemeanor.
Dismissal of Volunteers
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Is possible.
Done only as last resort.
Maintain contact throughout the year to
help resolve issues as they arise.
Consider reassignment, retraining,
revitalizing, or referring before dismissal.
Follow specific guidelines if dismissal
becomes necessary.
Dismissal of Volunteers
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Carefully document issues related to
volunteer and maintain in confidential file.
Individuals who contact Educator with
concern should be willing to put concerns in
writing.
Educator can write summary of verbal
conversations as documentation.
Use electronic communication wisely.
III. Orientation
Questions to consider:
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What will the volunteer need to know to
successfully work in the 4-H Program?
What is the best method and timing to
complete this orientation?
Orientation Basics
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Ensure expectations of volunteer and
organization are met.
Amount will vary depending upon
individual’s needs.
Caution: don’t assume volunteer
knows all about 4-H.
Orientation Basics cont’d.
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Schedule orientation within two weeks
of acceptance at a time convenient for
volunteer.
Hold at Extension Office where 4-H
information is located.
One-on-one meeting is usually best.
Source: 4-H 680 “A Vision for Volunteers”
(out of print)
Information to Cover
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4-H Basics
– Mission, Vision, Staffing
– Emblem, Pledge, Colors
– Clubs, Projects, Activities
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4-H Club Leadership Team
–
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–
–
Extension
Volunteers
Members
Community
Information to Cover
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The 4-H Meeting
–
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Basic needs of youth
Location
Parts of a meeting
Parent involvement
Program Planning
– When to plan
– Who to involve
– Steps to planning
IV. Training
Questions to consider:
 How can I best meet volunteers’ information
needs?
 What information needs to be shared with the
volunteers?
 What methods can be used to share information
with volunteers?
 Where can I find examples of successful training
methods?
 What competencies do volunteers need to fulfill
their roles?
Training Basics
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Volunteers have limited time to receive
training.
Technology is available that can
change the way we deliver information
to volunteers.
Consider methods that can meet
volunteers’ individual needs.
Training Topics
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Possible topics to include:
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Communicating with youth
General procedures for the 4-H Program;
highlight program changes
Involving parents and other volunteers
Involving youth in club leadership
Serving to the community
Program planning suggestions
Characteristics of positive youth
development
Training Topics cont’d.
–
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General liability and safety issues
Recognizing member accomplishments
Evaluating club activities
Financial accountability
Volunteer Competency Study
4-H 101 Sessions
Other? (be sure to meet local needs)
Training Methods
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Traditional delivery methods
– Face-to-Face meetings
Typically held at 4-H Fairgrounds or County
Extension Office
 Volunteers from community and project clubs
are invited
 Purpose: share current information related to
County 4-H activities and events
 May be held monthly or periodically
throughout the year.

Traditional Methods
cont’d.
– Area meetings
Typically an evening or Saturday program
held for counties within an Extension area
 May be centered around a general theme
 Opportunities to take information back home
to share with others.

Traditional Methods
cont’d.
– Volunteer Conferences and Forums
State or regional-based
 Involve numerous volunteers and presenters
over a 1-3 day period
 Volunteers may be involved in the planning of
the conference

Traditional Methods
cont’d.
– One-on-One Consultation
Scheduled by Volunteer and/or Educator
 Provide information specific to volunteer’s
needs
 Often used for new volunteer orientation
 Let volunteers know the option to meet
individually with the Educator is available
 Some volunteers feel much more comfortable
asking questions in this format rather than in
a large group
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Alternative Training
Methods
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Useful for volunteers who are unable
to attend traditional meetings
Enables them to obtain the
information at a time and place that
is convenient for them.
Alternative Training
Methods cont’d.
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Web-based training modules
–
Purdue “Optimizing Potential in 4-H Youth
Development”
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http://www.fourh.purdue.edu/volunteer_training/index.html
On-line newsletters
–
Indiana 4-H “Volunteer Vision”
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https://www.four-h.purdue.edu/volunteer/vision.html
– Illinois “Leader”
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http://web.extension.uiuc.edu/state4h//volunteers/le
ader.cfm
Alternative Training
Methods cont’d.
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On-line course
– Missouri “Youth Volunteers…the
foundation of youth development”
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http://4h.missouri.edu/getinvolved/voluntee
r/volunteertraining/
– Minnesota “Adult Volunteer Leader SelfImprovement Series”
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http://www3.extension.umn.edu/county/she
rburne/vls/vlseries.html
Alternative Training
Methods cont’d.
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Home study course
– Purdue “Indiana 4-H Leader Guide”
series (4-H 682 to 688-W)
http://www.fourh.purdue.edu/volunteer/homestudy.html
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Two-way video
Recorded/streamed program
Other?
V. Utilizing
Questions to consider:
 How can I fully utilize the talents of
the volunteers?
 How can I provide them support
throughout the year?
Follow-up with
Volunteers
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Once the volunteers have started their
role, keep in contact with them.
– Personal visit to club meeting/workshop
– Phone call/e-mail to check on progress
– Note of congratulations and
encouragement
– Offer assistance as needed
Volunteer Mentors
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Utilize established volunteers to mentor
newer volunteers.
New volunteers can call on their mentors for
advice, support, etc.
Mentors can visit the new volunteer in
action.
Provide mentors with guidance to fulfill this
role.
VI. Recognizing
Questions to consider:
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Why is it important to recognize volunteers?
What types of volunteer recognition are
appropriate?
When should recognition be given?
Importance of
Recognition
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We all like to have our efforts
recognized.
Recognition…
– Affirms importance of volunteer
contributions
– Shows appreciation for what may
otherwise be a thankless job
– Rejuvenates discouraged volunteers
– Includes intrinsic recognition
Recognition Methods
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Be creative
Remember the simple things.
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Place a phone call to a volunteer who has
had a particularly successful program or who
has shared a concern with you;
Hand write a short note;
Send an e-mail (not as personal, but still
shows you are thinking about the volunteer).
Recognition Methods
cont’d.
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Involve program participants
(members and parents) as a part of
the recognition.
– Volunteers like to know that those they
are serving appreciate their efforts.
– Participants have very innovative ideas
for recognizing volunteers. They are
also excited about planning recognition
for volunteers who have helped them.
Recognition Methods
cont’d.

Recognition should be meaningful.
– Something volunteers can use or that is
of personal interest
– If personalized, be sure names are
spelled correctly!
Recognition Methods
cont’d.
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Additional Recognition suggestions:
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Highlight volunteer contributions in a news
article, newsletter or other media
4-H Brick – “You are the foundation of our
program”
Button – “I’m a 4-H Volunteer”
Leader Survival Kit – items leaders need to
“survive” their volunteer role
Certificate of appreciation
Food – pitch-in dinner
Other?
Timing of Recognition
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Recognize volunteers throughout the year – don’t
need to wait for any certain time.
Celebrate National Volunteer Week – third week in
April each year
Special year-end awards program for all volunteers
in the program
Dedicate one meeting to show your appreciation to
other volunteers
Recognition ideas for volunteers located at:
http://www.four-h.purdue.edu/volunteer/index.html
VII. Evaluating
Questions to consider:
 Why should we evaluate volunteers?
 How should the evaluation be
completed?
 How can we get feedback from the
volunteers?
Importance of Evaluation
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Just like grades in school or an annual
performance review for a job, volunteers
need to receive feedback.
Provides a good opportunity for discussion
between the volunteer and Educator.
Easy to overlook, but can be crucial to the
strength of the overall volunteer program.
Overview of Evaluation
Process
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Schedule a time to review the past
year with the volunteer – individually
or in small groups.
Don’t be afraid to talk with your
volunteers!
They will likely be open to the
comments you provide to them.
Steps in Evaluation
Process
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Provide volunteers questions ahead of
time that you would like them to address
when you meet with them.
Some possible questions are:
–
–
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What went well as you volunteered this year?
What struggles did you experience?
What additional information do you need to
complete your responsibilities more effectively?
Preparation
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While the volunteer is preparing for the
meeting, you also have some preparation
to do.
–
–
Use “Leader Expectations for the Indiana 4-H
Program” (4-H 705-W) as a model for giving
feedback to volunteers.
Write down constructive comments for the
volunteers regarding their performance.
Consider both strengths and weaknesses. (The
“Sandwich method” works here!)
Review Files
– Review volunteer files to find…
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Notes and comments you received on
behalf of the volunteers. Share the
highlights during the evaluation.
Parent calls (good and bad) regarding the
volunteer and/or the club/project the
volunteer works with.
Review Responsibilities
– Review the volunteer’s ability to follow
through on the commitments that were
agreed to during the selection and
orientation stages. Consider…
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Meeting attendance
Training completed
Additional efforts the volunteer made to
strengthen abilities
Programming conducted
Other items that the two of you discussed
Future Participation

At the conclusion of the meeting, ask
the volunteer:
– Are you satisfied with your current
roles?
– Are there different roles in the
organization that you would prefer?
– Is it time to move on to other
opportunities?
Future Participation,
cont’d.
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Volunteers need to know they have your
permission to move on.
Sometimes volunteers feel obligated to the
program, and even though they are
burned out and need a break, they are
reluctant to take one.
Program Feedback
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Finally, provide the opportunity for the
volunteer to provide you constructive
feedback about the 4-H program – be
prepared for positive and negative
comments!
Ask questions such as…
–
–
How can I be more helpful to you?
What suggestions do you have regarding the
4-H Program?
Objective #3
Utilize the Volunteer Research &
Knowledge Competency
taxonomy.
Using the VRKC
Taxonomy
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Provides Extension Educators with an
outline for volunteer development.
Includes six domains of competencies
for volunteers.
Can prepare volunteer development
opportunities that meet needs of
individual or groups of volunteers.
Lesson plans are being prepared
nationwide for each domain.
VRKC Domains
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Communications
– Speaking, listening, writing, non-verbal
– Marketing and public relations
– Technology

Organization
– Planning & organizing
– Time management
– Parent involvement
VRKC Domains
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4-H Program Management
– Mission/Vision
– Risk management
– Club and behavior management
– Financial management

Educational Design & Delivery
– Age-appropriate activities
– Subject matter knowledge
– Experiential learning
VRKC Domains
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Positive Youth Development
– Developing life skills
– Empowering others
– Youth-Adult partnerships

Interpersonal Characteristics
– Caring about others
– Honesty, ethics, morality
– Strengthening relationships
Objective #4
Identify resources available to
work with volunteers.
Volunteer Resources

Purdue
– VolunteerIN 4-H Toolkit for Success
– Volunteer Vision Newsletter
– Leader Home Study Course
– Volunteer Training Modules
– Checklists for clubs, meetings, volunteers
http://www.fourh.purdue.edu/volunteer/index.html
Volunteer Policy
Information

“Indiana 4-H Youth Program Policies and
Procedures” Notebook (Orange)
–
–
–
–
Volunteer Management, p. 1-25
Volunteer Management Forms, p. 1-31
Financial Management Policies, p. 2-7
Financial Management Forms, p. 2-9
Volunteer Resources,
cont’d.
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
Volunteerism for the Next Generation http://4h.org/resources/volunteerism.html
Everyone Ready: Energize, Inc. http://www.energizeinc.com/
Volunteer Research Knowledge &
Competency - http://4h.org/b/Assets/pd/VRKC.pdf
Summary

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Managing an effective volunteer program
requires time and skills.
The rewards of utilizing volunteers are seen
in the development of the youth.
Taking time to effectively work with a new
volunteer early will pay off in the long run.
Use a systematic method like ISOTURE or
VRKC to develop your volunteer training
program.
Volunteer’s 4-H Pledge

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

I pledge my Head to give children the information I
can, to help them see things clearly and to make
wise decisions.
I pledge my Heart to encourage and support
children no matter whether they have success or
disappointments.
I pledge my Hands to help children's groups; if I
cannot be a leader, I can help in many equally
important ways.
I pledge my Health to keep children strong and well
for a better world through 4-H, for children's
groups, our community, our country, and our world.
Questions ???
e-mail mckinles@purdue or [email protected]
Next 4-H 101 Program:
“Starting and Maintaining 4-H Clubs”
Thursday, December 10, 2009,
10:00 a.m.- 12 noon, Adobe Connect
Thank you for your
participation!!!