Transcript Effectively Utilizing Volunteers”

Return to the Basics: 4-H 101
“Effectively Utilizing Volunteers”
CES Staff Development Series
Tuesday, October 4, 2005,
9:30-11:30 a.m.
IP Video Presentation
by Steve McKinley
[email protected]; 765-494-8435
4-H 101 Series
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CSREES/USDA, Army National Guard &
Air Force Reserve
Designed to help military families &
personnel better understand 4-H
4-H Military and Operation: Military
Grants
4-H 101 Series Includes…
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Effectively Utilizing Volunteers (10/4)
Starting and Maintaining 4-H Clubs (11/15)
Expanding 4-H Opportunities (12/13)
Characteristics of Positive Youth
Development & Life Skill Development
(1/10)
4-H Purpose, History, and Structure (2/14)
Conflict Management Techniques (3/14)
IP Video Logistics
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Mute microphone when not talking
Wait for break or invitation to make
comment or ask questions
Remember there is a slight delay
between picture and sound
IP Video Logistics cont’d.
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Disconnected? Contact the AgIT Help
Desk at 765-494-8333
Provide feedback to: Steve at 765494-8435, or [email protected]
“Effectively Utilizing
Volunteers”
Objectives of Program
1.
2.
Identify trends, benefits, and
limitations of volunteers.
List and define the 7 components
of the ISOTURE model.
Sources of Volunteer
Information
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“Indiana 4-H Youth Program Policies and
Procedures” Notebook (Orange)
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Volunteer Management, p. 1-24
Volunteer Management Forms, p. 1-31
Financial Management Policies, p. 2-6
Financial Management Forms, p. 2-8
“Indiana 4-H Youth Program Liability and
Insurance for Volunteers” presented by
Renee McKee (10/2005)
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
2004: 13,180 adult and 4,826 youth
volunteers for 303,875 youth in the
Indiana 4-H Program.
National Volunteerism
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Volunteer contributions worth $17.19 per
hour.
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
Benefits of Volunteers
 Point of local contact for 4-H 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; and
Serve as good role models.
Sharing of Volunteer
Success Stories
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 effectively utilize
volunteers
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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:
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4-H Alumni
Senior Centers
Local Government Officials
4-H Parents
Parent Teacher Associations/Organizations
From what sources have
you found volunteers for
your program?
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 – are they similar?
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
 Web site
 Current Volunteers
 One-on-one Conversations
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What volunteer
recruitment methods have
you found to be effective?
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 (Vol Mgmt Forms, p. 1 & 12)
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Follow rules and guidelines established by Purdue
Extension, including those related to child abuse
and neglect.
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Be a positive role model for youth.
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Be courteous, respectful, and truthful; exhibit good
sportsmanship; handle conflict reasonably.
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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.
What behaviors are
addressed?
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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.
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 Offender Registry
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http://www.indianasheriffs.org/default.asp
– Indiana Criminal Justice Institute
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https://secure.in.gov/serv/cji_sor
– Limited Criminal History Search
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https://secure.in.gov/apps/isp/lch/
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 secure current list
of volunteers
Role of Policy-Making
Board
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Support Educator’s role in the volunteer
screening process.
Assist Educator with encouraging all
current 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.
Confidentiality Issues
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Inform all persons involved in volunteer screening
process of the importance of confidentiality.
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
(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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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.
10-Minute Break
III. Orientation
Questions to consider:
 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.
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Source: 4-H 680 “A Vision for Volunteers”
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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.
New technology is available that can
change the way we deliver information
to our volunteers.
Consider methods that can meet their
individual needs.
Training Topics
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Possible topics to include:
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Methods to communicate with youth
General procedures for the 4-H Program;
highlight program changes
Suggestions for involving parents and other
volunteers
Involving youth in club leadership
Opportunities for service to the community
Program planning suggestions
Characteristics of positive youth
development
Training Topics cont’d.
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General liability and safety issues
Methods to recognize member
accomplishments
Evaluation of 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 typically invited
 Purpose: share current information related to
County 4-H activities and events
 May be held monthly or periodically
throughout the year.
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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.
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Traditional Methods
cont’d.
– Volunteer Conferences and Forums
State or regional-based
 Involve numerous volunteers and presenters
over a 2-4 day period
 Volunteers may be involved in the planning of
the conference
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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
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Colorado 4-H “Leader Line”
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http://4hweb.ext.colostate.edu/leaderline/04aug.pdf
Illinois “Leader”
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http://www.4-h.uiuc.edu/opps/leader.doc
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/4h-volunteers/
– 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)
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Two-way video
Videotaped information
Other?
What methods have you
found to be effective in
sharing information with
volunteers?
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.
Frees Educator to do other tasks.
What experiences have
you had with using
volunteer mentors?
VI. Recognizing
Questions to consider:
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What challenges do volunteers face which
might cause them to want positive
recognition?
Why is it important to recognize volunteers?
What types of volunteer recognition are
appropriate?
When should recognition be given?
Volunteer Rewards &
Challenges
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Most volunteer rewards are intrinsic.
Challenges they experience often
seem to overshadow the rewards.
Volunteers may question why they
took on their roles when these
challenges become overwhelming.
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
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.
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Personalize the recognition.
– Certificates or plaques with the
volunteer’s name (spelled correctly!)
– Recognition gift that is meaningful to
the individual volunteer – something
they can use or that is of personal
interest
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?
What types of recognition
have you given to your
volunteers?
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
Website with recognition ideas for volunteers:
http://www.4-h.uiuc.edu/events/volweek.html
Special year-end awards program for all volunteers
in the program
Dedicate one meeting to show your appreciation to
other volunteers
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.
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Use 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
Other items that the 2 of you discussed
Future Participation
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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…
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How can I be more helpful to you?
What suggestions do you have regarding the
4-H Program?
Summary
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Managing an effective volunteer
program is time-consuming and
requires significant 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.
Summary cont’d.
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Use a systematic method like the ISOTURE
Model to develop your volunteer program
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Identification
Selection
Orientation
Training
Utilization
Recognition
Evaluation
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 ???
Next 4-H 101 Program:
“Starting and Maintaining 4-H Clubs”
Tuesday, November 15, 2005,
9:30-11:30 a.m.
Thank you for your
participation!!!