Transcript Document

1. Placement Proposal
Placements Team:
Dates:
Oct - Dec
-Contact past placement
Volunteers (Case)
-Contact branch support (Cockeram)
-Collate project ideas (Gerrard)
Documents:
Responsibility:
Gareth Lewis
1.1 PM Application Form (Lamb) Nov 7
1.2 Aims of Placements (Cleaver) Oct 29
1.3 Guidelines for Proposing
a Placement (Lewis) Nov 2
1.4 Flowchart of process (Cleaver) Nov 2
1.5 Tracking spreadsheet (Gerrard)Nov 2
-Host form
Potential Project Manager fills online form
Opportunity to download guidelines etc
Each PM assigned to a
placements team member
Nov 7 - Nov 28
Summary:
Project Managers are recruited
and, with guidance from
placements team, propose
placement opportunities (new
and old) to EWB-UK.
IT Team:
Application
Branch Support:
-Publicise opportunity
Check
Placements Team:
Call from placements
team member
Check suitability
<5 days
-Manage tracking spreadsheet
(Cleaver)
-Monitor tracking spreadsheet (ALL)
-Record contact using CRM (ALL)
IT Team:
-Set-up CRM capability
Documents:
1.5 Tracking spreadsheet (Gerrard)
Budget:
Investigate Placement
Partner Organisation assigned to PM
PM defines project with
partner organisation
PM tracks relationship using CRM
2 Team Meetings = £120
Training Workshop = £700
Workshop
Proposing an EWB-UK placement
Venue: Cambridge
Nov 10 - Dec 7
Nov 17
KPIs:
•Number of Project Proposers
recruited
•Number of Project Proposers
attending workshop
•Feedback from Project
Proposal Workshop
•Number of Project Proposals
•Quality of Project Proposals
Placements Team:
Placements Team:
-Enter partner organisation contacts
on CRM (Lamb)
-Monitor tracking spreadsheet (ALL)
-Record contact using CRM (ALL)
Documents:
1.6 Project Proposal Form (Lewis) Nov 9
Submit Proposals
By email to Placements Team
Deadline: Dec 8
-Design attendance web form (Lamb)
-Invite PMs (ALL)
-Coordinate with Trainer & Venue (Lewis)
Cambridge Branch
-Overnight accommodation / social
Documents:
1.7 Workshop Feedback Form
(Cockeram) Nov 17
2. Placement Selection
Placements Team:
Dates:
Dec - Feb
PN Team:
- Are they involved?
Responsibility:
Chris Cockeram
Placements Team:
-Read past placement evaluations (ALL)
-Arrange a meeting to compile screening,
prepare feedback (Cockeram)
-Contact PM directly with
feedback (ALL)
Screening
Score projects against criteria
Give feedback to PMs
Dec 8 - Dec 22
Documents:
2.1 Project Criteria (Cockeram) Dec 1
2.2 Screeners Spreadsheet (Case) Dec 8
2.3 Proposal Feedback Form (Gerrard) Dec 15
Refine Proposals
PM has opportunity to refine
proposal based on feedback
Summary:
Placements are screened by
placements team, then
approved by a selection panel.
Deadline: Jan 11
Placements Team:
-Arrange membership of panel (Cockeram)
-Distribute proposals to panel (Cockeram)
-Coordinate panel meeting (Cockeram)
Placement
Selection Panel
Jan 12-19
Documents:
Budget:
2.1 Project Criteria
Screening Meeting = £60
Team Meeting = £60
Selection Panel Meeting =
£120
Placements Team:
-Inform about final decision,
send out role description
-(ALL - Jan 20)
Assign Project Managers
Discuss & agree requirements
Jan 20 - Jan 27
Documents:
KPIs:
2.2 PM Role Description (?) Jan 13
Documents:
2.5 Project Partner
Agreement
•Number of projects selected
•Number of project managers
assigned
Placements Team:
-Monitor/Advise
Documents:
2.3 Project Abstract Form (?) Jan 27
2.4 Volunteer Role Description Form
Project Abstract
& Role Description
PMs to prepare draft
Deadline: Feb 2
Project Agreement
PM sends project agreement to
partner organisation
Jan 27 - ongoing
3. Volunteer Selection
Placements Team:
-Arrange Branch launches (Gerrard)
Documents:
Dates:
Feb - Apr
Responsibility:
Sean Case
Placements Team:
-Prepare content, alongside Pat (Case)
-Coordinate venue, arrangements (Case)
-Invite PMs (ALL)
Cambridge Branch:
-Overnight accommodation
Documents:
Summary:
Volunteer applications are
screened and interviewees
selected. Interviews determine
final selection of volunteers
Budget:
Interview Training = £630
3 Team Meeting = £180
Application Screening Mtg =
£630
Interview Panels = £400
KPIs:
•Number of applications
•Quality of Applications
•Number of volunteer
agreements
3.7 Placement Summary Leaflet
3.8 Placement Summary Poster
3.9 Placement Launch Presentation
3.1
3.2
3.3
3.4
Interview Training ppt (Case) Feb 2
Volunteer Specification (?) Feb 2
Volunteer Application Form (?) Feb 2
Feedback Form
Interview & Selection
Training
Volunteer Specification
Volunteer Application Forms
Screening Skills
Interviewing skills
Feb 9-10
Branch Launches
Volunteer Applications
Applications open: Feb 10
Applications close: Mar 9
Placements Team:
Placements Team:
-Arrange screening (Case)
-Co-ordinate selection day (Case)
Documents:
Application Screening
Numerical grading
Interviewees selection day
Mar 10 -16
-Prepare website content (Lewis)
IT Team:
-Applications system
3.10 Volunteer Screening Spreadsheet
Documents:
3.3 Volunteer Application Form
3.5 Placement Abstracts
3.6 Volunteer Role Descriptions
Placements Team:
-Arrange interview panel membership
(Case)
-Coordinate with PMs (Case)
PN
-Provide interviewers
Interviews
Numerical grading
Interviewees selection day
Mar 29-30 & Apr 5-6
Documents:
3.11 Interview Invitation Email
3.12 Interview Guidelines
3.13 Rejection / Accept Email
Placements Team:
-Monitor (ALL)
Documents:
3.14 Volunteer Agreement Form
Volunteer Agreement
PM sends volunteer agreement
documentation to volunteer
Deadline: 25 April