Volunteer Manager Handbook Amb

“Helping children and parents grow together” Volunteer Manager Handbook 4680 Lake Underhill RoadOrlando, Florida 32807 Phone: (407) 277-1942Fax: (407) 381-0907 Updated 4/2010 Table of Contents Introduction to BETA ……………………………………………………3 History of BETA ………………………………………………….4 Mission / Vision .…………………………………………………5 Job Duties /responsibilities …….…………………………….8 Volunteer Management Tools .……………………………………..7 Skills Inventory …………………………………………………...8 “That Vision Thing” ………………………………………… 10 Volunteer Recruitment Plan.……………… …………. .12 Learning Style Inventory……………………………………..14 Volunteer Training Design Worksheet………………...16 Volunteer Program Logic Model Evaluation Plan.... 18 Volunteer Recognition Plan …………………………..….20 Risk management Planning Worksheet ……….……22 Additional Materials…………………………………………….…….23 Volunteer Application ………………………………………..24 Law Enforcement Check……… …………………….……….25 Summary ……………………………………………………………......26 Welcome! Welcome to BETA as our new Volunteer Coordinator! We are excited to have you on board and look forward to your future at BETA. Please use this handbook as you transition into you new position. This will serve as a guide. We encourage our employees and volunteers to expand to their full potential so please do not take this as a barrier, but as an enabling tool. History of BETA BETA, a private nonprofit organization in Orlando Florida, opened its doors in 1976 at the hands of by Kathleen Perry and Judy Peterson, as a shelter for homeless pregnant. A t the time, BETA was the only of its kind. Originally they were located in a house in downtown Orlando. As time went on BETA, their services, and location expanded. BETA was At its start BETA relied on volunteers’ to help run the organization, and after over 30 years, some of the same volunteers still remain faithful to the organization! rightcenterBefore the BETA school was established, there was a GED program that started off site in 1977. It was moved onsite in 1980. The program was open to the community and many pregnant and parenting teens were able to get their GED through BETA. The alternative school was established in 1982. The school was supported by OCPS, including teachers (provided by OCPS) and counselors. In 1984 BETA moved to its current location on Lake Underhill Road. This location was built with the school, residence and child development center on site. Around 1992 BETA began to serve the community with services for families. Ray Larsen, became the Executive director in 1993. He put a focus on the children of our BETA girls. BETA soon became involved in teaching parenting courses to high-risk families. In 1998 Hope Kramer became the next Executive Director of BETA . At this time there came the issue of overcrowding. The next project would be to expand to the lot next door, donated by Orange County. The expansion was completed in 2002. Today our Executive Director is Tami Dooley who started at BETA in 2009. BETA continues to serve the community through our many services and hope that you are ready to grow with us! BETA’s : Mission “To give children and parents the knowledge and support needed for strong and healthy families” Vision “Every child will experience the positive and nurturing parenting that is vital to their success.” Volunteer Manager Job Duties & responsibilities ,[object Object]

Administer and review policies and procedures which guide the volunteer Programs and services that reflect the mission and vision of BETA .

Identify volunteer assignments that provide meaningful work for volunteers,

and create appropriate job descriptions for each.

Conduct BETA Breakfasts/ Volunteer Orientations once a month Schedule and conduct volunteer in-service trainings quarterly. Maintain case files and volunteer files in office. ,[object Object]

Assess the need for volunteers in all areas of the organization.

Coordinate and maintain program record keeping

Manage over 100 volunteers per month

Make sure that volunteer programs are in compliance with DCF requirements Attend staff meetings and assist in the evaluation of the program. Lead volunteer luncheon and other volunteer appreciation events. Attend conferences/seminars/meetings as requested by the Executive Director ,[object Object]

Director Coordinate public relations with the purpose of recruiting volunteers and increasing public awareness of the CASA program and its goals and activities. ,[object Object]

Other duties may be assigned by the Executive Director or the Chair of the Board. Volunteer Management Tools: The following section will feature tools that will be usefull to you as volunteer manager. Please see each page and description of each to learn more. Skills Inventory This tool is important in identifying strengths and weaknesses. This is a good way to see what you are good at and what needs improvement. By knowing this you can focus more on the weaknesses so that you can become stronger all around. By completing the skills inventory, you will know where to begin. SkillNeeded for your role as a Volunteer ManagerPersonal ExpertiseHigh AverageModerateNeed to StrengthenDiplomacy2XServant hood2XAdvocacy1XAdministration1XXVisioning1XXAssertiveness2XManage Detail1XConflict resolution2XDelegation1XFund raising3XXEvent Planning1XXRecruitment1XXRecognition1XXProblem Solving2XProblem Analysis2XJuggle Demands1XTime Management1XPrioritization1XCrisis Management2XRisk Management1XPlanning1XOrganizing1XPlacement1XTraining1XCoaching1XFinance & Budgeting3XSupervising1XOther: What are your strengths? __________________________________________________________________________________________________________________________________________________________________________________________________________________ What are your weaknesses? __________________________________________________________________________________________________________________________________________________________________________________________________________________ What can you do to improve your weaknesses? _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ “That Vision Thing” Knowing the vision of your organization and how it applies to every person and position in the the organization is important. The vision statement is our goal, what we are striving for ! Ours “Every child will experience the positive and nurturing parenting that is vital to their success.” should be known by everyone who is in anyway related to BETA. This includes paid staff, volunteers, clients, donors, board members and the community. This worksheet will help you to realize the importance each person plays in the mission and vision. It may take some research but by the end the answers will be clear and helpful! State the vision or mission of your organization: to give children and parents the knowledge and support needed for strong and healthy families, with a focus on teen moms and at-risk families.State the visions or mission of your volunteer program:To recruit and maintain volunteers that can contribute and bring their talents to support the mission of BETA.How can these visions be best expressed to others:Staff:Can inform staff projects that volunteers will be working on as well as asking them to offer projects that volunteers would be helpful on. Volunteers:Inquire about their skills and talents that they can bring to BETA. The volunteer may think that they are irrelevant but could end up being the perfect solution. It is also important to make sure that the volunteers know why they are doing the work that they do and how it contributes to the mission. Board of DirectorsInforming the board of the projects and progress of volunteers, even informing that of the skills that they are bringing to BETA. The board is a good resource for new ideas for volunteer projects, and areas that they can help in. Clients:It is important that the clients know the importance of volunteers in the organization, and how they are vital for BETA to be able to provide services to them. PublicBETA is proud to say that we use our volunteer resources to be able to afford to serve the public with enhanced services.Supporters / DonorsBeing able to show the donors and supporters that we are strategically using volunteers in place of paid staff members, reducing the staffing budget and being able to allocate money to services or other areas. How will you make sure that the above people know and understand the mission and vision? BETA Center Volunteer Recruitment Plan A recruitment plan is necessary because it helps you to layout on the table everything that you need from the volunteer, and helps you to organize it so that you can find that perfect volunteer! It should ask questions such as what will the volunteer be doing? What skills and attitude should the volunteer have? What demographic are you looking for? What will motivate our “dream” volunteer to come to BETA? This plan should also address how the work that the volunteer will benefit the community, along with addressing any possible fears that the volunteer may have , and lastly what will they gain from it ? Volunteer Position Description:BETA center is looking for volunteers to serve in our emergency services department, greeting clients answering phone calls, referring clients, taking and sorting donations, as well as sorting the food pantryWhat are the skills/attitudes needed to do this work?(If we draw a picture of the type of person who could do this work and enjoy doing it, what would they look like? Cover age, hobbies, possible occupations, related interests and whatever else better illustrates the picture)We are looking for a retired volunteer who can dedicate weekly hours to BETA, who enjoys working with others, is friendly and welcoming as well un-bias and understanding. Good organization and secretarial skills are a plus. 2) Based on this picture, where can we find these types of people? (Think about the work setting, educational background, leisure time organizations and activities, publications they might read, parts of town in which they are likely to live, etc.)Word of mouth is probably the best way to reach this demographic of volunteers, community centers, Volunteer fairs are a good place as well. 3)What motivations of this person can we appeal to in our recruitment effort?(Use the texts to help identify some of the motivators for volunteers, such as job enhancement, socialization, leadership testing, giving back, etc.)This volunteer position will appeal to retired persons, seeking to “get out of the house” be with friends who are already volunteering, gain knowledge about the problems in the community, escape the boredom of retirement, or to feel part of a group.Sample Volunteer Message Worksheet4) Why should this work be done at all? What is the need in the community for this work? What bad things will happen if this work is not done? Use both statistics and examples to illustrate the harm or problem.When a client comes in for the first time, they have access to a 3 day supply of canned goods, baby clothes, and diapers. It is critical that we offer these services to the public, because when a young mother is beaten by her husband and has to go stay at a friends house, but has no clothes food or diapers because they left in the middle of the night, they can come to BETA for those vital items. 85 % of our clients come from an abusive background, so this is a unfortunate but common situation. We also offer free pregnancy and HIV testing. This helps to support the health of our clients. Without the work of the volunteers in Emergency services, we would not be able to provide these services, and these mothers and children will be going hungry, pregnant with no confirmation or HIV positive and no idea. 5) What will the benefit be to the community or to the client if the work is done? What will the work accomplish? What changes will it make in their lives? What will the volunteer be able to accomplish if they accept the job?By volunteering in Emergency services, volunteers are aiding the community by providing help to those, who may come into a situation unexpectedly that requires the services that we provide. By being here for people in a time of need, to the client , it may seem like the volunteer is the only one who cares enough to help them at the time. If you choose to accept this volunteer job, you will be able to gain an immense amount of satisfaction. 6) What are some possible fears or objections concerning this work which must be overcome? The type of clients? The subject area? The skills needed to do the work? Geography? Liability?Although volunteers may be eager to jump in an help, it is necessary to watch the experienced volunteers because it can sometimes be overwhelming dealing with the clients in their time of peril. Some clients are in crisis and have no where else to turn. These cases are very sensitive and require an increased amount of vigilance. Due to the less of need, volunteers should be able to work well in stressful situations. 7) What will the personal benefit to the volunteer in doing the work? Skills? Experience? Friends?After volunteering at BETA the volunteer will first be able to feel a sense of connectedness, as well as satisfaction that you have made an impact on a family’s life. Volunteers will learn and improve on organization skills. Learning Style Inventory The learning style inventory is tool that can be useful for both you an volunteers. By knowing your learning style you can be more efficient when it comes to learning something new, because you know which way you learn quickest and best. This can be given to volunteers at their orientation. When assigning a project an volunteers to the project, it would be helpful to know who learns which way . If most of your volunteers are visual or tactile learners you will need to be prepared to show an example. Audible learners will be able to learn and understand by hearing you say and describe the directions. When you…VisualAuditoryKinesthetic & TactileSpellDo you try too see the wordYesDo you sound out the word or use a phonetic approach?yesDo you write the word down to find if it feels right?yesTalkDo you sparingly but dislike listening for too long? Do you favor words such as see, picture, and imagine? noDo you enjoy listening but are impatient to talk? Do you use words such as hear, tune, and think?noDo you gesture and use expressive movements such as feel, touch and hold?yesConcentrateDo you become distracted by untidiness or movement?yesDo you become distracted by sounds or noises?yesDo you become distracted by activity around you?yesMeet someone againDo you forget names but remember faces or remember where you met?YesDo you forget faces but remember names or remember what you talked about?YesDo you remember best what you did together?NoContact people on businessDo you prefer direct, face-to-face, personal meetings?NoDo you prefer the telephone?YesDo you talk with them while walking or participating in an activity?yesReadDo you like descriptive scenes or pause to imagine the actions?Descriptive Do you enjoy dialog and conversation or hear the characters talk?D I a l ogDo you prefer action stories or are not a keen reader?Not a keen readerDo something new at work or schoolDo you like to see demonstrations, diagrams, slides, or posters?YesDo you prefer verbal instructions or talking about it with someone else?NoDo you prefer to jump right in and try it?yesPut something togetherDo you look at the directions and the picture?YesDo you read the directions out loud or prefer verbal instructions when possible?NoDo you ignore the directions and figure out as you go along?NoNeed help with a computer applicationDo you seek out pictures or diagrams?YesDo you call the help desk, ask a neighbor, or growl at the computer?YesDo you keep trying to do it or try it on another computer?Keep trying Volunteer Training Design Worksheet This worksheet will help design you training program. After answering the questions below, you will have a better understand on what you want to accomplish with your training program. 1) Describe the individual/group/position to receive your volunteer training. Describe the project that they will be working on.This volunteer will serve as an after school tutor for a BETA Girl. They will work with their mentee to help and encourage them to well in and out of school. 2) What information, experience and attitudes do you wish volunteers to have at the ending of the training? A. Information may include knowledge of the project and the system, knowledge about the position or the recipients of the service, “how-to’s” related to the position’s functions or specific skills:When clients arrive at the BETA school and house they are in a high risk category. They sometimes come to us after being kicked out of their house, and possibly with only the clothes on their and their babies’ backs. A lot of times the girls have not been regularly attending school either. These girls are in need a positive role model to help them get back on track. B. Experience may include role-playing or role discussion or practice doing something such as constructing a plan or operating equipment. The volunteer mentors should have good experiences to share with their mentee. They should be able to encourage and be careful not to discourage them. C. Attitudes may include a clear sense of purpose and direction, a sense of their ability to do the work well, or the motivation to do the job correctly and according to established procedures. The volunteer should have a positive uplifting attitude. Their mentee may be very sensitive and unwilling to open up or accept help at first, but the mentor should be understanding of this and not overbearing.3) In what order does the above material need to be presented in order to be useful and understandable? How do you plan on accomplishing the above outcomes?The information is the most important because it describes what the volunteer will be doing. The attitude should come next, because if the volunteer does not have the right attitude they will not be right for the position and could actually harm instead of help. Experience will follow because although it is important, if the volunteer has a positive attitude and is willing to learn, then experience is not as vital. 4) From the lists below, what methods and tools will you use for delivery of the trainings? Explain why you have made these selections.I would use a training event/workshop so that we can train multiple mentors at once. At the training event we would lecture about what the position entails, learn and practice interacting, role play on interactions between mentors and mentee, do a worksheet to review what was learned and to keep as a guide, and lastly have a group discussion about any concerns or questions.Self-studyVideotapeBook / manualMagazine / newsletterComputerOne-to-one assistanceTelephone technical assistanceMentor / buddy systemAssigned staff / volunteer coachApprenticeshipTraining Event / WorkshopLectureExerciseRole PlayGroup DiscussionCase StudyWorksheet development5) Who from the following need to be involved in designing and delivering each component of the training? Include what their role will be and why.At BETA Center when I started as an intern we had to visit all departments and learn what each did and their involvement in the mission. I feel this is very important and would introduce each department at a training. Supervisors- they should be able to tell the volunteers their role as a supervisor and what they expect from the volunteers. They should also have input in the training on what they want the volunteers to learn.Co-workers- The should be willing to assist in the volunteer’s transition into volunteering with the organization Clients- The clients, in this case the mentees, should be observant of the fact that the mentors are there to help them. They are there to listen and help them to exceed. They should also understand that their discussions are kept confidential, which is very important, especially in these situations. Volunteer Program Logic Model Evaluation Plan This logic model is used to evaluate the outcomes of the program. Using this model should help you to determine what your programs are achieving. This model is taking the different elements of the program and bringing them together so that you can see the “big picture”. ResourcesActivitiesOutputsOutcomesGoalsProgram ingredients listed from top to bottom like a shopping listMethods used to deliver volunteer program outcomes and goalsUnites produced by volunteer program: how many, how often, over what period of timeShort term changes in customers from volunteer program activitiesLong term desire or effects on population and communityService providers: (Eg staff)Program Setting (Eg, community center)Community Factors (Eg. Community demographics)Funding Sources (Eg. Foundations)Participants (Eg. volunteers)Eg. Provide volunteer training in literacy mentoringProvide updated information to volunteers when neededAdd a volunteer email account to be accessed at the agency to keep up to date on everything going on Provide a handbook to reference with all policies and procedure15-25 volunteers attend 6 week training held 4 times per year1 volunteer from each department can attend the staff meetings. 2 volunteers a month can attend the board meetingsEvery volunteer should attend an orientation before beginning to volunteer/Increase literacy in adults through trained volunteer mentorsIncreased response time when families come in needing supplies, because they are sorted and organized. Increase the amount of one on one time that children receive in child developmentIncreasing the quality of life for mothers and families through free pregnancy and HIV testingIncrease literacy in the community through volunteer literacy programsGoal: For families and children to receive the help that they need to be successful. We will provide or refer resources for every client so they may have the best chance to exceed in life. Volunteer Recognition Plan Recognizing volunteers is a very important and sometimes over looked responsibility of the Volunteer Manager. Volunteers are recognized as unpaid staff, fulfilling the needs of our organization with out pay. This means that they could decide to leave at any time with consequence. A key point in retaining volunteers is letting them know that they are appreciated. This table can be used to plan your recognition efforts throughout the year! MonthVolunteerPosition Guide DescriptionType of Recognition Event/Activity# of volunteers to be recognizedType of recognitionitem if any.BudgetJan/FebAll BETA Volunteers Thank you letterPast 2 year ValentineValentines and postageMarch/AprilAll BETA VolunteersVolunteer LuncheonPast year Lunch and certificate Lunch, location & decorations donated. $250- certificatesMay/JuneAll BETA VolunteersVolunteer Picnic- manned by staffPast 5 years Provided picnic lunch Donated food. July/AugAll BETA VolunteersInvite to Diamond’s and DenimTop Volunteers from each areanonePostage/ price of ticket- $100.00 eachSept/OctAll BETA VolunteersHalloween Thank you’sCurrent yearPumpkin cutouts- decorated by the BETA childrenpostageNov/DecAll BETA VolunteersThanksgiving turkey thank yousCurrent yearTurkey cutout- “I am thankful for you !”postage Additional Ideas: ,[object Object]

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Risk Management Planning Worksheet Risk management is extremely important. It includes safety procedures and risks associated with everything! Having a risk management plan is imperative, especially when dealing with non paid employees/ volunteers. Please see the below worksheet as an example of what a risk management chart should look like and contain. These should be updated often. A risk management worksheet should be done for EVERY position. Volunteer Position: (Describe in some detail.) Child development volunteer. Works alongside teachers in the child development center, with the children of our BETA girls. Identify Major Risks of this Position: Children being harmed while at the hands of a volunteer Getting hurt while volunteering Not adhering to the confidentiality policy Being disliked by parents Special Measures to be undertaken in Screening Volunteers for Positions: Look for clues in their application that they could be un-fit Be aware in the interview that the volunteer may not be capable of working in child development Look for charges when a background check is run Do a sexual predator check Special Measures to be undertaken in Training Volunteers for this Position: Perform a FDLE back ground check Do a sexual predator check Make sure that they provide proper identification Make sure that all appropriate paperwork and background checks are completed before they can begin volunteering Special Measures to be undertaken in Supervision of Volunteers in this Position: Make sure that volunteers are aware of ALL rules and guidelines Make sure that a volunteer is never alone with a child. Make sure that they are dressing appropriately to be working with children Make sure that they are adhering to the confidentiality policy Additional Materials: Volunteer Application Law enforcement check request 2023696-211016 BETA Center Volunteer Application Please print all information Name:______________________________ SSN:______________________ Address:____________________________________________________ City: __________________________County _______ State:_______ Zip Code:_________ Home Phone:_______________________ Cell Phone: ___________________ Email: ___________________________________________________________ Birth date/Year: ___________________ Gender: Male _____ Female ____ Emergency Contact: ___________________________ Phone: ____________________ How did you hear about BETA? _____________________________________________ Are you presently working, if so where? _______________________________________ Are you presently attending school? If yes, where do you attend? What is your year? What is your area of study?___________________________________________ Do you have any special Interests or hobbies (crafts, music, drama, etc)? _________________________________________________________________ Special skills, (Second language, computer skills, child care?) training or education. _________________________________________________________________ Do you have any previous or present volunteer experience, if so, tell us more. _________________________________________________________________ What type of volunteer job opportunities are you currently interested in at BETA Center? ________________________________________________________________________ Volunteer Availability Number of hours per week: _________Preferred hours/days: ________________ Please indicate the hours you are available to volunteer: MondayTuesdayWednesdayThursdayFridaySaturdaySundayN/AN/AN/AN/A --------------------------------------------Office Use Only-------------------------------------------- In Raiser’s Edge Date:__________________________ Initials:________________ REQUEST FOR LOCAL LAW ENFORCEMENT CHECK TO: Orange County Sheriff’s Office 2500 West Colonial Drive Orlando, FL 32804Attn: Records-1st Floor Pursuant to Chapter 435, Laws of Florida, we request a local records check on the applicant listed below: ___________________________________________ Last NameMIFirst Name ___________________________________ Date of BirthSocial Security No.Race/Sex Please document the findings and return the information to: BETA CENTER, INC. Attn: Christine Sanwald 4680 Lake Underhill Road Orlando, FL 32807 REQUESTED BY: __________________________DATE: _______ Christine Sanwald Development Coordinato Summary 10934701577340There are many aspects of being a Volunteer Coordinator. Being that BETA utlizies over 100 volunteers per month, as volunteer coordinator you have the opportunity to enhance BETA in many aspects. Recruiting and maintaing the right volunteers will help BETA to continue to grow. Please refer to this handbook at any time, as the tools that are included are extremely helpful. The skills inventory is the first step as volunteer manager. You should use this took to determine your stenghs and weakness before anything else. Next, using the “vision thing” to determine the role that the vision plays and how the staff and influenced by it, will help you to better understand the organziation. The recruitment plan should be done before seeking any new volunteers. This will you to determine who you are looking for. The learning stlye inventory will help you to assess not only your learning style but also your volunteer’s, this will help when assigning and describing projects. After recruiting volunteers, you should use the volunteer training worksheet to plan your training. This is very useful in the way that it helps you to organize all the ideas that you have for the training. Next should be the Volunteer program logic model evaluation plan. This will help to evaluate the program to measure achievements. It is important to recognize and appreciate volunteers so that they will continue to be loyal. Lastly, a risk management plan is needed to asses risk associate with every position. The worksheet will help to organize the risks. We have inclueded an example of the volunteer application and the FDLE background check request form. We are excited to have you on board and look forward to your furture hereat BETA !

Volunteer Manager Handbook Amb

Volunteer Manager Handbook Amb

Volunteer Manager Handbook Amb

Volunteer Manager Handbook Amb

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