“Effectively Utilizing Volunteers”

1. “Effectively Utilizing Volunteers” 4-H 101 CES Staff Development Series Tuesday, November 10, 2009, 10:00 a.m. Steve McKinley mckinles@purdue.edu; 765-494-8435 Carl Broady broady@purdue.edu; 765-494-8435

2. To access PowerPoint slides, visit: • U: drive, “State YDAE” file folder, then “4-H 101” file folder • “Save as”, then close so someone else can access the file • Lower left hand corner of your screen To ask questions during presentation, type in the Chat box

3. 4-H 101 Series • 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)

4. “Effectively Utilizing Volunteers”

5. Objectives of Program • 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.

6. Objective #1 Identify trends, benefits, and limitations of volunteers.

7. History of 4-H Volunteers • 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.

8. National Volunteerism • 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

9. North Central Region Volunteer Impact Study • 258 Indiana Volunteers responded • Median of 8 years tenure reported • 46% volunteer 10-12 months/year

10. North Central Region Volunteer Impact Study • 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

11. 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 well-respected by the community

12. Benefits of Volunteers • Allow Extension to reach wide range of audiences • Local volunteers have sense of “ownership” of the 4-H Program. • Support youth

13. Youth need volunteers who… • 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

14. Youth need volunteers who… • 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

15. Quotes from Volunteer Impact Study • “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.”

16. Quotes from Volunteer Impact Study • “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.”

17. Quotes from Volunteer Impact Study • “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.”

18. Limitations of Volunteers • Effective volunteer program takes time • Volunteers may want too much control • Historical perspectives can lead to narrow-mindedness • “Special favors” may be sought of volunteers (by parents and members) • Extension staff need many competencies to effectively manage volunteers

19. Objective #2 List and define the 7 components of the ISOTURE model.

20. Training Utilization Recognition Evaluation ISOTURE Model One method to develop an effective volunteer program • Identification • Selection • Orientation

21. 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?

22. Position Descriptions • 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)

23. Position Title Time Required/ Duration Location Purpose Responsibilities Qualifications Resources Available Training/Orientation Contact Benefits Salary Signatures Position Descriptions

24. Volunteer Sources • 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

25. 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?

26. Volunteer Demographics • 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?

27. Recruitment Methods • Mass Mailing • Media • Social Media • Web site • Current Volunteers • One-on-one Conversations

28. Volunteer Screening • Why? • Allows volunteers to reaffirm their commitment and dedication to the well-being of youth as they provide them with positive growth experiences. • Helps to ensure youth receive a high-quality education in a safe environment. • It documents volunteer excellence.

29. Who completes process? • 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).

30. What behaviors are addressed? Source: 4-H 783 & 4-H 785 (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.

31. What behaviors are addressed? • 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.

32. What behaviors are addressed? • 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.

33. Steps to complete: • 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

34. Steps to complete: • Educator conducts database searches • Indiana Sheriff’s Sex & Violent Offender Registry • http://www.insor.org/insasoweb/ • (OPTIONAL): Limited Criminal History Search • 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

35. Steps to complete: • Provide information on training opportunities to volunteer • Orientation meeting scheduled with new volunteer • If rejected, Educator sends notification • Educator maintains current list of volunteers

36. New Volunteer Management Procedure • 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

37. Role of Policy-Making Board in Screening • 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.

38. Role of Policy-Making Board • 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.

39. Recommendation: • 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.

40. Confidentiality Issues • 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.

41. Confidentiality Issues • 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 ifproper 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.

42. Dismissal of Volunteers • 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.

43. Dismissal of Volunteers • 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.

44. 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?

45. Orientation Basics • 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.

46. Orientation Basics cont’d. • 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)

47. Information to Cover • 4-H Basics • Mission, Vision, Staffing • Emblem, Pledge, Colors • Clubs, Projects, Activities • 4-H Club Leadership Team • Extension • Volunteers • Members • Community

48. Information to Cover • The 4-H Meeting • Basic needs of youth • Location • Parts of a meeting • Parent involvement • Program Planning • When to plan • Who to involve • Steps to planning

49. 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?

50. Training Basics • 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.