Volunteer Coordinator Training

BALTIMORE CITY PUBLIC SCHOOLS Volunteer Coordinator Training Handouts and Documents Office of Partnerships, Communications and Community Engagement 1/1/2010 These documents were prepared with content and insight from Winnie Borden, Jackie Donowitz, and Lyn Frankel

CONTENTS Volunteer Coordinator Expectations 3 Online instructions 4 Volunteer Activity Brainstorming 6 Staff Assessment Form for distribution to teachers/staff; allows staff to specify volunteer needs 7 Tips: Preparing Volunteers 9 Orientation Checklist 10 Tips: Volunteer Supervision and Data Collection 11 Tips: Volunteer Recognition 12 Paper Volunteer Registration Form for schools without a volunteer computer/internet 13 Paper Timelog for schools without a volunteer computer/internet 15 Volunteer Pledge all volunteers should sign and a copy filed at the school 16 Volunteer Code of Conduct and Agreement all volunteers should sign and a copy filed at the school 17

City Schools Volunteer Coordinator Expectations The following are the basic expectations for schools participating in the City Schools online volunteer matching process. Schools may have a more detailed school level description for what the volunteer coordinator does. 1. Works with principal and teachers to identify needed volunteer opportunities 2. Posts volunteer opportunities online 3. Contacts, processes, and orients new volunteers 4. Establishes and maintains volunteer log at school and ensures volunteers sign in and out 5. Establishes ID system at school (e.g. nametags) 6. Checks in periodically with staff and volunteers on how volunteer placement is proceeding 7. Arranges volunteer appreciation events as appropriate 8. Submits a few times each year a brief online evaluation of how volunteer opportunities are working to support the school Page3

VOLUNTEER COORDINATOR INSTRUCTIONS DECEMBER 2009 UPLOADING POSITIONS - at least once/month - for existing positions, check with supervisor to see if support is adequate or if any changes in the position description need to be made - identify classification 1. Directly Supervised Background Check Optional - City Schools staff is physically present at all times when the volunteer is in the company of students other than their own children o e.g. book fairs, guest readers, career day, speakers, competition judges, school assemblies and other performances 2. Indirectly Supervised Background Check Required - City Schools staff not present at all times while the volunteer is in the company of students other than their own children o e.g. hall monitors, tutoring, mentoring, chaperones - Volunteer chaperones on overnight, wilderness expedition and foreign travel educational field trips OR - volunteers who are in the school on average of four times per month over a two month period - send these volunteers to Pre Employment Office (Central Office) if they report to your school 3. Non-Student Contact- Background Check Optional - All services by the volunteer will be performed at times when students will not be present - City Schools staff might or might not be present when volunteer services are being performed - e.g. Saturday clean-up, projects at Central Office or the Professional Development Center Instructions 1. Go to: http://bcpss.kintera.org/school 2. Login with school username and password Username: Password: 3. Scroll down to the bottom of the page and select #4. Submit Volunteer Opportunities Page4

VOLUNTEER COORDINATOR INSTRUCTIONS DECEMBER 2009 VOLUNTEER REGISTRATION When a volunteer signs up for a position, you will receive an email with the volunteer s name, contact information and the position they signed up for Contact the volunteer w/i 10 days o Follow-up email should include background check information if needed (See Background Check Guide for more information) schedule orientation at school o The Family Institute will hold monthly volunteer trainings that discuss the basics of effective volunteering. More details to come! ONLINE LOG: Design in Progress If school is using a paper log, please transfer the information into online log once every 2 wks If you will not be on site during some volunteer activities, please try to alert appropriate school staff on how to use the log CREATE ID AND FILING SYSTEM Talk to your school principal/administrator about how to create this system Files should include copies of the volunteer pledge and code of conduct as well as background check results Page5

Volunteer Activity Brainstorming Volunteer opportunities have the ability to recruit a diverse volunteer corps. The range of activities is limited only by the school staff s imagination. Here are some ideas to consider: Assist an after-school/before school club (chess, scrabble, scouts, geography/travel, basketball, poetry, journal writing, and environmental issues human rights.) Help with a school production. Help with school beautification project. Help plant and care for a garden. Tutor individual students in language arts and math. Listen to children read. Help students research college choices. Help with college essay. Help students complete assignments. Organize a class library. Share a skill (art project, musical instrument, writing poetry.) Assist with a school newspaper or morning announcements broadcast. Serve as library aide. Create bulletin boards with children. Facilitate a lunchtime writers group. Help children create holiday gifts. Facilitate art activities. Read aloud in classroom. Help with special events Halloween, holiday fairs, graduation. Write a grant application to support a school activity or program. Instruct a dance group. Teach financial literacy to students and/or families. Page6

STAFF VOLUNTEER REQUEST FORM Could you benefit from volunteer assistance? Don t be afraid to think outside the box. Volunteers come from a variety of backgrounds and can fill a large number of roles in our schools. Please try to be as specific as possible when filling out this form. Thank you!! Your Contact Information Teacher/Staff Name Subject Area Room Number(s) Email Phone Volunteer Opportunity Information Name of Volunteer Activity Description of Volunteer Duties Number of Openings Detailed Timeslot Information (i.e. 1:15-2pm) Page7

STAFF VOLUNTEER REQUEST FORM What kind(s) of involvement will the volunteer be engaged in? SKILLS/INTERESTS: Support Enrichment and Learning Opportunities Help Students Connect With the World of Work Support Parent Involvement Help School Leaders and Staff Green Our Schools/Great Kids Farm Support Central Office Motivational Speaking Health/Nutrition Music Foreign Language Computer/Technology Greening Public Speaking Construction/Carpentry Art Gardening/Urban Agriculture Culinary/Cooking Science Sports/Physical Fitness Dance Literacy Writing/Poetry Finance Math Youth Development AVAILABILITY: Day Time of Day Any Day Monday Tuesday Wednesday Thursday Friday Saturday Sunday Before School Morning Any Time Lunch Period Afternoon Frequency After School Evening One-Time Occasional Periodically Daily Weekly Monthly

Preparing Volunteers Volunteers need training to perform their duties. The supervising staff member should be both willing and able to manage volunteers. Staff should be aware that volunteers come to them eager to assist their students. It is the teacher s responsibility to provide appropriate materials and guidance in order to maximize the time of the students with the volunteers. Volunteers should be invited to any free training programs for teachers. School Orientation Orientation sets the stage for the volunteer s work at the school. The volunteer coordinator should conduct an introduction/orientation meeting on the volunteer s first day at the school. The most important goal of this day at the school is to make her/him feel welcome. This meeting also provides time to review school procedures and policies and set expectations for the volunteer s experience. Classroom Orientation Orient the volunteer to the classroom and typical structure of the day. Introduce the children to the volunteer and explain their role. Explain the day s schedule. Make sure the volunteer is aware of any changes in classroom schedule, including class trips, all school activities, tests and professional days. Let the volunteer know if the staff member will be absent. Page9

VOLUNTEER ORIENTATION CHECKLIST Background About the children School culture what s it like here Explore volunteer s expectations for assignment to make sure they are aligned with yours Get to know your volunteer Ask about skills they have or training they have received School community Introduce volunteer to office staff Give tour of school Give school calendar identifying vacations, test dates and professional days Snow day procedures Daily Procedures Sign in and sign out log Lunch procedures Location of staff lounge if appropriate Dress code Emergency (fire, lockdown) What to do if classroom teacher is absent How to report suspected child or sexual abuse Policies Confidentiality policy Volunteer procedures and practices Discipline and school policies How to report your absence or a change in your schedule Administrative Documents Volunteer nametag/id badge Volunteer Pledge Volunteer Code of Conduct and Agreement Other specific to school Page10

Supervision Elements of Volunteer Supervision 1. Planning before the volunteer comes to the classroom. 2. Organizing a space where the volunteer can work if not in a classroom. 3. Set clear your expectations for what the volunteer is to do. 4. Check in with the volunteer periodically to make sure he /she is comfortable with the assignment. 5. Increase responsibility when appropriate. Volunteers want to do a good job and grow personally and professionally. 6. Be open to volunteer s suggestions. 7. Show sincere respect and appreciation for the volunteer s efforts. Data Collection Accurate collection of data for the number of volunteers, volunteer hours, and summary of work assignments provides accountability to the volunteer program. This is captured through the volunteer registration form and the logging in of hours. The volunteer coordinator is asked to assist those who do not have computer experience or having them fill out the registration form on paper and then entering it into the online tool. The coordinator should also show all volunteers how to log in their time. Any existing volunteers should also be asked to register so information is captured for all of the work our volunteers are doing in the school. This will also provide helpful information when communicating any school or district related events. Page11

Volunteer Recognition You cannot say thank you enough to volunteers. Informal daily greeting from staff and the principal go a long to make a volunteer feel acknowledged. A well-thought out volunteer recognition program can improve morale and help ensure volunteer retention. The Following Are Suggestions 1 : Smile. Greet volunteers by name. Create a volunteer space. Commend the volunteer to supervisory staff. Establish a Volunteer of the Month program. Provide development opportunities for training and evaluation. Display a welcome board in the front office with pictures of volunteers at work. Keep your volunteer informed about any school schedule or staff changes. Send get well cards or call when your volunteer is sick. Share articles and books of mutual interest on child development, learning styles or content area in which your volunteer works. Create regular brown bag lunches for volunteers to meet other volunteers and to discuss issues regarding their experiences. Plan a recognition event. Invite the school board, parents, administrators and community leaders. Have students write letters of thanks on a volunteer s birthday or during National Volunteer Week. Organize a special event or presentation for the volunteer. Solicit donations from neighborhood businesses. Write an article in a local or school newsletter about your volunteers contributions. Send a letter of appreciation to the volunteer s employer. Treat to coffee, tea or soda. Enlist experienced volunteers to train new volunteers. Say We missed you. Say Thank you. Say I appreciate you. 1. Reprinted with permission from San Francisco School Volunteers Page12

VOLUNTEER REGISTRATION SKILLS/INTERESTS: Health/Nutrition Music Foreign Language Computer/Technology Greening Public Speaking Construction/Carpentry Art Gardening/Urban Agriculture Culinary/Cooking Science Sports/Physical Fitness Dance Literacy Writing/Poetry Finance Math Youth Development AVAILABILITY: Day Any Day Monday Tuesday Wednesday Thursday Friday Saturday Sunday Time of Day Before School Morning Any Time Lunch Period Afternoon After School Evening Frequency One-Time Occasional Periodically Daily Weekly Monthly Would You Like to Volunteer at a Particular School? YES NO If Yes, which school?

*required VOLUNTEER REGISTRATION Full Legal Name* Company Name Job Title Email Phone Address Line 1* Address Line 2 City, State ZIP* Are you a parent of a City Schools Student? YES NO If Yes, which school? Did you attend City Schools? YES NO If Yes, which school? What kind(s) of involvement are you interested in? Support Enrichment and Learning Opportunities Help Students Connect With the World of Work Support Parent Involvement Help School Leaders and Staff Green Our Schools/Great Kids Farm Support Central Office Motivational Speaking Page13

VOLUNTEER LOG School Number PRINT NAME ADDRESS DATE TIME IN EMPLOYER SPONSORED? EMPLOYER TIME OUT Page 15

VOLUNTEER PLEDGE As a volunteer with Great Kids, Great Schools, I will uphold agency policies and represent the agency faithfully. I will adhere to the policies and procedures outlined by the school to which I am assigned. Policies vary from school to school. I understand that Baltimore City Public Schools discourages volunteers from meeting with students off campus and/or outside of school hours. I fully understand that additional duties involving mentoring and/or tutoring will require further specified training for all interested candidates. I will report to the school principal any and all problems with the faculty or staff at the school or an inability to fulfill the requirements of a volunteer. Any information I receive about the student, teacher or school will remain confidential, including but not limited to test results and home/family matters. However, upon belief that the child is being neglected, abused or in danger, I must report this in writing to at least two staff members at the school. Volunteer s Signature Date Print Name Page16

VOLUNTEER CODE OF CONDUCT AND AGREEMENT I AM expected to: Follow the rules and policies of the City Schools, the school and the classroom Be respectful of a student s abilities Respect the privacy of all students, staff and volunteers by keeping all information received in the performance of my volunteer work confidential (including but not limited to test results and home/family matters) Be dependable, arrive on time (at least 15 minutes prior to scheduled activity) and be prepared to help students Notify the designated school staff regarding absences, tardiness or any problem that may prevent me from fulfilling the requirements of a volunteer Sign in and out at school office and check in and out with the teacher if volunteering in a classroom Report unsafe conditions and notify appropriate school personnel of suspected child abuse and/or neglect Wear appropriate identification (i.e. volunteer badge) Dress appropriately according to school policy Communicate any concerns or questions to the teacher, principal or volunteer coordinator I am NOT expected to: Discipline a student Use inappropriate language while volunteering Teach a class in the absence of the teacher Transport a student without permission Use electronic devices such as cell phones, Blackberry, while in school or working with students Give religious instruction or conduct worship service in the school Engage in political activity when volunteering Photograph a student without expressed permission from the principal Be under the influence of alcohol or drugs Carry weapons or drug paraphernalia Give medication to children Page17

I understand and agree to the following: 1. All information received in the performance of my volunteer work is confidential. I will respect the privacy of all students, staff and volunteers. 2. I may be required to submit to additional background checks 3. Principals, or their designees, may limit my volunteer activity or may dismiss me from volunteer service without providing a reason for the denial or dismissal. 4. I am not an employee of the Baltimore City Public Schools. 5. I will behave according to the Code of Conduct and will never purposefully endanger the well-being or life of a student. 6. I will report knowledge or suspicion of student abuse or neglect to the appropriate school staff. 7. I will notify the school volunteer coordinator and teacher if I am no longer able to fulfill my volunteer commitment. Print Volunteer Name Date Volunteer Signature Volunteer Coordinator/Trainer Date NOTES/COMMENTS: Page18