Student Volunteer Handbook We need YOU! Want to be a Busy Bee? Welcome to the Student Volunteer Handbook everything you need to know about volunteering at NBCCD all in one place. The NBCCD Student Volunteer Program began in 2015 in recognition of the importance of student contribution to the fun, flavor and teamwork involved in creating memorable experiences for students, staff and visitors to our bustling beehive. Busy Bees know that every member of the hive is important. Busy Bees know that when we all work together, we make our community better. Busy Bees are all about learning, giving and helping others, because they know that the best way to help themselves is to share their gifts. Thank you to everyone who is willing to dedicate their time, their talents and their energy to making a difference, one honeycomb at a time. Let s get started! Here s what you need to know and where to find it. # Topic Page # 1. Welcome. 1 2. Why be a Busy Bee? The benefits. 2 3. How to become a Busy Bee? The volunteer application process. 3 4. The work of a Busy Bee? The Volunteer Teams. 4 5. What s going on in the hive? How we communicate. 6 6. What if something goes wrong? Bad vibes in the bee hive! 6 7. Appendix. The tools you need to be a Busy Bee. 7 Last updated: February 7, 2015 Page 1 of 7
2. Why be a Busy Bee? ü Gain valuable work experience for your resume and references. ü Be eligible for Busy Bee Bursaries. ü Strengthen your relationship with your College community. ü Meet new people within the College and beyond. ü Learn new skills. ü Show off your College and its artists and designers. ü Develop an interest in becoming a lifelong volunteer. ü Feel good for giving back to your community - bask in the awesome! Busy Bee Bursaries I. Student Association Busy Bee Bursary Program (say that fast!) In January 2015 the NBCCD Student Association (SA) voted in a General Assembly to reward students who volunteer within NBCCD with bursaries to help pay their tuition and expenses. Here s what you need to know: For every 10 hours of volunteer service students are eligible for a $100 Busy Bee Bursary. The maximum amount of bursary distribution is $7,000 (or 700 volunteer hours per College year). Members of the SA Executive are not eligible to log their SA volunteer hours towards the Program, but are eligible to apply for other volunteer positions. This will be reviewed for renewal each school year. II. Student Services Annual Bursary Each year Student Services will give a bursary of $300 to the volunteer student who best exemplifies commitment to enriching student life (this is in addition to any Busy Bee Bursary the volunteer may have earned). Nomination process: Due by March 31 st of each year. Staff and students are eligible to submit nominations Send via email to Pat Joyce, Student Life Coordinator and include the bee s: o name, o team (gallery, library, marketing, student life), o 250-word paragraph on why this bee should be celebrated. Last updated: February 7, 2015 Page 2 of 7
3. How to become a busy bee? The volunteer selection process is simple. 1. Volunteers will be selected based on availability. 2. Volunteers must be registered students (full or part time) in good standing with the College. 3. Volunteer applications are accepted on a rolling basis, meaning you can apply at any time during the academic year. Returning busy bees will need to reapply in September. 4. Where possible volunteers will be given their first choice of Volunteer Team (if more than one selected). 5. The size of each Volunteer Team will be based on: a. Team Leader requirements b. Number of applicants The Student Life Coordinator and Team Leaders reserve the right to deny applicants who they feel do not meet the criteria outlined in the job descriptions. The volunteer application process. Step What? Who? 1 Review this Handbook and determine if Student a. There is a team you would like to volunteer for. b. You have the availability (based on school, work, family and friend commitments) to volunteer and how much of a time commitment you can make each week. 2 Complete the attached Student Volunteer Student Application Form and email/drop it off to Student Life Coordinator, Pat Joyce. 3 Applications will be reviewed and volunteers will be assigned to Teams based on: a. Team preference (if more than one) b. Student availability 4 An acceptance message will be sent to all qualified applicants with: 1. Confirmation of successful application and name of Volunteer Team 2. Date of Volunteer Orientation Session A condolence message will be sent to all disqualified applicants. 5 Attend Volunteer Orientation session Student Student Life Coordinator in consultation with Team Leaders Student Life Coordinator How your volunteer hours are determined. The amount of hours a volunteer will receive will depend on: 1. Number of applicants 2. Frequency of volunteer opportunities Last updated: February 7, 2015 Page 3 of 7
3. A volunteer s own availability Team Leaders will make every effort to distribute hours evenly based on volunteer availability. 4. The work of a Busy Bee: opportunities & accountabilities Volunteers are assigned to one team for the full academic year (which ends in either May or June, depending on your program). Volunteer Teams Volunteer (Gallery) Team Leader (i.e.: Gallery) Student Life Coordinator Volunteer (Gallery) Example: Gallery Team Volunteer (Gallery) NBCCD currently offers the opportunity to volunteer in four areas or teams. If selected, you will be assigned to that team for the full academic year. If you decide you would like to try a different team, please indicate that on the following year s application. Each team is managed by a Team Leader who is also a staff member at NBCCD: Volunteer Team Library Team Gallery Team Recruiting & Promotions Team Student Life Team Team Leader Julie McDonald, Library Coordinator Karen Ruet, Gallery Coordinator Trudy Gallagher, Recruitment & Marketing Coordinator Pat Joyce, Student Life Coordinator Volunteer Opportunities Accountabilities Required Skills Shift Opportunities LIBRARY TEAM 1. Assist the patrons in locating materials and responding to queries. 2. Manually track circulation duties such as check-in and checkout of library materials. 3. Performs general duties such as shelving materials, shelf reading, gathering statistics. GALLERY TEAM Act as ambassadors for the College: 1. Distribute posters downtown Fredericton 2. Distribute postcards during events (Boyce Market, Harvest, etc.) 3. Assist with mailouts Good organizational skills Good communication skills Attention to detail Works independently Takes initiative Reliable Trustworthy Great interpersonal skills Reliable Takes direction well Works well with others 1. Tuesdays 4:30-6:30 pm 2. Wednesdays 4:30-6:30 pm 3. Some weekdays 12-1 Depending on the number and availability of volunteers, additional days will be added. 1. 3-5 hours ~ 2 weeks prior to Gallery Openings 2. 2-4 hours on the day of Gallery Openings Additional opportunities may be added depending Last updated: February 7, 2015 Page 4 of 7
4. Assist with Gallery openings a. Greet gallery patrons b. Assist with set up on volunteer interest. Accountabilities Required Skills Shift Opportunities PROMOTION & RECRUITMENT TEAM 1. Provide College Tours 2. Attend job fairs, school visits, community events etc: a. Answer questions b. Provide demonstrations c. Hand out marketing material STUDENT LIFE TEAM 1. Assist with facilitation of student events: a. Greetings guest speakers b. Accept catering deliveries c. Distribution/collection of feedback forms d. Assist with set up and clean up 2. Assist with marketing and communication of student events: a. Poster design b. In class announcements Enthusiastic about NBCCD Prompt Courteous Outgoing and articulate Has good understanding of College programs and history (information will be provided) Outgoing Reliable Graphic design skills an asset Attention to detail 1. College Tour (as required): 1.5 hrs Mondays Tuesdays Fridays. 2. Promotional events: Weekends and evenings as required. 1. Weekly Programming 2. Convocation (June) 3. Orientation (Sept) 4. Foundation Awards (Feb) Accountabilities of all Busy Bees All Student Volunteers and Team Leaders have a standard set of roles and accountabilities regardless of which Volunteer Team they belong to. Student Volunteer Team Leader (TL) Student Life Coordinator (SLC) 1. Attend Student Volunteer Orientation 2. Let TL know when you are available to volunteer 3. Report to their shift on time and stay for duration of shift. 4. Report/discuss issues or concerns to their Team Leaders as required 5. If unable to make a shift: 1. Responsible for scheduling volunteer hours 1. Work with SLC to select volunteer team 2. Volunteer training and orientation 3. Supervising and direction 4. Providing feedback as required 1. Management of Volunteer Program 2. Responsible for collecting and reviewing student applications. 3. Communication 4. Work with TL to select volunteer teams. Last updated: February 7, 2015 Page 5 of 7
a. Find a replacement from team b. Notify TL of their absence 6. Submit hours worked to TL on timesheet provided. 5. The bee dance, our communication strategy. 5. Submitting Volunteer Hour Tracking Sheet to SLC monthly. 6. Report any staffing or issues to SLC 5. Collecting monthly recorded hours from TL 6. Manage distribution of bursary funds Please join the NBCCD Busy Bees Facebook Page. News and important topics that affect the whole group will be posted here. Expect to receive most of your direct communication with your Team Leader through email, so check it often. Step What? Who? 1 Shares shift opportunities to Volunteer Team via email Team Leader (TL) 2 Identifies if they are available to volunteer via email/ in Student Volunteer person 3 Confirms volunteer roster TL 4 Works shift Student Volunteer 5 Tracks hours on Monthly Student Volunteer Hour Tracking TL Sheet 6 Email completed Monthly Student Volunteer Hour Tracking TL Sheet to SLC 7 Tracks volunteer hours on Master Student Volunteer Hour SLC Tracking Sheet 8 Issues bursary upon completion of ten volunteer hours SLC 6. Bad vibes in the bee hive? What happens when you get stung? Oh no! Unhappy bees! 1. Volunteers are encouraged to discuss any issues and concerns directly with their TL. 2. If uncomfortable or unsatisfied with this option or the outcome of a discussion with their TL, volunteers are encouraged to discuss their issues and concerns with the SLC, Pat Joyce. 3. If additional escalation is required, volunteers are encouraged to bring it to the attention of the Strategic Enrollment Manager, Karina Wong Chong. Bees behaving badly. 1. After two missed shifts (without calling ahead) = dismissal. 2. Late by more than 15 minute for 3 shifts = dismissal. 3. Falsifying timesheets/hours worked = ineligible for bursary. 4. Not doing required tasks (i.e.: playing on your phone/working on laptop instead of helping patrons in library/gallery) = 2 warnings, then dismissal. Questions? Contact Pat Joyce, Student Life Coordinator at patrick.joyce@gnb.ca Last updated: February 7, 2015 Page 6 of 7
7. Appendix 1. Student Volunteer Application Form 2. Sample Tracking Sheet 3. Sample Bursary Document Last updated: February 7, 2015 Page 7 of 7