Volunteer Program Management Flo Kennedy-Stack & Anne Weaver 9/16/16 Volunteer Program Management Flo Kennedy-Stack & Anne Weaver Office of School & Family Partnerships September 2015

Goals for Today’s Session 9/16/16 Goals for Today’s Session To present an overview of the tasks involved in managing a school volunteer program To help new volunteer staff liaisons and volunteer coordinators develop skills to manage the program Show how to find volunteer guidebook in both places. To review policies and procedures relevant to volunteer programs in AACPS schools

Why We Have Volunteer Programs Support student achievement by providing individual attention and assistance Support school programs Provide opportunities for parents, staff, and community members to share knowledge, talents, and resources with students Strengthen home-school-community relations

Everyone Has a Part to Play! Principal Staff Liaison for Volunteers Volunteer Coordinator Teacher Volunteer

Volunteer Management is a Continuous Cycle Recognition

Plan Meet with principal or designee 9/16/16 Plan Meet with principal or designee Review last year’s program – successes, changes New requests from teachers? New projects or pilots? What jobs need to be filled? Simple survey for school staff

9/16/16 Plan/Organize Ask: “What needs to be done?” “What are our unmet needs?” Include both large and small projects Establish assignments that meet the school’s needs and that the school has the capacity to manage Write job descriptions – outline of task, time commitment Decide how you will communicate with volunteers Instead of saying, “What can volunteers do?”, ask, “What are our unmet needs?” Example of Severn River MS and Common Core math Example of Folger McKinsey’s and Jones’ volunteer survey

Recruit Advertise in a variety of ways 9/16/16 Recruit Advertise in a variety of ways Try to have your volunteers mirror your school’s demographics Advertise continually throughout the year Personal referrals from staff, current & former volunteers Personal phone calls (can use a volunteer for this) Email Face to face at school & community events School & PTA/PTO website, newsletter Student backpacks Store/church/community center bulletin boards (get a volunteer to help) Websites for specific events – EventBrite, V-volunteer, Sign-Up Genius (signupgenius.com), GoogleDocs

Manage Be sure to follow up when someone is interested 9/16/16 Manage Be sure to follow up when someone is interested Match volunteers and needs Volunteer orientation and training Provide ways for volunteers & staff to express concerns and ask questions

Thank you for choosing to volunteer with us! 9/16/16 Welcome to Our School! Show where to find this PowerPoint. Emphasize that it is customizable for their school. Thank you for choosing to volunteer with us!

Cover the Basics Safety first! Volunteer Code of Ethics Confidentiality Teacher schedules Universal Precautions Cover the Basics

Procedures for Signing in and out 9/16/16 School and volunteer safety Data collection for volunteer program Raptor & V-Volunteer Show forms at end of Guidebook, pp. 49-52. Procedures for Signing in and out

Volunteers as Role Models 9/16/16 Be courteous, impartial and fair Do not impose political or religious beliefs on students Dress code Call the school if you can’t come in to volunteer Be sure there is a procedure for who to call/email/text if volunteer can’t come in. Volunteers as Role Models

Cover the Do Nots! Do not… 9/16/16 Do not… use your cell phone when volunteering unless it is an emergency take photos of students during the instructional day bring preschoolers while volunteering during the instructional day post photos to social media of children other than your own without parent permission smoke on school property use or sell drugs or alcohol administer medications date our students Do not…Break any of your school’s rules Suggest putting phone on vibrate and stepping away from instructional settings if getting an emergency call. New photo policy – explain why. New policy on preschoolers – explain why. Might consider volunteer jobs that can be done outside of the building – cutting materials, typing class newsletters, making phone calls, organizing speakers, being a mentor to new families… Cover the Do Nots!

Volunteers and School Security 9/16/16 Background checks Unsupervised access to students Parent group officers Fingerprinting Sexual Harassment & Child Abuse PowerPoint (YouTube version) Regular volunteers Occasional volunteers Cost for background check paid by AACPS – form online or in school office – no news is good news – good for 2 years Fingerprinting - coaches Volunteers and School Security

Staff Orientation Overview of the program Who is in charge 9/16/16 Overview of the program Who is in charge Volunteer jobs & needs Expectations for volunteers Staff and volunteer orientations are a requirement for an MSDE certificate Staff Orientation

Manage Stay in touch with volunteers Troubleshoot concerns 9/16/16 Determine best way/s to communicate – email, phone calls…

Evaluate Data forms due at end of March. Staff/volunteer evaluations 9/16/16 Evaluate Data forms due at end of March. Staff/volunteer evaluations Use your data to begin planning for next year

Recognize “Thank you” is the paycheck for a volunteer 9/16/16 Recognize Thank you! “Thank you” is the paycheck for a volunteer Can take many forms Should be done regularly Volunteer of the Month Countywide Volunteer Recognition Tea Student notes & cards School newsletter article Bulletin board with photos of volunteers (a volunteer can do this) – Volunteer Wall of Fame – Volunteers Deserve a Pat on the Back – You Make a Difference Volunteer Tea/Breakfast – Staff Liaison & Volunteer Coordinator are invited, also administrator/s

Questions? Flo Kennedy-Stack fkennedy-stack1@aacps.org 410-222-5418 9/16/16 Questions? Flo Kennedy-Stack fkennedy-stack1@aacps.org 410-222-5418 Teresa Tudor ttudor@aacps.org 410-222-5414 Anne Weaver aweaver1@aacps.org 410-222-5417 Student notes & cards Bulletin board with photos of volunteers (a volunteer can do this) – Volunteer Wall of Fame – Volunteers Deserve a Pat on the Back – You Make a Difference Volunteer Tea/Breakfast