1. GROWING 4-H OPPORTUNITIES TOGETHER: VOLUNTEERS IN VISION AND ACTION
Building Volunteer Systems
FACILITATOR‘S REFERENCE: PRESENTATION WITH NOTES
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2. Goal: Create a volunteer system that supports county priorities.
Growing 4-H Opportunities: Volunteers in Vision and Action is designed to create a volunteer system that supports identified county priorities. Every county has some parts of a volunteer system in place. In Growing 4-H Opportunities, 4-H volunteers and program staff will work together to name the current volunteer system in your county and identify ways to improve the system to support county priorities. The result will be positive youth development programs that meet the needs and interests of young people.

3. Engagement of Volunteers and Sustainability
Volunteer Readiness and Education
Volunteer Development
Engagement of Volunteers and Sustainability
Volunteer Management
Volunteer Delivery System
Personal Readiness
Organizational Readiness
Developing, Implementing, and Reviewing the Infrastructure to Support a Volunteer Delivery System
But what is a volunteer system?
According to National 4-H Learning Priorities: Volunteerism for the Next Generation, a volunteer system is a unified, orderly process for coordinating and overseeing the work of volunteers and their partnership with staff at all levels of the county program.
A volunteer delivery system includes both volunteer development and volunteer management; where these overlap, engagement of volunteers and sustainability of the system occurs. We manage a system, but we develop a person. In this model, the staff must be personally ready and an infrastructure must be in place to support the system.
Let’s take a closer look at each part.

4. Engagement of Volunteers and Sustainability
Volunteer Readiness and Education
Volunteer Development
Engagement of Volunteers and Sustainability
Volunteer Management
Volunteer Delivery System
Personal Readiness
Organizational Readiness
Developing, Implementing, and Reviewing the Infrastructure to Support a Volunteer Delivery System
A functioning volunteer system needs an infrastructure that links the processes to put all aspects of staffing together. This system includes:
o Operating within an organizational structure and guidelines. o Defining relationships and clarifying roles for paid and volunteer staff. o Ensuring availability of resources to support the system. o Identifying lines of authority and span of control. o Securing personnel to fill roles. o Providing orientation and training for staff. o Ensuring oversight, support, evaluation, and recognition for volunteers. o Providing for the evaluation and renewal of the system. o Documenting processes and accomplishments of the system.
A process of reviewing the system ensures that it remains relevant to the needs of the county.

5. Engagement of Volunteers and Sustainability
Volunteer Readiness and Education
Volunteer Development
Engagement of Volunteers and Sustainability
Volunteer Management
Volunteer Delivery System
Personal Readiness
Philosophy of Volunteerism
Trends in Volunteerism
Advocating for Volunteerism
Organizational Readiness
Developing, Implementing, and Reviewing the Infrastructure to Support a Volunteer Delivery System
Staff must be personally ready to develop and support a volunteer system.
Have you developed a personal philosophy of volunteerism?
Can you articulate a belief in the competence of volunteers?
How do you support the organization’s philosophy of volunteerism?
Completing Self-Assessment: “Evaluating a 4-H Volunteer Program and Staff Skills” is a good first step toward identifying areas to strengthen and prioritize as you get ready to support a volunteer system.

6. Engagement of Volunteers and Sustainability
Volunteer Readiness and Education
Orienting volunteers
Educating volunteers
Adult development and learning theory
Risk management for volunteer delivery systems 
Volunteer Development
Engagement of Volunteers and Sustainability
Volunteer Management
Volunteer Delivery System
Personal Readiness
Organizational Readiness
Developing, Implementing, and Reviewing the Infrastructure to Support a Volunteer Delivery System
Volunteer development focuses on the education and empowerment of volunteers to take on service or leadership roles. Attention is paid to improving and building volunteer knowledge and competencies. Volunteer development is also concerned with orienting and educating volunteers as we take adult learning theory into consideration. It’s also about managing the risk involved with delivering the 4-H Youth Development Program.

7. Engagement of Volunteers and Sustainability
Volunteer Readiness and Education
Volunteer Development
Engagement of Volunteers and Sustainability
Volunteer Management
Volunteer Delivery System
Personal Readiness
Organizational Readiness
Creating a climate for volunteerism
Identifying volunteer needs
Developing volunteer positions
Developing, Implementing, and Reviewing the Infrastructure to Support a Volunteer Delivery System
Volunteer management is about creating within the organization a climate that supports volunteers. We know that engaging more trained volunteers in meaningful roles increases the breadth and depth of programs available for youth. In a system, volunteer roles needed to support the program are identified and positions are developed to achieve organizational goals.

8. Volunteer Delivery System
Volunteer Readiness and Education
Volunteer Development
Engagement of Volunteers and Sustainability
Recruiting volunteers
Selecting volunteers
Supervising and coaching volunteers
Managing volunteer performance
Recognizing volunteers
Evaluating volunteer efforts
Volunteer Management
Volunteer Delivery System
Personal Readiness
Organizational Readiness
Developing, Implementing, and Reviewing the Infrastructure to Support a Volunteer Delivery System
Where development and management overlap—that is, when volunteers are equipped and the organization is ready to take them on—engagement of volunteers and sustainability of the system occur. Volunteers are recruited and selected for specific roles. They are sustained through supervision and coaching, performance management, volunteer recognition, and evaluation of volunteer efforts.

9. Engagement of Volunteers and Sustainability
Volunteer Readiness and Education
Volunteer Development
Engagement of Volunteers and Sustainability
Volunteer Management
Volunteer Delivery System
Personal Readiness
Organizational Readiness
Developing, Implementing, and Reviewing the Infrastructure to Support a Volunteer Delivery System
Again, when all of these pieces are in place, the result is an effective volunteer system that moves forward the positive youth development work in your county.

10. Volunteer System Administration
Identification
Selection
Orientation
Training
Utilization
Recognition
Evaluation
But how do we make this happen? To administer, or oversee, the system that includes volunteer development and volunteer management, the ISOTURE model provides 4-H and other organizations a comprehensive system for working with volunteers.
I – Identification: The process of finding people who have the competence and
attitude essential to fill specific leadership positions. This includes the identification of
county 4-H program needs and the volunteer roles to meet those needs, targeted
recruiting for volunteers, identifying potential volunteers, and completion of a volunteer
application.
S – Selection: The process of studying the background of prospective volunteers
identified and motivating them to fill selected positions. This includes screening
potential volunteers, reference checks, interviews, and matching volunteers to needed
roles.
O – Orientation: The process of orienting volunteers to the expectations of the 4-H
Youth Development Program and their volunteer role. This includes new volunteer
training and support.
T – Training: The process of stimulating and preparing volunteers to acquire
knowledge and to develop attitudes and skills necessary to enable them to be
successful in their volunteer roles. This includes ongoing training through a variety of
delivery methods.
U – Utilization: The process of providing the opportunity for volunteers to put acquired
knowledge and skills into action in the most appropriate way so as to function in a supportive
environment. This includes support for volunteers to actively carry out responsibilities
and providing opportunities for mentoring by other volunteers and paid staff.
R – Recognition: The process of recognizing and rewarding volunteers for their
contribution and performance. This includes ongoing recognition through formal and
informal methods.
E – Evaluation: The process of determining how well volunteers are doing in their role,
providing useful feedback, assisting volunteers in achieving personal goals, and learning
strategies from the volunteers themselves to improve their role and the organization.
This includes evaluation to create, adapt, and expand organizational volunteer delivery systems.

11. Process for making decisions
Organizational chart
Communication
Process for making decisions
Authority
Define Roles
But how do we make this happen? To administer, or oversee, the system that includes volunteer development and volunteer management, the ISOTURE model provides 4-H and other organizations a comprehensive system for working with volunteers.
I – Identification: The process of finding people who have the competence and
attitude essential to fill specific leadership positions. This includes the identification of
county 4-H program needs and the volunteer roles to meet those needs, targeted
recruiting for volunteers, identifying potential volunteers, and completion of a volunteer
application.
S – Selection: The process of studying the background of prospective volunteers
identified and motivating them to fill selected positions. This includes screening
potential volunteers, reference checks, interviews, and matching volunteers to needed
roles.
O – Orientation: The process of orienting volunteers to the expectations of the 4-H
Youth Development Program and their volunteer role. This includes new volunteer
training and support.
T – Training: The process of stimulating and preparing volunteers to acquire
knowledge and to develop attitudes and skills necessary to enable them to be
successful in their volunteer roles. This includes ongoing training through a variety of
delivery methods.
U – Utilization: The process of providing the opportunity for volunteers to put acquired
knowledge and skills into action in the most appropriate way so as to function in a supportive
environment. This includes support for volunteers to actively carry out responsibilities
and providing opportunities for mentoring by other volunteers and paid staff.
R – Recognition: The process of recognizing and rewarding volunteers for their
contribution and performance. This includes ongoing recognition through formal and
informal methods.
E – Evaluation: The process of determining how well volunteers are doing in their role,
providing useful feedback, assisting volunteers in achieving personal goals, and learning
strategies from the volunteers themselves to improve their role and the organization.
This includes evaluation to create, adapt, and expand organizational volunteer delivery systems.

12. Sample County 4-H Organizational Chart
RP Extension educator, VPD Extension educator
County 4-H Program Coordinator
County 4-H Federation
Executive Board
County Committees
Program Development Committees
Science & Technology
Animal Science
Shooting Sports
Arts-In
Operations Committees
Financial Management
Marketing
Food Stand
Special Committees
Endowment Creation
100th Fair Anniversary
County Fair Improvement
4-H Afterschool
G.I.R.L.S.
Creative Clovers
Middle School programs
Community Clubs
Oakmound
Bloomfield Cloverleaves
Busy Riders
Hegne Hustlers
Lucky Shamrocks
Site-based Clubs
Summer Survivor
Boys & Girls Club partnership
Project Clubs
Lego Robotics
Photography
County Programs
Youth Leadership
Camping
4-H Adventures
An organizational chart is a useful tool for volunteer administration, as it provides a visual of how all parts of a 4-H program are connected. It shows:
Communication: It is a pictorial view of the parts, tells a story about what is important.
Process for making decisions: It is about who is responsible in making decisions: Is there a chain of approval needed before the final step? Do all parts follow the same process?
Authority: Who or what position has the final say? Is it the PC, RP, VPD, middle manager volunteer, 4-H Council, or Extension Center for Youth Development? Are there some things the individual or a specific group has the final say over? Might this be a photography PDC, or a committee chair, or a 4-H project volunteer?
And finally, it defines roles: What roles are there? What is each role responsible for? What are the titles of positions?
Here’s a Sample Organizational Chart to get you started.
The boxes above the line are given—that is, they should be part of every county’s organizational chart. They show the connection between the staff, a county Federation or Council, and the work of the program—in this case, committees, clubs, and programs. The boxes below the line reflect the uniqueness of each county 4-H program.
At the Federation/Council meeting where the Growing 4-H Opportunities process is presented, you’ll walk through this process with volunteers. This is another step in furthering the volunteer system to help your county reach its program priorities.

13. Resources
Extension Center for Youth Development Intranet
There are many resources available to deepen your understanding and learning of volunteer systems and how to implement and support them in your county.
Check out the Volunteerism in the Next Generation website for:
VNG Fact Sheets
National Framework for 4-H Volunteerism
Volunteerism Domain: Professional Research, Knowledge, and Competencies (PRKC)
Volunteer Research, Knowledge, Competency: Taxonomy for 4-H Youth Development
National 4-H Learning Priorities: Volunteerism for the Next Generation (Knowledge and Skill Rubric and Syllabus)
And don’t forget our own Minnesota 4-H staff-only site with volunteer screening, training, and support tools. Also, be sure to have conversations with Extension Educators for Volunteer Systems about other resources they may have.

14. Thank you!
Thanks for taking time to learn more about Volunteer Systems. As you continue to work with others to strengthen the system in your county, know that the result will be positive youth development programs that meet the needs and interests of young people.
AUTHORED BY:
Rebecca Harrington, Extension Educator, Center for Youth Development
Barbara Piehl, Extension Educator (retired), Center for Youth Development
Judith Conway, Extension Educator, Center for Youth Development