1. Return to the Basics: 4-H 101 “Effectively Utilizing Volunteers” CES Staff Development Series Tuesday, October 4, 2005, 9:30-11:30 a.m. IP Video Presentation by Steve McKinley mckinles@purdue.edumckinles@purdue.edu; 765-494-8435 mckinles@purdue.edu

2. 4-H 101 Series CSREES/USDA, Army National Guard & Air Force Reserve CSREES/USDA, Army National Guard & Air Force Reserve Designed to help military families & personnel better understand 4-H Designed to help military families & personnel better understand 4-H 4-H Military and Operation: Military Grants 4-H Military and Operation: Military Grants

3. 4-H 101 Series Includes… Effectively Utilizing Volunteers (10/4) Effectively Utilizing Volunteers (10/4) Starting and Maintaining 4-H Clubs (11/15) Starting and Maintaining 4-H Clubs (11/15) Expanding 4-H Opportunities (12/13) Expanding 4-H Opportunities (12/13) Characteristics of Positive Youth Development & Life Skill Development (1/10) Characteristics of Positive Youth Development & Life Skill Development (1/10) 4-H Purpose, History, and Structure (2/14) 4-H Purpose, History, and Structure (2/14) Conflict Management Techniques (3/14) Conflict Management Techniques (3/14)

4. IP Video Logistics Mute microphone when not talking Mute microphone when not talking Wait for break or invitation to make comment or ask questions Wait for break or invitation to make comment or ask questions Remember there is a slight delay between picture and sound Remember there is a slight delay between picture and sound

5. IP Video Logistics cont’d. Disconnected? Contact the AgIT Help Desk at 765-494-8333 Disconnected? Contact the AgIT Help Desk at 765-494-8333 Provide feedback to: Steve at 765- 494-8435, or mckinles@purdue.edu Provide feedback to: Steve at 765- 494-8435, or mckinles@purdue.edumckinles@purdue.edu

6. “Effectively Utilizing Volunteers”

7. Objectives of Program 1. Identify trends, benefits, and limitations of volunteers. 2. List and define the 7 components of the ISOTURE model.

8. Sources of Volunteer Information “Indiana 4-H Youth Program Policies and Procedures” Notebook (Orange) “Indiana 4-H Youth Program Policies and Procedures” Notebook (Orange) –Volunteer Management, p. 1-24 –Volunteer Management Forms, p. 1-31 –Financial Management Policies, p. 2-6 –Financial Management Forms, p. 2-8 “Indiana 4-H Youth Program Liability and Insurance for Volunteers” presented by Renee McKee (10/2005) “Indiana 4-H Youth Program Liability and Insurance for Volunteers” presented by Renee McKee (10/2005)

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

10. History of 4-H Volunteers 4-H Leader training was held in every county in the 1930’s 4-H Leader training was held in every county in the 1930’s 1939: 2,828 local leaders 1939: 2,828 local leaders 2004: 13,180 adult and 4,826 youth volunteers for 303,875 youth in the Indiana 4-H Program. 2004: 13,180 adult and 4,826 youth volunteers for 303,875 youth in the Indiana 4-H Program.

11. National Volunteerism Volunteer contributions worth $17.19 per hour. Volunteer contributions worth $17.19 per hour. Nationwide volunteers donated time valued at $239 billion. Nationwide volunteers donated time valued at $239 billion. 44 percent of adults volunteer. 44 percent of adults volunteer. 83.9 million adults volunteer; equivalent of over 9 million full-time employees 83.9 million adults volunteer; equivalent of over 9 million full-time employees Source: Independent Sector

12. Benefits of Volunteers Point of local contact for 4-H members Point of local contact for 4-H members Historical perspective of the program; may have been members themselves Historical perspective of the program; may have been members themselves Great network of contacts – for people, donations, etc. Great network of contacts – for people, donations, etc. Know who to contact; typically well- respected by the community Know who to contact; typically well- respected by the community

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

14. Youth need volunteers who… Care about them; Care about them; Let them know they are valued; Let them know they are valued; Provide opportunities for them to make decisions and try out ideas; Provide opportunities for them to make decisions and try out ideas; Show confidence in their ability; Show confidence in their ability; Help them develop new skills; Help them develop new skills;

15. Youth need volunteers who… Communicate realistic, appropriate, and positive expectations; Communicate realistic, appropriate, and positive expectations; Listen to them; Listen to them; Spend time with them; Spend time with them; Recognize their efforts, achievements, and special qualities; and Recognize their efforts, achievements, and special qualities; and Serve as good role models. Serve as good role models.

16. Sharing of Volunteer Success Stories

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

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

19. ISOTURE Model One method to effectively utilize volunteers Identification Identification Selection Selection Orientation Orientation Training Training Utilization Utilization Recognition Recognition Evaluation Evaluation

20. I. Identification Questions to consider: What role do I have that a volunteer could fill? What role do I have that a volunteer could fill? What specifically will this volunteer be doing? What specifically will this volunteer be doing? Is there a current volunteer who could fill that role? Is there a current volunteer who could fill that role? What characteristics or skills should the person in this position possess? 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? 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? Where can I look or who can I contact to find a volunteer for this role?

21. Position Descriptions List of written responsibilities List of written responsibilities Defines expectations Defines expectations NOT job descriptions (implication of payment or benefits) NOT job descriptions (implication of payment or benefits) Sample descriptions in Policies and Procedures (Vol. Mgmt Forms, p. 16-31) Sample descriptions in Policies and Procedures (Vol. Mgmt Forms, p. 16-31)

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

23. Volunteer Sources Consider new sources as audiences and programs change Consider new sources as audiences and programs change Options: Options: –4-H Alumni –Senior Centers –Local Government Officials –4-H Parents –Parent Teacher Associations/Organizations

24. From what sources have you found volunteers for your program?

25. II. Selection Questions to consider: Are there segments of our 4-H population that are not represented by volunteers? Are there segments of our 4-H population that are not represented by volunteers? How do I recruit volunteers for the 4-H program? How do I recruit volunteers for the 4-H program? What procedures do I follow to select volunteers? What procedures do I follow to select volunteers? What behaviors are crucial for the volunteers selected? What behaviors are crucial for the volunteers selected? What happens if I have volunteers who are having difficulties fulfilling their responsibilities? 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 – are they similar? Consider the demographics of your volunteers and the members in the program – are they similar? Are all segments of your community represented with volunteers in your program? 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? If not, is this affecting your ability to recruit members from this population?

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

28. What volunteer recruitment methods have you found to be effective?

29. Volunteer Screening Why? 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.

30. Who completes process? All individuals who wish to volunteer with the program are included in the screening 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. 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). Extension Staff members are also encouraged to complete the process (to show that we all support the procedures).

31. What behaviors are addressed? Source: 4-H 783 & 4-H 785 (Vol Mgmt Forms, p. 1 & 12) Follow rules and guidelines established by Purdue Extension, including those related to child abuse and neglect. Follow rules and guidelines established by Purdue Extension, including those related to child abuse and neglect. Be a positive role model for youth. Be a positive role model for youth. Be courteous, respectful, and truthful; exhibit good sportsmanship; handle conflict reasonably. Be courteous, respectful, and truthful; exhibit good sportsmanship; handle conflict reasonably. 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. 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.

32. What behaviors are addressed? Ensure equal access to programs. 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. Understand that physical and verbal abuse and criminal acts are not a part of the 4-H Youth Development program. 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. 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. Operate machinery and equipment in a responsible manner; treat animals humanely; use technology appropriately.

33. Steps to complete: Applicant states desire to volunteer Applicant states desire to volunteer Educator sends cover letter, 4-H 783, and 4-H 784 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) Educator starts a confidential file for applicant (each volunteer should have a separate, individual file) Completed application returned Completed application returned Educator completes reference checks Educator completes reference checks

34. Steps to complete: Educator conducts database searches Educator conducts database searches –Indiana Sheriff’s Sex Offender Registry http://www.indianasheriffs.org/default.asp http://www.indianasheriffs.org/default.asp http://www.indianasheriffs.org/default.asp –Indiana Criminal Justice Institute https://secure.in.gov/serv/cji_sor https://secure.in.gov/serv/cji_sor https://secure.in.gov/serv/cji_sor –Limited Criminal History Search https://secure.in.gov/apps/isp/lch/ https://secure.in.gov/apps/isp/lch/ https://secure.in.gov/apps/isp/lch/ Educator places successfully-screened volunteer in appropriate position Educator places successfully-screened volunteer in appropriate position Educator sends acceptance letter, 4-H 785, and position description Educator sends acceptance letter, 4-H 785, and position description

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

36. Role of Policy-Making Board Support Educator’s role in the volunteer screening process. Support Educator’s role in the volunteer screening process. Assist Educator with encouraging all current volunteers to sign Adult Behavioral Expectations (ABE) form. Assist Educator with encouraging all current 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. Document in writing any incidents brought to your attention regarding volunteer performance; submit to Educator in a timely manner.

37. Role of Policy-Making Board Realize Educators cannot work on hearsay. Realize Educators cannot work on hearsay. Establish procedure to follow when behavioral expectations are not followed that is fair to all parties involved. 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. 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.

38. Confidentiality Issues Inform all persons involved in volunteer screening process of the importance of confidentiality. Inform all persons involved in volunteer screening process of the importance of confidentiality. 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. 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 (rejection) must be treated confidentially. Only authorized persons should discuss questionable applicants. Discretion and privacy must be used when screening and discussing applicants. All information about applicants’ acceptance (rejection) must be treated confidentially. Only authorized persons should discuss questionable applicants. Discretion and privacy must be used when screening and discussing applicants.

39. Confidentiality Issues An applicant may access materials he/she has completed, but not materials provided by others (e.g., reference checks). 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 if proper criteria are met. Contact Purdue CES Administration for assistance if such a request is made. Open records laws allow anyone requesting information on an applicant to access all information in that person’s file if proper 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. Any person who permits or encourages unauthorized disclosure of confidential information obtained from background checks can be charged with a misdemeanor.

40. Dismissal of Volunteers Done only as last resort. Done only as last resort. Maintain contact throughout the year to help resolve issues as they arise. Maintain contact throughout the year to help resolve issues as they arise. Consider reassignment, retraining, revitalizing, or referring before dismissal. Consider reassignment, retraining, revitalizing, or referring before dismissal. Follow specific guidelines if dismissal becomes necessary. Follow specific guidelines if dismissal becomes necessary.

41. 10-Minute Break

42. III. Orientation Questions to consider: What will the volunteer need to know to successfully work in the 4-H Program? 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? What is the best method and timing to complete this orientation?

43. Orientation Basics Ensure expectations of volunteer and organization are met. Ensure expectations of volunteer and organization are met. Amount will vary depending upon individual’s needs. Amount will vary depending upon individual’s needs. Caution: don’t assume volunteer knows all about 4-H. Caution: don’t assume volunteer knows all about 4-H.

44. Orientation Basics cont’d. Schedule orientation within two weeks of acceptance at a time convenient for volunteer. Schedule orientation within two weeks of acceptance at a time convenient for volunteer. Hold at Extension Office where 4-H information is located. Hold at Extension Office where 4-H information is located. One-on-one meeting is usually best. One-on-one meeting is usually best. Source: 4-H 680 “A Vision for Volunteers” Source: 4-H 680 “A Vision for Volunteers”

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

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

47. IV. Training Questions to consider: How can I best meet volunteers’ information needs? How can I best meet volunteers’ information needs? What information needs to be shared with the volunteers? What information needs to be shared with the volunteers? What methods can be used to share information with volunteers? What methods can be used to share information with volunteers? Where can I find examples of successful training methods? Where can I find examples of successful training methods? What competencies do volunteers need to fulfill their roles? What competencies do volunteers need to fulfill their roles?

48. Training Basics Volunteers have limited time to receive training. Volunteers have limited time to receive training. New technology is available that can change the way we deliver information to our volunteers. New technology is available that can change the way we deliver information to our volunteers. Consider methods that can meet their individual needs. Consider methods that can meet their individual needs.

49. Training Topics Possible topics to include: Possible topics to include: –Methods to communicate with youth –General procedures for the 4-H Program; highlight program changes –Suggestions for involving parents and other volunteers –Involving youth in club leadership –Opportunities for service to the community –Program planning suggestions –Characteristics of positive youth development

50. Training Topics cont’d. –General liability and safety issues –Methods to recognize member accomplishments –Evaluation of club activities –Financial accountability –Volunteer Competency Study –4-H 101 Sessions –Other? (be sure to meet local needs)

51. Training Methods Traditional delivery methods Traditional delivery methods –Face-to-Face meetings Typically held at 4-H Fairgrounds or County Extension Office Typically held at 4-H Fairgrounds or County Extension Office Volunteers from community and project clubs are typically invited Volunteers from community and project clubs are typically invited Purpose: share current information related to County 4-H activities and events Purpose: share current information related to County 4-H activities and events May be held monthly or periodically throughout the year. May be held monthly or periodically throughout the year.

52. Traditional Methods cont’d. –Area meetings Typically an evening or Saturday program held for counties within an Extension area Typically an evening or Saturday program held for counties within an Extension area May be centered around a general theme May be centered around a general theme Opportunities to take information back home to share with others. Opportunities to take information back home to share with others.

53. Traditional Methods cont’d. –Volunteer Conferences and Forums State or regional-based State or regional-based Involve numerous volunteers and presenters over a 2-4 day period Involve numerous volunteers and presenters over a 2-4 day period Volunteers may be involved in the planning of the conference Volunteers may be involved in the planning of the conference

54. Traditional Methods cont’d. –One-on-One Consultation Scheduled by Volunteer and/or Educator Scheduled by Volunteer and/or Educator Provide information specific to volunteer’s needs Provide information specific to volunteer’s needs Often used for new volunteer orientation Often used for new volunteer orientation Let volunteers know the option to meet individually with the Educator is available Let volunteers know the option to meet individually with the Educator is available Some volunteers feel much more comfortable asking questions in this format rather than in a large group Some volunteers feel much more comfortable asking questions in this format rather than in a large group

55. Alternative Training Methods Useful for volunteers who are unable to attend traditional meetings Useful for volunteers who are unable to attend traditional meetings Enables them to obtain the information at a time and place that is convenient for them. Enables them to obtain the information at a time and place that is convenient for them.

56. Alternative Training Methods cont’d. Web-based training modules Web-based training modules –Purdue “Optimizing Potential in 4-H Youth Development” http://www.four- h.purdue.edu/volunteer_training/index.html http://www.four- h.purdue.edu/volunteer_training/index.html http://www.four- h.purdue.edu/volunteer_training/index.html http://www.four- h.purdue.edu/volunteer_training/index.html On-line newsletters On-line newsletters –Colorado 4-H “Leader Line” http://4hweb.ext.colostate.edu/leaderline/04aug.pdf http://4hweb.ext.colostate.edu/leaderline/04aug.pdf http://4hweb.ext.colostate.edu/leaderline/04aug.pdf –Illinois “Leader” http://www.4-h.uiuc.edu/opps/leader.doc http://www.4-h.uiuc.edu/opps/leader.doc http://www.4-h.uiuc.edu/opps/leader.doc

57. Alternative Training Methods cont’d. On-line course On-line course –Missouri “Youth Volunteers…the foundation of youth development” http://4h.missouri.edu/4h-volunteers/ http://4h.missouri.edu/4h-volunteers/ http://4h.missouri.edu/4h-volunteers/ –Minnesota “Adult Volunteer Leader Self- Improvement Series” http://www3.extension.umn.edu/county/she rburne/vls/vlseries.html http://www3.extension.umn.edu/county/she rburne/vls/vlseries.html http://www3.extension.umn.edu/county/she rburne/vls/vlseries.html http://www3.extension.umn.edu/county/she rburne/vls/vlseries.html

58. Alternative Training Methods cont’d. Home study course Home study course –Purdue “Indiana 4-H Leader Guide” series (4-H 682 to 688-W) Two-way video Two-way video Videotaped information Videotaped information Other? Other?

59. What methods have you found to be effective in sharing information with volunteers?

60. V. Utilizing Questions to consider: How can I fully utilize the talents of the volunteers? How can I fully utilize the talents of the volunteers? How can I provide them support throughout the year? How can I provide them support throughout the year?

61. Follow-up with Volunteers Once the volunteers have started their role, keep in contact with them. Once the volunteers have started their role, keep in contact with them. –Personal visit to club meeting/workshop –Phone call/e-mail to check on progress –Note of congratulations and encouragement –Offer assistance as needed

62. Volunteer Mentors Utilize established volunteers to mentor newer volunteers. Utilize established volunteers to mentor newer volunteers. New volunteers can call on their mentors for advice, support, etc. New volunteers can call on their mentors for advice, support, etc. Mentors can visit the new volunteer in action. Mentors can visit the new volunteer in action. Provide mentors with guidance to fulfill this role. Provide mentors with guidance to fulfill this role. Frees Educator to do other tasks. Frees Educator to do other tasks.

63. What experiences have you had with using volunteer mentors?

64. VI. Recognizing Questions to consider: What challenges do volunteers face which might cause them to want positive recognition? What challenges do volunteers face which might cause them to want positive recognition? Why is it important to recognize volunteers? Why is it important to recognize volunteers? What types of volunteer recognition are appropriate? What types of volunteer recognition are appropriate? When should recognition be given? When should recognition be given?

65. Volunteer Rewards & Challenges Most volunteer rewards are intrinsic. Most volunteer rewards are intrinsic. Challenges they experience often seem to overshadow the rewards. Challenges they experience often seem to overshadow the rewards. Volunteers may question why they took on their roles when these challenges become overwhelming. Volunteers may question why they took on their roles when these challenges become overwhelming.

66. Importance of Recognition We all like to have our efforts recognized. We all like to have our efforts recognized. Recognition… Recognition… –Affirms importance of volunteer contributions –Shows appreciation for what may otherwise be a thankless job –Rejuvenates discouraged volunteers

67. Recognition Methods Be creative Be creative Remember the simple things. Remember the simple things. –Place a phone call to a volunteer who has had a particularly successful program or who has shared a concern with you; –Hand write a short note; –Send an e-mail (not as personal, but still shows you are thinking about the volunteer).

68. Recognition Methods cont’d. Involve program participants (members and parents) as a part of the recognition. Involve program participants (members and parents) as a part of the recognition. –Volunteers like to know that those they are serving appreciate their efforts. –Participants have very innovative ideas for recognizing volunteers. They are also excited about planning recognition for volunteers who have helped them.

69. Recognition Methods cont’d. Personalize the recognition. Personalize the recognition. –Certificates or plaques with the volunteer’s name (spelled correctly!) –Recognition gift that is meaningful to the individual volunteer – something they can use or that is of personal interest

70. Recognition Methods cont’d. Additional Recognition suggestions: Additional Recognition suggestions: –Highlight volunteer contributions in a news article, newsletter or other media –4-H Brick – “You are the foundation of our program” –Button – “I’m a 4-H Volunteer” –Leader Survival Kit – items leaders need to “survive” their volunteer role –Certificate of appreciation –Food – pitch-in dinner Other? Other?

71. What types of recognition have you given to your volunteers?

72. Timing of Recognition Recognize volunteers throughout the year – don’t need to wait for any certain time. Recognize volunteers throughout the year – don’t need to wait for any certain time. Celebrate National Volunteer Week – third week in April each year Celebrate National Volunteer Week – third week in April each year Website with recognition ideas for volunteers: http://www.4-h.uiuc.edu/events/volweek.html Website with recognition ideas for volunteers: http://www.4-h.uiuc.edu/events/volweek.html http://www.4-h.uiuc.edu/events/volweek.html Special year-end awards program for all volunteers in the program Special year-end awards program for all volunteers in the program Dedicate one meeting to show your appreciation to other volunteers Dedicate one meeting to show your appreciation to other volunteers

73. VII. Evaluating Questions to consider: Why should we evaluate volunteers? Why should we evaluate volunteers? How should the evaluation be completed? How should the evaluation be completed? How can we get feedback from the volunteers? How can we get feedback from the volunteers?

74. Importance of Evaluation Just like grades in school or an annual performance review for a job, volunteers need to receive feedback. Just like grades in school or an annual performance review for a job, volunteers need to receive feedback. Provides a good opportunity for discussion between the volunteer and Educator. Provides a good opportunity for discussion between the volunteer and Educator. Easy to overlook, but can be crucial to the strength of the overall volunteer program. Easy to overlook, but can be crucial to the strength of the overall volunteer program.

75. Overview of Evaluation Process Schedule a time to review the past year with the volunteer – individually or in small groups. Schedule a time to review the past year with the volunteer – individually or in small groups. Don’t be afraid to talk with your volunteers! Don’t be afraid to talk with your volunteers! They will likely be open to the comments you provide to them. They will likely be open to the comments you provide to them.

76. Steps in Evaluation Process Provide volunteers questions ahead of time that you would like them to address when you meet with them. Provide volunteers questions ahead of time that you would like them to address when you meet with them. Some possible questions are: Some possible questions are: –What went well as you volunteered this year? –What struggles did you experience? –What additional information do you need to complete your responsibilities more effectively?

77. Preparation While the volunteer is preparing for the meeting, you also have some preparation to do. While the volunteer is preparing for the meeting, you also have some preparation to do. –Use 4-H 705-W as a model for giving feedback to volunteers. –Write down constructive comments for the volunteers regarding their performance. Consider both strengths and weaknesses. (The “Sandwich method” works here!)

78. Review Files –Review volunteer files to find… Notes and comments you received on behalf of the volunteers. Share the highlights during the evaluation. Notes and comments you received on behalf of the volunteers. Share the highlights during the evaluation. Parent calls (good and bad) regarding the volunteer and/or the club/project the volunteer works with. Parent calls (good and bad) regarding the volunteer and/or the club/project the volunteer works with.

79. Review Responsibilities –Review the volunteer’s ability to follow through on the commitments that were agreed to during the selection and orientation stages. Consider… Meeting attendance Meeting attendance Training completed Training completed Additional efforts the volunteer made to strengthen abilities Additional efforts the volunteer made to strengthen abilities Other items that the 2 of you discussed Other items that the 2 of you discussed

80. Future Participation At the conclusion of the meeting, ask the volunteer: At the conclusion of the meeting, ask the volunteer: –Are you satisfied with your current roles? –Are there different roles in the organization that you would prefer? –Is it time to move on to other opportunities?

81. Future Participation, cont’d. Volunteers need to know they have your permission to move on. Volunteers need to know they have your permission to move on. Sometimes volunteers feel obligated to the program, and even though they are burned out and need a break, they are reluctant to take one. Sometimes volunteers feel obligated to the program, and even though they are burned out and need a break, they are reluctant to take one.

82. Program Feedback Finally, provide the opportunity for the volunteer to provide you constructive feedback about the 4-H program – be prepared for positive and negative comments! Finally, provide the opportunity for the volunteer to provide you constructive feedback about the 4-H program – be prepared for positive and negative comments! Ask questions such as… Ask questions such as… –How can I be more helpful to you? –What suggestions do you have regarding the 4-H Program?

83. Summary Managing an effective volunteer program is time-consuming and requires significant skills. Managing an effective volunteer program is time-consuming and requires significant skills. The rewards of utilizing volunteers are seen in the development of the youth. The rewards of utilizing volunteers are seen in the development of the youth. Taking time to effectively work with a new volunteer early will pay off in the long run. Taking time to effectively work with a new volunteer early will pay off in the long run.

84. Summary cont’d. Use a systematic method like the ISOTURE Model to develop your volunteer program Use a systematic method like the ISOTURE Model to develop your volunteer program –Identification –Selection –Orientation –Training –Utilization –Recognition –Evaluation

85. Volunteer’s 4-H Pledge I pledge my Head to give children the information I can, to help them see things clearly and to make wise decisions. I pledge my Head to give children the information I can, to help them see things clearly and to make wise decisions. I pledge my Heart to encourage and support children no matter whether they have success or disappointments. I pledge my Heart to encourage and support children no matter whether they have success or disappointments. I pledge my Hands to help children's groups; if I cannot be a leader, I can help in many equally important ways. I pledge my Hands to help children's groups; if I cannot be a leader, I can help in many equally important ways. I pledge my Health to keep children strong and well for a better world through 4-H, for children's groups, our community, our country, and our world. I pledge my Health to keep children strong and well for a better world through 4-H, for children's groups, our community, our country, and our world.

86. Questions ???

87. Next 4-H 101 Program: “Starting and Maintaining 4-H Clubs” Tuesday, November 15, 2005, 9:30-11:30 a.m.

88. Thank you for your participation!!!