1. WELCOMING CENTER for NEW PENNSYLVANIANS Developing an Effective Volunteer Tutor Program Presented by Jesse James, Volunteer Tutor Coordinator The Welcoming Center for New Pennsylvanians Tutors of Literacy June 16 th 2015

2. WELCOMING CENTER for NEW PENNSYLVANIANS Let’s Practice the Go To Meeting Tools DRAW HERE: NOW IN THE CHAT BOX, TYPE IN YOUR FAVORITE ICE CREAM FLAVOR

3. WELCOMING CENTER for NEW PENNSYLVANIANS Today’s Agenda Objective: Discuss the steps for implementing an effective tutoring program Topics – Job Descriptions – Recruitment Materials – Tools for Screening and Selecting Volunteers – Training and Orientation – Monitoring Process – Managing Volunteers Using your Drawing Tool, please put a check next the TWO topics you’d most like to discuss

4. WELCOMING CENTER for NEW PENNSYLVANIANS Getting To Know You Please introduce yourself by typing in the Chat Box: Your name, organization, and role

5. WELCOMING CENTER for NEW PENNSYLVANIANS The Welcoming Center for New Pennsylvanians Who We Are: Independent nonprofit economic development organization Mission: Promote immigrant participation in Philadelphia’s political, social, and economic life Programs : Education and Training, Small Business Development, Gateway Jobs, and Immigrant Professionals, Students: over 300 students from 116 countries with more than 60 languages yearly Volunteers: 70+ volunteers with over 2,000 hours donated yearly

6. WELCOMING CENTER for NEW PENNSYLVANIANS Initial Considerations: Needs Assessment Who are your students? What do your students need? What are your organizational needs? What are your organizational requirements? How can tutors help meet both the students’ needs and the organizational needs?

7. WELCOMING CENTER for NEW PENNSYLVANIANS Step 1: Job Descriptions Classroom Assistants, One On One Tutors, Volunteer Small Group Instructors Organizational/Program Overview Qualifications Duties and Responsibilities Expectations

8. WELCOMING CENTER for NEW PENNSYLVANIANS Example from the Welcoming Center: Classroom Assistant Job Description Qualifications: Fluent in English speaking, reading and writing Experience working in a multicultural environment Preference for someone with educational background or life experience Demonstrate ability to work successfully with students and problem-solving skills Expectations: Minimum of one semester commitment Attend all class sessions and training activities Professional behavior and sense of responsibility Cultural sensitivity to a wide range of life experiences Adhere to and uphold the Welcoming Center’s mission statement, policies and goals Duties and Responsibilities: Prepare lesson materials and activities as directed by the instructor Monitor students’ work during the lesson Provide individual tutoring with students that require extra help (as indicated by the instructor) which may include any of the following:  Studying for a Naturalization Examination  Conducting a job search  Writing a resume  Practicing phonics or literacy skills  Reviewing missed classroom lessons  Holding mock job interviews  Other tasks as needed Administrative duties such as photocopying and making and/or organizing classroom aides Other tasks as assigned

9. WELCOMING CENTER for NEW PENNSYLVANIANS Your Program Please take a minute to think about your Tutor Program and your needs. – What is one way you can improve in this area? – If you would like to share any thoughts on this topic, please type your name into the chat box

10. WELCOMING CENTER for NEW PENNSYLVANIANS Initial Considerations: Recruitment of Volunteers What are the potential motives for your volunteers? Who would gain from volunteering with you? Where will you find volunteers that meet your requirements?

11. WELCOMING CENTER for NEW PENNSYLVANIANS Post Card Introductory email Informational Flyer (“Fact Sheet”) Step 2: Recruitment Materials

12. WELCOMING CENTER for NEW PENNSYLVANIANS Example from the Welcoming Center: Recruitment Post Card

13. WELCOMING CENTER for NEW PENNSYLVANIANS Example from the Welcoming Center: Tutoring Fact Sheet Our Students Adult Learners English Language Learners Work-Authorized Immigrants Originate from countries around the world Variety of work, life and educational experiences Classes Offered* Vocational Literacy (Job Readiness), English as a Second Language, Citizenship and Civics, GED, Literacy Class Days and Times M/W/F 9:00-12:00 M/W/F 1:00-4:00 T/Th 9:00-12:00 T/Th 1:00-4:00 M/W 6:00-9:00 PM Tutoring Activities and Expectations Assist teacher in classroom or work one-on-one with students that require extra help Study with a student for the Naturalization Exam to become a US citizen Help a student write their resume Practice for a job interview Administrative duties such as photocopying and helping to make classroom aides Minimum of one semester commitment Attend all classes and training activities Professional behavior and sense of responsibility Cultural sensitivity to a wide-range of life experiences Contact Information Jesse James, jesse@welcomingcenter.org

14. WELCOMING CENTER for NEW PENNSYLVANIANS Your Program Please take a minute to think about your Tutor Program and your process and materials for recruitment. – What is one way you can improve in this area? – If you would like to share any thoughts on this topic, please type your name into the chat box

15. WELCOMING CENTER for NEW PENNSYLVANIANS What criteria do you want to set for your volunteers? What is the environment of your program and what do you need to have to be successful in that environment? What skills do you want volunteers to have in order to be successful with your students? Initial Considerations: Selection of Volunteers

16. WELCOMING CENTER for NEW PENNSYLVANIANS Application Interview Rubric Step 3: Screening Tools

17. WELCOMING CENTER for NEW PENNSYLVANIANS Example from the Welcoming Center: Application and Interview Questions Application Questions: Skills and Experience Other languages spoken (if any) and level of proficiency. What experiences do you have that have prepared you for this volunteer position? What do you hope to gain from this volunteer experience? Interview Rubric Welcoming Center services Goals of applicant: How did you hear about the Welcoming Center and why would you like to volunteer here? Situational question: o You are working with a student who is learning how to read and write. What are some techniques you can use with them? Role of volunteers Teaching/Tutoring/Volunteering experience o Have you done any previous volunteering? What did you enjoy about that experience?

18. WELCOMING CENTER for NEW PENNSYLVANIANS Your Program Please take a minute to think about your Tutor Program and your screening tools. – What is one way you can improve in this area? – If you would like to share any thoughts on this topic, please type your name into the chat box

19. WELCOMING CENTER for NEW PENNSYLVANIANS Working with Volunteers: Training What training is appropriate for each type of volunteer? What makes more sense for you: Group or individual training? What is the difference between Orientation and Training? What documents will you have for new volunteers?

20. WELCOMING CENTER for NEW PENNSYLVANIANS Step 4: Training and Orientation Materials Group Orientation and Training for Classroom Assistants Individual subject-specific training for Volunteer Instructors New Volunteer Forms: – Volunteer Handbook – Time Sheet – Non-Disclosure Agreement

21. WELCOMING CENTER for NEW PENNSYLVANIANS Example from the Welcoming Center: Orientation Orientation Topics: – Introduction to staff and overview of programs – Ice Breaker – History of the Welcoming Center – Our guiding principles, learners, and goals – Expectations of volunteers and classroom rules – Philosophy of teaching and principles of teaching adults – Working in a multi-cultural environment – Tutoring tips – Working on reading skills – Creating resumes – Games for learning

22. WELCOMING CENTER for NEW PENNSYLVANIANS Your Program Please take a minute to think about your Tutor Program and your orientation and training materials and process. – What is one way you can improve in this area? – If you would like to share any thoughts on this topic, please type your name into the chat box

23. WELCOMING CENTER for NEW PENNSYLVANIANS Working with Volunteers: Monitoring Who will provide feedback to volunteers? How often do you want to check in with your volunteers? Do formal or informal methods of giving feedback work for your environment? How will you measure your volunteers’ progress/success with students?

24. WELCOMING CENTER for NEW PENNSYLVANIANS Step 5: Monitoring Process Classroom observations conducted by all staff for Volunteer Instructors – Instructor Observation Forms completed – Tutor Coordinator reviews form with volunteer Informal feedback provided by all appropriate staff Tutor Session Logs completed by One On One Tutors

25. WELCOMING CENTER for NEW PENNSYLVANIANS Example from the Welcoming Center: Evaluation of Volunteer Form Professionalism – Encourages workplace preparation, office-appropriate manner (including dress, language and use of technology), handles difficult situations diplomatically Responsibility – On time, good communication with staff, desire to help Effectiveness – Desire to learn and improve, works well with instructor, completes tasks on time Interaction with students – Friendly, patient, professional, helpful, resolves conflicts Cultural sensitivity – Respects all people’s dignity, open to learning about new cultures

26. WELCOMING CENTER for NEW PENNSYLVANIANS Your Program Please take a minute to think about your Tutor Program and your monitoring process. – What is one way you can improve in this area? – If you would like to share any thoughts on this topic, please type your name into the chat box

27. WELCOMING CENTER for NEW PENNSYLVANIANS Working with Volunteers: Managing Volunteers How can you help to motivate your volunteers? How will you meet the various needs of your volunteers? How will you handle difficult volunteers? Are you willing to provide references and/or written recommendations for your volunteers?

28. WELCOMING CENTER for NEW PENNSYLVANIANS Step 6: Develop an Approach Recognize tutors and say thank you Understand tutors’ individual motivations Exit interviews to collect volunteers’ feedback Just because the help is free doesn’t mean you need to take it!

29. WELCOMING CENTER for NEW PENNSYLVANIANS Example from the Welcoming Center: Exit Interview Questions #1 What was the best thing about working here? (This can be a story about a student, or a particular moment you enjoyed or just something in general.) #2 What was the biggest challenge working with our students? What did you do to overcome it and how did you succeed? #3 What was something you wished you had known before you started volunteering?

30. WELCOMING CENTER for NEW PENNSYLVANIANS Your Program Please take a minute to think about your Tutor Program and your approach to managing volunteers. – What is one way you can improve in this area? – If you would like to share any thoughts on this topic, please type your name into the chat box

31. WELCOMING CENTER for NEW PENNSYLVANIANS Next Steps Please think about your volunteer program and identify… – One thing that has SQUARED for you – One new ANGLE you learned – One thing that is CIRCLING around your head When you are ready to share, please type your name into the comment box

32. WELCOMING CENTER for NEW PENNSYLVANIANS Jesse James Volunteer Tutor Coordinator 215-825-7760 jesse@welcomingcenter.org jesse@welcomingcenter.org 1617 John F. Kennedy Blvd. Suite 555 Philadelphia, PA 19103 (215) 557-2626 www.welcomingcenter.org