Max A. Shacknai Center for Outreach, Volunteerism and Education
Volunteer Team Policies and Procedures
Updated 7/16/2013
Liability:
Team Leaders must exercise due diligence in ensuring their volunteer team complies with necessary
University liability policies to protect himself/herself, team members, the Max Shacknai COVE and the
University from legal action. Leaders will work closely with their Advisors to ensure compliance with
larger university polices and the University Office for Risk Management.
At the start of each semester, ALL Team Members must complete an “Assumption of Risk/Release of
Liability Form” [see A for an example]. This form is available electronically and every attempt to should
be made to complete it electronically. Paper forms should be given to the director for COVE records. No
student can engage in service before the document is completed. If a student wishes to participate in
more than one team, only one form is needed noting all of the teams in which a student plans to
participate.
In addition, each member should be given the appropriate emergency contact numbers to contact for
each site. The first point of contact for any emergency incident should be campus safety. The team
advisor and community partner should also be notified. Advisors should provide team leaders with an
advisor emergency contact number and a community partner emergency contact number. If a Colgate
student volunteer is injured while participating a COVE program, Colgate will contact the emergency
contact listed on the student’s liability form if the situation warrants such notification.
Emergency - 911
Colgate Campus Safety - 315.228.7333
COVE Main Office - 315.228.6880*
*M-F, 8am - 3pm
Teams wishing to bring minor community guests onto campus for events should obtain a permission slip
a week before the event [see B for an example]. If guests will need to park on campus, Campus Safety
must be informed and a parking pass obtained.
Team Planning:
Team Leaders should work with the team’s advisor at the start of the year to lay out the team’s goals,
action plans and budget. Teams should complete the planning form [see C for an example] to refer to
throughout the year. Teams should evaluate how much budget funding they need at the beginning of the
fall and spring semesters. Budgets will be allocated from the BAC in 2 installments, one in the fall and
one in the spring. Teams must work with their advisor to complete their planning forms with appropriate
budget requests by the end of the second week of classes of each semester. Teams are allowed to
request $50 per semester for food for team meetings. Mileage reimbursement should be calculated
using the Colgate approved rate of $.565 per mile.
Teams are responsible for tracking their own budgets with the help of your advisor, and each Leader is
encouraged to appoint a Team Treasurer at the start of the year to maintain the group’s account. Teams
CANNOT submit additional requests to the BAC for funding. A team can, however, collaborate with
another non-COVE student organization as long as both organizations are equal partners in executing
the event.
Advisors have plenty of planning templates available if those tools are helpful in your team planning.
In order to access budget funds, vouchers are preferred. Team leaders should work with the advisor to
plan an appropriate schedule for accessing vouchers. Students should determine how many vouchers
they will need to purchase the fundraising items before hand, acquire the appropriate number, and return
the receipts to their Advisor accordingly. Itemized receipts are required to accompany every voucher.
Transportation:
Transportation to service sites is available through the Colgate vehicle fleet. Students must complete a
two-hour van licensing course and a driving test. A one-hour refresher course is required for those who
have not been certified in the last year. Campus Safety offers these courses periodically. Students must
register before the course, have a valid United State driver’s license, and have no moving violations on
their records. Advisors may reserve vehicles for Colgate-approved students to use from the fleet.
The Max Shacknai COVE strongly encourages students to utilize the Colgate vehicle fleet for
transportation to service sites, especially when transporting fellow students. Personal vehicles are
permitted, but the driver operates their vehicle at their own risk and under their own insurance policy.
The Max Shacknai COVE reimburses students driving their personal vehicles only to service sites
outside of Hamilton. Mileage reimbursement should be calculated using the Colgate approved rate of
$.565 per mile.
All students are not permitted, under any circumstance, to transport anyone associated with the
community partner with which a group is working, including children the group may be tutoring or
mentoring.
The driver determines whether the road conditions are safe enough to travel on. If weather does not
permit travel to a service site, students must notify the Advisor, the Site Supervisor, and Buildings and
Grounds (if rented Colgate vehicle is not used).
Mileage Reimbursements:
Students driving their own vehicles should submit mileage reimbursements for service travel at least
once a month to Advisors. Submissions should be made on a Team Mileage Reimbursement Form [see
D for an example]. Students not abiding by this policy cannot be assured they will receive their
reimbursement. All mileage reimbursements must be submitted by May 1st.
Catered Social Events for Teams:
Teams can only budget for one catered social event for their team each semester, which cannot exceed
$50. Social events can be a tool for team bonding, but the Max Shacknai COVE will only provide funding
for two per academic year. We encourage teams to think about low cost alternatives for team
development activities.
Printing and Copying:
For black and white print jobs over 30 pages in length or 10 pages in color, the university’s printing office
should be used instead of the Max Shacknai COVE’s printer and/or copier. A printer request form can be
obtained and completed by your Advisor for such jobs. Any color printing needs prior Advisor approval.
Off-Campus Businesses:
All Max Shacknai COVE members should treat off-campus businesses with respect. Please plan ahead
when using local businesses and provide them with enough time to be able to assist you. A good rule of
thumb is providing at least a week’s notice for catering or reservations. Please be sure to provide all
information needed when placing an order, including contact information for only one person who will be
easy to contact, method of payment and all relevant order and delivery information.
Hamilton merchants are not to be solicited for donations by Max Shacknai COVE Teams, in order to
protect them from an onslaught of requests from similar groups.
T-Shirts:
T-shirts should be sold on a pre-order basis only. If the t-shirts are meant to serve as publicity for an
event, teams should plan accordingly. For fundraising purposes, the cost of the item must at least be
able to cover its price. Orders can only be placed once fees are collected and deposited into the
appropriate team account.
Team Leadership:
Teams should always be planning for leadership sustainability. At the start of the year, leaders should
identify when new leadership will need to be brought on board and develop a transition plan. The
advisor should be kept in the loop for all transition changes.
Memorandum of Understanding:
Each year, it is advised that team leaders and advisors meet in person with community partner to review
the Memorandum of Understanding [see E for an example], starting off the year with common goals,
understanding of the partnership, important dates and a common communication plan.
Member Recruitment:
All teams are required to participate in Student Involvement Nights each semester. Each Team will be
provided a table at the Student Involvement Night and a list of sign-up sheets. The Max Shacknai COVE
Interns will collect these lists at the end of the night to make copies. One list will be kept at the Max
Shacknai COVE and the other list will be distributed in the Max Shacknai COVE Team Mailboxes.
To ensure a diverse set of skills and points-of-view, teams must actively work toward building inclusive
teams. Teams must develop a recruitment strategy outside of the Involvement Fair and execute that
strategy throughout the semester.
Assessment and Reaccreditation:
All Teams must assess their work with Team Advisors and Community Partners. Assessments are
conducted at the end the fall semester and the end of the year [see F and G for examples]. All Teams
will be reviewed annually for meeting their established goals based on the Team’s end of semester
reports, advisor reflections and community partner survey. If a Team is deemed to be not fulfilling the
goals of the Team, the team may enter into a probationary phase to last at least one semester. Under a
probationary phase, a team continues to function as it normally would with additional attention paid by
the Advisor and Team Leaders to goal attainment of the team. At the end of the probationary period, the
team will be re-evaluated to determine if the team should 1) be fully reinstated, 2) continue in a
probationary phase or 3) disbanded. These actions will be determined in consultation with the Advisor,
Director of the Max Shacknai COVE and the Community Partner.
During the assessment process, Team Leaders must document and record an accurate figure on the
number of active Team Members they have and the number of service hours logged by those Members.
Team Leaders must work with their Advisor to determine an efficient system for acquiring the
appropriate, accurate documentation.
Team leaders should work with the team members to develop an efficient system for accurately logging
service hours that can be reported back to the COVE on the end of semester report. Having students
reflect on their service experience is a valuable part of the service process. Teams should work with
their advisor and team members to design intentional reflection points throughout the semester that
provide for important learning opportunities. When possible, please provide any written team leader or
member reflections to the advisor.
Interns and Staff:
Max Shacknai COVE staff will post their office hours on their doors at the start of each semester. Interns
will be available throughout the week to handle inquiries from students who express interested in joining
a COVE team. When an intern talks with an interested student, the intern will complete a Volunteer
Intake Form available in the Max Shacknai COVE and pass that form along to the Advisor to the relevant
Team for follow-up. Advisors should share any Volunteer Intake Forms with the relevant Team Leader
within a week of receiving the form. Team leaders should follow up with the interested student within a
week.
Reserving COVE Spaces:
A Max Shacknai COVE staff member must be contacted in order to reserve the Max Shacknai COVE
Lounge or Lathrop 109 Conference Room. Reservations must be made at least a week in advance and
are subject to room availability.
End of Year Reimbursements:
Those needing reimbursements must have all of their paperwork completed and submitted to their
Advisor before May 1st. Students failing to claim reimbursements before the end of the school year will
not be guaranteed to receive the amount in full.
Weekly Advisor Meetings:
Team leaders are required to attend weekly Advisor meetings. A schedule of topics and deadlines will
be distributed to Team Leaders at the start of each semester [see H for an example]. When a student
cannot make the meeting, she or he should provide 24 hours prior notice to the Advisor unless an
emergency situation arises. For groups possessing multiple leaders, each individual should be
responsible for contacting the Advisor unless other arrangements are made.
If leaders miss one meeting without prior contact, a Team Leader will receive a verbal reminder of the
Max Shacknai COVE policy on Advisor meetings. Leaders who miss two meetings will be sent an e-mail
warning emphasizing the importance of the Advisor meetings. In the event of three missed meetings, an
e-mail message informing the leadership that steps will be taken to replace the student unless they
recommit to the program [see I for an example]. After a fourth missed meeting, the leadership will be
replaced by another group member.
New COVE Teams:
Requests for new Teams should follow the steps laid out in the “Steps for New Max Shacknai COVE
Teams” [see J for an example]. For the first academic year, the initiative will be considered a Max
Shacknai COVE Pilot Team, with an assessment at the end of the term determining whether it will
become a fully functioning team. A newly created team will remain in pilot form for at least one year.
COVE Expectations:
All Max Shacknai COVE staff and volunteers are expected to uphold a number of standards throughout
their involvement with the Max Shacknai COVE. Document K outlines the baseline expectations for
each role associated with the Max Shacknai COVE. Please refer to this document to fully understand
the expectations for your respective role.
[A]
Colgate University
Max Shacknai Center for Outreach, Volunteerism and Education
Assumption of Risk/Release of Liability
I, __________________________________, desire to join the Max Shacknai Center for Outreach,
Volunteerism and Education’s ______________________________________ [Team] during the
___________________ Academic Year. I understand that any activity that I undertake as part of my
role as volunteer is strictly at my own risk. I understand that in the event of an injury, I must personally
accept responsibility for the full expense of medical attention as well as other expenses arising out of
such an injury. I acknowledge that I am participating in this activity of my own free will, whether or not
the opportunity became known to me through my attendance on the Colgate University campus. I
understand that some of the activities I may volunteer to participate in may have inherent risks
associated with them. I understand that it is my responsibility to know what those risks are, and to not
follow through on any activity that I may deem too high a level of risk for my capabilities.
I represent that I am in good physical health, and have appropriate medical insurance in the event that I
need medical attention.
I release and hold Colgate University and its Board of Trustees, officers, and employees harmless from
and against all losses from claims or liabilities for personal injuries or other damages incurred by me,
whether or not resulting from their negligence, as a result of my volunteering.
As a volunteer through the Max Shacknai COVE, I understand that I may be privileged to confidential
information. I agree to maintain confidentiality regarding all information, which may present itself in
written, electronic or verbal formats, pertaining to those I may interact with through my volunteer
experience. I understand that I am obligated to report to my Advisor any information that may affect the
welfare or safety of an individual with whom I am working. I agree to maintain the confidentiality and
privacy of information regarding other volunteers, donors and those whom I serve.
I understand that I am not considered an employee of Colgate University. I understand that I shall not be
eligible for, or covered under, any benefit program maintained by Colgate University including, but not
limited to, worker’s compensation, health insurance, disability, and business travel accident insurance. I
understand that if I choose to travel to the volunteer location in my personal vehicle, the insurance
covering this vehicle is primary and I will not be covered under any automotive policy maintained by the
University. I agree not to transport anyone affiliated with the organization with which I am volunteering in
my own vehicle.
Name (print):
Student ID#:
Signature:
Date:
Health Insurance Co.:
Emergency Contact:
Phone #:
Parent/Guardian*:
*If the participant is under the age of 18, this must be signed by the parent or guardian.
[B]
Colgate University Max Shacknai Center for Outreach, Volunteerism and Education
_____________________ [Team]
_____________________ [Event]
Assumption of Risk/Release of Liability
I, _____________________, desire my child to participate in _____________________ [Team]
facilitated event sponsored by Colgate University that will take place on _____________________
[Date]. I understand that this is a voluntary decision, and that my child’s participation is at our own risk. I
understand that in the event of an injury, I must personally accept responsibility for the full expense of
medical attention as well as other expenses incurred by me and/or my child arising out of such injury.
I understand that this activity is a volunteer activity on the part of Colgate University students, and that
the University cannot be held responsible for the actions of individual students.
I release and hold Colgate University, its Board of Trustees, officers and employees harmless from and
against all losses from claims or liabilities for personal injuries or other damages incurred by my child,
whether or not resulting from their negligence.
I acknowledge that photographs taken during activities can be used for publications and advertising
through the Max Shacknai COVE in the form of flyers, posters, and on the Colgate University sponsored
webpage.
Name of Child: ____________________________________________________________________
Health Insurance Company:__________________________________________________________
Insurance ID Number: __________________ Insurance Group Number: ______________________
Name of Parent/Guardian: _______________________________ Phone:_____________________
Signature: ____________________________________________ Date: ______________________
[C]
Max Shacknai COVE Team Budget & Planning Form
Team:
Contact:
Semester:
Please indicate the funds you anticipate needing to function this semester. Detailing your anticipated requests
helps Max Shacknai COVE staff to anticipate funding needs for the year, but DOES NOT ensure that a special
request will be granted. Teams must work with their advisor to complete their planning forms with appropriate
budget requests by the end of the second week of classes of each semester. Teams are allowed to request $50 per
semester for food for team meetings. Mileage reimbursement should be calculated using the Colgate approved
rate of $.565 per mile.
Amount
Four Square Area
(Direct Service,
Student Growth, etc.)
Purpose
Anticipated
Request Date
$
$
$
$
$
$
$
$
$
Total Anticipated Needs for Semester:
$
Assessment (design opportunities for members to reflect; how will success of objectives be
measured; how will you measure the impact of your activities on the organization you are
working with)
Max Shacknai COVE Action Plan for
After reviewing the basic principles of the philosophy, students will work as a group to:


brainstorm their team’s current status within these four principles
determine their team’s goals as they relate to each principle
Direct Service
Campus Impact
Goals:
Goals:
Possible Events/Activities:
Possible Events/Activities:
Action Steps:
1)
Action Steps:
1)
2)
2)
Student Growth
Social Change
Goals:
Goals:
Possible Events/Activities:
Possible Events/Activities:
Action Steps:
1)
Action Steps:
1)
2)
2)
[D]
Max Shacknai COVE Team Mileage Reimbursement
Student Name:_________________________________ Colgate Mail Box:_____________________
Team Name:_______________________________________________________________________
Date (s) of Travel:_______________________ # of Miles:___________________________________
Destination & Purpose of Travel:________________________________________________________
Team Members who rode with you:______________________________________________________
Request date:___________________________
Approved Amount: $__________________
Max Shacknai COVE Staff member signature:_____________________________________________
[E]
Memorandum of Understanding
I.
General Provisions
This Agreement signifies a non-legally binding collaboration between the ____________ (Community
Partner) and the Max Shacknai Center for Outreach, Volunteerism and Education’s (COVE)
_______________ (Max Shacknai COVE Team).
Terminology
Community Partner Staff: Employees or volunteers recruited by the Community Partner.
Max Shacknai COVE Staff: Paid employees or volunteers working with the Max Shacknai COVE.
Team Leader: The Colgate student overseeing the work of the Colgate volunteers.
Team Members: Individuals volunteering with Team.
Participants: Any individual involved in the Partnership’s implementation, delivery, and/or benefit.
II.
Purpose
The Agreement serves to clarify the roles and responsibilities of the parties involved, but it does not affix
any legal responsibility to them. The Community Partner and Max Shacknai COVE Team enter into this
Agreement with the shared mission of providing _____________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
(describe shared objectives of the partnership)
III.
Administrative Provisions
A. This Agreement will come into effect on _________________ (start date) and will remain in place
until _________________ (end date). Any modifications to the Agreement after that should be
arrived at by both parties and finalized in writing.
B. The Team Leader, working with the appropriate Community Partner Staff and Max Shacknai
COVE staff, agree to assume the following responsibilities:
1) Treat all of the Community Partner staff and Participants with respect.
2) Work with Community Partner and Participants in creating a vision for the Partnership.
3) Notify Max Shacknai COVE Staff and Community Partner if any changes related to the
Partnership arise.
4) Notify Max Shacknai COVE Staff and Community Partner immediately if an emergency
situation arises.
5) Meet weekly with Max Shacknai COVE Staff.
6) Meet with Team Members and Community Partner Staff serving as the principle contact for
the Max Shacknai COVE Team.
7) Coordinate Team Member training and orientation necessary for work with the Community
Partner
8) Coordinate transportation arrangements to the service site.
9) Coordinate system for logging service members and hours.
10) Set protocol for selecting new leadership.
C. Team Members, working with the Community Partner Staff and Team Leader, agree to assume
the following responsibilities:
1) Treat with respect all of the Community Partner staff and Participants.
2) Follow through with their commitments to the Community Partner and Max Shacknai
COVE Team.
3) Notify Max Shacknai COVE Staff and Community Partner if any changes related to the
Partnership arise.
4) Notify Max Shacknai COVE Staff and Community Partner immediately if an emergency
situation arises.
5) Attend Team meetings to reflect/assess, plan service and events, and discuss the social
issues being addressed by the Partnership, including the orientation meeting.
6) Arrive at service site(s) with adequate time to set-up and prepare for work.
7) Log service hours, tasks, and number of participants of the project after each session.
D. Community Partner Staff, working with the Team Leader, Team Members, and Max Shacknai
COVE Staff, agree to assume the following responsibilities:
1) Treat all of the Participants and Team Members with respect.
2) Supervise and provide feedback to Team Members.
3) Provide safe conditions under which Team Members will volunteer.
4) Notify Max Shacknai COVE Staff if any changes related to the Partnership arise.
5) Notify Max Shacknai COVE Staff immediately if an emergency situation arises.
6) Meet with Team Leader to assess Partnership and provide support.
7) Provide an orientation about the Community Partner and the issues surrounding the
Community Partner’s work to the Team Members.
8) Work with Max Shacknai COVE Staff and Team Leader to troubleshoot any issues arising
in the Partnership.
E. The Max Shacknai COVE Staff, working with the Team Members and Community Partner Staff,
agree to assume the following responsibilities:
1) Treat all of the Community Partner Staff, Participants and Team Members with respect.
2) Notify Community Partner if any changes related to the Partnership arise.
3) Meet weekly with Team Leader to assess service trips and provide information relevant to
the work of the Team.
4) Assist in ensuring the Team Members receive appropriate training and orientation.
5) Work with Participants in designing evaluations of the Partnership’s success.
6) Help develop orientation for Team Members.
IV.
Liability
The responsibilities outlined above do not constitute an exhaustive list, nor does this document assign or
protect anyone from their legal obligations or lawsuits that may arise from the joint work of the
Community Partner and Max Shacknai COVE Team. The Agreement is not legally binding to any degree
and can be terminated by either party in writing at any time.
V.
Signatures supporting this Partnership Agreement
___________________________________________________________
Team Leader
Date_________
___________________________________________________________
Team Leader
Date_________
___________________________________________________________
Max Shacknai COVE Staff Member
Date_________
___________________________________________________________
Krista Saleet
Director of the Max Shacknai COVE
Date_________
___________________________________________________________
Community Partner Staff Member
Date_________
[F]
Max Shacknai COVE Team End of Semester Report
Semester __________ Year ___________
Team: _________________________________________ Team Leaders: ________________________________________________
Team Leaders for the Upcoming Semester: _______________________________________________________________
Please attach list of your active, committed members for our records.
Total hours of direct service for semester: ____________
Total hours of indirect service for semester: (ex. Awareness, team meetings, driving time, etc.)______________
Please rate your team on the following questions:
Very
How successful were you in creating reflection time for your team to think about
how their personal values relate to social responsibility and civic engagement?
How successful were you in creating reflection time for your team to think about
how their personal history plays a role in how they engage in community work?
How successful were you in creating reflection time for your team to think about
what role social responsibility and civic engagement will play in their future lives?
How well do you practice regular and open communication with your community
partner?
How successful were you at establishing an atmosphere of mutual respect with
your community partner?
How successful were you at creating a collaboration decision-making process with
your community partner?
How well did your team develop solidarity within and between groups through your
service work?
How well can your team members explain the root causes of social inequity related
to your team’s issue area?
How well has your team identified the key stakeholders in the community related to
your team’s issue area?
How well did your team collaborate with your community partner to explore
possible action steps toward change?
How successful was your team at formulating action steps to impact the relevant
social issue?
How successful was your team at creating a vision to activate your volunteer
experience in other communities?
How successful was your team at influencing others to make social responsibility
and civic engagement at part of their lives?
Somewhat
Average
Poor
Very Poor
Four Square Philosophy Assessment: Please rate your success in each area from 1-5 (1 being the most and 5 being the least amount of success)
Please provide a description (several sentences in length) for each of the 4 categories detailing your team’s performance during this semester. If you’re
rating in an area is a 4 or 5, record the successful activities and strategies you used. If you’re rating is a 3 or below, use this space to indicate what some of
the barriers to success were and what strategies and activities could help you improve in this area in the future.
Direct Service:
How has your team
engaged with your
community partner?
Success: _____
Student Growth:
How has your team
provided opportunities
for reflection and
personal growth?
Success: _____
Campus Impact:
How have you utilized
on-campus resources
to further your group’s
mission?
Success: _____
Social Change:
How has your team
worked to establish a
meaningful impact
with the community
beyond Colgate?
Success: _____
[G]
Colgate Max Shacknai Center for Outreach, Volunteerism, & Education
Community Partner End of the Year Survey
Community Partner Organization & Site Sponsor (s):
In what way(s) did your organization partner with the COVE (check all that are applicable):
__ Volunteer team (service group)
__ Service learning course
__ Alternative Break Trip
__ MLK Day of Service (one day program in January)
__ Outreach (one day program in August) __ 9/11 Day of Service (one day program in January)
__ Salvage Program in May
__ Other (please specify):
Total hours volunteers spent w/ your organization:
Please describe the nature of the service work provided by the COVE and the needs of your organization
fulfilled by the COVE.
What measureable impacts did the volunteers have on your organization this year?
How well did the volunteers communicate with your organization’s staff and clients and demonstrate an
ethic of respect?
What were the successes and/or challenges of the partnership between your organization and your
COVE team?
In what ways could the COVE support or promote additional training related to your work that would
ensure maximum effectiveness of the partnership?
Please provide any other thoughts, suggestions, or comments on your partnership with the COVE (use
back, if necessary).
Please return this survey in the enclosed self-addressed stamped envelope.
Thank you for your kind attention to this matter.
[H]
Team Advisor Fall Calendar
WEEK
#
1
2
3
DATES
Week of August 27th
TOPICS TO EXPLORE
Getting started
Week of September 3rd
Week of September 10th
COVE Philosophy
Logistics
Running an Effective Meeting
Logistics
ACTIVITIES
Completion of new team leader profiles, set
meeting date & times, review binder
Team Leader Training, August 31st 11:307:00pm, White Eagle Conference Center;
Four-square exercise, develop an action plan,
budget development
First-Year Open House, Friday, September 7th,
2-4pm, the COVE; Student Involvement Night:
TBD
Budget development (continued)
First team meeting (develop an agenda,
meeting facilitation, team building exercise, risk
management)
Complete COVE Community Partner form with
team, introductory letter or email to community
partner from leaders and advisor
4
Week of September
17th
Logistics (continued)
Collaboration
Begin Service Activities
Begin Service Activities
Review MOU with team advisor, co-leaders (if
applicable), community partners
Discuss special COVE programs – COVE
Fridays and Doing Well By Doing Good,
Afternoons of Service
5
Week of September 24th
Recruiting/Building a Team
Continue meeting with team (focus on team
building, reflection, mobilizing resources to
effectively train team)
6
Week of October 1st
Team Reflection Event
Track all service hours, reflection, campus
awareness
7&8
Week of October 8th & 15th
Team meetings (continued)
9
Week of October 22nd
MID-TERM BREAK (Saturday, October
7 through Tuesday, October 9)
Assessing & Strengthening Partnerships
10 & 11
Week of October 29th & November
5th
Leadership Sustainability
Identifying possible new leaders to groom, track
all service hours, reflection, campus awareness
12
Week of November 12th
Documentation of team information/data,
Transitioning to new leadership
Updating all team documents, share with
advisor, refine/update member list (if needed),
keep team motivated as end of semester nears,
reflection, campus awareness, begin transition
to new leadership for spring semester if
applicable, new leaders (if applicable) attend
remaining fall meetings,
13
Week of November 19th
THANKSGIVING BREAK
14
Week of November 26th
Closing out the semester
Track all service hours, keep team motivated as
end of semester nears, semester-end
assessments with advisors,
15
Week of December 3rd
Last week of programming
Wrap-up and reflective team meeting
16
Week of December 10th
FINAL EXAM WEEK
Mid-term assessment with advisors & team
members
[I]
Letter for Team Leaders Not Honoring Weekly Advisor Meetings
Dear _____________________:
I am concerned that you have repeatedly not been honoring your commitment as a Max Shacknai COVE
team leader to meet weekly with me, your team advisor.
Weekly advisor meetings are expectations of leaders--not options. These weekly check-ins serve as an
important opportunity for you as leaders to discuss the progress of your team, address any concerns you
might have about your team, and finally to think about ways in which you can create greater awareness and
educate the overall campus community about the efforts of your community partner and team. Should the
day and time of your weekly check-in appointment not be convenient, please meet with me to address that
issue. If you wish to no longer fulfill your role as team leader, please let me know as soon as possible and I
will seek a replacement for your position. This letter serves as a warning as outlined in your Team Leader
Manual. Missing additional advisory meetings may result loss of your team leadership role.
In your COVE team leader manual, please refer to the sections entitled "Great Max Shacknai COVE Teams
Do the Following," along with "Max Shacknai COVE Expectations." Both of these contain useful and
important information relevant to you as a team leader.
The success of your team and the partnership with your community partner depend on you following
through with the leadership position you assumed. Thank you for your attention to this matter.
Sincerely,
[J]
12 Steps to Propose a New Max Shacknai COVE Team
Community-Initiated Request:
1. Community Partner articulates need for volunteers
a. Completes the “Volunteer Description Sheet”
b. Develops a blurb for recruitment purposes and a team description handout
2. Max Shacknai COVE Director determines if there is anticipated student interest to meet the
community need; if there is mission-aligned between the proposed team and the COVE; and if
resources are available to appropriately advise and fund the proposed team.
3. Max Shacknai COVE staff recruits on campus for Team Leader
a. Grapevine, department’s weekly email
b. Student online media, Student Involvement Nights
4. Max Shacknai COVE staff meets with prospective Team Leader(s) to familiarize them with
department and team leader expectations, and to refine questions about Community Partner and its
mission
a. Review of Max Shacknai COVE mission and philosophy
b. Completion of team leader profile form
c. Review of team leader manual
5. Meeting held between Community Partner, prospective Team Leader(s), and Team Advisor
a. A shared vision is developed between Community Partner and prospective Team Leader(s)
b. Complete Memorandum of Understanding
6. Team is allocated budget funds for the year as a pilot team.
7. Team Leader(s) recruits Team Members on campus
a. Community Mapping exercise – where/what are my networks? Where do/should I look to
recruit team members?
8. Team Leader arranges a Team Interest Meeting
a. Review of Max Shacknai COVE and expectations
b. Information on the team & logistics of work
c. Team building
9. Team Leader arranges weekly meeting time with Team Advisor
a. Complete “Action Plan” and “Budget”
b. Review of Team Leader Retreat Information
10. Training and orientation to Community Partner is conducted
11. Service begins
12. Assessment of Pilot Program
Student-Initiated Request:
1. Student(s) meets with Max Shacknai COVE Director and articulates issue and vision for a
Community-Based Team
a. Review of Max Shacknai COVE mission and philosophy
b. Student submits proposal for team
2. Max Shacknai COVE Director determines if there is true community need for the proposed team; if
there is mission-aligned between the proposed team and the COVE; and if resources are available
to appropriately advise and fund the proposed team.
3. Max Shacknai COVE Director assists student(s) in identifying a potential Community Partner (if
appropriate)
4. Meeting held between Team Leader, Community Partner, and Max Shacknai COVE Director
a. A shared vision is developed between Community Partner and prospective Team Leader
b. Complete Memorandum of Understanding
5. Student leader(s) develop a blurb for recruitment purposes and team description handout
6. Team is allocated budget funds for the year as a pilot team.
7. Team Leader(s) recruit Team Members on campus
a. Community Mapping exercise – where/what are my networks? Where do/should I look to
recruit team members?
8. Team Leader arranges a Team Interest Meeting
a. Review of Max Shacknai COVE and expectations
b. Information on the team & logistics of work
c. Team building
9. Team Leader arranges weekly meeting time with Team Advisor
a. Complete “Action Plan” and “Budget”
b. Review of Team Leader Training information
10. Training and orientation to Community Partner is conducted
11. Service begins
12. Assessment of Pilot Program
[K]
Max Shacknai COVE Team Expectations
Team Leaders
 Maintain and foster a commitment to civic engagement
 Set vision for team in cooperation with the community partner, including yearly goals
 Maintain a fluid relationship with community partner by meeting once a month face to face and touching
base weekly while at the site or by phone or email
 Meet weekly with Advisor to provide updates and assess the program; add your Advisor and intern to
your email distribution list, so that they are kept informed as to your team’s activities
 Conduct regular meetings with group to provide time for planning, training, assessing and reflection
 Build a strong team dynamic. Know your team members and maintain contact with each member to
ensure commitment and identify problems within the program; work with Advisor to solve problems
 Orient the members to the purpose of the community partner so that they may better understand their
role in the agency or project; assign them the task of looking at the website, reading an article, or doing
research related to your agency or issue. Use time when not serving to focus on campus impact
 Provide ongoing training opportunities for members
 Attend Max Shacknai COVE leader events
 Strive for the sustainability of your team by maintaining records and a history in the team binder,
including active member lists, event worksheets, and updated contact information; cultivate membership
and potential leadership of the team
 Continually assess and evaluate program with your leadership team and advisor. Refer to the Max
Shacknai COVE philosophy to be sure action plans fit with the components of the philosophy
 Participate and encourage your members to attend university wide service events, lectures and
discussions sponsored by the Max Shacknai COVE
 Plan recognition and celebrations
Team Members
 Familiarize yourself with the Max Shacknai COVE philosophy and significance of civic engagement
 Deliver relevant and quality service to the community partner that meets a real need
 Be an active and engaged member of the team; communicate with your leaders when you are interested
in taking on a more active role within the team
 Understand the functions of the community partner and how it fits into the broader community – do the
research, check out their website, read the literature
 Respect the procedures and policies of the community partner organization
 Participate in reflection activities
 Provide feedback about the service experience and participate in the evaluation process
 Be open to learning about cultures and lifestyles that are different than your own
 Respect the confidentiality of the people served
Community Partners
 Understand the educational mission of the Max Shacknai COVE and the goals of civic engagement
 Orient the students to the mission and goals of the organization so they may better understand their role
 Set expectations and clearly communicate needs
 Provide meaningful work for the students
 Provide training, supervision, feedback and resources for the students to succeed in service
 Maintain communication with the student leader and the Max Shacknai COVE staff on a monthly basis
and share concerns in a timely manner
 Be respectful of students’ schedules and understand their limitations
 Participate in the evaluation process
Advisors
 Understand the needs of the community and each community partner
 Maintain a high quality relationship with the community partner
 Be familiar with the team’s constitution, understand its mission and purpose, be aware of its history, and
know personnel
 Help the team develop a foundation and maintain continuity
 Assist the group in developing realistic goals for the academic year
 Assist leaders in understanding their duties and help them to grow as leaders
 Help the current leadership develop an eye for the future and devote time to developing membership
 Clarify your role with the team and define expectations
 Attend meetings, visit site, and events
 Be a resource for institutional and community policies and practices
 Understand the principles of group development and stay ahead of problems
 Assist with problem solving
 Offer ideas for projects and events
 Provide ample and regular opportunities for reflection
 Encourage students to find balance between their academic and co-curricular activities
Max Shacknai COVE Staff
 Maintain relationships with community partners and update list of contact information
 Act as liaison to campus and community resources
 Consult on logistical, community development and team development issues
 Inform leaders and members of Max Shacknai COVE, campus and community resources and services
 Set guidelines for recognition opportunities
 Host workshops on topics of interest and value to students and partners
 Offer resources on best practices and guidance on safety, diversity, liability and ethical issues
Sources:
Supervising Volunteers, Jarene Frances Lee with Julie M. Catagnus, Energize inc., 1999
“Action Centered Leadership,” John Adiar, www.businessballs.com
“Be a great place to volunteer,” www.volunteermatch.com
The Guide to Service Learning, Gettysburg College, 2005
Guide to Advising Student Organizations, CLSI, Colgate University, 2004