New Volunteer Orientation Plan and Process

New Volunteer Staff Onboarding Plan and Process.
Goal: Expand base of recruitment pools; think about the environment around and within 4-H
Day 1
Day 1A
Day 14ANeed pathway other than 4-H Plus Day 1B
Potential Volunteers to MN
4-H who are looking for
information on 4-H,
interested in general
volunteer opportunities
express interest, inquire,
are asked, show up and
want to continue, are
parent of a new youth and
offer to help (approx.
1,000 annually)
New volunteer
staff completes
/submits training
appropriate to
role; build in
Year 1 “how is it
going?” survey
and call from
Potential Volunteer
Completes Welcome
to MN 4-H Webinar or
Packet - decides to
continue application
New volunteer staff
begins working in
role with youth
End of Year 1
Volunteer Systems Leadership
January 16, 2009
Phone or in person
welcome call from
SS? PC? EE?;
overview of roles;
start matching
process; outline
orientation for
various roles
module in 2
wks./ Answer
Complete online or
paper application;
approve background
check; submit
check review; 2
of 3 references
on file; give new
volunteer staff
access to pretraining module
Interview for
Roles III and IV
Day 14C
Day 1C
Day 14 – 21B
Volunteer Systems Leadership
January 16, 2009
First Year Volunteer Staff by Possible Roles
(Adapted from Barb Piehl and Heidi Haugen email correspondence)
Project leaders: Subject matter volunteer such as DTV, aerospace, robotics,
clothing, etc. These volunteers serve at the club, county, state, regional or
national level and could also be afterschool.
Activity leaders: Part of a project or Share the Fun, Arts In, etc. These
volunteers are focused on the activity rather than on the subject matter and
could be afterschool.
Club volunteers: Volunteers who ensure the management and organization of a
group (by group we mean club?)
State 4-H program development committees. Ex: horse, shooting sports,
dog, livestock, etc. that lead a 4-H project area. So they are project
volunteers. County 4-H program development committees also exist and
these volunteers are project volunteers.
Partners who work alongside volunteers at a project day or during an
activity….how do we orient them?
Advisory volunteers: we do not have a formal job description for on the
web and maybe we should. Maybe they fit under activity volunteers at this
point. When I say advisory I mean volunteers such as a business person
on an auction committee, or the Extension Committee members, or a
person asked to be on a committee to represent a part of the community
we feel important to include, it could be a funder on a committee, or a fair
board member could be listed as advisory. To me it is usually someone
we do not ask to complete an enrollment card for or do screening beyond
having their name and address, etc. but do we want them to receive a
standard orientation and initial connection from a staff person?
State committees (such as horse) have advisory volunteers
Management committees e.g. 4-H Councils, executive boards, etc. I think
each of the people on them fit somewhere in our basic volunteer types first
and then serve on the management board.
Now one can ask where do we put all the one time volunteers,
chaperones, etc. I think they fit easily under one of the basic job
descriptions. If I volunteer to serve at a registration table for project day I
am an activity volunteer. If I serve as a person to help kids cross the street
between workshop sessions at project day, I am an activity volunteer. If I
volunteer to setup the herdsmanship schedule at the fair, I am a project
volunteer or could be an activity volunteer- we are not fussy about the line.
Volunteer Systems Leadership
January 16, 2009
The most important is to know the specific tasks expected of the particular
job. If you look at the job description the basics are all the same.
Potential First Year Training Modules
 4-H Mission and Philosophy/ MN Outcomes
 Organizational Structure of MN 4-H
 Volunteer Staff Roles and Job Descriptions
 Volunteer Staff Application and Screening Levels/Background
Checking Process
Training Modules
Online – see Project Leader training in Barb’s PPT…contracting with
people who can put together high quality presentations for all computer
 Experiential Learning – Inquiry Based Learning – goes with life skills
wheel – Four Essential elements
 Youth Adult Partnerships - Citizenship
 Program Design/Evaluation-basics of how to evaluate
 Observation/Feedback
 Growth as a volunteer-professional development opportunities
 Risk management-not of just the system but of working with youth
i.e. sexual predator awareness training, sexual harassment
awareness training, what’s is acceptable
 Classroom management/learning styles/Group Dynamics
Levels of Volunteers: Roles, Orientation for First year, and Screening
Role/level 0:
Examples include 4-H parent who does _______, Fair board members, Adult member of
county extension committee.
Orientation for First year: Welcome Module and How was your first year? Followup
Screening/Application: None
Is this level of volunteer currently in our 4-H Plus system? no
Role/level I:
Examples include club committee member, county 4-H standing committee member,
Fair judges (county and State are hired and trained with each judging event), Presenter
at club/county/school on behalf of 4-H, Event/activity volunteer, Equipment movers,
Partner from outside organization helping 4-H with activity or project or event.
Orientation for First year: Welcome Module and Foundational Training Module and
How was your first year follow-up
Screening/Application: None
Is this level of volunteer currently in our 4-H Plus system?
Volunteer Systems Leadership
January 16, 2009
Role/level II:
Examples include Fair project superintendents, Program Development Committee
members, Volunteer food stand manager
Orientation for First year: Welcome Module and ________Training Modules and
How was your first year? follow up.
Screening/Application: Yes
Is this level of volunteer currently in our 4-H Plus system? Not clearly stated in 2005
Role/level III:
Examples include club/assistant leader, project leaders, activity leader, judging team
coach, knowledge bowl coach, chaperone, area organizational leader, adult advisors
(CWF/exchange), events coordinators, Arts-In director, Standing committee chair, PDC
chair, camp counselor over age 18…this volunteer staff is cleared to drive youth in
Orientation for First year: Welcome Module and _____Training Modules and How
was your first year? Follow-up
Screening/Application/Staff interview: Yes
Is this level of volunteer currently in our 4-H Plus system? Policy states yes.
Role/level IV:
Example includes host family/home stay situation volunteer family
Orientation for First year:
Screening/Application/Staff Interview/home visit with family: Yes
Is this level of volunteer currently in our 4-H Plus system? Policy states yes.
Deliverables for FY 2009:
Estimated Cost:
Welcome/recruitment page on website
Welcome recruitment printed piece for
State/regional/county offices and
Printed booklet of welcome module and
training modules (limited copies/pdf) for
regional and county offices to hand out
for people who lack online access
Power Presenter Training (that
introduces climate philosophy
principles) for Support staff/Program
Coordinator and Extension Educator
training and procedural update on
onboarding new volunteer staff
Power Presenter Welcome/Training for
(potential) first year volunteer staff
Survey Monkey tool and data analysis
for first year satisfaction – ongoing
Annual Report of First Year Volunteers
Volunteer Systems Leadership
January 16, 2009
Next Steps:
February Program leadership team agenda item?
Volunteer Systems Leadership
January 16, 2009