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 modules appropriate to role; build in gift/acknowledgem ent/celebration Year 1 “how is it going?” survey and call from mentor/PC Potential Volunteer Views/ Completes Welcome to MN 4-H Webinar or Packet - decides to continue application process/submits 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 Complete pre-training module in 2 wks./ Answer ?’s Complete online or paper application; approve background check; submit references Background check review; 2 of 3 references on file; give new volunteer staff access to pretraining module Interview for Roles III and IV Volunteers Day 14C Day 1C Day 14 – 21B 1 Volunteer Systems Leadership January 16, 2009 2 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 3 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 Orientation 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 capacities 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 programs/projects 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 4 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 policy/procedures. 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 vehicle 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 events 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 9/01/10 12/31/10 5 Next Steps: February Program leadership team agenda item? Volunteer Systems Leadership January 16, 2009 6