1. Volunteer Program Management Flo Kennedy-Stack & Anne Weaver
9/16/16
Volunteer
Program
Management
Flo Kennedy-Stack & Anne Weaver
Office of School & Family Partnerships
September 2015

2. Goals for Today’s Session
9/16/16
Goals for Today’s Session
To present an overview of the tasks involved in managing a school volunteer program
To help new volunteer staff liaisons and volunteer coordinators develop skills to manage the program
Show how to find volunteer guidebook in both places.
To review policies and procedures relevant to volunteer programs in AACPS schools

3. Why We Have Volunteer Programs
Support student achievement by providing individual attention and assistance
Support school programs
Provide opportunities for parents, staff, and community members to share knowledge, talents, and resources with students
Strengthen home-school-community relations

4. Everyone Has a Part to Play!
Principal
Staff Liaison for Volunteers
Volunteer Coordinator
Teacher
Volunteer

5. Volunteer Management is a Continuous Cycle
Recognition

6. Plan Meet with principal or designee
9/16/16
Plan
Meet with principal or designee
Review last year’s program – successes, changes
New requests from teachers?
New projects or pilots?
What jobs need to be filled?
Simple survey for school staff

7. 9/16/16
Plan/Organize
Ask: “What needs to be done?” “What are our unmet needs?”
Include both large and small projects
Establish assignments that meet the school’s needs and that the school has the capacity to manage
Write job descriptions – outline of task, time commitment
Decide how you will communicate with volunteers
Instead of saying, “What can volunteers do?”, ask, “What are our unmet needs?”
Example of Severn River MS and Common Core math
Example of Folger McKinsey’s and Jones’ volunteer survey

8. Recruit Advertise in a variety of ways
9/16/16
Recruit
Advertise in a variety of ways
Try to have your volunteers mirror your school’s demographics
Advertise continually throughout the year
Personal referrals from staff, current & former volunteers
Personal phone calls (can use a volunteer for this)
Face to face at school & community events
School & PTA/PTO website, newsletter
Student backpacks
Store/church/community center bulletin boards (get a volunteer to help)
Websites for specific events – EventBrite, V-volunteer, Sign-Up Genius (signupgenius.com), GoogleDocs

9. Manage Be sure to follow up when someone is interested
9/16/16
Manage
Be sure to follow up when someone is interested
Match volunteers and needs
Volunteer orientation and training
Provide ways for volunteers & staff to express concerns and ask questions

10. Thank you for choosing to volunteer with us!
9/16/16
Welcome to Our School!
Show where to find this PowerPoint. Emphasize that it is customizable for their school.
Thank you for choosing to volunteer with us!

11. Cover the Basics Safety first! Volunteer Code of Ethics
Confidentiality
Teacher schedules
Universal Precautions
Cover the Basics

12. Procedures for Signing in and out
9/16/16
School and volunteer safety
Data collection for volunteer program
Raptor & V-Volunteer
Show forms at end of Guidebook, pp
Procedures for Signing in and out

13. Volunteers as Role Models
9/16/16
Be courteous, impartial and fair
Do not impose political or religious beliefs on students
Dress code
Call the school if you can’t come in to volunteer
Be sure there is a procedure for who to call/ /text if volunteer can’t come in.
Volunteers as Role Models

14. Cover the Do Nots! Do not…
9/16/16
Do not…
use your cell phone when volunteering unless it is an emergency
take photos of students during the instructional day
bring preschoolers while volunteering during the instructional day
post photos to social media of children other than your own without parent permission
smoke on school property
use or sell drugs or alcohol
administer medications
date our students
Do not…Break any of your school’s rules
Suggest putting phone on vibrate and stepping away from instructional settings if getting an emergency call.
New photo policy – explain why.
New policy on preschoolers – explain why. Might consider volunteer jobs that can be done outside of the building – cutting materials, typing class newsletters, making phone calls, organizing speakers, being a mentor to new families…
Cover the Do Nots!

15. Volunteers and School Security
9/16/16
Background checks
Unsupervised access
to students
Parent group officers
Fingerprinting
Sexual Harassment & Child Abuse PowerPoint (YouTube version)
Regular volunteers
Occasional volunteers
Cost for background check paid by AACPS – form online or in school office – no news is good news – good for 2 years
Fingerprinting - coaches
Volunteers and School Security

16. Staff Orientation Overview of the program Who is in charge
9/16/16
Overview of the program
Who is in charge
Volunteer jobs & needs
Expectations for volunteers
Staff and volunteer orientations are a requirement for an MSDE certificate
Staff Orientation

17. Manage Stay in touch with volunteers Troubleshoot concerns 9/16/16
Determine best way/s to communicate – , phone calls…

18. Evaluate Data forms due at end of March. Staff/volunteer evaluations
9/16/16
Evaluate
Data forms due at end of March.
Staff/volunteer evaluations
Use your data to begin planning for next year

19. Recognize “Thank you” is the paycheck for a volunteer
9/16/16
Recognize
Thank you!
“Thank you” is the paycheck for a volunteer
Can take many forms
Should be done regularly
Volunteer of the Month
Countywide Volunteer Recognition Tea
Student notes & cards
School newsletter article
Bulletin board with photos of volunteers (a volunteer can do this) – Volunteer Wall of Fame – Volunteers Deserve a Pat on the Back – You Make a Difference
Volunteer Tea/Breakfast – Staff Liaison & Volunteer Coordinator are invited, also administrator/s

20. Questions? Flo Kennedy-Stack fkennedy-stack1@aacps.org 410-222-5418
9/16/16
Questions?
Flo Kennedy-Stack
Teresa Tudor
Anne Weaver
Student notes & cards
Bulletin board with photos of volunteers (a volunteer can do this) – Volunteer Wall of Fame – Volunteers Deserve a Pat on the Back – You Make a Difference
Volunteer Tea/Breakfast