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TLC Monthly Webinar for Tutor Coordinators

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1 TLC Monthly Webinar for Tutor Coordinators
March 19, 2013 10:00am – 11:00am Tutor Motivation and Retention https://sas.elluminate.com/m.jnlp?sid= &password=M.4B4792F388C99A7F8AF AB

2 Agenda Review of use of webinar platform, Collaborate Updates
Tutor Motivation and Retention Sharing Next webinar April 16, 2013, 10:00 – 11:00 am Evaluating Tutors, Tutor PD Plans, Monitoring Tutor PD https://sas.elluminate.com/m.jnlp?sid= &password=M.D184036AAECFB53591DE4DE2A4A55C

3 Navigation of Collaborate
To talk… To type… To note approval, etc… Raise hand… Yes/no

4 Updates for Tutor Coordinators

5 Updates for Tutor Coordinators
Reminder First to contact Kim with intentional error in Agency PD Report will receive headset

6 Tips from Bonnie O’Neill, Tutor Coordinator, (WELL)  CSPCD, Temple University

7 1. Search within a 10 mile radius; do a Google search of the following:
Business associations Banks Police/Firemen Schools (don't just look for retired teachers - a lot of currently employed teachers  are interested in volunteering)  Churches  Local small businesses  Libraries  Local community groups; i.e.. knights of Columbus; concerned black men; young professional groups, etc.  Etc.  **Visit these places and put together a small presentation to pitch to them. 

8 1. Search within a 10 mile radius; do a Google search of the following:
Business associations Banks Police/Firemen Schools (don't just look for retired teachers - a lot of currently employed teachers  are interested in volunteering)  Churches  Local small businesses  Libraries  Local community groups; i.e.. knights of Columbus; concerned black men; young professional groups, etc.  Etc.  **Visit these places and put together a small presentation to pitch to them. 

9 2. Post flyers/ links on/at the following:
Libraries  Organization website If possible create a "volunteer" button to lead to an online form directly from the we site. The form an e set up to be sent to your and the link to your organization's website can now be a recruitment tool for you and a marketing technique for the org. Idealist.org Craigslist.com Volunteer recruitment sites (you can Google these)  Local super markets  Colleges Be mindful of the upcoming requirements for a bachelors degree; graduate programs might be a better target Churches  Etc. 

10 3. Host a networking night:
Each current tutor and staff of the organization bring one or two people to network with the others, but also to be introduced to the great opportunity you are offering for them to be involved in the community through tutoring. 

11 4. Recruit through your women tutors
Women have a wonderful way of encouraging others to get involved in a good cause. Women may be able to recruit men easier then you can; men tend to respond to someone yet know, someone they already trust more than they do a stranger

12 5. Don't be afraid to make "the big ask"
We require a lot of time and energy from our tutors, which can sometimes scare a new potential tutor away.  Please don't let this prevent you from making the "big ask"; don't scale down the requirements or try to bid to the potential tutor through what they have to offer.  We ask a lot of our tutors because our learners deserve all of it and more. By keeping the requirements in tack and being true to the needs of your learner, you are emphasizing the importance of the volunteer position and the impact the work of the volunteer can have on the learner.  The "big ask" is also important in maintaining the legitimacy of your program services and the organization.  Just think... The learners ask a lot from us and we rise to the occasion; let's not prevent our volunteers from having the opportunity to rise to the occasion to be an influential part of our process too! 

13 6. Make your face known in the community.
By getting out and sharing your story, you put a face with the request... This has a bigger impact than most people realize.  Take learners with you to recruitment opportunities. No one tells their story quite as well as they do themselves! 

14 Be excited, stay positive & ask for support at any point you need
** Be excited, stay positive & ask for support at any point you need** Good Luck!!!

15 Basic Steps in Volunteer Recruitment

16 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Know Your “Product”

17 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Know Your “Product” Be sure your product – your volunteer opportunities – are truly integral to achieving your agency’s purpose.

18 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Know Your “Product” Be sure your product – your volunteer opportunities – are truly integral to achieving your agency’s purpose. Prepare job descriptions which clearly delineate volunteer tasks.

19 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Know Your “Product” Be sure your product – your volunteer opportunities – are truly integral to achieving your agency’s purpose. Prepare job descriptions which clearly delineate volunteer tasks. Acquaint yourself thoroughly with each volunteer opportunity, including its purpose, responsibilities, and what the value of the experience is for the volunteer.

20 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Create a Clear Path to Your Door

21 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Create a Clear Path to Your Door Put together a procedure including recruitment campaign, screening process, training and placement, in that order.

22 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Create a Clear Path to Your Door Put together a procedure including recruitment campaign, screening process, training and placement, in that order. Don’t start recruiting volunteers until you are ready to move them right into your screening and training procedure.

23 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Create a Clear Path to Your Door Put together a procedure including recruitment campaign, screening process, training and placement, in that order. Don’t start recruiting volunteers until you are ready to move them right into your screening and training procedure. Don’t let poor “customer service” ruin your recruitment efforts. A large number of volunteers report lack of response from organizations as the reason they do not volunteer. Answer initial phone calls within 24 hours.

24 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Make Your Recruitment Message “User Friendly”

25 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Make Your Recruitment Message “User Friendly” Compose a message which answers the volunteer’s unspoken question: “Why should I volunteer for you?” not your question “Why you should volunteer for us.” Consider involving happy volunteers in the composition of your message.

26 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Make Your Recruitment Message “User Friendly” Compose a message which answers the volunteer’s unspoken question: “Why should I volunteer for you?” not your question “Why you should volunteer for us.” Consider involving happy volunteers in the composition of your message. In your message, answer other typical questions new recruits ask: “What will I be doing? How often and when? Where?

27 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Make Your Recruitment Message “User Friendly” Compose a message which answers the volunteer’s unspoken question: “Why should I volunteer for you?” not your question “Why you should volunteer for us.” Consider involving happy volunteers in the composition of your message. In your message, answer other typical questions new recruits ask: “What will I be doing? How often and when? Where? Reassure volunteers that they will be trained and that you will stand behind them and support them.

28 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Make Your Recruitment Message “User Friendly” Compose a message which answers the volunteer’s unspoken question: “Why should I volunteer for you?” not your question “Why you should volunteer for us.” Consider involving happy volunteers in the composition of your message. In your message, answer other typical questions new recruits ask: “What will I be doing? How often and when? Where? Reassure volunteers that they will be trained and that you will stand behind them and support them. Avoid “red flag” words such as “need” and “desperate” that scare volunteers away.

29 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Make Your Recruitment Message “User Friendly” Compose a message which answers the volunteer’s unspoken question: “Why should I volunteer for you?” not your question “Why you should volunteer for us.” Consider involving happy volunteers in the composition of your message. In your message, answer other typical questions new recruits ask: “What will I be doing? How often and when? Where? Reassure volunteers that they will be trained and that you will stand behind them and support them. Avoid “red flag” words such as “need” and “desperate” that scare volunteers away. Be honest. Truth in advertising counts!

30 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Get to Know Your Market

31 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Get to Know Your Market Acquaint yourself with all the ways you can get the word out.

32 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Get to Know Your Market Acquaint yourself with all the ways you can get the word out. Keep informed of your “competition” and how they compete with you successfully.

33 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Advanced Volunteer Recruitment

34 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Advanced Volunteer Recruitment Decide who your ideal volunteer is, then use what you know of their personalities and interests to compose a message tailored to them.

35 Basic Steps in Volunteer Recruitment 1997 Cyber VPM.com
Advanced Volunteer Recruitment Decide who your ideal volunteer is, then use what you know of their personalities and interests to compose a message tailored to them. Although you should still recruit to the general public (using general resources), use what you know of your “ideal volunteer” to target your marketing.

36 Suggestions from Peers

37 Suggestions from Peers
Public service announcement, Freebie on cable access on TV

38 Suggestions from Peers
Public service announcement, Freebie on cable access on TV Advertising in local newspapers – about agency and trainings

39 Suggestions from Peers
Public service announcement, Freebie on cable access on TV Advertising in local newspapers – about agency and trainings Referrals by word of mouth through family and friends, personal referrals from board members, teachers, adjuncts and staff

40 Suggestions from Peers
Public service announcement, Freebie on cable access on TV Advertising in local newspapers – about agency and trainings Referrals by word of mouth through family and friends, personal referrals from board members, teachers, adjuncts and staff Contact local volunteer tutor organizations and post on local volunteer community wide website

41 Suggestions from Peers
Public service announcement, Freebie on cable access on TV Advertising in local newspapers – about agency and trainings Referrals by word of mouth through family and friends, personal referrals from board members, teachers, adjuncts and staff Contact local volunteer tutor organizations and post on local volunteer community wide website Tried to recruit volunteer tutors from our former students who graduated from colleges in the U.S.

42 Suggestions from Peers
Public service announcement, Freebie on cable access on TV Advertising in local newspapers – about agency and trainings Referrals by word of mouth through family and friends, personal referrals from board members, teachers, adjuncts and staff Contact local volunteer tutor organizations and post on local volunteer community wide website Tried to recruit volunteer tutors from our former students who graduated from colleges in the U.S. Notice on our website under the Join Our Team section, Tutor Tab which provides information and requests completion of a Volunteer Interest Survey

43 Suggestions from Peers
Public service announcement, Freebie on cable access on TV Advertising in local newspapers – about agency and trainings Referrals by word of mouth through family and friends, personal referrals from board members, teachers, adjuncts and staff Contact local volunteer tutor organizations and post on local volunteer community wide website Tried to recruit volunteer tutors from our former students who graduated from colleges in the U.S. Notice on our website under the Join Our Team section, Tutor Tab which provides information and requests completion of a Volunteer Interest Survey Websites such as idealist.org – specialize in non-profit positions, Facebook and Craigslist

44 Suggestions from Peers
Public service announcement, Freebie on cable access on TV Advertising in local newspapers – about agency and trainings Referrals by word of mouth through family and friends, personal referrals from board members, teachers, adjuncts and staff Contact local volunteer tutor organizations and post on local volunteer community wide website Tried to recruit volunteer tutors from our former students who graduated from colleges in the U.S. Notice on our website under the Join Our Team section, Tutor Tab which provides information and requests completion of a Volunteer Interest Survey Websites such as idealist.org – specialize in non-profit positions, Facebook and Craigslist Post flyers at local libraries and community college campuses, area businesses, libraries and community buildings

45 Suggestions from Peers
Public service announcement, Freebie on cable access on TV Advertising in local newspapers – about agency and trainings Referrals by word of mouth through family and friends, personal referrals from board members, teachers, adjuncts and staff Contact local volunteer tutor organizations and post on local volunteer community wide website Tried to recruit volunteer tutors from our former students who graduated from colleges in the U.S. Notice on our website under the Join Our Team section, Tutor Tab which provides information and requests completion of a Volunteer Interest Survey Websites such as idealist.org – specialize in non-profit positions, Facebook and Craigslist Post flyers at local libraries and community college campuses, area businesses, libraries and community buildings Letters to churches, retirees of School District and selected businesses

46 Suggestions from Peers
Public service announcement, Freebie on cable access on TV Advertising in local newspapers – about agency and trainings Referrals by word of mouth through family and friends, personal referrals from board members, teachers, adjuncts and staff Contact local volunteer tutor organizations and post on local volunteer community wide website Tried to recruit volunteer tutors from our former students who graduated from colleges in the U.S. Notice on our website under the Join Our Team section, Tutor Tab which provides information and requests completion of a Volunteer Interest Survey Websites such as idealist.org – specialize in non-profit positions, Facebook and Craigslist Post flyers at local libraries and community college campuses, area businesses, libraries and community buildings Letters to churches, retirees of School District and selected businesses Paycheck stuffers announcing Tutor Training dates

47 Suggestions from Peers
Public service announcement, Freebie on cable access on TV Advertising in local newspapers – about agency and trainings Referrals by word of mouth through family and friends, personal referrals from board members, teachers, adjuncts and staff Contact local volunteer tutor organizations and post on local volunteer community wide website Tried to recruit volunteer tutors from our former students who graduated from colleges in the U.S. Notice on our website under the Join Our Team section, Tutor Tab which provides information and requests completion of a Volunteer Interest Survey Websites such as idealist.org – specialize in non-profit positions, Facebook and Craigslist Post flyers at local libraries and community college campuses, area businesses, libraries and community buildings Letters to churches, retirees of School District and selected businesses Paycheck stuffers announcing Tutor Training dates Speak to Rotary, Kiwanis, Women’s club, Friends of Library, local Chamber of Commerce, etc

48 Suggestions from Peers
Public service announcement, Freebie on cable access on TV Advertising in local newspapers – about agency and trainings Referrals by word of mouth through family and friends, personal referrals from board members, teachers, adjuncts and staff Contact local volunteer tutor organizations and post on local volunteer community wide website Tried to recruit volunteer tutors from our former students who graduated from colleges in the U.S. Notice on our website under the Join Our Team section, Tutor Tab which provides information and requests completion of a Volunteer Interest Survey Websites such as idealist.org – specialize in non-profit positions, Facebook and Craigslist Post flyers at local libraries and community college campuses, area businesses, libraries and community buildings Letters to churches, retirees of School District and selected businesses Paycheck stuffers announcing Tutor Training dates Speak to Rotary, Kiwanis, Women’s club, Friends of Library, local Chamber of Commerce, etc Representatives to volunteer fairs at local colleges, mall and YMCA

49 Suggestions from Peers
Public service announcement, Freebie on cable access on TV Advertising in local newspapers – about agency and trainings Referrals by word of mouth through family and friends, personal referrals from board members, teachers, adjuncts and staff Contact local volunteer tutor organizations and post on local volunteer community wide website Tried to recruit volunteer tutors from our former students who graduated from colleges in the U.S. Notice on our website under the Join Our Team section, Tutor Tab which provides information and requests completion of a Volunteer Interest Survey Websites such as idealist.org – specialize in non-profit positions, Facebook and Craigslist Post flyers at local libraries and community college campuses, area businesses, libraries and community buildings Letters to churches, retirees of School District and selected businesses Paycheck stuffers announcing Tutor Training dates Speak to Rotary, Kiwanis, Women’s club, Friends of Library, local Chamber of Commerce, etc Representatives to volunteer fairs at local colleges, mall and YMCA Special events, including our own fundraisers, community/volunteer/senior fairs, and events at local colleges

50 How to Get the Best from Your Volunteer Work Force

51 How to Get the Best from Your Volunteer Work Force http://cap. unb
Assign someone, either staff or volunteer, whose sole responsibility is making certain volunteers are properly and quickly thanked when the activity is over, or on a regular basis (less frequently than once per quarter).

52 How to Get the Best from Your Volunteer Work Force http://cap. unb
Assign someone, either staff or volunteer, whose sole responsibility is making certain volunteers are properly and quickly thanked when the activity is over, or on a regular basis (less frequently than once per quarter). Make volunteers believe that your campaign is their campaign.

53 How to Get the Best from Your Volunteer Work Force http://cap. unb
Assign someone, either staff or volunteer, whose sole responsibility is making certain volunteers are properly and quickly thanked when the activity is over, or on a regular basis (less frequently than once per quarter). Make volunteers believe that your campaign is their campaign. Avoid comparing volunteers or teams with each other. Compare the results of volunteer effort against targets, not other volunteers.

54 How to Get the Best from Your Volunteer Work Force http://cap. unb
Assign someone, either staff or volunteer, whose sole responsibility is making certain volunteers are properly and quickly thanked when the activity is over, or on a regular basis (less frequently than once per quarter). Make volunteers believe that your campaign is their campaign. Avoid comparing volunteers or teams with each other. Compare the results of volunteer effort against targets, not other volunteers. Be available, or see that someone is available, to give immediate attention to volunteer queries.

55 How to Get the Best from Your Volunteer Work Force http://cap. unb
Assign someone, either staff or volunteer, whose sole responsibility is making certain volunteers are properly and quickly thanked when the activity is over, or on a regular basis (less frequently than once per quarter). Make volunteers believe that your campaign is their campaign. Avoid comparing volunteers or teams with each other. Compare the results of volunteer effort against targets, not other volunteers. Be available, or see that someone is available, to give immediate attention to volunteer queries. Assign volunteers to work in areas in which they will look good.

56 How to Get the Best from Your Volunteer Work Force http://cap. unb
Assign someone, either staff or volunteer, whose sole responsibility is making certain volunteers are properly and quickly thanked when the activity is over, or on a regular basis (less frequently than once per quarter). Make volunteers believe that your campaign is their campaign. Avoid comparing volunteers or teams with each other. Compare the results of volunteer effort against targets, not other volunteers. Be available, or see that someone is available, to give immediate attention to volunteer queries. Assign volunteers to work in areas in which they will look good. Organize volunteer events carefully. Be prepared prior to the arrival of the volunteers.

57 How to Get the Best from Your Volunteer Work Force http://cap. unb
Assign someone, either staff or volunteer, whose sole responsibility is making certain volunteers are properly and quickly thanked when the activity is over, or on a regular basis (less frequently than once per quarter). Make volunteers believe that your campaign is their campaign. Avoid comparing volunteers or teams with each other. Compare the results of volunteer effort against targets, not other volunteers. Be available, or see that someone is available, to give immediate attention to volunteer queries. Assign volunteers to work in areas in which they will look good. Organize volunteer events carefully. Be prepared prior to the arrival of the volunteers. All brainstorming and planning should be finished, and you should be ready to assign specific tasks. A well-organized program is more likely to attract repeat support.

58 Suggestions from Peers

59 Suggestions from Peers, cont.
Process for an agency: - Potential volunteers go through a phone interview screening

60 Suggestions from Peers, cont.
Process for an agency: - Potential volunteers go through a phone interview screening • assess their English ability

61 Suggestions from Peers, cont.
Process for an agency: - Potential volunteers go through a phone interview screening • assess their English ability • get a sense of their professionalism

62 Suggestions from Peers, cont.
Process for an agency: - Potential volunteers go through a phone interview screening • assess their English ability • get a sense of their professionalism • if they are good with time management and timely response to s and phone calls. (As a job training organization this is also very important to us, that our tutors can demonstrate the abilities and proficiencies that we are teaching to our students.)

63 Suggestions from Peers, cont.
Process for an agency: The next step in our recruitment process is an interview where they come to our office and meet with some of our instructors.

64 Suggestions from Peers, cont.
Process for an agency: The next step in our recruitment process is an interview where they come to our office and meet with some of our instructors. • give them information about our organization, our students, and our classes,

65 Suggestions from Peers, cont.
Process for an agency: The next step in our recruitment process is an interview where they come to our office and meet with some of our instructors. • give them information about our organization, our students, and our classes, • get a sense of the tutor’s motivation in wanting to work with us, and

66 Suggestions from Peers, cont.
Process for an agency: The next step in our recruitment process is an interview where they come to our office and meet with some of our instructors. • give them information about our organization, our students, and our classes, • get a sense of the tutor’s motivation in wanting to work with us, and • some sense of what they would do with us

67 Suggestions from Peers, cont.
Process for an agency: The next step in our recruitment process is an interview where they come to our office and meet with some of our instructors. • give them information about our organization, our students, and our classes, • get a sense of the tutor’s motivation in wanting to work with us, and • some sense of what they would do with us • ask a specific situational question to get a sense of how a tutor would work with a student, what kind of advice they would give, and their ability to problem solve

68 Suggestions from Peers, cont.
Process for an agency: The next step in our recruitment process is an interview where they come to our office and meet with some of our instructors. • give them information about our organization, our students, and our classes, • get a sense of the tutor’s motivation in wanting to work with us, and • some sense of what they would do with us • ask a specific situational question to get a sense of how a tutor would work with a student, what kind of advice they would give, and their ability to problem solve One question we’ve asked before is to describe how they would explain the word ‘responsible’ to a student who does not understand. Another question is different ways they would practice phonics and pronunciation with that student.

69 Suggestions from Peers, cont.
Process for an agency: After the volunteer is given the okay by the instructors, they meet with one of our directors • to explain the rules

70 Suggestions from Peers, cont.
Process for an agency: After the volunteer is given the okay by the instructors, they meet with one of our directors • to explain the rules • go over the Volunteer Handbook explaining our policies

71 Suggestions from Peers, cont.
Process for an agency: Two-week ‘probation’ period with the volunteer in which both parties have time to think about if the volunteer position is a good fit. I would like for this to be a time where the volunteer has time to get a lot of feedback.

72 Suggestions from Peers, cont.
I believe that a large contributor to our tutor retention has been our community building activities, from a tutor list to coffee and snacks at the class space to our twice yearly celebrations for all students and tutors in the program. The end of year celebration includes small but appreciated tutor thank you gifts, but more importantly it includes recognitions of student gains for every adult learner and this most of all gives the tutors a sense that what they have done is noticed and valued.

73 Suggestions from Peers, cont.
Retention • High need for tutors, they are always busy

74 Suggestions from Peers, cont.
Retention • High need for tutors, they are always busy • Many appreciate the variety of tasks that we ask them to complete:

75 Suggestions from Peers, cont.
Retention • High need for tutors, they are always busy • Many appreciate the variety of tasks that we ask them to complete: working individually with a student

76 Suggestions from Peers, cont.
Retention • High need for tutors, they are always busy • Many appreciate the variety of tasks that we ask them to complete: working individually with a student administrative work organizing our materials and books

77 Suggestions from Peers, cont.
Retention • High need for tutors, they are always busy • Many appreciate the variety of tasks that we ask them to complete: working individually with a student administrative work organizing our materials and books working with our case managers to help a student fill out job applications or finding resources, like assistance with housing, clothing, food, or furniture

78 Suggestions from Peers, cont.
Retention • High need for tutors, they are always busy • Many appreciate the variety of tasks that we ask them to complete: working individually with a student administrative work organizing our materials and books working with our case managers to help a student fill out job applications or finding resources, like assistance with housing, clothing, food, or furniture doing research for other resources for class such as good websites to practice computer skills

79 Suggestions from Peers, cont.
Retention • High need for tutors, they are always busy • Many appreciate the variety of tasks that we ask them to complete: working individually with a student administrative work organizing our materials and books working with our case managers to help a student fill out job applications or finding resources, like assistance with housing, clothing, food, or furniture doing research for other resources for class such as good websites to practice computer skills • Say ”Thank you” and tell the tutors that their time and work is appreciated

80 Suggestions from Peers, cont.
Retention • High need for tutors, they are always busy • Many appreciate the variety of tasks that we ask them to complete: working individually with a student administrative work organizing our materials and books working with our case managers to help a student fill out job applications or finding resources, like assistance with housing, clothing, food, or furniture doing research for other resources for class such as good websites to practice computer skills • Say ”Thank you” and tell the tutors that their time and work is appreciated • Tutor coordinator is available to answer questions and sometimes be a mediator between teacher and tutor

81 Suggestions from Peers, cont.
Retention • High need for tutors, they are always busy • Many appreciate the variety of tasks that we ask them to complete: working individually with a student administrative work organizing our materials and books working with our case managers to help a student fill out job applications or finding resources, like assistance with housing, clothing, food, or furniture doing research for other resources for class such as good websites to practice computer skills • Say ”Thank you” and tell the tutors that their time and work is appreciated • Tutor coordinator is available to answer questions and sometimes be a mediator between teacher and tutor • Be available with suggestions of techniques that can be tried when working with learners

82 Suggestions from Peers, cont.
Retention • High need for tutors, they are always busy • Many appreciate the variety of tasks that we ask them to complete: working individually with a student administrative work organizing our materials and books working with our case managers to help a student fill out job applications or finding resources, like assistance with housing, clothing, food, or furniture doing research for other resources for class such as good websites to practice computer skills • Say ”Thank you” and tell the tutors that their time and work is appreciated • Tutor coordinator is available to answer questions and sometimes be a mediator between teacher and tutor • Be available with suggestions of techniques that can be tried when working with learners • Personalize my involvement with my tutors as much as possible

83 Suggestions from Peers, cont.
Retention • High need for tutors, they are always busy • Many appreciate the variety of tasks that we ask them to complete: working individually with a student administrative work organizing our materials and books working with our case managers to help a student fill out job applications or finding resources, like assistance with housing, clothing, food, or furniture doing research for other resources for class such as good websites to practice computer skills • Say ”Thank you” and tell the tutors that their time and work is appreciated • Tutor coordinator is available to answer questions and sometimes be a mediator between teacher and tutor • Be available with suggestions of techniques that can be tried when working with learners • Personalize my involvement with my tutors as much as possible • Send each one a handwritten birthday card, as well as a handwritten 'anniversary' card, commemorating their service with our agency.

84 Suggestions from Peers, cont.
Retention • High need for tutors, they are always busy • Many appreciate the variety of tasks that we ask them to complete: working individually with a student administrative work organizing our materials and books working with our case managers to help a student fill out job applications or finding resources, like assistance with housing, clothing, food, or furniture doing research for other resources for class such as good websites to practice computer skills • Say ”Thank you” and tell the tutors that their time and work is appreciated • Tutor coordinator is available to answer questions and sometimes be a mediator between teacher and tutor • Be available with suggestions of techniques that can be tried when working with learners • Personalize my involvement with my tutors as much as possible • Send each one a handwritten birthday card, as well as a handwritten 'anniversary' card, commemorating their service with our agency. • I've had tutors tell me my messy handwriting is more appreciated than the very professional certificates we also send out for anniversaries!

85 Suggestions from Peers, cont.
Retention • High need for tutors, they are always busy • Many appreciate the variety of tasks that we ask them to complete: working individually with a student administrative work organizing our materials and books working with our case managers to help a student fill out job applications or finding resources, like assistance with housing, clothing, food, or furniture doing research for other resources for class such as good websites to practice computer skills • Say ”Thank you” and tell the tutors that their time and work is appreciated • Tutor coordinator is available to answer questions and sometimes be a mediator between teacher and tutor • Be available with suggestions of techniques that can be tried when working with learners • Personalize my involvement with my tutors as much as possible • Send each one a handwritten birthday card, as well as a handwritten 'anniversary' card, commemorating their service with our agency. • I've had tutors tell me my messy handwriting is more appreciated than the very professional certificates we also send out for anniversaries! • Retention seems to be best when the reward suits the recipient’s personality and need for recognition.

86 Suggestions from Peers, cont.
Retention • High need for tutors, they are always busy • Many appreciate the variety of tasks that we ask them to complete: working individually with a student administrative work organizing our materials and books working with our case managers to help a student fill out job applications or finding resources, like assistance with housing, clothing, food, or furniture doing research for other resources for class such as good websites to practice computer skills • Say ”Thank you” and tell the tutors that their time and work is appreciated • Tutor coordinator is available to answer questions and sometimes be a mediator between teacher and tutor • Be available with suggestions of techniques that can be tried when working with learners • Personalize my involvement with my tutors as much as possible • Send each one a handwritten birthday card, as well as a handwritten 'anniversary' card, commemorating their service with our agency. • I've had tutors tell me my messy handwriting is more appreciated than the very professional certificates we also send out for anniversaries! • Retention seems to be best when the reward suits the recipient’s personality and need for recognition. for instance most volunteer tutors are satisfied with recognition in the quarterly newsletter or at the Celebration Event (via certificate)

87 Suggestions from Peers, cont.
Retention • High need for tutors, they are always busy • Many appreciate the variety of tasks that we ask them to complete: working individually with a student administrative work organizing our materials and books working with our case managers to help a student fill out job applications or finding resources, like assistance with housing, clothing, food, or furniture doing research for other resources for class such as good websites to practice computer skills • Say ”Thank you” and tell the tutors that their time and work is appreciated • Tutor coordinator is available to answer questions and sometimes be a mediator between teacher and tutor • Be available with suggestions of techniques that can be tried when working with learners • Personalize my involvement with my tutors as much as possible • Send each one a handwritten birthday card, as well as a handwritten 'anniversary' card, commemorating their service with our agency. • I've had tutors tell me my messy handwriting is more appreciated than the very professional certificates we also send out for anniversaries! • Retention seems to be best when the reward suits the recipient’s personality and need for recognition. for instance most volunteer tutors are satisfied with recognition in the quarterly newsletter or at the Celebration Event (via certificate) some are just embarrassed at any such attention and are satisfied with a phone call or from their coordinator

88 Questions about Tutor Motivation and Retention

89 Questions about Tutor Motivation and Retention
?? How do you recruit tutors? Where should I start??  

90 Questions about Tutor Motivation and Retention
?? How do you recruit tutors? Where should I start??   ?? I would like to improve my relationships with the 2 colleges in our county. ?? I wonder if anyone has had success in that area. How do you recruit? Is there a certain major or class that you would recommend targeting? Have you ever had an instructor “adopt” your program? What did that look like? Is there any advice that you could give??

91 Questions about Tutor Motivation and Retention
?? How do you recruit tutors? Where should I start??   ?? I would like to improve my relationships with the 2 colleges in our county. ?? I wonder if anyone has had success in that area. How do you recruit? Is there a certain major or class that you would recommend targeting? Have you ever had an instructor “adopt” your program? What did that look like? Is there any advice that you could give??

92 Questions about Tutor Motivation and Retention
?? How do you recruit tutors? Where should I start??   ?? I would like to improve my relationships with the 2 colleges in our county. ?? I wonder if anyone has had success in that area. How do you recruit? Is there a certain major or class that you would recommend targeting? Have you ever had an instructor “adopt” your program? What did that look like? Is there any advice that you could give?? ??? I researched various ways to recruit tutors, and one popular technique seems to be through tutor-match agencies like Volunteer Match, etc.  Do these agencies work for non-profit literacy organizations?  Are some more effective than others?  I also learned that Twitter and Facebook are other resources – are they effective for recruitment?  What is the best technique for this type of recruitment ( wording, format, etc.)   My strategy is to post flyers at local libraries and community college campuses – where are some other potentially good places to post flyers?

93 How to Get the Best from Your Volunteer Work Force

94 How to Get the Best from Your Volunteer Work Force http://cap. unb
Volunteer Retention Treat each volunteer professionally and with respect.

95 How to Get the Best from Your Volunteer Work Force http://cap. unb
Volunteer Retention Treat each volunteer professionally and with respect. Provide training, workshops, inservice.

96 How to Get the Best from Your Volunteer Work Force http://cap. unb
Volunteer Retention Treat each volunteer professionally and with respect. Provide training, workshops, inservice. Be specific about responsibilities.

97 How to Get the Best from Your Volunteer Work Force http://cap. unb
Volunteer Retention Treat each volunteer professionally and with respect. Provide training, workshops, inservice. Be specific about responsibilities. Explain their support system.

98 How to Get the Best from Your Volunteer Work Force http://cap. unb
Volunteer Retention Treat each volunteer professionally and with respect. Provide training, workshops, inservice. Be specific about responsibilities. Explain their support system. Listen to volunteers’ questions.

99 How to Get the Best from Your Volunteer Work Force http://cap. unb
Volunteer Retention Treat each volunteer professionally and with respect. Provide training, workshops, inservice. Be specific about responsibilities. Explain their support system. Listen to volunteers’ questions. Provide networking time.

100 How to Get the Best from Your Volunteer Work Force http://cap. unb
Volunteer Retention Treat each volunteer professionally and with respect. Provide training, workshops, inservice. Be specific about responsibilities. Explain their support system. Listen to volunteers’ questions. Provide networking time. Volunteers should have access to the appropriate and available materials they might need.

101 How to Get the Best from Your Volunteer Work Force http://cap. unb
Volunteer Retention Treat each volunteer professionally and with respect. Provide training, workshops, inservice. Be specific about responsibilities. Explain their support system. Listen to volunteers’ questions. Provide networking time. Volunteers should have access to the appropriate and available materials they might need. Meet with volunteers on a regular basis.

102 How to Get the Best from Your Volunteer Work Force http://cap. unb
Volunteer Retention Treat each volunteer professionally and with respect. Provide training, workshops, inservice. Be specific about responsibilities. Explain their support system. Listen to volunteers’ questions. Provide networking time. Volunteers should have access to the appropriate and available materials they might need. Meet with volunteers on a regular basis. Publish volunteers’ names in the newspaper or newsletter.

103 How to Get the Best from Your Volunteer Work Force http://cap. unb
Volunteer Retention Treat each volunteer professionally and with respect. Provide training, workshops, inservice. Be specific about responsibilities. Explain their support system. Listen to volunteers’ questions. Provide networking time. Volunteers should have access to the appropriate and available materials they might need. Meet with volunteers on a regular basis. Publish volunteers’ names in the newspaper or newsletter. Have an end of the year recognition activity.

104 How to Get the Best from Your Volunteer Work Force http://cap. unb
Volunteer Retention Treat each volunteer professionally and with respect. Provide training, workshops, inservice. Be specific about responsibilities. Explain their support system. Listen to volunteers’ questions. Provide networking time. Volunteers should have access to the appropriate and available materials they might need. Meet with volunteers on a regular basis. Publish volunteers’ names in the newspaper or newsletter. Have an end of the year recognition activity. Include volunteers in holiday activities.

105 How to Get the Best from Your Volunteer Work Force http://cap. unb
Volunteer Retention Treat each volunteer professionally and with respect. Provide training, workshops, inservice. Be specific about responsibilities. Explain their support system. Listen to volunteers’ questions. Provide networking time. Volunteers should have access to the appropriate and available materials they might need. Meet with volunteers on a regular basis. Publish volunteers’ names in the newspaper or newsletter. Have an end of the year recognition activity. Include volunteers in holiday activities. Nurture all volunteers and recognize their achievements.

106 How to Get the Best from Your Volunteer Work Force http://cap. unb
Volunteer Retention Treat each volunteer professionally and with respect. Provide training, workshops, inservice. Be specific about responsibilities. Explain their support system. Listen to volunteers’ questions. Provide networking time. Volunteers should have access to the appropriate and available materials they might need. Meet with volunteers on a regular basis. Publish volunteers’ names in the newspaper or newsletter. Have an end of the year recognition activity. Include volunteers in holiday activities. Nurture all volunteers and recognize their achievements. Never miss a chance to offer praise or thanks.

107 Tutor Motivation

108 Tutor Motivation How do you motivate your tutors?

109 Sharing

110 Sharing Each webinar will allow some time for Tutor Coordinators to share a success or challenge of the month. What are your successes? What are your challenges? What support can TLC provide you?

111 Upcoming Topics Evaluating the effectiveness of tutor instruction
Individual tutor professional development plans Monitoring tutor professional development Tutor reporting and tracking of professional development Tutor recruitment, selection and orientation Tutor-learner matching process Tutor networking opportunities Basic tutor training

112 Thank you! Next Tutor Coordinator Webinar: April 16, 10-11am
Topic: Evaluating Tutors, Tutor PD Plans, Monitoring Tutor PD https://sas.elluminate.com/m.jnlp?sid= &password=M.D184036AAECFB53591DE4DE2A4A55C Please plan to share what has worked for you and what questions you have for others

113 For Your Reference… Tutor Coordinators
The following slides are for your reference and will be left in the monthly power points shared by Tutors of Literacy. Please let me, know if there is something you would like to see added here.

114 Guskey Overview Five Levels of Professional Development Evaluation (adapted from Guskey, 2002)
Level 5: Student Outcomes Assessing student learning Level 4: Participants’ use of new knowledge and skills Assessing degree and quality of implementation Assessing organizational advocacy, support, accommodation, facilitation, recognition Level 3: Organization support and change Assessing new knowledge and skills Level 2: Participants Learning Assessing initial satisfaction with experience Level 1: Participants Reaction For professional developers: 1) ensure teachers/tutors enjoy the experience 2) ensure teachers/tutors learn something 3) ensure supports for change/implementation are in place 4) ensure opportunities and awareness of how to use new knowledge and skills 5) see what the impact is on students Johnson, K.A. & Linden A. PD Evaluation for Minnesota

115 Tutor Coordinator Job Description and Roles
Tutor Coordinators provide training to volunteer adult education instructors AND associated learners support volunteer adult education instructors AND Duties include, but are not limited to, implementing effective processes for tutor screening making referrals to the case manager participating in orientation conducting training sessions assigning tutor-student pairs/groups supporting tutor-student pairs/groups providing ongoing supervision of tutoring staff working with the In-House PD Specialist to coordinate tutor professional development

116 Volunteer Instructor Job Description and Roles
Definition from Adult and Family Literacy Guidelines, 205.8 Volunteer Instructor, pages 11-12 Volunteer Instructors provide one-on-one or small group instruction to students. Though they are not a paid staff member, volunteer instructors are still required to take professional development training and to schedule time for instruction preparation. Volunteer Instructors should work with tutor coordinators to periodically review goals; adjust student placement, if needed; and coordinate with intake specialist and case manager. Volunteer Instructors (tutors) must have a four-year degree or be currently enrolled in a four-year degree program. This includes community college if the student is enrolled in a transfer program that will lead to a four-year degree. If the person has stopped taking courses, they are not considered to be pursuing the degree. Tutors without a four-year degree are permitted if they show continuous tutoring since Program Year , have participated in one in-service activity in each of those years, and have been consistently providing a minimum of three hours of tutoring a week (with breaks of one/two weeks once or twice a year).

117 Individual Tutor PD Plan aka Your Role as a Tutor
Statement for Initial Tutor Professional Development Plan “As a volunteer instructor, I will continually strive to identify and meet the needs of the learner(s) I tutor by learning about and applying new techniques during my instruction. To demonstrate the effectiveness of the tutoring sessions, I will document the instructional strategies I apply and how the learner is affected. Whenever possible, I will share my tutoring experiences with my peers so we can all learn and grow together.”


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