Getting Ready to Account for Volunteer Value OISE Certificate Course B.J. Richmond Faculty of Education, York University October 18, 2004

Agenda 10 – 10:25Presentation - BJ 10:25 – 11:00Discussion and Report Back on Homework Assignment 11:00 – 11:20Presentation - Laurie 11:20 – 11:40Exercise 11:40 – 12:00Discussion – risks, benefits, issues of calculating volunteer value

Presentation: Outline Getting Ready To Account for Volunteer Value  Levels of Reporting  Steps  Tips

Levels of Reporting: What Fits  Levels of accounting for volunteer value To funders (Jane/Finch) Other stakeholders (CBCF Ontario) Social Statement (EVAS – What Counts) In financial statements (CCI)

Levels of Reporting AudienceRequiredData 1. FundersEstimates OK Some tracking 2. Stakeholders (e.g. Ann. Rept.) Accurate estimates Tracking, some verification 3. EVASAccurate Estimates Tracking, verification 4. In Financial Statements Accurate estimates Tracking, verification, standardization

Data Required on Volunteers  Contact Information  Task Descriptions  Hours  Optional: Non-reimbursed out-of- pocket expenses  Optional: Benefits, Skills retained by volunteers

Sources of Data 1.Financial statements 2.Quantitative data E.g. How many volunteers, how many hours: from tracking, surveys 3.Qualitative data (optional) E.g. Skills, benefits retained by volunteers: from interviews, open- ended questions on surveys, focus groups 4.Market comparisons: NAICS, other

Steps: Assess Hours, Role  Collect tracking information: Hours by task, total including Board and Committees – What Counts, page 169  Examine role, contribution for a better idea of what value to put on tasks: Determine weight of contribution in org. FTE for vols; for staff; ratio In light of organization’s outputs

Steps: Value volunteer tasks  Assign comparative market values for volunteer tasks By task if they diverge significantly – either in the range of tasks or in their weight in contributing to the organization Include Board and Committees Or use general social services figure – See What Counts page 171

Steps: Value volunteer expenses  Assign values for volunteers’ non- reimbursed expenses  Use surveys, focus groups to determine  See What Counts page 173

Steps: Value volunteer skills, benefits  Assign values for skills development, other benefits Use surveys, focus groups to determine Skills could include: fundraising, technical, office, interpersonal skills  Assess negative experiences  See What Counts pages 174, 175

Steps: Verify Use survey, focus groups to verify information Volunteer hours, tasks Non-reimbursed expenses Skills development, personal development, any benefits  This information can be helpful for volunteer management

Tips TaskTip Collect data on Board Make regular part of December meeting: serve cake Contact information Recruit volunteer to keep track – with a purpose e.g. newsletter Track hoursDevelop standard forms, collect regularly (bi-weekly), verify Survey volunteers Adapt existing survey bi-annual; existing events such as training Data collection Include incentives in job descriptions

Recap: EVAS - Calculations Required 1.Value of volunteer hours 2.Optional: Non-reimbursed out-of- pocket expenses 3.Optional: Dollar value of volunteer for skill development Note:  In class 5 Laurie will show you how it the information is put together in an Expanded Value Added Statement (EVAS) …

Exercise  Get into groups of three or four.  Discuss information from your organization: systems for tracking, counting, reporting volunteer hours; show examples that you brought  Add up the total volunteer hours for all the organizations represented in your group, and report back

Next  Laurie will walk you through some ideas about calculation volunteer value and an exercise. Then we will discuss some of the issues involved.

Discussion What are the pros, cons and issues of attributing a value to volunteer contributions for the sector as a whole? For your organization? Do you anticipate opposition from any stakeholders, and if so, how would you deal with it?

Things to think about …  How ready is your organization to report on volunteer value – what more would be needed?  What human and material resources can you identify to assist your org?  When and how can you get started?