As a service program, you provide opportunities for volunteers to serve their communities while experiencing

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1 Capacity to Support Volunteers Worksheet For Service Programs As a service program, you provide opportunities for volunteers to serve their communities while experiencing personal growth, career growth, and growth as a community member. Successful service experiences occur when all of these elements are in play. This worksheet is designed to enhance volunteer success by focusing on matching volunteers to supervisors and to personal/professional goals in an effort to keep volunteers engaged throughout the service term. The Capacity to Support Volunteers Worksheet is designed to help your organization assess the needs of your volunteers and resources to support their development and success. This worksheet is divided into three essential areas: Supervision, Inclusive Environment, and Program Specific. Each area asks questions, provides examples of effective practices, and resources that can be used to start a dialogue within your organization. Before beginning the worksheet, take a moment to assess your organization based on the summary questions listed below. With your responses in mind, complete the entire worksheet or focus on areas that need assistance. Summary Questions Assess your service programs activities in each of these areas (1 disagree to 5 agree). Supervision 1. Superviors are trained to support service volunteers Supervisors and volunteers are carefully matched to each other Ongoing supports and trainings occur for both supervisors and volunteers Inclusive Environment 1. Individuals receive supports during recruitment, orientation, and service Volunteers are encouraged to build relationships with each other Marketing materials are geared toward recruiting diverse volunteers Program Specific 1. All prospective volunteers are similarly vetted Essential and non-essential tasks are considered for each volunteer placement Flexibility exists around how service activities are carried out NextSTEP website: Facebook:

2 Capacity to Support Volunteers Worksheet: For Service Programs Supervision Supervision Question 1 What training and professional development activities do supervisory staff receive related to volunteer match, engagement and development? Supervisors receive training on matching volunteers to service opportunities, flexible strategies in supporting volunteers, and volunteer engagement activities that results in positive outcomes Supervisors have a professional development plan that includes training and other development activities for all volunteers Supervisors meet with volunteers after each training to provide guidance on how to implement the training At each training/professional development event, attendees are asked to assess next steps in training needs Trainings are regularly scheduled and are an important part of the organizational calendar Effectively use of volunteers (Sample from the field): supervisor-orientation Becoming a Better Supervisor: A Resource Guide for Community Service Supervisors: Supervision Question 2 How do you match supervisors to volunteers? When possible, individual service volunteers are assigned to supervisors based on work experience and cultural competence Staff supervisors workloads are reassessed at the start of service period (or throughout the year if new volunteers are added) and adjustments are made based on the needs of supervisees so there is a balanced load Creating effective volunteer-supervisor relationships: Tutorial: Core Competencies of a Supervisor: Designing a site supervisor orientation and training plan: Page 2

3 Supervision Question 3 What ways do you follow up with supervisors to ensure ongoing volunteer/ supervisor match success? Supervisors are regularly trained to assess and respond to volunteer needs as they arise Supervisor receives support in addressing challenges and to support the retention of volunteers under their supervision Volunteers are reassigned to new supervisors as needed if challenges cannot be addressed through coaching and training The New Supervisor: Skills for Success: oclc/ Creating a volunteer development plan: Encouraging positive responses to volunteers stresses throughout a service term: Supervision Question 4 How do supervisors evaluate volunteers performance and training needs? How are ongoing needs of volunteers assessed? (e.g.: accommodations, cohesive team environments) Regularly scheduled one-on-one meetings between supervisors and volunteers Volunteers identify their goals for their service experience and how this relates to post-service goals Volunteer s goals and successful outcome indicators are reassessed at intervals throughout service term; accommodations may be provided at any time in the term if warranted Site staff collaboratively analyze volunteer needs based on performance and provide feedback and support to volunteers Providing and maintaining effective reasonable accommodations: five practical tips: CNCS: Performance Measurement: Performing volunteer evaluations forms, tips, and suggestions: Assess training needs quickly: Capacity to Support Volunteers Worksheet Page 3

4 Capacity to Support Volunteers Worksheet: For Service Programs Supervision Question 5 Does your program provide mentors for volunteers? If so, how are mentors trained and matched to volunteers? Mentors are matched based on criteria such as, interests, hobbies, service activities, etc.. All volunteers receive initial and ongoing training in mentorship Mentors are given clear written goals or purposes for mentorship program All Mentors develop professional/service growth plans with mentee Mentoring relationships receive ongoing assessments Orienting Mentors: What Is a Mentor? Effective Practices for Service Events: Disability Mentoring: Inclusive Environment Environment Question 1 What supports are available for volunteers during the recruitment /selection process? Potential volunteers are offered support in filling out online/paper applications Potential volunteers are offered support while navigating interview and placement process Alternate formats are available for application submission Information about accommodations is provided to all applicants Partnerships with other community organizations are used to help support applicants through the process Recruiting volunteers with disabilities: Providing reasonable accommodations for volunteers with disabilities: Inclusive outreach and recruitment: ADA resources: Page 4

5 Environment Question 2 What marketing strategies are targeted towards including diverse service volunteers? Collaboration with disability organizations (e.g. the Arc, self-advocacy groups, state disability related agencies, state service provider associations, student disabilities service offices based at colleges and universities) Marketing materials show diversity of people and includes information about how service can contribute to post-service goals, including employment and community participation Marketing materials are universally accessible Recruiting volunteers with disabilities: Inclusive outreach and recruitment: Recruiting youth with disabilities: Universally designed recruitment strategies: Environment Question 3 What are some typical accommodations you have or may provide to volunteers? Flexible scheduling for start time and/or end time (especially during winter hours) Additional support during the orientation process One-on-one trainings, materials provided in a variety of formats Job Accommodation Network: Practical solutions for workplace success: Environment Question 4 What does your service program do to make sure that the service environment is inclusive of all volunteers? Use of person-first language (e.g. person with a disability rather than disabled person ) Sites (e.g. doorways, hallways, equipment, hardware and software) are accessible to all service volunteers Acceptance and value of all is a standard for the program and modeled by all program staff Service organization partners with community based organizations that serve diverse populations, including employment related organizations Inclusion handbook: Capacity to Support Volunteers Worksheet Page 5

6 Capacity to Support Volunteers Worksheet: For Service Programs Environment Question 5 How are service volunteers encouraged to build relationships with one another? How is team building and communication fostered? Small groups or teams are mixed so that volunteers have a chance to work with and get to know everyone Team building activities are part of team processes Conflict resolution strategies are part of orientation or volunteer development, so volunteers have skills to use when team dynamics become challenging Supervisors respond quickly to conflicts between team volunteers and resolve issues with all parties AmeriCorps Affiliation and Team-building: Effective practices for team-building: Working as a team: Program Specific Program Question 1 What types of assessments are used for all potential and/ or incoming volunteers? Staff work with other agencies that serve the potential volunteer (e.g. VR, IDD, community rehabilitation providers) to get to know the individual in a variety of settings Staff assess each individual s strengths, challenges, likes and dislikes, preferred service environment, work history, work goals, etc. Evaluating and selecting applicants: Supports intensity scale: Program Question 2 What requirements must all volunteers meet before beginning service at your site? What skills can be taught on site? E.g.: volunteers must have a high school diploma, volunteers must have a driver s license Provide a professional development calendar/plan Writing inclusive service definitions: Page 6

7 Program Question 3 What tasks are non-essential or can be shifted to other volunteers if needed? Tasks involving lifting 10 lbs or more can be shifted to other volunteers Determining Essential Job Functions: Recruiting volunteers with disabilities and using an inclusive application process: Program Question 4 What are non-negotiables of this service site? E.g.: Background checks E.g.: All volunteers must attend set organization events but accommodations can be provided to assure attendance (such as transportation) Human Resource Policies and Procedures for Nonprofit Organizations: Writing a policies and procedures manual for a youth mentoring program: Program Question 4 Is there flexibility with service term length, time commitment, etc? What policies exist around flexible work times or other scheduling accommodations? Volunteers have access to flex time for personal appointments and events Volunteers are given information about flexibility options and how to request them Process is in place to review requests for accommodations of flexibility request Volunteers can serve remotely one day a week Workplace Flexibility 2010: Recruitment and Retention: What? How? Who?: Capacity to Support Volunteers Worksheet Page 7

8 Capacity to Support Volunteers Worksheet: For Service Programs NextSTEP website: Facebook: NextSTEP is funded by the Corporation for National and Community Service (Cooperative agreement #09TAHMA001) and is a project of the Institute for Community Inclusion at UMass Boston. NextSTEP partners with the State Employment Leadership Network of the National Association of State Directors of Developmental Disabilities Services and the US Business Leadership Network.

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