FL CC VISTA Program On Site Orientation and Training (OSOT) Guidelines

Transcription

1 FL CC VISTA Program On Site Orientation and Training (OSOT) Guidelines Purpose: The Onsite Orientation and Training (OSOT) is the second step in the VISTA Member s training continuum. Its primary purpose is to build on concepts and knowledge introduced and developed at the Pre-Service Orientation (PSO). The OSOT introduces the member to the sponsor, the community, and the goals and operation of the VISTA project, and provides the member the basic knowledge and skills he or she needs to get started on the project. The schedule of the OSOT should be timely enough to provide the member with the immediate information and skills needed to begin the job, yet flexible enough to allow members to satisfy personal and professional development needs. At the Pre-Service Orientation, VISTA emphasizes to attendees the importance of being flexible and dealing with ambiguity. However, lack of clarity depletes a Member s energy and morale, and can stall a project. OSOT is the time to settle false expectations that the VISTA Member may bring to the assignment. It is also the time to describe your supervisor style and share your expectations of the member. Directions: Using the checklist on page two, please create an OSOT for your onboarding VISTA Member, making sure to include all components of the OSOT Checklist. To give you, as the supervisor, flexibility, there is no set OSOT format. However, we have provided two templates, beginning on page 3 and page 6. While your OSOT may cover the first three weeks of a Member s service, others may only be one or two weeks long; the nature of your plan will depend on the particular characteristics of your organization, project, and your VISTA Member. Feel free to adapt either template to fit your needs, or create a different OSOT document. Regardless, be sure to include all components of the OSOT Checklist. Please submit your completed OSOT to Shelly Herman, VISTA Program Coordinator, at shelly@floridacompact.org on or before x/x/2016.

2 VISTA OSOT CHECKLIST The following checklist is provided to assist site supervisors in planning an effective OSOT. BEFORE THE VISTA MEMBER STARTS Explain role of VISTA to other staff members. Inform community partners and other departments about the VISTA and what this means for them. Make sure VISTA is set up with an , parking pass, etc. Contact the VISTA Member and make sure they know when and where to meet on their first day of service. Have VISTA Member go get fingerprints! (Fingerprinting kit will be mailed to you before Member begins service) DAY 1: WELCOMING MEMBER TO THE ORGANIZATION AND COMMUNTY Briefly discuss the history and purpose of the organization, the project, and how the member fits in. Introduce member to other staff and give tour of facility/office/campus. Show Member their workspace and go over other common workspace areas. Set up , voic , complete necessary paperwork, etc. Go over VAD (VISTA Assignment Description) briefly Share what previous VISTA Members have worked on, if applicable Make sure member has parking pass and keys to office/building. *Lunch with the member is always nice on the first day to make them feel welcomed. Additionally if the member has moved from another part of the country, make sure they are transitioning well into their new home and community. If there is time at the end of the day, give member time to take care of some of these needs(e.g. housing, bank account, address change, etc) WEEK ONE Discuss supervisor s role and responsibilities, as well as management style Discuss VISTA Member s learning style A clear understanding of the lines of communication between the Member and supervisor. Establish a one-on-one meeting schedule throughout the duration of their service year. Explain standards of conduct, office attire, use of phone and social media and other office behavior, leave requests and attendance expectations, and mileage reimbursement procedures. Provide VISTA member with the culture and mission of the institution, to include, but not limited to: history, mission, how the organization functions, and the organizations role in the community or campus. Provide VISTA Member with an introduction to the community, to include, but not limited to: The socio-economic and political structure, The physical boundaries of the service area, Page 1

3 How the VISTA project will impact the community Tour of the community and introduction to key community partners Potential resources that can help achieve project goals. Further review VAD, and explain specific responsibilities. Make it clear what the expected project outcomes are, what the member will help create and how it will help individuals or communities move out of poverty. Review staff meeting and team meeting schedules. *Make sure the member has plenty of time to settle and ask questions. WEEK TWO THROUGH FOUR Allow the VISTA Member to learn about their project and develop their skills. Provide or schedule any necessary professional development trainings that will help the VISTA Member to better meet their VAD objectives. Please make sure your Member is available to attend the FL CC Welcome Webinar series and Peer to Peer webinars. Dates will be sent to Members when they onboard. Sign Member up for appropriate listservs, community meetings, etc. Empower the Member to begin independent implementation of project with frequent check-in sessions with supervisor and other key organization staff to see how the work is going. Make it clear that this is still a period of learning, practice, testing, and adapting. The Member should not worry about making mistakes, asking lots of questions, and experimenting. Page 2

4 OSOT-Example 1 DAY 1: MONDAY 3/21 8:00am-8:30am Check /Set up Outlook 8:30am-10am Office Orientation Determine work schedule, discuss leave etc. Explain standards of conduct dress code, housekeeping, etc. Go over , phone, copy machine Discuss travel reimbursement Go over HR paperwork 10am-11am Introduction to staff Create Bio for supervisor to send out introducing member to colleagues and supervisors and community partners Have Member go around the office introducing themselves and meeting the other staff. Take headshot and add member to website 11am-12:30pm Lunch with office staff or supervisor 12:30pm -1:30pm Discuss VAD Go over history of program Go over resources form previous member Have Sally be thinking about what she wants out of this year; have her create personal and professional goals for this year Start creating a wish list for ideas for project 1:30-2:30pm 2:30pm Go over calendar in Sally s Folder Discuss timeline for year Note any dates that will not work for Sally s schedule Have Sally go to Sheriff s office to obtain fingerprints DAY 2: TUESDAY 3/22 Page 3

5 8:00am-8:30am Settle in/check 8:30am-10am More Orientation to Program Discuss in detail Community Partners and roles (who we work with, what do they do) Go over host sites and projects they are working on 10am-12pm Strength Finders Once complete discuss the results and communication styles, work styles, needed support. 12pm-3pm Have Sally poke around on VISTA Campus and host site website 3pm Afternoon check in with supervisor, any questions thus far? How are things going? DAY 3: WEDNESDAY 3/23 8:00am-8:30am Settle in/check 8:30am-10am More Orientation to Project/Host Site Webinar 10am-1pm Have Sally Review Previous Member Sustainability binder. 1pm-4pm Look at past project tasks and start to make plans for what s next in the project. DAY 4: THURSDAY 3/24 8:00am-8:30am Settle in/check 8:30am-11am Discuss Project Objectives Dates for recruitment and typical timeline Orient Sally to recruitment process Get Sally software login and account Show her recruitment spreadsheet Discuss recruitment materials and strategies 11am-1:30pm Community Partner Introductions and continue to review materials on VISTA Campus and Share-Drive 1:30pm-3pm Webinar (2-3pm) Plan to present a few slides (if comfortable) Page 4

6 3pm Afternoon check in, questions, how are things going? DAY 4: FRIDAY 3/25 8:00am-8:30am Settle in/check 8:30am-9:30am Discuss MLK Day of Service Dates and location Discuss past days of service and typical format Brainstorm ideas for programming 10am-11:30am Phone Check In s/service Day Programming 12pm-1pm Welcome Sally Bagged Lunch in conference room! All office staff invited. 1pm-3:30pm Phone Check In s/continue to review materials on MLK Day/Share-Drive/VISTA Campus 3:30pm Afternoon check in, questions, how are things going? How was your first week? WEEK 2 DAY 6: MONDAY 8:00am-8:30am Settle in/check 8:30am-9:30am Discuss Site Visits Discuss places we need to visit in order of date Create a proposed timeline Supervisor will create a proposed budget to submit for approval 9:30am-10am 10:30am-4pm Touch base about day of service, programming ideas? Continue to research, and plan for day of service. Rest of Weeks 2 and 3 Continue to build on skill development and learn about the project. Continue to monitor, evaluate and improve as needed. Asses where Sally is in her OSOT and add or omit objectives depending on her personal and professional development needs. Page 5

7 OSOT-Example 2 Day 1: Welcome new AmeriCorps*VISTA Member. Introduce new Member to the (head of the organization president / CEO / director) who will briefly discusses history / purpose of the organization, the project, and how the Member fits in. Introduce new Member to co-workers during tour of facility. Show new Member his/her work area. Show location of rest rooms, lunch and break rooms / space. Member attends regular staff meeting. Take time at staff meeting to remind everyone what the Member s role will be. Help the Member feel welcome and part of the team. Lunch: Have lunch with the Member to make him or her feel at home. Discuss basic terms of work, policies, procedures: Explain hours of work, holidays and leave days. Explain organization rules about absenteeism, tardiness process for reporting absence or illness. Discuss leave usage. Explain the reimbursement process. Explain break policy and lunch hour (tell about restaurants in area). Explain use of telephone, mail services, copier (security code), fax machine. Provide phone list(s). Explain standards of conduct, including rules of dress, personal grooming, housekeeping rules, etc. Explain parking practices and provide (or arrange for) office keys to building. Explain safety procedures. Explain how to order supplies. Show the new Member how to use essential equipment (telephone, computer, fax, copier). If the Member has moved from another part of the country, spend time asking about how the transition is going and how you might help: discuss housing situation, local shopping and services, banks, medical facilities, etc. If there is time at the end of the day, give Member time to take care of some of these needs everything related to housing, bank account, phone service, post office, etc. Day 2: Continue to help Member adjust to their new workspace and the host site. Discuss in more detail the mission, background, and purpose of the sponsoring organization Explain history and purpose of the Organization. Review organization mission, goals and objectives. Review organization structure. Provide copy of organization chart and review staff duties. Explain departmental and divisional functions, goals, teams and tam structure, major projects. Purpose of the VISTA project Explain the purpose of the VISTA project and role of the Members. Explain goals and objectives of project. Review past work of project if in year 2 or 3. Give the Member time to read any materials presented to him/her. At the end of the day, do a ½ hour check-in to answer any questions the Member may have about the organization or project at this point. Tell the Member that tomorrow you will be going over the work plan in more detail. Day 3: Clarification of individual work plan(s), how goals will be achieved, and how the VISTA Member s progress in achieving work plan objectives will be assessed. Review the individual work plan/job description, explain specific responsibilities. Page 6

8 Important: Make it clear what the outcomes of the project are: what permanent infrastructure will the Member help create and how will that help individuals or communities move out of poverty. Explain performance reviews (date for first review, frequency thereafter). Provide copy of performance standards. Discuss performance expectations and standards and reporting requirements. Discuss specific performance objectives to be reviewed during the initial period. Supervisory and support structure; communication; reporting; accountability Discuss the working relationship between the Member and direct supervisor, mutual expectations, communications style, work style, support needs, etc. Discuss and clarify communication procedures and practices. Review staff meeting and team meeting schedules. Present copy of Employee Manual and have each Member sign a form to acknowledge receipt of the handbook and intention to become familiar with its contents. Explain steps in discipline procedure (verbal warning, written warning, etc.) and specify actions that would result in disciplinary action. End on a positive affirming note about how excited you are to have the Member working on this project. Have the Member interview other staff about work styles, communications, etc. Independent Community Investigation: The Member spends afternoon exploring community and making a mental inventory of assets, needs and cultural practices. Brief the Member before s/he heads out into the community about where to go, what to look for, and how to ensure personal safety. Explain that the Member will be reviewing the afternoon s observations with an expert on the community the following morning. Day 4: The Member spends the morning with someone who is very knowledgeable about the community and discusses personal observations from the previous day. This community expert provides a background on the community during a more guided tour than the Member s previous day s meanderings. The community expert explains the nature of the low-income population served by the VSITA project. The community expert introduces the Member to community leaders, especially those involved in the VISTA project. Discuss cultural norms, do s and don ts, social outlets to enjoy and those to stay away from, etc. Have the Member spend the afternoon with one or more partner organizations or other Members involved in this project or related projects. Have the Member gather as much information as possible to help bring depth to understanding the community and the project. Day 5: Discuss impressions and findings from Day 4 with supervisor. Discuss implications these have for the project and the Member s work plan. Discuss potential resources that can be applied to help achieve project goals: Review use of volunteers on the VISTA project. Review barriers and successes to volunteer use of resources discussed. How Member can best help volunteers and others involved in the project. Discuss support / recognition; helping volunteers to feel valued; ways to recognize. Team Building activity with staff, other Members, project collaborators, other AmeriCorps Members, etc. Page 7

9 Week 2 Day 1: Morning and The Member accompanies staff member for the whole day out of the office conducting community interviews, recruiting volunteer participation in project, managing volunteers on project, etc. Day 2: Morning and The Member accompanies staff member of another organization involved in similar or complementary efforts for the whole day conducting community interviews, recruiting volunteer participation for the project, managing volunteers on project etc. Day 3: The Member meets with supervisor to discuss previous day s shadow activities and to reflect on community interview, recruiting volunteer participation for the project, managing volunteers on project etc. Discussion of additional training the Member needs to carry out assignment. The Member begins contacting community / organizational leaders with whom the Member will be collaborating on the project to set up informational interviews, beginning this afternoon. Choices for the informational interviews reflecting the widest range of differences among the VISTA Project s collaborators and partners will afford the VISTA the best base for an overview of everything that the project scope encompasses. Informational / collaboration interview 1: Discussion with a collaborator or partner the VSITA Project; an Outreach Program maybe with a religious base, for example. Day 4: Informational/collaboration interview 2: Discussion with collaborator or partner, with the VSITA Project; a community service agency, for example. Informational / Collaboration interview 3: Discussion with a collaborator or partner with the VSITA Project; a neighborhood community center, possibly. Discussion with supervisor and other sponsor organization staff about conclusions from informational / collaboration interviews. What implications can be drawn related to the project? What recommendations and cautions do the supervisor and other staff have about those conclusions? The Member spends the rest of the day drafting a one-month, detailed work plan with clear and detailed activities defined. The Member reviews this month-long plan with the supervisor at the end of the day. Day 5: Morning and The Member spends the day with local Teaming for Tech computer specialist learning or refining computer skills the Member will need (e.g. Microsoft Work, Excel, Publisher, Access) for producing flyers, pamphlets and posters; writing grant proposals; building or using contact databases; etc. WEEK THREE The VISTA Member begins independent implementation of project with frequent check-in sessions with supervisor and other key organization staff to see how the work is going. Supervisor makes it clear to the Member that this third week is still a period of learning, practice, testing and adapting. S/he should not worry about making mistakes, asking lots of questions, and experimenting. Additional skill training is set up for the Member as needed: For example, the Member could participate in a public speaking class offered by the community continuing education program; learn from an experienced staff member the key components of a quality grant proposal; or spend an afternoon with someone from the credit union to learn about the management of low-income loan programs, interest rates and starting a small business. Page 8