Queen s Volunteer Engagement Certificate (QVEC) Module #2: Recruitment & Screening, and Relationship & Information Management Presenters: Sarah Indewey, Manager, Volunteer Relations & Reunions -- @Sindewey Maryanne Wainman, Alumni Officer, Volunteer Relations Kathryn Vilela, Alumni Officer, Reunions Join the QVEC Facebook group facebook.com/groups/qvecforum
Introductions & Reflections: Who we are Who you are any new faces? o Name o Department/Group Learning Journal
The ART of Volunteer Recruitment Case Study: Creating a Recruitment Campaign for Homecoming Volunteers Volunteer Screening Handbook Alumni Volunteer Opportunities Directory Technical Solutions for Relationship Management
A recruitment experiment
The ART of Volunteer Recruitment: Ask! Right fit Talk about the benefits
Affiliation Module #2: Recruitment & Screening The ART of Volunteer Recruitment: Achievement Power / Influence
The ART of Volunteer Recruitment Case Study: Creating a Recruitment Campaign for Homecoming Volunteers Volunteer Screening Alumni Volunteer Opportunities Directory Technical Solutions for Relationship Management
Case Study: Creating a Recruitment Campaign for Homecoming Volunteers: Our Goal: To create a platform for positive and meaningful student-alumni interaction over Homecoming weekend, and to educate students about the Homecoming experience.
Case Study: Creating a Recruitment Campaign for Homecoming Volunteers: A Strategic Approach: o Target audience: Queen s students o Outreach: General recruitment with targeted messaging Strong emphasis on stakeholder buy-in/ assistance with outreach o Definition of success? Volunteer metrics General education
Case Study: Creating a Recruitment Campaign for Homecoming Volunteers: Developing the pitch: o Express the need o Propose a solution o Address fears o Demonstrate benefits o Provide contact info o Use action-oriented language An effective recruitment pitch speaks to what the volunteer will be doing, and why this is important.
Refining the pitch for a target demographic:
Refining the pitch for a target demographic:
Succession planning: Think about natural growth paths for volunteers to move from one position to another Encourage volunteers to think about succession, & to take ownership over helping to orient their successor For committees, ensure your next chair / director is a member Keep a succession tracking chart for critical roles
The ART of Volunteer Recruitment Case Study: Creating a Recruitment Campaign for Homecoming Volunteers Volunteer Screening Alumni Volunteer Opportunities Directory Technical Solutions for Relationship Management
Volunteer Screening: Module #2: Recruitment & Screening Screening practices help define the relationship between people and organizations and increase both the quality and safely of programs Screening programs help to: - Better match people s skills & experience to the needs and opportunities in organizations - Improve quality & safety of programs and services - Reduce risks & liability for people and organizations Volunteer Screening Handbook
Volunteer Screening: Module #2: Recruitment & Screening 10 Steps of Volunteer Screening: 1. Assessment 2. Position Assignment 3. Recruitment 4. Application 5. Interview 6. References 7. Police Checks 8. Orientation and Training 9. Support and Supervision 10. Follow-up and Feedback - Volunteer Canada
Volunteer Screening: Module #2: Recruitment & Screening
The ART of Volunteer Recruitment Case Study: Creating a Recruitment Campaign for Homecoming Volunteers Volunteer Screening Alumni Volunteer Opportunities Directory Technical Solutions for Relationship Management
The ART of Volunteer Recruitment Case Study: Creating a Recruitment Campaign for Homecoming Volunteers Volunteer Screening Alumni Volunteer Opportunities Directory Technical Solutions for Relationship Management
Technical Solutions for Relationship Management A bit about our database ADVANCE Alumni Database (Ellucian) Tracks the following: o Personal information (email, phone, address, degree / year) o Volunteer role / title o Status (prospective, current, former) o Term start & end date o Staff Partner(s) / Relationship Manager o Important communications / achievements o Recognition & awards o Volunteer interests o Communication preferences
Technical Solutions for Relationship Management Integrity checks What could this entail? o Are the volunteer s term start / end dates accurate? o Is the correct person listed as the volunteer s Staff Partner? o Is the volunteer s status accurate? (ie: prospective, current or former) o Is the volunteer s personal information up-to-date? o Others??
Technical Solutions for Relationship Management Integrity checks Key takeaways o Reverse engineer your data-storage system with functionality & integrity in mind o Create integrity business rules o Set specific dates to conduct integrity checks o Review integrity business rules annually
The ART of Volunteer Recruitment Case Study: Creating a Recruitment Campaign for Homecoming Volunteers Volunteer Screening Alumni Volunteer Opportunities Directory Technical Solutions for Relationship Management
Case Studies o Work at your table o Read the case studies (absolutely made up, not based on any real scenario) o Discuss as a group o Someone take notes & report back to the full group o 10 minutes tops!