Training, Oversight, Recruiting and Retention of Volunteers of Sigma Tau Omega

1. Training, Oversight, Recruiting and Retention of Volunteers of Sigma Tau Omega Headquarters Sigma Tau Omega Fraternity PO Box 18024, Saint Paul, Minnesota 55118 Template from info-people

2. Reference • The Officer’s Protocol, Headquarters, JAN 2006 • The Executive Vice President

3. What is A Volunteer? A volunteer is a person who gives of his/her time without compensation or promise of reward

4. Volunteers Supplement Not Replace Members • Volunteers are not: • recruited to take members mission • intruders • Volunteers: • are recruited to train members in specific tasks • conduct a specific duty • assist as needed

5. What A Volunteer Does • Train members/pledges • Advises fraternity or officers • Conducts a specific mission or duty

6. Qualifications Versus Responsibilities • Qualifications • Skills/Experience necessary to do the role • Expert in a particular area that is an asset to the chapter • Responsibilities • What is expected of the volunteer on the job Eg., “maintains electrical generator” • All parts of the job that you specifically take care of Detailed qualifications & responsibilities are vital for a good volunteer

7. Example of A Good Volunteer Description: Wheeled Vehicle Repairman QUALIFICATIONS: *Expert in maintenance operations of wheeled vehicles below 15000 Gross Lbs. *Commitment Sigma Tau Omega Fraternity *Ability to perform with a high standard of service RESPONSIBILITIES:*Conduct preventative maintenance on vehicles *Conduct repair operations as needed *Train drivers in preventative maintenance measures TRAINING: *No training will be provided for this duty TIME COMMITMENT: *2 days a month for six hours a day

8. Short-Term versus Long-Term Volunteers • The difference • The good and the bad

9. Issues Between Members & Volunteers • Sometimes members resent volunteers • Members will have “buy-in” to the volunteer program, if included in planning the program • Members don’t want to train volunteers because they: • don’t think volunteers will be there long • believe volunteers will take their jobs • Members who accept the volunteer program, make volunteers feel welcome

10. Volunteer Recruitment Methods • Parents of Members • Good way to get experts in area and the parents involved • Female friends of Members • Often provide a great deal of commitment • Public Recruitment • Good way to community involved with chapter. • Can seek specific volunteer positions.

11. On-line Volunteer Recruiting • Can work two ways: • Volunteers can be recruited through the website • Volunteers can be recruited through an on-line recruitment service • Volunteermatch.com

12. Interviewing Volunteers • Be sure to address the following: • what volunteer expects • kind of person volunteer is • your expectation of volunteer • benefit of volunteering • skills/experience of volunteer

13. Interview Tips • Keep to 15 to 30 minutes in duration • Questions; open ended versus closed • Two way process: • you provide info about the Fraternity • volunteer tells you about him/her self • Should be relaxed • Give volunteer an opportunity to ask questions of you

14. Volunteer Forms • Application • Emergency Contact • Assignment Agreement

15. Background Checks • Fingerprinting done: • at your chapter through Live Scan • through the local law enforcement agency • Reference Checks • other volunteer experience • employers • personal

16. Matching The Volunteer With the Right Duty • This is successful when you: • have a good volunteer description • thoroughly interview volunteer • assign volunteers to tasks that make use of their interests, talents and skills

17. Orientation of Volunteers • Orientations should: • happen prior to beginning assignment • acquaint volunteer with organization, and its policies and procedures • introduce the Officers of the Fraternity • Review time commitment, safety rules and privileges

18. Benefits of Orientation • Learn how vital the assignment is to the organization • Make volunteers feel part of the team • Reinforces expectations regarding appearance and behavior

19. Supervisors of Volunteers Should… • Have a passion for their program • Be available to volunteers who have questions or concerns • Keep track of volunteer statistics • Know how to delegate tasks to members regarding volunteers • The EVP has supervision of the chapter’s volunteer program

20. Handling Difficulties With Volunteers • Do not allow volunteer to disrupt operations • Be prepared with a plan of action; be it disciplining or dismissal • meet with volunteer to sort out problem • place volunteer in another position • dismiss volunteer if all else fails

21. Volunteer Retention • Volunteers will “stay” if: • they enjoy their work • they feel a part of your team • thanked regularly • properly placed in their duty • they feel their value has been acknowledged by members

22. In Summary… • Getting Volunteers: • They don’t replace, they help • You’ve been a volunteer or are one, so you understand • Training Volunteers: • Right Volunteers-Right Duties=Success! • A well trained volunteer=Success! • Keeping Volunteers: • Properly supervised, you’ll retain them • Always recognize and say, “thank you”