Return to the Basics: 4-H 101

1. Return to the Basics: 4-H 101 “Effectively Utilizing Volunteers” CES Staff Development Series Tuesday, October 4, 2005, 9:30-11:30 a.m. IP Video Presentation by Steve McKinley mckinles@purdue.edu; 765-494-8435

2. 4-H 101 Series • CSREES/USDA, Army National Guard & Air Force Reserve • Designed to help military families & personnel better understand 4-H • 4-H Military and Operation: Military Grants

3. 4-H 101 Series Includes… • Effectively Utilizing Volunteers (10/4) • Starting and Maintaining 4-H Clubs (11/15) • Expanding 4-H Opportunities (12/13) • Characteristics of Positive Youth Development & Life Skill Development (1/10) • 4-H Purpose, History, and Structure (2/14) • Conflict Management Techniques (3/14)

4. IP Video Logistics • Mute microphone when not talking • Wait for break or invitation to make comment or ask questions • Remember there is a slight delay between picture and sound

5. IP Video Logistics cont’d. • Disconnected? Contact the AgIT Help Desk at 765-494-8333 • Provide feedback to: Steve at 765-494-8435, or mckinles@purdue.edu

6. “Effectively Utilizing Volunteers”

7. Objectives of Program • Identify trends, benefits, and limitations of volunteers. • List and define the 7 components of the ISOTURE model.

8. Sources of Volunteer Information • “Indiana 4-H Youth Program Policies and Procedures” Notebook (Orange) • Volunteer Management, p. 1-24 • Volunteer Management Forms, p. 1-31 • Financial Management Policies, p. 2-6 • Financial Management Forms, p. 2-8 • “Indiana 4-H Youth Program Liability and Insurance for Volunteers” presented by Renee McKee (10/2005)

9. Objective #1 Identify trends, benefits, and limitations of volunteers.

10. History of 4-H Volunteers • 4-H Leader training was held in every county in the 1930’s • 1939: 2,828 local leaders • 2004: 13,180 adult and 4,826 youth volunteers for 303,875 youth in the Indiana 4-H Program.

11. National Volunteerism • Volunteer contributions worth $17.19 per hour. • Nationwide volunteers donated time valued at $239 billion. • 44 percent of adults volunteer. • 83.9 million adults volunteer; equivalent of over 9 million full-time employees Source: Independent Sector

12. Benefits of Volunteers • Point of local contact for 4-H members • Historical perspective of the program; may have been members themselves • Great network of contacts – for people, donations, etc. • Know who to contact; typically well-respected by the community

13. Benefits of Volunteers • Allow Extension to reach wide range of audiences • Local volunteers have sense of “ownership” of the 4-H Program. • Support youth

14. Youth need volunteers who… • Care about them; • Let them know they are valued; • Provide opportunities for them to make decisions and try out ideas; • Show confidence in their ability; • Help them develop new skills;

15. Youth need volunteers who… • Communicate realistic, appropriate, and positive expectations; • Listen to them; • Spend time with them; • Recognize their efforts, achievements, and special qualities; and • Serve as good role models.

16. Sharing of Volunteer Success Stories

17. Limitations of Volunteers • Effective volunteer program takes time • Volunteers may want too much control • Historical perspectives can lead to narrow-mindedness • “Special favors” may be sought of volunteers (by parents and members) • Extension staff need many competencies to effectively manage volunteers

18. Objective #2 List and define the 7 components of the ISOTURE model.

19. Training Utilization Recognition Evaluation ISOTURE Model One method to effectively utilize volunteers • Identification • Selection • Orientation

20. I. Identification Questions to consider: • What role do I have that a volunteer could fill? • What specifically will this volunteer be doing? • Is there a current volunteer who could fill that role? • What characteristics or skills should the person in this position possess? • Is there a specific type of person I am looking for to fill this position? • Where can I look or who can I contact to find a volunteer for this role?

21. Position Descriptions • List of written responsibilities • Defines expectations • NOT job descriptions (implication of payment or benefits) • Sample descriptions in Policies and Procedures (Vol. Mgmt Forms, p. 16-31)

22. Position Title Time Required/ Duration Location Purpose Responsibilities Qualifications Resources Available Training/Orientation Contact Benefits Salary Signatures Position Descriptions

23. Volunteer Sources • Consider new sources as audiences and programs change • Options: • 4-H Alumni • Senior Centers • Local Government Officials • 4-H Parents • Parent Teacher Associations/Organizations

24. From what sources have you found volunteers for your program?

25. II. Selection Questions to consider: • Are there segments of our 4-H population that are not represented by volunteers? • How do I recruit volunteers for the 4-H program? • What procedures do I follow to select volunteers? • What behaviors are crucial for the volunteers selected? • What happens if I have volunteers who are having difficulties fulfilling their responsibilities?

26. Volunteer Demographics • Consider the demographics of your volunteers and the members in the program – are they similar? • Are all segments of your community represented with volunteers in your program? • If not, is this affecting your ability to recruit members from this population?

27. Recruitment Methods • Mass Mailing • Media • Web site • Current Volunteers • One-on-one Conversations

28. What volunteer recruitment methods have you found to be effective?

29. Volunteer Screening • Why? • Allows volunteers to reaffirm their commitment and dedication to the well-being of youth as they provide them with positive growth experiences. • Helps to ensure youth receive a high-quality education in a safe environment. • It documents volunteer excellence.

30. Who completes process? • All individuals who wish to volunteer with the program are included in the screening process. • Club and project leaders, committee members, advisory board members, any others who volunteer with the program. • Extension Staff members are also encouraged to complete the process (to show that we all support the procedures).

31. What behaviors are addressed? Source: 4-H 783 & 4-H 785 (Vol Mgmt Forms, p. 1 & 12) • Follow rules and guidelines established by Purdue Extension, including those related to child abuse and neglect. • Be a positive role model for youth. • Be courteous, respectful, and truthful; exhibit good sportsmanship; handle conflict reasonably. • Represent 4-H Youth Development program with dignity and pride, accept supervision and support from others, participate in orientation and training, and work to create an effective 4-H Youth Development program.

32. What behaviors are addressed? • Ensure equal access to programs. • Understand that physical and verbal abuse and criminal acts are not a part of the 4-H Youth Development program. • Not allow, consume, or be under the influence of alcohol or illegal drugs at 4-H Youth Development events. Limit tobacco use to times when volunteers are not with youth. • Operate machinery and equipment in a responsible manner; treat animals humanely; use technology appropriately.

33. Steps to complete: • Applicant states desire to volunteer • Educator sends cover letter, 4-H 783, and 4-H 784 • Educator starts a confidential file for applicant (each volunteer should have a separate, individual file) • Completed application returned • Educator completes reference checks

34. Steps to complete: • Educator conducts database searches • Indiana Sheriff’s Sex Offender Registry • http://www.indianasheriffs.org/default.asp • Indiana Criminal Justice Institute • https://secure.in.gov/serv/cji_sor • Limited Criminal History Search • https://secure.in.gov/apps/isp/lch/ • Educator places successfully-screened volunteer in appropriate position • Educator sends acceptance letter, 4-H 785, and position description

35. Steps to complete: • Provide information on training opportunities to volunteer • Orientation meeting scheduled with new volunteer • If rejected, Educator sends notification • Educator maintains secure current list of volunteers

36. Role of Policy-Making Board • Support Educator’s role in the volunteer screening process. • Assist Educator with encouraging all current volunteers to sign Adult Behavioral Expectations (ABE) form. • Document in writing any incidents brought to your attention regarding volunteer performance; submit to Educator in a timely manner.

37. Role of Policy-Making Board • Realize Educators cannot work on hearsay. • Establish procedure to follow when behavioral expectations are not followed that is fair to all parties involved. • 4-H Policy-making Board does not have authority to hire and fire volunteers. This is the responsibility of the 4-H Youth Development Extension Educator.

38. Confidentiality Issues • Inform all persons involved in volunteer screening process of the importance of confidentiality. • Keep all volunteer information in files accessible only to 4-H Youth Extension Educators or their designees. Volunteers should not have access to these files. • All information about applicants’ acceptance (rejection) must be treated confidentially. Only authorized persons should discuss questionable applicants. Discretion and privacy must be used when screening and discussing applicants.

39. Confidentiality Issues • An applicant may access materials he/she has completed, but not materials provided by others (e.g., reference checks). • Open records laws allow anyone requesting information on an applicant to access all information in that person’s file ifproper criteria are met. Contact Purdue CES Administration for assistance if such a request is made. • Any person who permits or encourages unauthorized disclosure of confidential information obtained from background checks can be charged with a misdemeanor.

40. Dismissal of Volunteers • Done only as last resort. • Maintain contact throughout the year to help resolve issues as they arise. • Consider reassignment, retraining, revitalizing, or referring before dismissal. • Follow specific guidelines if dismissal becomes necessary.

41. 10-Minute Break

42. III. Orientation Questions to consider: • What will the volunteer need to know to successfully work in the 4-H Program? • What is the best method and timing to complete this orientation?

43. Orientation Basics • Ensure expectations of volunteer and organization are met. • Amount will vary depending upon individual’s needs. • Caution: don’t assume volunteer knows all about 4-H.

44. Orientation Basics cont’d. • Schedule orientation within two weeks of acceptance at a time convenient for volunteer. • Hold at Extension Office where 4-H information is located. • One-on-one meeting is usually best. • Source: 4-H 680 “A Vision for Volunteers”

45. Information to Cover • 4-H Basics • Mission, Vision, Staffing • Emblem, Pledge, Colors • Clubs, Projects, Activities • 4-H Club Leadership Team • Extension • Volunteers • Members • Community

46. Information to Cover • The 4-H Meeting • Basic needs of youth • Location • Parts of a meeting • Parent involvement • Program Planning • When to plan • Who to involve • Steps to planning

47. IV. Training Questions to consider: • How can I best meet volunteers’ information needs? • What information needs to be shared with the volunteers? • What methods can be used to share information with volunteers? • Where can I find examples of successful training methods? • What competencies do volunteers need to fulfill their roles?

48. Training Basics • Volunteers have limited time to receive training. • New technology is available that can change the way we deliver information to our volunteers. • Consider methods that can meet their individual needs.

49. Training Topics • Possible topics to include: • Methods to communicate with youth • General procedures for the 4-H Program; highlight program changes • Suggestions for involving parents and other volunteers • Involving youth in club leadership • Opportunities for service to the community • Program planning suggestions • Characteristics of positive youth development

50. Training Topics cont’d. • General liability and safety issues • Methods to recognize member accomplishments • Evaluation of club activities • Financial accountability • Volunteer Competency Study • 4-H 101 Sessions • Other? (be sure to meet local needs)