APEGA Branch OrientationSupport for APEGA Volunteer Functions

Presented by Sue Armitage

Volunteer Management Coordinator

June 1, 2013

What is The Canadian Code For Volunteer Involvement and the Volunteer Management Cycle?

Initiatives to support all APEGA Volunteer Functions

What does success look like?

Let’s Talk About…

Volunteer Management Cycle

Planning

Recruitment

Screening

Orientation and

Training

Record Keeping

Evaluation

Recognition

Why?

An essential foundation for the success of any volunteer program

Planning initiatives include: Risk Assessment Policies and Procedures Volunteer Position Descriptions ( in addition to the

existing Terms of Reference for committees) Educating others in the organization about involving

volunteers Relationship –building with community volunteer

leaders

Planning

Position Title

Purpose

Reporting Structure

Duties and Responsibilities

Skills and Qualifications

Term of Office

Average Time Commitment

Orientation And Training

Measures of Success

Benefits

Elements of a Position Description

Recruitment

Why?

Intentional and targeted recruitment to match the volunteer’s skills and interests with the organization’s needs

To avoid duplication and confusion for members

Recruitment Initiatives include:

A centralized system where the Volunteer Management Coordinator works with staff, and Branches to design and distribute recruiting messages that are realistic, clear and have positive, creative wording

Recruitment

Why?

Screening is used to select volunteers for specific roles and it should continue as long as the volunteer is involved with the organization

Screening Initiatives:

Selection of volunteers is based on volunteer position descriptions and pre- determined screening measures that can include:

Application Form

Interview

References

Checks

Screening

Why?

An orientation clarifies the relationship between volunteers and the organization

Helps new volunteers become effective as soon as possible and feel confident and prepared

All APEGA volunteers will have a:

System Orientation: History, mission, vision and structure of the organization

Position Orientation: How the volunteer position relates to the organization and how the volunteers are supported

Social Orientation: Ensures that the volunteers feel comfortable and the organization’s culture and rules are respected

Orientation

Why?

Necessary so that volunteers can perform their roles without putting themselves or others at risk

Ongoing training opportunities are needed to upgrade skills and adapt to changes in the organization

Training Initiatives:

Volunteers receive a position description and policies and procedures specific to their role

Training is to be provided in a diversity of formats to ensure accessibility

Training

Why Regular Performance Feedback?

We all want feedback on our performance and how we impact the organization

Increases the satisfaction and retention of volunteers

Shows professionalism and consistency

Effectively shifts and directs the volunteer’s focus

Evaluation Initiatives:

Branch Chairs, with leadership from the Volunteer Management Coordinator are, in a position to implement:

Check In Model

Semi-annual review, Volunteer self-evaluation

Evaluation

Why?

For accurate tracking of volunteer hours for recognition and statistical reporting

Records Management Initiatives:

Web-based volunteer portal:

Volunteers track their own hours

Create a new profile or update an existing one,

Access information about and apply for volunteer opportunities

Training and orientation information

Showcase volunteers with photos, quotes, testimonials

Records Management

Why?

Shows that APEGA values its volunteers and this helps attract new volunteers

It motivates volunteers to remain involved, to increase their involvement, and to be more satisfied by it

Recognition Initiatives:

Volunteer Focus Group

Volunteer Visual Identity

Appreciation and Awards Celebration for all volunteers

Value in program appreciation events and informal recognition

Recognition

Why?

A communication strategy designed to build awareness and to connect with the membership and the public will attract new volunteers and retain experienced volunteers

Volunteers want to know they are having an impact and want others to recognize that impact

Communication Initiatives:

Volunteer Logo and swoosh

Communication print pieces

Volunteer identification/promotion

Social media communication as another tool

Communication

Volunteers, Staff, and the Volunteer Management Coordinator, work together to accomplish the volunteer- related objectives of the Strategic Plan for 2013-2016: to increase, renew and retain the volunteer base, reaching out to diverse sources of volunteers, reflecting the diversity of the community

We do this through good planning and management, by implementing the initiatives in a timely manner, and within budget

This will ultimately promote a positive experience for all audiences: volunteers, staff , members, and the public

What Success Looks Like

http://www.volunteercalgary.ab.ca

http://www.calgarycvo.org

http://www.volunteeralberta.ab.ca

http://www.volunteer.ca

Contact Sue at sarmitage@apega.ca or volunteer@apega.ca

Direct Line:403-384-0209

Resources

Questions? and Thank You!