reclaiming green places since 1959 © the conservation volunteers 2012 training recruiting and...
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Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Recruiting and inducting Volunteers
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Aims and Objectives• To enable staff to create fulfilling volunteer
roles and recruit the right people to those posts
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Objectives
• Describe a range of roles that volunteers can carry out• Explain what makes volunteer roles fulfilling• Create motivating role descriptions• Produce enticing advertisements• Create a plan for selecting the ‘right’ volunteer(s)• Plan an effective induction• Describe TCV’s policy on payment of expenses
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Volunteer Management Standards
• Created by the Voluntary Sector National Training Organisation.
• Now called Voluntary Sector Skills Council.• Involved many organisations including TCV in the
project to draw up these standards
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Volunteer Management Standards
• A. Develop and evaluate strategies and policies that support volunteering
• B. Promote volunteering• C. Recruit and induct volunteers• D. Manage and develop volunteers• E. Manage yourself, your relationships
and your responsibilities• F. Provide support to volunteering
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Units Elements
C1. Advertise for volunteers C1.1 Select advertising media to recruit volunteers
C1.2 Draw up and place advertisements to recruit volunteers
C2. Contribute to the recruitment and placement ofvolunteers
C2.1 Help to identify the need for volunteers
C2.2 Discuss volunteer roles with volunteers and help to assess their suitability
C3. Recruit and place volunteers C3.1 Specify volunteer roles and the knowledge, skills and experience required
C3.2 Assess with volunteers their suitability for volunteer roles
C3.3 Place volunteers
C3.4 Enter into volunteering agreements with volunteers
C4. Induct volunteers C4.1 Help volunteers understand how they can contribute to your organisation’sgoals
C4.2 Help volunteers to fulfil their duties safely and effectively
C5. Manage the induction of volunteers C5.1 Prepare information and guidance materials for volunteers
C5.2 Identify volunteers’ induction requirements and plan to meet them
C5.3 Organise induction activities for volunteers
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Each volunteer needs to understand what Each volunteer needs to understand what TCV expects from them and what they can TCV expects from them and what they can
expect from TCV.expect from TCV.
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Start with purpose and vision
• Galvanises volunteers and staff• Gives meaning to daily activities• A living declaration of whar we are trying to
accomplish• A statement of the difference we intend to
make in the world
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
TCV purpose
To protect our green places
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Local strategy to achieve that purpose?
What are the obstacles?How will you overcome them?What goals will you implement?
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Strategy examplePurpose: to stop teen drug abuseObstacle: peer pressureHow to overcome: separate environmentGoals: start an alternative school
mobilise resources (e.g. media)
Not enough resources? How can volunteers help?
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Create a VISION
Who do we need to influence?What do we want them to do?
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Local governmentLocal mediaChamber of commerceLocal businessLocal faith communitiesLocal land ownersSchools…
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
VISION FOR TCV…In the year 2018…
…and include volunteer involvement
“In organizations where volunteers were most effective there was a widely understood, well articulated vision of the role of volunteers”
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Vision for volunteer involvement
If you were to cross the street and set up another organisation, what would you do to make TCV obsolete as far as attracting and involving volunteers are concerned?
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
A vision of volunteer involvement• Staff and volunteers work together as equals• Staff are empowered to create any volunteer job• TCV learns from the experience of volunteers• The value of volunteers in purpose-critical activities is
recognised• There is a central point for volunteer management• All staff play a role in developing jobs for and
supervising volunteers
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Where are we now?
Why do we involve volunteers? – You / TCV?What jobs do volunteers do with you?What are the pros and cons of the current
situation?
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
DefinitionsDefinitions
VolunteerVolunteer A volunteer is anyone who gives their time working with TCV for no financial reward.
Key volunteersKey volunteers
•Volunteer Officer (VO)Fulfils a specific role, agreed with Volunteer Manager
•Project LeadersLead projects
•Board members & committee membersSupport TCV using skills and experience guiding or supporting staff.
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
WordsVolunteer• Someone who offers their time and effort, of their own free will and unpaid.
• Someone who offers their time and effort, of their own free will, unpaid on a casual basis and at times of their own choosing. (A practical project volunteer, commonly referred to as ‘volunteers’ or ‘the volunteers’.)
Key Volunteer• A generic term for someone who fulfils a specific role for The Conservation
Volunteers of their own free will and unpaid that requires an agreed commitment of time to a programme of work managed or directed by a member of staff or other key volunteer(s) with the authority to do so. There is normally a written role agreement
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
More wordsVolunteer Officer• A Volunteer Officer is a particular type of Key
Volunteer. They are managed by a member of staff and have a written role agreement.
Project Leader • Another type of Key Volunteer. The Project Leader is
frequently also a Volunteer Officer but this is not a requirement.
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Creating motivating volunteer jobs• Placing volunteers in jobs they look forward to is the key to
success• Games are voluntary activities designed to be interesting,
exciting and motivating
Aspects of games• Ownership• Authority to think• Responsibility for results or outcomes• Keeping score
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Role description• Title• Purpose: the result the job is to accomplish• Suggested activities• Measures: How will you tell if the result is being achieved• Qualifications: Skills, knowledge, attitudes and conduct or
presentation requirements• Time: Hours, lengths of commitment, flexibility• Site• Supervision: relationships with staff and other volunteers,
reporting, monitoring, dealing with problems• Benefits
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Room for manoeuvre
Paid staff are expected to fit in with the requirements of the job
With volunteers you need to accommodate the job to the individual
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Recruitment
A process of showing people they can do something they already want to do.
A process of attracting just enough of the right volunteers
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Three methods of recruitment
Warm bodyDistribute brochures or postersMedia adverts or publicitySpeaking to community groups
TargetingConcentric circle (Ask a friend)
Current volunteers, friends and relatives of volunteers, clients, friends and relatives of clients, alumni, staff, donors, people in the neighbourhood, retired people in the field
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Men wantedfor hazardous journey
Small wages, bitter cold, long months of complete
darkness, constant danger,safe return doubtful.
Honour and recognition in case of success
Speak to motivational needs
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
An effective recruitment message An effective recruitment message has four partshas four parts
1.1. NeedNeed
2.2. JobJob
3.3. FearsFears
4.4. BenefitsBenefits
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
NeedNeed
PEOPLE ARE HUNGRY
Somebody should do something about that.
BE SOMEBODY
Call…
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
The jobThe job
How can the volunteer solve the How can the volunteer solve the problem?problem?
Create a vivid picture of the person doing the job, Create a vivid picture of the person doing the job, be honest or they will probably leave. be honest or they will probably leave.
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
FearsFears
These can be:These can be:
• a client that is viewed as dangerous a client that is viewed as dangerous
• a type of work at which the volunteer has a type of work at which the volunteer has little experiencelittle experience
• a part of the town that is unfamiliara part of the town that is unfamiliar
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
FearsFears
Can be dispelled as:Can be dispelled as:• no previous experience is neededno previous experience is needed
• full training givenfull training given
• fully insured and safe working practicesfully insured and safe working practices
• we welcome all sections of the communitywe welcome all sections of the community
• each volunteer has full management supporteach volunteer has full management support
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
BenefitsBenefits
““be part of our team” be part of our team”
““free certified training”free certified training”
““many of our volunteers get jobs”many of our volunteers get jobs”
““visit special wildlife places”visit special wildlife places”
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
NeedNeed- hooks people by presenting the need for volunteers- hooks people by presenting the need for volunteers
JobJob- describes how they can help- describes how they can help
FearsFears- reassures- reassures
BenefitsBenefits- sells the position to them by describing how they will - sells the position to them by describing how they will benefit from volunteeringbenefit from volunteering
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Screening and interviewing
Reclaiming green places since 1959
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Training
Why Hold an Induction?
• It defines a clear relationship with the organisation• It’s a quick and effective way of getting the volunteer working• It helps the volunteers feel more comfortable in a new situation
• It answers the volunteer’s questions...• What work will I be doing?• What are my colleagues like?• Will I fit in?• How can I contribute to the organisations aims?• Will I be safe?• Will I be valued?
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
• Characteristics of an Effective Induction
• Introduce the group:• The group’s values• A bit of history• The group’s activities• Who does the group work with?
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
• Introduce the systems of work:
• What will the volunteer be doing?• What are the volunteer management procedures?• What facilities do they have access to?• What training and benefits will they get?• Fill in all relevant forms• Who will the volunteer report to?• What are the safety arrangements
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
• Introduce the people:
• Introduce the leadership structures• Introduce colleagues they will be working with• Discuss the culture and etiquette of the group.• Get them started quickly on some work.
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Prompts to help you focus
Who would want to do the job?Who currently does it?Who would like to be doing it but is in a job where it is
not now possible?Who was educated to do it but can’t at present?Who can learn to?Who is learning to do it?What schools and colleges teach it?Peer recommendation?Who does something totally different and would see it
as exciting and new
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training• Environmental Education Volunteer Officer • Role Description - BTCV• Responsibilities include:• Running environmental education activities for groups of primary school children up to 3 days a
week• Helping to keep the activity days and resources up to date• Supporting the site team in maintaining the wildlife area for educational use• Helping with the general running of the Centre• You will attend a range of useful training courses, gain first hand practical experience, and have real
responsibility in a supportive environment.• You will be given specialist experience in working in a particular area of the Centre's work• BTCV is committed to safeguarding and promoting the welfare of children and young people, and
expects all staff and volunteers to share this commitment. An enhanced Criminal Records Bureau (CRB) check will be carried out before placements begin. Only relevant convictions will be taken into account, and the process will be strictly confidential.
• A comprehensive induction process will include training in how to work safely and appropriately with vulnerable groups.
• Agreed days: 4 days a week, Tuesday to Thursday• Agreed times: 9am – 5pm• Agreed expenses: Travel and lunch expenses.• This does not constitute an employment contract. It is a note of a flexible, informal arrangement for
the benefit of both the Volunteer Officer and BTCV, the intention being clarity.• Please refer to the BTCV Volunteers Policy for full information regarding the relationship between
BTCV and Volunteer Officers.
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Recruitment Routes
• Active recruitment• Word of mouth• Media interviews• Presentations to community groups• Manning a stand at a community fair
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
• Passive Recruitment
• Posters• News releases• Leaflets• Web ads• Local newspaper listings• Ads at volunteer centres
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Why does The Conservation Volunteers involve volunteers?
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Why does TCV involve volunteers?
• Determines the types of jobs and responsibilities that TCV creates for volunteers
• Enables TCV to better explain to volunteers how and why they are contributing to the work of the organisation
• Enables TCV to better explain to staff why volunteers are being sought
• Enables TCV to develop a plan for evaluating how effective our use of volunteers has been.
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
• What do they do?
• What do volunteers do for you?
• What skills do volunteers bring with them?
• Do you know? Do you use them?
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
PEOPLE ENGAGEMENT POLICY
• TCV will treat all people involved in its activities with respect and value them as individuals contributing to TCV’s aims.
• TCV will provide a safe working environment for all people involved, and have appropriate insurance cover.
• TCV will seek to train and educate people to levels suitable to their role whilst involved, as well as providing learning opportunities so that they can progress into new roles and greater involvement in TCV and beyond.
• TCV recognises that involvement in planning, delivery and evaluation can build confidence, develop skills and help people to realise their potential.
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
PEOPLE ENGAGEMENT POLICY
• TCV will provide opportunities for people to engage with us in a variety of different ways to promote inclusiveness, accessibility and choice.
• TCV will provide relevant information to people so that they can make informed choices about their involvement. We will strive to present the information in a format that meets the individual’s needs.
• TCV will provide opportunities for people to express their views, provide feedback and influence decision making.
• TCV will provide training in how we deal with people, including those with extra support needs.
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
PrinciplesPrinciples• Volunteers shall be allowed to carry out any role in TCV given:
– the role fulfils a specified need,– that the volunteer has the required skills and experience and – there are sufficient resources to support the volunteer.
• When the volunteer has been accepted into a role they should have all reasonable expenses covered. – travel, personal protective clothing, training and learning materials)
• TCV expects that staff at all levels will work positively with volunteers and, where appropriate, will actively seek to involve them in their work.
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
All volunteers and employees have a responsibility to comply with this policy.
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
• Sue Hilder
• A trained environmental sculptor, Sue has worked in countryside access with a variety of organisations
• including North Yorkshire County Council, the Yorkshire Dales National Park Authority and East Dunbartonshire Council. She is currently Access Officer for the National Farmers' Union Scotland, advising land managers across Scotland on access management issues. She started life with BTCV as a Volunteer Officer in Hull and became a Trustee in 1993. She is also an active member of the BTCV Scotland committee, the Nominations Committee and a Trustee/Director of Glasgow and the Clyde Valley Greenspace Trust. She combines her ongoing involvement in environmental art with interests including birdwatching and karate and currently resides in Glasgow.
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
• Creating Volunteer Roles.
• What sort of things would you want if you were to volunteer
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Ownership
• Sense of personal responsibility – this is mine
• Can be a team ownership
• Being in charge of something, being proud of something
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
• The authority to think
• Manager does not abdicate responsibility for ensuring the good results
• Work out what you would have to think about to tell them what to do. Give those thinking tasks to the volunteer.
Reclaiming green places since 1959
© The Conservation Volunteers 2012
Training
Responsibility for the results
• Achieve specific results
• Not just carry out a process – what is the result of the process
• Allows volunteers to be successful