Volunteer Management Plan

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*Adapted from material originally prepared by Colleen Plumton and Angela McBride

Purpose

60% value

Leisure service organizations (mainly voluntary and public sector ones) utilize volunteers to increase their capacity to deliver programs and services. In our role as managers, we must be aware of the importance of having a well- thought out volunteer management plan that is linked to an organization’s overall strategic planning process.

This assignment is designed to:

1) increase your familiarity with a leisure service organization of your choice

2) develop tools to manage volunteers using the volunteer management process

There are two parts to this assignment. Before proceeding, read the assignment details and rubric thoroughly (3x).

Part 1: Complete an organizational review (where you are in the role of manager).

Part 2: Design a volunteer management plan for the organization (where you are in the role of volunteer coordinator, which is a paid position). You will create a program or event that will require volunteers and then you will build your volunteer management plan around that program / event. This can be an actual event that your chosen organization does, or you may create or invent an event for your organization.

Choose a voluntary or public sector leisure service organization that you will use to complete this organizational review. You will use the same organization to prepare the actual volunteer management plan in Part 2 of the assignment.

Note: Undertake the assignment as if we are free of COVID-19 and life is “normal”. No two students can assess the same leisure service organization. You are required to advise Mark by submitting your agency of choice and event to the folder in UM Learn by Wednesday, October 14 before the start of class or earlier for approval. To avoid disappointment, submit early.

Make sure to do this before you embark on your project. Do not proceed without approval.

Part 1:

1.

• • •

Organizational Review

In your role as manager of the organization you are responsible for creating a forward-thinking environment. To do this, you have had many strategic planning sessions with upper and middle management. It has been the responsibility of this level of staff to communicate the information created in these sessions to all staff and volunteers within the organization.

Your volunteer coordinator (that’s you) requires the following information prior to designing a volunteer management plan:

Name of leisure service organization: State the name of the voluntary or public sector leisure service delivery organization that you will use for both parts of this assignment.

Information about the programs and services: Research what your organization offers. Offer a brief summary and / or list of programs and services.

Mission statement: Communicates the NOW of the organization. It is a concise statement that communicates the “why” your organization exists (i.e. it identifies the reason for your organization’s existence). It describes the function or primary focus of the organization. It is an action statement that often

begins with the word “to”. Mission statements often become public descriptions of what your organization is

about, so it is crucial that the statement be accurate and acceptable.

Vision statement: This is a big picture statement that communicates the FUTURE of what your organization

would like to achieve. It provides the inspiration for what the organization wants to become. It provides a shared sense of direction and the basis for setting priorities and defining the scope and scale of programs / services. Consider where the organization will be in the future by asking “what is the preferred future?”.

Values: are the fundamental principles and beliefs that form the foundation of the organization. These principles guide the organization’s behaviour, services and programs. They often focus on service, quality, people and work norms. Some common values adopted by voluntary and public organizations include: respect for people; serving the expressed needs of members or clients; inclusiveness; high quality services or programs; exemplifying the qualities of integrity, trust and competence; enhancing quality of life.

Example: “Respect for people” – A fundamental responsibility of our organization is to create and maintain an environment that will foster the dignity and self-esteem of our clients, members, volunteers and employees.

Goals: What does your organization expect or desire to accomplish (usually in a two to three-year time period)? List the goals that your organization has outlined within their strategic planning process. These goals will impact the tasks the volunteers will be involved with during their time with your organization.

Additional Notes

1) It would be awkward for a manager to use scholarly citation methods (i.e. APA format) when writing their own organizational review. And so, APA format is not required for Part 1 of this assignment. However, a statement at the end of this section that generally indicates your sources is required. Example: Material sourced from Mark’s Singing Program website www.markssingingprogram.ca and Mark’s Singing Program 2019 annual report.

2) It is expected that you will use your own words where possible and not just cut and paste information from your organization’s website. Remember it is very easy for me to access the same sources as you!

Note: It is expected that you will use verbatim your organization’s stated vision, mission, value and goal statements if they exist, since those can’t be revised.

3) If the organization you are reviewing does not have some of these strategic components (i.e. vision, mission, values, goals), you will need to develop/create the missing components as part of this assignment. See Chapter 2 of the course textbook for more information about vision, mission, value and goal statements.

4) Part 1 should be in the 2 – 3-page range

Part 2: Volunteer Management Plan

Create a program or event for your organization that you will use to build your volunteer management plan. Remember, you are in the role of volunteer coordinator for this part of the assignment and are to complete the following:

A brief description of each of the six phases of the volunteer management planning process presented in class: planning, recruitment, supervision, orientation/training, retention / recognition / succession, and evaluation. It is your choice if you describe the entire process as a section at the beginning of Part 2 of your plan or if you describe what each phase is as part of your content for each phase of your plan.

The key components that you need to include in your plan are highlighted for each phase 1 – 6, in bold below. The “Questions for Consideration” are intended to guide your thinking for each phase and might help inform your content for the required components.

1. Planning
• State the name of one event or program that your organization offers that requires volunteers.

Include at least the following to describe your event:

the name of the event (e.g. Mark’s Sing-a-Long Fundraiser).

a brief description of the event such as its purpose, location and duration, etc.

2

• the total number of volunteers required, what the major volunteer activities / tasks are, and how many volunteers for each activity / task (e.g. ticket takers: 4, set up: 7, etc.). A chart or table instead of hefty text can be a helpful visual.

• Questions for consideration:

How many volunteers do we need?

What do we need volunteers to do?

What skills should volunteers have?

Who do we currently have available?

Who do we need to recruit?

Do we already have policies and procedures for managing volunteers?

2. Recruitment

Create a volunteer recruitment program i.e. clearly specify how and where you will find

volunteers.

Design job descriptions for key volunteer positions. Set them up as actual job descriptions.

Remember to include as a minimum: your organization’s name, the name of the event or program, position information (title, purpose), specific skills and qualifications needed (e.g. CPR, criminal background check, language), time commitment (for the event itself plus orientation and training), benefits and rewards, and how to apply.

Questions for consideration:

Where will we find volunteers?

What skills should they have?

How will we recruit?

Who will be responsible for the recruitment of volunteers?

Who will prepare job descriptions?

3. Supervision

Identify who will supervise the specific volunteer positions.

Questions for consideration:

Who will supervise the volunteers?

How will these people (staff or volunteers) be informed of their supervisory role?

How will their role be supported?

4. Orientation & Training

Create an orientation / training session for your volunteers. Describe how long the session will

be, when, where, what will be done at the session, etc.

Questions for consideration:

What orientation do we provide to new or existing volunteers?

What are the training needs of our volunteers?

What about online training? What requires in-person training?

What training can we afford to do?

What support is available to our organization?

5. Retention, Recognition and Succession

Create a recognition program.

Questions for consideration:

What types of recognition strategies and activities are most appropriate for our volunteers (consider motivation factors that impact why people volunteer)?

How do we move volunteers through our organization so that they continue to volunteer with us in the future?

How do we ensure an regular supply of volunteers?

6. Evaluation

• Create two evaluation tools (yes, two different ones!) that can be used for: 1) volunteers to

evaluate the event and their experience, and 2) the organization (supervisor) to evaluate individual volunteers. Set them up as an actual form that would be used for this purpose. Include applicable rating scales in addition to the actual questions. Also include a general description of process

3

(e.g. to be administered at the end of the event, in-person, online plus some rationale for these choices).

• Questions for consideration:

Was it a quality experience for the volunteer?

Was sufficient orientation / training provided?

Were the needs and expectations of the agency and volunteers met?

What can be improved?

How did things go for volunteers and staff when working with each other?

What about volunteering with your organization again?

How will the surveys be administered?

Additional Notes:

Part 2 will likely be in the 12 to 20-page range

Total Page Range anywhere from 14 to 24

Due Dates (2)
Agency of choice by Wednesday, October 14 prior to the start of class

Volunteer management plans are due at 10:30 a.m. November 18, 2020. All assignments are due at the beginning of class. Submissions are to be electronic and submitted via Assessments → Assignments in UM Learn. Note that the penalty for delayed assignments will be the reduction of 20% per day, including weekends up to a maximum of three days (60%) at which point assignments will no longer be accepted.

Written Requirements (The fine print):

Submit via electronic copy using Assessments → Assignments in UM Learn on or before the deadline.

Electronic submissions are accepted in Word format only. Do not submit a file in PDF format.

Times New Roman font, 12-point size, double-spaced, one-inch margins.

Cover page including title of the paper, student’s name and number, course name and number, instructor’s

name, date submitted, etc. Consult APA 7th edition format for complete content and layout rules.

Include job descriptions and the two evaluation tools in appendices, and not in the main body of your plan.

Set them up as actual job descriptions and evaluation tools.

Assignments are to be clearly written and easily understood (i.e. ideas, thoughts and concepts will be logically

presented), and if appropriate, will be accompanied by supporting evidence.

Point form is acceptable; however, complete, coherent sentences are still required.

Since both spelling and correct grammar affect the reader’s ability to comprehend your intention, it is

imperative that errors are minimal.

Assignments are to be professionally organized and presented. Instant messaging, chat, slang and

abbreviations are not acceptable forms of communication in this course.

Use the APA 7th edition writing style format for cover pages, in-text citations and your reference list. Do not

be lazy about this, check out the APA manual.

4

Rubric for Assessment:
Criteria Needs Improvement

60% of final grade

Satisfactory Good

Exceptional

Score

Organizational review:

Organization identified; relevant leisure service org chosen; program info provided; elements of strategic direction provided.

0 – 1 point

Most requirements missing.

2 – 3 points

A few requirements included but most are missing or incomplete.

4 – 5 points

Most requirements included but some details are missing.

6 – 7 points

All requirements successfully addressed and included.

/7

Volunteer Plan:

Event identified & described; phases of vol. planning process described; application of the 6 phases to event (e.g. # of volunteers and tasks, recruitment program, job descriptions, supervisor identified, orientation / training session, recognition program, two evaluation tools).

0 – 3 points

Few to no requirements completed. Information poorly summarized and highly disconnected. Content did not address plan well. It is incomplete and major points are not clearly stated.

4 – 7 points

Content began to address requirements however some requirements are missing. Some content is inaccurate and / or several major points are not clearly stated.

8 – 11 points

Most requirements are complete. Good application of requirements to event. Content addressed elements in a clear manner.

12 – 15 points

All requirements successfully and thoroughly addressed, and goes beyond what is required. Content is comprehensive, extensive and accurate.

/15

Mechanics and Organization:

Grammar, spelling, punctuation; sentence structure; written clarity and conciseness; professional appearance; plan proceeds logically, APA requirements: cover page, page numbers, proper citations and reference page

0 – 3 points

Considerable mistakes in spelling, grammar take away from understanding content. Sentences poorly structured and very difficult to understand. No cohesive flow; little organization; confusing explanations; no APA referencing or format; appears last minute.

4 – 6 points

Some spelling, grammatical and sentence structure mistakes. Sentences somewhat difficult to understand. Lacks some flow or readability; some APA mistakes; some formatting elements missing; some organization and flow to report; mildly organized.

7 – 8 points

Limited spelling and grammatical mistakes. Good sentence structure. Writing has flow. Well organized and mostly clearly presented. Most formatting elements included. Good APA format.

9 – 10 points

Spelling is very good and no grammatical or formatting mistakes. Very good sentence structure. Excellent flow to report with overall mastery of requirements. Plan is cohesive.

/10

5

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