Volunteer ProgramsStaff and Faculty Training

Presented by Sonja Martens, Volunteer Programs Manager

Student, Family & Community Support

We value family and community engagement in schoolactivities and believe that volunteer involvement can have apositive impact on a child’s education. The goals of a school

volunteerprogram are to:

• Increase family engagement in public education • Encourage schools to use other pools of volunteers including

students, senior citizens, service clubs and businesses • Provide assistance to classroom teachers and other educators • Improve communication between the schools and the

communities they serve.

Overview of Program

Principals are responsible for: • determining, with the assistance of the existing

parent/community organization or appropriate staff member, the scope of the school volunteer program at the site

• designating a site volunteer coordinator to serve as administrator and immediate supervisor of the program, or acts in that capacity him/herself

• attending mandatory district training regarding the screening of volunteers

Roles At School Site

Volunteer Coordinators are responsible for:• organizing and implementing the school volunteer

program at the school• attending mandatory district training• conducting appropriate volunteer screening• maintaining volunteer records• promoting, recruiting and providing orientation and

recognition• organizing and coordinating volunteer services• tracking the number of volunteer hours and

volunteers at the school

Roles at School Site cont..

Volunteers shall:• Comply with appropriate district screening

procedure and submit a school volunteer application

• Comply with sign-in procedures at the school site and wear volunteer identification while on campus.

• Perform volunteer work under the direction of assigned teacher, school volunteer coordinator, and/or school administrator.

Roles at School Site cont..

Statute

• TITLE 6 PRIMARY AND SECONDARY EDUCATION• CHAPTER 50 INSURANCE• PART 18 USE OF VOLUNTEERS IN SCHOOLS AND SCHOOL DISTRICTS• • 6.50.18.1 ISSUING AGENCY: New Mexico Public School Insurance Authority.• [6.50.18.1 NMAC - N, 7/1/2010]• [The address of the New Mexico Public School Insurance authority is 410 Old Taos Highway, Santa Fe, New Mexico 87501.]• • 6.50.18.2 SCOPE: This part applies to all school districts, charter schools and other educational entities authorized to participate in the authority’s risk related coverages.• [6.50.18.2 NMAC - N, 7/1/2010]• • 6.50.18.3 STATUTORY AUTHORITY: Subsection E of Section 22-29-7, NMSA 1978 directs the authority to establish a policy to be followed by participating members relating to the use of volunteers,

distribute the policy to participating members and post the policy upon the authority’s web site.• [6.50.18.3 NMAC - N, 7/1/2010]• • 6.50.18.4 DURATION: Permanent.• [6.50.18.4 NMAC - N, 7/1/2010] • • 6.50.18.5 EFFECTIVE DATE: July 1, 2010, unless a later date is cited in the history note at the end of a section.• [6.50.18.5 NMAC - N, 7/1/2010]• • 6.50.18.6 OBJECTIVE: To establish a policy to be followed by participating members relating to the use of volunteers.• [6.50.18.6 NMAC - N, 7/1/2010]• • 6.50.18.7 DEFINITIONS:• A. “Regular volunteers” means those persons, including relatives of students, who commit to serve on a regular basis at a school district, charter school or other educational entity without

compensation.• B. “Spontaneous volunteers” means those persons who agree to fill an urgent, temporary need for a school district, charter school or other educational entity without compensation and who are

not pre-registered as a regular volunteer.• [6.50.18.7 NMAC - N, 7/1/2010]• [See 6.50.1.7 NMAC for other applicable definitions.]• • 6.50.18.8 POLICY FOR REGULAR VOLUNTEERS IN SCHOOLS AND SCHOOL DISTRICTS:• A. Participating member schools and school districts make extensive use of regular volunteers for many of their programs. In seeking and accepting the voluntary services of qualified, interested

individuals, the participating members recognize that they have basic responsibilities to the regular volunteers as well as to the students and to themselves.• B. Each participating member shall be responsible for organizing and managing its own regular volunteer program subject to the following rules. Participating member schools, school districts

and other educational entities shall have in place policies clearly establishing how and by whom regular volunteers are appointed and the policies at minimum shall require:• (1) interviewing all prospective regular volunteers and doing a background check including, but not limited to any history of drug abuse or drug dealing, domestic violence, DUI offenses,

and sex crimes;• (2) providing all regular volunteers with a job description, outlining specific duties, time commitment and qualifications for acceptance as a regular volunteer;• (3) providing appropriate training, supervision and evaluation of regular volunteers; and• (4) instructing all regular volunteers to understand that failure to obey the code of ethics and standards of professional conduct as provided in 6.60.9.8 NMAC and 6.60.9.9 NMAC

concerning the obligations of school personnel is grounds for dismissal.•

State Statute

• GE – School Volunteers • School volunteer services may augment district resources and ought to affect stronger linkages among

Albuquerque Public Schools, families, and other members of the community. The Board of Education authorizes a school volunteer program that shall comply with state statute and regulation.

• Administrative Position: Assistant Superintendent of Human Resources/Assistant Superintendent for School and Community Support

• Department Director: Director of Human Resources Operations• References• Legal Cross Ref.: • §22-15-17 NMSA 1978 • §22-14-32 NMSA 1978 • Board Policy Cross Ref.: • GB1 – Background Investigations • Procedural Directive Cross Ref.: • Volunteer Programs • NSBA/NEPN Classification: IJOC• Reviewed: January 17, 1990

Revised: February 20, 1996Revised: April 2001Reviewed: July 12, 2011Revised: July 20, 2011

School Volunteer Coordinator has a copy of the Procedural Directive for your review if desired.

Board Policy & Procedural Directive

Working Effectively With Volunteers

Many of us at some point have worked in the temp world.A common experience is to be sent to an office to work onlyto find that the office is unprepared. So you sit around tryingto look busy when really you are twiddling your thumbs. Don'tlet this happen to your volunteers. The temp worker, after all,needs the money and will likely put up with this, but yourvolunteers will see you as disorganized and inconsiderate.Don't bring a volunteer in until you have everything workedout, from the job description to a place to work with properequipment, to something to do immediately.

The Volunteer Viewpoint & How To Retain Them

1. They want you to be prepared for them.

Act as though your volunteer is a guest in yourhome. Show her around. Introduce him to otherstaff and other volunteers. Don't let yourvolunteer feel uncomfortable for a minute.Show that your school is warm, friendly, helpful,and happy to see them.

2. They want to feel welcomed.

Even if the task assigned is a simple one, take the timeto explain it, demonstrate it, and mentor the volunteer.If there are other volunteers, provide a buddy who isexperienced, to help the new one.When training a group of volunteers, be sure to use adultlearning techniques such as group involvement. Volunteersdon't want to be lectured to. They want to participate in

thetraining. Include in your training clear expectations for yourvolunteers. Let them know what the job entails.

3. They want good training.

Most volunteers are willing to roll their sleeves up and do physical labor as long as it is meaningful. Think of yourvolunteers as extra staff who are capable ofperforming complex tasks that take advantage of theirexperience and skills. Provide leadership opportunities tothose volunteers who are willing and have the time toshoulder more responsibility.

4. They want to do interesting work.

5. They want to know up front how much time the job will take.

Everyone is busier than ever, and many volunteers may only have timefor short term assignments. Project-oriented, rather than ongoing,assignments seem to work particularly well. Decide how much timeyour job will need. Will it take 6 hours a week that can be done over three days? Does it need to be done on a weekend? Do you need your volunteer for the whole semester? Does the volunteer need to be available during certain hours of the day?

Provide lots of options so that you can appeal to a busy soccer mom as well as the retiree who has more time.

Tell your volunteers frequently that they are doing agood job. Although you will want to come up withsome creative ways of formally saying thanks, don'toverlook the power of a simple gesture such astaking them to lunch, providing a small gift, orsending a thank you card to their home.

6. They want to be appreciated.

Regular communication is motivating forvolunteers, while the lack of it is one of the chiefreasons volunteers become dissatisfied. Volunteerslike to have a particular person who looks afterthem. Be ready to listen to volunteers and respond to concerns immediately. Telephone them, havemeetings, invite them to stop by your office or classroom, send info via social media, or emailthem regular updates.

7. They want you to communicate with them well and often.

Let your volunteers know how they are making adifference. Share success stories about your students and programs. Bring them up-to-date on the school’s progress. Let them see yourwork in action and invite them to providesuggestions.

8. They want to know that they are helping to make the world a better place.

Volunteering is a great way for many people to socialize, soprovide the opportunity to do so. Become a matchmaker forfriend making. If you think a couple of volunteers would getalong famously, provide that opportunity by assigning themto do a particular job together. Provide some time for coffeeor lunch. Invite them to your events and follow up toencourage them to attend or even provide help in gettingthere. Invite a volunteer to become an informal socialdirector who might provide outside opportunities forvolunteers to get together.

9. They want to be socially connected.

Anyone who is willing to volunteer is likely to have a healthy curiosity and willingness to try new things. Indeed, many volunteers get involved just so they can learn new skills or about interesting topics and issues. Provide that opportunity. Turning your volunteer job into a mini-educational experience will be highly valued by potential volunteers and will likely result in some great referrals as your volunteers tell others about what a great experience they are having.

10. They want to learn something new.

Benefits for Teachers:•More individual instruction•Help with non-instructional duties•Lower adult-child ratio•Closer working relationship with family members•Lightened clerical load•Broader support from community

Benefits for Students:•Increased remedial help•Greater enrichment•Improved self-image•Positive adult role models•Individualized instruction•Exposure to careers•Diversity of Experiences•Personal Attention

Benefits for Schools:•Enriched curriculum•Expanded use of tax dollars•More engaged and informed family and community•Improved school community relations•Better staff morale through extra help

Benefits for Volunteers:•Personal satisfaction•Improved self-esteem, sense of accomplishment•Opportunities to learn•Knowledge/understanding of school systems•Work experience

Benefits for the Community:•Better-educated students•Improved graduation rates•Increased confidence in the education system

People often ask for fresh “new ideas to recognize their volunteers, something that will excite them and make volunteers happy at the schools!

Certainly there are new, creative ideas that come up, such as writing personal thank-you notes, e-mailing a note of thanks, etc; but we believe always looking for new ideas seems to miss an important part of recognition—a sincere thank you.

Instead of using gimmicks and glitz, make the thank you sincere, timely and continuous throughout the year. Working directly with different types of people in your school, it becomes a critical responsibility to find ways to continuously recognize everyone involved.

Here are some suggestions:Put volunteer/staff recognition on your weekly “To do” list.

Keep a record of those you have praised. This will help to avoid overlooking others.

Instruct others to do the same and be sure that you remember to thank these people yourself.

Use voice mail, e-mail, and websites when appropriate. Don’t forget the old standbys, an article or mention in the school newsletter is a great way to say thank your to volunteers!

As you think of new ways to recognize volunteers, make an idea list of recognition opportunities. Invite others to add to the list, so that everyone responsible for saying thank you has a reference source of creative options.

Valuable is the work that you do,

Outstanding is how you always come through,

Loyal , sincere and full of good cheer,

Untiring in your efforts throughout the year,

Notable are the contributions you make,

Trustworthy in every project you take,

Eager to reach your every goal,

Effective in the way you fulfill your role,

Ready with a smile like a shining star,

Special and wonderful-that’s what you are.

What is Real Recognition?

Recognition and Appreciation Activities

For All You Do!