Training, Oversight, Recruiting and Retention of

Volunteers of Sigma Tau Omega

HeadquartersSigma Tau Omega Fraternity

PO Box 18024, Saint Paul, Minnesota 55118Template from info-people

Reference

The Officer’s Protocol, Headquarters, JAN 2006

The Executive Vice President

What is A Volunteer?

A volunteer is a person who gives of his/her time without

compensation or promise of reward

Volunteers Supplement Not Replace Members Volunteers are not:

recruited to take members mission intruders

Volunteers: are recruited to train members in

specific tasks conduct a specific duty assist as needed

What A Volunteer Does

Train members/pledges

Advises fraternity or officers

Conducts a specific mission or duty

Qualifications Versus Responsibilities

Qualifications Skills/Experience necessary to do the role Expert in a particular area that is an asset to the

chapter Responsibilities

What is expected of the volunteer on the job Eg., “maintains electrical generator”

All parts of the job that you specifically take care of

Detailed qualifications & responsibilities are vital for a good volunteer

Example of A Good Volunteer Description: Wheeled Vehicle

Repairman

QUALIFICATIONS: *Expert in maintenance operations of wheeled vehicles below

15000 Gross Lbs. *Commitment Sigma Tau Omega Fraternity *Ability to perform with a high standard of service

RESPONSIBILITIES:*Conduct preventative maintenance on vehicles *Conduct repair operations as needed *Train drivers in preventative maintenance

measures

TRAINING: *No training will be provided for this duty

TIME COMMITMENT: *2 days a month for six hours a day

Short-Term versus Long-Term Volunteers

The difference The good and the bad

Issues Between Members & Volunteers

Sometimes members resent volunteers Members will have “buy-in” to the volunteer

program, if included in planning the program Members don’t want to train volunteers

because they: don’t think volunteers will be there long believe volunteers will take their jobs

Members who accept the volunteer program, make volunteers feel welcome

Volunteer Recruitment Methods Parents of Members

Good way to get experts in area and the parents involved

Female friends of Members Often provide a great deal of commitment

Public Recruitment Good way to community involved with

chapter. Can seek specific volunteer positions.

On-line Volunteer Recruiting

Can work two ways: Volunteers can be recruited

through the website Volunteers can be recruited

through an on-line recruitment service

Volunteermatch.com

Interviewing Volunteers

Be sure to address the following: what volunteer expects kind of person volunteer is your expectation of volunteer benefit of volunteering skills/experience of volunteer

Interview Tips Keep to 15 to 30 minutes in duration Questions; open ended versus closed Two way process:

you provide info about the Fraternity volunteer tells you about him/her self

Should be relaxed Give volunteer an opportunity to ask

questions of you

Volunteer Forms

Application

Emergency Contact

Assignment Agreement

Background Checks

Fingerprinting done: at your chapter through Live Scan through the local law enforcement

agency

Reference Checks other volunteer experience employers personal

Matching The Volunteer With the Right Duty

This is successful when you: have a good volunteer description thoroughly interview volunteer assign volunteers to tasks that make

use of their interests, talents and skills

Orientation of Volunteers

Orientations should: happen prior to beginning assignment acquaint volunteer with organization,

and its policies and procedures introduce the Officers of the

Fraternity Review time commitment, safety

rules and privileges

Benefits of Orientation

Learn how vital the assignment is to the organization

Make volunteers feel part of the team

Reinforces expectations regarding appearance and behavior

Supervisors of Volunteers Should…

Have a passion for their program Be available to volunteers who have

questions or concerns Keep track of volunteer statistics Know how to delegate tasks to

members regarding volunteers The EVP has supervision of the

chapter’s volunteer program

Handling Difficulties With Volunteers

Do not allow volunteer to disrupt operations

Be prepared with a plan of action; be it disciplining or dismissal meet with volunteer to sort out

problem place volunteer in another position dismiss volunteer if all else fails

Volunteer Retention

Volunteers will “stay” if: they enjoy their work they feel a part of your team thanked regularly properly placed in their duty they feel their value has been

acknowledged by members

In Summary… Getting Volunteers:

They don’t replace, they help You’ve been a volunteer or are one, so you

understand Training Volunteers:

Right Volunteers-Right Duties=Success! A well trained volunteer=Success!

Keeping Volunteers: Properly supervised, you’ll retain them Always recognize and say, “thank you”