Successful Strategies for Working with Student Volunteers

1. Ricky Kirby, RHD Russell Hall Scott Nelson, SC Health Sciences Campus & Conference Services Advising Student Groups 2018 RPS Professional Staff Training

2. Learning Objectives Participants will discuss strategies for working successfully with student volunteers. Participants will discuss how to develop a functional budget for community/hall councils. Participants will discuss volunteer forms. Participants will discuss the pros and cons of successful programming and allowing volunteers to fail. Participants will discuss how much advising is appropriate. housing.uga.edu

3. Volunteer Agreement Forms The Volunteer Agreement Forms will need to be signed by the Director of Residential Programs and Services and then kept on file in the respective community office. housing.uga.edu

4. Release, Waiver of Liability & Covenant Form housing.uga.edu

5. Sample Budget housing.uga.edu

6. Sample Budget housing.uga.edu

7. Reflecting on the 2017-2018 Academic Year

8. Roles of an Adviser housing.uga.edu What are some common roles that an adviser can serve during an academic year with the executive board?

9. Roles of an Adviser housing.uga.edu What are some common roles that an adviser can serve during an academic year with the executive board? What other roles can arise?

10. Roles of an Adviser housing.uga.edu What are some common roles that an adviser can serve during an academic year with the executive board? What other roles can arise? What is an advisers role during executive board meetings? How often should an adviser meet with the executive board?

11. Roles of an Adviser housing.uga.edu A resource person - Anystaff member will know the general services of the campus and community. A planner - The advisor will actively help the members plan, promote, carry-out and evaluate their programs. A financial counselor - Advisorsare responsible for overseeing the budget and watching what the money is spent on. A supervisor -The advisor should not run the meetings, but will be there to lend support and direction when things get out of hand. A role model - Advisors will be willing to help officers begin the year and will continue this guidance and support throughout the year. Advisors will aid in these tasks to the best of their ability. A consultant - Many times, students will need help in setting up budgets, obtaining support, etc. A sounding board - Hall staffs are the ones that students generally have the most contact. Advisors will be willing to give opinions and direct students to the proper University officials or further discussion as needed. A liaison -  Advisors will provide a balance of professionalism between the group and the University and will aid in the group's growth and development. A developer - Theadvisor will encourage and stimulate the development of leadership and interpersonal skills. Also, they will help educate the RHC on the importance of being accountable for one's own actions.

12. General Advising Functions housing.uga.edu 1. Assist the group in negotiating all group members' roles. 2. Express sincere enthusiasm and interest in the group and all its activities. 3. Be open to criticisms from the group. Work with them to re-evaluate your role. Be willing to be wrong. 4. At times, it is wise to allow the group to be on its own. You can demonstrate your trust in them by stepping back for a short time; however, do not pull back too far because they may feel that you have lost interest. And if you never step back in, then you may be hurting yourself as well as the group. 5. Act as a positive critic to the group. Give them feedback on how they are doing. 6. Sometimes make suggestions through group members than directly to the group. 7. Be aware of any and all procedures and regulations affecting the group. Assist them in adhering to them. 8. Encourage the group to keep records and evaluations in files. Procedures for passing this information on should be developed. 9. Try to encourage the assignments of tasks to all members. If a member merely comes to meetings and listens, he/she will quickly lose interest. 10. Use the tools you have to assist the group. This includes discussion methods, goal setting, role negotiating, small sub-groups, group representatives, role playing, etc. 11. Share problems with other professionals in order to get advice.

13. Developing the Executive Board housing.uga.edu • How can the adviser help the group build positive relationships? • Is it necessary for an executive board to develop as a team? Why or why not? • What are some advantages for an executive board to develop as a team? • What are some disadvantages for an executive board to develop as a team?

14. Developing the Executive Board housing.uga.edu Bruce W. Tuckman Theory on Group Development Forming Storming Norming Performing Adjourning

15. Developing the Executive Board housing.uga.edu • Tuckman  • Forming • Develop ice breakers to help the members become acquainted • Coordinate a retreat or workshop for the executive officers or the members • Review the organization’s mission and purpose with the members • Identify the expectations of members and officers • Work with the officers to share organizational history and tradition • Provide information to the officers and members on institutional policies and procedures • Have individual meetings with the president • Discuss effective meeting management, planning programs, and team building with the officers • Provide support to the officers • Provide an initial “to do” list for the officers and assist them in beginning their duties

16. Developing the Executive Board housing.uga.edu • Tuckman  • Storming • Provide mediation resources when conflicts become difficult for the group to manage • Teach confrontation and communication skills to the executive officers and members • Hold a roundtable discussion on issues with which the organization and membership are involved • Review the mission statement, purpose, and expectations in order to redefine the organization’s action plans • Conduct a group decision-making activity • Discuss and review the executive officer roles • Develop a “rebuilding” team activity • Remind everyone that the storming stage is a natural part of the formation of the group

17. Developing the Executive Board housing.uga.edu • Tuckman  • Norming • Schedule a more in-depth team-building activity that includes greater self-disclosure • Have the members design T-Shirts, pins, or some other emblem with which to identify themselves an the group • Assist the group in starting a new program that will create a tradition • Review and possibly establish new goals for the organization • Maintain executive board and member relationships so as to avoid reverting back to the storming stage

18. Developing the Executive Board housing.uga.edu • Tuckman  • Performing • Insure that the organization and membership have a task • Support the members and executive officers by giving feedback about what is going well and what can be improved upon for the next year • Step back and allow the organization to perform

19. Developing the Executive Board housing.uga.edu • Tuckman  • Adjourning • Develop a closure activity to help members determine what they learned and benefited from during the year • Conduct an assessment or evaluation of the year • Develop transition reports for new executives • Insure that a plan of recognition is in place for the close of the year • Coordinate a closing banquet with awards and other expressions of appreciation • Encourage the executive officers and members to assist the group for next year in training, orientation, or other responsibilities • Identify how the organization contributed to the history or tradition of the organization • Insure that the minutes, reports, and correspondence are properly stored and maintained in an archive • Record the addresses and phone numbers of graduating and other departing members for future correspondence • Give the members gifts of appreciation for their involvement in the organization

20. Developing the Executive Board housing.uga.edu

21. Ways You Can Impact Executive Board Development housing.uga.edu • Attend Meetings • Attend Activities • Present a program with the President • Get to know the officers • Have lunch or dinner off campus • Go bowling • Go shopping • Make elections a big deal • Social Activities • Give Feedback to the President • Give warm fuzzies/compliments • Advertise meetings and functions at staff meetings • Hold an appreciation day • Talk positively • Recognize (OTMs and other ways) • Food and fun

22. Evaluate Your Role housing.uga.edu • It is important for the advisor to periodically become involved in the evaluation of his/her effectiveness. It is most helpful when the advisor does a self-evaluation and then one is done by the group. These evaluations should be written and discussed in open, two-way communication. Here are some areas to consider in the evaluation process: • Is the advisor following the agreed-upon role? Is there a need to renegotiate the role? • Is the advisor available to the group? • Is the advisor appropriately involved at meetings? • Is the advisor helpful to individual officers and members? • Does the advisor offer constructive criticism and the appropriate suggestions? • Does the advisor share information concerning institutional policies and procedures with the group? • Does the advisor assist leaders in learning and using group development tools?

23. Discussion housing.uga.edu