APEGA Branch Orientation Support for APEGA Volunteer Functions

1. APEGA Branch OrientationSupport for APEGA Volunteer Functions Presented by Sue Armitage Volunteer Management Coordinator June 1, 2013

2. What is The Canadian Code For Volunteer Involvement and the Volunteer Management Cycle? Initiatives to support all APEGA Volunteer Functions What does success look like? Let’s Talk About…

3. Volunteer Management Cycle

4. Planning Why? An essential foundation for the success of any volunteer program Planning initiatives include: • Risk Assessment • Policies and Procedures • Volunteer Position Descriptions ( in addition to the existing Terms of Reference for committees) • Educating others in the organization about involving volunteers • Relationship –building with community volunteer leaders

5. Elements of a Position Description • Position Title • Purpose • Reporting Structure • Duties and Responsibilities • Skills and Qualifications • Term of Office • Average Time Commitment • Orientation And Training • Measures of Success • Benefits

6. Recruitment

7. Recruitment Why? • Intentional and targeted recruitment to match the volunteer’s skills and interests with the organization’s needs • To avoid duplication and confusion for members Recruitment Initiatives include: A centralized system where the Volunteer Management Coordinator works with staff, and Branches to design and distribute recruiting messages that are realistic, clear and have positive, creative wording

8. Screening Why? Screening is used to select volunteers for specific roles and it should continue as long as the volunteer is involved with the organization Screening Initiatives: Selection of volunteers is based on volunteer position descriptions and pre- determined screening measures that can include: • Application Form • Interview • References • Checks

9. Orientation Why? • An orientation clarifies the relationship between volunteers and the organization • Helps new volunteers become effective as soon as possible and feel confident and prepared All APEGA volunteers will have a: • System Orientation: History, mission, vision and structure of the organization • Position Orientation: How the volunteer position relates to the organization and how the volunteers are supported • Social Orientation: Ensures that the volunteers feel comfortable and the organization’s culture and rules are respected

10. Training Why? • Necessary so that volunteers can perform their roles without putting themselves or others at risk • Ongoing training opportunities are needed to upgrade skills and adapt to changes in the organization Training Initiatives: • Volunteers receive a position description and policies and procedures specific to their role • Training is to be provided in a diversity of formats to ensure accessibility

11. Evaluation Why Regular Performance Feedback? We all want feedback on our performance and how we impact the organization • Increases the satisfaction and retention of volunteers • Shows professionalism and consistency • Effectively shifts and directs the volunteer’s focus Evaluation Initiatives: Branch Chairs, with leadership from the Volunteer Management Coordinator are, in a position to implement: • Check In Model • Semi-annual review, Volunteer self-evaluation

12. Records Management Why? • For accurate tracking of volunteer hours for recognition and statistical reporting Records Management Initiatives: Web-based volunteer portal: • Volunteers track their own hours • Create a new profile or update an existing one, • Access information about and apply for volunteer opportunities • Training and orientation information • Showcase volunteers with photos, quotes, testimonials

13. Recognition Why? • Shows that APEGA values its volunteers and this helps attract new volunteers • It motivates volunteers to remain involved, to increase their involvement, and to be more satisfied by it Recognition Initiatives: • Volunteer Focus Group • Volunteer Visual Identity • Appreciation and Awards Celebration for all volunteers • Value in program appreciation events and informal recognition

14. Communication Why? • A communication strategy designed to build awareness and to connect with the membership and the public will attract new volunteers and retain experienced volunteers • Volunteers want to know they are having an impact and want others to recognize that impact Communication Initiatives: • Volunteer Logo and swoosh • Communication print pieces • Volunteer identification/promotion • Social media communication as another tool

15. What Success Looks Like • Volunteers, Staff, and the Volunteer Management Coordinator, work together to accomplish the volunteer- related objectives of the Strategic Plan for 2013-2016: to increase, renew and retain the volunteer base, reaching out to diverse sources of volunteers, reflecting the diversity of the community • We do this through good planning and management, by implementing the initiatives in a timely manner, and within budget • This will ultimately promote a positive experience for all audiences: volunteers, staff , members, and the public

16. Resources • http://www.volunteercalgary.ab.ca • http://www.calgarycvo.org • http://www.volunteeralberta.ab.ca • http://www.volunteer.ca • Contact Sue at sarmitage@apega.ca or volunteer@apega.ca • Direct Line:403-384-0209

17. Questions? and Thank You!