Volunteer Programs

1. Volunteer Programs Staff and Faculty Training Presented by Sonja Martens, Volunteer Programs Manager Student, Family & Community Support

2. Overview of Program We value family and community engagement in school activities and believe that volunteer involvement can have a positive impact on a child’s education. The goals of a school volunteer program 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.

3. Roles At School Site 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

4. Roles at School Site cont.. 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

5. 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.

6. Statute

7. State 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.

8. Board Policy & Procedural Directive • 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, 1990Revised: 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.

9. Working Effectively With Volunteers

10. The Volunteer Viewpoint & How To Retain Them Many of us at some point have worked in the temp world. A common experience is to be sent to an office to work only to find that the office is unprepared. So you sit around trying to look busy when really you are twiddling your thumbs. Don't let this happen to your volunteers.The temp worker, after all, needs the money and will likely put up with this, but your volunteers will see you as disorganized and inconsiderate. Don't bring a volunteer in until you have everything worked out, from the job description to a place to work with proper equipment, to something to do immediately. 1. They want you to be prepared for them.

11. 2. They want to feel welcomed. Act as though your volunteer is a guest in your home. Show her around. Introduce him to other staff and other volunteers. Don't let your volunteer feel uncomfortable for a minute. Show that your school is warm, friendly, helpful, and happy to see them.

12. 3. They want good training. Even if the task assigned is a simple one, take the time to explain it, demonstrate it, and mentor the volunteer. If there are other volunteers, provide a buddy who is experienced, to help the new one. When training a group of volunteers, be sure to use adult learning techniques such as group involvement. Volunteers don't want to be lectured to. They want to participate in the training. Include in your training clear expectations for your volunteers. Let them know what the job entails.

13. 4. They want to do interesting work. Most volunteers are willing to roll their sleeves up and do physical labor as long as it is meaningful. Think of your volunteers as extra staff who are capable of performing complex tasks that take advantage of their experience and skills. Provide leadership opportunities to those volunteers who are willing and have the time to shoulder more responsibility.

14. 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 time for short term assignments. Project-oriented, rather than ongoing, assignments seem to work particularly well. Decide how much time your 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.

15. 6. They want to be appreciated. Tell your volunteers frequently that they are doing a good job. Although you will want to come up with some creative ways of formally saying thanks, don't overlook the power of a simple gesture such as taking them to lunch, providing a small gift, or sending a thank you card to their home.

16. 7. They want you to communicate with them well and often. Regular communication is motivating for volunteers, while the lack of it is one of the chief reasons volunteers become dissatisfied. Volunteers like to have a particular person who looks after them. Be ready to listen to volunteers and respond to concerns immediately. Telephone them, have meetings, invite them to stop by your office or classroom, send info via social media, or email them regular updates.

17. 8. They want to know that they are helping to make the world a better place. Let your volunteers know how they are making a difference. Share success stories about your students and programs. Bring them up-to-date on the school’s progress. Let them see your work in action and invite them to provide suggestions.

18. 9. They want to be socially connected. Volunteering is a great way for many people to socialize, so provide the opportunity to do so. Become a matchmaker for friend making. If you think a couple of volunteers would get along famously, provide that opportunity by assigning them to do a particular job together. Provide some time for coffee or lunch. Invite them to your events and follow up to encourage them to attend or even provide help in getting there. Invite a volunteer to become an informal social director who might provide outside opportunities for volunteers to get together.

19. 10. They want to learn something new. 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.

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

22. Recognition and Appreciation Activities • What is Real Recognition?

23. For All You Do!