VOLUNTEER STAFF HANDBOOK
EDINA VOLUNTEER PROGRAM 5701 Normandale Road Edina, MN 55424 952-848-4926 volunteer@edinaschools.org www.edinaschools.org/volunteer
Volunteers in EPS
vol·un·teer /välen’tir noun
A person with a big heart who freely offers to take part in helping others and making a difference.
Through the Edina Volunteer Program (EVP), volunteers are able to make a difference in Edina Public Schools and impact the lives of our students. School volunteers come from many walks of life, with many varied experiences and skills. They are parents, grandparents, senior citizens, college students and community members. Volunteers offer one-on-one assistance by mentoring and/or tutoring, providing general classroom support, media center support, assisting with special projects as well as meeting many other needs. Volunteers enhance teacher and staff undertakings through their commitment of time, sharing of talents and knowledge, and caring bestowed upon the school and the children. The Edina Volunteer Program is committed to working with you to ensure volunteering is a rewarding experience for everyone. This handbook outlines guidelines and expectations to create a safe and successful experience for students, staff and volunteers.
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District Policies In order to make the volunteer program as effective as possible, School Board Policy 911 helps define the role of volunteers in Edina Public Schools: Edina Public Schools Every child needs a sense is committed to using of possible, especially volunteers to help when a concept seems difficult to personalize instruction, grasp. [EVP] provides intentional promote school/ time, space and resources for community interaction, students to own their support school activities learning. and events; promote - Erica, Countryside teacher multigenerational and multicultural experiences; and enrich curriculum for all learners. The school district promotes the use of volunteers to the extent possible. Volunteers will be placed with careful consideration given to how their presence supports the educational objectives of a class, the curriculum, activity or event. Volunteers will not be the primary source of instruction for learners. Volunteers will be subject to all standards set forth by the policies of Edina Public Schools and, if required, shall complete a criminal background check.
POLICY INFORMATION For more information on the School Board and district policies, please visit our website at www.edinaschools.org/policies. 3
Volunteer Program Benefits
BENEFITS FOR SCHOOLS: • • • •
Enriched curriculum More involved and informed community Improved school-community relations Better staff morale through extra support
BENEFITS FOR STUDENTS: • • • • • •
Enhanced learning opportunities Greater enrichment Improved self-image and motivation Positive adult role models Individualized instruction Exposure to new people
BENEFITS FOR TEACHERS/STAFF: • • • • • •
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More individual instruction Help with non-instructional duties Lower adult-child ratio Closer working relationship with community members Lightened work load Broader support from community
BENEFITS FOR VOLUNTEERS: • • • • •
Personal satisfaction Improved self-esteem and sense of accomplishment Opportunities to learn Greater knowledge/understanding of school system Work Experience
BENEFITS FOR THE COMMUNITY: • • • • •
Better-educated students Improved graduation rates Increased confidence in the school system Deeper community connections and understanding Greater community partnerships
“I love that I get to engage with community members, learn about them, and then match them to a need in our school district. I am enriched through these interactions, and know our students and staff are as well! - Carrie, EVP staff
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Volunteer/Staff Connection Quality volunteers are only half of an effective volunteer program. Dedicated staff are the other part. Teachers and school staff are trained to engage and teach children, and volunteers can enrich this process. One’s effectiveness in using volunteers can enhance and complement the learning experience provided in our school district. The Edina Volunteer Program works well when there is open and positive communication between volunteers and staff, notification of absences, appropriate matches to positions, and materials and responsibilities provided to the volunteer. We strive to support your needs, provide you with quality volunteers, and evaluate best practices often. Staff responsibilities in our effective volunteer program include: • • • • • • •
Understanding the purpose of our program Understanding techniques for preparing volunteers Integrating volunteers into our classrooms and work Managing volunteer time Communicating with volunteers Thanking volunteers Evaluating the volunteer program
VOLUNTEER WEBSITE For more information and online resources on the Edina Volunteer Program, visit www.edinaschools.org/volunteer. 6
Requesting a Volunteer As you develop your plans for the year, identify: 1. Your needs and corresponding volunteer jobs; 2. How much time these jobs will require; and 3. What day(s) and hour(s) you need the volunteer. Where can you use a volunteer? • • • • • • • • • •
Classroom support (i.e. reading, math, English, art) One-On-One student support Clerical Volunteer Edina Family Center support Media Center support After school Homework Help program support Before and after school Success Center support Reading Buddy support One-time special project or event support And more! Let us know what your needs are and the EVP will try and accomodate your request.
Once you have determined the factors above, you are ready to share this information with the Edina Volunteer Program through the request for volunteer form available online. Writing a Volunteer Job Description: Recruitment is more successful when a volunteer can be provided clear information about the job responsibilities and commitment expected. A request for a volunteer should include job description, objectives, responsibilities, and training required. Time commitment (whether one time, daily, weekly, morning, afternoon, or weekend) will help the recruitment process as well. Be as specific, clear and as objective as possible in submitting your request. 7
Working with Volunteers Supervising Volunteers As with any staff member performing an important function of the school community, volunteers need support and supervision. They should be held accountable for performing assigned tasks appropriately. Frequent feedback will enable volunteers to improve job performance so good communication is crucial. Always plan ahead for your volunteers. If for any reason, the placement is not working out, please let the Volunteer Program staff know. • • • • • • • •
Promptness Loyalty Business attitude Love of Children Discretion Sense of Humor Initiative Sensitivity
• • • • • • • •
Patience Enthusiasm Creativity Non-Disruptive Influence Dependability Flexibility Tact Support All for All Mission
What does the volunteer expect of the staff person? • • • • • •
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Consideration Patience Cooperative Attitude Appreciation Respect Classroom/Setting Control
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Welcoming Attitude Courtesy Volunteer Materials Ready Love of Children Sincerity Good Directions
Tips & Ideas for Using Volunteers Other tips for working with a volunteer: • Get to know your volunteer. If possible, schedule a meeting prior to the first volunteer experience, or connect via phone or email before their first time scheduled with you. • Make sure to read over the volunteer profile sent from the Edina Volunteer Program office. • Set up your needs/wants from the experience clearly, and help accomodate and support the volunteers. • Address how you want volunteers to communicate with you (absences, questions, etc.) and how best to communicate with them (schedule changes, other questions, etc.). • Make sure volunteers understand all logistics of their role. (Where are they to put their belongings, and/or carry out their work?) • Introduce volunteers to your students/co-workers so they feel welcome and incorporated into our school district. • Be generous in offering praise and appreciations, say thank you, and invite volunteers to grow in their role. • Send feedback to the Volunteer Program staff and share with the volunteer as needed.
I see my role as being primarily supportive and encouraging while providing academic support. It is important for kids to have a positive presence of adults in their lives outside of their own parents. - Hope, volunteer
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Program Responsilities The Edina Volunteer Program will conduct the following with each volunteer: 1. Application and Interview 2. Orientation and Training 3. Placement and Support 4. Follow through and Feedback
VOLUNTEER PLACEMENT: After a volunteer completes an application and interview, we strive to make the best match possible between our current volunteer opportunities and the volunteers’ interests and availability. If you need to make a change in an assignment for any reason, please speak to the Edina Volunteer Program staff. ORIENTATION AND TRAINING: Prior to beginning their work, volunteers will receive appropriate preparation and training around volunteer expectations. We want to make sure they feel comfortable with their assignment, and have the opportunity to ask any questions to gain clarity so they are fully prepared for their experience. FEEDBACK: We respect a volunteer’s commitment and will make every effort to use their time efficiently and effectively. We will be asking you to complete an evaluation survey periodically or may ask for informal feedback in person or via email regarding your placed volunteer. Your suggestions, comments, and thoughts are very important to us. 10
NOTES: _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ ________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ ____________________
_____________________ Using volunteers allows me to bring the real world ____________________ _____________________ into my classroom. Students learn beyond the textbook and _________________________________________________ beyond the four walls of the school in the matter of a single _________________________________________________ class period. _________________________________________________ - Colleen, EHS teacher _________________________________________________ _________________________________________________ _________________________________________________ 11
Recruitment Check List In order to request a volunteer: Determine the need you have — is it long term or short term? When do you need support? Do some pre-planning. Fill out the Request for Volunteer Form and submit to the EVP Program. EVP will seek out a volunteer for your need. We will interview, provide orientation, and training. EVP will then connect with you to confirm a start date and any details the volunteer would benefit from. Plan a few minutes to connect with your volunteer before they start (via phone, via email, or in person) so they feel comfortable on their first day. Have a great experience! If you need to make adjustments to your volunteer placement or schedule, let EVP know. Be prepared for each session with your volunteer, and share your gratitude often!
CONTACT US Edina Volunteer Program (EVP) 5701 Normandale Road Edina, MN 55424 952-848-4926 volunteer@edinaschools.org www.edinaschools.org/volunteer