Resource Bank for Volunteer Managers

In an effort to engage alumni, students & the community as volunteers, the Alumni Association and partners from across campus have contributed tools & organizational standards to the resource bank which follows.  The intent is to provide support for you as a volunteer manager thus ensuring the best possible experience for our thousands of volunteers.

Through conversation the following volunteer cycle has been identified as (nearly) standard across campus.

Please feel free to use any resources you need in the course of performing your job.

Additionally, as a volunteer manager/coordinator or group leader you are encouraged to share any tools, standards or documentsyour program(s) have used to ensure the best experience for our alumni, student & community contributors. Please e-mail your resources to Joan Hall, Alumni Relations Coordinator at  joan.hall@ubc.ca.

Project Planning

1. MOA Volunteer Policy 2010, Museum of Anthropology, Executive Committee
   Comprehensive policies used to set the guidelines for their volunteer programs, the specific actions of their volunteer associates, council and executive committees.
2. Standard Project Plan, UBC Alumni Association, Volunteers
   Format for creating a detailed project plan that covers all the aspects of the volunteer cycle.

Volunteer Role Description

1. Beaty Biodiversity Museum Educator Posting, Beaty Biodiversity Museum, Lindsay Burlton
   An informative document that outlines all the necessary requirements of the Museum Educator volunteer position.
2. Standard Role Description, UBC Alumni Association, Volunteers
   A guideline for a complete volunteer opportunity posting, listing all useful fields.
3. Submit Opportunities – web form, UBC Alumni Association, Volunteers
   The fields for the “Submit a Volunteer Opportunity” function of the Alumni Affairs website.

Recruiting Talented People

1. Crane Library Audition Application Form, Crane Library, Laurie Dawson
   The intake form used to get the necessary information of an applicant.
2. MOA Application Form, Museum of Anthropology, Executive Committee
   The intake form used to get the necessary information of an applicant.
   
3. MOA Organizational Structure Description, Museum of Anthropology, Executive Committee
   A document given to potential applicants to show them the function of each department and the volunteer’s role within each of them.
4. UBC Football Volunteer Form, Thunderbird Football Association, Volunteer Manager
   An intake tool with excellent user interface and appearance, it is very appealing to potential applicants.

Recognition of Service & Impact

1. Alumni Weekend 2011 email, UBC Alumni Association, Events
   A sample of a thank you email that went out to event volunteers that used a unique quote to personalize the message.
2. Alumni Weekend 2011 email II, UBC Alumni Association, Events
   A more detailed thank you email that cites positive feedback from attendees and also asks for input from the volunteers.
3. Crane Library Volunteer Thank You Letter, Crane Library, Laurie Dawson
   A seasonal thank you letter that updates the volunteers on current project statuses, future events, and the impact of their work.
4. Draft Certificate, UBC Alumni Association, Volunteers
   A framework for a recognition certificate that identifies a single volunteer for the work he/she has done.
5. National Volunteer Week 2010, UBC Alumni Association, Volunteers
   To celebrate national volunteer week, a general thank you letter was sent out to all the recorded alumni volunteers.
6. Certificate Templates for AAHK, UBC Alumni Association Hong Kong, Volunteers

Evaluate Your Program

1. Crane Library Exit Survey Questions, Crane Library, Laurie Dawson
   The end of year program feedback questions where volunteers get to elaborate on what they liked or disliked about the program.
2. Mentor Exit Survey Questions, Tri-mentoring Programs, Angela Pau
   A feedback framework asking questions on the mentor’s experience in Tri-mentoring.
3. Student Exit Survey Questions, Tri-mentoring Programs, Angela Pau
   A feedback framework asking questions on the student’s experience in Tri-mentoring.