Queen’s Volunteer Engagement Certificate (QVEC)

Module #2: Recruitment & Screening, and Relationship & Information Management

Presenters:

• Sarah Indewey, Manager, Volunteer Relations & Reunions -- @Sindewey

• Maryanne Wainman, Alumni Officer, Volunteer Relations

• Kathryn Vilela, Alumni Officer, Reunions

Join the QVEC Facebook group –facebook.com/groups/QVECforum

Introductions & Reflections:

• Who we are

• Who you are – any new faces?

o Name

o Department/Group

• Learning Journal

Module #2: Recruitment & Screening and Relationship & Information Management

Module #2: Recruitment & Screening and Relationship & Information Management

The “ART” of Volunteer Recruitment

Case Study: Creating a Recruitment Campaign for Homecoming Volunteers

Volunteer Screening Handbook

Alumni Volunteer Opportunities Directory

Technical Solutions for Relationship

Management

A recruitment experiment…

Module #2: Recruitment & Screening and Relationship & Information Management

Module #2: Recruitment & Screening and Relationship & Information Management

The “ART” of Volunteer Recruitment:

• Ask!

• Right fit

• Talk about the benefits

Module #2: Recruitment & Screening and Relationship & Information Management

The “ART” of Volunteer Recruitment:

Achievement

Affiliation

Power / Influence

Module #2: Recruitment & Screening and Relationship & Information Management

The “ART” of Volunteer Recruitment

Case Study: Creating a Recruitment Campaign for Homecoming Volunteers

Volunteer Screening

Alumni Volunteer Opportunities Directory

Technical Solutions for Relationship

Management

Module #2: Recruitment & Screening and Relationship & Information Management

Case Study: Creating a Recruitment Campaign for Homecoming Volunteers:

• Our Goal:

To create a platform for positive and meaningful student-alumni interaction over Homecoming weekend, and to educate students about the Homecoming experience.

Case Study: Creating a Recruitment Campaign for Homecoming Volunteers:

• A Strategic Approach:

o Target audience:

Queen’s students

o Outreach:

General recruitment with targeted messaging

Strong emphasis on stakeholder buy-in/

assistance with outreach

o Definition of success?

Volunteer metrics

General education

Module #2: Recruitment & Screening and Relationship & Information Management

Module #2: Recruitment & Screening and Relationship & Information Management

Case Study: Creating a Recruitment Campaign for Homecoming Volunteers:

• Developing the pitch:

o Express the need

o Propose a solution

o Address fears

o Demonstrate benefits

o Provide contact info

o Use action-oriented language

An effective recruitment pitch speaks to what the volunteer will be doing, and why this is important.

Module #2: Recruitment & Screening and Relationship & Information Management

Module #2: Recruitment & Screening and Relationship & Information Management

Refining the pitch for a target demographic:

Module #2: Recruitment & Screening and Relationship & Information Management

Refining the pitch for a target demographic:

Succession planning:

• Think about natural “growth paths” for volunteers to move from one position to another

• Encourage volunteers to think about succession, & to take ownership over helping to orient their successor

• For committees, ensure your next chair / director is a member

• Keep a succession tracking chart for critical roles

Module #2: Recruitment & Screening and Relationship & Information Management

Module #2: Recruitment & Screening and Relationship & Information Management

The “ART” of Volunteer Recruitment

Case Study: Creating a Recruitment Campaign for Homecoming Volunteers

Volunteer Screening

Alumni Volunteer Opportunities Directory

Technical Solutions for Relationship

Management

Module #2: Recruitment & Screening and Relationship & Information Management

Volunteer Screening:

“Screening practices help define the relationship between people and organizations and increase both the quality and safely of programs …”

Screening programs help to:

- Better match people’s skills & experience to the needs and opportunities in organizations

- Improve quality & safety of programs and services

- Reduce risks & liability for people and organizations

– Volunteer Screening Handbook

Module #2: Recruitment & Screening and Relationship & Information Management

Volunteer Screening:

10 Steps of Volunteer Screening:

1. Assessment 2. Position Assignment 3. Recruitment 4. Application5. Interview 6. References 7. Police Checks 8. Orientation and Training 9. Support and Supervision 10. Follow-up and Feedback

- Volunteer Canada

Module #2: Recruitment & Screening and Relationship & Information Management

Volunteer Screening:

Module #2: Recruitment & Screening and Relationship & Information Management

The “ART” of Volunteer Recruitment

Case Study: Creating a Recruitment Campaign for Homecoming Volunteers

Volunteer Screening

Alumni Volunteer Opportunities Directory

Technical Solutions for Relationship

Management

Module #2: Recruitment & Screening and Relationship & Information Management

Module #2: Recruitment & Screening and Relationship & Information Management

The “ART” of Volunteer Recruitment

Case Study: Creating a Recruitment Campaign for Homecoming Volunteers

Volunteer Screening

Alumni Volunteer Opportunities Directory

Technical Solutions for Relationship

Management

Module #2: Recruitment & Screening and Relationship & Information Management

Technical Solutions for Relationship Management• A bit about our database…

• ADVANCE Alumni Database (Ellucian)• Tracks the following:

o Personal information (email, phone, address, degree / year)o Volunteer role / titleo Status (prospective, current, former)o Term start & end dateo Staff Partner(s) / Relationship Managero Important communications / achievementso Recognition & awardso Volunteer interestso Communication preferences

Module #2: Recruitment & Screening and Relationship & Information Management

Technical Solutions for Relationship Management

• Integrity checks

• What could this entail?

o Are the volunteer’s term start / end dates accurate?

o Is the correct person listed as the volunteer’s

Staff Partner?

o Is the volunteer’s “status” accurate?

(ie: prospective, current or former)

o Is the volunteer’s personal information

up-to-date?

o Others??

• Technical Solutions for Relationship Management

• Integrity checks

• Key takeaways

o Reverse engineer your data-storage system with functionality & integrity in mind

o Create integrity business rules

o Set specific dates to conduct integrity checks

o Review integrity business rules annually

Module #2: Recruitment & Screening and Relationship & Information Management

Module #2: Recruitment & Screening and Relationship & Information Management

The “ART” of Volunteer Recruitment

Case Study: Creating a Recruitment Campaign for Homecoming Volunteers

Volunteer Screening

Alumni Volunteer Opportunities Directory

Technical Solutions for Relationship

Management

• Case Studies

o Work at your table

o Read the case studies (absolutely made up, not based on any real scenario)

o Discuss as a group

o Someone take notes & report back to the

full group

o 10 minutes tops!

Module #2: Recruitment & Screening and Relationship & Information Management

Module #2: Recruitment & Screening and Relationship & Information Management