Fillable Group VolunteerinG TOOLS AND RESOURCES FOR ORGANIZATIONS AND

Fill Online, Printable, Fillable, Blank Group VolunteerinG TOOLS AND RESOURCES FOR ORGANIZATIONS AND Form

Use Fill to complete blank online OTHERS (CANADA) pdf forms for free. Once completed you can sign your fillable form or send for signing. All forms are printable and downloadable.

Group VolunteerinG TOOLS AND RESOURCES FOR ORGANIZATIONS AND

On average this form takes 12 minutes to complete

The Group VolunteerinG TOOLS AND RESOURCES FOR ORGANIZATIONS AND form is 25 pages long and contains:

  • 0 signatures
  • 36 check-boxes
  • 30 other fields

Country of origin: CANADA
File type: PDF

BROWSE OTHERS (CANADA) FORMS

Related forms
Fill has a huge library of thousands of forms all set up to be filled in easily and signed.
Fill in your chosen form
Sign the form using our drawing tool
Send to someone else to fill in and sign.
find another form
 
TOOLS AND RESOURCES
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
Group VolunteerinG
Funded in part by the Government of Canada’s Social Development and Partnerships Program
TOOLS AND RESOURCES
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
What is group volunteering? .........................................3
Finding group volunteering opportunities ..............................4
Designing group volunteer activities...................................5
Scheduling.......................................................6
Group volunteering resource list ......................................7
Program checklist .................................................8
Group volunteering spectrum ...................................... 11
SECTION FOR VOLUNTEER CENTRES
Managing requests from groups wanting to volunteer ....................16
Matching groups wanting to volunteer with organizations ................17
Appendix 1: Volunteer Group Appreciation and Recognition – Template.....18
Appendix 2: Photo Release Form for Groups – Template .................19
Contents
2
toolS AnD reSourCeS
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
Group volunteering involves engaging in a
volunteer activity as a group, whether with
friends, family, colleagues or acquaintances.
Group volunteering can involve a specific
project with a set timeframe, or it may involve
an ongoing commitment shared by a group
of volunteers.
Group volunteering can provide support and
services in a community in a short timeframe,
as it involves many people working together
instead of individual volunteers involved in
independent tasks.
Some people prefer to carry out volunteer work
accompanied by their family members, to enjoy
more time together as a family. Other group
volunteers are work colleagues who, after a day’s
work, decide to donate some time to strengthen
their relationships or to socialize outside work
hours. On other occasions, a group of friends
may wish to volunteer once a year to enjoy a
pleasant moment together, to feel that they
are useful to their community without feeling
obligated to volunteer for a specific period
of time.
Some companies have corporate volunteer
programs. At least once a year, the company
allows employees to act as volunteers within
work hours. This practice is being adopted
by more and more businesses. It benefits
a company’s corporate image, contributes
to employee and customer satisfaction and
provides the company with fiscal advantages.
The final objective is to assist those in need and
to contribute to the welfare of the community.
What is
Group Volunteering?
3
toolS AnD reSourCeS
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
Finding group
volunteering opportunities
Examples of activities that may be carried out by groups:
helping to run a festival or walk-a-thon
cooking or serving meals and cleaning up afterwards
putting together packets or mailings
gardening (pulling weeds, planting, etc.)
sorting items from a food or clothing bank
cleaning or painting items, several walls, or an
entire facility
an environmental project such as: cleaning a beach, a
field, a river bank, or an alley, or Earth Day projects
any activity that can be done by simple, repetitive action,
like cutting fabric or paper from a form
organizing an activity for seniors or children
helping at a women’s shelter
participating in community events
Collections are another great way to harness the
collective power of your group. Opportunities abound
in every season: food drives in the summer, gift drives
for the holidays, back-to-school collections in August.
Collections are easy to coordinate year-round, and are
especially good when people may have erratic schedules
(during the holidays or summer) and cannot easily
participate in a hands-on project.
Skills-based volunteering is the practice of using
work-related knowledge and expertise in a volunteer
opportunity. Examples of skills-based volunteering
include: accountants organizing tax clinics, lawyers
managing legal clinics, gardeners helping in senior’s
residences or shelters.
Groups who have a Meals on Wheels service in their area
can offer to take on specific delivery routes on a specific
day of the week.
This following list may be helpful for groups looking for volunteer activities and organizations
looking for ways to engage groups.
Sometimes organizations who do not already receive groups of volunteers are willing to create special
projects or activities for groups, depending on the number of participants and their available dates.
Suggestions for where to start:
contact your local
volunteer centre
look for events held by local
nonprofits organizations,
charities and schools
ask group members to
contact organizations working
for a cause to which they feel
connected or attracted. They
can ask about potential group
volunteering activities.
4
toolS AnD reSourCeS
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
Most organizations simply do not have the
budget, staff, time, or other resources to create
two-hour, half-day or one-day group volunteering
activities. For this reason, it is helpful if the group
looking to volunteer can propose or design an
activity for the organization.
The first step in designing a group activity is to
brainstorm among the members of the group,
to think creatively about activities that can be
done together.
The second step is to determine the resources
and limits of the group who will be performing
the activity, such as availability, budget, season,
number of participants, physical limitations
among the participants, etc.
The third step is to decide on a project
or activity and to present the idea to the
organization (s) selected.
Another approach is to contact the potential
organization and introduce the group and their
wish to volunteer. Some organization can build
a customized volunteering activity for a
motivated group.
And, finally activities can be organized so that
the group can volunteer from their offices or
homes. Examples of such activities are mailings,
gift wrapping, preparing Christmas baskets or
back-to-school bags, making phone calls to
raise funds or friendly calls to people who live
in isolation, etc.
Designing group
volunteer activities
5
toolS AnD reSourCeS
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
Scheduling
Provide a variety of scheduling options for groups who wanting to volunteer.
oCCASionAl
Friends, family, colleagues or acquaintances
Opportunities that could be suitable
for incorporating occasional group
volunteering include:
Holiday events
Seasonal activities
Annual events
Special or fundraising events
fleXiBle
This option allows groups to volunteer
on a regular, consistent schedule that
can be adjusted according to the
group’s preferences.
onGoinG
This option supports groups who volunteer
consistently at a fixed day and time for a
specific period of time.
This is ideal for organizations that rely
heavily on volunteers for specific tasks
and are dependent on volunteers during
specific hours, e.g. food or clothing banks,
shopping outings, community meals, or
Meals on Wheels.
Group volunteering resource list
6
toolS AnD reSourCeS
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
reCruitMent
Skills-Based Volunteering Discussion Paper
Understanding Canadian Volunteers
Volunteer Connections: New Strategies for Involving Youth
Volunteer Connections: New Strategies for Involving Older Adults
Targeted Recruitment Exercise
DeSiGninG A Volunteer ASSiGnMent
A Matter of Design: Job Design theory and application to the voluntary sector
Leadership basics: A Guide to Leading Groups of Volunteers
Working with Volunteers
Group volunteering resource list
7
toolS AnD reSourCeS
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
Program Checklist
prepArinG for GroupS of VolunteerS
YES NO NOTES
Do you need to develop new methods
for recruiting groups of volunteers?
Do you need to develop group
volunteering assignments?
Can you apply your existing screening
process for individuals to volunteer
groups?
Do you have activities that will be
attractive to groups?
Do you have tasks and assignments
that can be developed or altered to
be appropriate to the ages, education
levels, cultural identifications and
experiences of volunteer groups?
Do you have orientation and training
material that is sensitive to culturally
diverse populations?
Are there additional training programs
that need to be considered?
8
TOOLS AND RESOURCES
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
Volunteer Recognition
RECOGNIZING VOLUNTEER GROUPS
YES NO NOTES
Do you need to develop methods of
recognizing group participation?
Do you have ways of recognizing each
member of the group uniquely?
Do you have a budget for reimbursing or
providing volunteer expenses? i.e. travel
expenses, childcare, volunteer meals and
vouchers?
Do you have policies around volunteer
recognition?
9
toolS AnD reSourCeS
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
Scheduling
Volunteer Resource Management
effeCtiVe AnD fleXiBle ArrAnGeMentS AnD ACCoMMoDAtion
poliCieS AnD prACtiCeS for effeCtiVe GroupS’ enGAGeMent
YES NO NOTES
Do you have a facility that can
accommodate volunteer groups (small or
large groups)?
Do you have the ability to provide
occasional or flexible or on-going
scheduling sometimes required for group
volunteering?
Do you have the ability to allow the
group to carry out the activity (ies) from
its facility?
YES NO NOTES
Do you have enough staff to supervise
volunteer groups?
Do you have risk and liability policies? Do
you have insurance?
Do you have policies around safety and
rules?
10
toolS AnD reSourCeS
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
Group Volunteering Spectrum
leVelS of enGAGeMent
This spectrum highlights different methods or strategies for organizations to engage group volunteers.
Each box links to information, practices and opportunities for implementing an effective group
volunteering initiative.
VOLUNTEER
ACTIVITIES
Arranging
separate
activities for
different groups
at the same time
Offering a
specific project
with a set
timeframe or
with a medium-
long range
commitment
Offering
activities that
can be carried
out by groups of
family, friends or
colleagues
Designing and/
or creating
activities for
volunteer
groups
VOLUNTEER
RECOGNITION
Volunteer
Awards /
Appreciation
Gifts /
Certificates /
Vouchers
Meals and
snacks
Travel Expenses
SCHEDULING Occasional Flexible On-Going
VOLUNTEER
RESOURCE
MANAGEMENT
Evaluating a
group volunteer
program and
volunteer
performance
Periodic review
of group
volunteering
– or Formal
pre-arranged
evaluation
meetings
Incorporating
feedback from
volunteer
groups
Offering
decision-making
authority to the
members of the
group
11
TOOLS AND RESOURCES
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
Volunteer Activities
ARRANGING SEPARATE ACTIVITIES FOR
DIFFERENT GROUPS SIMULTANEOUSLY
Arranging separate activities for different groups
at the same time benefi ts the organization and
volunteers at the same time.
For the organizations it:
Reduces the time to organize activities
Facilitates the process of training of volunteers
For the volunteers it:
Facilitates the process of fi nding opportunities
Increases the chances to interact and meet
different people
OFFERING A SPECIFIC PROJECT WITH A SET
TIMEFRAME OR WITH A MEDIUM-LONG TERM
COMMITMENT
The group takes responsibility for the project
which provides a sense of autonomy to the group,
as it must organize itself in order to achieve the
intended goal.
Taking responsibility creates a link between the
volunteers and the organization, and increases the
volunteers’ commitment.
Volunteer motivation is very important to carry out
these activities. They enjoy teaching others and
working independently.
Some examples of specifi c projects:
cleaning or painting an entire facility
organizing a fundraising campaign or event
offering activities that can be carried out by
groups of family, friends or colleagues
When an organization provides activities that
can be made by all family members, including
children, volunteers often show more interest to
volunteer. Children are sometimes a constraint on
an individual’s ability to volunteer.
Some organizations simply do not accept children
as volunteers for various reasons. Perhaps there
are no activities that can be carried out by
children, or the organization does not have a
policy that covers accidents involving children.
DESIGNING AND/OR CREATING ACTIVITIES
FOR VOLUNTEER GROUPS
Volunteer groups can participate in brainstorming
sessions in order to come up with new ideas that
can be transformed into new group volunteer
activities.
Internal meetings with the volunteer coordinator
and the staff, in order to analyze the organization
needs, can result in potential activities for groups
of volunteers.
Volunteers can be invited to the internal meetings
to exchange ideas with the volunteer coordinator
and the staff, and to choose the project from
among the activities suggested. They can
contribute to designing the project in more detail.
Being involved from the ground up can build
motivation and commitment.
12
toolS AnD reSourCeS
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
Volunteer Recognition
GiVinG Volunteer AwArDS/AppreCiAtion
“Thank you” or “Way to go” is the “pay check”
for a volunteer. Expressions of appreciation
and recognition are important in keeping them
motivated and enthusiastic. There are many ways
to show that appreciation, always depending
on the organization’s culture and budget. To the
volunteer, recognition signifies that someone
notices and someone cares.
Some examples of recognition: an unexpected
thank you note, taking photos and then offering
them to the group, including an article about the
activity carried out by the volunteer group in the
organization newsletter or website, a certificate
of recognition.
GiftS / CertifiCAteS / VouCherS
Some gifts with a low cost to recognize the work of
volunteers are:
Promotional material that already exists, such
as T-shirts, mugs, pins, pens, games, etc.
Gift cards
Food vouchers
Meals and snacks
Food, snacks or meals are a good way to support
and recognize volunteers’ work:
Providing food or snacks during the break
Organizing a picnic or a pizza party may be
another way to show appreciation
Travel Expenses
Travel expenses can be an impediment for groups
wanting to volunteer, especially if the organization
where they will perform the activity is outside their
area of work or where they live.
An organization can contribute with bus tickets or
reimburse travel or fuel expenses.
Organizations should talk to volunteer groups
about the need for reimbursement, ideally
before the activity. Otherwise, the subject can be
broached during orientation.
SCheDulinG
Occasional
Daily and weekly routines often keep people busy
at their jobs, looking after children, enjoying their
hobbies or sharing time with family or friends. All
these activities reduce the chance of helping their
community on a regular basis.
Scheduling occasional activities helps groups
wanting to volunteer to donate time in a specific
period of the year such as holidays, annual events,
special projects, etc.
Flexible
Volunteers like freedom and spontaneity of action.
A flexible activity is one that you can perform
whenever you have some uncommitted time.
Providing flexible opportunities for volunteer
groups facilitates their commitment to
volunteering activities.
On-Going
This option supports groups who volunteer
consistently on a fixed day and time for a specific
period of time.
It is ideal for organizations that rely heavily on
volunteers for specific tasks and are dependent on
volunteers during specific hours.
13
toolS AnD reSourCeS
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
Volunteer Resource Management
eVAluAtinG A Group VolunteerinG
proGrAM AnD Volunteer
PERFORMANCE
Evaluation places a value on something and is a
critical component to the effective delivery of an
organization’s programs.
Evaluation is a useful guide to assessing if there
is a good match between what is being done,
who is doing it and how it could get done more
efficiently.
An evaluation of a volunteer program should
include:
reviewing goals and objectives
identifying results achieved
obtaining feedback from current volunteers
and clients
collecting and reviewing both quantitative and
qualitative data about volunteer involvement
volunteer efforts
the program itself
It is also important to evaluate whether the group
volunteering program continues to serve the
mission and goals of an organization.
Another good practice is to evaluate a group
volunteering performance. While individual
performance can be monitored, it is also useful to
look at the contributions being made collectively
by the group unit and identify any strengths or
areas for improvement that exist.
PERIODIC REVIEW OF GROUP VOLUNTEERING
Program evaluation may be composed of two
levels, namely, informal periodic reviews or formal
meetings which are pre-arranged. The choice of
evaluation strategies depends on the nature, size
and composition of the organization.
To establish positive and progressive relations
between the group volunteers and the
organization, it is important to evaluate the
experience of the volunteers in the group.
Taking a little time to discuss the experience with
the group at the end of their assigned task also
provides a valuable insight about the experience,
as well as the skills and abilities required to
perform the activities.
FORMAL PRE-ARRANGED EVALUATION
MEETINGS
Formal pre-arranged evaluation meetings are
important to assist in identifying progress on the
organization’s mission and completion of goals
and tasks, in coordinating the engagement of the
volunteer group.
Group volunteers at formal pre-arranged meetings
may discuss various aspects of their engagement,
such as:
New skills that the volunteers acquired or wish
to develop
The persons that could help them to acquire
these new skills
Skills or attitudes which need improvement
Areas that have caused difficulty to the
volunteers
Future commitments and adjustments
14
toolS AnD reSourCeS
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
Volunteer Resource Management
INCORPORATING FEEDBACK FROM GROUP
VOLUNTEERS
Feedback from group volunteers can be very
helpful and can give rise to improvements in
your program. Ask individual volunteers or the
group as a whole, for their opinions on how much
progress was made on the task in which they were
engaged, what helped, what got in the way etc.
This will provide you with diverse opinions which
could lead to the introduction of new ideas, and
the elimination of inefficient activities.
OFFERING DECISION-MAKING AUTHORITY TO
THE MEMBERS OF THE GROUP
Volunteers should be given the opportunity to
decide what they want to do, how to organize
for the volunteer activity. Once the activity is
accomplished, ask them if there is something
that they would change or add. Invite them to
present their ideas or suggestions and be open
to accepting them if they are appropriate. Explain
your reasoning if you do not accept them. This
proves you are sincere in seeking their opinions.
Orientation, training and supervision must be
provided by the organization. Volunteers must
know in advance the activities that they will be
carrying on.
15
toolS AnD reSourCeS
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
Volunteer centres may receive requests from
groups wanting to volunteer in various ways. The
most common are a telephone call or an on-line
contact via the organization website.
Through telephone contact, a request may be
dealt with as follows:
The client is informed that the opportunities
are available on the website.
The client is invited to search the website,
indicating that if no opportunity can be
found, he / she should contact the centre
by e-mail through the web page, using the
online request form for Group Volunteering.
In cases in which the client has already searched
for group opportunities and has not found an
appropriate match, or if the centre does not
have on-line searchable opportunities, some
basic information is required in order to facilitate
the search for opportunities.
The steps to follow when a request is received
through the website are as follows:
The system sends an automatic e-mail
indicating to the client that the request
has been received and will be dealt
with expeditiously.
Once the request has been analyzed, the
search for opportunities begins. If necessary,
the client is contacted for further information
or to clarify any issues.
The available tools are used to carry out the
search, namely a database of organizations,
the Internet, and other internal means. It is
recommended to inform the client that the
response time will be between one and
two weeks.
Once the search has taken place, potential
organizations are contacted to engage
the group. When an organisation has
responded positively, the client is contacted
to explain the nature of the activity and to
provide the necessary information about
the organization, including the person
to contact.
To avoid misunderstandings, it is
recommended to step away at this stage,
and leave the two interested parties to
communicate directly with one another.
The success of the activity depends on their
developing an independent relationship.
Request evidence and photographs of the
activity to be used by the volunteer centre
for promotional purposes.
Follow up. Contact each of the parties
separately in order to obtain feedback on
the activity.
Managing requests from
groups wanting to volunteer
1
1
2
3
4
5
6
7
2
Section for Volunteer centreS
8
toolS AnD reSourCeS
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
Finding activities for groups wanting to
volunteer and matching the availability of the
groups with recruiting organizations’ schedules
is one of the most difficult challenges in the
process of “matching”.
The group size is one factor to consider. Groups
in excess of 50 persons are the most difficult
to place. Organizations often do not have the
necessary physical space to accommodate such
a large group. It is suggested, if possible, to
divide the groups into sub-groups of a maximum
of 15 persons.
Another problem relates to the available date
of the group. Many organizations are closed
after work hours and on weekends. This creates
challenges in finding opportunities for employee
groups, families, or friends who wish to volunteer
outside work hours.
Another factor that can be limiting is the
presence of children within groups of friends
and family members. Some organizations do not
accept minors as volunteers and there are some
activities that cannot be carried out by children.
Matching groups wanting to
volunteer with organizations
Section for Volunteer centreS
9
toolS AnD reSourCeS
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
TO:
(group name)
FROM:
(community organization name)
SUBJECT:
(name of the volunteer project)
On behalf of (host community organization’s name), thank you for volunteering on (date). With your help,
we were able to (project results/benefits). (Community’s organization name) was impressed with your hard
work and dedication to the community.
We hope your volunteer experience as a group was a fun and rewarding one. We would appreciate
receiving your feedback so we can make our next volunteer activity even better - please take a moment
to fill out a brief evaluation form by (provide instructions on how to access). Once you’ve completed the
evaluation form, you’ll be able to access all of the great photos taken during the volunteering activity.
Thank you again for doing such a great job and for making our project a huge success! We couldn’t have
done it without you!
Sincerely,
(Volunteer coordinator or Director name)
Volunteer Group Appreciation
and Recognition – Template
10
toolS AnD reSourCeS
FOR ORGANIZATIONS AND VOLUNTEER CENTRES
pHoto/ViDeo WAiVer AnD releASe forM
(For groups)
I (team leader name),
First name:
Family name:
acting on behalf of (insert the name of the group)
Address:
City: Postal code:
AUTHORIZE ,
(insert the name and address of the organization)
TO
(Please check the appropriate box(es)
Take pictures, record, or film while our group participates in the organization’s volunteer activities.
Use these images in any publications, displays, presentations or other related use in any format
(print, electronic, on-line, or other media) for the purposes of documenting and promoting their
activities and projects.
On behalf of the group (insert the name of the group) I hereby waive any copyright or other rights we
might have to these images, in perpetuity.
Team Leader Name (please write clearly/in block letters):
Signature:
Date:
Photo Release Form
for Groups – Template
Volunteer Bureau of Montreal
2015 Drummond, Suite 300
Montreal, QC H3G 1W7
11
Download
Save PDF to desktop
Email
Email completed PDF
Send for Signing
Email for others to sign
Print
Print document
Choose a Field
Click on a field and
select the person that should complete it
Want to add a signature?
You can add a signature field
and assign it to someone else
to sign
Choose a Field
Click on a field and
select the person that should complete it

Group VolunteerinG TOOLS AND RESOURCES FOR ORGANIZATIONS AND

This document is locked as it has been sent for signing.

You have successfully completed this document.

Other parties need to complete fields in the document. You will recieve an email notification when the document has been completed by all parties.

This document has been signed by all parties.

Completed 5 January 2022

Message

View Audit Log
Print With Audit Log
Duplicate Document