Volunteer Resource Manual Edition

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1 Vlunteer Resurce Manual 2014 Editin

2 Dear Cllege Applicatin Mnth Vlunteer: On behalf f the Luisiana Cllege Applicatin Mnth Campaign, thank yu fr vlunteering! During the mnth f Octber ur gal will be t prvide all senirs at participating high schls the pprtunity t apply t cllege. While the fcus f Cllege Applicatin Mnth is particularly n first-generatin cllege students and students wh may nt therwise apply t cllege, we encurage participating high schls t include activities fr all students, including freshmen, sphmres, junirs and senirs wh have already applied t cllege. The invlvement f vlunteers in Cllege Applicatin Mnth will help these schls t build a cllege-ging culture n their campuses. This is the first year that Cllege Applicatin Mnth will be implemented statewide in Luisiana. We thank yu fr helping drive this prgram and we lk frward t cntinuing this traditin acrss Luisiana fr years t cme. Shuld yu have any questins r cncerns abut yur vlunteer rle during Cllege Applicatin Mnth please cntact yur schls site crdinatr r either State Crdinatr belw: Timenee Thmas, LA GEAR UP Crdinatr Kristen O Neil, Public Infrmatin Supervisr Be sure t check the fllwing websites r fr prgram infrmatin fr this year s Cllege Applicatin Mnth! Thank yu in advance fr yur cmmitment t this imprtant cllege access event. Yur participatin will encurage Luisiana students and their families t make cllege a part f their future. Sincerely, Timenee Thmas/Kristen O Neil Luisiana State Crdinatrs 2

3 WHAT S IN A NAME? UNDERSTANDING THE WORD COLLEGE Cllege is imprtant there s n dubt abut it. At least 60 percent f all new jbs in Luisiana will require a cllege educatin by 2018, and Luisiana needs tens f thusands mre cllege graduates t build ur ecnmy 1. But what des that mean fr ur students? Mst wrkfrce develpers and educatin leaders use the wrd cllege t include any type f pstsecndary educatin r educatin and training beynd high schl. That means students have many ptins when it cmes t attending cllege. But it als means a high schl diplma is n lnger enugh. On average, fur-year cllege graduates earn mre than duble the salary f individuals wh stpped their educatin after high schl. 2 And students wh cmplete sme frm f pstsecndary educatin are far less likely t be unemplyed than thse with just a high schl diplma. Every Luisiana student shuld plan t cmplete sme type f educatin beynd high schl. The gd news is Luisiana s clleges and universities ffer a wide variety f educatin ptins t fit the unique needs f all f ur state s students. Optins include: Certificate r Licensing Prgrams: Certificate and licensing prgrams are specialized plans f study that are usually intended fr students planning t pursue a trade. Mst f these prgrams can be cmpleted in a matter f mnths, and Luisiana s public cmmunity and technical clleges ffer several certificate and licensing prgrams thrughut the year. Additinally, sme emplyers and/r trade grups ffer such prgrams. Assciate s Degrees: Assciate s degrees are typically awarded t students wh cmplete a twyear perid f study at a cllege. These degrees are ften required fr technical fields, but students can als pursue tw-year degrees in business r ther prfessinal careers. Students can earn an assciate s degree at any f Luisiana s public cmmunity and technical clleges and assciate s degree students are ften eligible fr many financial aid prgrams. Bachelr s Degrees: Bachelr s degrees (r baccalaureate degrees) are typically awarded t students wh cmplete a fur-year perid f study at a cllege r university. Students pursuing a bachelr s degree take classes in their career field and in general educatin subject areas. Bachelr s degree students als ften qualify fr state and federal financial aid prgrams. 1 Accrding t data frm Luisiana s Center n Educatin and the Wrkfrce. 2 Accrding t data frm the Cllege Bard s 2010 Educatin Pays reprt. 3

4 Vlunteer Resurce Manual We intend fr these dcuments t be a useful guide fr Site Crdinatrs when seeking vlunteers fr a Cllege Applicatin Week event. This Resurce Manual is available nline at fr yu t dwnlad and print. Managing Vlunteers Infrmatin 5 Recruitment Letter 6 Vlunteer Infrmatin n Cllege Applicatin Week 7 Vlunteer Task List 8 Vlunteer Training Agenda 9 Thank Yu Letter 10 Vlunteer Resurce Guide Reaching ut t cmmunity grups and members during Cllege Applicatin Week is an effective way t create a sustainable cllege-ging culture at yur schl. Additinally, recruiting vlunteers t help ut r dnate fd and supplies will help ensure a successful event. We encurage sites t have at least tw vlunteers fr every 25 students at yur schl n the day f the event. Vlunteers can greet and sign-in 4 students, assist students with the cmpletin f nline cllege applicatins, r distribute infrmatin abut financial aid pprtunities. Use the templates and resurces prvided t help recruit and infrm vlunteers fr yur event.

5 Managing Vlunteers: Step-by-Step Recruiting Vlunteers 1. Identify cntacts in yur cmmunity that may be interested in helping make yur Cllege Applicatin Mnth event a success by either dnating time and/r resurces. Sme examples may include: Lcal Cllege Access Netwrk Schl Alumni Students wh have already cmpleted their applicatin/s (i.e., cllege applicatin ambassadrs) Student families, PTA (Parent Teacher Assciatin) Lcal Vlunteer Center Senir r church grups Cmmunity Cllege and University representatives, faculty, admissins ffice and financial aid Business, cmmunity, and plitical leaders Yuth prgrams (i.e., YMCA, Bys and Girls Club, United Way) 2. Send ptential vlunteer grups a Cllege Applicatin Mnth Vlunteer Recruitment Letter. 3. When prmting yur Cllege Applicatin Week event, always mentin the need fr vlunteers in yur cmmunicatin. 4. Reach ut t student leaders in yur schl. Fr example, students wh have already cmpleted their applicatin/s culd help ther students during the event and be called the cllege applicatin ambassadrs. 5. Create a system fr cllecting vlunteer infrmatin. Depending n yur schl district s plicy, yu may need t cnduct a backgrund check. 6. We recmmend having at least ne staff member and tw vlunteers at all times when wrking with a grup f Infrmatin fr Vlunteers 1. Identify specific respnsibilities and duties fr yur vlunteers. Fr example, yu may create shifts fr greeting, sign-in, cmputer lab, ther activities, etc. Create a shrt explanatin f each respnsibility fr vlunteers t fllw thrughut the day. 2. Finalize a vlunteer list and, as a reminder, send infrmatin using the fllwing template ntifying vlunteers f event details. 3. Prvide name tags fr vlunteers n the day f the event. 4. Cnduct a quick rientatin, perhaps the mrning f the event, t familiarize vlunteers n the details f yur event. Prvide vlunteers with a Vlunteer Reference Guide t Cllege Applicatin Mnth. Fllw-Up 5. Send a thank yu letter t all vlunteers fr their dedicatin t Cllege Applicatin Mnth! 5

6 Vlunteer Recruitment Letter/ SCHOOL LOGO SCHOOL ADDRESS September 2014 Dear (NAME OF ORGANIZATION), (NAME OF YOUR HIGH SCHOOL) is pleased t annunce its participatin in Luisiana s Cllege Applicatin Mnth. In an effrt t further expand cllege access initiatives, the Luisiana Office f Student Financial Assistance is spnsring the Luisiana Cllege Applicatin Mnth t be held in the mnth f Octber, The gal f Luisiana Cllege Applicatin Mnth is t prvide every graduating high schl senir the pprtunity t apply t cllege with a particular fcus n helping first-generatin lw-incme students, and students wh may nt therwise apply t cllege. Luisiana Cllege Applicatin Mnth can pen the dr fr students by encuraging them t take a significant step tward cllege in their senir year. What began in 2005 as a single day at ne high schl in Nrth Carlina has evlved int 19 statewide campaigns t help students. This year, Luisiana will be prmting this initiative statewide and in cnjunctin with bth the Luisiana GEAR UP and Lafayette GEAR UP schls. A critical cmpnent f Luisiana Cllege Applicatin Mnth is the ne-n-ne supprts prvided by vlunteers wh help students fill ut applicatins at schl. Vlunteers may include high schl staff, registrars and admissins fficers frm nearby pstsecndary institutins, and representatives frm the cmmunity. We will be hsting ur event n (DATE(S) AND TIME) and wuld welcme representatives frm (NAME OF ORGANIZATION) t visit ur schl during this exciting and imprtant time. Vlunteers can greet and sign-in students, assist students with the cmpletin f nline cllege applicatins, r distribute infrmatin abut financial aid pprtunities. Our students wuld really appreciate yur help and supprt as they take a big step tward ging t cllege. If yu r any f yur clleagues at (NAME OF ORGANIZATION) are interested in wrking with (NAME OF YOUR HIGH SCHOOL) in any capacity please cntact me at [site crdinatr inf]. Thank yu! (YOUR NAME) (YOUR TITLE) (CONTACT INFO) 6

7 Vlunteer Infrmatin fr Cllege Applicatin Week Welcme t Luisiana Cllege Applicatin Mnth at (NAME OF YOUR HIGH SCHOOL)! We appreciate yur hard wrk and dedicatin t making cllege a reality fr ur students. Use this reference guide t familiarize yurself with mre infrmatin abut Luisiana Cllege Applicatin Mnth. Luisiana Cllege Applicatin Mnth is an event spnsred by the Luisiana Office f Student Financial Assistance and (NAME OF YOUR HIGH SCHOOL). Gal f Luisiana Cllege Applicatin Mnth is t prvide every graduating high schl senir the pprtunity t apply t cllege, with a particular fcus n helping first-generatin students lw-incme students, and students wh may nt therwise apply t cllege. Students are encuraged t research different cllege and universities in rder t find the best fit fr them prir t Luisiana Cllege Applicatin Mnth. The Federal Student Aid website https://studentaid.ed.gv/resurces has nline resurces such as cllege search and cmparisn tls, career planning tls, infrmatin n hw t apply t cllege, apply fr financial aid pay fr cllege and t help student s research schlarship pprtunities. In additin, students are encurage t g t LOSFA s website at t learn abut schlarship prgrams such as TOPS and ther frms f financial aid that are specifically geared twards Luisiana students. These tls are cmpletely free t students and their families. Hst sites are t prvide a designated space and time during the schl day fr cmpleting applicatins. Students may have questins abut applicatin fees and waivers. Nte that sme clleges and universities in Luisiana d nt have an applicatin fee. Up-t-date infrmatin is psted n and regarding applicatin requirements. Sme students may be eligible fr an applicatin fee waiver frm their high schl guidance cunselr based n their family incme status. If students have questins abut eligibility, please refer them t their guidance cunselr. Fr clleges that require an applicatin fee, students can use credit / debit cards nline r print their nline applicatin(s) and mail with a check t the cllege(s). In rder t be eligible fr financial student aid, cllege applicants must cmplete the Free Applicatin fr Federal Student Aid (FAFSA) as sn as pssible after January 1 f their senir year. The earlier students and parents/guardians cmplete and submit this frm, the better! FAFSA Luisiana Cllege Gal Sunday is a LOSFA prmted event held each year t assist senirs and their parents in cmpleting and submitting their FAFSA. Cllege Gal Sunday 2015 will be held March 1 st at participating schls s mark yur calendars! A listing f lcatins will be available at Remember yu are there t assist students; dn t recruit t a specific campus. Prir t arriving cnfirm day/time yu are expected with the site crdinatr, cnfirm any visitr guidelines fr the high schl 7

8 Ptential Vlunteer Tasks When assigning tasks, cnsider the expertise and cmfrt level f the vlunteer with varius rles. The pwer f the vlunteer cmes frm students seeing that members f the brader cmmunity see educatin as an imprtant gal. Pst (pssibly create) directinal signs in the schl fr the event. Gd signage is key t reminding students f the event and getting them t the right place. Greet students as they arrive. Make sure they use the sign-in sheet. Help students lg n t the university website and begin an applicatin. If the schl des nt have enugh cmputers r stable nline service, the site crdinatr shuld be prepared with paper applicatins. As a vlunteer, yu can hand ut the crrect applicatin. Guide students thrugh the cllege applicatin prcess and help answer any questins students may have, regardless f where the student wishes t apply. Mnitr printers t ensure that any applicatins that need t be printed remain in rder and replenish the paper supply as needed. Share persnal cllege experiences with students. Instruct each student t cmplete an evaluatin f their Cllege Applicatin Mnth experience (if applicable, nt all site may chse t use the student evaluatin frm). The evaluatin may be an nline Survey Mnkey evaluatin r a paper evaluatin. Give an I ve Applied t Cllege! bracelet t each student after they ve cmplete an applicatin. Remind students t use the sign-ut sheet befre leaving. Site crdinatrs need t track where students applied. Cngratulate each student n applying t cllege and encurage them t cmplete their admissin file by sending in their high schl transcript, test scres, r any ther dcumentatin that the cllege may require. Remind students t share their experience with thers and t remember t attend the Financial Aid Day (FAFSA Day, Cllege Gal Sunday, etc.) that will be held in yur cmmunity. Handuts may be available regarding the upcming Financial Aid events. Wear a cllege t-shirt r sweatshirt. 8

9 Vlunteer Training Example Agenda Training vlunteers fr Cllege Applicatin Mnth is nt a cmplex task. Yu want t prvide vlunteers with enugh infrmatin t be useful t yu and the students but nt s much as t verwhelm them. In additin t the very real assistance they can prvide t ensure that Cllege Applicatin Mnth is successful, they als are likely t becme cllege access advcates in the cmmunity. Hst sites are nt required t prvide a vlunteer training. It is up t yu based n wh yu have selected as vlunteers and if they feel cmfrtable with the tasks yu are expecting them t cmplete. Yu can prvide it as a shrt face-t-face gathering either a week befre the event r the day f the event. If yur schl requires a backgrund check fr nn-schl persnnel t wrk with students n yur campus, then please be sure t handle this requirement prir t the training. I. Welcme and Thank Yu! - have all vlunteers sign in and prvide yu with name, phne number(s), and address (yu will need the address later when yu send a fllw-up thank yu nte) II. Purpse f Cllege Applicatin Mnth - T encurage and assist all students t apply t cllege, especially thse wh are frm lw-incme and first generatin cllege families, because applying t cllege in the fall f their senir year will increase their ptins as they decide what t d after high schl. - T prvide additinal infrmatin t students abut the cllege ging prcess such as a) what t d when they hear back frm an institutin and b) hw t apply fr financial aid. - T reinfrce a cllege-ging culture in the cmmunity. - This is nt a recruitment activity fr a specific schl. If a vlunteer has a strng relatinship (r lve) fr a particular schl, it is imprtant t leave it at the dr. III. Cllege Applicatin Mnth Lgistics - Prvide a shrt tur f the schl highlighting where the event will be held, principal s ffice, facilities they may use r g int and thse that they shuld nt - Dates and Times Cllege Applicatin Mnth/Day will be held in ur schl - Times that Vlunteers are expected t be available (it is strngly recmmended that they are asked t arrive minutes prir t the start f the event) - Assign tasks t be dne by Vlunteers (see task list) - Review FAQs IV. Questins? V. Again thank yu! 9

10 Vlunteer Thank Yu Letter SCHOOL LOGO SCHOOL ADDRESS December 2014 Dear (VOLUNTEER S NAME), On behalf f (NAME OF YOUR HIGH SCHOOL) I wuld like t persnally thank yu fr vlunteering yur time at ur Luisiana Cllege Applicatin Mnth event. This event culd nt have been a success withut yur help and the help f many thers wh vlunteered their time. During Luisiana Cllege Applicatin Mnth, (NUMBER OF SENIORS SUBMITTING COLLEGE APPLICATIONS) f ur senirs submitted ver (NUMBER OF COLLEGE APPLICATIONS SUBMITTED) cllege applicatins t clleges and universities acrss Luisiana. Thanks t ur senirs hard wrk and the assistance f vlunteers like yu, they are ne step clser t actualizing their dreams f attending cllege! Once again, (NAME OF YOUR HIGH SCHOOL) thanks yu fr yur effrts and cntributin f time at Cllege Applicatin Mnth! We lk frward t seeing yu thrughut the schl year and especially at ur event next year. Sincerely, (YOUR NAME) (YOUR TITLE) 10

11 Luisiana Cllege Applicatin Mnth is an initiative f the Luisiana Office f Student Financial Assistance (LOSFA). As the leader in the state s cllege access mvement, LOSFA s missin is t prmte and prvide cllege access. Fr mre infrmatin, visit A special thanks t the 2014 Luisiana Cllege Applicatin Mnth Implementatin Cmmittee: The fllwing partners will prvide supprt, guidance and resurce materials t all participating high schls leading up t Luisiana Cllege Applicatin Mnth. Planning, scheduling, and implementatin f all Luisiana Cllege Applicatin Mnth initiatives are the respnsibility f the hst schl. Cuncil f Student Bdy Presidents (COSBP) Luisiana Assciatin f Cllegiate Registrars and Admissins Officers (LACRAO) Luisiana Assciatin f Independent Clleges and Universities (LAICU) Luisiana Bard f Regents (BOR) Luisiana Cmmunity and Technical Cllege System (LCTCS) Luisiana Educatin Lan Authrity (LELA) Statewide and partnership GEAR UP TRIO/Educatin Talent Search Prgrams in Luisiana (LASAP) University f Luisiana System LCAM wuld like t thank the Cllege Fundatin f Nrth Carlina, the Cllege Fundatin f West Virginia, and the Michigan Cllege Access Netwrk fr their help in creating this Resurce Guide, f which sectins have been adapted frm their respective guides. 11

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