Site Crdinatr Vlunteer Resurce Guide T assist with vlunteer recruitment, training and supprt
Table f Cntents Steps fr Site Crdinatrs: Managing Vlunteers 3 Steps fr Vlunteers 4 Vlunteer Recruitment Letter/Email 5 Vlunteer Infrmatin fr DC Cllege Applicatin Week 6 Ptential Vlunteer Tasks 7 Vlunteer Training Example Agenda 8 Vlunteer Thank-Yu Letter 9 DC Cllege Applicatin Week 2
Steps fr Site Crdinatrs: Managing Vlunteers Reaching ut t cmmunity grups and members fr yur DC Cllege Applicatin Week effrts 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 yu t have at least 3-4 vlunteers fr every 20-25 students when cmpleting applicatins. Vlunteers can greet and sign-in students, assist students with the cmpletin f nline cllege applicatins, r distribute infrmatin abut financial aid pprtunities. The fllwing guide prvides templates and recmmended tips fr recruiting, training and thanking yur vlunteers. Recruiting Vlunteers 1. Identify cntacts in yur cmmunity that may be interested in helping make yur Cllege Applicatin Week event a success by dnating time and/r resurces. Sme examples may include: Schl Alumni Students wh have already cmpleted their applicatin/s (i.e., cllege applicatin ambassadrs) Student families, PTA (Parent Teacher Assciatin) Vlunteer, 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 DC Cllege Applicatin Week Vlunteer Recruitment Letter (see page 5). 3. When prmting yur DC 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 site crdinatr and three vlunteers at all times when wrking with a grup f 20-25. 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 the Vlunteer Infrmatin and Ptential Tasks dcuments n pages 6 and 7. 5. Prvide water and snacks fr vlunteers, especially if they will be vlunteering fr mre than tw hurs. DC Cllege Applicatin Week 3
Fllw-Up 1. Send a thank yu letter t all vlunteers fr their dedicatin t DC Cllege Applicatin Week! 2. Send vlunteer survey (survey will be prvided by yur CAW, District Crdinatr)). Steps fr Vlunteers The fllwing are ptential steps a vlunteer shuld take prir t Cllege Applicatin Week and ptential tasks a vlunteer may be asked t cmplete during Cllege Applicatin Week. Site Crdinatrs shuld share these recmmended steps with their vlunteers. Sme vlunteers may nt think t cnfirm certain details like if the schl has a vlunteer/visitr plicy. See page 7 fr a mre detailed listing f ptential tasks that shuld be shared with all vlunteers. Steps t Take Befre Cllege Applicatin Week Watch the Vlunteer Training Webinar available at http://sse.dc.gv/service/dc-cllegeapplicatin-week Check in with Site Crdinatr Cnfirm any vlunteer/visitr plicies (may require backgrund checks) Cnfirm day/time t arrive Receive anticipated vlunteer assignment(s) Steps and Ptential Tasks During Cllege Applicatin Week Guide students thrugh the applicatin prcess Help students cmplete and submit cllege paper applicatins and fee waiver frms Sign-in/Sign-ut prcess: Ask where they intend t apply, applicatins cmpleted, etc. Track data Prvide directins t the apprpriate rm Pass ut Nw What? and/r financial aid infrmatin and tracking where students applied Answer general questins abut the applicatin prcess Mnitr printers t ensure they remain in rder and replenish as needed Share persnal experience Cngratulate students n applying DC Cllege Applicatin Week 4
Vlunteer Recruitment Letter/Email SCHOOL LOGO SCHOOL ADDRESS September 2014 Dear [NAME OF ORGANIZATION], [NAME OF YOUR HIGH SCHOOL r PROGRAM] is pleased t annunce its participatin in DC s Cllege Applicatin Week. DC Cllege Applicatin Week will take place Nvember 3 thrugh Nvember 7, 2014. The gal f DC Cllege Applicatin Week is t prvide every graduating high schl senir the pprtunity t apply t cllege with a particular fcus n helping first-generatin cllege ging students, lw-incme students, and students wh may nt therwise apply t cllege. DC Cllege Applicatin Week 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 50 state campaigns t help students. This year, DC is expanding last year s initiative in 13 high schls t include nearly 33 schls. A critical cmpnent f DC Cllege Applicatin Week is the ne-n-ne supprt 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. Stay up-t-date with a pre-recrded webinar that serves as a training t prepare vlunteers fr their duties. Yu may als wish t watch the Site Crdinatr Training Webinar t familiarize yurself with the larger Cllege Applicatin Week initiative in DC. If yu r any f yur clleagues at [NAME OF ORGANIZATION] are interested in wrking with [NAME OF YOUR HIGH SCHOOL r PROGRAM] in any capacity please cntact me at [SITE COORDINATOR INFO]. Thank yu! Vlunteer resurces and webinar infrmatin are available at http://sse.dc.gv/service/dc-cllegeapplicatin-week [SITE COORDINATOR NAME] [YOUR TITLE] [CONTACT INFO] DC Cllege Applicatin Week 5
Vlunteer Infrmatin fr DC Cllege Applicatin Week Welcme t DC Cllege Applicatin Week at [NAME OF YOUR HIGH SCHOOL r Prgram]! 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 DC Cllege Applicatin Week. DC Cllege Applicatin Week is an event supprted by the Office f the State Superintendent and a districtwide steering cmmittee and [NAME OF YOUR HIGH SCHOOL r PROGRAM] The gal f DC Cllege Applicatin Week is t prvide every graduating high schl senir the pprtunity t apply t cllege, with a particular fcus n helping first-generatin cllege ging 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 Cllege Applicatin Week. 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 DC d nt have an applicatin fee. Sme students may be eligible fr an applicatin fee waiver frm their DCCAP Cunselr based n their family incme status. If students have questins abut eligibility, please refer them t their schl cunselr. Fr clleges that require an applicatin fee, students can use credit r 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! DCTAG prvides up t $10,000 per year fr cllege tuitin fr DC Residents. Funds are limited. Students must apply early beginning February 1, 2015. 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. DC Cllege Applicatin Week 6
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/access the specific cllege/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 DC Cllege Applicatin Week experience (if applicable, nt all site may chse t use the student evaluatin frm). The evaluatin may be an nline evaluatin r a paper evaluatin. Give an I Applied! sticker and a Nw What? handut t each student after they cmplete an applicatin. Sme sites may have students request their FAFSA PIN immediately after cmpleting their applicatins. Remind students t use the sign-ut sheet befre leaving. Site crdinatrs need t track where students applied, fee waivers used, if it was their first applicatin and if they will be a firstgeneratin cllege student. 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 Saturday/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. DC Cllege Applicatin Week 7
Vlunteer Training Example Agenda Training vlunteers fr DC Cllege Applicatin Week 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 Week is successful, they als are likely t becme cllege access advcates in the cmmunity. OSSE and the CAW Steering Cmmittee will prvide pre-recrded webinar training fr vlunteers. It will cver the basic needs and expectatins fr vlunteers acrss the state. It will NOT cver the individual site needs fr each hst high schl. 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 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. III. IV. Purpse f DC Cllege Applicatin Week - 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. DC Cllege Applicatin Week 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 Week/Day will be held in each schl - Times that Vlunteers are expected t be available (it is strngly recmmended that they are asked t arrive 15-30 minutes prir t the start f the event) - Assign tasks t be dne by Vlunteers (see task list) - Review FAQs Questins? V. Again thank yu! DC Cllege Applicatin Week 8
Vlunteer Thank Yu Letter SCHOOL LOGO SCHOOL ADDRESS Nvember 2014 Dear [VOLUNTEER S NAME], On behalf f [NAME OF YOUR HIGH SCHOOL r PROGRAM] I wuld like t persnally thank yu fr vlunteering yur time at ur DC Cllege Applicatin Week event. This event culd nt have been a success withut yur help and the help f many thers wh vlunteered their time. During DC Cllege Applicatin Week, [NUMBER OF SENIORS SUBMITTING COLLEGE APPLICATIONS] f ur senirs submitted ver [NUMBER OF COLLEGE APPLICATIONS SUBMITTED] cllege applicatins t clleges and universities acrss DC and the cuntry. 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! Please help us cntinue t grw and imprve DC Cllege Applicatin Week by cmpleting a shrt survey. The survey can be fund under the Vlunteer Resurces tab at http://sse.dc.gv/service/dc-cllege-applicatin-week. Once again, [NAME OF YOUR HIGH SCHOOL] thanks yu fr yur effrts and cntributin f time at Cllege Applicatin Week! We lk frward t seeing yu thrughut the schl year and especially at ur event next year. Sincerely, [YOUR NAME] [{YOUR TITLE] DC Cllege Applicatin Week 9