Volunteer Coordinator Manual - Florida Department of Juvenile Justice

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FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMA. RECORD KEEPINGRECORDSA record keeping system is an important aid for the Department of JuvenileJustice and for the volunteer. Records assist us in emergencies, providecontacts in the community, help staff to see how volunteers are doing, help inrecognizing the accomplishments of volunteers, and in evaluating theprogram. Also, on the Sate of Florida Employment Application, volunteerexperience may count as work experience.A file can be set up for active, inactive and potential volunteers. There are anumber of ways to record this information, both manually and electronically.The number of hours that the volunteer works should always be noted.Volunteer hours are pertinent to evaluating the volunteer, and it may help theDepartment to see and justify the need for more paid positions. Sometimes,computing the dollar value of a volunteer’s time is an effective measuringstick for the importance of the volunteers. Volunteer and intern liaisons shallmaintain a listing of current and past volunteers and interns for possible futureemployment verification.B. HOW TO USE VOLUNTEER RECORDSRecord keeping is vital to a good volunteer program. These are some of the“whys” and “hows” of good volunteer record keeping:– The number of hours served by volunteers may offer substantiationfor the agency when seeking additional funds and documentation ofthe need for the allocation of additional paid positions.– Volunteer hours offer another means of evaluating the volunteerservice, e.g. dependability, consistent performance of service, andaccountability.– Asking a volunteer to be responsible for reporting the number ofhours served, and expecting him/her to do it, tells the volunteer thathis/her work and position is important to the agency.– Statistics provide decision makers with the necessary information tojustify the program and evaluate the service. Legislators talk interms of money. The success of volunteer service involves morethan glowing reports of what volunteers are doing. Cost/benefitfigures go a long way in swaying decision makers who arepreparing to spend taxpayers’ money.Chapter 15Page 1 of 34/22/2010
– Statistical facts are used by the volunteer coordinator in makingstaffing and budget requests for volunteer services activities.– As the program grows and the Department benefits from increasedvolunteer services, budgets for administrative costs must also beincreased. Only with a good reporting and recording system cansuch requests be justified.– Volunteer records can be used by the Volunteer Coordinator tomonitor certain trends or activities. A sudden drop in hours ornumbers of volunteer activities during a specific month may be awarning that something is wrong. You can also tell if a certainvolunteer is over-worked or under-worked.C. RECORD-KEEPING FORMSThe Volunteer Coordinator should keep certain forms on file, which will aid inthe record-keeping system:1. a. Volunteer Application Form (Current State of FloridaApplication Form). This is a vital information sheet, which includesinformation such as name, address, telephone number, SocialSecurity number, driver’s license number and other data requiredby the Department. It must be completed by a volunteer whoprovides continuing volunteer service.b. Form for the One Time Volunteer. To be completed for groups orindividuals who provide a one-time service at your facility.2. Volunteer Job Description3. Agreement Form4. Volunteer ID CardsA helpful suggestion in keeping up with the volunteers is to keep a manilafolder or an electronic file on each volunteer. In this folder/file, you will beable to keep the times that they do volunteer work, information about thevolunteer, and other pertinent information.D. OTHER ITEMS TO BE RECORDEDRecords should also be kept on:– Volunteer job vacancies – when they are filled and by whom– Orientation and training sessions – dates that they occurred, whoattended, and the evaluation of these sessionsChapter 15Page 2 of 34/22/2010
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Page 12 and 13: 3. Goalsa. To provide direction for
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