How To Conduct A Successful Volunteer Incentive Program

Competent volunteers, whether young or old, are a big help in well-run park and recreation programs, the Streamwood Park District has learned. Here are some guidelines you might find useful.

By Michael Rylko and Steve Furlong

In order to conduct a successful volunteer incentive program, it is important that the mechanics of the program be worked out in advance. The mechanics can be modified later if necessary, but good planning at the outset is a must. Here, in brief outline form, are some guidelines we have developed in recent months which we recommend for the reader's consideration (the guidelines apply to teenagers under the Streamwood Park District's program, but most of the provisions also could apply to adults or senior citizens):

1. Interview and hire as if a paid employee — Each volunteer should go through an interview process with the supervisor that is responsible for the program in which the volunteer is interested in assisting. As with any other interview, if the volunteer is rated as being unacceptable, he or she should not be hired. Too often volunteers are looked upon as "free help" and very little regard is given to qualifications, philosophies or attitude. Such volunteers often turn out to be more a hindrance than a help.

2. Written job description — It is essential that the volunteers have a written job description so that there is a mutual understanding of what is expected of them. The job description should include such items as job responsibilities, starting date, ending date, dress code, hours and days expected to work. If the volunteer does not fulfill his job responsibilities during the period he is employed, he should be given proper progressive disciplinary action or terminated as any other employee would be.

Two teen-age volunteers work at a concession stand/or a movie which the Streamwood Park District sponsored. Movies were shown at a gymnasium.

3. Written evaluation — Volunteers should be evaluated by their direct supervisor a minimum of two times during a program. At both evaluations strong and weak points should be discussed with suggestions from the supervisor for improvement. You should also have the volunteer evaluate the volunteer program in writing. His or her feedback and suggestions may be helpful.

4. Meet with parents — After a volunteer is hired, the supervisor should meet with the parents and explain the volunteer program to them. The meeting should cover what is expected of their child and what the child can expect in return from the park district. The meeting with the parents will help prevent any misinterpretation of the program by them or by their child.

5. Age restrictions — Because of the responsibilities involved with some programs, age restrictions should be established for each program. For example, we would not feel comfortable putting a 13-year-old in charge of a tiny tot swim program.

The Streamwood Park District is proud and thankful to have volunteers as part of our organization. Volunteers are extremely important to the Streamwood Park District. Without them, many of our programs would not be possible.

In order to express our appreciation. the following is a list of rewards that are given volunteers for outstanding work:

1. T-Shirt — A T-shirt will be awarded immediately to all of those candidates who have been accepted into the volunteer program.

2. Baseball Hat — A baseball hat will be awarded to every volunteer who completes five hours of work.

3. Free Program Time — Each volunteer will receive one free hour of program time for each four hours of volunteer work completed.

4. Free Pool Pass — For every ten hours of volunteer time completed, a free weekly pool pass will be awarded. Upon successful completion of forty hours of volunteer time. a free seasonal pool pass will be awarded.

5. Free Trip to Great America — A trip to Great America is planned toward the end of the summer for all volunteers. To be eligible, one must have completed a minimum of twenty-five hours of volunteer work.

6. Staff Party — a staff party for all volunteers is held near the end of the season.

Illinois Parks and Recreation 16 March/April 1984

7. Park District Board of Commissioners Recognition — All volunteers are invited to attend a Park District board meeting to be recognized by the Board of Commissioners and receive certificates of appreciation.

8. Future Work Consideration — Volunteers 15 years of age or older will be given high consideration for any paid positions that become available at the park district. This, of course, does not mean we are guaranteeing paid positions to each volunteer. It simply means that the volunteer will be given first consideration.

We think the volunteer experience is both exciting and rewarding.

Benefits of having a volunteer program

1. Volunteers can create a positive attitude toward the park district, its operation and programming. They can gain a special knowledge, appreciation and hopefully become enthusiastic supporters of the park district.

2. A volunteer provides an "extra pair of hands" thereby making it possible for an employee to work more effectively.

3. Volunteers can help reduce costs. After an initial training period, the volunteer can provide services that may be delayed because it's low on priority projects.

4. The park district might be able to take advantage of special skills. Many times a volunteer may have a specialized skill or occupational training that will benefit the park district.

5. By using volunteers, the park district is able to take the positive human principle that people like to feel needed.

Volunteer Points System

The purpose of this sound and simplistic point system is to be used as an incentive for our proposed Volunteer System. Scale determined with the following objective in mind:

Guidelines

1. Safe and healthy work demands (opportunities).

2. Depending on complexity of volunteer project, full-time personnel may be assigned to work hand-in-hand with volunteers.

3. Supervisor will train (guide) and work with or near the area the volunteer is working (working hand-in-hand).

4. When the volunteer has accumulated his/her points needed to attend a park district program the Supervisor will notify the Administrative Office, which in turn will credit the individual to the desired program, thus notifying Recreation Department so it can notify the program instructor of the additional person in the class.

5. To encourage further volunteer assistance, the media will be notified of volunteer park district projects which are in progress. Efforts will be made to highlight both the volunteers as well as the park and/or recreation personnel involved.

Regular time sheets will be filled out by the individual volunteer to be approved by his her immediate supervisor. A check and balance system of hours (credits) will be kept by the assigned supervisor.

It is our recommendation that participants of the program only be allowed to work a maximum of four hours a day. This should be worked out with the program supervisor and department head.

Merits / Point System
4 hours of work = 1 hour of program time (that is good for the current fiscal year).

Example: A volunteer contracts for one session of gymnastics. This

(Continued on p. 40)

ABOUT THE AUTHORS:

Michael Rylko has been Director of Parks and Recreation for Streamwood Park District since July of 1976. Previously, he had served as Superintendent of Recreation at Streamwood and Buffalo Grove Park District. He graduated from Eastern Illinois University in May of 1973.

Steve Furlong has been Superintendent of Recreation for Streamwood Park District since May of 1982. Prior to that he was employed at Schaumburg Park District and Bensenville Park District. He graduated from Western Illinois University in 1977.

Illinois Parks and Recreation 17 March/April 1984

VOLUNTEER INCENTIVE PROGRAM

(Cont. from p. 17)

program meets one hour per week for eight weeks, thus he/she will need to accumulate eight hours of program time (32 hours of volunteer time) to receive full credit for this particular class.

However, something suitable should be given to the adult or senior citizen who would like to volunteer but is not interested in participating in a recreation program.

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Illinois Parks and Recreation 40 March/April 1984