HomeMy WebLinkAboutExecutive Volunteer Connector Service SHWENSBli RG
• UNIVERSITY
MEMORANDUM OF UNDERSTANDING
The John L. Grove College of Business at Shippensburg University (SU) and the
C-ha,bersburg 21st Cen{ur,, partnership intend to establish a new service, the Executive
Volunteer Connector Service (EVCS). This service seeks to connect executive volunteers to
local nonprofit organizations to provide the necessary expertise for strengthening their
capacity to serve their communities. This volunteer service will recruit and match volunteers
who wish to give back to their communities through their unique contributions of knowledge,
skills, and expertise.
This Memorandum of Understanding establishes the commitments and responsibilities of
both organizations. Both parties agree that the purpose of the EVCS is to:
1 . Connect volunteer executives (on a project basis)'with nonprofits needing
management and consultative services to advance their organization's goals;
2. Provide the expertise necessary so nonprofit organizations can improve their capacity
to serve their clients and communities;
3. Assist nonprofit organizations in strengthening their leadership teams to fulfill their
missions.
SU agrees to the following:
• 1. SU will participate in all planning meetings to develop EVCS, create policies &
procedures, and create associated materials.
2. SU will assign management & supervision of this service to their Director of
Internships & MBA Recruitment. This Director's role within the EVCS will include the
following:
• Active participation in the recruitment of volunteer applicants.
• Active participation in recruitment of nonprofit organization project
applications.
• Notification within two (2) working days of all applications from potential
volunteers and nonprofits.
• Pre-screening of volunteer applications & nonprofit applications.
• Notification of Advisory Panel Chair of all qualified volunteer applications &
nonprofit project applications at least monthly.
• Coordination of Advisory Panel meetings and associated materials.
• Scheduling and coordination of all Advisory Panel meetings to interview
applicants.
• Notification by email and/or phone of each accepted volunteer applicant
within five (5) working days.
• Follow up with each accepted volunteer within five (5) working days with
confirmation letter, notification of next steps, and scheduling of volunteer
orientation meeting.
• • Notification by email and/or phone within five (5) working days of any
volunteer applicant not approved by Advisory Panel.
SHIPPENSBURG
(INIVERSITY
• Notification by email and/or phone of each nonprofit whose applications for
project are approved. Notification within 30 days of application.
Notification by email and/or phone of any nonprofit applicant whose projects
are not approved by the Advisory Panel. Notification within 30 days of
application.
3. Management of website content, interactive tools, online applications, and regular web
updates, with ongoing support by College of Business website tech support staff.
4. Director will respond by phone or email to all inquiries for more information about the
SVCS, including questions, requests for applications by prospective volunteers, and
request for applications by nonprofit organizations. Response is expected within five
(5) working days.
Chambersburg 21St Century Partnership agrees to the following:
1. Provide up to $5,000 to the John L. Grove College of Business at SU to offset costs of
website development and initial service development and related expenses.
2. Representative of Partnership will participate in all planning meetings to develop the
service, policies & procedures, and materials.
3. Representative of Chambersburg 21St Century Partnership will be entitled to participate
in active recruitment of volunteer applicants and nonprofit organization applications for
services.
TERMS OF THE AGREEMENT
The John L. Grove College of Business and the Chambersburg 21St Century Partnership
agree that the terms and conditions of this agreement will be in effect for two years with the
signing date of this agreement. It will automatically renew every two (2) years thereafter,
unless written notice is made by either party one year in advance. No terms of this
agreement can supersede the Shippensburg University general policies.
The John L. Grove College of Business Shippensburg University and the Chambersburg 21St
Centurya that the laws of
agree g the Commonwealth of Pennsylvania shall govern the
interpretation and enforcement of this agreement.
The John L. Grove College of Business and the Chambersburg 21" Century Partnership
agree that all parties will continue their respective policies on nondiscrimination based on
Title VI of the Civil Right Acts of 1964 in regards to sex, age, race, color, creed, national
origin, Title IX of the Education Amendment of 1972 and other applicable laws, as well as the
provision of the Americans with Disabilities Act.
The John L. Grove College of Business and the Chambersburg 21St Century Partnership
agree that this Memorandum represents the entire understanding between the parties. No
other prior or contemporaneous oral or written understanding or promises exist in regards to
this relationship. .
I-IIPPENSB U RG
(INIVERSITY
The John L. Grove College of Business and the Chambersburg 21" Century Partnership
agree that neither of the parties shall assume any liabilities to each other, except as specified
in this agreement. As a liability for damage, injuries or death to persons, or damages to
property, the parties do not waive any defenses as a result of entering into this agreement
unless such a waiver is expressly and clearly written into a party of this agreement.
The John L. Grove College of Business and the Chambersburg 21St Century Partnership
agree that the relationship between the parties to this agreement and to each other is that of
independent contractors. The relationship of the parties to this agreement to each other shall
not be construed to constitute a partnership, joint venture or any other relationship, other than
that of independent contractors.
The John L. Grove College of Business and the Chambersburg 21St Century Partnership
agree that the nonprofit organizations who have active projects and their assigned volunteers
will be allowed to complete the projects in the event that this agreement ends due to the
natural expiration of the term of the agreement.
Should either party terminate this agreement, it is agreed that both parties will make every
reasonable effort to protect the interest of the nonprofit organization clients currently being
served.
• This agreement is herein entered into effective with the signatures and signature dates
affixed on this document by all parties.
This Memorandum of Understanding outlines the entire agreement between the parties.
Executed by:
For Chambersburg 21St Century
Partnership For Shippensburg University
Jack Sharpe, Dr. William (Bill) Ruud
Chair President
Barry Drexler, Dr. Barbara G. Lyman
Executive Director Provost and Senior Vice President for
Academic Affairs
Date Date
• • •
EXECUTIVE VOLUNTEER CONNECTOR SERVICE PLANNING GROUP
Thursday, June 17, 2010 — 2:30-4:00 PM @ Summit Health Community Relations Office on 5t" Avenue,
Chambersburg
Attendees: Pam Anderson, Wendy Cowan, Pat Evans, Amy Hicks, Matt Kaplan (phone), Pete Lagiovane, Pat Mathews (phone), and Pat
Barbarowicz acting as leader
Topic Discussion Action & Responsible Person:]
Outcomes of first meeting on May No changes were recommended to the listings that were created during
12, 2010 that meeting: Nonprofit Organizations' Needs and Requirements; and
Volunteers' Needs and Requirements.
Amy Hicks reported on her discussions with Jan Zimmerman who is
working to form an RSVP in Franklin County. Group felt this RSVP has
value but is targeting a different group of volunteers and projects. Amy
also briefly reviewed Experience Works, Helping Hands Network, and
national United Way mentorship program consisting of retired United
Way executives.
Pat Barbarowicz described her research on the Executive Service
Corp. Group agreed this model targets the same volunteer level and
nonprofit projects, but becoming an Executive Service Corp affiliate
may be too much at this point. Group agreed that we should use this
model. Group also agreed that we should limit the number of projects j
_ we do in the first year and make sure that we__aet them right. _
Tactics to increase volunteer Pat Evans recommended exploration of a concept that executive Amy to investigate possibilities
involvement volunteers could donate their time and intellectual property with value with an attorney.
being billed at a pre-determined amount per hour. Amount would be
counted as charitable donation. Pat Mathews suggested a way that
this could be possibly done legally.
Assessing nonprofit Pat Barbarowicz described an upcoming survey of nonprofits by Amy and Pete Lagiovane to
organizations' needs Summit Health Endowment and United Way as follow up to a survey suggest needs of those
done a couple of years ago by Summit Endowment and United Way to organizations with which they
help these organizations better define their future capacity building already work closely. Send to
efforts. Discussion was held regarding the merits of limiting the service Pat who will distribute listing,
initially to nonprofits located in Chambersburg, especially since the
j Chambersburg 21" Century Partnership is Chambersburg focused. I
Most nonprofits have their main office in Chambersburg. Pam and Pat
Mathews recommended that we ask interested nonprofits_to deve op _ _ _
Topic Discussion Action Res onsible Person
their Requests for Services application, initially using the Leadership
Franklin County project application (two pages) as a model. Pat
Mathews recommended starting with a pilot consulting project to link a
volunteer leadership team and a nonprofit in order to work out the
process and any bugs. Other possible needs were discussed, with
unanimous agreement that we should stay away from fundraising
assistance projects, since all nonprofits would say they needed that.
Possible "owners" of volunteer First the group reviewed the positives and negatives of the following
service development and organizations owning such a service: Summit Health Endowment,
management United Way of Franklin County, and the Chambersburg Chamber of
Commerce Foundation. Resources for each of these organizations are
currently too limited to be able to do this within the next one to two
years.
Group brainstormed possibilities of other owners with resulting list of: Pat Barbarowicz to create
- Chamber of Commerce - Wilson College description of proposed
- Borough of Chambersburg - Shippensburg University service.
- County's Information and Referral - Small Business Development Pete Lagiovane to contact Bill
- Penn National Homes Council of SU Rudd, President of SU.
- Lutheran Social Service - Penn State Mont Alto Pat Barbarowicz to contact
- Menno Haven/Penn Hall - Consortium of the above Grace Rockwell of PSMA.
- Service organizations universities Amy Hicks to contact Kathy
Berard of Wilson College.
After discussion, group recommended starting with exploring the
concept with each of the three local universities.
Next meeting date Next meeting will be held on Thursday, July 15 at 9:30-11:00 AM in
L this same location. _ J
• • •
EXECUTIVE VOLUNTEER CONNECTOR SERVICE PLANNING GROUP
Monday, August 30, 2010 — 2:00-3:30 PM @ Summit Health Community Relations Office on 5"' Avenue,
Chambersburg
Attendees Pam Anderson, Sherry Wengert (representing Wendy Cowan), Noel Purdy, Judy Chambers, Theresa Bachman-Myers, Pete
Lagiovane, Pat Mathews (phone), and Pat Barbarowicz acting as leader
Topic Discussion _ Action & Responsible Person
Outcomes of meeting on June 17, Pat reviewed the outcomes of the last meeting on June 17, 2010, At
2010 this meeting, group created listing of possible owners of this service
including the three colleges & universities. Assignments were made to
contact each college leader. _
Assessment of nonprofits' Pat Barbarowicz distributed & discussed the findings from a survey of
technical assistance needs nonprofits by Summit Endowment & United Way to determine future
capacity building efforts, including needs for technical assistance.
Survey was returned by 77 respondents from email listing of almost all
nonprofits related to health & human services in Franklin County.
Topics of greatest interest for technical assistance/consulting were
evaluation/outcomes/indicators, needs assessment, strategic planning,
staff development, project management, and financial strategy.
Findings from meetings with Pat Barbarowicz reported that she & Amy met with Kathie Berard of
colleges Wilson College and had follow-up emails. Pat Barbarowicz had a
phone meeting with Dr. David Gnage, CEO of Penn State Mont Alto.
After each leader conferred with their administrative team, they
reported back to Pat that they would not be able to sponsor or own
__ _ _ such a service.
0ppo11tunity with Shippensburg Dr. John Kooti, new Dean of the Shippensburg University School of
University i Business, was introduced. Pete Lagiovane & Pat met with Dr. Kooti
and the President of Shippensburg University, Dr. Ruud, on August 12.
They were very interested in this service, and we invited Dr. Kooti to
today's meeting.
i
Key points coming from our planning group's discussion today with Dr.
Kooti included the following:
I
• The proposed service fits most closely with SU's Frehn
Center mission & goals.
• Intent of proposed Connector Service is to build capacity of
j nonprofit organizations through consultative projects.
• Service projects could create opportunities for students of
the business school.
_ Service program coordinator function could be responsibility
•
To is Discussion Action & Responsible Person
of organized administrative assistant. Faculty level
coordinator is not required.
• Outcomes measurement will be important after each project
completion.
• Planning Group recommends starting small with limited
number of projects in first year.
• Possibilities for future of Connector Service include creating
an eventually 3-5 year goal to move service from
Shippensburg University to a nonprofit; look for volunteers to
manage/coordinate program; and create links to
Shippensburg University students.
• Dr. Kooti stated that Shippensburg commitment is "to make
this work".
• Group clarified what Dr. Kooti meant when he said "help you
to house it and operate it". Group clarified that we have no
ability to house it or operate it at this time, so we are looking
to Shippensburg University to own it and operate it.
Dr. Kooti defined the following steps to move ahead with the project.-
Research
roject:Research what is happening in other communities especially
among colleges & universities.
• Develop a "pilot model" for feedback by our group before
finalizing the model.
• Develop a project-based fee schedule for minimal/nominal
charge to nonprofits.
• Develop initial structure including service coordinator,
volunteer selection committee, nonprofit project selection
committee, and other responsibilities.
Dr. Kooti made a commitment by Shippensburg University to "house
this program" if above research shows program is feasible for
Shippensburg University. Dr. Kooti agreed to develop a timetable & Pat to send background
model and get back to the group by the beginning of November. information to Dr. Kooti.
Next meeting date Next meeting will be held in November. Pat/Carla will contact group for
best dates in November. for
best
• �' _ l= — n �LA NI O CROUP •
Lr.�C�T4V� VOLUNTEER SERVICE
Thursday, november 4, 2010 — 9:00-10:30 AM @ Summit Health Community Relations Office on
5t" Avenue, Chambersburg
Attendees: Barry_Drexler, Wendy Cowan, Patrick Evans, Melanie Furlong, Dr. John Kooti, Theresa Bachman-Myers, Pat Mathews, and Pat Barbarowicz
Topic [discussion'' Action Responsible Person
Outcomes of meeting on August 30, Pat reviewed the outcomes of the last meeting on August 30, 2010. Emphasis
2010 was placed on the definition of key decision points from the group's discussion
with Dr. Kooti. Pat read the nine bulleted points that were made that day,
Shippensburg University's proposed Using PowerPoint, Dr. Kooti led group through discussion and revisions of the
model following descriptors of the proposed service:
Y Who are we
• Mission of group
• Examples of services
• Volunteers
o Plannin 9 p/im lementation timetable
This information will also be the foundation of the service's website content.
Resulting new wording of information is attached, as sent by Dr. Kooti after the
meeting,
Volunteers' processes Group discussed the process by which volunteers would apply on-line to be
considered to become an Executive Volunteer. Process will include use of the
proposed application already started by Pam Anderson in our earlier work.
Group recommended that the volunteer application include a request for
references. Proposed service model would involve an appointed committee or
our planning group to interview potential volunteers after receiving applications j
& checking references-, this group would have final say as to who would
become volunteers.
rPreliminary timeline Dr. Kooti agreed that development of the Executive Volunteer service would be
completed by the end of the academic year, or May 2011. Planning group
would begin to select an "Advisory and Selection Panel" who would define
responsibilities & mission in working with the Shippensburg University staff
person. Recruitment of volunteers would begin in June 2011. Implementation
with first match of accepted volunteers and accepted projects would be
September 2011. A detailed timetable will be developed after all tasks are
defined. _
Next steps Group agreed that we need to do the following: 1) define all the specific tasks, Dr. Kooti to create first draft of
resources needed, persons responsible, and timetable, 2) identify who would tasks (completed — see attached).
be on the working group to further develop the program, 3) define the Planning Group members to
"Advisory and Selection Panel" who would review volunteer applications, I revise list of tasks and return to
review nonprofit applications, select appropriate candidates, and recommend Pat by Friday, 11/19.
I matches, 4) change service's website domain name to more memorable
Next meet ng-date Group agreedtomeet next in December. I Carla Goshorn to coordinate.
0
EXECUTIVE VOLUNTEER
CONNAOR SERVICE PLANNING GROUP 0
Wednesday, December 8, 2010 — 2:00-3:15 PM @ Summit Health Center, Suite 204 Conference Room
Attendees: Barry Drexler, Wendy Cowan, Patrick Evans, Pete Lagiovane, Pat Mathews, Melanie Furlong, and Pat Barbarowicz
Topic Discussion Action & Responsible Person
Outcome of meeting on November 4, Group modified wording under Dr. Kooti's description of"Who We Are?" for the �l
2010 first sentence to read, "The Executive Volunteer Connector Service Group, in
affiliation with the John L. Grove College of Business at Shippensburg
University, is a group of volunteer executives with extensive experience in
business, government, and nonprofit leadership."
Group identified the need for a formal memorandum of understanding about Pat B to contact Dr. Kooti.
this proposed service to be signed by Shippensburg University, 215` Century
Partnership, and this planning group to show commitment. Pat agreed to call
Dr. Kooti to verify that Shippensburg University still is committed to this project
in the short and long term, and that resources are still available to develop and
implement it.
i
Group emphasized that it would be very important to keep the processes
simple for both Executive Volunteer applicants and for nonprofit project
applicants. Also, it would be very important to keep high credibility for this
service by being careful in approving well-qualified Executive Volunteer
applicants and nonprofit project applications which have been well designed
and approved by the nonprofit's Board.
Revisions of proposed Work Plan Group reviewed draft 1 of the proposed work plan for the Executive Volunteer Pat B to call Board member of
Connector Service implementation. Several revisions and additions were Executive Service Corps to try to
made, creating revised Work Plan draft 2 attached to these minutes. Pat secure some materials.
Mathews recommended that we contact other similar services to get materials
about best practices, application forms for volunteers, application forms for
l
nonprofit organizations, and service development checklists. Pat reported that
she had asked several chapters of the National Executive Service Corps for
checklists and was told that they were either not available or in development.
Nonprofit organization application components were discussed. Application
development is listed under proposed Work Plan. Applicant information should
include, at a minimum, the following components as identified by the Planning
Group today: brief description of organization description of proposed project,
r
expected outcomes, duration of project in weeks/months, estimated hours per
week, definition of any required travel including to where, organization's project
internal coordinator, latest project start date, and latest project end date.
Executive Volunteer Connector Group recommended that the group of people advising the Frehn Center on
Services' Advisory Panel this service would create an Advisory Panel, rather than an Advisory Board.
This Advisory Panel would have policies and procedures, rather than Board
by-laws. Advisory Panel qualifications and selection would be one of the first
steps as defined on the proposed work plan steps 1_, 2, and 3, under Advisory
To is DiNsion Action & Responsib arson
Panel. Responsibilities would include, at a minimum, the following:
For project development phase:
• Develop strategic plan & timetable
• Completion of Work Plan tasks
• Develop messaging to Executive Volunteer applicants and
nonprofit organization project applicants who are accepted and to
those who are rejected from participating in the service because
they do not meet all qualification criteria
For implementation phase:
• Committed to mission of Connector Service as defined at last
meeting
• Serve as ambassadors for the service
• Ensure quality of processes, communications, and materials
• Interview all potential volunteers, at least in initial phases of
service, before applicants are accepted to be an Executive
Volunteer
• Facilitate connection of qualified and accepted Executive
Volunteers to qualified nonprofits seeking consultative help to
address their organization challenges and needs
Define next steps The following next steps were identified, in addition to those on the work plan.
• Define working group to complete work plan tasks
• Define Advisory Panel members, if all of the members of the
above working group do not want to continue
• Ask Pam Anderson and Amy Hicks to complete their previously
developed volunteer applications and organization applications Pat B to contact Amy & Pam.
• Consider using Shippensburg University student(s) to develop
Patrick Evans to talk to Dr. Kooti
online processes and applications, as well as some items on the
work plan
• Consider definition of nonprofit organization application deadlines
and timetables with possibility that there would be none such that
application process would be ongoing
• Develop processes to match qualified nonprofit organization with
interested Executive Volunteers for the two parties to see if there
is a good fit for the project
• Find materials & processes of other national volunteer connector Pat B
services, including the Executive Service Corps, in order to avoid
reinventing the wheel
Next meeting date Group recommended meeting again in the latter half of January. Pat B & Carla Goshorn to
schedule.
0
EXECUTIVE VOLUNTEER CONNAOR SERVICE PLANNING GROUP 0
Monday, January 24, 2011 — 3:00-4:45 PM @ Summit Health Center, Suite 204 Conference Room
Attendees: Barry Drexler, Pete Lagiovane, Pam Anderson, Melanie Furlong, Amy Hicks, Theresa Bachman-Myers, Dr. Kooti, and Pat Barbarowicz
Topic Discussion Action & Responsible Person
RSVP organization The volunteer organization, RSVP, has recently come to Franklin County. Pat
sent media releases to this Planning Group for information last month. Group
agreed that RSVP and our proposed Executive Volunteer Connector Service
will be targeting different types of volunteers for different types of programs.
Amy recommended that RSVP and the Executive Volunteer Connector Service
could mutually redirect volunteer applicants who are not appropriate for their
articular service to the other service. Group agreed. _
Shippensburg University Dr. Kooti emphasized a long-term commitment of Shippensburg University's
commitment School of Business to participate in development of the Executive Volunteer
Connector service, develop the website, and manage the program, if staff time j
does not usually take more than a couple hours per week. He reported that
the School of Business is hiring a new position of Director of Internship and
MBA Recruitment, so the responsibilities of this Connector Service would fall
under that person. Dr. Kooti reported that Dr. Ruud supports Shippensburg's
commitment to do this service. Barrie reported that the 21St Century
Partnership continues it commitment of$5,000 for the start-up phase, to be
_ aid during calendar year 2011. 1
Revisions of "Requests for Group recommended change to the first sentence within the background
Volunteer Services" form description of the Executive Volunteer Connector Service to eliminate the last
phrase of"with extensive experience in business, government, or nonprofit
sectors". In second paragraph entitled Objectives, group changed word
"objectives" to "purpose". Under paragraph describing review process,
sentence was added at the end to say "organizations will be notified as to their
status within 30 days of receipt of their request". Under page 2 of actual
application for volunteer services, the following changes were made. Under
organization overview section, overview description is to be limited to one
page description and sources of funding was deleted as required component.
Also, under C, the word "current" was removed. Under scope of project, report
is to be limited to two pages. An additional expectation was listed to read
"project budget and resources available (optional: attached)". Under
categories to best describe the project, the list was revised to more closely
match the listing of volunteer skills on the other application. Thanks were
given to Pam for all her work on this application. See attached revised two-
page e A lication for Volunteer Services.
rRevisions to 'Executive Volunteer Group reviewed the proposed two-page Executive Volunteer Application. The
Application" form ! following changes were made: lowest age category was expanded to go down
to 20 years and availability options were simplified to only "typical availability
for projects". Applicants will be encouraged to attach a resume, CV, or brief
bio as optional: List of volunteer skills and knowledge inventory on page 2 was
briefly reviewed with no changes. Pam was thanked for her work on this __
Topic D) sion Action & Respor IMrson
application. See attached Executive Volunteer A plication.
Complete proposed Work Plan Group revised a few tasks and assigned responsible persons and target date. Planning Group members to
Pat was instructed to assign proposed responsible persons for those tasks contact Pat to revise any listing of
where no one has yet volunteered. See attached working draft 3 of Work Plan. responsible persons and targeted
Work on each task was agreed to be completed by the targeted date by the date.
responsible persons and outside these planning groupmeetings. _
Next meeting date Group agreed to meet in approximately one month. Pat B to coordinate scheduling of
next meeting for end of Februar .
EXECUTIVE VOLUNTEER CONN
AOR SERVICE PLANNING GROUP
Monday, April 4, 2011 — 2:00-3:40 PM @ Sentry Board Room
Attendees: Pat Mathews, Barry Drexler, Pete Lagiovane, Pam Anderson, Theresa Bachman-Myers, Dr. Kooti, and Pat Barbarowicz; Excused: Melanie
Furlong & Patrick Evans
Topic Discussion Action,& Responsible Person
Commitment from Shippensburg Group reviewed the first working draft of the Memorandum of Understanding Pat & Barry to request Jack to
University between the John L. Grove College of Business at Shippensburg University review the working draft.
and the Chambersburg 2151 Century Partnership. Group approved the listing (Received —see attached draft 4)
of responsibilities of the Director of Internship & MBA Recruitment as listed
under the Memorandum. Changes were made to several of the sentences
Lwithin the terms of the agreement section on pages 2 & 3. Next step is review
_ _ from Jack Sharpe, as the Partnership Chair and for legal opinions.
Revisions of proposed forms Advisory Panel Conflict of Interest Policy & Disclosure Statement: Purpose & Pat& Barry to ask Jack Sharpe to
rationale of having such a policy & disclosure statement were discussed. review draft 1 of the policy &
Group agreed these documents were necessary. No changes,were made to disclosure statement.
the draft 1. Next step is to get legal opinion, with Jack Sharpe being the (Received —see attached
natural person to ask. recommended policy). Discuss at
next meeting.
Recruitment Pre-screening Interviewing and Acceptance of Volunteer
Applicant policy: Pat developed this proposed policy using an HR policy.
Discussion ensued about the need & complexity of a process to select
qualified volunteers. Instead of"interview", group recommended that
applicants be reviewed during a "meeting". Group decided that a
representative or representatives of the Advisory Panel would be conducting Pat Mathews to develop draft of
meetings of volunteer applicants, rather than the full Advisory Panel. Policy questions. (Received — see
was revised, and Pam agreed to make further improvements. Group also attached draft 1)
recommended development & use of a set of situational questions to be used Pam to reline policy,
for all applicants to assure consistency & to assess leadership & (Received —see attached draft 2)
communication skills.
i
Applicant Meeting Rating Form: Group discussed the value & need for a rating Pam agreed to refine further.
form. Changes were made to listing of factors to be evaluated & rated. (Received — see attached draft 2)
Nonprofit Organization Applicant Qualifications: Pat distributed list of Pam & Amy will complete.
proposed nonprofit organization applicant qualifications to expand the current (Received —see attached draft 2)
list of qualifications on the document"Request for Volunteer Services" Group to discuss at next meeting,
developed at our last meeting. These qualifications were discussed and will
be incorporated into the procedures for Advisory Panel to evaluate & accept
qualified volunteer service project applications.
Orientation content for new Advisory ! Listing of topics for orientation of new Advisory Panel members was Group give feedback to Pat before 1
Panel members discussed, with initial listing created by Pat. Due to lack of time, group agreed next meeting & to discuss during
_ _ to give feedback to Pat before the next meetingnext meeting.
EOCS website Dr. Kooti explained that the Shippensburg University webmaster & designer Pat & Dr. Kooti to meet in May to
will create the initial SVCS website design & infrastructure. The Shippensburg begin work on web content &
To is _ D-is �sion; Action &'`Res onsib( rson
--d
University web technical expert will be responsible for working with the Director processes.
of Internships & MBA Recruitment for maintaining & updating the website.
Critical to the success of the project will be this website's ease of use and
ability to increase awareness of service.
Charging for services The group discussed the value of charging a nominal fee to nonprofit Discuss at next meeting
organizations to receive consulting services from the volunteers. Discussion
ensued about who & how the money from nominal fees be managed.
Recommendation was that such monies would be useful for recruitment of
volunteers, volunteer recognitions, scholarships for nonprofits not able to
afford any nominal fee, and other EVCS needs. Due to lack of time, group
agreed that these topics & how much to charge must be discussed at the next
meeting.
Role of 21 s Century Partnership Current and future roles of Partnership were discussed. Active participation of Barry to discuss with Jack Sharpe
the 21s` Century Partnership in the implementation & growth of the EVCS & bring results to next meeting.
service are seen as very important, as is continued representation in the
development phase. Group recommended that the representative to the
Advisory Panel be appointed by the Partnership Board.
Work plan Updates were made. See attached draft 5.
Next meeting date Group recommended that next meeting should be in mid-May. Discuss all attached forms to
Meeting confirmed for May 12, 9:30-11:00 AM, create final versions at this
meeting.
0 • •
EXECUTIVE VOLUNTEER CONNECTOR SERVICE PLANNING GROUP
Thursday, May 12, 2011 — 9:30-11 :30 AM @ Sentry Board Room
Attendees: Pat Mathews, Barry Drexler, Pete Lagiovane, Pam Anderson, Theresa Bachman-Myers, Amy Hicks, Dr. John Kooti, Justin English, and Pat
Barbarowicz, Excused: Melanie Furlong
Topic Discussion Action & ResponsiblePerson.
introductions Dr. Kooti introduced Justin English as the Business School's newly hired
Director of Business Internship & MBA Recruitment. Justin described his
background to include basketball coaching, development of a recruitment
program, corporate recruiting, and sales executive. He spent his last four
ears as a coach of the women's basketball team at Clarion University.
Memorandum of Understanding No more changes have been recommended to the Memorandum of Barry & Justin to coordinate
(MOU) Understanding. Barry reported that the 21" Century Partnership will review signing event.
and is expected to approve the MOU during their upcoming regular meeting on
May 23. Dr. Kooti recommended that there be a signing event in Dr. Ruud's
office at Shippensburg University with Dr. Kooti, Justin English, Barry Drexler,
and Jack Sharpe re rp esenting the 21St Century Partners.
Revision of proposed forms Advisory Panel Conflict of Interest Policy & Disclosure Statement: approved
Draft 1.
Recruitment Pre-Screening Interviewing and Acceptance of Volunteer
Applicant Policy: approved Draft 2,
Applicant Meeting Rating Form: approved Draft 2.
VolunteerApplicant Meeting Questions: Proposed listing of sample questions Review attached Draft 2 & send
during applicant meeting was discussed. Group agreed that the first five recommended changes to Pat
questions on the Volunteer Applicants Meeting Questions will be standard for B. Finalize at next meeting.
all applicants. The remaining questions on the list will be optional. Group
recommended that all volunteer applicants receive a letter confirming the
meeting date and describing what to expect during the meeting. j
I
Group recommended adding a sentence on the Volunteer Application form & Amy Hicks to send options as
the website about Executive Volunteer Connector Service's non-discriminatory used by United Ways (see
and inclusion position. attached).
Organization Application Ratinq Form: After group's discussion, Pam & Amy Amy & Pam to revise form (see
volunteered to revise this form. attached Draft 2).
Request & Application for Volunteer Services by Organizations: Draft 2
approved. _
Future role of 215 Century Barry Drexler reported that this topic will be addressed during the upcoming Barry to report findings.
he full 21"
Policy for
— Due t 31 lack oIf time, this topic was ntot discussed. Group agreed to discuss Group to send ideas &
I'; Policy for charging for services p p g p li
fully at next meeting. recommendations to Pat B by
__ Thursday, May 26.
• • •
To is Discussion Action &'Responsible Person
Orientation Plan for new Advisory Orientation would be targeted to persons recruited to join the Advisory Panel. Discuss at next meeting.
Panel members Due to lack of time, Draft 1 was not discussed.
Also to be discussed in the future is development of an annual appreciation
event for volunteers.
Upcoming meeting with SU Pat reported that she, Dr. Kooti, and Justin are meeting on May 24 to begin to Pat to report at next meeting.
develop plan to address tasks on the work plan, including development of the
website. Points to be discussed also include process for Justin's office to set
up meetings between nonprofit organizations & interested approved volunteers
to further explain project and see if there's a match between the interested
volunteer & the organization. Volunteers will get summaries of the nonprofit
organizations' applications which match their identified skills.
Next meeting Group agreed to meet the week of June 6 to continue work on topics identified
today & on work plan.
Meeting confirmed for Tuesday, June 7, 10:00-11:30 AM in Sentry
building 1st floor Board Room.
EXECUTIVE VOLUNTEER CONNAOR SERVICE PLANNING GROUP
Tuesday, June 7, 2011 — 10:00-11 :45 AM @ Sentry Board Room
Attendees: Pat Mathews (by phone), Barry Drexler, Pete Lagiovane, Pam Anderson, Melanie Furlong, Justin English, and Pat Barbarowicz
Excused: Theresa Bachman-Myers &Amy Hicks
Topic Discussion Action &Responsible Person
I Report of meeting of Pat, Justin, and Justin gave a report of outcomes of meeting that included review of responsibilities
Dr. Kooti on May 24 for his position with SVCS. Justin sees his role as mainly to direct and oversee
processes and efforts to connect volunteers to nonprofits and coordinate efforts
with the Advisory Panel. Justin and Pat also talked about development of the
j EVCS website by Shippensburg's webmaster. In terms of promotion of EVCS and
recruitment of potential volunteers & organizations' applications, Justin said that
will be easy to do while he's doing his primary work as Shippensburg's new
Director of Business Internships & MBA Recruitment. Justin will be depending
heavily on the Advisory Panel to participate in the recruitment of volunteers and
organizations' applications.
I �
Justin also reported on his later meeting with the Shippensburg Webmaster to start Pat& Justin to meet again to define
development. The website could be up as early as July once the templates are content of website.
completed, and decisions are made about what documents, processes,
j applications, and other information should be on the website. After discussion,
group agreed that the EVCS will be umbrelled under Shippensburg.University
website. URL willprobably be www.ship.edu/EVCS.
Discussion of logo led to recommendation for logo using the existing Ship logo as Justin will work with Ship's PR
its base. department to create a few options
& share with this group for decision
at next meeting.
Signing of Memorandum of Justin reported that the signing of the Memorandum of Understanding by Barry Drexler to continue working
Understanding Shippensburg leaders and the 21" Century Partnership leaders is being with Ship's Brian Johnson to
rescheduled due to schedule conflicts. reschedule.
Approval of draft documents Evaluation &Acceptance of Qualified Nonprofit Organization Applications: See attached two documents
Approved
I
Volunteer Applicant Meeting Questionnaire: Approved _
Orientation for new Advisory Panel Group recommended that Justin and Pat finalize the orientation plan. Justin Justin & Pat to complete Advisory
members requested that he participate in all Advisory Panel meetings to increase continuity, Panel orientation.
identify opportunities for improvement, and give oversight. Group agreed that
would be an excellent idea. _
Policy for charging organizations for Pat reported on feedback from three planning group members with no consensus Pat to add wording on Request for
volunteers' services other than a nominal fee should be charged. Two primary purposes for charging Volunteer Services form —see
would be to gain commitment from the organization's leaders and to cover some of attached revision.
the expenses of operating EVCS. Pete Lagiovane recommended a three-tiered
system of charges based on the organization's most recent annual operating Pam to review annual operating
budget. Identification of the organization's most recent annual operating budget budgets for United Way partners &
amount will be added to the Application for Volunteer Services form and request, send listing of amounts to Pat for
Decisions about the ranges for these fees was deferred until the next meeting until distribution, discuss at next meeting.
we have a better understanding of typical annual operating budgets of area
--- -- —' nonprofits -- -- -- --- - —I
Toplc D1 sion" Action & Responslbliiirson
Advisory Panel Qualifications & Pat distributed copy of a revised draft 3 of EVCS Advisory Panel Qualifications & See attached revision
Responsibilities Responsibilities. She made revisions to reflect processes in the new policies &
revisions in existing processes made in the last couple of meetings. Group
discussed the minimum and maximum number of Advisory Panel members with
decision made of seven to nine. A sentence was added to top paragraph of the
document to state "The Advisory Panel will consist of at least seven members but
no more than nine members." Document was approved with those changes, _
Formation of the Advisory Panel Formation of the Advisory Panel with at least seven members is one of the next Pat to send email to all planning
steps as we get ready to implement the program in the Fall. Several members of group members to inquire about
this current Planning Group are unable to serve as Advisory Panel. Pat will send their willingness to on Advisory
email to all Planning Group members to inquire about their interest and availability Panel.
to serve as panel members. Barry Drexler stated that he would be willing to stay
as Advisory Panel member.
Identification of other possible Advisory Panel members ensued. The importance Members to review membership of
of a prospective Panel member having nonprofit experience was stressed. groups in which they already
Planning Group members agreed to look at listings of organizations in which they participate & send recommendations
participate to make additional recommendations. to Pat.
Pam made recommendation that we invite all selected prospective Advisory Panel
members to a special meeting at which we describe EVCS, its' purposes, its' Pat to schedule this when list of
benefits to the community, and its' benefits to volunteers. prospective members is finalized.
Evaluation documents Melanie developed two forms for evaluation of EVCS projects after projects are Melanie to revise both evaluation
completed. Forms include one form for EVCS volunteers to complete to evaluate forms & send to Pat for group
their service project, and other form is for participating organization to evaluate approval at next meeting — see
their volunteers &their performance on the project. Revisions were discussed. attached revisions for approval at
Recommendation was that these evaluations could be done online using next meeting.
SurveyMonkey with option to download forms for completion.
Group discussed value of having organization also report on whether their goals
and expected outcomes were achieved. Recommendation was made that Justin
would schedule a meeting of the Advisory Panel, himself, and the organization
completing the project for post-project review. Advisory Panel would have the
completed evaluation forms from which to talk. Purpose is to add value to the
EVCS processes as well as the organization who received the volunteer's
consultation.
Revised work plan Due to lack of time, Pat requested that all members review the revised draft 6 work Members send recommended
plan to assess accuracy and reasonableness. changes or comments to Pat before
next meeting,
Next meeting Group recommended meeting in three weeks.
Meeting confirmed for Tuesday, June 28, 8:30-10:00 AM in Sentry building 15`
floor Board Room.
EXECUTIVE VOLUNTEER CONNE TOR SERVICE PLANNING GROUP
Tuesday, June 28, 2011 — 8:30-10:15 AM @ Sentry Board Room
Attendees: Barry Drexler, Theresa Bachman-Myers, Pam Anderson, Justin English, and Pat Barbarowicz
Excused: Amy Hicks, Pat Mathews, and Melanie Furlong
Topic Discussion Action & Responsible Person
Possible community leaders for Initial list of proposed volunteers was reviewed. Additional names to be added by Pat to revise listing of qualifications. 1
volunteers group. Recommendation was to add an additional qualification to the listing of Pat also to verify request for email
Executive Volunteer Qualifications & Responsibilities of"uses email to regularly address is on volunteer application.
receive and send information". This was recommended because of the efficiency
need to regularly respond and communicate by email rather than phone calls.
i
Website development progress Justin reported that work is ongoing on development of this by SU's webmaster.
Pat Barbarowicz & Justin are meeting on July 20 to continue work by adding all
forms to be available on the website. Proposed logo was discussed & approved.
Group identified some potential issues with ability to easily find the information Justin to address during upcoming
about EVCS on the website. meeting__
Signing Memorandum of Confirmed for July 5 @ 8 AM at Shippensburg University with Barry, Pat, Jack Barry to continue working with Brian
Understanding Sharpe as President of Chambersburg 2151 Century Partnership, Dr. Kooti, and Johnson on details.
President, Dr. Bill Ruud. Check for $5,000 from Partnership will be presented to
Shippensburg University.
Evaluation forms Two forms of evaluation of EVCS projects after projects' completion were
reviewed, as revised at last meeting. The following forms were approved:
Organization Evaluation of Service Project and Volunteer Evaluation of Service
Project.
New Advisory Panel members The following EVCS planning group members have agreed to be on the Advisory Planning group members to
Panel at least for the first year: Amy Hicks, Barry Drexler, Pat Barbarowicz, continue to think of
Theresa Bachman-Myers, and Wendy Cowan. (Melanie Furlong accepted on recommendations especially for
6/29.) Since Advisory Panel membership was agreed to be between 7-9 representatives from Waynesboro.
members, additional possibilities were discussed.
Pam & Pat to ask assigned
Number of Advisory Panel meetings expected during the first EVCS individuals,
implementation year was determined to be between 10-12, with enforcement of the
75% attendance expectation. First meeting of the Advisory Panel in September
can be held here at the Sentry building Board Room. A new meeting place is
recommended for meetings that would happen in 2012. Possible meeting places
would be discussed at first meeting.
Orientation for Advisory Panel members was discussed. Pam recommended that Pat&Justin to complete the
all Advisory Panel members receive an orientation notebook/manual with dividers Advisory Panel orientation.
and all relevant materials. Pat to create draft to take to meeting
on July 28. SU to finalize and create
materials.
Group recommended an orientation information meeting for Advisory Panel Pat to schedule,
members, including those who had said maybe to invitation to be on the Advisory
Panel. Group agreed to schedule such meeting for Wed, Sept 7 6a. 8:00-9:30 AM
here at the Sentry building
Topic DIMWslon; Action & Responsibl*son
Policy for charging organizations for Pam explained the extreme variations of annual operating budgets of our area
volunteer services nonprofits and the difficulty in calculating that for most. Therefore, the
recommendation to base nominal pricing on an organization's most recent
operating budget would not work. After discussion, group agreed to charge a flat
fee of$200 for all participating organizations. After the first year, this fee will be
reevaluated. The fee and reasoning will be described to applicants for projects
during their first meeting. _
Proposed promotion plan Pat distributed the proposed promotion plan to "create awareness & understanding Pat to revise plan (see attached)
of EVCS purpose, benefits, accomplishments, and opportunities for executives and
nonprofit organizations to participate". Strategies to increase interest in Pat to create bullet points required
volunteering among community members were discussed with additions made. for PowerPoint, Justin and SU PR
Strategies to increase interest among local nonprofit organizations to apply for a department to create PowerPoint
project were also discussed with revisions. Need to create a 10 minute
PowerPoint presentation was emphasized.
Work Plan Plan was reviewed & revised; group confirmed that most tasks have been Revised plan attached.
corn leted.
Next meeting Next meeting confirmed for Thursday, July 28, 8:30-10:00 AM in Sentry
building 1g`floor Board Room. Group anticipates that this should be the last
meeting of this planning group.
EXECUTIVE VOLUNTEANICONNECTOR SERVICE
ADVISORY PANEL ORIENTATION
Wednesday, September 7, 2011 — 8:00-10:30 AM @ Sentry Board Room
Attendees: Barry Drexler, Amy Hicks, Melanie Furlong, Wendy Cowan, Theresa Bachman-Myers, Yvonne Butts-Mitchell, Bob Hoover, Pete Zimmerman,
Justin English, and Pat Barbarowicz
Excused: Kim Shockey
Topic Discussion Action & Responsible Person
Introduction to EVCS Pat welcomed group and gave a brief explanation of the founding of the
concept, creation of the Planning Group in early 2010, and the EVCS
purposes. A notebook of all pertinent information and forms was distributed to
each member. Justin then described the roles and responsibilities of
Shippensburg University School of Business and its' role in directing the
service. Justin described his role as the Director of EVCS to manage and
coordinate all information and be a single point of contact. Justin will also be
coordinating all meetings of the Advisory Panel, prospective applicants for
volunteerism, and prospective nonprofits seeking help. Shippensburg
University will also continue with creation and maintenance of all marketing
materials and the EVCS website within Shippensburg University's website.
Advisory Panel roles Advisory Panel members are the decision makers about volunteer applicants,
nonprofit applicants, and the direction of EVCS. A listing of qualifications and
responsibilities was included in the notebook. Among the qualifications, Justin
emphasized experience with nonprofit organizations or volunteer agencies,
and the time available to devote to the duties and responsibilities. Among the
many responsibilities, Justin emphasized the following: providing oversight
and direction for EVCS, helping to promote EVCS to other nonprofits for
project applications, participation in at least 75% of the meetings and
conference calls and other activities, and working to expand EVCS' reach
within Franklin County.
EVCS website Justin led the group through several online pages within the EVCS website of Justin to work with SU's PR
vvvw shiredu/E C:_S. Two recommendations were made to enhance the department.
website: add photography to create a warmer feel, and later add a section in
the left or right margins about upcoming resentations about EVCS.
Volunteer recruitment& processes Justin emphasized that one of the highest priorities of the Advisory Panel
within the next few months will be to recruit volunteer applicants. With
presentations already scheduled, Justin and the Advisory Panel will be
saturating Franklin County to get the word out in order to get a strong pool of
volunteers of 10-15 volunteers in our first year.
Group discussed currently defined processes for evaluating and selecting
qualified volunteers. Group agreed that names of all volunteer applicants will
be sent to the Advisory Panel for review and assessment of any factors
needing special attention, as Justin screens applications to verify that
applicants meet criteria.
Nonprofit organization recruitment& Recommendation was made to add a question under the nonprofit Justin to add to application.
processes organization's application on "how did you hear about EVCS?" as this
Aft Ah
To is Di sion Action &Res onsibl rson
question is already listed under the volunteer application.
The decision about having nonprofits pay a nominal fee of$200 was
explained. This fee will be paid at time of application and refundable if the
project is not accepted. Nonprofit applications will be screened by Justin and
evaluated by the Advisory Panel. Decisions will be made within a 30 day turn
around time. Group recommended that we may later want to serve some Justin to remove fundraising as
charitable groups who are not 501(c)3. Group discussed whether or not topic an offered service from website,
of fundraising should be on the list of services offered, and decided to remove brochure, and PowerPoint.
that for this first year.
Promotion plan Justin explained that a brochure has been developed. Flyer was distributed
and will be used in upcoming presentations.
Pat distributed a listing of presentations already committed for the next few
months as well as a listing of organizations she has been trying to reach.
Listing was distributed, and members added their names to the presentation
list. First presentation is to the Chambersburg Rotary tomorrow by Justin &
Pat. Several members of the Planning Group are members of Chambersburg
Rotary.
Group recommended that EVCS create links to several other websites Justin to arrange.
including United Way and Franklin County Works.
The Franklin County annual Health & Human Service Expo is coming on
September 22. Pat registered EVCS for a table & asked for sign up to staff the
table in 1 hour increments. This was completed by members present.
A number of the group recommended to Justin that an informational webinar Justin to create webinar in
about EVCS be created. Pre-registration would be required, thus creating November.
listing of contact information for those interested.
Advisory Panel conflict of interest The Advisory Panel conflict of interest policy & disclosure statement was
distributed & explained. Each Panel member encouraged to complete and list
all Boards for other nonprofits on which they sit.
Next meeting Next meeting will be called by Justin when review of applications are needed
for volunteers and/or nonprofit organizations, after Justin screens each.
Executive Volunteer Connector Service Advisory Panel
Qualifications and Responsibilities
•
Advisory Panel:
T Service (EVCS) Advisory Panel is comprised of wide spectrum of
The Executive volunteer Connector S ( �' P
community leaders who donate their time in the interest of providing quality volunteer services to non-profit
organizations. Their main purpose is to recruit and match executive volunteers who wish to give back to their
communities through their unique contributions of knowledge, skills and expertise. This Advisory Panel will
consist of no fewer than seven (7) members and no more than nine (9) members.
Qualifications:
• Experience with non-profit organizations or volunteer agencies (e g., board member, executive director,
volunteer, etc.)
• Open minded team player with a commitment to make the best decision for the organization
• Adheres to the highest standards of ethical actions in decision-making
• Strategic thought leader, collaborator and catalyst for action
• Ability to present topics and discuss them in a professional manner
• Good listening and negotiating skills
• Time to devote to duties and responsibilities (see below)
• Ability to keep information confidential
• Uses email to regularly receive and send information
Responsibilities:
• Promotes the purpose, accomplishments and mission of EVCS
• Provides oversight and direction for EVCS by ensuring quality of processes, communications and
materials
• Possesses working knowledge of EVCS policies and procedures for review and revision
• Participates in ongoing recruitment of potential EVCS volunteers
• Reviews all pre-screened Executive Volunteer applications and meets with Executive Volunteer
applicants to assess and document qualifications, abilities, and traits
• Helps to promote EVCS to non-profit organizations for project applications
• Reviews all pre-screened non-profit applications to evaluate qualifications, strengths, and challenges,
and makes recommendations for acceptance
• Facilitates connection of accepted Executive Volunteers to accepted non-profit organizations' projects
• Participates in 75% of meetings, conference calls, task teams and other activities
• Participates in strategic planning to set goals for achieving EVCS's mission
• Responds to email and phone communications from EVCS Director for feedback and input
• Serves up to (2) consecutive 3-year terms
• Discloses any and all conflicts of interest
• Shares experiences, expertise and contacts related to EVCS
• Provides objective, constructive input and feedback when making EVCS decisions
• Identifies, articulates and prioritizes issues, topics and challenges affecting EVCS
• Offers solutions as well as novel approaches to problems and issues
• identifies others who can support the organization in a variety of ways
• Helps recruit Advisory Panel members
• Works to expand EVCS's reach
i
EXECUTIVE VOL NiTEER CONNECTOR SERVICE (EVCS)
Polley Subject: Recruitment, Pre-screening, I Origina€ Date- -5/12/2011
0 Review, and Acceptance
of Volunteer Applicants
PURPOSE: This policy establishes the guidelines and procedures for recruiting and accepting
qualified EVCS volunteers steers to i atCh to qualified consulting pro,ects for nonprofits.
POLICY: The recruitment, pre-screening, review, and acceptance of all EVCS volunteer
applicants shall be performed using procedures that ensure the EVCS is composed
of a group of volunteers of the highest possible caliber.
PROCEDURE:
1. Recruitment responsibilities:
a. Advisory Panel members are strongly encouraged to participate in ongoing
recruitment efforts.
b. Volunteer recruitment will be done by the Advisory Panel and the
Shippensburg University Director of Internship and MBA Recruitment
(Director) through the EVCS website, and by presentations and
announcements to civic and retiree groups.
• 2. Pre-screening process: Volunteer applications will be pre-screened by the
Director to insure that applications are complete and that their stated
qualifications match required qualifications. Only applications which are
complete and meet qualifications will be shared with the Advisory Panel.
3. Application process-
a. Application forms will be available on the EVCS website and through the
EVCS office at Shippensburg University.
b. Prospective volunteers must complete and return an application form in its
entirety.
c. Any supplements or substitutes to the approved application form & process
must be reviewed and approved by the Advisory Panel.
4. Applicant meeting process:
a. The Director will contact the EVCS Advisory Panel Chair at least monthly to
notify and share all volunteer applications that pass the pre-screen review.
b. The Director will schedule a monthly meeting of representatives of the
Advisory Panel to meet with all qualified applicants.
• c. The Director will schedule volunteers and coordinate meeting logistics and
materials to ensure meeting efficiency.
1
d. Representative(s) of the EVCS Advisory Panel will conduct 15 to 30 minute
meetings with each pre-qualified volunteer applicant. A standard set of
questions will be used for all applicants to assure consistency. Panel
members will document findings on the attached Rating form and •
participate in a group discussion about each volunteer applicant.
e. The EVCS Advisory Panel representative(s) will be responsible for meeting
with individuals to determine whether the applicant:
i) Meets all volunteer qualifications.
ii) Demonstrates appropriate communication and customer service
skills and behaviors.
iii) Understands responsibilities, commitments to service, and
processes to connect approved volunteers to approved projects.
iv) Has any limitations or barriers to becoming an effective volunteer
and advocate for EVCS.
v) Has any questions or concerns about the EVCS process.
5. Acceptance of volunteer applicants:
a. Volunteer applicants who are approved without reservation by a majority
vote of the Advisory Panel members participating in the applicant meeting
will be accepted as an EVCS volunteer.
b. Accepted volunteer applicants will be notified of their acceptance by the
Director by phone call or email within five (5) working days of the interview.
A letter of acceptance will also be mailed to all such volunteer applicants
within five (5) working days, with a list of instructions and notification of the •
next EVCS Volunteer orientation meeting.
6. Non-acceptance of volunteer applicants:
a. Any volunteer applicant who does not receive approval by a majority vole of
the Advisory Panel members participating in the applicant meetings will not
be accepted as an EVCS volunteer.
b. Any volunteer applicant who is not accepted will be notified by the EVCS
Director by letter within six (6) working days.
7. Each applicant will be treated fairly and without discrimination.
•
2
I
�Executide Volunteer Connector Set-vice
• Volunteers Qualifications and Responsibilities
Advisory Panel:
The Executive Volunteer Connector Service (EVCS) is comprised of wide spectrum of individuals with
leadership experience who wish to give back to their communities through their unique contributions of
knowledge, skills and expertise through specific consultant-like projects for area nonprofit organizations. The
expected outcome of each completed project is to strengthen the organization's ability to serve their
communities.
Qualifications:
• Executive or other leadership experience
• Experience with non-profit organizations or volunteer agencies (e g., board member, executive director,
volunteer, etc.)
• Open minded team player with a commitment to make the best decisions for the nonprofit organization
• Adheres to the highest standards of ethical actions in decision-making
• Enjoys problem solving
• Good listening and negotiating skills
• Good organizational skills
• Ability to present ideas and topics and discuss them in a professional manner
• Ability to adapt quickly to new or ambiguous situations
• Time to devote to duties and responsibilities in accepted projects (see below)
• Ability to keep information confidential
• Can use email to regularly receive and send information
• Responsibilities:
• Reviews each relevant nonprofit organization's application for a project to determine personal interest in
doing project, good fit with project requirements, and time requirements. Rejects those which do not
meet interest, skill, and schedule requirements of volunteer and notifies EVCS Director
• Defines personal schedule preferences and limitations for each accepted project to EVCS Director &
nonprofit project coordinator before project begins to minimize any scheduling problems
• Participates in 75% of meetings, conference calls and other activities related to accepted project
• Responds to email and phone communications from EVCS Director and nonprofit's project coordinator
• Discloses any and all conflicts of interest
• Shares experiences, expertise and contacts related to EVCS
• Provides objective, constructive input and feedback when making project recommendations
• Identifies, articulates and prioritizes issues, topics and challenges affecting project
• Offers solutions as well as novel approaches to problems and issues; keeps EVCS Director informed of
such
• Participates in evaluation of project after project is completed
• Promotes the purpose, accomplishments and mission of EVCS
Contact Information Executive Volunteer Application
•
Name: Date:
Address:
Telephone: Day: Evening: Ceii:
E-Mail: Preferred Contact Method:
General Information
Gender: Male Female
Age: 20-34 35-44 45-64 65+
Education with Dates:
Current Employment: Full Time Part Time Self-Employed Retired
Occupation (most recent with dates); . .
Community & Leadership Experience:
Memberships in Organizations:
Hobbies/Interests:
Other Languages Spoken:
Physical Limitations:
Volunteer Preferences
Typical Availability for Projects:
Preferred Location (s):
All Franklin County Chambersburg Area Fayetteville Area Greencastle Area
Mercersburg/Tuscarora Area Shippensburg Area Waynesboro Area
Other
How did you learn about this Volunteer Program?
Volunteer Skills & Knowledge Inventory
Mark the areas that you consider your skills and knowledge to be strongest.
Mark the areas where you would be willing to volunteer leadership assistance. •
Strongest Willing to
Areas Skills Volunteer Comments
Board Recruitment/Development/Governance
Computer Hardware Needs Assessment
Computer Software Needs Assessment
Creative Writing (articles, newsletters, etc.)
Database Development/Maintenance
Event Planning/Support (seminars, retreats, functions etc.)
Feasibility Studies
Financial Planning/ Cost Management/Accounting
Fundraising Strategies/Endowment Planning
Grant Seeking/Writing
Leadership Development/ Succession Planning
Legal Issues
Marketing
Market Research/Survey Development &Analysis
Media (audio, video, etc.)
Mentoring/Coaching
Organization/Program Assessment/Development
Project Management (organization, facilitation, etc.)
Public Relations/Marketing/Media Campaigns
Public Speaking
Social Media Development/Maintenance •
StaffNolunteer Development
Strategic/Business Planning
Website Development/Maintenance
Other:
After completing the Skill and Knowledge Inventory, briefly describe your perfect volunteer opportunities:
•
Approved v";7/
Executive Volunteer Applicant Meeting Questionnaire
Volunteer Applicant
1. Why do you want to volunteer for this service?
2. Which of your skills do you most want to use in working with nonprofits??
3. Describe your most challenging volunteer or work experience. What happened? How did
you deal with it?
4. How will you measure progress in an assigned project?
5. Describe your perfect volunteer experience.
•
OPTIONAL ADDITIONAL QUESTIONS
6. What procedures have you used to keep track of tasks that need your attention in a project? Tell
me about a time you used that procedure.
7. Of the various work environments that you've experienced in different volunteer or work
assignments, what was the most productive for you? Why?
8. Describe a time when you received conflicting directions for a project from either the Board or
staff. How did you proceed? What were the results? What did you learn from the process?
9. Describe a time when a project team did not work as well as proposed. How could you have
directed the process differently?
•
Over-
Approved 6/7/11
List the volunteer applicant's strong points for volunteering:
•
List the volunteer applicant's weak points for volunteering:
•
Overall rating:
Very good Good Fair Poor
Do you recommend approval? Yes No
Rated by Date
•
j EXECUTIVE VOLUNTEER CONNECTOR SERVICE (EVCS) ---
• APPLICANT MEETING BATING FORM �
Volunteer Applicant's Name: Date of application:
Date of interview:
i
j Evaluation of Factors Related to Volunteer responsibilities.-
Check
esponsibilities.Check only those factors that are related to the applicant's background and potential success
as a match for nonprofit organizations'projects.
�
ABILITIES & TRAITS VERYGOODGOOD FAIR POOR
Interest and Time for Volunteering
Volunteer Experience (Nonprofits)
i
Consultant-Like Experience
Team Member Experience
Leadership Experience
Relevant Knowledge and Skills
Communication Skills
• Interpersonal Skills
i
Open-Mindedness
Comfort Level with Ambiguity
I
Perseverance
Initiative and Resourcefulness
Poise and Confidence
Attitude
(Over)
List of volunteer's strong points for volunteering:
•
List of volunteer's weak points for volunteering:
OVERALL RATING
(Average of All Ratings)
Very Good Good Fair Poor
Recommend for approval? Yes No
Rated by Date
'eVtSlOn 0%2! 'i
F
Executive Volunteer Connector Service
• Request For Volunteer Services
Background:
The Executive Volunteer Connector Service (SVCS), in affiliation with the John L. Grove College of
Business at Shippensburg University, is a group of volunteer executives Formed in 2011, the mission of
SHIP-EVCS is to connect executive volunteers to local non-profit organizations to provide the necessary
expertise for strengthening their capacity to serve their communities. This volunteer service recruits and
matches volunteers who wish to give back to their communities through their unique contributions of
knowledge, skills and expertise.
Purpose:
1) Connect volunteer executives (on a project basis) with non-profits needing management and
consultative services to advance their organization's goals.
2) Provide the expertise necessary so non-profit organizations can improve their capacity to serve their
communities.
3) Assist non-profit organizations in strengthening their leadership teams to fulfill their missions.
Application Guidelines:
If your organization has a project that meets the following criteria, please submit an application for
consideration:
• The organization is a 501(c)3 located in Franklin County.
• The organization will sign the Consulting Agreement and pay the projected nominal project fee.
• The project has definable goal(s) that can be achieved in a specific time frame.
• • The project has a single point of contact within the organization who will provide background,
materials and support for the volunteer(s)
• The project has been approved by the organization's Board of Directors.
Review Process:
Applications will be reviewed and evaluated to determine the feasibility (project scope, organizational
capacity to support volunteer(s), etc.) of the project and alignment with EVCS purposes. Following
acceptance of the "Request for Volunteer Services", an interview will be arranged to discuss the project in
further detail. The nominal fee structure will be explained. Organizations will be notified as to their status
within 30 days of receipt of their request.
Submittals:
interested non-profits must submit the attached application with complete narrative responses.
Complete the application online at`,riww.ship edu/Frehn/EVCS
Send to: Justin English, Director of Internship & MBA Recruitment
John L. Grove College of Business
Shippensburg University, Grove Hall Suite 217
1871 Old Main Drive, Shippensburg, PA 17257
jmenglish(o-)ship.edu
(No fax or handwritten submissions will be accepted )
• For more information call Justin at 717-477-1123, x3346
Over,
1
Revision 6/28/11
Application for Volunteer Services
Organizational Profile: •
Organization: Primary Contact:
Address:
Phone: E-mail:
Which category/categories best describe(s) your organization?
❑ Health Care ❑ Education ❑ Financial ❑ Housing
❑ Children ❑ Families ❑ Aging ❑ Veterans
o Community ❑ Recreation o Historic Preservation ❑ Arts
❑ Other:
Which category/categories best describe(s) your proposed project?
❑ Strategic Plan/Assess❑ Program Dev./Eval. ❑ Staff[Volunteer Dev. ❑ Board/Leadership Dev.
❑ Business Planning ❑ Financial Planning ❑ Grant Seeking/Writing o Research/Studies/Surveys
❑ Legal Issues ❑ Marketing/PR ❑ Fundraising ❑ Event Planning
❑ Media Dev. ❑ Creative Writing ❑ Public Speaking ❑ Computer Needs
❑ Other:
Attach narrative responses in the following format:
1. Organization Overview— Provide a general organizational overview. including (Limit to 1 Page):
a. Mission statement and purpose
b. History •
c. Key programs and services
d. Amount of most recent annual operating budget
e. Optional: summary of strategic plan
2. Scope of Proiect—Outline the expectations that your organization has for this project
(Limit to 2 Pages):
a. Title
b. Project summary with clearly defined need (100 words or less)
c. Specific goals and expected outcomes
d. Duration in weeks or months and hours per week
e. Timeline for project (latest start and completion dates)
f. Deadlines or impending events
g. Project budget and resources available (optional: attach budget)
h. All required travel and locations
i. Project's internal coordinator, responsible for working with volunteer(s)
3. Skill Set— Briefly describe the skills & knowledge that the volunteer must possess to complete this
project successfully.
4. Community Benefit— Briefly describe how the project will help meet a critical community need.
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2
Approved 6%7/11
Executive Volunteer Connector Service
• Evaluation and Acceptance of Nonprofit Organizations' Project Applications
Yes/No Items from Application
Legal 501(c)3 tax-exempt organization located in Franklin County
Organization's Board of Directors has recommended project
Project requirements clearly defined
Goals and expected outcomes clearly defined
Duration and timeline for project (with start and completion dates) defined
Deadlines or impending events appropriate
Project budget and available resources adequate
Required travel and locations appropriate
Project's internal coordinator identified
Volunteer skill set and knowledge defined
Community benefit defined
Ability to pay projected project fee
• Strengths:
Opportunities/ Positive Community Impact:
Challenges/ Hindrances to Project:
•
Over
Approved 6/7/11
Evaluation Summary:
Additional Information Needed: •
Type of Volunteer(s) Needed:
Least Most
Project Viability Rating: 1 2 3 4
Additional Comments:
Non-profit Notified of Results: Person: Date:
UDI oven 0, ",
Executive Volunteer Connecter Service
• Organization Evaluation of Service Project
Organization: Person completing survey:
Volunteer's name: Date: —
Please respond to the following statements about your experience, rating i as disagree and 4 as agree.
1 -4
Rating
The volunteer(s) followed the work pian.
The volunteer(s) communicated effectively and timely throughout the project.
Goals and expected outcomes were met.
The volunteer(s) adhered to the project budget.
The volunteer(s) skill set and knowledge were appropriate for the project.
I would recommend the Executive Volunteer Connector Service to other organizations.
1. What did you like best about the experience?
2. What did you like least about the experience?
I What would you suggest that would have made the experience better?
4. Additional Comments:
•
Appro,.,ed 612H,%?
Executive volunteer Connector Service
• Volunteer Evaluation of Service Pro ecz
Your narne: Ser,/ice project organization name: _
Gate:
Please respond to the following statements about your experience, rating 1 as disagree and 4 as agree.
1 -4
Rating
Project requirements were as stated in the organization's application.
Goals and expected outcomes were reasonable within the scope of the project.
Project budget and available resources were adequate to meet goals and expected outcomes.
Project budget and resources were readily available.
Project's internal coordinator was readily available as needed.
Required travel and locations were appropriate.
My skill set and knowledge were appropriate for the project.
I would recommend the Executive Volunteer Connector Service to others.
1. What did you like best about the experience?
2. What did you like least about the experience?
3. What would you suggest that would have made the experience better?
4. Additional Comments:
3. Other volunteers and/or organizations who may be interested in the Executive Volunteer Connector
Service:
