Global Xchange Recruitment Pack

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					Recruitment Pack for
Former Volunteers
                           Global Xchange Recruitment Pack

Hello, and thank you, for your enthusiasm and willingness to help us recruit more
volunteers for Global Xchange programmes.

As a recently returned volunteer you know more than anyone what a great
experience the GX programme can be. So you should be surprised to learn that
we’re actually struggling to get enough applicants to fill our exchange teams this
year. Ridiculous, isn’t it?

With your help we can fill up our teams easily and give more people an opportunity to
participate in a life-changing six month exchange. This Recruitment Pack is designed
to help you do some small or large things that will help us in our recruitment push.
The pack contains:

   1.   A list of things you can do to help us
   2.   Practical advice and support
   3.   Publicity materials
   4.   Contacts to help you in your local region

We hope that this pack will give you ideas and support in helping us out, without
being too obvious or patronising. It’s always better to provide too much information
rather than too little, so if it’s obvious, just skip that section and read on

Many thanks again for helping us out, and do call if you have any questions!

The Global Xchange Team

 Materials included in this pack

 Hopefully you will find everything you need in this pack to get started. Enclosed are the
 following materials:

               •   GX Leaflets
               •   GX Postcards
               •   GX Posters
               •   Headed paper
               •   A Regional Recruitment Contacts booklet
               •   A CD with the following electronic resources:

                       -   A Powerpoint Presentation
                       -   Photographs from different exchanges
                       -   Templates for press releases, emails and letters
                       -   Your Regional Recruitment Contacts booklet in electronic form

 If you need more of any of these, do give us a ring
Where Do I Start?

Helping Global Xchange with recruitment can be as easy as taking some leaflets
down to your local library. We are trying really hard to get the word out to as many
places as possible, so anything you do will be helpful.

To get you thinking, here is a list of possible ways you can help us recruit more
volunteers - from the quick and easy, to the more detailed and engaged. Remember
that we are here to support you if you choose to do any of these things…

   1. Talking to your family and friends about your experience. Encouraging people
      you know aged 18 – 25 to apply for an exchange

   2. Taking a bunch of GX leaflets and postcards, and leaving them in local
      schools, libraries, volunteer bureaus, youth clubs etc..

   3. Putting up a GX poster on a local notice board or in a public building

   4. Speaking informally to teachers, lecturers or youth workers you know, and
      encouraging them to spread the word

   5. Doing a presentation to a local group you are involved in (a university society,
      church or mosque, girl guides group, etc..)

   6. Manning a stall and answering questions at a recruitment fair or volunteering
      fair in your area

   7. Circulating letters and emails to local groups and organisations to get the
      word out electronically

   8. Making an appointment to see local teachers, careers officers, volunteer
      bureau officers that you don’t know, and telling them all about GX so they can
      pass on the information to young people

   9. Sending out a press release to your local newspaper telling them about your
      experience and saying how other people in your area can easily do it too

   10. Coming to talk at a ‘Meet VSO’ event that is held in your area, and trying to
      get as many young people to that event as possible
What support do I get?

We want you to do as many of the above things as you can, so this pack is designed
to support you in as many ways as possible. The resources and contacts you need
are all detailed below, including templates, ideas, materials and more.

If you’re worrying about money, rest assured that we will reimburse any out of pocket
expenses you may have:

     •   Travel: If you are travelling within the local area to do a presentation or
         meet with someone, we will reimburse all of your travel costs. If you end up
         going a bit further a field and travel costs will be more than £20, do call us
         at the office and clear it before buying your ticket.

     •   Lunch: If you are working a full day (attending a recruitment fair, for
         example), we will reimburse your lunch costs up to £5 per day

     •   Administration: We can provide you with GX headed paper and envelopes
         to write letters and press releases. Any other costs you incur in postage or
         admin, we will reimburse

Please don’t forget to keep all receipts otherwise we cannot reimburse your

We will now go into a bit of detail about how to go about doing some of the
recruitment activities listed above. Remember that if you want to speak to someone
in the office to let us know what you’re doing, to get some more support, or to answer
any questions, you can contact us:

Phil Hanks
0208 780 7670

Matt Reynolds
0208 780 7565

Tom Smith
0208 780 7568
PLACES: Where to leave leaflets, post posters, present presentations

The simplest and easiest thing you can do for us is to take a bunch of leaflets or
postcards out with you wherever you go and leave them in key places. This strategy
is more effective if you meet with someone and explain what the GX programme is all
about before you leave the leaflets. It is more effective still if you also do a talk or
presentation to enthuse and explain the programme in greater depth.

So, for example, rather than just taking a bunch of leaflets and dumping them in a
local youth centre before scuttling off, you could have even more impact if you…

   (a) …meet with a youth worker or team leader in the youth centre and tell them
       enthusiastically all about Global Xchange, handing them the leaflets in
       person. If they understand the programme and think it sounds fantastic, the
       youth workers will draw it to the attention of the people at the youth centre,
       with a much greater impact

   (b) … offer to do a presentation all about Global Xchange and tell the people at
       the youth centre about your experience. If you show them photos and they
       hear all about GX from the horses mouth, people are far more likely to apply

 Of course, it needn’t be a youth centre you go to. Here is a list of some other places
you can target to get the word out. (By the way, this is just a general list of places to
target. You can find some specific addresses, numbers and contacts in your
Regional Recruitment Contacts booklet, enclosed)

    Libraries        Connexions Offices        Volunteer Bureaus            Schools

    Colleges              Universities              Churches                Mosques

  Synagogues               Temples                 Youth Clubs           Music Groups

Leisure Centres       Youth Information        Careers Services in      Youth Services
                           Shops                  FE Colleges
   Girl Guides             Scouts              Community Centres        Cultural Centres

  Arts Centres       Princes Trust Offices         Millennium              University
                                                 Volunteers (MV)           Societies
   Orchestras           Student Unions            Sports Clubs             6th Forms

   Bookshops            Charity Shops          Local Newspapers           Recruitment
Breadth or Depth?

We imagine you’ve only got limited time to spend helping us out with recruitment, and
we really do appreciate every minute of it - thanks so much once again. But since
you’re bound to be quite busy, we want you to make the most of the time you have.
In other words, we need you to be a bit strategic.

Below are two possible strategies you can try. The first involves aiming for breadth –
getting the word out to as many people as possible in your area. The second involves
aiming for depth – targeting less people, but really spending some time with them
and convincing them to apply.


Breadth involves spreading the word about Global Xchange as widely as possible.
You can reach far more potential recruits if you persuade others to pass the message
on. If everyone you talk to about Global Xchange tells two other people, we will soon
be inundated with applications from all over the country. If you do a presentation in a
small club or society, ask the people there to tell their friends and family (and take
lots of leaflets to give out to everyone). That way, each thing you do could snowball
into something bigger.

Another technique is to contact the right people who can spread the word effectively
and quickly. For example, a Careers Advisor from Connexions or Careers Scotland
normally covers five to ten different secondary schools, giving careers advice to
loads of different 6th formers. If you convince one Careers Advisor that Global
Xchange is a fantastic worthwhile exciting project, then this advisor can tell people
from all those ten schools. This will be much quicker and more effective than you
visiting those ten schools yourself.

The thing is, you need to really convince that careers advisor how great Global
Xchange is. You need to get them enthused and stocked up with loads of leaflets. If
you don’t, they may forget to pass the word on about Global Xchange or they may
not recommend it convincingly to the students. It’s not that hard to get people on-side
though - you don’t need any special knowledge. Just smile and tell them what a great
experience GX was for you; tell them a bit about how it all works. More tips for what
to cover in these conversations can be found below.

If you’re really ambitious you can go even higher. For example, each careers office
will have a team leader who manages all five or six Careers Advisors. If you get the
Team Leader enthused, then s/he will then encourage all the careers advisors to talk
to students about Global Xchange. The problem is that the higher up the chain you
go, the less likely it is that the information is going to accurately get down to the right
people. So you may be better off contacting careers advisors and team leaders if you
want to do this.

You can use this technique with more than just careers offices. Local Volunteer
Bureaus, Princes Trust offices and Millennium Volunteer centres also have workers
who advise people where they can volunteer. You can find addresses and phone
numbers of these places in your Regional Recruitment Contacts booklet. These
places normally hold a portfolio of volunteer options. We need to make sure that
Global Xchange is in these folders, and that the people in these centres know some
details about our programme…

Despite everything above, there’s really nothing better than people hearing about
Global Xchange directly from you. Targeting other people who can spread the word
(like youth workers and careers officers) may get more people aware of Global
Xchange, but fewer of these people are likely to go ahead and apply to the

Aiming for depth is an alternative strategy that can be just as effective. If you speak
to half as many people, but speak to them properly - getting them really interested
and really keen in Global Xchange - a higher proportion of them will apply. In fact,
many people who do apply to the programme heard about GX through speaking to or
knowing a former volunteer.

Spending more time with a group of people and answering all their questions simply
cannot be compared to a careers officer pushing a leaflet across a table. Aiming for
depth generates greater commitment amongst applicants, lessening the drop-out rate
and saving us money.

A strategy of depth also means that you can target certain constituencies of young
people and get them really interested in our programme. At Global Xchange we are
always trying to make our programme accessible to everyone, regardless of their
background, race, gender, ability, religion, sexual preference or personal resource.
Despite this, we tend to get very similar type of people applying to the programme –
majority white, reasonably well off, and with a very good educational background. We
also get mostly females applying to the programme, and so men are always needed!

As you know, applicants need no money to participate in Global Xchange. We also
have a fund to enable people with disabilities to participate in the programme. Please
bear all of this in mind when thinking of where to drop off leaflets or do talks, and help
us try to get really interesting, diverse teams of UK volunteers.
Talking about Global Xchange

As we’ve suggested above, there is nothing like talking about Global Xchange as a
way of getting the volunteers flooding in. Whether you’re talking to careers officers
and youth workers or to school groups, this section is designed to give you a few tips
and ideas of how to manage it.


Some people get rather nervous by the thought of speaking in public, whereas other
people are mouthy, and are born to do it. If you are a bit nervous, there are a few
things you can remember that can make the experience a lot easier:

       -   No one is better qualified to speak about Global Xchange! You’ve been
           through the programme and know all about it. This means you have the
           best qualifications possible to do a talk.
       -   Concentrate on speaking about your personal experiences. You are not
           expected to know everything about the programme, you need only to tell
           the story of what you did and all the great things about the exchange
       -   If you don’t know where to start we have given you a powerpoint
           presentation, which you can read through before answering questions.
           Alternatively you could show some of your own photographs and do an
           informal chat. Talking about Global Xchange requires no preparation by

Remember, doing presentations gives you a real skill that can be used when
applying for jobs. Think of this as an opportunity to get used to public speaking for
the future. Also, if you’re still dying to chat about what you did overseas but your
friends are now yawning into their drinks, use this as your chance!

Making a phone call

The first step in getting the word out often starts with a phone call. You may be
calling the careers office or volunteer bureau to arrange a meeting where you can tell
staff there all about GX. You may be calling a newspaper to get an article in it (more
about this below). Or you may be offering to talk to a youth group. Either way, here
are some simple guidelines for making that call. Sorry if this is obvious. If so you can
ignore it and read the next section…

   1. Introduce yourself. Say that you’re calling for VSO, as a former volunteer
      trying to get some information out about our youth programmes.
   2. Ask to speak to the right person (if you have a name or an idea)
   3. Once you’re speaking to the right person, ask if they have already heard
      about Global Xchange
   4. Give them a short sentence or two on the basics of the programme,
      depending on what they know already (‘It’s a six-month exchange programme
      for adults aged 18 to 25.’) (‘Volunteers work on local projects for three
      months here in the UK and three months overseas, living in host families’)
   5. Tell them why you’re calling (‘We really need volunteers for our exchanges.
      I’m trying to do some awareness raising. It’s totally free to participate. Its
      brilliant fun’)
   6. Ask them your request (‘I was wondering if you could help us by…publishing
      an article / distributing leaflets / allowing me to come and give a presentation /
      meeting me and learning more about the Exchange)
What to cover in a presentation

Normally a phone call is just an introduction, leading up to a talk or presentation on
your experiences of Global Xchange. Remember, you are better placed than anyone
to enthuse about the programme, and it’s your enthusiasm and passion that will sell
the GX to others. It’s really up to you what you cover in the presentation, and we’ve
included some materials to give you an idea. The key thing to remember is to draw
attention to some of the key selling points of Global Xchange:

       -   It’s a bargain! Compared to other development charities or Gap Year
           organisations that work with young people, GX is a steal. Most gap year
           projects cost upwards of £3,000, but GX is effectively free for participants.
           Emphasise in you talk that we don’t ask people to pay anything for Global
           Xchange. Instead we support the whole team to raise money that will
           cover some of the costs

       -   You meet long lasting friends. It is an experience that leaves lasting
           bonds among people in the team. As you know, spending six months with
           the same people in some challenging and exciting places means you’ll
           really get to know people, and will make some wonderful friendships

       -   It gives you excellent skills and work experience. Participating in GX
           enables you to get some brilliant work experience and you can develop
           skills in areas that you want to build on. It looks fantastic on a CV.

       -   You learn an enormous amount. You gain an insight in a really different
           culture and society, especially by living with hosts. Every week the team
           runs Educational Activity Days that let you share your opinions and learn
           more about key themes and issues related to the exchange.

       -   It’s a great laugh. Of course, more than just the work, you will have a
           social life with the team and get an opportunity to see another country,
           take trips, and spend your free time getting to know new people.

An Example Presentation

Below is an example structure for a talk about Global Xchange. A more detailed
example, with all the trimmings, is found in the powerpoint presentation (which is on
the enclosed CD). But here are the basics of a good presentation which you can
work around:

   1. Introduction: Introduce yourself and say which project you volunteered on,
      where you went, and when you did it. You may want to add some information
      about yourself and what you are doing now.

   2. What is Global Xchange? Give them a general introduction to Global
      Xchange. Explain that it has been running since 1999, and that we have now
      had over 50 exchanges with around fifteen separate countries, including
      South Africa, Nigeria, Indonesia, India, Sri Lanka, the Phillipines, and
      Uzbekistan. Explain that it is run by a partnership that includes the British
      Council, CSV, and VSO.
   3. How does it work? You can now explain the structure of the programme,
      including the different components:

           a.   Work Placements,
           b.   Host Homes,
           c.   Counterpart Pairs,
           d.   Educational Activity Days
           e.   Community Action Days
           f.   Host Communities.

       Spend a bit of time explaining what each one of these different components
       means and how it works. Remember, the best explanation is to give
       examples of what you did and what your experience is.

   4. How do you apply? Finally you can tell them how to apply and what the
      process is. Again, you can explain the process through your experience.
      Reassure them that the assessment day is not that scary, and that you will
      participate on an ITC (Introductory Training Course) a couple of months
      before the start of the programme. We can give you some application forms
      to hand out at the presentation if you want, as well as phone numbers if
      people want to speak to us at the office.

Recruitment Fairs and Local Events

Another great way to get the word out about Global Xchange is to set up a stall at a
local event, fete, recruitment fair or voluntary fair. These happen quite regularly in
local areas, so keep an eye out for advertisements on your college or university
notice boards, in local papers, public building and youth centres. All you have to do is
telephone the organisers and book a table or stall. You may have to pay a small
deposit or fee for the stall, especially at recruitment fairs or larger events, and if you
need any money up front then please call us at the office and we can arrange
something for you. Then all you need to do is turn up with a stack of leaflets and a
poster, sit at the stall and answer questions about Global Xchange. Make sure you
do lots of enthusing about the programme and call us for application forms, extra
leaflets, and the big Global Xchange banner. Simple.

Meet VSO Events

Occasionally a ‘Meet VSO’ event will come along to your area. This is an introduction
to VSO for all types of people, where a presentation is delivered and questions are
asked. On the whole this is an event for older, mainstream volunteers who go abroad
for two years, but there are normally one or two younger people in the audience. If a
‘Meet VSO’ event comes to your area it would be great for you to go along. It is very
easy for you. All you need to do is turn up, say a few words, and then answer
questions during the mingling afterwards. If you do want to attend one, do call us
first, and then we can let the organisers know that you are coming along to represent
Global Xchange. Look at the website on to see if there are
any coming up in your area, and then call us in the office if you want to attend.
Contacting the Media and Writing Press Releases

Contacting the media for publicity is really important and can be great at reaching lots
of people relatively easily. If you are running a public event, a fundraiser, a
presentation or a talk then it is really worth contacting the media to advertise it and
get some more people along. In fact, even if you are not running an event, you could
contact the media just about the programme in general, giving the story a local twist
by describing your experiences and reflections since you came home.

The key to contacting the media is to write a press release. This is relatively easy,
and some examples are included on your CD. You can use the templates we have
prepared for you, changing the dates and inserting the right locations, or you can
write a new one.

The key to writing a good press release is to make sure that it has a local focus. If
there has been a Global Xchange project in your area then this is easy, you can start
the press release referring to the former GX programme (for example: “In Glasgow
last winter, nine Nigerian volunteers paired up with nine British volunteers to work on
local community projects. Now it is the chance for young people from Glasgow to
return the favour and travel abroad themselves!”).

Another good way of making a local focus is to refer to yourself – you are a local
person after all! You can begin your press release “In winter last year David Jones
from Bangor took six months to volunteer abroad in Nigeria. He has now returned
and is continuing his work in the social sector by working in the local education
department. He is appealing to other young people from North Wales to volunteer as

Once you have written your press release you can then send or fax this into your
local paper, radio station or TV station. Once this is done it is really worth following it
up with a phone call, a bit of encouragement, and an invitation to your event.

Remember, writing press releases, like doing a presentation, is really good
experience and will give you some more useful CV points.

Local Email lists: what you can do

Very simply, you can send an email out to local email lists and people you know. Get
them to pass the word on and use as many email addresses as you can. For
maximum impact target organisational email lists in the voluntary sector, charity
sector, and in local authorities. Good places to target are local councils and local

A couple of template emails are included on your CD, which you can adjust and use
as necessary. We hope this will take some work off you. To target larger email lists
like councils, contact a central administrator like the Mayor’s personal assistant.
Explain that VSO are looking for young volunteers in their local area, and ask
extremely nicely if they will send it out to all employees. A phone call and some
sweet talking can go a long way!

We have also included a more informal email that you can send out to all your
personal friends, if you don’t mind…
Local Support: Other Global Xchangers

Remember, you’re not the only person in your area to have gone through the
fantastic Global Xchange experience! There are other former Global Xchange
volunteers in your area who you can get in touch with. They may not have been in
your team, but that doesn’t make them the enemy. Perhaps you want to do a
presentation with someone else, or share ideas and photos, go out leafleting
together, or just go for a pint to reminisce about your experiences whilst
surreptitiously leaving some of our postcards on the table…. We encourage you to
meet up with other RVs in your area and support each other – that way doing
recruitment can be more enjoyable. Please consult your Regional Recruitment
Contacts booklet for details of people in your area.

Be a VSO Volunteer Recruitment Coordinator!

Earn some extra points on your CV and volunteer with us to coordinate the
recruitment effort for Global Xchange in your local area! We would like to work
through nominated local coordinators who will organise recruitment events in their
local area, taking the lead in setting up events and keeping in touch with returned
volunteers in their locality. You will take on a bit more responsibility in liaising with the
office and keeping local people informed and involved. In return we can offer you
your expenses covered and a reference from VSO. Being a local Volunteer
Recruitment Coordinator can be a great way to get organisational experience and
enhance your CV

VSO Groups

VSO has Local Groups across the UK who provide support to VSO in recruitment
and publicity. They are made up of former volunteers, both mainstream and Global
Xchange, and can be a great way to meet like-minded people in your local area to
work together on recruitment. Each Local Group has a strong social element as well
as the work they do.

Please consult your Regional Recruitment Contacts booklet for details of VSO Local
Groups in your area.