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									 AUSTRALIAN FLYING
  DISC ASSOCIATION

       REAP
    VOLUNTEER
MANAGEMENT PROGRAM
                                                                     Index

Index .................................................................................................................................................... 2
Why the need for a Volunteer Management Program? ....................................................................... 3
What will the AFDA do for State Flying Disc Associations (FDAs)? .................................................... 3
   Benefits: ........................................................................................................................................... 3
   Who is responsible? ......................................................................................................................... 4
REAP Volunteer Management Module ................................................................................................ 4
Implementing the REAP MVP .............................................................................................................. 5
   Phase 1: Committee Support ........................................................................................................... 5
   Phase 2: Appoint a Volunteer Officer ............................................................................................... 5
   Phase 3: Hold a Planning Meeting ................................................................................................... 6
   Phase 4: Document and develop ..................................................................................................... 6
   Phase 5: Budget Considerations ...................................................................................................... 7
   Phase 6: Feedback and Involvement ............................................................................................... 8
   Phase 7: Promotion ........................................................................................................................ 10
   Phase 8: Implementation – The Action Plan .................................................................................. 10
   Phase 9: Evaluation ....................................................................................................................... 11
   Phase 10: What Next? ................................................................................................................... 11
Resource Page .................................................................................................................................. 12
             Why the need for a Volunteer Management Program?
The Australian Flying Disc Association (AFDA) requires a Volunteer Management Program (VMP) to
focus on the creation of a supportive volunteer environment. The AFDA believes that a VMP will
address the issues of recruiting, training, recognising and retaining volunteers.


This program will increase AFDA members’ awareness of volunteers and their contributions. The
program also aims to make volunteers feel valuable by acknowledging them and showing them
appreciation. Volunteers are an integral part of the AFDA’s development and the AFDA seeks to
ensure all volunteers are well supported and have positive and enjoyable volunteer experiences.


The name of the program is:
                                                    REAP


                             Recruit, Educate, Acknowledge and Preserve.


Recruit                     Engage and enlist volunteers.
Educate                     Provide training and support for volunteers.
Acknowledge                 Recognise and reward volunteer contributions
Preserve                    Retain and prolong volunteer involvement.



 What will the AFDA do for State Flying Disc Associations (FDAs)?
To effectively implement the REAP VMP, the AFDA will:
         Assist FDAs with the development of a plan for volunteer management implementation;
         Provide Volunteer Officers appointed by State FDAs with information, training, guidance,
          support and advice;
         Review the progress of the REAP VMP;
         Provide opportunities for feedback and make recommendations to resolve issues to ensure the
          success of the REAP VMP.
         Conduct an annual Volunteer Management Conference;



Benefits:
The benefits of REAP to State FDAs will include:
         Increase volunteer numbers.
         Increase skill levels among volunteers.
         Increase in volunteer satisfaction.
         Development of specific resources for State Volunteer Officers.
         Improved management practices.
         Increase the time frame a volunteer is with the Association.
         Increase the sustainability of the FDA.
Who is responsible?
At the national level, the National Volunteer Officer is responsible for working with the AFDA Board to
implement the REAP VMP.


At the state level, each State FDA Committee is responsible for working with the National Volunteer
Officer of the REAP VMP to ensure the program’s success.


Each State FDA should appoint a Volunteer Officer who holds a position on the Committee.



                       REAP Volunteer Management Module

The AFDA’s REAP Volunteer Management Program is divided into two main components:


1. Human Resource Development
This component will identify and customise the REAP VMP for the AFDA and each State FDA. This
includes the development of resources such as position descriptions, sample templates, volunteer
management policies and access to training opportunities.

2. Ongoing Support:
This component involves the implementation, review and application of the REAP VMP and explains
essential steps in managing volunteers.
                                Implementing the REAP MVP
Phases 1 – 10
The following steps will assist your State FDA in planning, developing, reviewing and implementing the
AFDA REAP Volunteer Management Program.



Phase 1: Committee Support
To ensure the credibility and sustainability of the VMP, it is vital that there is evidence of Committee
support.


Support should be shown in the following ways:
        The REAP VMP should be an ongoing agenda item at every Committee meeting
        Formally state the importance of a structured approach to Volunteer Management
        A dedicated link on both the AFDA and State FDA’s website to the AFDA REAP VMP
        Display (where possible) the AFDA and REAP logo on all volunteer promotional material



Phase 2: Appoint a Volunteer Officer
Each State FDA will appoint a Volunteer Officer to ensure people in volunteer positions have access
to resources and support for executing tasks in accordance with the AFDA REAP VMP. The AFDA
will appoint a National Volunteer Officer who will be responsible for coordinating AFDA Volunteers and
State Volunteer Officers.


However, Volunteer Officers are not solely responsible for the recruitment of Volunteers.


At the AFDA level and in each state, the relevant Volunteer Officer will play a role in:
        Identifying potential volunteer problems and working to resolve these problems;
        Assist in volunteer support and negotiations if conflict arises;
        Identifying opportunities for volunteer development;
        Oversee the implementation of the Volunteer Management Program;
        Review of the Volunteer Management Plan and convey recommendations to the relevant FDA;
        Liaise with AFDA appointed National Volunteer Officer on volunteer management issues.



Resource 1 (a): National Volunteer Officer Position Description




 National Volunteer
Officer Description.doc




Resource 1 (b): State Volunteer Officer Position Description



  State Volunteer
Officer Description.doc
Phase 3: Hold a Planning Meeting
It is important to ensure that all Committee members are aware of the importance of the VMP and
what the intended purpose and outcomes of the project are. Volunteer structures and needs may vary
from Association to Association and it is imperative that open lines of communication are kept with the
AFDA appointed National Volunteer Officer to guarantee ongoing support and development of the
VMP.


Gather key individuals in your Association to devise a strategy to implement the VMP. These
individuals should:
            Have the skills to be involved in planning
            Be enthusiastic and interested in the planning process
            Use the AFDA Volunteer Management Checklist to examine and evaluate your existing
             volunteer practices

Resource 2: AFDA REAP Volunteer Management Checklist




    AFDA REAP
Volunteer Management Checklist.doc


Phase 4: Document and develop
Develop a resource file for your Volunteer Officer to include:
            Copy of the AFDA REAP VMP
            Job Description for the National Volunteer Officer
            Job Description for State Volunteer Officer
            AFDA Volunteer Management Policy
            AFDA Volunteer Code Of Conduct
            Rights and Responsibilities of Volunteers
            Procedures for the following:
                 Pre-Recruitment
                 Orientation
                 Education & training
                 Reviewing and Evaluating
                 Acknowledging and Rewarding
                 Handover

Resource 3: AFDA Volunteer Resources File Checklist




      AFDA REAP
     Resources.doc
Phase 5: Budget Considerations
Developing a budget to implement the REAP VMP is essential. The Volunteer Officer should provide
a budget to the Association Treasurer for Committee approval.

Budget Considerations and suggestions:


1.    Advertising
           Internal:      AFDA Members (E-Mail, Website, Word of Mouth)
           External:      Local paper, Volunteer organisations, Practicum Students.

2.    Induction
           Job Descriptions
           Information booklet

3.    Training & Qualifications
           Courses or Seminars
           Police Checks or Working With Children Checks
           Opportunity to attend AFDA Conferences

4.    Uniforms
           T-Shirts


5.    Awards & Acknowledgement
           Certificates
           Gifts or Fee discounts
           Newsletter & Website Articles
           Nomination for State FDA and AFDA awards


6.    Functions
           Arrange an opportunity to attend functions where volunteer efforts are recognized e.g.
            National Volunteer Week & International Volunteer Day.
           Quarterly social network opportunities


7.    Evaluations
           Feedback
           Volunteer Surveys
           Exit survey

Resource 4: VMP Budget Template




REAP_VMP_Budget_
   Template.xls
Phase 6: Feedback and Involvement
This section involves two different aspects of the Plan: feedback and involvement. While different,
these two topics are grouped together as some measures for feedback can also be used for the
involvement process.

1.      Feedback
Feedback is a two way process. The aims for feedback include:
        Giving feedback to volunteers on the work that they have undertaken. This is an important part
         of recognising each volunteer’s efforts and involvements.
        Receiving feedback from volunteers on improvements and future directions. This is an
         important part of showing that a volunteer’s input is valued. This information is also important
         for an Association to improve its volunteer environment and organisational structure.

Measures to achieve the above aims can include:


Verbal Communication
       The Volunteer Officer can give and receive verbal feedback through formal and informal
        sessions.
       An open door policy should be in place at all times to encourage all volunteers to give and
        receive feedback.
       There should be official regular feedback sessions every 3 or 6 months which can then provide
        content for the written comments.
       Two way conversations provide for the giving and receiving of verbal feedback.


Written Comments
The Volunteer Officer can write a written review, usually after the verbal communication to formalise
the verbal feedback. This is also helpful as a future reference for both the officer and volunteer and
can be used for further reviews.


Volunteer satisfaction surveys and exit surveys are essential to gathering information for Volunteer
Management. Formal and informal feedback comments can be received at anytime in writing. These
are to be directed to the relevant state or national Volunteer Officer.


Networking or Brainstorm sessions
These sessions can be held once or twice during the year to give volunteers a chance to express
issues they have encountered as volunteers and flag opportunities they would like to be involved in.
This session will enable the officer to both provide and receive feedback from the volunteers.



2.      Initiating involvement for volunteers and non-official volunteers.
The aims for Involvement include:
       Provide an environment where opportunities exist for involvement
       Maintaining current volunteers involvement
       Encouraging involvement of members who are not official volunteers
       Encourages members to feel valued,
Measures to achieve the above aims can include:


Special Project Team
A special project team may be convened to gather information for a set purpose. For example, to:
        Learn about the experiences of current volunteers, players, coaches and/or parents,
        Better understand the needs of the members,
        Provide an evaluation of the Association’s current status
The team may involve a number of people with differing levels of Association involvement. Both
current and non-current volunteers, as well as members can be engaged to gather information.

Congress List
The congress list is open for members to join should they be interested in taking part of discussions
that the Association committee requires further advice on. Topics could include:
       Draft documents
       League rules
       Association social calendar and ideas

Communications Feedback
Some members may not be able to offer a “hands on” approach to projects but may well want to stay
informed. It is essential that members be kept in touch with projects and planning. This can be done
through the newsletters, email lists, website discussion forums or reporting at committee meetings.


Members such as Captains and team leadership groups should also be updated by official volunteers.
This will:
       Enhance the professionalism of the Association
       Encourage continued involvement by non- official volunteers


Feedback and encouraging involvement can be catered to address the different levels of involvement
from volunteers and members. Determine what feedback strategy applies best to your requirements.


Resource 5: REAP VMP Feedback Form




   AFDA REAP
Feedback Form.doc
Phase 7: Promotion
Promotion of the REAP VMP shows commitment of good volunteer management practices from your
Association. This will increase awareness and states how the VMP is to be implemented.

Actions:
         Circulate the REAP VMP to all Board/Committee, Association members and key stakeholders.
         Distribute copies – hard, electronic and website download

Resource 6 (a): REAP Volunteer Policy




    Volunteer
Management Policy v1.doc



Resource 6 (b): REAP Occupational Health & Safety Statement




       AFDA OHS
     Statement.doc




Phase 8: Implementation – The Action Plan
The next phase is to implement the REAP VMP. Volunteer Management is the responsibility of all
appointed Volunteer Officers with execution and operational duties delegated.


An effective way to ensure the VMP is implemented is to:
         Develop short-term action plans for implementing the REAP VMP;
         Invite Club stakeholders to attend a Volunteer Management Planning session
         Action plans can be flexible and aim to provide direction for implementing the VMP.


Suggested Short-term Action Plans:
         How to implement: What you want to do?
         When will you do it?
         Who is responsible?
         What resources are required?
         How will you evaluate the program?

Resource 7: VMP Workshop Invitation




  AFDA Workshop
    Invite.doc
Phase 9: Evaluation
Performance measures are critical for identifying areas of strengths and weaknesses.
Regular evaluation will improve the REAP VMP for future Volunteer Management practices.


Feedback and Evaluation methods include:
       Volunteer Feedback Survey
       Exit interviews


Areas of feedback and evaluation to include:
       Volunteer Satisfaction
       Access to training opportunities and skill development
       Is there sufficient support for the VMP
       Identification of barriers associated with the VMP

Resource 8: Exit Interview




  AFDA REAP Exit
   Interview.doc




Phase 10: What Next?
Time to plan for next year! Using your evaluation and feedback resources will assist your the AFDA
and the State FDAs in the planning process for the next year of the VMP. Communicate with the
AFDA National Volunteer Officer to identify areas of resource development to ensure the sustainability
for the REAP VMP.
                                       Resource Page
Phase Two: Resource 1 (a) & (b)
      National Volunteer Officer Position Description
      State Volunteer Officer Position Description


Phase Three: Resource 2
      AFDA REAP Volunteer Management Checklist


Phase Four: Resource 3
      AFDA Volunteer Resources File Checklist


Phase Five: Resource 4
      REAP VMP Budget Template


Phase Six: Resource 5
      REAP VMP Feedback Form


Phase Seven: Resource 6 (a) & (b)
      REAP Volunteer Policy
      REAP Occupation Health & Safety Statement


Phase Eight: Resource 7
      VMP Workshop Invitation


Phase Nine: Resource 8
      Exit Interview

								
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