I would also love a copy of the excel spreadsheet e-mailed to me! This email address is being protected from spambots. You need JavaScript enabled to view it.
I would love a copy of your excel program for volunteer hours. This email address is being protected from spambots. You need JavaScript enabled to view it.
What you are seeking is "Volunteer Management Software". There are several commericial packages out there, but most are designed for more sophisticated needs many PTO's would have. Of course, somewhere, someone working with a PTO has surely designed something appropriate. But a lot of organizations just go with "home grown solutions". If you DO choose a package - or build your own. Keep in mind that it really needs to be stored centrally, like at the school so that it can be used from year to year by the different officers, staff who need it. And in doing that you need to coordinate with the school's IT people so that they will approve having the application loaded, backups are made, etc.
We have something just like what you are explaining using a database program. I am using MS Works but most any will do.
We enter all the parents who return our VIP volunteer sheet at the beginning of the year: name, students, teachers, phone #'s, secondary phone #'s, email, and the list of activities and events that want to volunteer for.
Each of these pieces of information are entered into their own "field" and each parents is a "record" in the database. You can create a filter for each teacher and print reports for the class room reps of all volunteers from their class.
We also print reports for activites as they approach and hand them over to our volunteer coordinator for scheduling and phone calls. We can create a filter titled Jog A Thon and it will search all entries to see who wants to help with the jog and we then have it print a report with the persons name, phone #'s and email.
We also use this database to track what each parent has helped with - as best we can - and can print thank you certificates at the end of the year that will say something like "Thank you for all your help in the following areas: Open House, Carnival, Book Fair, Etc."
Using the database has been the best thing ever. Sometimes I will have a coordinator for a specific event call me and say that they need someone to make some posters at home and we type in "At Home Projects" and run a list of everyone who likes to do craft and art projects at home.
It takes some initial set-up time but is well worth it - we couldn't survive without it! Anyone comfortable with computers should be able to get it going.... [img]smile.gif[/img]
