I am the volunteer coordinator at our school. We have a questionnaire that families fill out at the beginning of the year. It's a lot of work to go through each of the worksheets, but in the end each committee has a list of people who are willing to help with different tasks.
In addition to the worksheet we have a bulletin board where volunteer requests can be made. A teacher or committee chair fills out a form and posts it on the board. The requests range from photocopying to shopping for prizes for our festival to cleaning the stacks of chairs. If a person is able to complete the task he/she takes the notice, contacts the person making the request and the job get done. This method works very well and cuts down on the work of the volunteer coordinator
I do like the idea of coupons, however. That way a file of coupons can be handed to each chair and further cuts down on the work of organizing all that information. A thought for next year..... THANKS!!
We have a little of both. The coupon I posted for hospitality above is used by other committees. So when Holiday Shoppe or Family Fun Night or Home & school meetings needs bakers for their event they call Hospitality. But for those events when you need to count on volunteers on a certain date. We have it lined up and we have planners. We also have a committee called Helping Hands, that come in to make copies, help the nurse with vision and hearing screening, tomorrow they are coming in for picture day to help the photographers. WE allow the committees to do their own thing within their budget and we come together for things outside the norm and let each others know what we are up to.
We have tried a VERY detailed listing on our volunteer sign-up sheet all the way down to a very generic check-off.
I have been wondering if we should try asking for help by the type of job/help rather than by the event. For example: I can do prep at home, I can photocopy, I can make signs, I can make phone calls, etc...
Do you think people would be more likely to commit in this way? They aren't committed to a specific event or date. If you need envelopes stuffed you call them and make the arrangements.
Just a thought!?
I like the idea of the coupon book. But there again is it best to have a coupon for each event or for each type of job/help needed?
This helps so much! We did a volunteer sign up but much of it was not specific because we are a new PTO. We are having difficulty sorting through all the forms now. Our Volunteer Coordinator has made a database, but that has been a lot of work as well. W/ the coupons we could just have a box and file each one under that event. That would be nice and easy!
Here's an example. Because you'd have to create your own fitting your events and committees.
First page
Dear Parent and Friends:
Parent involvment is so important . ..
Please look over coupons and select activities that interest you. complete your coupons and return them to school by Sep 22.
DO YOU LOVE TO BAKE?
If the answer is YES, then this is the committee for you! We are looking for people to bake for special events. You will need to send in baked goods 2-4 times in a school year. This is a wonderful way for you to be involved if you're crunched for time!
Your Name: ________ Phone Number __
Child's name: _______ Child's Teacher/Grade___
contact: Jane Doe At 555-0000
"50 coupons returned"
Staff Appreciation
Volunteer extend thanks to staff during the year. Like Staff appreciation week and and parent teacher conferences times.
___I can help shop for paper goods, food items and gifts
___I can help set up/clean up for events
___Provide food or snacks
Thanks! I love everyone's idea's. I really like the punched card idea - it would be a great way to keep track of hours.
Maybe for every 10 hours they get put punch card in a drawing held once a month at the PTO meeting.
We are low income too. 90% free lunches - but maybe a local restaurant would donate gift certificates or maybe we have crafters who would donate a gift item to give away.
Since I have no money and neither does our school I am very good at finding the free stuff. It's out there - everywhere! Just have to ask.
I would like to see a template of the volunteer coupon for getting sign ups. If anyone has one let me know.
I just put in our news paper "Help Wanted" Ads. I wrote it up just like you would find in a newspaper. Just trying to get people's attention - hope it works.
