This document outlines a plan to create a Volunteer Corps program for SPJ Norcal to recruit and manage volunteers. The 5-step plan includes: 1) Assessing current programs and policies; 2) Defining volunteer positions with clear descriptions; 3) Creating applications and screening processes; 4) Implementing a recruitment campaign targeting members, partners and online; and 5) Providing orientation and training to ensure volunteer success. The plan includes timelines, sample materials, and seeks feedback to finalize the Volunteer Corps implementation.

1. 1
Creating SPJ Norcal's Volunteer Corps
Creating SPJ Norcal's Volunteer Corps
A plan to recruit and manage volunteers who support SPJ
Norcal activities
Version 2013-06-11 (Working draft)
Feedback is welcome! Please send comments to:
Matthew Hirsch, SPJ Norcal's volunteer program leader, at
matthewbhirsch@gmail.com.

2. 2
Creating SPJ Norcal's Volunteer Corps
Introduction
SPJ Norcal is a membership organization for
professional journalists in Northern California. All
activities are planned and carried out by
volunteers.
We're setting up Volunteer Corps to make it
easier for members to get involved with SPJ
Norcal and be recognized for their
contributions.

3. 3
Creating SPJ Norcal's Volunteer Corps
Implementation Plan
This plan uses best practices in volunteer leadership to develop
the Volunteer Corps program from the ground up.
Program assessmentSTEP 1
Define volunteer positionsSTEP 2
Applications & screeningSTEP 3
Recruitment campaignSTEP 4
Managing for successSTEP 5

4. 4
Creating SPJ Norcal's Volunteer Corps
STEP 1: Program Assessment
A well organized volunteer program begins with written policies
to guide program leaders and participants.
➢ Start by writing a mission statement for Volunteer Corps
explaining why volunteers are an integral part of SPJ Norcal.
➢ Add a diversity policy and an equal opportunity statement.
➢ Place a prominent feature on the home page of SPJnorcal.org
that links to information about Volunteer Corps.
Two thoughts: (1) The “Join Us” link goes to the SPJ national website. Can we include info about
joining SPJ Norcal here? (2) Can we place a feature about Volunteer Corps in the righthand column
of the home page along with “Upcoming Events”, “Connect With Us” and “SPJ on Flickr”?

5. 5
Creating SPJ Norcal's Volunteer Corps
STEP 1: Program Assessment
The Volunteer Corps program leader should retain copies of
program files and individual records for each volunteer.
➢ Program files include: backup of volunteer database,
volunteer policies, orientation & training presentations, annual
program evaluations, other written materials (e.g., volunteer
position descriptions, application forms, recruiting
announcements)
➢ Individual records include: completed applications, copies of
awards / certificates for accomplished volunteers, notes

6. 6
Creating SPJ Norcal's Volunteer Corps
Timeline
Task Deadline Who's
responsible
Write mission statement Fri., 6.28
Write diversity policy,
equal opportunity
statement
Fri., 6.28
Add Volunteer Corps info
to SPJnorcal.org
Tue., 7.9
Set up volunteer
database
Tue., 7.9
June
1
2 3 4 5 6 7 8
9 10 11 12 13 14 15
16 17 18 19 20 21 22
23 24 25 26 27 28 29
30
July
1 2 3 4 5 6
7 8 9 10 11 12 13
14 15 16 17 18 19 20
21 22 23 24 25 26 27
28 29 30 31

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Creating SPJ Norcal's Volunteer Corps
STEP 2: Define Volunteer Positions
Clear descriptions of the roles within Volunteer Corps offer a
complete picture of what it's like to work with SPJ Norcal. This
is the most important part of designing the program.
➢ Start by selecting meaningful jobs for volunteers, jobs that will
excite and inspire people to donate their time.
Variety is key. The list of positions should cover group projects and virtual volunteering opportunities
as well as long-term, short-term and one-time assignments.
➢ Take time to come up with a title for each role that not only
describes the position but sells it.
San Francisco-based writer John Lipp, in a book on recruiting and managing volunteers, gives
examples of catchy and descriptive volunteer position titles. A volunteer with Humane Society Silicon
Valley who prepares shelter dogs for adoption is known as a Dog Socializer. Someone who reviews
another organization's website to keep it clean and up to date is a Web Gardener.

8. 8
Creating SPJ Norcal's Volunteer Corps
STEP 2: Define Volunteer Positions
Position descriptions identify:
➢ a volunteer's duties, removing ambiguity about what's
expected
➢ a point of contact to ensure accountability and open
communication
➢ a location where volunteers will go and a schedule of when
they should be available
➢ how long of a commitment we're asking volunteers to make
➢ the skills needed to qualify for the work
➢ any training we provide and other benefits that volunteers will
receive

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Creating SPJ Norcal's Volunteer Corps
Sample position descriptions

10. 10
Creating SPJ Norcal's Volunteer Corps
Samples on the web
Pets Are Wonderful Support
www.pawssf.org/page.aspx?pid=457
Room to Read
www.roomtoread.org/Page.aspx?pid=327
St. Vincent de Paul of Seattle
www.svdpseattle.org/volunteer-job-descriptions/

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Creating SPJ Norcal's Volunteer Corps
Timeline
Task Deadline Who's
responsible
At July board meeting,
brainstorm volunteer
position descriptions
Tue., 7.9
Volunteer subcommittee
circulates draft position
descriptions for review
Thu., 8.1
Board discussion at
August meeting
Tue., 8.13
Update SPJnorcal.org
with position description
info
Fri., 8.30
July
1 2 3 4 5 6
7 8 9 10 11 12 13
14 15 16 17 18 19 20
21 22 23 24 25 26 27
28 29 30 31
August
1 2 3
4 5 6 7 8 9 10
11 12 13 14 15 16 17
18 19 20 21 22 23 24
25 26 27 28 29 30 31

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Creating SPJ Norcal's Volunteer Corps
STEP 3: Applications & Screening
Screening volunteer applicants will help ensure that you find
the right person for the right job. Application forms also
exchange valuable information between SPJ Norcal and
potential volunteers.
Application forms should include:
➢ Contact information
➢ Employment information
➢ Availability
➢ Emergency contact information
➢ References
➢ Reasons for volunteering
➢ Desired positions
➢ Waivers

13. 13
Creating SPJ Norcal's Volunteer Corps
Sample on the web
Here is a volunteer application used by the San
Francisco nonprofit Pets Are Wonderful Support
(PAWS). This application appears in a book on
recruiting and managing volunteers by the writer
John Lipp, who is also the PAWS president and
CEO.
http://www.pawssf.org/document.doc?id=166
Suggestion: Use this application as a template,
revising where appropriate to fit the Volunteer Corps
program.

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Creating SPJ Norcal's Volunteer Corps
Timeline
Task Deadline Who's
responsible
After August board
meeting, create a
uniform application for
all Volunteer Corps
positions
Tue., 8.20
Post application form to
SPJnorcal.org along
with position description
info
Fri., 8.30
July
1 2 3 4 5 6
7 8 9 10 11 12 13
14 15 16 17 18 19 20
21 22 23 24 25 26 27
28 29 30 31
August
1 2 3
4 5 6 7 8 9 10
11 12 13 14 15 16 17
18 19 20 21 22 23 24
25 26 27 28 29 30 31

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Creating SPJ Norcal's Volunteer Corps
STEP 4: Recruitment Campaign
Recruiting starts with a message that grabs the attention of
your target audience. Begin with a statement about unmet
needs in the community, then show how volunteering makes a
difference.
Examples from John Lipp's book on recruiting and managing
volunteers:
“One in every twenty adults can't read this message. Volunteer
and help make illiteracy a word from the past.”
“Darling, of course you can drive people crazy. But what they
really need is for you to drive them to a doctor. Volunteer as a
miracle driver and help people with AIDS arrive at a better life.”

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Creating SPJ Norcal's Volunteer Corps
STEP 4: Recruitment Campaign
With any recruiting message, be sure to remind people about
the benefits of volunteering and make it easy for them to get in
contact. Benefits include the opportunity to develop new skills,
a chance to put skills to use and a way to meet people.
Now … where to deliver the recruiting pitch??
Be mindful of who you want to volunteer and how you can
effectively reach these people.

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Creating SPJ Norcal's Volunteer Corps
STEP 4: Recruitment Campaign
Some suggestions:
➢ Start with existing SPJ Norcal members. Invite them to fill out
volunteer applications – and to share contacts to see if their
friends, family or work colleagues want to volunteer.
➢ Forge partnerships with other groups. Co-host events. Be in
touch with nonprofits that offer job training and placement
services. They often need to place clients in volunteer positions
to help develop skills and experience.
➢ Don't forget about local employers, schools, churches, clubs,
volunteer centers and, of course, the Internet.

18. 18
Creating SPJ Norcal's Volunteer Corps
Timeline
Task Deadline Who's
responsible
Write concise recruiting
message to serve as
foundation for recruiting
campaign. Adapt
message for mailing to
SPJ Norcal members.
Tue., 8.27
Send out mailing to SPJ
Norcal members.
Mon., 9.2
Compile list of potential
partner groups and
reach out to them.
Tue., 9.10
August
1 2 3
4 5 6 7 8 9 10
11 12 13 14 15 16 17
18 19 20 21 22 23 24
25 26 27 28 29 30 31
September
1 2 3 4 5 6 7
8 9 10 11 12 13 14
15 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30

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Creating SPJ Norcal's Volunteer Corps
STEP 5: Managing for Success
Effective orientation and training give new volunteers the tools
they need to succeed and feel good about their work.
➢ The orientation gives volunteers a thorough overview of your
organization and their role in achieving your mission. It also
builds a sense of community for new volunteers who all begin
their journey together.
➢ Tailor the orientation to the type of commitment volunteers
are making. An hour-long orientation could be appropriate
for long-term volunteers. For volunteers supporting one-off
activities, keep it brief.

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Creating SPJ Norcal's Volunteer Corps
STEP 5: Managing for Success
Training gives volunteers the information and skills they need
to be successful doing their jobs. It also keeps volunteers
motivated and provides a valuable reward for their service.
➢ As you plan a training session, go back to the volunteer
position descriptions and review the necessary skills you listed.
Design trainings to provide or enhance these skills.
➢ Partner with specialists in the field who are willing to help
lead training sessions or supply resources (such as
facilities, equipment or software) for training purposes.

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Creating SPJ Norcal's Volunteer Corps
STEP 5: Managing for Success
Orientation and training represents just the start of a plan for
volunteer program management. Further planning is needed to
address recognition for volunteers, volunteer program
evaluations and preparing for conflict resolution, among other
topics. It may also help to establish a work plan for certain
volunteer activities.
After discussion with the SPJ Norcal board, additional plans
will be added to this draft of the Volunteer Corps
implementation plan.

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Creating SPJ Norcal's Volunteer Corps
Timeline
Task Deadline Who's
responsible
Outline initial orientation
session for first group of
new volunteers
Fri., 9.20
At October board
meeting, discuss
options for first
volunteer training
program.
Tue., 10.8
Add further plans to
Volunteer Corps
implementation plan, as
necessary.
TBD
September
1 2 3 4 5 6 7
8 9 10 11 12 13 14
15 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30
October
1 2 3 4 5
6 7 8 9 10 11 12
13 14 15 16 17 18 19
20 21 22 23 24 25 26
27 28 29 30 31

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Creating SPJ Norcal's Volunteer Corps
Thank you …
… for your attention!
… for any feedback on this presentation! Please send
comments to matthewbhirsch@gmail.com.