LEIS3100 Volunteer Management: Explicit Management Structure

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LEIS3100 Volunteer Management

Task

Students are required to select a volunteer program to audit and develop a tailored audit template suitable for that program and organisation. This template will be the foundation for your full audit in assessment 3, and feedback will be given to assist in refining the tool. The program can be from your own workplace or another organisation or a voluntary management board.

It can be a community program such as Scouts, Nippers, Little Athletics, Meals on Wheels, SES, RFS etc, or religious programs hosted by a church, synagogue, mosque or temple, or residents’ groups or a P&C (school). The essential criterion is that you have access to the program. Adapting an existing template requires consideration around inclusions, exclusions and changes to criteria so that the template suits the selected volunteer program. Marks will be given on the suitability of the criteria.

It should be comprehensive and relevant (no irrelevant criteria included, no relevant criteria missing and criteria written to reflect the selected volunteer program). The clarity of the criteria is important. This means it is to be clear, concise and easily understood. The sources used to obtain information to complete the audit need to be included.

These may be interviews with the program manager and possibly volunteers, the program website, policy and procedures manuals, information packs and annual reports. The more information available the better, however if a program does not have much information because of its age and size this needs to be explained. Information you provide in the audit template will form the basis of Assessment 3 Report. The assessment will have two parts.

Part 1: Organisation and program summary -500 words (not including references and footnotes)

Provide a clear and concise description of the purpose, structure, and practice of the volunteer program. This description will be used to assess the suitability of the audit template for the program and organisation.

Part 2: Audit template – 1000 words (not including references)

A volunteer audit is an examination of what exists and what is missing in a volunteer program’s structure and practice. It is not an evaluation identifying what the program achieves or its impact, rather it is a management tool used for ensuring sound management and practice.

Your task is to design an audit template outlining areas that need to be examined in the management of a volunteer program, as well as the sources you will be using to gather the relevant information. The audit template can be developed and adapted from other existing audit templates.

Provide a clear rationale as to why certain criteria was, or was not, included. This template is to be 1000 words, excluding references, footnotes and appendicies. Appendicies providing supporting information will be expected; such as references for the audit templates you have adapted or consulted, interview transcripts, organisational charts etc.

Please do not provide annual reports or lengthy organisational policies in the appendix. In some cases, a link to the annual report or policy document should be embedded as a footnote in the document. Consider the following questions when completing this task:

1. When choosing the program, consider the type of volunteers and type of program areas it covers. Provide the background information, context and summary of the program.

2. Does the volunteer program have an explicit management structure with a paid coordinator position in the organisation? Or does it have an implicit management structure entirely organised and operated by volunteers and management of the program operates within volunteer positions?

3. How prepared is the organisation? What are their policies, relationship with (internal and external) stakeholders, job descriptions, insurance coverage?

4. How does the administration motivate volunteers? How do they recruit and select? Train and develop? Communicate? Provide feedback and recognition?

5. What kind of resources and support does the program have? Are there any volunteer brokers? Training and management programs? Support agencies?

6. Outline the process of the audit. Did you conduct interviews with the program coordinator? Volunteers? Did you review available documentation such as policies, information packs and/or annual reports?

What well be looking for:

• Depth of research

• Professional delivery style and facilitation of engaging activity

• Critical reflection 

LEIS3100 Volunteer Management

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