How Do I Become A Leader?

If you want to do both assignments, you may. Sometimes, when dealing with an organization, this is the most efficient method.

Project Team Leaders

Leaders have a very important role! Your most important job is to host the project and make sure everything runs smoothly. The success of SVTC depends on you. Please make a great first impression by following all guidelines! If you would like to lead a project, e-mail Keith Peterson at svtcleaderinfo@yahoo.com or click on the “Leader Needed” link on the events page.

Duties of Project Team Leaders before the project:

1. When you are assigned as leader, you will receive an automated email, with instructions and a link to a web page.  Test that link right away. On that web page are buttons you will use to update the event status for Men and Women  (Open, Waitlist, Full). If the event has not yet opened for signup you will not be able to change the status, but at least you can verify that you have been assigned to lead the correct event by visiting the web page.
2. Your e-mail address will be posted along with the project information on the SVTC web site's Events page. When people sign up, confirm each sign up by e-mail or phone, and ask if they need a name tag.
3. Contact Jeff Haggerty at ptfeconsultant@yahoo.com to obtain name tags only for volunteers who have not received one. Please let her know at least 5 days in advance to allow time for mailing the tags to you.
4. Start a "waiting list" with a few names of people who are willing to volunteer in the event that someone must cancel, or in case the event fills up for women but not for men. Seven days before the event, if the event is not full for both men and women, offer the people on your waiting list a spot (as space allows). If the event is not completely full within 7 days of the event, anyone can sign up, no matter what age or sex they are.
5. If you still need volunteers one week before the event, notify the project coordinator at projects@svtconline.org and your event will be mentioned in the next volunteer newsletter. Please specify which event you are leading.
6. When the project is completely full, contact every volunteer to once again confirm attendance and provide the details about the project. This is when you might need to draw from your "waiting list."
7. 72 hours before the project, send an e-mail to all volunteers indicating:
   • The location for volunteers to meet at project site
   • Volunteer duties
   • Phone number (if available) that volunteers can call on the day of the project, if they become lost or have questions.

Duties of Project Team Leaders on the day of the project:

• Show up early and be the last to leave a project.
• Remain visible so volunteers can find you when they first arrive.
• Bring extra supplies (if you have them) in case someone forgets.
• Welcome and introduce the volunteers.
• Record the names of volunteers who are present.
• Work with the charity representative to get the project started.
• Have people start working ASAP. Keep people busy. Make sure everyone has something to do.
• Mingle with volunteers. Make sure everyone is having fun! Solicit their feedback about the project.
• Talk to charity rep to confirm we are doing what they expect.
• Thank everyone for participating! Thank the charity rep!
• If you want, suggest meeting after the volunteer project. (You might go for pizza, coffee, etc. It is up to you and the group.)

Duties of Project Team Leaders after the project:

1. Send an e-mail to all volunteers to thank them for participating and ask if they have any suggestions for future projects
2. Send an email to BOTH the database manager at SVTC_database@hotmail.com and the project coordinator at projects@svtconline.org and include:
   • Filled-in Leader Form (download a blank form here)
   • Name of charity (and event)
   • Date and description of project (date, start time, end time, event name)
   • Full names and email addresses of volunteers present
   • Full names and email addresses of volunteers who cancelled late or were no-shows

If you have any questions, please contact Keith Peterson at svtcleaderinfo@yahoo.com.

Project Developers

These volunteers research potential volunteer activities. If you would like to be a Project Developer, contact the project coordinator at projects@svtconline.org

Duties of a Project Developer

1. Contact the charity that expressed interest
2. Obtain the name of the person at the non-profit organization (i.e. volunteer coordinator)
3. Find out what the project involves and determine if the project satisfies the following requirements:
• Is it a non-profit organization?
• Does the project require at least 10 volunteers?
• Is it acceptable to bring both men and women?
• Will participants be able to interact while participating in the project?
• Is the project located in the Twin Cities?
• Is it a short term or one time project?
• Does agency have liability insurance that will cover SVTC volunteers?
• Does it sound like fun?
4. If the project satisfies the above requirements, the project developer will obtain the following information about the project:
   • Description of what the volunteers will be doing
   • Date, time, and length of the project
   • Number of volunteers needed (Note: For every 10 volunteers needed for a project, please arrange for 2 extra volunteers, just in case there are last minute cancellations or no shows)
   )
   • Location of project, directions, where to park, & where to check in
   • Additional information such as how to dress, will lunch be provided, what supplies are needed (gloves, trash bags, hammer, paint brush, etc.)
5. E-mail the project coordinator at projects@svtconline.org to obtain approval for all projects.
6. Once the project has been approved, you will enter the details of the event directly into the calendar database, using an online form.  
    
   Here are some details you will need to know, in order to fill out the form:
   • Day of the week
   • Date of project
   • Time (s)
   • Age Group
   • First Come, First Served (Not necessarily 50/50)?
   • Leader needed?
   • Organization name
   • Project name
   • Project building location
   • Project street address
   • Project city and ZIP code of the event site
   • Number of volunteers needed
   • Description of volunteer responsibilities
   • List of supplies needed and/or special instructions (if any)
   • Organization and/or project description
   • Volunteer parking and sign up location information
   • Leader's e-mail address, if a leader has been assigned
   • "Not available for signup"... or "Leader needed"
     
7. Once the project has opened for sign-up, send the leader additional information they will need for the project such as parking instructions, dress requirements for the event, contact person for the day of the event, tools, or special instructions they will need to pass onto the volunteers.