Volunteer management

Position descriptions are important for various reasons – but mostly it gives the volunteer insight on what they would be doing, if they would be a good fit and how they will benefit from the position.

You need the support at your event, but the volunteer also needs their experience to be valuable to them in some measurable way. This can be through skills developed, possible networking or an educational component – both you and the volunteer need to benefit.

The position description should not be longer than a page and should be precise with no fluff – bullet points and numbering are perfectly fine to use. You don’t want to throw every detail on this page, it’s more so an introduction to the position – just like a paid job description. Closer to the event is when you send a volunteer agenda with the breakdown of all the details.

Every position description should include the below categories. See example here
• Length of Appointment
• Time Commitment
• Location
• Responsible to
• Position Title
• Purpose of Position
• Key Responsibilities
• Qualifications
• Position Support
• Benefits
• Skills Developed through position
• Dress Code
• The Event Program 

Setting up a volunteer registration can be easier than you think. In the past, we have used a simple google form or Eventbrite. We now currently use an online platform called VolunteerLocal that is user friendly to both you and your volunteers. If you are interested in using this platform, reach out to Elizabeth Cross for further information and training on the program.

We strongly suggest asking these questions in your registration form regardless of which platform you choose:

• Name
• Email
• Phone
• What is your classification? (Ex: student, staff, alumni, donor, other)
• What is your department/school association? (Ex: SEMTE, TPS, EDO, ETS, SCAI, alumni, outside ASU, etc.)
• Are you part of a Fulton engineering student org? Please type your organization.
• What is your ASU mail code, if applicable?
• Do you have any dietary restrictions? (Vegan, Vegetarian, Gluten Free)

Now that you have your position descriptions and you’ve launched your registration it’s time to recruit. We suggest using these methods to get attention towards your event and drum up volunteers.

• In the loop
• Inner Circle
• Full Circle
• Fulton Student Organization Newsletter
• Word of mouth
• Past volunteers (as you start managing volunteers, you should create a master last/database of all volunteers ever participated in any of your events or use an online platform that does this for you. This way you can email them with upcoming opportunities.)
• Fulton Staff Distribution Lists
• Ideas for Resources to recruit Poly Volunteers

Check-In/Out
It is important that you establish a strong check-in and out process. When managing volunteers it is important that you know where they are at all times and is why we ask them to check out in case of an emergency. Make sure you designate a clear open area to hold check-in and check-out.

Area Leads
If you are hosting a major event that is spread out consider having area leads. These positions could be open to anyone, or depending on the level of responsibility you could personally recruit for the specific areas. These positions act as your assistants and rather than 20 volunteers coming to you for one area, you have one coming to you as the spokesperson for the 20.

Food
Any volunteer working 3 hours or more, should be fed a proper meal – and no that doesn’t mean a steak dinner — more along the lines of a sandwich, salad or some combination. Even pizza is fine – just something more than a bag of chips. If you are having full catering at your event, it is easier to just feed that to the volunteers working 3+ hours, but of course, they eat when their shift ends, not during, and out of sight from the event.

Typically it’s best to use wristbands in this scenario. Stuff a wristband in the eligible volunteers name badge. This way they pick them up at the same time and its less work on you day of. If they have a wristband, that grants them food, if they do not have a wristband, they don’t get food. Simple as that.

Volunteer Hospitality
You should allocate an area at your event to be treated as volunteer hospitality – away from volunteer check-in/out. This is where volunteers can eat, take a break, fix something, or anything else they need to do away from the attendees. This can also act as your storage area of excess supplies and if someone should get hurt, your rest area.

Wardrobe
Make sure you clearly identify what is appropriate to wear as a volunteer at the event. It’s best to have them wear matching shirts to easily identify them. If that is out of your budget, try to stick to an ASU theme or our Fulton polo’s that many of the staff members have as well as student organizations.

Parking/Transportation
Keep in mind your volunteers need to transport themselves to your event. If the event is on campus, during the work day, many of your volunteers will simply walk over. If it is after hours or on a weekend, keep in mind you will have to find transportation options for them; or at least inform them of their options. The following options could be put into place depending on the number of volunteers you have working:

• Reserve spots ahead of time in an ASU Parking structure (we recommend validating their spots as a volunteer should never have to pay to help you at your event)
• Suggest the light rail and/or other transportation
• Suggest carpooling

Radios
Depending on the size of your event, radios may be needed for your key volunteers. Never have more than 15 people on a radio as successful communication becomes almost impossible when you have more than 15. See vendor list for providers you an ordered radio’s through.

It is important you email your volunteers an agenda within a week prior to the event (typically typed in word documents and emailed to volunteers as a PDF). The volunteer agenda should include the following breakdown of information: See example here

• Check-In
• Check-Out
• Area Leads (if applicable)
  
• Food
• Volunteer Hospitality Location
• Wardrobe
• Parking/Transportation
• Deans Funding Points
• Radios (if applicable)
  
• Volunteer Cord. Contact Information
• Event schedule (if applicable)
• Event map (if applicable)

In order to have a smooth check-in and check-out process of volunteers for the event, it is suggested to have the following supplies. You may think some of these things don’t belong on this list, but in my experiences there has been a time when I have used everything below at least once. Its better to be over prepared than under prepared.

• Master Volunteer Binder including the following documents:
• All formal job descriptions
• Schedules
• Agendas sent
• Maps
• History of all major communications with volunteers
• Timelines
• List of all volunteers by name; by area; by job
• Food contracts and eligible volunteers for food list
• Anything else that applies
• Volunteer Emergency Kit Suggested organizer here
  
• Pens
• Pencils
• Highlighters
• Sharpies
• Markers
• Crayons
• Colored pencils
• Packing tape
• Desk tape
• Scissors
• Rubber bands
• Paper clips
• Kleenex
• Stapler
• Staple remover
• Door stops
• Small notepads
• Mini first aid kit
• Hand sanitizer
• Sunscreen lotion
• Few sheets of card stock/colored paper
• Eye Drops
• Tide Pen
• Hand Wipes
• Sign In Sheets
• Deans Funding
• Walk-Up volunteers
• Regular sign in sheet for registered volunteers
• Required ASU Volunteer Waivers and a few clipboards dedicated to the waivers
• Printed name badges for each volunteer with lanyard
• Wristbands for each volunteer that is eligible for food
• Extra wristbands
• 50 extra blank name badges and lanyards for walk up volunteers
• T-shirts (if applicable)
• Water (if applicable)
• Snacks (if applicable)
• Rocks or paper weights in case your event is outside and is windy
• 4 banquet tables to setup volunteer check-in and linen depending how formal you want it
• Lysol wipes
• paper towels
• Ziploc bags

If you have students volunteering at your event, you must take into consideration which students might be deans funding points eligible. This is important to ask during initial registration which Fulton student organization they are a part of.

Furthermore, you must have a second check-in and check-out process for them to sign in on behalf of their organization. To confirm their participation, they MUST sign IN and OUT. Once your event is completed, you will then send this sign in list to Academic and Student Affairs. We recommend you keep a copy of this list for your records in case there are any issues down the road.

Below is the current process as of June 2024. Please reference ASU Risk Management’s Volunteer Policies for the most up to date information. Should you have any questions, or want some guidance, please reach out to [email protected].

Volunteers are persons performing official university activities while under the direction and control of an ASU-authorized official and are not paid. An ASU authorized official is an ASU employee who is not a student worker. Employees who are working within the course and scope of their employment do not need to complete the volunteer process.

There are limits to the work and prerequisites for volunteers engaging in activities at ASU. These include but are not limited to the following:

• Building and lab keys are not issued to volunteers. Facility access for an approved volunteer is coordinated by the individual supervisor so that volunteers never work alone.
• Training may be necessary prior to beginning work as an approved volunteer. Volunteers working in research labs are required to receive lab-specific training from their supervisors. Supervisors are responsible for ensuring all training is completed prior to the start of the volunteer’s duties. The EHS Training Determination Tool can help determine specific training needs.
• Volunteers are limited to non-high-risk positions. Volunteer approval is contingent upon meeting the minimum qualifications to perform the task.

Volunteer activities must be registered with Risk Management to ensure insurance coverage. The ASU department responsible for the volunteer must:

1. Complete the Volunteer Activity Registry

• . The volunteer activity registry must be completed annually regardless of the time period noted on the volunteer form. Volunteer activities with adjunct faculty do not need to be submitted through the registry. However, the volunteer form and waiver must still be completed and maintained by the department.
• Collect a completed volunteer form and waiver for each volunteer. Departments may download a PDF copy of the volunteer form and waiver below. The form can be completed by wet signature or departments can use Adobe Sign to collect forms electronically.
• Retain a copy of all volunteer forms and waivers for five years in a place with departmental access. In the event of a claim, Risk Management will contact the department registered for more information.
• Notify the Office of Human Resources

1. if a volunteer answers ‘yes’ to a criminal conviction. Answering ‘yes’ does not automatically disqualify an individual from volunteering. 

Volunteer forms are valid for the dates on the form. If a volunteer’s duties will extend past the dates on the form a new volunteer form must be completed.

• Group Waiver Form. For use in special cases where individual waivers cannot be collected prior to the activity.
• Volunteer Form and Waiver. This form does not apply to visiting scholars or research scientists, student workers in labs or enrolled students who are taking a lab class for academic credit. Please note for minors who are volunteers, a volunteer form must be completed and signed by their parent or guardian. Departments working with minors in labs must also follow the minors in labs process through ASU Environmental, Health and Safety.