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Best Practice: USTA Intermountain Section Volunteer Manual

Best Practice: USTA Intermountain Section Volunteer Manual

Definition and Example:
A volunteer manual for all new committee members. The manual is both a volunteer "welcome to the Intermountain Section" and an informational packet.

Significance:
Provide better training and orientation for new volunteers and communicate who we are and what we do so that volunteers know who they are volunteering for and what their role might be. With this tool, we hope to better recruit and retain our volunteers.

Benefits: 
Better trained volunteers who stay involved for longer periods of time.

Procedure: 
As soon as a volunteer is placed on a committee or agrees to volunteer in some capacity they receive a volunteer manual.  The volunteer manual contains the following:

  • Information on the Intermountain Section, including our staff, board of directors, current committee member list, and programs.
  • A volunteer flowchart to help you understand path of volunteer involvement.
  • Committee job descriptions for our nine committees so that you have an idea of what all our committees and volunteers are involved in.
  • Post-event evaluation - we would like to hear about your volunteer experience if you help out with an event. Please complete this form after each event you volunteer at. If you need more copies, please contact the Intermountain office.
  • Volunteer evaluation - please complete this form after your term has ended or should you need to leave the committee before your term has ended. This is very important to us as we are constantly striving to improve our volunteers' experiences with our organization.
  • A volunteer application. Please feel free to share this application with family or friends who might also want to get involved with our organization.
  • The travel policy as found in the USTA/Intermountain Section Governance Handbook. Please read this policy as it will pertain to you when you travel for the USTA/Intermountain Annual Meeting and any other travel that you might be called upon to do for the Section.  
  • A sample expense form that should help answer any questions you might have when you complete your expense form for travel.
  • A blank expense form to be completed by the volunteer requesting reimbursement after travel for section purposes and turned in as directed in the travel policy.

People Involved: 
Each staff person is responsible for making sure their new committee members and/or volunteers receive a volunteer manual by communicating with the office receptionist, who then puts the manual together and mails it to the new volunteer.

Timing: 
The manuals will be mailed to volunteers every two years when there are new committee and board terms and any time a new committee person is added mid-year. 

Cost: 
Printing and copying costs

Other Considerations:
The manual will be updated on an as needed basis.

Contacts:
Dana Miller, Director of Community Development
dmiller@ita.usta.com

 
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