1. Determine what you’re looking for
Identify an issue: What community issue would your group like to address? The St. Louis Non-Profit Agency Database is organized into different issue areas, so it helps to know which issue(s) your group is most interested in. If you’d like to discuss possible agencies or other aspects of your service project with a real live person, we are always happy to meet with you. Determine numbers: When you contact an agency, it is helpful to offer an estimate of how many volunteers will be coming. We recommend that you offer a realistic range. Be honest about how many people will follow through on their commitments, given class & work conflicts, etc. If you have 30 people in your group, it is unlikely that all 30 will sign up and/or follow-through. It is also helpful to offer a range to the agency so that if a fewer people come, they are not disappointed and if a few more people come, there is still enough to do. Do everything you can to help the agency have enough for everyone to do – not too much, and not too little. If you think 15 people will come at the most, tell the agency you expect 10 to 15 volunteers. Don’t forget to count yourself! Most agencies can handle 10-20 volunteers at a time; accommodating more than 20 may be more challenging.
Choose possible dates & times: The agency will want to know when you want to volunteer. It helps to be as specific as you can and try to offer a few options. Be realistic about the start time (how early will people really get going on a weekend morning?) and the duration (what else do people have to do that day?) of the project. 2. Research possible agencies
Quick read: Scan through the agencies in the St. Louis Non-Profit Agency Database to find ones that peak your interest. Note that the volunteer opportunities listed may not be a complete list. Agencies often have a lot going on and are ever-changing, so it’s difficult to articulate every volunteer need in the database. If you’re interested in an agency, it’s always wise to call and see what projects they might have available for your group.
Investigate further: As you find agencies that interest you, investigate further by visiting their website. The Community Service Program office also has binders containing brochures and other print materials from St. Louis agencies, so if you can’t find enough information online, you can stop by our office (Women’s Building 113) to see what we have in print.
Pick 3-5 possible agencies: We recommend that you print summary sheets for 3-5 agencies to cover every project you hope to plan. If you’re looking for 2 projects, this means you will want to identify 6-10 possible agencies. This will help assure that you ultimately find a match with an agency. If you only research and contact one agency at a time, you will likely experience a slower process if you find difficulty making contact with the right person at the agency or they cannot accommodate your group. Our philosophy is: “don’t put all of your eggs in one basket”.
3. Contact the agency’s volunteer coordinator
Make multiple calls at once: We recommend calling all 3-5 agencies at once on the assumption that some will not work out. If you can agencies one at a time, play phone tag, and then find that the agency is not a good fit for whatever reason, then you may have let a significant amount of time go by only to start at “square one” again with the next agency. It is important to note that when you outreach to multiple agencies at once, you need to be respectful and responsive to all of them once you have picked your project. If you find an agency to work with and another returns your call, be sure to call that agency back and let them know you’ve already found someone to work with.
Be patient but persistent: Community agencies are often small, overwhelmed with work, and have high turnover. Even if you have a contact name, that person may have moved on, so be sure to ask for the volunteer coordinator and explain why you are calling. Be patient but persistent! You may not hear back right away, but also be sure to follow-up and leave professional messages with your full name, purpose, your affiliation with Washington University, your phone number, and the best time to reach you. If you can establish email contact, this may be the most effective day to make contact and work out details.
4. Develop a plan that will be mutually beneficial.
When you make contact with the volunteer coordinator, inquire about possible volunteer projects for your group and share with them your numbers and possible dates. Your project should fit your group’s needs and be educational, fun, and rewarding – but it also should meet an identified community need as articulated by the agency. Be sure to listen to what the agency needs! If your ideas do not mesh or scheduling conflicts arise, it is alright to tell the agency that the project will not work out. Be sure to communicate this clearly and with advance notice. Before going any further, this is a great time to look at the Five Critical Elements of Meaningful Community Service, a reminder that the actual service project is only one piece of a successful and meaningful community service project.
As you contact agencies, it is helpful to take notes on the Community Service Project Planning Form so that you remember to ask all relevant questions and avoid confusing the details from different agencies.
Most people want to direct service projects that allow for direct interaction with clients at the agency. Examples of direct service are reading to a child, talking with a homeless person, or visiting a hospital patient. It is important to understand why direct service projects may be harder to find. Agencies might be protective of their clients’ privacy or the emotional risk that comes with connecting with one-time volunteers who don’t come back again. Working with clients often requires training and a long-term commitment. And, clients often have things to do and places to be other than being there to create a good experience for volunteers!
Indirect service provides valuable work to an agency that ultimately affects their clients, but you may not interact with the clients directly. Examples of indirect service are painting a room, raking leaves, organizing donations, or preparing a mailing. Though these jobs may seem less glamorous, they represent the nuts and bolts that an agency needs to address in order to maintain a safe, welcoming, and effective organization. Your assistance may create more time for the agency staff to work with and on behalf of their clients. Remember that you are volunteering to help the agency, so if you are doing indirect service, come with an open mind and be glad you can help!
5. Confirm, Confirm, Confirm!
Confirm with the agency: If you need to bring the information you’ve collected back to your group, do this now. Whether you make a group decision or you decide which agency to work with on your own, it is important to make sure the agency knows you do plan to work with them. If you’ve established email communication, this is a great way to articulate the details you’ve discussed so there’s no confusion.
The Community Service Project Planning Form includes all the details you’ll want to confirm with the agency, such as arrival time, appropriate dress, and directions to the volunteer site.
Confirm with your group: Get commitments from members of your group and make sure they know when and where to meet, how to dress, and when they’ll be back to campus. The more you can tell them about the agency’s mission and what you’ll be doing, the more excited and committed they’ll be to the project. Be sure to offer reminders just before the project.
6. Arrange for transportation and get there (safely & on time)
Look into your transportation options and make appropriate arrangements. Allow enough time for travel, orientation, the service project, clean-up, and reflection. Be sure to arrive to your project on time, dressed appropriately, and ready to work!
For community service projects that expose students to environments and situations that are higher-risk than regular off-campus activities, a community service project release should be used. If you are unsure whether or how to use this form, please contact Stephanie Kurtzman, Director of Community Service at 935-5066. Regardless of whether this form is used, it is essential that volunteers take appropriate precautions in unfamiliar environments & demonstrate respect for the local community.
7. Ask for an orientation
When your group arrives for the project, a critical component of your service will be learning more about the mission and goals of the organization. Why and how did the agency develop? What are its current successes and challenges? How will the project you work on contribute to the overall mission of the organization? Be sure to ask for an orientation, even if it’s just a quick 5 or 10 minute overview. If you are doing indirect service, it is even more important to learn about the agency so that you have a context for the work you are doing.
8. Enjoy the project and make a difference!
Have fun and stay on task. Be sure everybody is involved in the project and ask for more guidance if you need it. When St. Louis community-based organizations were asked to describe their favorite volunteers, this is what they said:
- Enthusiastic
- Committed
- Hard-working
- Self-motivated
- Prompt
- Caring
- Flexible
- Wants to make a difference
- Willing to learn
- Patient
- Follows directions well
- Willing to do whatever is needed
- Outgoing
- Respects confidentiality and privacy
- Reliable
- Cheerful
- Energetic
9. Allow time for discussion & reflection
Reflection allows your group time to think about their experience in broader terms: How did this affect me? Did I make a difference today? How did my expectations compare with my experience? How might I get more involved in this issue? It’s important to not just walk away from the agency, get back into your campus routine, and never consider the service experience again. Allow time to ask questions of the agency staff, have some brief discussion on the way back to campus, or, if time allows, go to ice cream, coffee, or lunch with your group to keep talking about your experience. Click here for more resources on reflection.
10. Follow-up & wrap-up
Evaluate for your group: Your project is not quite complete when you leave the agency. It is important to evaluate the experience with your group. Did they like the service project? Would they go back? Did the logistics work? Would you recommend the agency to other groups or individuals? Keeping this information in your group’s files can help future leaders in your group. You can do this by completing a Community Service Project Evaluation.
Evaluation for us: The Community Service Program values your opinion on the agencies you work with. Please give us your feedback so that we can best guide future groups toward agencies that come recommended. It is also critical for us to know if anything went wrong at the agency so we can work with you to explore the issue or address the concern further. You can email us your feedback or complete our agency evaluation form.
Say Thanks! Be sure to thank the agency for hosting you. Although you offered a service to them, they took time out of their schedules (often on a weekend or evening) to be with you and to prepare for your project. You can say thanks by mailing a note, sending an email, or leaving a voice message. Don’t forget to thank your group for their participation as well. |
