Volunteers EWIRecruiting Instruction Manual
Written by Erin Pray, Americorps VISTA 2011- 2012
Recruiting Volunteers • • • • • • • •
Post Descriptions to Idealist and Volunteer Match Check Survey Monkey Volunteer Agreement Survey Weekly Respond to best applicants with email to learn more about time commitment and interests Once a response email is received determine to arrange an interview During interview determine best volunteer position for applicant Add contact information to Volunteer Tracker Sheet Add email address to Constant Contact on Volunteer list, and General Interest list. Thank Volunteers after volunteering with an email and mailed letter or gift for larger contributions
Description Posting Example: Event Volunteer: Are you Passionate about Empowering Women through Entrepreneurship and the Arts? Are you Looking for an Exciting Year of Service that will Transform Your Life? Are you Ready for a Leadership Position that will Inspire Change? If YES, Empowered Women International (EWI) needs you. EWI is an award-winning nonprofit that channels the creative talents of our beneficiaries – low-income, immigrant, and refugee women in the Washington Metropolitan Area – to help them increase their income and upward economic mobility, integrate into American society, and participate in and give back to their new communities. To support the work of our graduate entrepreneurs EWI holds various events throughout the DC metro community, including art shows, musical performances, marketplaces, panel discussions and home parties. We are looking for volunteers to assist with sales, set-up and sharing the message of EWI at events. Learn more about EWI at www.ewint.org Qualifications: Ideal candidates will have some sales experience, but not required, and availability on nights and weekends. PLEASE APPLY IMMEDIATELY: (no calls or email inquiries please) by emailing in a single submission: a letter of interest, your resume, and your availability, to Erin@ewint.org. Please use Event Volunteer as the subject of your email. Only complete applications will be reviewed.
Introduction Email Sample: Dear Nadia, Thank you so much for your interest in serving Empowered Women International as a volunteer. Our organization could not survive without the hard work and dedication of our amazing network of volunteers. I would like to introduce myself to you as I will be serving as EWI's Outreach and Volunteer Manager through Americorps VISTA. During my service I will be organizing our volunteer base and will be your source for information about new events, projects and other ways for you to get involved. I would love to learn more about you, how you would like to serve EWI, how you have served in the past and anything else that helps us in our mutual goal of empowering the immigrant, refugee and low- income artisans of the DC metro community. Please include information on how much time you are able to commit to volunteering with EWI as far as hours per week/month/ or for general help at events. You have been added to our Volunteer Newsletter mailing list which is sent out each month and highlights upcoming opportunities for you to get involved. Please do not hesitate to contact me with any questions. I look forward to hearing from you and working with you in the future!
Mailed Thank you Sample:
May 30, 2012 Dear Semira, Many thanks for donating your time and talent by serving Empowered Women International as a volunteer at our Legal Boot Camp. We very much appreciate your dedication and the time you spent preparing and working with the women students of our Entrepreneur Training for Success Program. Your advice and support will help enhance our studentâ€™s business plans, and aid them in their journey to becoming successful entrepreneurs. We received such wonderful feedback from the EWI students, and can't thank you enough for taking the time to share your expertise with them. It is so encouraging to meet inspiring individuals like yourself who are so talented and take the time to give back. I will be sure to add you to our volunteer mailing list so that you stay updated with upcoming volunteer opportunities and events at EWI! I would also like to invite you again to our upcoming Graduation on June 23, from 3-6pm at the Durant Center in Old Town Alexandria. It will be a wonderful day to celebrate the accomplishments of the students. Thank you very much for your generosity and support. Together we're building a stronger community.
Erin Liggan Outreach and Volunteer Manager Empowered Women International
Hiring Interns Posting Positions: • •
Post to Idealist / Volunteer Match/ Washington Center To apply for an internship opportunity ask applicants to submit a cover letter stating the reason of interest, most updated resume and an unedited writing sample by email. Ask applicants to list the title of the position which they are applying for in the subject line of the email, and list your availability and start and end date. Job Descriptions:
Entrepreneur Training for Success Intern • •
Assist Program Manager with running and coordinating the last part of our Entrepreneur Training for Success (ETS) spring program Work with beneficiaries, mentoring, and giving necessary referrals to other service providers and resources Review and edit students’ business plans, portfolios, and other course assignments Gather data for course evaluation, document the course and its participants, take photos, write profiles Coordinate and book guest speakers for current and upcoming ETS courses Provide general support to EWI staff and other tasks and duties as needed Publicize and help to coordinate the ETS business showcase and graduation event Assist with operational or administrative work as needed
Non-Proft Management Intern • • • • • •
Work with the President and Founder of the organization to expand EWI’s comprehensive entrepreneur and market readiness training Assit in all components of Fundraising, grant and proposal writing Write media releases and articles for EWI’s newsletter and website Assist in planning and organizing events to promote EWI’s programs and services Assist in developing partnerships with community service providers, government and non-profit institutions Assist with operational or administrative work as needed
Micro-Enterprise Intern • •
Assist Outreach Coordinator in maintaining EWI Online Store on Etsy.com Write media releases and articles for EWI’s newsletter and website
• • • • • •
Photograph, List, Edit and Display EWI artist products Assist in planning, organizing and promoting events to sell EWI artist product, including home parties Assist with creating eye-catching displays and windows Work with Micro-Enterprise member artists in product development, product intake and inventory management Assist in developing partnerships with potential retailers Assist with operational or administrative work as needed
Client Services and Intake Specialist Intern • • • • •
Assist Program Manager with running and coordinating the last part of our Entrepreneur Training for Success (ETS) program Recruit new students and mentors for the ETS course Perform intake assessments and evaluations for new members and potential ETS students Publicize the course to partners, community organizations, and other service providers Work with beneficiaries, mentoring, and giving necessary referrals to other service providers and resources Review and edit students’ business plans, portfolios, and other course assignments Gather data for course evaluation, document the course and its participants, take photos, write profiles Assist with operational or administrative work as needed
Development and Fundraising Intern • • • • • •
Work with the Development Associate to expand EWI’s reach and capacity Work with the President and Founder of the organization to expand EWI’s fundraising efforts Create and assist in the development of fundraising campaigns Research upcoming grants and proposals Write media releases and articles for EWI’s newsletter and website Assist with operational or administrative work as needed
When to Post: Spring When to Post: January Time of Internship Commitment: February- May Positions: • • • • •
Entrepreneur Training for Success Intern Non-Profit Management Intern Micro-Enterprise Intern Client Services and Intake Specialist Development and Fundraising Intern
Summer When to Post: April-May Time of Internship Commitment: May/June-August Positions: • • • •
Entrepreneur Training for Success Intern Non-Profit Management Intern Micro-Enterprise Intern Development and Fundraising Intern
Fall When to Post: August Time of Internship Commitment: September-December Positions: • • • • •
Entrepreneur Training for Success Intern Non-Profit Management Intern Micro-Enterprise Intern Client Services and Intake Specialist Development and Fundraising Intern
Winter When to Post: November Time of Internship Commitment: December-January Positions: • •
Non-Profit Management Intern Development and Fundraising Intern
Interviewing Candidates: • •
First schedule an introduction interview over the phone, asking more general questions If the first interview goes well, arrange a second interview in person. During this interview ask more specific questions about skill set for the position and test knowledge of EWI’s mission, website, blog. For hires, make offer over the phone with follow up email with further instructions For non-hires, send an email of thanks and explain that the position has been filled.
Sample Interview Questions: 1. Why are you interested in working with EWI? 2. How do you think your experience and skills make you a qualified/excellent candidate for the position of ___________? 3. What do you think some of the challenges of this position would be for you? 4. You have to work independently, long hours, multi-task – what is a similar environment you’ve had to work in but succeeded nonetheless? 5. What is an example of a challenge you faced at work and how you dealt with it? 6. What are your long-term goals after graduation? 7. What are you looking to take away from this internship? 8. Anything else you want me to make note of? Any questions for me? 9. Availability: 10. Transportation: 11. Weekends for Events: 12. Start and end date:
Offer Email Example: Welcome to the Empowered Women International team! I would like to offer you the position of Outreach and Development intern with EWI for the summer semester. As Outreach and Development intern you will work closely with our development team to expand our outreach efforts to the immigrant and refugee communities to bring a greater awareness to our Entrepreneur Training for Success program. To prepare for your time with EWI please visit our website and go to the Volunteer and Intern portal page. Use the password: SupportEWI to log in. Review the training manual which details EWI's history, programs and services, and complete the required forms and paperwork to bring to your orientation. We will go into further depth about your projects and assignments for the semester at our orientation meeting. Please let me know if you have any questions, and I will be in touch soon about the orientation date. As you will read in the orientation packet, we ask for a short bio about yourself and photo to add you to our Staff page on our website, please send this to me at your earliest convenience. I will be traveling out of the country this next week but will be in touch on my return to give you more details and to schedule your orientation. Thank you again, I am looking forward to working with you! Rejection Email Sample: Thank you so much for your application for the Fall Outreach Internship position with Empowered Women International. We very much appreciate your interest in our work and cause. EWI received an overwhelming response to our fall internship program, and we had a difficult time making a decision. Regretfully, we're not in the position right now to offer you an internship, but we are impressed with your talents and experience would love to know if you would be interested in volunteering with us in the future. We would like to have you involved as you share our passion for empowering women by creating sustainable livelihoods. Thank you for taking the time to apply and meet with us at our office. We enjoyed meeting with you. We wish you much success in all your future endeavors. Please keep in touch. Warmest Wishes,
Orientation • •
On intern’s first day have them review the Volunteer and Intern Portal, Password: SupportEWI Have new hires complete the following forms: o EMPLOYEE MANUAL AGREEMENT FORM o EMPLOYEE NON-DISCLOSURE FORM o EMPLOYEE EMERGENCY CONTACT FORM Arrange to have the intern trained in the following applications: o Constant Contact o Wordpress: blog and website o Social Media: facebook/twitter/ tumblr/ pinterest/ flickr o Best Consignment Software o Camera Instructions- Photography Tips o Event Training Send links to new hire to all appropriate sites: o Dropbox folder o Website Login Link o Printer Links o Google Docs/ Calendar o Event Sign-Up Sheet in Google Docs o Time Management System Create folder for new hire including: o Current PR materials o Password Sheet o Monthly Calendar o Contact List Provide further training one-on-one to review position description and create strategy and goal sheet for internship.
Planning Events • • • • • •
• • • •
Check Event Sign Up Sheet on Survey Monkey Weekly Clear date requested with Marga and Google Calendar Add to Google Calendar and Website Event Page Create facebook invite and/or Constant Contact Registration Page as necessary Create Event Planning Sheet If invite to event talk to organizer over the phone and ask the following questions: o How many people are expected to attend? o What are the demographics of the expected attendees? o How is the event being marketed? o Is this the first time the event is taking place? o What sales are expected overall? o How much space will EWI have? o Are tables provided? o Provide EWI logo/ product photos/ materials for promotion Invite artists to attend by phone and email (refer to Marketplace Member list) Assign interns to attend to assist in the following areas: o Set-up and display o Recording Sales o Packaging o Sharing Product Knowledge Arrange photographer to attend, use Photographer Sign Up Sheet google doc to track Call and Email artists 1 week and 1 day before event to confirm attendance Pack suitcase using suitcase packing sheet Send thank you note to the host, and all volunteers following the event
Event Planning Sheet Name: Date: Time: Location: Address: Phone: EWI Staff
Area of Management
Additional Information Food: Tables:
Square Up Instructions Recording Sales: 1. Ask Customer how they would like to pay for their purchase (If paying by check, record sale by hand in Sales Receipt Book) 2. Set Tax Percentage for Location of Sale o VA: 5% o DC: 5.75% o MD: 6% 3. If time allows take a photo of the sale (include all items in photo) 4. In the description box record code on tag. Example: TorresM-146. If code is missing record each artist Name with total amount sold. Example: Nadia- $36 Example:
Rabia $50, Kamar $10, Mercedes $30 *It is extremely important that you record the CODE, or EACH ARTIST NAME with corresponding amount. This is how we determine how to pay each artist for products that are sold. 5. Total amount of sale on Calculator 6. Enter total in Total Box 7. Tell customer the total, which now includes tax 8. Select Cash or Credit 9. If Cash you may enter amount given and tender change 10. If Credit ask for Credit Card and form of identification 11. Check to be sure the card is Signed 12. Swipe Card 13. If card does not swipe correctly, you can manually enter the credit card # 14. Once completed, square up will prompt the customer to sign the screen using their finger tip (not the finger nail) 15. Accept signature after comparing with signature on Credit Card 16. Ask for Customerâ€™s email address and enter so that the customer can receive their receipt electronically 17. Record Sale by Hand in Receipt Book and write Square Up at the Top of Receipt
Green America Label
Green America is a not-for-profit membership organization founded in 1982. (We went by the name "Co-op America" until January 1, 2009.) Our mission is to harness economic power—the strength of consumers, investors, businesses, and the marketplace—to create a socially just and environmentally sustainable society. Vision We work for a world where all people have enough, where all communities are healthy and safe, and where the bounty of the Earth is preserved for all the generations to come. What Makes Green America Unique • We focus on economic strategies—economic action to solve social and environmental problems. • We mobilize people in their economic roles—as consumers, investors, workers, business leaders. • We empower people to take personal and collective action • We work on issues of social justice and environmental responsibility. We see these issues as completely linked in the quest for a sustainable world. It’s what we mean when we say “green.” • We work to stop abusive practices and to create healthy, just and sustainable practices.
Organizing Home Parties • • • • •
Check Event Sign Up Sheet on Survey Monkey Weekly Clear date requested with Marga and Google Calendar Add to Google Calendar Send host Home Party Instruction sheet by email Talk to host over the phone and ask the following questions: o How many people are expected to attend? o Is there a particular artist that you would like to request? o Are there particular items that you feel would sell well? o What is the age range of the guests attending? o How are you planning to get the word out? o What is the space like in your home where the party will be held? Invite artists to attend by phone and email (refer to Marketplace Member list) Assign interns to attend to assist in the following areas: o Set-up and display o Recording Sales o Packaging o Sharing Product Knowledge Pack a gift for the host of the event, include EWI gift certificate for $10 to assist with any items they may purchase. Send thank you note to the host following the event
Home Party Instructions for Hosts Thank you for Hosting an EWI home party! Here are your set of instructions on how to start planning! 1. Guests Lists. Put together a list of guests (your friends, family members, co-workers, neighbors, your church community, your facebook and linkedin friends, etc.) who you think might be interested in learning about EWI. 2. Write and Email the Invite. It's critical that the invitation would come from the host/hostess showing your enthusiasm and support for this cause. Your friends would want to know why you chose to support EWI. So this is your opportunity to share with them your passion. Then simply email or mail them the invite and ask for RSVP. You can also suggest that if they can’t participate perhaps they might like to consider making a donation by check or on our secured online site
3. Refreshments and Appetizers. In a home party, the host usually offers some snacks or appetizers and soft drinks and/or wine. This does not have to be anything fancy or expensive. 4. Introduce EWI. During the party, which usually lasts 2-2 ½ hours, the host or hostess introduces the organization and invites the Executive Director and/or an EWI board member, and/or an EWI artist beneficiary to talk about EWI’s work. This is usually brief, no more than 7 minutes. 5. Ask the Guests to Support EWI. The host or hostess follows up with a brief statement about how and why he/she is involved and asks the guests to support the organization by purchasing any of the art pieces for sale, volunteering and making a personal/corporate gift. Hosting a home/corporate party and selling jewelry, art and gifts it’s really fun and easy. 6. Thank Your Guests for their Support. Following a home party, the host and EWI’s Executive Director will write thank you emails to the host and participants who provided their email address. The guests’ contact information will be added to our list of supporters. They will then receive information about EWI and be invited to our art exhibitions, performances and special events. 7. Host Special Gift. As a token of appreciation, at the end of the party, the host receives a gift made by EWI artists. EWI will take care of the following tasks: ü ü ü ü ü
Staff a sign-in table for guests Invite artists and bring unique art pieces, handmade gifts and jewelry EWI will arrive earlier to set up the tables and displays EWI collect payment and issue receipts for payment Cash, checks and credit card accepted!
Taking Photos Use light box by setting lights on both sides of box, use white backdrop, and remember to turn lights off so that the side lights are the only light source
5 Photos Total
For the first photo take a clear photo of the item, and be sure that it is formatted to fit in the square thumbnail.
For the next three photos take close up shots and angles to highlight the special details of the piece.
The fifth photo should be a photo of the artist who created the piece.
Posting Items to Etsy 1. Write a short description about the item, including color, measurements and use.
Example: This unique design featuring layers of deep blue glass beads and stones, strung together in a beautiful crocheted net necklace. This beautiful hand-crocheted necklace feature beautifully delicate strands of crocheted thread with glass beads. The craftsmanship and quality is stunning as well as the way the glass beads are intertwined throughout this statement piece. The clasp and accents are silver in color, and the necklace measures 24 inches in length. 2. Include directions for adding gift wrapping Ex. Please convo us .... * To purchase this item as a present and have it gift-wrapped free of charge (you can also indicate this in the Message to Seller). 3. Add Artist Bio Example: MERCEDES TORRES When asked to describe herself as an artist Mercedes stated "I am Ecuadorian with all my heart". Mercedes is a talented jewelry, bag, and scarf artist from Ecuador. She has been with EWI for several years and is an unstoppable force of creation! Her signature line is her gorgeous hand crocheted, beaded necklaces and bracelets. Her passion is to create beautiful things to inspire and add to the lives of those touched by her art. 4. Add Empowered Women International Mission with website Example: EMPOWERED WOMEN INTERNATIONAL: EWI is a non-profit organization that helps immigrant and refugee women in the Greater DC Metro area integrate, participate as new citizens, and become selfsufficient by using the arts as an economic driver and a catalyst for social and cultural integration. All of the work available in the EWI Etsy Shop is handmade by immigrant and refugee women artists who are members of our organization. Learn more at www.ewint.org. 5. Add questions link Example: Have any questions? Contact the shop owner.
Posting the Item of the Week
Posting the Item of the Week Choose an item from the Etsy store to be highlighted for 1 week. Research past items to be sure that enough time has elapsed between items being featured, so that all items are showcased fairly. The Item of the Week can be created weeks in advance by using the schedule option on the blog, and utilizing hootsuite. It is recommended to schedule your items 2 weeks in advance.
Social Media Posting Schedule Monday: Post Item of the Week to Blog • • • • • • • • •
Take down the previous week’s item from the featured section by unclicking the “Sticky” option Post picture of the Item and shrink to 80% of full size so that the photo fits within the constraints of the blog (always check to be sure the photo is not posted too large) Add 10% off coupon code, or other incentive to top and bottom of post in red, include instructions on how to redeem Copy and paste description of item from Etsy, and About the Artist portion, place under the photo Link photo, coupon link and appropriate areas back to Etsy, for easy shopping Stick new item of the week to the featured section by clicking “Sticky” Include relevant tags before posting, include item of the week Post to Blog in the am, preferably before 11am Announce on facebook, tumblr, twitter, and pin to pinterest
Tuesday: Artist Information • • • • •
Post information about the artist who created the item of the week Link to a Success Story listed on the EWI website Simply post the “About the Artist” section from Etsy, with an artist photo Post a recent article, or information about an upcoming event featuring the artist of the item of the week Post to facebook, twitter and tumblr
Wednesday: We Love EWI! • • •
Post a fun photo of an EWI staff member wearing the item Include cute phrase, such as “ Look how beautiful our item of the week looks on intern Hellina. This necklace is the perfect accessory for Spring” Post to facebook, tumblr and twitter
Thursday: Get Creative!
Have fun and get creative! Here are some ideas of ways to promote: o Create an Etsy treasury featuring the item of the week o Create a collage of an outfit, or home décor design featuring the item of the week o Conduct an artist interview or update o Create a game or challenge question about the item, or way the item is made o Post article video, or picture related to the item of week which has interesting information about the way the item is made, can be worn, etc. Post to facebook, tumblr and twitter
Friday: Last Chance! • • •
Post a reminder that it is the last day to redeem the item of the week with the coupon, or incentive Post ideas to buy item of the week as a gift, for upcoming holidays/ events/seasons Post link to item on etsy to facebook, tumblr and twitter
Social Media Item of the Week Schedule Example: Monday 4/16 Post to: Blog Link to: FB, Twitter, Tumblr Time: AM Content: Etsy Link http://www.etsy.com/listing/83810676/an-elegant-gold-and-red-glass-necklace
Artist Item of the Week: An elegant gold and red glass necklace with matching earrings By Deborah This beautiful and elegant necklace features gold and red colored glass with matching earrings and a silver chain. Beautiful for winter, this piece is sure to make a statement!
EMPOWERED WOMEN INTERNATIONAL: EWI is a non-profit organization that helps immigrant and refugee women in the Greater DC Metro area integrate, participate as new citizens, and become selfsufficient by using the arts as an economic driver and a catalyst for social and cultural integration. All of the work available in the EWI Etsy Shop is handmade by immigrant and refugee women artists who are members of our organization. Learn more at www.ewint.org. DEBORAH SCHRAN: Deborah Schran is a graduate of EWI's Training for Success Program. She started out as a painter and printmaker, and found that fused glass lended itself to similar interplays with light, color, design and creativity. She stated, "It is great fun to work in this medium - every time the kiln is opened, it is an exciting event". Purchase these earrings (and others) at our Etsy shop. Make sure to use the coupon code THISWEEKEWI to receive 15% off your purchase! *(When posting Item of the Week to the Blog each Monday be sure to post as a sticky note. Also be sure to shrink the size of the image to fit the borders of the Featured Post box, and unstick the posting for last week’s item) ü When posting link to Facebook, you can say: An elegant gold and red glass necklace with matching earrings By Deborah, now available on our online store! Tuesday 4/17 Post to: Tumblr Link to: FB, Twitter, Time: AM Content: EWI website link: http://ewint.org/programs/success-stories/deborah/ *set up this link to image or one word like ‘here’.
Success Story: Deborah Schran “EWI has empowered me to think of myself as a success. Success does not translate into a certain amount of money made. I have learned to sell myself better and to get my art out into the community.” To learn more about her success story with EWI, click here
ü When posting link to Facebook, you can say: Success Story: Deborah Schran, EWI artist who created the item of the week. Visit our Tumblr site to see her saying about valuable time with EWI. Wednesday 4/18 Post to: Tumblr Link to: FB, Twitter, Time: AM Content:
Snapshot of EWI Staff wearing our item of the week Sine, EWI’s Micro-Enterprise Intern, looks wonderful wearing our beautiful item of the week, an elegant gold and red glass jewelry set created by EWI graduate Deborah. ü When posting link to Facebook, you can say: EWI intern, Sine looks so lovely with the item of the week, an elegant glass jewelry set created by Deborah! If you are thinking about getting this beautiful jewelry set, you’d better hurry to get a special discount for item of the week, only this week!
Thursday 4/19 Post to: Tumblr Link to: FB, Twitter, Time: AM Content:
How is this beautiful glass made? Deborah’s beautiful Glassworks are created through the process of fusing glass. To make a fused piece, requires that glass be selected, individually cut, pieced, glued and fired. Some pieces require multiple firings in a kiln. ü When posting link to Facebook, you can say like: Fused Glasswork by Deborah Schran How is this beautiful glass made? Visit our Tumblr site to learn more. Also check out more of Deborah’s beautiful Glassworks on our Etsyshop Friday 4/20 Post to: FB Link to: Twitter, Time: AM Content:
Need Mother’s Day Idea? How about Deborah’s Glasswork set? Do not miss the special discount for an elegant gold and red glass necklace with matching earrings by Deborah!
Instructional manual for EWI Americorps VISTA volunteers