Campus Ambassador Guide Dear VCP Campus Ambassador, Thank you for your interest in recruiting for the Volunteer Connection Project: Egypt (VCP) program! As a budding venture, we are excited to present you with our mission and model. In this guide, you will find more information about VCP as well as tools and resources for a successful recruitment process. Our mission is to build a bridge between non-profit organizations in Cairo, Egypt and volunteers studying at U.S. and Canadian universities. VCP is not only an opportunity to enrich your own life, but also a chance to meaningfully contribute to someone elseâ€™s. We are grateful for your interest and hope you are excited as we are about our mission. If you have any questions or queries, please do not hesitate to contact us as firstname.lastname@example.org. From all of us at Volunteer Connection Project: Egypt
I. About Volunteer Connection Project • History The Volunteer Connection Project: Egypt began as a one-person Commitment to Action at the Clinton Global Initiative University (CGI U) Conference in April 2012 and has grown into a six-person team of students who are passionate about VCP’s mission. Curious as to the lack of international volunteers and volunteer programs in her home country, our founder noticed the disconnect between those willing and able to help expand NGO capacity in Cairo, Egypt and organizations that can channel this effort most effectively into results on the ground. Students interested in volunteering in the Middle East are often faced with limited information on the Internet, since there are few online postings for volunteer opportunities. The online postings that do exist are usually written in Arabic. Through an English-language website, VCP hopes to connect organizations seeking to make a positive change in Egypt with students who are motivated to make that a reality. • Vision VCP envisions a world where, with the help of student volunteers, grassroots NGOs are able to optimize their social impact and realize their mission and goals. • Mission VCP’s mission is to build a bridge between skilled university student volunteers and grassroots NGOs in Cairo, Egypt. These volunteers would make a sustainable contribution to the non-profit sector by completing short-term projects, which involve training employees and long-term volunteers or developing workshops that can be implemented by others in the future. • Goals VCP’s goal is to create a platform, through it’s website, that will connect student volunteers enrolled in U.S. and Canadian universities with grassroots NGOs operating in Cairo, Egypt. Based on the principles of non-profit consulting, VCP assists NGOs in achieving their mission by finding skilled volunteers to perform necessary tasks. The volunteer opportunities will: 1. Strengthen our partner NGOs’ operations and help them reach their goals and objectives. 2. Give students the opportunity to use their creativity, enthusiasm, and knowledge in real world settings, as well as engage in a rewarding cultural experience. Ultimately, VCP aims to break cultural barriers and advance global development by increasing cross-cultural exchange of information and ideas.
II. Additional Contact Info • General website: www.volunteerconnectionproject.org Facebook: www.facebook.com/VolunteerConnectionProject email: email@example.com
III. Checklist & Calendar Here is the official VCP timeline for recruiting, applying, and accepting volunteers. You can use this timeline to keep track of important dates and plan your advertising strategy accordingly. We also recommend using the suggested timeline for advertising as a guide for your recruitment strategy on your campus. 1. Beginning of advertising period - February 17 Suggested Timeline for Advertising: - compile list of email addresses for student groups & academic departments (by 2/27) - send out emails to these listservs (between 2/27 and 2/29) -‐ optional info session(s) and flyer distribution (week of 3/4) -‐ reminder email for deadline (3/8) -‐ fill out Google doc (by 3/3) - see below
2. 3. 4. 5. 6.
Deadline to receive volunteer applications - March 10 Notify applicants whether or not they moved onto the next round - March 31 Skype interviews - April 1 to April 12 Notify applicants whether they’ve been accepted or not - April 15 to April 19 Liability waivers and payments due - April 22
*Campus Ambassador Responsibilities to VCP* (firstname.lastname@example.org)
By March 3rd at the latest, please fill out our shared Google doc with: a. your campus marketing strategy b. contact info of individuals/student groups/departments you have reached out to c. contact info of individuals who have expressed interest in becoming a volunteer (either via email or during info sessions) If you are unable to access the Google doc, please email us immediately.
IV. Kick-start Campus Marketing Ideas To recruit volunteers for VCP, we recommend a couple of targeted strategies. We are looking for individuals who are committed to learning in a new environment, as well as driven to applying their technical skills to help NGOs expand capacity and deepen impact. 1. STUDENT GROUPS: We suggest that campus ambassadors compile a list of students groups with a wide range of interests and activities. These may include (but are not limited to) social change, service learning, management/strategy consulting, global/ public health, NGO management, international affairs, Middle Eastern culture or politics, and social/economic development. 2. UNIVERSITY DEPARTMENTS: In addition, brainstorm academic departments and affiliated organizations committed to these interests. There may include (but again, are not limited to) departments of government, international affairs, political science, Arabic/Middle Eastern languages, global engagement, and economics. 3. LISTSERV BLASTS: Using this compilation of email addresses of student groups and departments, you can send out email blasts with information about VCP. Sample email blurbs are under Marketing Materials. 4. FLYERS & INFO SESSIONS (OPTIONAL): As an optional strategy, you can distribute promotional materials and chalk on main areas of your campus (eg. libraries, dining halls, main walkways, etc) as well as hold info sessions about VCP. Samples of quartercards, half-sheets, and posters are under Marketing Materials. Guidelines for info sessions are under Section VI. You know your campus best so you can decide if holding info sessions and distributing material will be effective. 5. VIRTUAL INFO SESSION: We will be creating a video recording of the recruitment presentation with a voiceover. We will send you the link when it is available online. It will be a good resource to forward along to prospective student volunteers on your campus.
V. Marketing Materials â€˘ Flyers (posters, halfsheets, quartercards): available upon request â€˘ Recruitment Presentation A. without presenter notes: http://goo.gl/Jw738 B. with presenter notes: http://goo.gl/OCWMI
• Sample emails for listserv blasts A. For Student Groups Hello! I'm writing to you about volunteer opportunities in Egypt that you or your fellow student club members might be interested in. Would you mind forwarding along the following information? I would really appreciate it! With a team of students from Cornell University, Ithaca College, and the American University in Cairo, I’m working on a start-up project called the Volunteer Connection Project (VCP) with support from the Clinton Global Initiative University program. Based on the principles of non-profit consulting, we are connecting grassroots Egyptian NGOs with skilled student volunteers to complete short-term projects this summer that will help advance their organization's mission. There are two opportunities to get involved with VCP: 1. Volunteer in Egypt during summer 2013: There are a variety of opportunities to volunteer at NGOs in Cairo, Egypt this summer. Positions vary from leading art workshops, supporting community libraries, and teaching English language workshops to developing systems of monitoring and evaluation. More information about our partnering NGOs, volunteer positions, and application process can be found at our website: www.volunteerconnectionproject.org. Other great resources are our recruitment presentation (http://goo.gl/OCWMI), our FAQ (http://goo.gl/AP4Q7), and Facebook page (http://goo.gl/pmgNH). Our application DEADLINE is March 10, 2013 for summer 2013 volunteers. Please feel free to contact us at email@example.com with any questions. We look forward to hearing from you! 2. Become a VCP Campus Ambassador: To reach out to students at American and Canadian universities, we are actively looking for campus ambassadors to advertise and recruit volunteers for summer 2013 on our behalf. We believe that, as students, you know your campus, student body, and advertising avenues best, so we would like to take advantage of that expertise, while giving you an opportunity to contribute to small NGOs committed to making a significant difference. We will provide you with all the advertising/marketing tools and a guide with our suggested strategies to spread the word about VCP and recruit volunteers. The expected time commitment is very reasonable (1-2 hours/week). If you're interested in becoming a campus ambassador, please contact me at firstname.lastname@example.org or email@example.com, and I will send you further information. Thank you!
B. University Academic Departments Hello! I'm writing to you about volunteer opportunities in Egypt that your students might be interested in. Would you mind forwarding along the following information? I would really appreciate it! With a team of students from Cornell University, Ithaca College, and the American University in Cairo, I’m working on a start-up project called Volunteer Connection Project with support from the Clinton Global Initiative University program. Based on the principles of non-profit consulting, we are connecting small grassroots Egyptian NGOs with skilled student volunteers to complete short-term projects this summer that will help advance their organization's mission. There are a variety of opportunities to volunteer at NGOs in Cairo, Egypt this summer. Positions vary from leading art workshops, supporting community libraries, and teaching English language workshops to developing systems of monitoring and evaluation. More information about our partnering NGOs, volunteer positions, and application process can be found at our website: www.volunteerconnectionproject.org. Other great resources are our recruitment presentation (http:// goo.gl/OCWMI), our FAQ (http://goo.gl/AP4Q7), and Facebook page (http://goo.gl/pmgNH). Our application DEADLINE is March 10, 2013 for summer 2013 volunteers. Please feel free to contact us at firstname.lastname@example.org with any questions. We look forward to hearing from you! Thank you!
VI. Guidelines and Tips for Info Sessions (OPTIONAL)
- The info session(s) should be no more than 30 minutes long. You can choose to hold multiple ones if you gage that interest and turnout will be high. - You can use promotional materials (such as flyers and quartercards) to advertise for the info sessions. To request these, please contact us at email@example.com. - Follow university guidelines to book space on campus for meetings. - Give yourself enough time before the info session to set-up technology (laptop, projector, HDMI cable, etc) - A presentation that you can use for the meeting is provided in Section VII of this guide. Look through it well in advance and email us for any questions or clarifications. Be sure to provide your contact info for attendees. - Keep track of attendees with a sign-in sheet. Return it to VCP within 2 business days so that we can follow up with prospective volunteers. - Prospective volunteers may have further questions about the application. You can direct them to our website for more information or suggest that they contact us via email.