Sample Online Volunteer Orientations

These are four sample online orientations by four different not-for-profit organizations; these can help you create your own online orientation. Each is quite different, and there is a short introduction at the beginning of each sample that explains some of the differences.

These samples are the emails a person receives upon completing an online volunteer application on the organization's Web site, or upon emailing the organization about volunteering online.

We strongly suggest that your online orientation be done via email rather than via your Web site; this is much more efficient for both you and the volunteer. However, feel free to direct the volunteer to certain pages on your Web site within your orientation email (as many organizations do below).

-- Austin FreeNet Online Volunteer Orientation

This is the Austin Free-Net email orientation for people who email their interest in volunteering with AFN. At this time, AFN doesn't have an online volunteer application, so a reply to this orientation from a potential volunteer would serve to capture the information that would typically be captured in such an application.

    AFN VOLUNTEER ORIENTATION

    Thank you for interest in volunteering with Austin Free-Net. Volunteers are vital to our efforts! Before you receive an assignment, we ask that you:

      * become familiar with Austin Free-Net and its programs,
      by reading through this email and following its directions

      * visit http://www.austinfree.net/VV/VVintro.html and
      view the volunteer information there

      * join the afn-talk mailing list
      (send an email to
      majordomo@austinfree.net with the message:
      "subscribe afn-talk" in the message area without quotes)

      * tell us more about yourself and your availability (see below)

    ABOUT AUSTIN FREE-NET

    Austin Free-Net is a non-profit corporation and community-driven project, providing public access to the Internet and emerging technologies for all Austin residents, especially those who don't have computers in their homes.

    AFN is a cooperative effort involving Austin educational, civic, and corporate entities. Organizations participating include the University of Texas, Austin Public Library, Austin Learning Academy, City of Austin Police and Fire departments, Austin Independent School, District, and other community organizations, private companies, and communications providers. The East Austin Community Network is part of Austin Free-Net, and provides public access to the Internet, classes and training for residents of the East side neighborhoods.

    Austin Free-Net (AFN) provides on-line access to local, national, and international information for the general populace to promote educational excellence, economic vitality, and community involvement. AFN focuses on addressing the needs of children and youth in low income families. By using the Internet, young people can touch the broad array of possibilities for their lives while connecting with critical educational and health services needed by their families.

    AFN GOALS
    * To foster universal access to advanced information technologies
    * To provide a means and the tools for people to empower themselves
    * To create community computing resources in the Austin region
    * To provide free educational information, using the community computing resources
    * Enhance the effectiveness of government by fostering greater public access and
    involvement in community decision-making
    * To create a model system which other communities can apply
    * To have fun

    TELL US ABOUT YOU

    Please email us this information (send to info@austinfree.net with the subject line VOLUNTEER APPLICATION):

      * first and last name
      * your postal mailing address
      * your daytime phone number
      * your email address

    Also in this email, please tell us:

      * how you heard about Austin Free-Net
      * why you want to volunteer with Austin Free-Net
      * how you would like to volunteer with Austin Free-Net (please be as specific as possible)
      * what part of our community would you like to volunteer in (if you have a preference; if you want to volunteer near your home or work, be sure to tell us what part of the community that is in)
      * if you want to do some or all volunteer work via your home or work computer
      * What Austin Free-Net program(s) interests you in particular?
      * How many hours a month would you like to volunteer with Austin Free-Net?
      * What do you hope to accomplish as a result of your volunteering with Austin Free-Net?
      (what benefits do you hope to gain by your volunteer stint with AFN,
      and how do you want AFN and the communities it serves to benefit from your work
      with us?)
      * Do you like working with others, particularly young people or people who aren't technically "savvy"? Why or why not?
      * For what other organizations have you been a volunteer?
      * What did you like about your other volunteer experiences?

    AFN will contact you via email to discuss your information and interest further. The more complete your information, the more likely we can find or create a volunteer opportunity that's right for you.

    Thanks!! We look forward to hearing from you! 

    [[Signature of respondant here]]

-- San Jose Children's Musical Theater Online Volunteer Orientation

At this time, SJCMT does not have an online volunteer application, and some volunteers contact SJCMT without knowing what volunteer opportunities are available, so this orientation includes a list of possible virtual opportunities.

    GREETINGS from San Jose Children's Musical Theater and the Theater as Digital Activity division!

    Thanks for your interest in becoming a virtual volunteer with SJCMT and TADA. We are in the process of developing our virtual volunteer program (with the help of Impact Online) and refining our virtual volunteer opportunities. Here are some sample jobs an online volunteer might do:

    * Assist a show coordinator by emailing schedules and other information to performers.

    * Assist a director, designer, or playwright by searching for information on the web.

    * Supervise or "host" on online chat with kids participating in a TADA project.

    * Create graphics for use on the web or in multimedia productions. * Update web pages.

    * Create publicity materials using desktop publishing software. * Write fund-raising grants.

    If you've already volunteered with us in person (perhaps through Parents' Auxiliary), great! Feel free to skip down to where it says "ALL VIRTUAL VOLUNTEERS." If you are new to our organization, please continue.

    NEW SJCMT VOLUNTEERS...

    San Jose Children's Musical Theater was founded in 1968 as youth theater company committed to providing excellent, accessible musical theater training for youth, with high quality performances for families and the entire community. For 30 years, our guiding principles have included: casting ALL kids who audition; placing priority on the highest professional standards in all areas of production; and providing a positive environment in which young people can learn teamwork and communication skills and develop self-esteem. We currently produce four mainstage productions a year, three junior series productions and one new work. We also offer year-round theater classes, outreach programs for schools, and an online theater program that allows kids from all over the world to participate in the creation of a musical production. We rely on volunteers, both onsite and online, to make it all happen. Please take a look at our website, http://www.sjcmt.com to find out more. If you live in the San Jose area, we strongly encourage you to come to our next show and consider volunteering in person as well.

    ALL VIRTUAL VOLUNTEERS...

    * should have access to a computer, modem, Internet access and an email account that you check at least twice weekly.

    * are responsible for maintaining your own equipment and service provider accounts. SJCMT cannot reimburse you for any equipment or access charges incurred as a result of your volunteering.

    * are responsible for completing assignments within the allotted time. We're counting on you. If you encounter problems, please notify us by email or phone as soon as possible.

    * should be willing to keep track of you hours spent volunteering for SJCMT online and participate in ocassional volunteer surveys, which will help us improve the program and gather important statistics required by many of our funders.

    NOW YOU'RE ALL SET!

    You have been added to the list to receive our monthly email newsletter for virtual volunteers, which lists both online and in-person opportunities, and instructions on how to . Should you ever wish to be removed from this list, please send an email to tada@sjcmt.com, with remove volunteer in the subject line.

    [[Signature of respondant here]]
-- Sidelines National Support Network Orientation for Online Volunteers

Sidelines rewrote the Virtual Volunteering Project's "Are Your Ready to Volunteer Virtually" to fit its own needs for screening a potential volunteer, and there online orientation has a very personal feel, which is suitable to the nature of the kind of volunteer support they need:

    Becoming a Sidelines Volunteer

    Hi !

    Thanks for your interest in becoming an Sidelines volunteer. The only prerequisites for becoming a Sidelines volunteer are:
    1) having experienced a high risk pregnancy
    2) willingness to help others in a similar situation
    3) ability to support moms via email (or phone)

    Being a Sidelines volunteer is a *wonderful experience*!!!!! I have personally supported over 20 moms in Ohio, the US and internationally. I have found email support to be GREAT and also very easy! I can send a quick note anytime day or night to my high risk mom! I can also chat "real time" via internet chat or AOL instant messenger. It's a wonderful way to support someone!

    Read on to see what volunteers do, learn how we train volunteers, and determine if you are ready to volunteer.

    ~~~~~~~~~~~~~~~~~~~~~~~~~~

    What does a Sidelines volunteer do?

    * We participate in a minimum of one formal Sidelines training session (a live in-person training or video tape packet)

    * We offer support and understanding to women and their families experiencing a high risk pregnancy.

    * We do not give medical advice! We support the Moms and their families emotionally and encourage them to have their medical questions answered by their health care provider.

    * We encourage compliance with Dr.'s orders.

    * We are team players, confidential and dedicated!

    ~~~~~~~~~~~~~~~~~~~~~~~~~~

    Are you ready to volunteer virtually?

    Below are some questions and ideas to help you think through if you are ready to volunteer "virtually".

    Volunteering from a home or work computer is different from working on-site with an organization for many obvious reasons: there's usually more flexibility in the use of your time, a greater degree of independence. For some, these differences make virtual volunteering ideal; these same reasons can make it difficult for others.

    Setting your own schedule is one of the chief joys of virtual volunteering. However, there's nothing virtual about the commitment you are making.

    Before you volunteer to help Sidelines via the Internet, consider the following to determine if you are ready:

    1) Do you have regular, ongoing access to the Internet?
    If access is only from work on certain days, let us know. We can work around your schedule if needed. If your access is only 1 or 2 days a week we may have to wait until you have more access to your email. Let us know! Ideally you would have access daily.

    2) Do you know how to communicate well via the written word?
    You don't need to be an English major! ;-) But you do need to know how to convey empathy and feelings to these high risk moms.

    3) Are you comfortable working on your own, without direct supervision?
    I am always available for consultation--for problems or questions that may arise.

    4) Are you self-motivated?

    5) Do you have a set time of day when you can email your referral? (that can be any time, day or night)

    6) Do you answer your emails quickly (no more than 48 hours after receipt)?
    This is VERY important. I rely on volunteers to check their mail to take referrals and the referrals rely on you to respond to their emails.

    If you answered no to any of the above questions, or had difficulty answering some of the questions, perhaps you are not ready for volunteering virtually. Still, you may never know until you try!

    Many times new or prospective volunteers ask..."What if I become too busy to be a volunteer?" I know that we as Moms are busy people! So each time I have a referral for you, I will ask you if it's OK for you to support her at that time. If you continually turn down referrals we will probably take you off our active list till you are ready to volunteer again.

    We have a policy of a maximum of two referrals per volunteer, whether that be an email, phone or combination. I encourage volunteers to let me know if they will not be available to support referrals due to vacation, a family situation etc.

    ~~~~~~~~~~~~~~~~~~~~~~~~~~

    How do we train volunteers?

    Volunteers are trained by:
    1) A live "in-person" training session held by your Sidelines State Chapter or
    2) A Sidelines video tape packet. This consist of an approximately 2 hour
    video tape and a folder of information that you need to read.

    Once trained you will be eligible to support moms via the internet or by phone in your area of the country. If you have a preference for volunteering by email only or by phone let us know.

    I will contact your state Sidelines Coordinator to see if she can train you via her chapter--in person or by video. If this is not feasible, then I will send your name to:
    Dannise Parker (daparker@earthlink.net), Sidelines Administrative Assistant.
    She will contact you about getting a video tape packet to you.

    If you end up being trained by video, try to go through the training as quickly as you can because others will be waiting to get the video tape. If you have any questions, please feel free to contact me anytime!!
    :-)

    ~~~~~~~~~~~~~~~~~~~

    READY?

    If you feel you are ready to volunteer virtually, I need the following information from you for our records:

    • Your name
    • Address
    • City, State & Zip code
    • Phone # during the day
    • Email address
    • Willing to support via internet only?
    • Willing to support via telephone only?
    • Willing to support via BOTH telephone and/or email?

    I look forward to getting to know you and receiving your information so that we can start the Sidelines training. Thanks so much for volunteering! You will be making a difference in the lives of mothers, babies and their families!

    [[Signature of respondant here]]
-- The VV Project's Orientation for Online Volunteers

The Virtual Volunteering Project sends this orientation to volunteers who complete our online volunteer application. Any volunteer who e-mails the VV Project in search of a virtual opportunity with us is directed to this online application; upon receipt of a completed application, we send the following:

 
    Thank you for your application to volunteer online with the Virtual Volunteering Project. Volunteers are vital to our efforts!

    The next step is for you to go through the Virtual Volunteering Project online volunteer orientation process via e-mail.

    This orientation communicates to you the expectations of online volunteers, gives you information you will need to work with the Project, and will help me to make your volunteer experience enjoyable and productive.

    Upon completion of your first assignment, you will get an extra hour of credit (if you need such) for going through this online orientation, and for reading through e-mails sent via our special volunteer e-mail list (more on that later in this e-mail).

    There are several directions to be followed in this e-mail as well, so your participation in this online orientation also helps me gauge your attention to detail and your "style" online. This will further help me match projects to your interests and abilities.

    And WHEN/IF YOU HIT REPLY, please DELETE this orientation in the reply!

    This is a LONG, detailed document, and a few people have found reading through all this text overwhelming; however, all of its contents are of the utmost importance to understand before you begin volunteering with us. Please take as much time as you need to read through it. Some people print it out to read offline.

    By replying to this email (see below), you AGREE to abide by the guidelines outlined in this orientation AND the Code of Conduct outlined in our Handbook for Online Volunteers at http://www.serviceleader.org/vv/handbook/ (covers information in this orientation, plus confidentiality, privacy, security, suggestions re: backing up your material, etc.)

     
    I promise that all emails from me are NOT this long.

     
     
    *******Please save this email for future reference.********

     
     
    HISTORY IN BRIEF
    The Virtual Volunteering (VV) Project was begun in December 1996 by Impact Online, a not-for-profit organization in California. The VV Project is now part of the Volunteerism and Community Engagement Initiatives at the Charles A. Dana Center, University of Texas at Austin. It's Web address is now http://www.serviceleader.org/vv/

     
    YOUR COMMITTMENTS IN VOLUNTEERING WITH US

    To volunteer online with the VV Project, you must have regular access to:

    • a computer
    • your own email account
    • the Internet, both via email and the Web

    If you will not have access to these resources during the next two months, please let me know in your response to this e-mail.

     
    While volunteering with the VV Project:

    • You are responsible for your own equipment and maintenance.

    • Equipment to be used by you during this assignment should be fully operational.

    • the Project cannot reimburse you for any expenses associated with this assignment without prior written approval from us (we don't anticipate any costs being associated with assignments, but if you come across such a possible cost, please let us know and wait for approval before you make ANY purchase)

    • You are expected to complete any assignments you volunteer for by the deadline date. If you cannot complete the assignment, you are expected to notify the Project Manager at your earliest possible convenience.

    • You are expected to complete any assignments you volunteer for by the deadline date. If you cannot complete the assignment on time, you are expected to notify the Project Manager at your earliest possible convenience.

    • You are expected to answer all e-mails from the VV Project within 48 hours (two business days) of receipt (weekends and holidays excluded). The Project Manager is committed to answering e-mails from you within 48 hours as well.

    • Please correspond with the Project at all times via only the e-mail address you used to apply to volunteer originally. If you need change this address, please let us know. But we ask you to use only ONE e-mail address in your correspondence with us.

    • Material produced by volunteers for the Virtual Volunteering Project, including graphics materials, web page designs, narratives, research, compilations, instructional texts, etc., becomes the property of the Virtual Volunteering Project upon submission. Volunteers will receive credit on the VV Project Web site for these and other contributions (see below).

    • You should back up the files of your computer AT LEAST once a month. For added safety, when you are working on a Project assignment, copy your work to a floppy or zip disk at the end of each work session, and store this floppy in a safe place. Please save completed tasks on your computer or a disk for at least 30 days after you submit the assignment to the VV Project.

    • You are expected to have anti-virus software on your computer, and understand how this software operates. The VV Project makes every effort to ensure its files are virus-free, but please be aware that many organizations and individuals do not; computer virus protection for your own computer is YOUR responsibility. There are tips on how to protect yourself in the Handbook for Online Volunteers.

    • You MUST subscribe to our special e-mail list for volunteers. It will keep you informed of the latest online opportunities and information about volunteering with us. You will receive 3-6 e-mails a month as a result of being on this list.

      Your name will NOT be sold, traded or given to any other organization because of your subcription to this list. Unsubscribe information is included with every update (by unsubscribing, you would be withdrawing as an online volunteer).

      To subscribe to the list for volunteers with the VV Project, send an e-mail to:
      listproc@lists.cc.utexas.edu
      with ONLY this in the body of your message:
      subscribe vvprojectvols FIRSTNAME LASTNAME
      (example: subscribe vvprojectvols Jane Doe)
      The list processor (which is a computer, not a person) will reject requests that do not contain a first and last name, or requests with anything else in the body of the message, including a signature. Also, be sure to send this command from the e-mail address to which you want the newsletter sent.

       

    • You should ALSO subscribe to the VV Project monthly e-mail newsletter, VIRTUAL VERVE. This generates only one e-mail a month.

      To subscribe, send an e-mail to:
      listproc@lists.cc.utexas.edu
      with ONLY this in the body of your message:
      subscribe vverve FIRSTNAME LASTNAME
      (example: subscribe vverve Jane Doe)
      The list processor (which is a computer, not a person) will reject requests that do not contain a first and last name, or requests with anything else in the body of the message, including a signature. Also, be sure to send this command from the e-mail address to which you want the newsletter sent.

       

    • Upon completion of your first assignment, your name, e-mail address and city and state will be published, along with a list of your accomplishments, at on the VV Project Web site. Your e-mail address will NOT be "live", and therefore will not be harvested by "spambots." A reporter or researcher may contact you someday per your information on this Web site; you can chose to be interviewed or not, as you like. Please let me know if someone does contact you because you are listed on this page. If you do NOT want any of this information published on this Web site, please let me know.

       

    • You will be asked to complete an online survey about your virtual volunteering experience. This will be submitted to you via e-mail sometime after your volunteer experience with us, or after you have volunteered with us for several months. We can't improve our support of volunteers without your feedback!

       

    • IF YOU ARE PART OF A MANDATORY COMMUNITY SERVICE PROGRAM (as part of a court order, probation or part of a school requirement), please get permission from the organization that is requiring you to do community service BEFORE volunteering with the VV Project (or any virtual project). Not every program recognizes virtual volunteering as meeting mandatory community service obligations. If you need to have paperwork or timesheets signed, please let me know. I am also happy to speak with your supervisor by phone to explain our program and answer any questions.

       

    • IF YOU ARE UNDER 18 -- -- please let at least one of your parents know you are going to volunteer with this Project. We strongly suggest that you give your parents the URL of the Virtual Volunteering Project so they can read through the materials themselves, particularly our Handbook for Online Volunteers, and invite them to subscribe to our lists as well (see above). We also suggest you copy one or both of your parents on your weekly reports to the Project when engaged in an assignment for us, and we will be happy to do the same, per your request. Your parents are invited to call or e-mail the VV Project Manager, Jayne Cravens, with any questions or comments about our program.

     
    ASSIGNMENTS
    I begin all new online volunteers with a simple online assignment that can be completed in 5 hours or less, with a deadline of one-two weeks after the assignment is made. This gives you a sense of what volunteering with our Project is like, as well as what it's like to volunteer virtually. And this gives me a sense of how well you work virtually.

    Once you've completed this initial assignment, I'll either give you another short assignment, give you a somewhat longer assignment, or make several short-term assignments at once -- it depends on what you want to do, your skills and your availability. For these "advanced" assignments, I may need to ask you for references, samples of your work, etc.

     
    RESOURCES
    The Handbook for Online Volunteers, http://www.serviceleader.org/vv/handbook/, (see first reference above) includes tools and resources that will help you with online assignments with us. If you have any questions about an assignment, please refer to this handbook FIRST.

     
    DEADLINES
    Deadlines for assignments are generally twice as much as what I think is actually necessary to complete the assignment. This allows for scheduling problems you might encounter. But PLEASE -- there's nothing "virtual" about assignment deadlines. Your work is often going to be used in conjunction with something that someone else is workiing on, and if your part isn't done on time, it can hold up other activities!!

     
    REPORTING IN
    For assignments greater than one week, you will need to report in WEEKLY. Each Friday or Monday (your preference), you should e-mail ../contact.html and tell me:

    • what assignment you are working on
    • how many hours you've worked on this assignment (even if it's none)
    • what percentage of the assignment is left to do (are you half done? 75% done? have you even started?) and how "on track" you feel
    • any problems/obstacles you've encountered in completing this assignment, or any comments or opinions in general you would like to make about the assignment (love it, hate it, learning a lot, what you are learning etc.).

    Turn all of your work in via TEXT ONLY files. Let me say this again -- turn all of your work in via TEXT ONLY files. Unless it's a graphics project or something similar.... You can either send this as an attachment, cut and paste your finished work into an e-mail, or upload it via ftp (address will be given to you when the assignment is made).

     
    When you complete an assignment, you should also e-mail ../contact.html and tell me:

    • what assignment you finished
    • how many hours you worked on this assignment
    • what tools or resources you found most helpful in completing this assignment
    • any problems/obstacles you encountered in completing this assignment, or any comments in general you would like to make about the assignment (loved it, hated it, learned a lot, etc.).

     
    ENDING YOUR VOLUNTEER ROLE
    You can cease volunteering with the Project upon the completion of any volunteer assignment, or when you are not currently engaged in an assignment. I ask that you notify me by e-mail if you are going to stop or take a break in volunteering with the Project, and that you tell me why you are stopping (so I can make adjustments in our program, as needed). You may stay subscribed to the e-mail lists as long as you wish, regardless of your volunteering status with the VV Project.

     
    GETTING STARTED
    Please review the information in the Handbook for Online Volunteers, at http://www.serviceleader.org/vv/handbook (see earlier references above). This information will help you get the most out of your virtual volunteering experience with the VV Project. Please let me know if you have any concerns, questions or suggestions about the items in this handbook.

     
    And that completes your orientation! Whew!

     
    If you would still like to volunteer with our Project (and I really hope you do), please reply to this e-mail, noting that you have read through it, subscribed to the two e-mail lists (that's how I know you've read the orientation) and that you feel that you are ready (and PLEASE DELETE the orientation in your reply).

    Upon receipt of your reply, I will try to get you started on a simple, short-term assignment right away!!

     

[[Signature of respondant here]]
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