welcoming center for new pennsylvanians developing an effective volunteer tutor program presented by...

WELCOMING CENTER for NEW PENNSYLVANIANS

Developing an Effective Volunteer Tutor Program

Presented byJesse James, Volunteer Tutor Coordinator

The Welcoming Center for New Pennsylvanians

Tutors of LiteracyJune 16th 2015


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Today’s Agenda

• Objective: Discuss the steps for implementing an effective tutoring program

• Topics– Job Descriptions– Recruitment Materials– Tools for Screening and Selecting Volunteers– Training and Orientation– Monitoring Process– Managing Volunteers

• Using your Drawing Tool, please put a check next the TWO topics you’d most like to discuss


Getting To Know You

Please introduce yourself by typing in the Chat Box: • Your name, organization, and role


The Welcoming Center for New Pennsylvanians

• Who We Are: Independent nonprofit economic development organization

• Mission: Promote immigrant participation in Philadelphia’s political, social, and economic life

• Programs: Education and Training, Small Business Development, Gateway Jobs, and Immigrant Professionals

,

• Students: over 300 students from 116 countries with more than 60 languages yearly

• Volunteers: 70+ volunteers with over 2,000 hours donated yearly


Initial Considerations: Needs Assessment

• Who are your students?• What do your students need?• What are your organizational needs?• What are your organizational requirements?• How can tutors help meet both the students’ needs and

the organizational needs?


Step 1: Job Descriptions

• Classroom Assistants, One On One Tutors, Volunteer Small Group Instructors

• Organizational/Program Overview• Qualifications• Duties and Responsibilities• Expectations


Example from the Welcoming Center: Classroom Assistant Job Description

Qualifications:• Fluent in English speaking, reading and writing• Experience working in a multicultural environment• Preference for someone with educational background or life experience• Demonstrate ability to work successfully with students and problem-solving skills

Expectations:• Minimum of one semester commitment• Attend all class sessions and training activities• Professional behavior and sense of responsibility• Cultural sensitivity to a wide range of life experiences• Adhere to and uphold the Welcoming Center’s mission statement, policies and goals

Duties and Responsibilities:• Prepare lesson materials and activities as directed by the instructor• Monitor students’ work during the lesson• Provide individual tutoring with students that require extra help (as indicated by the instructor) which may include any of the following:

Studying for a Naturalization Examination Conducting a job search Writing a resume Practicing phonics or literacy skills Reviewing missed classroom lessons Holding mock job interviews Other tasks as needed

• Administrative duties such as photocopying and making and/or organizing classroom aides• Other tasks as assigned


Your Program

• Please take a minute to think about your Tutor Program and your needs.– What is one way you can improve in this area?– If you would like to share any thoughts on this topic,

please type your name into the chat box


Initial Considerations: Recruitment of Volunteers

• What are the potential motives for your volunteers?• Who would gain from volunteering with you?• Where will you find volunteers that meet your

requirements?


• Post Card• Introductory email• Informational Flyer (“Fact Sheet”)

Step 2: Recruitment Materials


Example from the Welcoming Center: Recruitment Post Card


Example from the Welcoming Center: Tutoring Fact Sheet

Our Students• Adult Learners• English Language Learners• Work-Authorized Immigrants• Originate from countries around the world• Variety of work, life and educational experiencesClasses Offered*

Vocational Literacy (Job Readiness), English as a Second Language, Citizenship and Civics, GED, Literacy

Class Days and Times• M/W/F 9:00-12:00• M/W/F 1:00-4:00• T/Th 9:00-12:00• T/Th 1:00-4:00• M/W 6:00-9:00 PM

Tutoring Activities and Expectations• Assist teacher in classroom or work one-on-one

with students that require extra help• Study with a student for the Naturalization Exam

to become a US citizen• Help a student write their resume• Practice for a job interview• Administrative duties such as photocopying and

helping to make classroom aides• Minimum of one semester commitment• Attend all classes and training activities• Professional behavior and sense of responsibility• Cultural sensitivity to a wide-range of life

experiences

Contact InformationJesse James, [email protected]


Your Program

• Please take a minute to think about your Tutor Program and your process and materials for recruitment.– What is one way you can improve in this area?– If you would like to share any thoughts on this topic,



• What criteria do you want to set for your volunteers?• What is the environment of your program and what

do you need to have to be successful in that environment?

• What skills do you want volunteers to have in order to be successful with your students?

Initial Considerations: Selection of Volunteers


• Application• Interview Rubric

Step 3: Screening Tools


Example from the Welcoming Center:Application and Interview Questions

Application Questions: Skills and Experience

• Other languages spoken (if any) and level of proficiency.

• What experiences do you have that have prepared you for this volunteer position?

• What do you hope to gain from this volunteer experience?

Interview Rubric• Welcoming Center services• Goals of applicant: How did you hear

about the Welcoming Center and why would you like to volunteer here?

• Situational question:o You are working with a student who

is learning how to read and write. What are some techniques you can use with them?

• Role of volunteers• Teaching/Tutoring/Volunteering

experienceo Have you done any previous

volunteering? What did you enjoy about that experience?


Your Program

• Please take a minute to think about your Tutor Program and your screening tools.– What is one way you can improve in this area?– If you would like to share any thoughts on this topic,



Working with Volunteers: Training

• What training is appropriate for each type of volunteer?• What makes more sense for you: Group or individual

training?• What is the difference between Orientation and

Training?• What documents will you have for new volunteers?


Step 4: Training and Orientation Materials

• Group Orientation and Training for Classroom Assistants

• Individual subject-specific training for Volunteer Instructors

• New Volunteer Forms:– Volunteer Handbook– Time Sheet– Non-Disclosure Agreement


Example from the Welcoming Center: Orientation

• Orientation Topics:– Introduction to staff and overview of programs– Ice Breaker– History of the Welcoming Center– Our guiding principles, learners, and goals– Expectations of volunteers and classroom rules– Philosophy of teaching and principles of teaching adults– Working in a multi-cultural environment– Tutoring tips– Working on reading skills– Creating resumes– Games for learning


Your Program

• Please take a minute to think about your Tutor Program and your orientation and training materials and process.– What is one way you can improve in this area?– If you would like to share any thoughts on this topic,



Working with Volunteers: Monitoring

• Who will provide feedback to volunteers?• How often do you want to check in with your

volunteers?• Do formal or informal methods of giving feedback

work for your environment?• How will you measure your volunteers’

progress/success with students?


Step 5: Monitoring Process

• Classroom observations conducted by all staff for Volunteer Instructors– Instructor Observation Forms completed– Tutor Coordinator reviews form with volunteer

• Informal feedback provided by all appropriate staff• Tutor Session Logs completed by One On One

Tutors


Example from the Welcoming Center: Evaluation of Volunteer Form

• Professionalism– Encourages workplace preparation, office-appropriate manner (including dress,

language and use of technology), handles difficult situations diplomatically• Responsibility

– On time, good communication with staff, desire to help• Effectiveness

– Desire to learn and improve, works well with instructor, completes tasks on time• Interaction with students

– Friendly, patient, professional, helpful, resolves conflicts• Cultural sensitivity

– Respects all people’s dignity, open to learning about new cultures


Your Program

• Please take a minute to think about your Tutor Program and your monitoring process.– What is one way you can improve in this area?– If you would like to share any thoughts on this topic,



Working with Volunteers: Managing Volunteers

• How can you help to motivate your volunteers?• How will you meet the various needs of your

volunteers?• How will you handle difficult volunteers?• Are you willing to provide references and/or written

recommendations for your volunteers?


Step 6: Develop an Approach

• Recognize tutors and say thank you• Understand tutors’ individual motivations• Exit interviews to collect volunteers’ feedback• Just because the help is free doesn’t mean you

need to take it!


Example from the Welcoming Center:Exit Interview Questions

#1 What was the best thing about working here? (This can be a story about a student, or a particular moment you enjoyed or just something in general.)

#2 What was the biggest challenge working with our students? What did you do to overcome it and how did you succeed?

#3 What was something you wished you had known before you started volunteering?


Your Program

• Please take a minute to think about your Tutor Program and your approach to managing volunteers.– What is one way you can improve in this area?– If you would like to share any thoughts on this topic,



Next Steps

• Please think about your volunteer program and identify…–One thing that has SQUARED for you–One new ANGLE you learned–One thing that is CIRCLING around your head

• When you are ready to share, please type your name into the comment box


Jesse JamesVolunteer Tutor Coordinator

[email protected]

1617 John F. Kennedy Blvd.Suite 555Philadelphia, PA 19103(215) 557-2626www.welcomingcenter.org

welcoming center for new pennsylvanians developing an effective volunteer tutor program presented by...

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