Frequently Asked Questions
Here you can find the answers to our most frequently asked questions. More information about volunteering, including specific manuals for each site, can be found on our Volunteer page.
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Team Coordinator & Supervisor FAQ Q. who should be coordinator of a team? A. .All teams must be directed by staff only, though volunteers can be Co directors. If a team has a great Volunteer, it STILL must have a director on as Coordinator of it. They don't have to do the team just make sure the volunteer is doing it. All 100 teams should be divided amongst staff. Q; I have been made Team Coordinator of my Task Team. What do I have to do for this? A; Being coordinator of your task team entails the following.
Q; What are some of the weekly duties of Team Coordinators? A; Here is a check list of what should be completed each week by Team Coordinators- 1. FAQ sent? Did you copy emails to faq with information or answers to questions? 2. Craig list posted? Did you post Craig lists ads for members on at least three cities Craig lists this week? 3. 24 hours answered all emails? Did you answer all emails to your team within 24 hours of any email arriving in your mailbox or your teams mailbox? (Be sure to use your teams mailbox, not your ihf name one, for that teams issues.) 4. Team Report sent? 5. Weekly emailing all team mates? Even if your team members did not email you, did you email all team members this week? 6. Labeling members done? Did you update and mark all MIA, EA or Active and make sure they are copying the team mailbox on their donated hours. 7. Specific small tasks sent? Did you send specific small tasks and record these for instructions? 8. Instructions sent? Send your teams instructions each week (always subject line marked "changed" or "same" and dated. Send weekly to gro.enilnofhi@snoitcurtsniksat for director and all, and to gro.enilnofhi@qaf for faq 9. Donated hours accuracy checked? You made sure your members sent their donated hours in, copied them to your team and you checked that they are accurate and let dh know if they are or not? Q; What are some things I must do as Team Coordinator? A;
Q; How do I write up a 'Weekly Team Report' as team coordinator? A; It is easy, simply list what has been done, what is new and any new team members you have and send it to gro.enilnofhi@stropertcejorp. It only has to be a few sentences. Should only take you five minutes. Q; As coordinator should I keep a calendar of new volunteers start dates (and old volunteers excused absence dates) and copy donated hours? A; Yes, each team should keep a calendar that should be maintained by coordinators. Q; As Coordinator who should I inform when I find out one of team members is no longer active? A; Please let donated hours know as well as active volunteers. Q; As coordinator of several Task Teams, how can I obtained a list of the volunteers on my teams and find out if they are active? A; Task Team Placement at <gro.enilnofhi@sksatylkeew> can give you the most recent list of volunteers on your team. The Donated Hours Team at <gro.enilnofhi@sruohdetanod> will be able to inform you if your volunteers are active. Though as coordinator you should know which of your volunteers are active and completing their tasks. Q; I am coordinator for one team but I am also supervisor for another team. What do I do in the role of supervisor? A; You can only write up instructions for the teams you Coordinate. As for the teams you Supervise, it is your job to work with weekly tasks and TTP team to make sure each team under your supervision has a Coordinator who is working with the Instructions team to write their teams instructions. It is the coordinators job to update the instructions and you only have to worry about the teams you coordinate. Q; What do the titles in IHF refer to eg. 'Director - Coordinator - Supervisor'? A; Director refers to all of the co-directors at the IHF centers. Supervisor heads a whole division. Coordinator heads a specific team within the division. A; Yes, along with TTP, when you are notified of a new member, please check with them they have received the instructions and welcome them to the team. Q; As a team supervisor is there a simple way I can find out who the coordinators and team members on my task team are? A; Yes there are charts for each division under the "Documents" section that will list simply team Coordinators and members for that Division. Q: Should coordinators have the passwords for all the teams they coordinate? A: Yes, they must have the passwords of the teams they coordinate, as they should be frequently checking the progress of team members and making sure the inbox is active. Q. What is the role of supervisors and coordinators? A. Each task team has a coordinator who is in charge for posting Craig List ads, ten a week, for team members, and for team reports and importantly their team instructions. Supervisors on the other hand, do not deal with coordination of teams they just look into the team mailboxes they have charge of to make sure all emails are being answered in 24 hours and the team is organized and active and if they are not active notifying TTP and follow up. Sometimes supervisors are responsible for Coordinating teams in their divisions that have no coordinator, until one is found. Q; Where can I get an updated copy of the coordinators of all teams? A; Only the TTP Director has this and updates it weekly. Write to gro.enilnofhi@sksatylkeew and TTP will tell you where to find the weekly updated list. The updated list is kept in most mailboxes in the 'Documents section' Q; As Team coordinator, should I break tasks within my team up so they are easier to mange? A; Yes it may be helpful to give all your team members a specific task. Q; As Team Coordinator, what email should I use for all IHF related business? A; All coordinators should use IHF addresses for IHF business for legal reasons. No personal emails can be used for any IHF emails or business. Q. Regarding 10 coordinators questions number 6. Labeling members, would please send details or instructions on how to label teammates? A. Click on 'labels' at the top of the email and select 'create new'. Write down the name/s of your team mate/s or something like "Done by ...". This new label will appear in the list of "labels". Every time when you or your team mate/s open/s received emails, they can click on 'labels' and choose their name. Q. What format should team reports be sent in? A. Make sure that the subject of your email is set out as the example below: ****Q. What are ways in which different IHF teams can coordinate with the Awards team to apply and win various national and international awards? A. Yearly awards are a boon for fundraising, which is the backbone of IHF. Centre directors and team coordinators should web-search for different national and international awards for which suitable nominations can be sent to the awards team for the categories IHF children, students, and staff, visiting volunteers/work study/local volunteers, advisors, parents, teachers, donors and directors. Moreover, a brief life story of the nominee, reasons for nominating and a photo should be included and this should be copied to the newsletter. This will definitely help IHF in carrying forward the good work it does as a unit. ****Q. Is there a template mentioning what kind of reports should be sent to what team. If yes, then which team is responsible for it? A. Yes. There exists a fixed template which mentions what kind of reports to be sent and to which team. The Centre reports team is responsible for updating and maintaining the template. A. The C-S reminders report, the coordinators and supervisors have to submit one report for all their teams. It means if a coordinator has ten teams then the C-S reminders reports have to be sent for all the teams, i.e. 10 reports. ****Q. Who should reply team email? A. All team directors MUST answer all emails within 24 hours or assign a team member to do so but are they responsible for making sure their team members do it. If any Director does not answer within 24 hours then ALL TEAM MEMBERS need email Carol that they have no answer and it has been 24 hours. All volunteers and staff MUST answer all emails in 24 hours and staff do or recruiting more members to help, but they are responsible for it being done and no one else. ******Q.Who should send out passwords to team members and what are the rules regarding this? A.This task should be left for weeklytasks to send the passwords.Do not ever put the password of a team in the text of an e-mail that's being sent from or to an @ihfonline.org account. the passwords should be sent from your personal e-mail address (@yahoo or @gmail). Q. What should I do as an faq team coordinator? A.
****Q. Why are we not allowed to wait for volunteer response before sending task instructions? Q: When should the weekly Team Report be sent in?A. When inactive volunteers are followed up, they say they went with another organization because instructions where not sent or wrong password was sent or just too many emails required to get started and with the other organization they sent a task to start right away so I just started. We have this 24 hour rule to all having tasks to do with password and instructions because of this feedback, plus volunteers of America research showing that most volunteers are lost from no having a task to start on immediately. A: Every Sunday Q: What is the purpose of the weekly Team Report? A: The purpose of your weekly Team Report is inform all IHF members how you're getting along. It is also vital for updating records for the required government reports on all volunteers activities. An equally important purpose of your team reports, is to encourage new members to join our great team, and also to get to know each otheras a team. It can encourage each of your teammates in their tasks as well.As to share what you have or have not been able to do this week and offer any suggestions and compliments that help us to continue helping! Q: What if I am too busy to complete a Team Report? A: Even if you simply write a line or two all information is valuable and can encourage others. We would really appreciate it if every team took the time to do this every week. 5C4174C8-C94B-7B6C-8DBC-8EAFF9BC09F5 1.03.01 |
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