RESOURCE LIBRARY

Volunteer Coordinator Sep. 20 2018| 0 KB

Content Type: FIRST Robotics Competition
Tags: Training, Volunteer
(11)

The Volunteer Coordinator (VC) for FIRST Robotics Competition is a Key Volunteer position. Volunteer Coordinators are responsible for recruiting, assigning, and managing volunteers at their assigned FIRST event. As a leadership volunteer position, there is a significant level of responsibility.

The Volunteer Coordinator is nominated by the Planning Committee. Once nominated, the individual must be approved through FIRST. Once approved the candidate will be contacted and assigned by FIRST Headquarters.

Responsibilities

Serve as a role model for other volunteers by adhering to FIRST standards and following FIRST direction:

Before the Event:

  • Recruit volunteers to assist in preparation for and execution of the event by the deadlines set by FIRST
  • Participate in all required Volunteer Coordinator training provided by FIRST Headquarters, including conference calls and webinars
  • Read and review the Volunteer Coordinator Manual and files posted in VC Schoology Resources
  • Attend Planning Committee Meetings as applicable
  • Assist volunteers applying to the event, including Youth Protection Screening, in the FIRST Volunteer Registration system. Work with FIRST to resolve any registration issues
  • Assign all volunteers in the FIRST Volunteer Management System by the deadlines set by FIRST
  • Maintain confidentiality of volunteer personal information in compliance with the FIRST Privacy Policy and User Agreement
  • Work with other Key Volunteer Leads on recruitment for their teams (Judge Advisor, Head Referee, Lead Robot Inspector, etc.)
  • Inform Key Volunteers of dates for training and ensure they have completed their training and certification as applicable prior to the deadline set by FIRST
  • Communicate with all volunteers pre-event, during the event and post-event (as applicable)
  • Work with RD/Planning Committee to produce the volunteer page for the event program book
  • Create and distribute volunteer orientation material (PowerPoint, webinar, email blast) including Volunteer Code of Conduct to all volunteers prior to the event
  • Order volunteer apparel and material through FIRST volunteer ordering site by the deadline set by FIRST
  • Prepare all needed volunteer materials (photocopies, name badges, registration paperwork, consent & release forms, walk-on forms, et al)
  • Pack all event accessories (apparel, badges, lanyards, all of the photocopies, et al) and transport to event site on set-up day
  • Communicate with FIRST promptly about any volunteer staffing concerns or issues

At the event:

  • Observe and monitor volunteer performance. If necessary, resolve issues with professionalism, graciousness and tact.  Report any issues or concerns to FIRST or the Planning Committee, as appropriate; using the Decision Authority Matrix (DAM) as a guide.
  • Exhibit and ensure that Gracious Professionalism™ is understood and demonstrated by all event volunteers
  • Setup volunteer registration. Locate VC supplies and prepare materials for distribution to volunteers; Unpack all of your event materials; Train Volunteer Registration Attendants.
  • Monitor volunteer attendance; reassign volunteers, assign walk-on volunteers to fill positions as needed. Address pop-up needs, short and long-term. This is a daily requirement
  • Check in with key volunteers periodically throughout the event, especially at the beginning and end of each shift; inquire about volunteer issues and concerns that need to be addressed
  • Attend daily morning meeting conducted by Event Manager/Coordinator.
  • Obtain a radio from event management office to keep aware of event information and issues, return it to office at end of day

After the event:

  • Send thank you email or notes to volunteers
  • For Regional Events Only: Inform FIRST of items in the VC crate that need to be replaced for subsequent events
  • Document lessons learned and share with the Planning Committee and FIRST (as appropriate)
  • Document performance of volunteers and share with FIRST as appropriate

Travel

  • Must be willing to travel to attend the FIRST Robotics Competition event to which they are assigned. Travel expenses are not paid by FIRST.

Experience and Skills Needed

  • Prior experience as a FIRST volunteer is preferred, but not required
  • Must be at least 23 years of age at time of service (exceptions may be granted by FIRST)
  • Understand and be able to publicly represent the FIRST mission
  • Strong interpersonal and communication skills (written and oral)
  • Proficient use of technology - email, navigation of websites, online forms, spreadsheets
  • Ability to manage and supervise others
  • Ability to collaborate with others; work as a member of a team
  • Attention to detail
  • Physically active role, not sedentary

Volunteer Time Commitment

Pre-event Commitment

  • September – December: Approx. 10 hours per week
  • January – February: Approx. 15 hours per week
  • March – April: Approx. 20 hours per week
  • Pre-event training calls

During Event Commitment

  • Setup Day (half day commitment)
  • Minimum 2 full day commitment (Districts)
  • Minimum 3 full day commitment (Regionals)

Note: Event schedules vary. Please check the event schedule and talk to your Regional Director for detailed information on when you are expected to arrive.

Training

Training occurs throughout the year from FIRST Headquarters. Training will be provided via regularly scheduled conference calls, email blasts, webinars, and written material.

Reporting Relationships and Supervision

Volunteer Coordinators will report directly to FIRST Headquarters and their Regional Director or Planning Committee. Support will be provided by FIRST Headquarters, the Regional Director and the Planning Committee.

 

* Must read and comply with the FIRST Volunteer Rights and Responsibilities