RESOURCE LIBRARY

Volunteer Coordinator Jun. 22 2020| 0 KB

Content Type: FIRST Robotics Competition, Volunteer
Program: FIRST Robotics Competition
Tags: Training, Volunteer
(14)

The Volunteer Coordinator (VC) for FIRST Robotics Competition is a key volunteer position. Volunteer Coordinators, working with the Regional Director and/or Planning Committee, 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 Event Planning Committee, then is reviewed by the senior volunteer coordinator in a district/territory and submitted to the Regional Director. The Regional Director submits the nomination of this individual to FIRST. Every individual nominated to be a Volunteer Coordinator must be reviewed and approved by FIRST HQ. Once approved the candidate will be contacted and assigned by FIRST HQ. 

As a Volunteer Coordinator you agree to serve a role model for other volunteers by adhering to FIRST standards and following FIRST direction as noted in the policies and statements below:  

Responsibilities

  • Complete FIRST’s data protection training. 
  • 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 HQ, including all scheduled conference calls and webinars. 
  • Participate in annual Volunteer Coordinator training either in-person or via remote/virtual teleconferencing. 
  • Read and review the Volunteer Coordinator Toolkit and files posted in VC Schoology  
  • Attend Regional or District Planning Committee Meetings, in person or via teleconference, as applicable.
  • Assist volunteers applying to the event, including Youth Protection Screening. Work with FIRST to resolve all 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 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 before the deadline set by FIRST.
  • Communicate with all volunteers (assigned and unassigned) pre-event, during the event, and post-event (as applicable).  
  • Work with Regional Director/Planning Committee to produce the volunteer page for the event program book.  
  • Create and distribute volunteer orientation material.  
  • Order volunteer apparel and material through FIRST volunteer ordering site by the deadline set by FIRST when instructed by local leadership.  
  • Prepare all needed volunteer materials (photocopies, name badges, registration paperwork, consent & release forms, walk-on forms, et al).  
  • Pack all event accessories. 
  • One week before the start of your event, communicate with your event manager regarding your volunteer meals/headcounts, special invited guest event, and Judges’ Dinner.  
  • Communicate with the Event and/or Regional Director about volunteer staffing concerns and/or issues. 

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 evaluate, asses, 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 HQ. 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 HQ and their Regional Director or Planning Committee. Support will be provided by FIRST HQ, the Regional Director, and the Planning Committee.

 

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