Volunteer Onboarding Manual

Volunteer Onboarding Manual
Contents
Introduction ........................................................................................................................................................... 4
Volunteer Roles...................................................................................................................................................... 5
How to Become a Volunteer ................................................................................................................................... 6
Introduction to Volunteer Roles.............................................................................................................................. 7
Volunteer Role 1: Be a Tutor............................................................................................................................... 8
Winners Read Program .................................................................................................................................. 8
Adult Basic Reading Program / Adult Tutoring ............................................................................................. 10
Volunteer Role 2: Be a Steward for Little Free Libraries .................................................................................... 11
Volunteer Role 3: Host a Book Drive................................................................................................................. 13
Better Impact (Online Volunteer Management System) ......................................................................................... 15
How to Create an Account ................................................................................................................................ 15
How to Sign Up for Virtual Volunteer Training .................................................................................................. 16
How to Find Volunteer Opportunities ............................................................................................................... 16
How to See Your Scheduled Assignment(s) ..................................................................................................... 17
How to Enter Your Volunteer Hours .................................................................................................................. 17
How to Contact the Literacy Network ............................................................................................................... 18
Additional Resources ........................................................................................................................................... 19
Frequently Asked Questions about StudyHall .................................................................................................. 20
Frequently Asked Questions about Adult Basic Reading Program (ABRP) ....................................................... 23
Supplemental Links and Contact Information ................................................................................................... 25
Literacy Network | 2
“130 million Americans—54% of adults
between the ages of 16 and 74 years old—
lack proficiency in literacy, essentially reading
below the equivalent of a sixth-grade level.”
Barbara Bush Foundation for Family Literacy
Introduction
Dear volunteers,
We appreciate your interest in volunteering with the Literacy Network of Greater Cincinnati. Whether you
are tutoring students, maintaining a Little Free Library, or hosting a book drive, you will be making a
difference. Congratulations on beginning your journey advocating for literacy in the Cincinnati area.
In this manual, you will find a description of all our volunteer roles, information about how to become a
volunteer, tutoring resources, and instructions on how to use our volunteer management software Better
Impact.
Our Background
The Literacy Network is a nonprofit organization dedicated to increasing literacy in the tristate area. We work
with over 100 provider agencies and more than 40 schools to ensure that we are finding the people who
need us the most. We provide tailored services for both K-12 students and adults to ensure that everyone
can get the help they need. We also introduce literature into low-income communities through our Little
Free Libraries.
Our Mission
The Literacy Network champions the development of literacy in the individual, the family, the workplace, the
school, and the community by raising awareness, improving access, and serving as a catalyst for literacy
efforts.
Our Motivation
Struggling readers are 4 times more likely to drop out of high school. With prevention and early intervention,
reading failure in the primary grades can be reduced to less than 1 in 10. Further reasons why we exist:
400K+ Cincinnati residents are illiterate.
15-20% of the local population struggle with basic reading skills.
88% of children who have difficulty reading at the end of the 1st grade display similar difficulties at
the end of the 4th grade.
6 in10 preschoolers are not read to regularly by parents or family members, according to the US
Department of Education.
Your Contribution
In the 2019-2020 year we were able to make a huge impact, thanks to our talented volunteers:
46K hours of donated time from Literacy Network volunteers.
29,227 books distributed to children and families through Little Free Libraries, schools, summer
programs, and community partners.
28,155 books collected from our supporters to replenish our Little Free Libraries and share with
those who most need them.
459,861 dollars raised through fundraising and grants.
With your help, we will continue to make positive change throughout Greater Cincinnati.
Volunteer Roles
What You Can Do

Be a Tutor:
Winners Read Program: Help improve K-4th grade students' reading
skills. Meet your students virtually or in person at a Cincinnati
Public School location.
Adult Tutoring (Adult Basic Reading Program – ABRP): Help adults
struggling to read and give them a chance to succeed. Meet in-
person only at a public library.
Be a Steward for Little Free Libraries:

Maintain the Little Free Libraries (LFL) in your community, spread
the word to your neighbors, and encourage them to take a book and
keep it.
Host a Book Drive:

Collect new or used elementary-aged books that are still in good
condition.
How to Become a Volunteer
How to Become a Volunteer

 Create an account on
Better Impact
(see instructions on page 14)
You will receive an email from

TheAdvocates@sterlingvolunteers.com
containing a link to complete your
 Pass a background volunteer background check. Once the
background check is complete, you can
check use Better Impact to sign up for
timeslots.
 Respond to a
confirmation email from
the Literacy Network
Additional steps for tutoring:
Virtual Tutoring: In-person Tutoring:

 Complete a virtual training session via Zoom.  Attend in-person orientation/training.
 Register for our virtual tutoring platform,  Be connected to a resource coordinator within
StudyHall. See instructions on page 19. the CPS school district that works best with your
schedule.
 Log in to StudyHall to volunteer any time
Monday through Thursday, 2:30-6:00 p.m.
Introduction to Volunteer Roles
Introduction to Volunteer Roles
Volunteer Role 1: Be a Tutor (Winners Read or Adult Tutoring)
Winners Read Program
What You Do:

Winners Read tutors work to develop the reading skills of children from kindergarten through 4th grade. By
working alongside these students—virtually or in-person— you help bring their skills to their appropriate
grade level while also instilling a passion for reading.
Meet your students through the

Virtual
program StudyHall.
Winners Read
Tutoring
Meet your students at a CPS school
In-Person
location.
Basic Responsibilities:
• Commit to a minimum of 30 minutes per week working with at least one child.
• Complete daily reading activities as provided by a teacher/school coordinator, utilizing training techniques
where appropriate.
• Direct any questions or concerns about a student’s progress to appropriate school personnel.
Time Commitment:
One 30-minute session per week is the minimum requirement. We encourage volunteers to stay longer if
they would like. Two individuals can “job share” one volunteer position.
Qualifications:
• Have an appreciation for education and children.
• Be at least 14 years of age.
• Attend the Winners Read training.
• Have dependable internet access if you are doing online tutoring.
Training Session for Virtual Tutoring:

• You will receive an email from Annie@LNGC.org with your Zoom login information and the date and time
of your online training session.
• Your online training session should take about 45 minutes and will cover these topics:
 Better Impact software, the online volunteer management system
 Best practices for volunteers and literacy tips
 StudyHall, the software platform for our virtual tutoring
• Once you finished the training, you will receive three emails:
 The message from Annie@LNGC.org will request your feedback.
 The message from TheAdvocates@sterlingvolunteers.com will contain a link to complete your
volunteer background check. After that, you can then use Better Impact to sign up for timeslots.
 The message from System@studyhall.org will explain how to register for StudyHall and share links to
video resources.
Literacy Network Contact:
If you have any questions or concerns about the Winners Read Program, please contact your coordinator:
Annie Schneider at 513.621.7323 or Annie@LNGC.org.
Frequently asked questions about StudyHall are available in the Additional Resources section.
Adult Basic Reading Program / Adult Tutoring
What You Do:

The Adult Basic Reading Program (ABRP) focuses
on increasing the literacy of adults who read
below the 4th grade level. Most are referred to
the Literacy Network by other agencies and
organizations, some find us on their own; all are
on a quest to improve their literacy skills.
Students might be pursuing their GED, learning
English as a second language, or simply wanting
to read to their children or grandchildren. Many
are employed, retired, or seeking employment
or advancement in the workplace. Whatever
their goal, seeking our help is a critical first step.
As a volunteer in this program, maintaining a positive, respectful attitude is key. Often, it is difficult for adults
to seek out reading help, so it is crucial that you create a welcoming tutoring space. While some of our tutors
feel frustrated at times because they are not sure their students are making progress, it is important to
remain patient. You will likely have to repeat lessons, and sometimes you might move backwards, but you
are still making a difference.
• All tutoring sessions should be held at a public library. Never meet at your residence or the student’s
residence. Your first meeting with the student should be an introductory meeting to build the
teacher/student relationship. You do not want to share personal information but general “get to know
you” information is great. Try to find out what your student’s interests are (sports, cooking, etc.). This is
where you will want to ask what the student’s specific goals are for their tutoring sessions. This information
could help you when picking out tutoring materials and topics.
• The Literacy Network (Liz Asman) will provide you with the initial test score for your student which will tell
you their grade level and will help you prepare for your first couple of sessions. We also encourage you to
use other resources, including those you already have on hand and any you may find on your own.
Time Commitment:
You should be able to commit to at least two days a week for two hours a day. Adult students need
consistency to improve their reading skills, which is why we recommend four hours a week. We are okay with
occasional absences, but you will need to communicate with your student if you are going to miss a meeting.

If you have any questions about your ABRP volunteer role, please contact:
Liz Asman at 513.621.7323 or Liz.Asman@LNGC.org.
Frequently asked questions about ABRP are available in the Additional Resources section.
Volunteer Role 2: Be a Steward for Little Free Libraries
“As an HR professional, I know the critical role that literacy

plays in ensuring an educated and enabled workforce. As a
proud Cincinnatian, I know that literacy is critical for a healthy
and vital community, where all members have an opportunity
to reach their highest potential.”
Literacy Network Volunteer
Little Free Library Program
What is Little Free Library?

Little Free Library (LFL) is a nonprofit organization that
inspires a love of reading, builds community, and
sparks creativity by fostering neighborhood book
exchanges around the world. Millions of books are
exchanged annually through a “take a book, return a
book” mentality, profoundly increasing access to
books for readers of all ages and backgrounds.
The Literacy Network is growing the presence of Little

Free Libraries in neighborhoods where books are
scarce, with the focus on "take a book, read a book."
What You Do:

An LFL steward will keep the LFL in their community stocked and maintained, so those in the community can
use it. Stewards will spread the word to their neighbors, letting them know that the LFL is for all ages.
Stewards will also encourage the idea that the LFL is there for someone to take a book and to keep it.
• Install the LFL using the instructions provided to you in your packet.
• Install the knobs on the LFL doors.
• Place the decals in the inside of the LFL door facing outward.
• Locate the five-digit number on the LFL door and email it to Liz along with a picture of the LFL and the
address of the location.
• Keep the LFL stocked.
• Reach out to the Literacy Network (Liz Asman) if you need more books or repairs to the LFL, or if you have
questions.
Time Commitment:
We recommend a time commitment of one to two hours a week for stocking and maintenance.

If you have any questions about Little Free Libraries, please contact:
Volunteer Role 3: Host a Book Drive
“If you help a person to read,

then their opportunities in
life will be endless.”
Former First Lady Barbara Bush
Book Drive Program
What You Do:

The Literacy Network has a critical need for new and gently used elementary aged books, as well as books
that include diverse characters and experiences.
You will collect new and gently used books in good condition, and we are especially in need of early-reader
books that include diversity. Please note that we cannot accept adult books, magazines, textbooks,
encyclopedias, coloring books, or highly damaged books.
• Read through the Book Drive Tool Kit provided by the Literacy Network.
• Promote the book drive event.
• Provide a bin for collection of the new and gently used children’s books.
• Box the donations for delivery to the Literacy Network.
• Arrange for pick up or drop off with the Literacy Network.
Time Commitment:
We recommend promoting your book drive starting at least two weeks in advance via whatever media works
best for you: posters, e-blasts, newsletters, social media, company intranet, school announcements, flyers,
etc. Continue to remind your potential donors about the book drive in the days leading up to it and
throughout its duration. If you are a business and your collection bins will be in public spaces, consider a
press release to spread the word. We suggest running the book drive for at least a week to give your
audience time to learn about the drive and to collect books to donate.

If you are interested in donating or hosting a book drive, please contact:
Better Impact (Online Volunteer Management System)
How to Use Better Impact

Better Impact is an online volunteer management system that will allow you to find available opportunities,
see your scheduled assignment, enter your hours worked, and contact the Literacy Network. You can do this
all online at the time and place of your choosing.
How to Create an Account

1) Click here to visit Better Impact.
2) Select “Fill in an application”
Figure 1 How to create an account on Better Impact.
3) Complete the form.

4) After submitting the form, you will receive an email from Annie Schneider, the Literacy Network’s Director
of External Relations. She will let you know if you should sign up for a virtual volunteer training session.
Note: To edit your profile, please click on the tab “My Profile,” as seen below.
Figure 2 How to view "My Profile" on Better Impact.
How to Sign Up for Virtual Volunteer Training

1) Log in to Better Impact.
2) Click on the tab “Opportunities,” then select “Opportunity Calendar.”
3) Select the date of the training session you wish to attend.
4) If you do not see any available dates, please contact Annie Schneider.
How to Find Volunteer Opportunities

2) Click on the tab “Opportunities,” then select “Opportunity List.”
3) Select your criteria, then click on “Filter Activities.”
4) See the results under the title “Activity.”
Figure 3 How to view volunteer opportunities on Better Impact.
How to See Your Scheduled Assignment(s)
2) Click on the tab “Schedule.”
3) Select the dates, then click on “Filter Shifts.”
4) See the results under the title “Activity.”
Figure 4 How to view your scheduled assignment(s) on Better Impact.
How to Enter Your Volunteer Hours

2) Select the tab “Hours.”
3) Select your activity, the date, and time volunteered.
4) If you have a different activity to enter, click on “Save and Log Another.”
5) When you’re done, click “Save.”
Figure 5 How to view your volunteer hours on Better Impact.
How to Contact the Literacy Network
2) Select “Contact.”
3) Type in your message, then click “Send Email.”
Figure 6 How to send an email on Better Impact.
Additional Resources
Additional Resources
• Frequently asked questions about StudyHall

• Frequently asked questions about Adult Basic Reading Program (ABRP)
• Supplemental links and contact info:
 Training for tutors
 Helpful websites
 Literacy hotline
 Literacy Network contact information
Frequently Asked Questions about StudyHall
What is StudyHall?
StudyHall.org is the online platform you will be using to virtually tutor your student. It features voice and chat
capabilities with an interactive whiteboard. The resources available are based on the level and need of the
student.
How do I register for StudyHall?

1. Visit StudyHall.org. On top right of your screen, select “Register,” then “Helpers,” as seen in the
image below. You can also watch this video for the instructions.
Figure 7 How to register on StudyHall.
2. Enter your contact info and password, then select “Register.”

3. You will receive an email from System@studyhall.org to confirm your registration. The email may go
to your spam folder – be sure to select Literacy Network as your referring partner.
4. Log in to StudyHall at your desired time and select “Become Available” to connect with a student in
the queue through the whiteboard.
Other StudyHall video resources:

• How to use Reading Features on StudyHall
• How to connect to audio with a student on Studyhall
What are the best practices for using StudyHall?

• Watch this video for tips: “ABC's and 123's of Virtual Helping Through StudyHall.”
• Log in to StudyHall and review the platform prior to your first volunteering session.
• Get the students engaged and/or moving as much as possible since they are in front of a computer/tablet
for most of the day during this time.
• Keep your voice inflections high, concise, and understandable (no mumbling), since StudyHall is voice and
text, not video. Tip: Smile while you are talking to them. It helps to create a welcoming voice.
• Use the whiteboard to interact with the students by asking a question and have them draw the answer or
vice versa.
What activities can I use on StudyHall?
• You can work on phonics, blending words, and word families with the student. You can click on the ear icon
on the bottom tool bar on StudyHall to pull up phonics letters example for practice. If you would like a
refresher on Phonics, please watch this video with Kim Kemen, a reading specialist and teacher at Oyler.
• You can ask the student to read to you. If they struggle with a word, have them draw it out on the
whiteboard and you can help them. There also is a reading content option within StudyHall, where you
both can read along together. How to use Reading Features on StudyHall.
• Scavenger Hunt Example: ask them to look around for something with the “S” sound or something that
starts with the letter “S”. This can be changed based on the reading level of the student, but kids love this.
• If they read to you, ask them probing questions about the sentence or paragraph. Why did the author write
the sentence (persuade, inform, entertain)? How did you relate to this (e.g., The Cat in the Hat. -- Do you
have a cat? Do you like to wear hats?)
How do I proceed once I connect with a student?

Once you get connected with a student, you start with getting to know them a little and seeing what they
need help with. This will guide you to use one of the resources within the site (e.g., reading content or the
phonics tool). Some students will bring homework or questions to ask, but it all depends on the student.
Can the student hear me, or is the only communication through chat?
Yes, they can hear you when using the microphone, and there is also a chat/text option within the platform.
How can I fix audio/microphone issues?

Please use the Google Chrome browser to log into StudyHall to avoid any microphone issues.
Can the students view the same screen as me?

You and the student will see the same screen/whiteboard.
What if the “Become Available” button is not showing?
If this happens, please log out of your account and log back in or try refreshing your page. If the issue
persists, please contact michael@studyhall.org.
The bottom resource bar is showing math options. How do I switch this to the reading resources?
There is a toggle switch on the right side of the bar. You can click it to switch back and forth from reading and
math resources, as needed.
The reading list shows a huge list of materials. Some do not seem appropriate, or they are not in English.
The reading content tool does have all different languages, and some may not look familiar to you. You can
search within the grade level of the student you are working with and look up book titles by clicking on the a-
z options. A good idea is to search for a common animal (say "bear") and choose something like "Adventures
of Sonny Bear." The reading content represented is sourced from the Library of Congress; feel free to use and
reuse collections.
With the phonics tool, it does not seem like you are able to select the sounds to work on; the system
seems to just pull some up at random. Is there a way to select the specific sounds or do you just have to
keep loading the phonics tool to find what you want? 
The phonics tool is selected at random as of right now, and you cannot select specific sounds.
When the reading material is up, I am not able to highlight anything. I can draw using the pencil tool, but if
I try to erase that pencil mark, it erases everything on the page. 
There is not the ability to highlight within the whiteboard at this point.
Can the student and or the volunteer upload worksheets, homework, or passages from books?
Yes, both the volunteer and the student can upload information into the whiteboard.
Can I connect with a student virtually through another platform?

No. You can only connect with the student through the Studyhall platform, for your and the student’s safety.
What if the student asks a personal or uncomfortable question?

Please feel free to end the session immediately. Also, if you are unsure if the comments and questions are
inappropriate, please “Flag” the session and someone will review the content. Remember, all sessions are
recorded. Volunteers and students are expected to act in a safe and professional way when using the
StudyHall platform.
Can the student or volunteer upload worksheets, homework, or reading passages to the whiteboard?
Yes. Volunteers and students can upload items into the whiteboard, but they need to be saved as a JPEG file.
Follow these directions:
1. Scan the worksheet into your computer, and save it as a JPEG file.
2. Click the “upload” icon on the whiteboard, insert the saved document, and modify the size of the
document to view on the screen.
3. Click the “save” icon on the whiteboard and name the document. To open your saved items, click on
“My Stuff.”
Are the sessions recorded?

Yes, the sessions are recorded for the safety of the volunteers and students.
If you have problems or issues with StudyHall, please email Michael Young at michael@studyhall.org for the
quickest solutions.
Frequently Asked Questions about Adult Basic Reading Program (ABRP)
Will my student able to read at all?

In some cases, no. Our curriculum is the Orton-Gillingham Basic Reading Program. It begins with teaching the
alphabet.
What materials can I use?

The LNGC team can and will provide necessary materials, such as reading worksheets, reading books, and
online access to a grade-appropriate newspaper. You are also encouraged to use any materials that you have
on hand, find at local libraries, or find online. All students are different, so the materials needed will vary with
each student.
If it seems likes I must repeat instructions again and again, what should I do?
Almost all our clients will need repetition of instruction as you may see them only once or twice a week, so
please do not be discouraged by it.
Will I get frustrated with slow progress?

You may, but this is the key to being a good teacher/tutor. You are a facilitator to help your students see that
reading is difficult, but it is an important step toward their success.
What can I do if I feel I am failing?

Please call us for help and suggestions to make your volunteering a success.
Do I need to make a certain amount of progress within a given timeframe?

We will do testing throughout the year to check on the progress being made, but all adult students learn at a
different pace and have different end-goals. With that being said, there is no way to determine how much
progression you should or will make with your student. Just remember that you are not only helping with
their reading skills; you are helping to make a difference in their lives no matter what. Many of our volunteer
tutors also become mentors for their students.
Can I see a sample lesson?

Yes, please see the next page.
Sample lesson:
Supplemental Links and Contact Information
Training for Tutors:

Sessions are held the first Tuesday of every month (except January, June, and July) from 4:30 p.m. – 7:00
p.m. Our training focuses on the five components of reading instruction, and we provide a manual and
support materials for all tutors. Contact Annie to sign up.
Helpful Websites:
Adult Literacy League: https://www.adultliteracyleague.org/resources/
Barbara Bush Foundation for Family Literacy: http://map.barbarabush.org/
GCF Global: https://edu.gcfglobal.org/en/
Reading A-Z: https://www.readinga-z.com/
Reading Rockets: https://www.readingrockets.org/
Read Write Think: http://www.readwritethink.org/
Literacy Hotline:
513.621.READ (7323)
Adults, parents, or students in need of assistance with basic reading, GED and English for Speakers of Other
Languages can find the help and resources they need through the hotline. The Literacy Network can connect
callers to over 60 provider agencies in 8 counties through the hotline.
Literacy Network Contact Info:

Annie Schneider at 513.621.7323 or Annie@LNGC.org.
Literacy Network’s mailing address:
19 Broadcast Plaza
635 W. 7th St, Suite 309
Cincinnati, Ohio 45203
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Volunteer Onboarding Manual

What You Can Do

Be a Steward for Little Free Libraries:

Host a Book Drive:

How to Become a Volunteer

You will receive an email from

Additional steps for tutoring:

Virtual Tutoring: In-person Tutoring:

Introduction to Volunteer Roles

Winners Read Program

What You Do:

Meet your students through the

Training Session for Virtual Tutoring:

What You Do:

Literacy Network Contact:

“As an HR professional, I know the critical role that literacy

What is Little Free Library?

The Literacy Network is growing the presence of Little

What You Do:

Literacy Network Contact:

“If you help a person to read,

What You Do:

Literacy Network Contact:

How to Use Better Impact

How to Create an Account

Figure 1 How to create an account on Better Impact.

3) Complete the form.

Figure 2 How to view "My Profile" on Better Impact.

How to Sign Up for Virtual Volunteer Training

How to Find Volunteer Opportunities

Figure 3 How to view volunteer opportunities on Better Impact.

Figure 4 How to view your scheduled assignment(s) on Better Impact.

How to Enter Your Volunteer Hours

Figure 5 How to view your volunteer hours on Better Impact.

Figure 6 How to send an email on Better Impact.

• Frequently asked questions about StudyHall

How do I register for StudyHall?

Figure 7 How to register on StudyHall.

2. Enter your contact info and password, then select “Register.”

Other StudyHall video resources:

What are the best practices for using StudyHall?

How do I proceed once I connect with a student?

How can I fix audio/microphone issues?

Can the students view the same screen as me?

Can I connect with a student virtually through another platform?

What if the student asks a personal or uncomfortable question?

Are the sessions recorded?

Will my student able to read at all?

What materials can I use?

Will I get frustrated with slow progress?

What can I do if I feel I am failing?

Do I need to make a certain amount of progress within a given timeframe?

Can I see a sample lesson?

Training for Tutors:

Literacy Network Contact Info:

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