YMCA – New After-School and Youth Sports Volunteer Onboarding Plan

YMCA – New After-School and Youth Sports Volunteer Onboarding Plan

Robin Bradley, Olivia James, Rocky Reed, & Emily Swett

Clemson University

YDP – 8090
YMCA – New After-School and Youth Sports Volunteer Onboarding Plan 2

Introduction

A volunteer is defined as an, “individual who performs hours of service...for civic, charitable, or humanitarian reasons, without

promise, expectations or receipt of compensation for services rendered,” (Garst, 2020). Volunteers fill key roles in youth

organizations. In order to have effective volunteers, organizations need to implement a training program to prepare volunteers to

perform their duties efficiently. Appropriate training improves volunteers' contributions and enriches the programs they work in. This

training also increases the likelihood for supporting programs over time and paves the way for volunteer retention. A training program

for new volunteers begins by conducting a needs assessment and is followed up with an orientation which includes a clearly defined

and discussed mission statement, distribution of reference materials such as a volunteer handbook and orientation packet, a tour of the

facility including a meet and greet with employees and other volunteers, and a question and answer session. “The research on training

clearly shows two things: (a) training works, and (b) the way training is designed, delivered, and implemented matters” (Salas,

Tannenbaum, Kraiger, & Smith-Jentsch, 2012, p. 74). This plan will include the four c’s of onboarding: compliance, clarification,

culture, and connection (Garst, 2020).

The purpose of this paper is to develop a new volunteer onboarding plan for the YMCA. The following sections are based on

onboarding volunteers that will be working with after school programs and youth sports at the YMCA of Greenville, South Carolina.

The goal of this onboarding plan will be to align organizational goals with volunteers that meet or exceed the needs of the position and

the participants in which they serve. The onboarding plan will teach volunteers the skills and knowledge that are needed to perform

required tasks, while giving them a sense of purpose within the organization’s community. This volunteer onboarding plan will
YMCA – New After-School and Youth Sports Volunteer Onboarding Plan 3

explain the organization’s main objectives during onboarding, including completing a needs assessment, communicating expectations

and the organization’s mission statement to ensure compliance, establishing organizational norms and facility practices for

clarification, fostering connections with other employees/volunteers to integrate them into the culture of the organization, and

providing formal training. In order to retain and motivate volunteers, the YMCA strives to complete these objectives with each

volunteer that is brought in to work with our participants.

Before any training can begin, a needs assessment should be conducted. This includes the following: a job–task analysis, an

organizational analysis, and a person analysis. “The first step in any training development effort ought to be a training needs analysis

(TNA)—conducting a proper diagnosis of what needs to be trained, for whom, and within what type of organizational system” (Salas,

Tannenbaum, Kraiger, & Smith-Jentsch, 2012, p. 80). It is important to know what deficits or strengths your volunteers have before

conducting the more formal training. It is more efficient, and the volunteer will not feel as if they are being talked down to. In

addition, it provides more contextual training. Focus is on providing training for skills needed for the job that may need to be taught or

reminded. Additionally, knowing what each volunteer needs or brings to the table will help conduct the training. It helps dictate the

environment of the training. After a need’s assessment is conducted, training can be more individualized for the volunteers who will

be working within the organization.

After the need’s assessment is conducted, orientation and training can begin. One of the important objectives during training is

to make sure that the volunteer is “on-board” with the mission statement of the organization. The YMCA has a comprehensive

mission statement that strives to define how volunteers will fit into the organization. The YMCA’s mission statement identifies the
 YMCA – New After-School and Youth Sports Volunteer Onboarding Plan 4

range of its operations and reflects its core values. At orientation, discussion of the mission statement will help volunteers see how

their role benefits and fits in with the goals/mission of the organization. When volunteers see how their time and skills benefit the

mission, they find meaning in what they do, and it increases motivation. Therefore, it increases the likelihood that the volunteer will

continue to offer their services for the benefit of the YMCA. Additionally, it is important that volunteers know what the mission is to

avoid any actions or beliefs that contradict that mission. Discussion of expectations and the mission statement is a critical objective

during the onboarding process and training of any volunteer at the YMCA.

Training Module & Learning Format Activity Description Rationale

Timing (Based on Course Readings & External Sources)

Volunteer Breakfast Blended interaction Welcome team welcomes volunteers as Volunteering plays an important role in organizations
(30 minutes) they enter. (Houle et al., 2005), especially those centered around
Individuals have the youths. Additionally, volunteering can help improve
opportunity to Volunteers arrive, register and collect society by adding economic benefits (Houle, 2005).
engage in printed lanyards with their name. Furthermore, it is important to note that volunteering
conversation with provides an opportunity to learn, understand, exercise
other volunteers/ Continental breakfast is provided. A and implement skills and abilities (Houle et al, 2005).
staff members. selection of bread, pastries, fruits, jams/ Additionally, during the breakfast time slot, volunteers
spreads, tea, hot chocolate, milk & coffee; will have the opportunity to interact with fellow
with optional items including: oatmeal, volunteers and staff members, by offering them the
eggs (hot/ hard boiled), breakfast cereal. opportunity to form new bonds and relationships.

The breakfast area is in an open space In that same vein, volunteers are motivated by various
containing high tabletops, water dispensers reasons. Therefore, it is important to “match volunteer
and notepads with pens dispersed motivations to the benefits that volunteerism
throughout. This space is convenient for provides” (Houle et al, 2005, p.338). By providing
 YMCA – New After-School and Youth Sports Volunteer Onboarding Plan
mingling with other volunteers/ staff
members.
Welcome and Overview Group assemble The presenter welcomes everyone to the
(15 minutes) YMCA and thanks them for their interest
in volunteering. The presenter then
introduces him/ herself giving brief
background information, disclosing the
number of years they have been in service.
Presenter’s introduction includes:
1. Name
2. Years with the organization
3. What do they like about YMCA?
Invite volunteers to introduce themselves
to the group. They will share the following
information:
1. Name
2. What they hope to learn from this
experience
3. Name a fun activity they like to do
Pass out volunteer handbook to all
participants
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complimentary breakfast in the morning, volunteers
will be more inclined to remain and participate in the
onboarding process, because they will think that the
organization cares for their wellbeing.
Formally welcoming the volunteers to the YMCA
program will give a sense of caring and makes people
feel appreciated. Additionally, it will make people feel
as though they have made a good choice by rendering
their services and time to the organization.
Furthermore, nurturing the relationships formed can
create a lasting bond that will encourage the
participants to render their services again, and
encourage others as well to volunteer.
Secondly, the presenter will introduce themselves to
the audience to make his interaction more relatable to
the audience. Oftentimes, the presenter is seen as a
prestigious individual and individuals may be afraid to
have a conversation, however, by sharing about who
they are and what their goals are for the YMCA may
lighten the air and make them more relatable.
Thirdly, allowing the volunteers to introduce
themselves to each other will help to break down those
barriers of fear.
Reference materials such as volunteer handbooks and
an orientation packet are a critical part of the training
program in an organization such as the YMCA.
Providing this written resource during the volunteer’s
orientation or during the introduction period into the
 YMCA – New After-School and Youth Sports Volunteer Onboarding Plan
Staff Introductions Group assembles The presenter allows the rest of staff to
(20 minutes) introduce themselves to the group.
Introductions will include:
1. Name
2. Years with the organization
3. What do they like about
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program is important so that there are clear
expectations from the beginning. The written
resources will include definition of terms and a key to
codes or abbreviations used by the organization. The
reference materials will reinforce information given in
training and address possible questions that may arise
during volunteer service.
Volunteer managers/leaders should never assume that
a volunteer knows the ins and outs of the organization.
Even the most qualified volunteers need to know
specific expectations and policies within the program
in which they are volunteering.
Another helpful resource that will be provided is a list
of important names and phone numbers of both
employees and other volunteers (if applicable) that the
volunteer may need depending on what project or role
they are playing within the YMCA. For example, if a
volunteer is sick and cannot make it when expected,
he or she will have a phone number to call to let the
appropriate person know. Providing written resources
gives the volunteer tools to refer to during their time
with the organization. Additionally, it gives the
YMCA a source of reference to aid in assisting or
evaluating the volunteer.
By allowing the staff to introduce themselves to the
group will help to break down those barriers of fear
and encourage positive interaction and communication
between staff and volunteers.
 YMCA – New After-School and Youth Sports Volunteer Onboarding Plan 7

volunteering?

Icebreaker If it is a large group, Door-Opening Questions According to McKee & McKee (2012), “icebreakers
(30 minutes) divide volunteers can be used to help intentionally build community
into groups of 6-8. This team building activity will be helpful with your volunteer leaders” (p. 189). If this is the
These groups will in helping volunteers to learn about each volunteer’s first time, they will be new to the staff and
have a mix of other. to their fellow volunteer peers. Therefore, icebreakers
volunteers who work play a significant role in enhancing communication
with different sports and helping volunteers to feel comfortable; breaking
and activities. Sample Door-Opening Questions from down those barriers of fear. Icebreakers help with
McKee & McKee (2012, p.258) increasing the level of engagement when the outcomes
Small group of 12 or of the session are important. As a result, for this
less will discuss as a 1. In high school you would most icebreaker, we will engage in “door-opening
whole. likely find me ________. questions” that can help the volunteers to “break down
2. What’s the strangest food you have the masks that people often wear at meetings” (McKee
A staff member ever eaten? &McKee, 2012, p. 258).
(group leader) will 3. If you could have a T-shirt printed
be assigned to each with a message, what would it say?
group. 4. If you were stranded on the desert
island:
● What three items would
you take with you?
● What three people would
you take with you?
5. If you could have one superhero
power, what would it be?

Each group leader will help with the

facilitation of the game. Additionally, with
these questions being open-ended they
open the door for further group discussion
thereby building group cohesiveness
 YMCA – New After-School and Youth Sports Volunteer Onboarding Plan 8

(McKee & McKee, 2012).

Organization Background Group assembles To ensure the understanding of and Educating volunteers on the background of the
(20 minutes) compliance with program policies and organization will help them to understand the “Why”.
PowerPoint procedures, a presentation will be given on It is also helpful in understanding the long-term goals
presentation with the the background of the YMCA. of the organization as well as the methods the
sub-titles and company will employ to achieve those goals.
supporting Background of the Organization
information 1. History It is also important to understand and to know the
2. Mission mission statement of an organization because it acts as
3. Culture and language of the a navigational tool for the future of your company.
organization Similarly, it acts as a road map that guides the
4. Programs and clients served organization when they may be faced with a tough
5. Major events and activities decision. Furthermore, a mission statement helps to
Organization Structure establish consistency; this is particularly important
1. Organization chart when the company is growing and when hiring
2. Key staff employees.
3. Position descriptions
4. Types of tasks/ ways in which
volunteers can serve
Facilities
1. Location of supplies, restroom and
equipment
2. Storage of personal belongings
3. Parking
Procedures
1. Service requirements
2. Check-in requirements
3. Arrangements for breaks, meals
and refreshments
4. Recordkeeping
5. Training opportunities
 YMCA – New After-School and Youth Sports Volunteer Onboarding Plan
6. Continuation/ termination policies
7. Evaluation procedures
Importance of Volunteers Group meeting Hand out volunteer handbooks and
(30 minutes) orientation packets.
These documents will serve as an
informational piece for the volunteers that
will inform them of their role in the
organization. The handbook and packet
will include photos of previous years and
inspirational quotes
Volunteer Handbook will include:
1. A heartfelt Thank You letter- a
letter of thank you from the
executive management or
community leader
2. Information about the YMCA-
we will not assume the volunteers
know a lot about the YMCA.
Therefore, we will include
information of the mission
statement, history programs and
services
3. Philosophy of the volunteer
program- this will inform the
volunteers of their importance to
the organization.
4. Ethics guidelines- sexual
harassment, accepting gifts or
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Volunteering on any scale, whether it is with an after-
school program or a larger national organization such
as the YMCA, is an important aspect of the company.
A volunteer’s role is particularly important if the
youth program receives little funding. Therefore, their
role is as important as a paid staff member, if their
daily operation is dependent on volunteers to be fully
functional. By involving volunteers in an organization,
they are including a diverse range of individuals with
different skills, experience and knowledge.
As a result of their vital role in the organization, it is
imperative that they are aware of how important their
skills, expertise and time is to the organization.
Therefore, just as how the organization outlines the
volunteer’s responsibilities and expectations; they
have the responsibility to inform their volunteers
about the requirements that they should uphold.
McKee & McKee (2012) wrote 13 Motivational tools
that are crucial to gaining volunteer retention. One
common denominator among the thread was for the
need for personal recognition and respect.
YMCA – New After-School and Youth Sports Volunteer Onboarding Plan 10

compensation, alcohol and drugs,

maintaining professional
boundaries
5. Workplace conditions- workplace
safety, reporting accidents and
injuries,
6. Required paperwork and
reporting- use of approved
materials, confidentiality, client
records
7. Training- responsibilities of the
organization, expectations of
volunteers, training modules
8. Perks- volunteer recognition,
volunteer awards and celebrations
9. Attachments- contact list for key
staff
Additionally, volunteers should know how
vital their role is to the organization and
the benefit they could gain from this
experience.
Volunteer experience gains includes:
1. Explore a career
2. Learn a new skill
3. Make new friends
4. Give back to the community
5. Help someone
6. Be an advocate
7. Act on a passion
8. Donate time
 YMCA – New After-School and Youth Sports Volunteer Onboarding Plan
Volunteer Expectations Group presentation The presenter will explain the volunteer
(30 minutes) expectations to the group. This is
important because it will explain their
responsibilities and expectations of their
role and what the organization should
offer.
As a volunteer, you have the responsibility
to:
1. Come as scheduled and on time
2. Be respectful
3. Provide a welcoming environment
4. Carry out tasks efficiently and
honestly
5. Motivate others to get involved
6. Commit time for work
7. Keep internal information
confidential
As a volunteer, you are expected to:
1. Learn about the YMCA and
volunteer policies
2. Know the organization’s policy or
protocol for handling issues/
concerns
3. Ask for review and evaluations
4. Ask for guidance and support in
volunteer role
Volunteer’s time commitment:
1. Volunteers should expect to
commit a maximum of 3 hours,
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As a volunteer, it is important to understand the
importance of their role, and their role coupled with
expectation and responsibilities. As a result, it is
imperative that the volunteers do not fall into the B.I.C
(butt in the chair) trap, where volunteers come to have
a good time and are not effective in doing their tasks.
Instead, organizations should clearly explain the
volunteer’s responsibilities and expectations that are
required. By doing this, they can assess whether they
are a good fit for the organization (McKee & McKee,
2012).
Furthermore, McKee & McKee (2012) recommends
that the responsibilities and expectations of a short-
term project should be in a clear and simple format.
This could be effective in volunteer retention and
possible exponential growth.
The third sin in volunteer recruitment as described in
The New Breed denounces recruiting volunteers and
asking them to make a commitment to a long-term
project. Instead, “the new volunteer is much more
interested in helping with short-term projects than
long-term commitments (McKee & McKee, 2012, p.
48). Therefore, asking volunteers to dedicate a
minimum number of hours per week to volunteering is
a good starting place to “getting their feet wet”; testing
out the water to see if it is something they could
commit to. Overtime, it is the hope that the volunteers
will develop an affinity, and gradually increase their
commitment level.
 YMCA – New After-School and Youth Sports Volunteer Onboarding Plan 12

two days per week.

Review of Populations Group presentation Volunteers need to fully understand the McKee & McKee (2012) suggest that the volunteers
Served population of kids with whom they will be of today are looking to be empowered by their
(20 minutes) working. volunteer experience, to want to make a difference
with the populations they work with. By defining the
Understanding populations include group of kids that these volunteers will be working
knowing the following about the children with, staff ensures that the volunteers are aware of and
participating in the YMCA programs: feel excited about the volunteer opportunities ahead.
- Age
- Demographic information if
available
- Expectations of the program
- Family life

Break Break time/prep for The staff will use this break time to Breaks are needed as they help to increase
(45 minutes) next segment prepare for the following training sessions. participation and engagement. The truth is, our minds
may wander away sometimes, and even though
Buffet style setup: volunteers sign up to be at this location at this
Sandwiches, snacks, particular time, the truth is they have other aspects of
water and drinks their lives to attend to. Therefore, allowing breaks will
provided prevent volunteers from abruptly walking out of a
session to attend to their physical or emotional needs
or just to have a change in scenery.

Although the volunteers may be interested in the

content, they are using time, energy and effort to
remain attentive 100% of the time. Including breaks
between sessions will send the volunteers a message
 YMCA – New After-School and Youth Sports Volunteer Onboarding Plan 13

that the organization and staff cares about retention

rates and engagement and their overall wellbeing.
Lastly, including a break can refresh both body and
mind for volunteers and the staff as well.

Specific Volunteer Breakout groups by

Training (sessions to sport or after-school
occur simultaneously): care responsibilities

Training for Sports At this time, volunteers will divide into McKee & McKee (2012) describe another aspect of
Volunteers groups depending on which sport they will today’s volunteers as not tolerating working with
(60 Minutes) be coaching or if they will be volunteering incompetent volunteers. With this in mind, it is crucial
with general after school care. This will that all volunteers receive training in their specific
allow volunteers to gain specific training areas of work. This training could include technical
for their roles. training for different sports or how to work best with
specific age groups.
The current youth sports available through
the YMCA of Greenville are (YMCA of
Greenville, 2020):
- Flag football
- Basketball
- Cross Country
- Soccer
- T-Ball
- Volleyball
- Homeschool PE

Training for After School The After School Care program allows
Care kids to spend time in a safe and caring
(60 minutes) environment while parents are still at
work. Volunteers must be familiar with the
following aspects of the program (“YMCA
Since not all volunteers will be working with youth
sports, it is equally as important that volunteers
working in the After School programs receive training
on what is expected of them in their duties.
 YMCA – New After-School and Youth Sports Volunteer Onboarding Plan 14

After School”, 2020): This training could include staff or experienced

- Enrichment programs by age volunteers going through expectations, daily timing
- Homework assistance and activities, and common challenges that are likely
- Making healthy snacks to arise during the volunteers’ work hours.
- Leading active games
- Welcoming kids from free pick up
service

Break Break time/prep for The staff will use this break time to Breaks are needed as they help to increase
(20 minutes) next segment prepare for the following training sessions. participation and engagement. The truth is, our minds
may wander away sometimes, and even though
Buffet style setup: volunteers sign up to be at this location at this
Sandwiches, snacks, particular time, the truth is they have other aspects of
water and drinks their lives to attend to. Therefore, allowing breaks will
provided prevent volunteers from abruptly walking out of a
session to attend to their physical or emotional needs
or just to have a change in scenery.

Although the volunteers may be interested in the

content, they are using time, energy and effort to
remain attentive 100% of the time. Including breaks
between sessions will send the volunteers a message
that the organization and staff cares about retention
rates and engagement and their overall wellbeing.
Lastly, including a break can refresh both body and
mind for volunteers and the staff as well.

Tips for Success Small group After a break, staff members will lead McKee & McKee (2012) describe a key way to
(30 minutes) discussion of 6-8 small group discussions with volunteers motivate and drive volunteers is by understanding
volunteers about what traits or behaviors lead to a where passion meets focus. Additionally, many
successful volunteer experience. volunteers these days are apathetic about volunteer
training and development. It is key for the YMCA
 YMCA – New After-School and Youth Sports Volunteer Onboarding Plan
Staff should be equipped with a list of
these characteristics during the discussion
which will include:
- Being on time
- Staying communicative
- Putting the kids first
- Abiding by the YMCA mission and
values
- Ask for help when necessary
Staff Panel Q & A Group presentation This session allows for volunteers to ask
(45 minutes) with panel questions of staff members. There will be
four staff members on the Q & A panel
and these four employees should be a
representative sample of different
departments across the YMCA. Possible
staff to participate may include:
- Center director
- Volunteer director
- Facilities director
- Activities director
- After-school program director
- YMCA volunteers with previous
experience in youth sports or after
school care
Closing Remarks Group presentation As the final group session, the staff will
(20 minutes) and discussion thank the volunteers for attending the
orientation. At this time, volunteers will be
instructed about next steps and timelines
for the start of their volunteer work with
the YMCA.
15
staff to keep this in mind throughout the training and
also understand the passion that drives the volunteers
to be there. By doing these things, along with some of
the more tangible characteristics listed in the previous
column, the volunteer should be set up well for
success in their new roles.
Building strong relationships between staff and
volunteers within an organization is paramount for
reaching success (Ellis, 2004). This question and
answer session is designed to allow volunteers to get
to know the staff members better and also allow them
to understand the staff' motivations for working at the
YMCA.
As previously mentioned, saying thank you to
volunteers is incredibly important! During this time,
this gratitude needs to be reiterated as the group
sessions come to an end. In addition to thanking the
volunteers themselves, staff should tell volunteers to
pass that gratitude along to their families, as
 YMCA – New After-School and Youth Sports Volunteer Onboarding Plan 16

volunteers could not give their time without the

support of their loved ones (McKee & McKee, 2012).

It is also during this time that staff members should

make volunteers aware of the expectation of future
touchpoints and volunteer training opportunities.

Tour of Facility Small groups of Volunteers will be divided up into small A tour of the facility can really help solidify the 4
(30 minutes) volunteers with a groups one last time to get a tour of the “Cs” of onboarding: compliance, clarification, culture
staff member YMCA facility. This tour should include and connection (Garst, 2020). Volunteers can better
showing volunteers the areas they will understand necessary policies and procedures and how
need to access during their time at the they are put into place (compliance), get clarity on
YMCA. where things are, see the organization and facility in
action to see its culture, and connect with YMCA
These areas may include, but are not members, other staff and each other.
limited to:
- Check-in/front desk area,
- Gym and activity areas
- Equipment storage rooms
- AED placement
- Familiarity with finding first aid
kits
- Offices of pertinent staff members

Happy Hour All volunteers and This is an opportunity for volunteers and McKee & McKee (2012) suggests gifting volunteers
(1 hour) staff staff to mingle in a casual environment. with tangible incentives. These tangibles will help
The YMCA will provide non-alcoholic with the retention and motivation of volunteers to
Table set up with drinks and light appetizers for everyone. consider this organization in the future when they
YMCA logo apparel want to volunteer again. Furthermore, McKee &
Happy Hour Menu includes: McKee (2012) suggests that the logo apparel be used
Each volunteer will Food Items when they officially start to volunteer, so as to give
be presented with an ● Chicken wings (BBQ, buffalo) them a professional look. Additionally, the apparels
apparel’s packet. ● Artichoke and spinach dip could be worn in public to advertise the organization’s
YMCA – New After-School and Youth Sports Volunteer Onboarding Plan 17

● Tortilla chips mission and goals (McKee & McKee, 2012).

● Vegetable and fruit trays (apple
slices, grapes, vegetable chips etc)
● Mini quiche
● Pizza bagels (cheese, pepperoni,
vegetable)
● Sliders
Deserts
● Mini cupcakes (Vanilla and
chocolate)
● Cookies (chocolate chip, sugar
cookies)
● Brownies
Non-alcoholic drinks
● Apple juice
● Orange juice
● Lemonade
● Water
● Mimosa
● Arnold Palmer
● Shirley Temple

The volunteers will be provided with

tangible incentives (logo apparel) to show
the volunteer’s the organization's
appreciation.

Logo apparels could include:

● YMCA T-shirts
● YMCA sweatshirts
● YMCA cups/ caps
 YMCA – New After-School and Youth Sports Volunteer Onboarding Plan 18

The logo apparel should be different from

the items sold to the general public
(McKee & Mckee, 2012).

Post-Training Activities:

Distributing Handbooks to Electronically via
Volunteers not Present at email
Training
Volunteers that were not present at the
training will receive a PDF version of the
training and access to relevant staff
members so that they may ask any
questions they may have. While attending
the training is the best way to receive all of
the information, it is always possible that
volunteers will have family or work
matters that come up, preventing them
from attending.

Online Survey to Evaluate Electronically via Staff will send out a survey to all volunteer Sending a post-training survey to volunteers falls
the Effectiveness of the SurveyMonkey and training participants. This survey will be under many best practices of employee and volunteer
Training and Assess email based around the different sections of the onboarding. For example, using technology and
Continued Areas of training day so the YMCA can better monitoring the program are essential for the program’s
Interest Among understand which sections were most and ongoing success (Garst, 2020). By getting feedback on
Volunteers least useful to the participants. the training, staff members will be able to better adjust
and improve things for future volunteers.
This survey will be a mixture of closed-
ended questions where participants rank
their experiences and also open-ended
questions where there is room for more
qualitative feedback.

Staying in Contact with Via email Staff members will compile opportunities A final part of a training program for volunteers
Volunteers to Offer for continuing education and training once includes continuing education such as attending
 YMCA – New After-School and Youth Sports Volunteer Onboarding Plan 19

Ongoing Training a month. seminars and sessions related to the YMCA’s mission.
Opportunities It is important to remember that volunteers can also
Each month, these opportunities will be benefit from additional training as they continue their
sent out to all volunteers via email. role at the organization. “Successful training is not a
one-time event but an iterative process that considers
the elements leading up to training as well as
important factors after training” (Salas, Tannenbaum,
Kraiger, & Smith-Jentsch, 2012, p. 78).
By providing ongoing training, volunteers see how
valuable they are to the organization. Training offers
the chance to grow and change within the
organization; volunteers don't need to look elsewhere
to find new experiences or encounters. Training helps
new volunteers get to know the people, the program,
and the job quickly and efficiently. It helps develop
passion. Training should be done in context.
Volunteers do not want to come in and immediately
spend a majority of their time in formal training
classes per say. “Putting training and development
into context is a good way to get over resistance of
volunteers. A context means giving all volunteers the
same grid to work from” (McKee & McKee, 2012, p.
190).

Offering Advanced Group sessions for In addition to providing a compilation of By providing its own training and opportunities for
Training Seminars for interested other training opportunities for volunteers, continuing education, the YMCA will have a better
Volunteers participants YMCA staff can use feedback from the opportunity to promote organizational socialization
surveys to create and implement additional with its volunteers. This is the process by which
training sessions for volunteers. employees and volunteers are integrated into an
organization and its culture (Garst, 2020).
 YMCA – New After-School and Youth Sports Volunteer Onboarding Plan 20

Additionally, the more volunteers are steeped in the

YMCA’s mission, vision and values, the more they
will become empowered and motivated to volunteer
with the organization.

Annual Volunteer Group party Volunteers should be informed about the A final key piece of providing a good experience for
Appreciation Event annual volunteer appreciation event during volunteers is to make them aware of fun and unique
onboarding. experiences for them as early as the onboarding
process. By informing volunteers about gatherings,
such as an annual volunteer appreciation event as
early as possible, volunteers will be likely to stay even
more motivated in their volunteer work. Fun can be a
powerful motivator as well as other incentives like
awards or recognition, which should all be
incorporated into this annual event (McKee & McKee,
2012).

Conclusion

This onboarding plan for the YMCA utilizes the best practices for employee and volunteer onboarding. Those practices consist

of implementing the basics before the first day at work, making the initial onboarding special, utilizing a formal orientation program,

including a written onboarding plan, using a participatory approach, implementing consistently, monitoring volunteers and training

over time, and encouraging success beyond the training (Garst, 2020). Hopefully by having the staff show how much they care about

the organization and the volunteers, the volunteers will then show the youth how much they care. Every volunteer will be required to

partake in this training process before being allowed to volunteer with any YMCA program. If we can prepare all volunteers to the

best of our ability, then they will be prepared to help youth involved in any program have the best experience. Through honesty,
YMCA – New After-School and Youth Sports Volunteer Onboarding Plan 21

respect, care, and responsibility, “Together we work to ensure everyone—regardless of gender, income, faith, sexual orientation or

cultural background—has the opportunity to live life to its fullest” (YMCA of Greenville, 2020).
YMCA – New After-School and Youth Sports Volunteer Onboarding Plan 22

References

Ellis, S.J. (2004). The volunteer recruitment (and membership development) book. 3rd Edition. Philadelphia, PA: Energize, Inc.

Garst, B. A. (2020) Management of staff and volunteers: week #4 [Powerpoint slides]. Retrieved from

https://clemson.instructure.com/courses

Houle, B.J., Sagarin, B.J., & Kaplan, M.F. (2005). A Functional approach to volunteerism: do volunteer motives predict task

preference? Basic & Applied Social Psychology, 27(4), 337-344.

McKee, J. R., McKee, T. W., & Group Youth Ministry Resources. (2012). The new breed: Understanding and equipping the 21st

century volunteer. 2nd Edition. USA: Group. ISBN 978-0764486197

Salas, E., Tannenbaum, S. I., Kraiger, K., & Smith-Jentsch, K. A. (2012). The science of training and development in organizations:

What matters in practice. Psychological Science in the Public Interest, 13(2), 74-101.

https://doi.org/10.1177/1529100612436661

YMCA of Greenville. (2020). About Us. Retrieved from https://www.ymcagreenville.org/about-us

YMCA of Greenville. (2020). After school. YMCA of Greenville. https://www.ymcagreenville.org/node/224/after-school

YMCA of Greenville. (2020). YMCA of Greenville. Retrieved from https://www.ymcagreenville.org