Recruitment

Google drive file location: Administration - 18 Volunteer Management

Key files: Volunteer tracker

Application questionnaire 

Completed application questionnaire responses

Background

Navigation Games recruits volunteers from:

• International Orienteering Federation - https://volunteers.orienteering.sport/

  • Host family post: https://volunteers.orienteering.sport/host/show/34

  • When a volunteer expresses interest, an email is forwarded to the admin@navigationgames.org

• Navigation Games web page

  • Volunteer will be directed to fill in application questionnaire, an notification is forwarded to maija@navigationgames.org

• Word of mouth

Procedure

Application review

1. As soon as Navigation Games hears from an interested volunteer, log them in the "Potential" tab of the Volunteer tracker and add them into the "Next steps" tab. Throughout the process, make sure that the these two tabs are updated, so it is clear where they are in the process and what next steps are.

2. If an email notification arrives from a volunteer expressing interest, email them from the admin gmail account and invite them to complete the application questionnaire. The email template is "1 - Email - Ask for Application Questionnaire".  

3. Once the application questionnaire is completed, the responses are automatically downloaded into Completed application questionnaire responses. You can also go to the Google form and review the "Responses" tab for the individual.

4. Assess if the volunteer may be a good match for Navigation Games. 

   1. If the applicant is not a good applicant, send an email thanking them and stating that there are no volunteer opportunities that currently match their skill set. However, we will keep them in our volunteer database and reach out to them, if there is an appropriate opportunity. [Write email]

   2. If the applicant has potential, continue following the application process.

5. If the applicant is viewed as a good match, review their citizenship. 

   1. If the applicant is a US citizen or has a US visa, move onto the interview process.

   2. If they are not US citizens and they do not have a US visa, send them an email explaining the immigration situation - see email template "2 - Email - Non-US citizens". Full details are included in the file, outlining how to find information on the immigration requirements and next steps.

6.  Assess next steps for the application, once the visa application process has been clarified and discussed with the applicant. Decide if the volunteer remains a good match for Navigation Games. 

   1. If the applicant is not a good applicant, send an email thanking them and stating that now may not be the time to work together. However, we will keep them in our volunteer database and reach out to them, if there is an appropriate opportunity. [Write email]

   2. If the applicant has potential, continue following the application process.

Interview

7. Schedule an online interview with the candidate. 

8. Prepare for the interview by deciding which questions to ask them. [Set up doc with interview questions] 

9. Assess whether the candidate has the skill set / qualifications for the position and decide if they would be a good fit for Navigation Games.  [Set up doc with interview assessment]  

Pre-Volunteering Checks

Once an volunteer has been identified to be a good fit for Navigation Games, send them the Volunteer Onboarding Email.

The email provides information on:

• Training requirements

• Onboarding information, including NG policies

• Signing the volunteer contract

• Running a CORI check