The new year is also the start of another academic semester, so it's likely you will be welcoming a fresh batch of students into volunteer roles. If the students have come to you for a formal school purpose -- such as to get academic credit for a course, write a research paper, or fulfill a requirement for graduation -- there will undoubtedly be a faculty member with whom they, and therefore you, will interact during the course of service.
It's a good idea to schedule a meeting to clarify the expectations of the school or particular teacher. These days you might be receiving service-learning students from elementary school through graduate studies, with different issues related to each age group. Consider developing a mutual "roles and responsibilities" sheet with the faculty member, to delineate descriptions of who will do what.
Reach agreement on such points as:
- What are the school's goals for the student's service and how do these align with the needs of the agency?
- Is the primary concern the number of hours logged in or completion of a project or work plan?
- Does the school prefer certain types of volunteer assignments or staff supervisors with specific credentials?
- What's the optimal balance between service and learning? Between observing and doing?
- How will responsibility for training and supervision be divided equitably and effectively between you?
- Will a faculty member expect to come on site periodically to see the student? What is needed from the agency staff during such visits? What might you want from the teacher?
- Will the teacher be conducting any "reflection" discussions in the classroom to help students learn from their experiences? Do you have a role to play in this process?
- How will you work together to enforce both agency and school rules?
- How often and how will you be in touch with each other during the semester?
- Will the student be graded for the work done in the agency or receive some sort of formal credit for time logged?
- Who assigns the grade, using what criteria?
- Do you need to keep any records to help the assessment process? Write a report or recommendation of any sort?
- What attendance records must you keep?
- If a student is not providing the agreed-upon hours of service, who will keep track and follow up? In other words, will the school do the enforcing?
- For students under the age of 18:
- Who will obtain parental permission and generally liaison with parents?
- Who supplies or reimburses student transportation?
- Deal with administrative questions, such as:
- Who is responsible/liable for insurance coverage of the students?
- Will there be an end date to the project or continuous coverage by a new class of volunteers?
- If the student wants to continue as a volunteer with your organization past the official placement period, how will the transition take place?
Discussing such questions at the beginning will avoid confusing duplication of roles and will establish good working relationships. Be aware that teachers and group leaders may have unrealistic expectations of what your agency can offer student volunteers. Listen to their requests, but feel free to set limits on what will be possible. Your bottom line is service to your clients or consumers.
Ideally, the faculty liaison will remain your point of contact over time so that you do not have to renegotiate everything for each student who offers services.