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2017UNITED WAY DAY OF CARING
Can I Be a Project Provider?
United Way of Southern Kentucky current Partner Agencies and non-Partner Agencies are welcome to participate in United Way’s Day of Caring.
Projects must be located in Allen, Barren, Butler, Hart, Logan, Simpson, or Warren Counties.
All projects must be sponsored by a nonprofit or not-for-profit organization. Schools, government organizations and parks are also welcome to sponsor projects.
NEW: All projects must impact one or more of the following issue areas: Education, Income, Health, and/ or Safety Net.
Requirements for participating Day of Caring Project Providers:
- The organization must be a nonprofit or not-for-profit organization.
- Agencies/organizations must submit the Project Proposal Form and Participation Agreement and meet all criteria listed in the Guidelines.
- Agencies/organizations must meet/visit with Company Volunteer Coordinators/Leaders prior to the event.
Give.Advocate. Volunteer. LIVE UNITED
UNITED WAY DAY OF CARING 2017
An Opportunity for Your Organization to …
• Showcase your Programs & Services
• Complete Projects
• Connect to the Community
• Raise Awareness
• Have fun!
Day of Caring is organized by United Way of Southern Kentucky.
This is a great hands-on opportunity for companies to make a meaningful
contribution to the local community by donating time and talent for a day.
Based on research, volunteers feel a higher level of satisfaction when
they participate in hands-on projects alongside organization staff & clients.
Remember this is your opportunity to connect active community members to your
organization by showing them the services you provide really do matter.
BE PART OF SOMETHING BIG!
SUBMIT A DAY OF CARING PROJECT FOR YOUR ORGANIZATION!
Give.Advocate. Volunteer. LIVE UNITED
UNITED WAY DAY OF CARING 2017
PROJECT PROVIDER INSTRUCTIONS
Day of Caring projects are designed to take place on July 26th; there are some exceptions, however, where a project coordinated as part of the Day of Caring does not take place on this date. All exceptions MUST be approved through United Way.
The project may be completed in a three or six hour time period (including breaks and lunch). Shifts available are 10:00 a.m. to 1:00 p.m., 1:00 p.m. to 4:00 p.m. or 10:00 a.m. to 4:00 p.m. Exceptions must be approved by representatives from United Way of Southern Kentucky.
The project must impact one or more of the following issue areas: Education, Income, Health, and/or Safety Net.
Complete and submit a detailed project proposal form by Friday, May 26th
The project provider will designate a Project Leader for each project submitted.
Each Project Leader will:
Be the staff member responsible for directly supervising volunteers.
Work closely with representatives from United Way of Southern Kentucky and the Volunteer Team Captain to thoroughly plan for a successful project.
Arrange for a pre-event site visit by Volunteer Team Captain or UWSK.
Return completed sign-in sheets, volunteer evaluations and agency evaluations to United Way after the Day of Caring.
Provide adequate staff or volunteers to assist with the coordination, instruction and supervision of the Volunteer Team Members assigned to your project.
As part of the project acceptance criteria, it is the responsibility of the project provider to secure materials needed (paint, plants, mulch, building materials, etc.) by either purchasing them or seeking in-kind donations. United Way will be contacting event sponsors to obtain project materials on a limited basis. We do not want projects to go by the wayside for lack of supplies or equipment – as long as the expectations are reasonable. Please accurately note on Project Proposal requests for sponsorships for materials. We will make every effort possible to help with materials as needed for much needed projects.
Weather-sensitive projects must have a back-up project defined in advance. If space is an issue, consider projects that may be completed off-site for project provider.
Volunteer team members may not staff or conduct fundraisers during Day of Caring projects.
Provide refreshments and snacks for your volunteer team during Day of Caring as needed. (Volunteer Teams will be responsible for their own lunches unless project provider wishes to provide this and indicates this on the project proposal form.)
Give.Advocate. Volunteer. LIVE UNITED
United Way Day of Caring 2017
Wednesday, July 26th
PROJECT PROVIDER PARTICIPATION AGREEMENT
COMPLETE & RETURN BY MAY 26th
PROJECT PROVIDER GROUP NAME ______
MAILING ADDRESS ______
______ZIP ______
COUNTY IN WHICH PROJECT(S) WILL TAKE PLACE: ______
PRIMARY CONTACT ______
PHONE ______FAX # ______
E-MAIL ______
YES! WE WILL PARTICIPATE IN THE 2017 DAY OF CARING!
We have enclosed ______(#) Volunteer Project Proposal(s).
We will need a total of ______(#) volunteers for all requested project(s).
YES! WE HAVE READ & AGREE TO DAY OF CARING 2017 PROJECT PLANNING GUIDELINES
Name ______Date ______
Please return to United Way of Southern Kentucky:
Mail – 1110 College Street, Bowling GreenKY42104
Fax – (270) 843-3236
Email –
Give.Advocate. Volunteer. LIVE UNITED
United Way Day of Caring 2017
Wednesday, July 26th
VOLUNTEER PROJECT PROPOSAL FORM
Please return by May 26th to:
United Way of Southern Kentucky
1110 College Street, Bowling GreenKY42101
Phone (270) 843-3205 Fax (270) 843-3236
PLEASE COMPLETE ONE FORM FOR EACH PROJECT. TYPE OR PRINT.
KEEP A COPY FOR YOUR RECORDS.
PROJECT PROVIDER GROUP NAME: ______
PROJECT TITLE: ______
PROJECT ISSUE AREA (choose main area of focus): EDUCATION INCOME HEALTH SAFETY NET
NAME OF PERSON SUPERVISING VOLUNTEER WORK: ______
DAY OF EVENT PHONE: ______EMAIL:______
PROJECT SITE ADDRESS: (note: contact United Way if you need assistance finding a project location) ______
# OF VOLUNTEERS NEEDED TO COMPLETE THIS PROJECT: ______
TYPE OF PROJECT: (check all that apply)
INDOOR PROJECT OUTDOOR PROJECT (complete "PLAN B")
Project to be completed on the Day of Caring, July 26th
Project to be completed on a different date: ______(must be pre-approved by United Way)
CONTINUED
VOLUNTEER PROJECT PROPOSAL FORM PG 2
DESCRIBE THE PROJECT:
BE SPECIFIC – THIS INFORMATION WILL BE PRESENTED TO THE VOLUNTEERS
(Attach additional pages if necessary)
DESCRIBE THE IMPACT ON THIS PROJECT ON EDUCATION, INCOME, HEALTH, AND/OR SAFETY NET ISSUES:
LIST SPECIFIC SKILLS NEEDED TO COMPLETE THIS PROJECT:
LIST SPECIFIC SUPPLIES THAT WILL BE PROVIDED AND SUPPLIES THAT ARE REQUESTED TO COMPLETE THIS PROJECT (include approximate cost of supplies requested as available):
LIST REQUIRED PREP WORK THAT WILL BE COMPLETED BY PROJECT PROVIDER PRIOR TO THE EVENT:
PLAN B (in case of inclement weather) - DESCRIBE JOB, SKILLS & BENEFITS:
List your plan for additional work if your original project is completed ahead of schedule:
Will lunch be provided by your agency?
Yes No If yes, please describe:
______
Minimum Number of Volunteers Needed ______Maximum Needed ______
Minimum Age of Volunteers ______
Parent required with youth? ______
How should volunteers dress?
In order for this project to be completed on
July 26TH, volunteers must sign up by this date:
______
Project will last
3 hours 6 hours
Other If other, please describe:
______
Project is available Please check all times your project may be available
10:00 a.m. – 1:00 p.m.
1:00 p.m. – 4:00 p.m.
10:00 a.m. – 4:00 p.m.
Other: ______
Comments/Concerns
END
Give.Advocate. Volunteer. LIVE UNITED
UNITED WAY DAY OF CARING 2017
Wednesday, July 26TH
PROJECT PROVIDER GUIDELINES & INFORMATION
• Agencies must be a non-profit, not-for-profit, school or government agency.
• You may submit as many volunteer projects as you want or need. There is no limit!
• Please fill out one project proposal per project. The more projects the better!
• Submit creative, hands-on projects showcasing your organization and the services you provide. Remember, this is your opportunity to connect active community members to your programs by showing them that the services you provide really do matter.
• Projects can be either half day (3 hours) and/or full day (up to 6 hours).
• Projects must impact one or more of the following: Education, Income, Health, and/ or Safety Net. Feel free to contact United Way of Southern Kentucky to discuss any project ideas.
• Organizations are exclusively responsible for their projects, the materials, the equipment and any permits necessary to complete their projects. Volunteers may agree to bring personal household items, such as rakes and garden gloves, but this is entirely at their discretion.
• Organizations must be able to provide restrooms for volunteers.
• If your event is weather dependent, have a "Plan B"- an alternative project / activity. There will be NO RAIN DATE!
• Projects will be assigned to volunteers by starting June 7th until the date indicated on your application as the last date for volunteers to sign up. The Team Leader will be asked to contact you. If you do not hear from the Team Coordinator, pleasecontact them. It is your responsibility to communicate the details of the project(s) with each Volunteer Team Leader. Make all project details as clear as possible.
• Your organization staff, volunteers and clients should also be briefed about what will occur during the day. Be certain everyone is aware and there are no surprises.
• Don't forget to have FUN!!
continued
Project Provider Guidelines & Information pg 2
Volunteer Management
Please consider a management plan. This overall plan should include considerations for:
-- Volunteer parking
Volunteer sign-in
Orientation to agency and project tasks
Plan/timing for breaks and refreshments/meals (depending on length of project)
Photography plan and guidelines
Plan to recognize and thank volunteers on site and post event
Timeline/schedule of the day to include volunteer sign-in, orientations, breaks and refreshments/meals
PLEASE REMEMBER – Project Providers are exclusively responsible for:
• contacting your assigned volunteers before the Day of Caring to go over project details
• securing all materials and equipment necessary to complete the project (request help as needed)
• access to restroom facilities
• full supervision of volunteers throughout the project
PLEASE NOTE:
Not all project proposals submitted will be chosen to be completed by volunteers. We will list all appropriate proposals for volunteers to sign up, but this does not guarantee that your project will be selected and completed. All agencies submitting project proposals will be notified via email no later than July 6th regarding the status of their project proposals. At this time, an agency may choose to no longer list their project as an available project for the 2017 Day of Caring.
Project Assessment Criteria: Questions to Consider
1. Can the project be substantially completed in the allotted working time (10:00 a.m.-4:00 p.m.) with non-professional workers, allowing time for set-up, break down, agency briefing and lunch?
2. Is the size and complexity of the project appropriate, considering the allotted time for volunteers?
3. What is the manpower requirement, taking into account space limitations?
4. Does the project require specific skill levels? For example, would you need an electrician or skilled carpenter? (It is unlikely that most corporate volunteers will have these skills).
5. What is the need vs. availability of tools and equipment, including those provided by the agency and by the volunteers? What tools can you provide, and what tools do you need the volunteers to provide? Is there an item you need to purchase?
6. Is the project too hazardous for the volunteers? Does the work require climbing a tall ladder? Is an outdoor work area close to a heavily trafficked street without protective barriers? Is there a potential fire hazard, e.g., use of propane torch? (Consider potential liability exposure)
7. Will the agency clients be present? Are young children or elderly persons likely to be around the work area while the work is in progress? Does the performance of work need to be coordinated with the clients’ schedules?
8. Does the agency have the ability to accomplish the necessary preparatory work in advance of Day of Caring, e.g., purchasing necessary materials, installing foundations for a new structure, obtaining municipal permits, etc.?
9. Are there smaller projects that volunteers can work on if they finish the main project early?
continued
Project Provider Guidelines & Information pg 3
In conjunction with United Way’s Day of Caring, United Way of Southern Kentucky promises to…
Serve as resource for organizations throughout the event process.
Recruit volunteers for all projects. The minimum number of volunteers needed for each project will be recruited first.
Facilitate media coverage for United Way’s Day of Caring.
Provide organizations update with number of volunteers assigned to each project by July 6th. Organizations who do not have the minimum number of volunteers at this time may decide whether or not to cancel their projects or continue with volunteer recruitment.
Assist with requests for project materials on a limited basis.
Organizations participating in United Way’s Day of Caring promise to…
Complete a detailed project proposal for each project to be completed on United Way’s Day of Caring. Fundraisers may not be held by volunteers during this event, however volunteers may assist with fundraising preparations.
Define a back-up project for all weather-sensitive projects.
Designate a staff member or volunteer to serve as project leader for each project to be completed on United Way’s Day of Caring. Project leader should be the person directly supervising volunteers during the event.
Host an informal pre-event site visit by a representative of the company completing the project.
Obtain materials needed to complete project. (Limited assistance is available.)
Provide adequate staff or volunteers to assist with the coordination, instruction and supervision of volunteers assigned to projects.
END
Give.Advocate. Volunteer. LIVE UNITED
UNITED WAY DAY OF CARING 2017
PROJECT PROVIDER TIP SHEET
Things to Remember:
- Contact your Volunteer Team Leader to go over all project details & directions. Give them a case study for your organization they can share with volunteers and sponsors.
- Assemble ALL materials and equipment necessary to complete your projects.
- Assign an Agency Representative to take care of your Volunteers all day.
- Provide restrooms for your Volunteers
- Give a tour/presentation to explain what your agency does for the community.
- Take lots of photos of your Volunteers.
- Send photographs to be included on United Way of Southern Kentucky’s website.
- Highlight your volunteers on your organization website or in an organization newsletter.
- Thank your Volunteers for all their hard work.
- Don't forget to have FUN!!
Give.Advocate. Volunteer. LIVE UNITED
United Way Day of Caring 2017
Project Ideas
EDUCATION
Reading Buddies * Back to School Bash * School Supplies Drives Distribution * Painting or landscaping at a school or daycare * Motivational speaker for Adult Literacy group * Mentor for a Day
INCOME
Personal Hygiene collection drives for low income senior citizens * Help with a Community Garden for low income families * Install smoke detectors at low income homes * Lead a Financial Stability class
HEALTH
‘Pamper Party’ for domestic violence shelter clients * Improve safety of a local park or walking trail * Restore a memorial garden for a domestic violence shelter * Personal Hygiene collection drives for domestic violence shelter or school family resource center * Painting or landscaping for a long-term care facility or end of life facility * Assist with a rape crisis center * Motivational speaking about substance abuse issues *
SAFETY NET
Host a ‘Meal Packing’ Event * Disaster safety kits * Food Drives * Food Pantry makeover
* Provide transportation for seniors * Weatherization projects *
Projects to Be Avoided:
The following are examples of projects that are usually not suitable for Day of Caring:
- Projects that need technical designs, unless designs can be provided by the agency or a volunteer leader. Design-as-you-go approach often wastes time and materials and results in less than satisfactory end products.
- Projects that require extremely difficult labor or use of complex equipment
- Projects that may be unsafe for the volunteers, e.g., working on tall ladders, working in close proximity to vehicular traffic, lifting heavy objects, etc. Remember, agencies could be held liable if reasonable safety precautions were not considered.
- Projects that require complex or time-consuming preparatory work such as obtaining multiple permits, digging holes without proper equipment, building or tearing down concrete foundations, scraping old paint, clearing a field, etc. (unless such preparatory work is the project).
- Projects that require purchase of a large item to complete
- Projects that cost more to make than it would to purchase.