Adult Recognitions HANDBOOK

Transcription

1 Girl Scouts of Maine Saying Thanks The Care & Keeping of Adult Volunteers Adult Recognitions HANDBOOK 1

2 The Girl Scout Law I will do my best to be Honest and fair Friendly and helpful, Considerate and caring, Courageous and strong Responsible for what I say and do, And to Respect myself and others Respect authority Use resources wisely Make the world a better place, and Be a sister to every Girl Scout 2 Girl Scout Promise On my honor, I will try To serve God* and my country, To help people at all times, And to live by the Girl Scout Law

3 Table of Contents Don t I know you?...4 Creating a Year-Round Culture of Appreciation 4 Informal and Formal Recognition for Volunteers 5 Motivating Volunteers...6 Let s Start at the Very Beginning...8 How Service Units can say Thank You to Volunteers 9 Recognition of Girl Scout Volunteers at the Troop Level 11 Official Awards: Formal Recognition How to Write a Great Nomination and Endorsement 16 The Service Unit Recognition Event Special Days in Girl Scouts

4 Don t I Know You? Recognition: It s huge! We humans need to be recognized, and it s nice to be recognized for good things. When people recognize us, it feels like they care we are here and they value our contributions. People volunteer for all sorts of reasons, but most volunteers want to do a good job and to make a positive difference. When volunteers know their time and energy are appreciated and that we all value them, they commit themselves to Girl Scouts. They want to know their service is helping the greater good, making the world a better place. That means our recognition is one of the most powerful ways we can retain the invaluable women and men who volunteer for Girl Scouts of Maine. Three Keys to successfully recognizing volunteers: Do it Well. Do it Often. Make it Meaningful. Rec-og-ni-tion [rek eg ni SHen]-noun Identification of a thing or person from previous encounters or knowledge She remembered my name Acknowledgement of someone s existence or validity They see me, hear me, and appreciate my participation. Creating a Year-Round Culture of Appreciation A culture of appreciation is one where anyone working toward the Girl Scout Mission feels respected and valued for her or his service and contribution. Remember the concept of Ubuntu? I am me because we are we We create that type of culture by identifying means of recognition, tools and resources we can use for recognition, and collaboration between staff and volunteers to recognize all of our good work. An ideal volunteer recognition system includes a mixture of informal and formal methods to acknowledge all accomplishments, regardless of role or length of service. These methods also meet a wide variety of personal preferences. When thinking of ways to thank volunteers, ask What can GSME or our Service Unit do to show appreciation in a meaningful way to this person? Keep in mind that successful recognition in any organization includes inclusiveness, accessibility, and consistency, and consider how your Service Unit s recognition efforts affect retention and volunteer re-engagement. Thanking a volunteer at the end of a project or the GS year also offers the opportunity to encourage participation in the same role or other opportunities coming up. However, please remember to show appreciation in appropriate ways throughout a person s participation and not only at the end. 4

5 Informal Recognition for Volunteers Informal recognition is the day-to-day appreciation the intangible benefits and heartfelt ways of saying Thank you. These sincere expressions of appreciation are based on specific contributions and are given in a timely manner. Informal recognition is powerful and effective because they make people feel valued by a personal touch. Consider: A Welcome or Thank you card Showing interest in the person s life beyond Girl Scouts What are you passionate about beyond Girl Scouts? A Shout-out at the Service Unit Meeting or on the Service Unit Facebook group Complimenting the person s work to the Service Team Sending a letter of appreciation to the person s work supervisor/company Look her or him in the eye and say, Thank you so much (name) for (be specific). Your service is invaluable. Formal Recognition for Volunteers Unlike informal recognition which is given as often as possible, formal recognition is the periodic presentation of tokens of honor and appreciation. Formal recognition is given to an individual or group of volunteers, and it generates a sense of connectedness among the group and to the larger organization. Some examples of meaningful, formal awards include: Achievement certificates Public recognition in front of peers and/or media Personalized gifts or awards Badges or Pins Nominations for local, council, and national awards. You re Awesome! When planning formal recognition, ask yourself these questions: 1. Is this real and relevant to the entire audience? 2. Is this how volunteers want money and time to be spent? 3. Will this build the team and create a sense of celebration? Remember the impact of the presentation as much as the recognition itself. Consider the comfort of the recipient: what will make this special. When possible, do present formal recognitions in front of the larger group because it gives all the opportunity to express their appreciation and to discover ways they might like to support the mission. As for any meeting, choose a location suitable to your group s size. Too small rooms get stuffy and create tension; too large rooms dissipate the energy around the moment. A larger room is more comfortable, and you can make it feel more intimate by arranging chairs so members face each other, like in a semi-circle. Make sure everyone can hear and see. 5

6 Motivating Volunteers What motivates you? What motivates each of us especially when we are volunteering? Answering this fundamental question helps us offer meaningful recognition. These eight motivation factors are worthy of consideration: GSUSA surveyed existing volunteers about what types of recognition and awards they appreciated the most. The most meaningful method was being recognized by individual and groups of Girl Scouts nearly 9 out of 10 volunteers found this method appealing. In fact, many volunteers expressed concern and disappointment if not thanked or appreciated by girls and their parents for their time and work. While this tells us how Girl Scout volunteers would like to be recognized for their service, few knew that it was possible to receive those types of recognition from councils. The bottom line: We need resources and practices that recognize all volunteers in ways the volunteers find meaningful. 6

7 Connection with the Mission and Girls These volunteers want to be part of Girl Scouts positive impact on girls. The most meaningful recognition for these volunteers comes from the girls themselves. Examples of informal rewards: Personal thank-you notes, posters, or blog posts commenting on specific contributions; photos of girls participating in Take Action projects. Examples of formal awards: Awards that reflect volunteers specific achievements; pins or certificates from the council or national level. Leadership Opportunities These volunteers are motivated by being in charge and giving advice. They like positions with status and prestige and enjoy influencing people and activities. Examples of informal rewards: Opportunities to provide your council with feedback and participate in task groups; pins and certificates with leadership themes. Examples of formal awards: Awards from high administrators and leaders. Making a Difference Motivated by making an impact on their communities, changing the world, and connecting to a great cause, these volunteers are attracted to programs with measurable goals, data, and outcomes. Examples of informal rewards: Photos of girls participating in Take Action projects; statistics on programs, accomplishments, and outcomes. Examples of formal awards: Awards or certificates that reflect volunteers specific impact. Skill Sharing and Development Motivated by accomplishing goals, these volunteers enjoy challenges, sharing their skills, and learning new ones. Because these volunteers often strive for excellence, providing feedback while they accomplish their goals helps them feel valued. Examples of informal rewards: Responsibility for a challenging and respected project; flexibility in how an assignment is completed; opportunities to set own goals. Examples of formal awards: Pins or certificates earned from council or national level for specific skills and accomplishments. Give-and-Take If something is in it for them, volunteers may feel strong motivation. For instance, if a mother wants her daughter to join and the only way is for her to volunteer, that may be a strong motivator to join Girl Scouts. Examples of informal rewards: Seeing her daughter discover, connect, and take action. Examples of formal awards: Pins or certificates earned from council or national level. Social Interaction These volunteers are motivated by social activities, like to meet people, engage in friendly interactions, and work in groups to help others. Examples of informal rewards: Opportunities for peer-to-peer networking and socializing; personalized coaching; personalized notes. Examples of formal awards: Banquets, picnics, and other social events. Friend Referral A trusted friend who is a Girl Scout volunteer makes a powerful recommendation and inspires her or him to join. Example of informal rewards: Assignment to work on a team or project with the referring friend Examples of formal awards: Awards or certificates at an event or dinner where friends can socialize and network. Required Service These volunteers have been referred by their employer or instructor, or they have community-service hours or credits to fulfill. Examples of informal rewards: Tracking of hours and note to employer about quality service. Examples of formal awards: Certificates or letters verifying hours served. 7

8 Let s Start at the Very Beginning Contact is the very first step in a good relationship. The first time we meet someone or the 900th time, we want to make contact. Doing so, we can establish and build better relationships with simple things like: Say hi or hello Make eye contact Remember names and address people by their names Pronounce a person s name correctly (if you re not sure, ask) Use Positive Presupposition. That is the act of assuming everyone is there for good reasons with good intentions. This time, it s good to assume. Start the conversation with small talk and friendly questions Find common ground Service Team members have a wonderful opportunity to recognize leaders in the community. You are there, right in the center of what is going on in your area! You know the volunteers better than anyone and know what they are doing. So think about the person you sit next to at the Leader s meeting or event and talk to her. Ask what her troop has been doing, how did she hear about it, did they have a great time. If you think she should be recognized, DO IT! There are awards that start at the Service Unit level. Don t sit back and hope someone else will nominate her, do it yourself! Let everyone know the great work going on in the Unit. The pyramid depicts our progression in recognition. Consider these levels as you build your culture of appreciation in your Service Unit. Notice my reactions and ask about them to understand, to empathize, & to help me. Help me feel understood & valued. Ask me what I think about something, and then listen. Ask follow up questions to understand. Help me feel accepted & involved. Ask me a couple of questions to help you remember me, then do remember me. Help me feel safe to participate. Welcome me with a smile and my name. Ask my name if you don t know it. Help me feel comfortable. 8 Connect me to opportunities to make a difference. Help me find value & reward for me through growth & advancement. 1. Touch Me 2. Feel Me 3. Listen to Me 4. Hear Me 5. See Me PROGRESSION IN RECOGNITION R E C O G N I T I O N

9 How Service Units can say Thank You to Volunteers Thank you from your Service Unit! Make sure everyone knows each other. Be particularly welcoming and helpful to new volunteers Make the Service Unit meeting FUN. Have a theme or a game to keep everyone coming each month. Make the meeting valuable so they want to come back. Do a short workshop, ceremony, or have a brain storming session for a Journey Start and end your meetings on time Thank volunteers for attending the meeting! They could have stayed home Engage volunteers ask for opinions; ask for help to start developing your future Service Team members! Involve volunteers in roles they are willing to do and have the talents, skill, interest, and time to do Give out the You make a world of difference pin on the spot to volunteers who step up to help unexpectedly or did something well. You can purchase them at the GSME Shop. Write a thank you note to active parents who have helped out. Create your own awards: serious or funny. Examples on next page Nominate people for the GSUSA National awards. WHO WILL YOU RECOGNIZE TODAY? For service above and beyond They exceed expectations Make significant contributions on a Service Unit or Council level If you know someone like this consider taking the time to say thank you in a fun or unique way. Here are some to get you started: A roll of Lifesavers. Thanks for being a lifesaver Extra Gum. Thanks for going the EXTRA mile Peppermint Patti. You re worth a mint Nestles Treasure Candy. You re a Treasure Can of Mountain Dew. Thanks for all you DEW Collect recipes and make a cookbook. Pack of flower seeds. Thanks for helping us grow Micro wave Popcorn. Thanks for keeping things popping At a Leader meeting do a team building activity 9

10 Creative Ways to Say Thank You or We Appreciate You 1. Use small star patches for your Service Unit s Shining Star Award 2. Make pins out of puzzle pieces and write: You fit us well (or You re an Essential Piece) 3. Give rulers and say: You measured up to the job 4. Give a magnifying glass that says: Thanks for your vision 5. Give a bone-shaped trophy: Funny Bone for the volunteer who keeps you from taking things to seriously 7. Give a mini-flashlight with: Your vision is our guiding light 8. Spray paint old keys with golden paint: Thank you for being a key member of our team 9. Give packets of vegetable or flower seeds with: Thanks for planting the seeds of our success 10. Give a coffee gift card with: Our cup runneth over with our thanks to you for your time and efforts. 6. Give a light bulb or a small light bulb pin with: What a great idea! 10

11 Recognition of Girl Scouts Volunteers at the Troop Level Everyone, girls, parents, and volunteers, can be saying thank you for all the work that is done on the troop level. Recognition is best done immediately or as soon as possible. Right after the training, thank a parent or leader who has become Troop Camp Trained so the troop can go camping. She or he will be preparing the girls to go camping and insuring that the girls and others enjoy the experience and want to go again! That s big! A Troop Cookie Manager works hard, too, and you can show her your support by telling her how much your daughter learned about customer service, marketing and setting goals. Here are some simple ways girls and parents can encourage volunteers and thank them for their service. Send a thank you note or card Make posters or giant cards showing how important and appreciated your leaders are. Plan a surprise party and invite parents and families Make a skit about a trip you took and present it to the leaders Create a scrap book from your activities and give to the Leaders Make a special craft or gift for them Write a poem or story or create pictures to honor them Bake a cake or cookies and serve them Plant a flower or tree in their honor Just say Thank You! Let your leader know how she has help you Give a photo of the troop from a trip or event Create a You are Special Award Do a good turn for your leaders Always be prepared at meeting and events Always keep the Girl Scout Law and follow the Promise Parents, be cheerleaders for your daughters troop! Show your support by: Being on time to and from the meeting Offer to help plan a field trip, start up activity, opening, offer your skills Show interest in what is going on in the troop. Take training to help out with camping or leading a Journey Think about friends you have that may offer to plan an activity for the girls 11

12 12 Official Awards: Formal Recognition Thank you for being so patient. I know you were looking for these official awards from the beginning. Do you see how important vital, even the pages leading up to this are for your Service Unit and really for these official awards, though? The official awards are given to people who go above and beyond, who provide excellence in this big sisterhood of Girl Scouts. Who would offer that quality of service if their earlier levels of recognition and appreciation weren t met? Who would offer excellence if they didn t feel valued and appreciated? As we work together to create this culture of appreciation, we become better at creating excellence and at recognizing it. Let s look at how we can formally recognize excellence and service in Girl Scouts. Numeral Guard Pin Every Girl Scout is eligible for Numeral Guard Pins, awarded in 5-year increments for total years as a Girl Scout. Numeral Guards are awarded upon self-nomination by contacting an Adult Recognition Committee member. Service Teams are encouraged to help volunteers determine number of member years and submit nominations accordingly. Years of Service Pin Every Adult Volunteer is eligible for Years of Service Pins, awarded in 5-year increments for years of volunteer service as an adult. Years of Service Pins are awarded upon self-nomination by contacting an Adult Recognition Committee member. Service Teams are encouraged to help volunteers determine number of service years and submit nominations accordingly. (Thanks!) Volunteer of Excellence Description The Volunteer of Excellence award recognizes those volunteers who have gone above and beyond, who have contributed outstanding service while partnering directly with girls in any pathway to implement the Girl Scout Leadership Experience through use of the national program portfolio or who have contributed outstanding service. The Volunteer of Excellence award nomination can be submitted and the award may be presented at any time of year. Criteria The candidate is an active, registered adult Girl Scout. The candidate has successfully completed a term of service and all requirements for the position. The candidate has performed beyond expectations for the position to deliver the Girl Scout Leadership Experience The candidate actively recognizes, understands, and practices the values of inclusive behavior. Nomination Complete and submit a nomination form with two letters of endorsement to indicate how the nominee meets the criteria. The Service Team or Volunteer Support Staff must approve the nomination. The Adult Recognition Committee will review the nomination and then approve or deny the award.

13 Appreciation Pin Description The Appreciation Pin is awarded to a volunteer or staff member providing exemplary service in support of delivering the GSLE, whose service has measurable impact on one geographic area, and helps GSME reach or surpass its mission delivery goals for that area. The Appreciation Pin nomination is submitted by the first Thursday of February. The award is presented either at the GSME Annual Meeting in April or at the volunteer s local Service Unit Volunteer Celebration. Criteria The candidate is an active, registered adult Girl Scout. The service performed by the candidate is above and beyond the expectations for the position held, and made an impact on one or more geographic area within GSME s jurisdiction. Nomination Complete and submit a nomination form and two letters of endorsement with application to GSME Adult Learning, to be shared with the GSME recognitions committee for confidential review. Approved by the GSME Board of Directors. Honor Pin Description The Honor Pin is awarded to a volunteer or staff member providing exemplary service in support of delivering the GSLE, whose service has measurable impact on two or more geographic areas, and helps GSME reach or surpass its mission delivery goals in those areas. The Honor Pin nomination is submitted by the first Thursday of February. The award is presented either at the GSME Annual Meeting in April or at the volunteer s local Service Unit Volunteer Celebration. Criteria The candidate is an active, registered adult Girl Scout. The service performed by the candidate is above and beyond the expectations for the position held, and made an impact on two or more geographic area within GSME s jurisdiction. Nomination Complete and submit a nomination form and three letters of endorsement with application to GSME Adult Learning, to be shared with the GSME recognitions committee for confidential review. Approved by the GSME Board of Directors. 13

14 Thanks Badge Description The Thanks Badge is awarded to a volunteer or staff member whose service has had an exceptional, measurable impact on meeting the mission delivery goals of the entire council or the entire Girl Scout Movement. The Thanks Badge nomination is submitted by the first Thursday of February. The award is presented either at the GSME Annual Meeting in April or at the volunteer s local Service Unit Volunteer Celebration. Criteria The candidate is an active, registered adult Girl Scout. The outstanding service performed by the candidate resulted in outcomes that benefitted the total council or the entire Girl Scout organization, and is so significantly above and beyond the call of duty that no other award would be appropriate. Nomination Complete and submit a nomination form and four letters of endorsement with application to GSME Adult Learning, to be shared with the GSME recognitions committee for confidential review. Approved by the GSME Board of Directors. Thanks Badge II Description The Thanks Badge is awarded to a previous Thanks Badge recipient (volunteer or staff member) who has continued to provide exemplary service. The Thanks BadgeII nomination is submitted by the first Thursday of February. The award is presented either at the GSME Annual Meeting in April or at the volunteer s local Service Unit Volunteer Celebration. Criteria The candidate is an active, registered adult Girl Scout. The candidate has received the Thanks Badge The outstanding service performed by the candidate resulted in outcomes that benefitted the total council or the entire Girl Scout organization, and is so significantly above and beyond the call of duty that no other award would be appropriate. Nomination Complete and submit a nomination form and four letters of endorsement with application to GSME Adult Learning, to be shared with the GSME recognitions committee for confidential review. Approved by the GSME Board of Directors. 14

15 President s Award Description The President s Award recognizes the efforts of a service delivery team or committee whose exemplary service in support of delivering the Girl Scout Leadership Experience surpassed team goals and resulted in significant, measureable impact toward reaching the council s overall goals. The President s Award nomination is submitted by the first Thursday of February. The award is presented either at the GSME Annual Meeting in April or at the group s local Service Unit Volunteer Celebration. Criteria All service delivery team members are registered Girl Scouts All service delivery team members have met all requirements and expectation of the positions held The service delivery team has significantly contributed to meeting one or more of GSME s mission delivery goals. The service delivery team reflects the diversity of the audience or area it serves The service delivery team actively recognizes, understands, and practices the values ofinclusive behavior. Nomination Complete and submit a nomination form and four letters of endorsement with application to GSME Adult Learning, to be shared with the GSME recognitions committee for confidential review. Approved by the GSME Board of Directors. 15

16 How to Write a Great Nomination & Endorsement You can access Adult Recognition Forms on the Girl Scouts of Maine Website. 1. Be Specific If the form asks you to describe a service provided that meets the qualifications of the award, be very descriptive. Uninformative Example: Lisa Leadsalot should receive the award because she is always organized and is great with parent volunteers. We are all very fond of her and are willing to be under her leadership. Informative Example: Lisa Leadsalot should receive the award because she is a great example of adult volunteer leadership to both girls and adults. Under the wing of her leadership 10 parents are actively volunteering with troop functions. She recently delegated event preparation details to us while she was out of town for a few weeks. Because she sends regular troop volunteer s about the bank account status, upcoming adventures, year to day troop goals progress, and continuing volunteer needs, we felt informed and organized to step up to the leadership challenge! Lisa is always paying thanks to our support to the troop. When she came back from her trip, she paid thanks to us at the Service Unit meeting. She organized a potluck in recognition of her troop volunteers who provide her with endless support. Other troop leaders at the meeting were taking notes on all of her great ideas! 2. Show Results Uninformative Example: Tonya Trainer provided an excellent training at our Service Unit meeting. Informative Example: Tonya Trainer not only provided excellent day camp training to volunteers at the local area meeting, she was called upon last minute when the assigned trainer became ill. Because of her volunteer service, 50 current girls and 20 new recruits had a chance to experience outdoor leadership skills at summer day camp. 16

17 The Service Unit Recognition Event What is the event? Our culture of appreciation clearly includes volunteer recognition. Although recognition occurs year round on an informal level, Service Units get together at the end of each year at an organized volunteer recognition event to celebrate a year well done! Some units call it the End of Year Banquet; some hold a tea or ice cream sundae party; some invite leaders to bring their daughters. All are celebrations! This is a time celebrate and reflect upon the year; recognizing the outstanding commitments brought forth by sister Girl Scouts. Create your own local area awards or present GSME and/or GSUSA awards that you see in this guide. Whether you are on the giving or receiving end of these formal recognitions, this is a special time for all! Who organizes the event? The Service Team or a committee formed by the Volunteer Support Coordinator hosts the event. The Adult Recognitions Chair can make event recommendations to the Service Team, in preparation of the annual event. Even More Ways to Say THANK YOU! 1. Smile 2. Say Thank You at a meeting or event 3. Offer to provide refreshments at a meeting or event 4. Reimburse expenses 5. Send a Just because card 6. Be pleasant 7. Ask for help 8. Offer to babysit at a meeting 9. Take time to listen to them 10. Show respect and honor their wishes 11. Greet them by name 12. Remember to explain things, they are not mind readers 13. Complete your permission slip and other paperwork on time and completed 14. Ask other parents to help out 15. Honor their choices 16. Praise them to others 17. Respect their time 18. Be interested in what the troop is doing 19. Register as an Adult Girl Scout and be trained 20. Help the girls plan a party on Leader Appreciation Day April Help the girls plan a meal for the leaders 22. Attend the troop awards ceremony 23. Be honest with them 24. Offer to help at the meeting 25. Consider nominating them for an award Volunteer of Excellence 26. Do what you say you will do when you commit to something. 27. Hey, Thank you for your appreciation! 17

18 Special Days in Girl Scouts October 31 February 22 March 12 Girl Scout Week April 22 Juliette Gordon Low s birthday, also known as Founders Day World Thinking Day, Lord and Lady Baden-Powell s birthdays The birthday of Girl Scouts in the United States The week in which March 12 falls is Girl Scout Week and many Girl Scouts wear their uniforms to their place of worship on Girl Scout Sunday or the Girl Scout Sabbath. On Girl Scout Volunteer Day, girls are encouraged to show appreciation to the adult volunteers who help guide them. APPRECIATION FOR THIS HANDBOOK: Great Gratitude and Recognition to Elaine Taylor for her good work on this guide to Adult Recognitions in Girl Scouts of Maine. 18 THANK YOU!