A thorough on-site orientation is crucial for setting the tone of the member’s service year. It can assist the supervisor in more accurately assessing the training needs of the new member in order to increase their skills, competence and expertise. It is also an important tool for bringing the member up to speed so they are not constantly recreating the wheel and creating systems that already exist. At the end of the on-site orientation, members should have a basic knowledge or understanding of the following:
- Background, purpose and structure of the sponsoring organization.
- Background of the local community and identification of important community leaders.
- Nature of the population served by the VCSP project.
- Potential resources that can be applied to achieve project goals.
- Specific member assignments and skills needed to accomplish tasks.
- Specific goals and purpose of ACM (AmeriCorps Member) position at the sponsoring organization (organization staff should also be made aware of this)
Don’t forget to have fun. The process can be as creative as you have time and energy. Effective activities to include might be:
- Field trips/ site visits
- Group discussions
- Staff, advisory board and community meetings
- Interviews with key community leaders
- Interviews with community residents
- Readings from a selected list that include local newspapers, historical documents, philosophical points, etc.
It is suggested that you use the following list to help you make sure you’ve covered all the bases. Feel free to add on more items as appropriate.
Checklist: Enter the date of the day that you complete each item with your member.
_____ Review the member’s position description and strategize an initial service plan based on the written one provided. Set up the member for successful completion of first tasks with deadlines, including an order of priorities.
_____ Review the terms, conditions, benefits and rules of AmeriCorps service.
_____ Go over expectations and protocols around punctuality, calling-in if late, breaks, personnel policies, drug-free workplace, reporting sexual harassment, etc.
_____ Ensure that the member has any safety training and/or gear that is appropriate, especially if they will be handling power tools or transporting goods or people.
_____ Review any critical information with members like emergency prevention and response policies & procedures, mandated reporting requirements, confidentiality practices, client interaction protocols, when they should bring a situation to you immediately, etc.
_____ Set up a regular check-in time for feedback (2-way; minimum of an hour per week) and planning. Include a schedule/calendar of first meetings, staff meetings, trainings or other important dates.
_____ Set up a system for regular review and signing of timesheets, the saving of original timesheets and the weekly faxing of timesheets.
_____ Review office procedures for mileage reimbursement, using supplies, etc.
_____ Provide reading materials about the mission/vision, goals and objectives of the nonprofit where the member will be serving (annual reports/brochures, etc.).
_____ Introduce the member to all staff and explain their role/position in the nonprofit, as well as any ways that the member might interface/work with them. Please provide information on their phone extensions, email addresses, etc. as well.
_____ Give a tour of the site, including common areas, first aid supplies, copy machine, fax machine, as well as the member’s desk, computer, phone, etc., supplying directions for the use of all equipment. If there are other sites or properties involved, accompany them on a tour including those sites also.
_____ Review the quarterly reporting requirements together, and set up a system for tracking the needed information, including orienting them to any systems that already exist for doing so.
_____ Make sure that any reasonable special accommodations needed are supplied. (Do not compel members to disclose health or other conditions to you; that must be a voluntary decision and action on their part.)
_____ Share any other information about the community or assignment/project that is relevant.
* Additional activities may include sending out PSAs to local newspapers introducing the ACM to the community (this is helpful when the ACM is working with vulnerable populations) and/or include a letter of introduction in the organization’s newsletter.