The primary role of the VP HR is to bring a sense of cohesion to your SOS chapter team and to make all members feel appreciated and proud to be an SOS volunteer. You will also participate in many important functions within the chapter, such as:
- Succession planning and conducting a gap analysis
- Recruitment and selection
- Planning the orientation event, team socials and other events
- On-boarding and training
- Volunteer engagement and appreciation
- Raising awareness about SOS policies and procedures
- Conflict management
- Performance evaluations
- Exit interviews
- Executive transitions
1. Initial Meeting With Chapter President(s)
- Before the term begins, schedule a one on one meeting with your chapter’s president(s). In this meeting be sure to:
- Obtain your vision! Clarify chapter goals, objectives, and events with your President.
- Share your ideas with the President(s) on bringing the team closer together – consider the types of events and activities that have been successful in the past and what you think will be successful in the future.
- Get any materials you will need from the President – e.g. passwords, transition reports
2. Organizing and Conducting a VP Think Sync
- After the initial meeting with the President(s), it is also beneficial to organize a meeting with the executive team (your chapter’s other VPs, as well as the Presidents). It is best to hold this meeting either prior to the beginning of the term or the first week back (it should be held before the Orientation event for the entire chapter). This is a great opportunity to share goals for the upcoming year, as well as each department’s plans.
- Here are some important things to consider when planning your VP Think Sync:
- Meeting date – use doodle.com to establish the best time for everyone; the President(s) and at least 75% of your Executive Team msut be in attendance
- Location – Where will this meeting be held? Can everyone easily get there?
- Food – Keep in mind any allergies or dietary restrictions
- List of topics to discuss:
- Reflection of the previous year (successes, failures, issues, etc.)
- Chapter and departmental goals
- Deadlines and major chapter milestones
- Any department progress so far
- SOS protocols
- VP expectations
- Any other topics/issues/concerns
- Providing VPs with toolkits for your chapter (including E-Manual toolkits):
- Transition reports
- Branding guidelines
- Conflict resolution
- Code of Conduct
- Firing procedures
- How to run effective meetings
- Tools for note-taking and any other important information not covered here:
- This meeting can become an all-day event so be sure to plan, schedule, and organize for its smooth running. Don’t forget food!
- After the meeting, be sure to share copies of the minutes with the rest of the team. These minutes will be a great reference point for goals and plans throughout the term.
HR Team First Meeting
Running Effective Meetings
Meeting Agenda Template
3. Portal – Review the Volunteer Manager
- At this point, it is important to make sure that volunteer accounts are up to date on the portal. This means that you will need to:
- Deactivate accounts for volunteers who have left the chapter
- Make sure volunteer information is up to date, including their position within the chapter
- Follow up with the President(s) when you come across any names you are not familiar with
- To update volunteer information on the portal:
- Navigation > Volunteer User Management > Manage Current Volunteer
- Course to Volunteer Manager
- Each course must have a course coordinator attached to it. You will need to update coordinator information 2 times on the portal – first at the beginning of the term, and once again after any new coordinators have been hired.
- Navigation > Human Resources > Course to Volunteer Manager
- Select applicable course and assign Coordinator, then Tutors
- Be sure to coordinate this task with your chapter’s VP Logistics
4. Initial Communications with Human Resources Team and your Chapter
1. Emailing Your Team
- In your preliminary email to your Human Resources team be sure to:
- Introduce yourself
- Set the mood for the term
- Clarify plans and specify what your expectations are
- Establish an open-door communication policy
- Ask for their schedules or use a website such as whenisgood.net, or doodle.com
- Open the door to learn more about your team members! Ask them about themselves
- Once schedules are determined, set up a meeting time and location.
2. Meeting with Your Team
- Establish goals for your Human Resources team and clarify overall goals for your chapter (based on discussion with President and VPs).
- At the meeting:
- Establish a convenient weekly meeting time for your HR team
- Get to know your team – determine strengths and weaknesses, brainstorm ideas
- Clarify more specific goals for the year, term, etc., and establish deadlines
- Establish agendas to make meetings run efficiently – agendas also help keep your team on track with deadlines
- Have someone take meeting minutes to have for your records and reference
- Encourage your team to communicate and ask questions.
- Ask your team to CC you in all communications.
- Running Effective Meetings
5. Set Dates and Start Booking
- As soon as ideas are confirmed, be sure to set dates and book spaces as early as possible.
- Doing this allows volunteers to have lots of notice for events and allows you to secure spaces/locations for events.
- Remember to invite your volunteers to your HR initiatives! This seems like an obvious one – but remember to spread the word.
6. Introduce Yourself and VP Team to All Volunteers
- Email all SOS volunteers in your chapter. Emailing all volunteers sets the mood for the upcoming term and provides a synopsis of your goals specific to the HR team.
- In this email, you should include:
- Some background about yourself and what you will be doing in your new role
- What the plans are for this semester (e.g. organizing socials and activities)
- Establish an open door policy – if people have questions or concerns let them know to e-mail you
- Link volunteers to the FYI of SOS – a great resource for the quick and dirty on SOS
If you have any questions about preliminary VP HR tasks, please email email@example.com.
Return to the Human Resources Toolkit – TABLE OF CONTENTS
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