Catholic Charities of the Diocese of Arlington, Hogar Hispano

English as a Second Language (ESL) Program

Volunteer Policies Handbook

 

Revised October 2006

 

 

Welcome to the CCDA Hogar Hispano ESL family!  We are thrilled that you have chosen to be a part of Hogar Hispano’s ESL team.  Volunteers are the lifeline of this operation. Without the incredible spirit of our volunteers, the ESL program would not be possible.  As a Volunteer Site Coordinator, Instructor, Class Aide, Substitute Instructor or Office Aide, your valuable contributions help accomplish the mission of the program and extend our services to meet the needs of all residents of the Diocese of Arlington.  Our commitment to you is to provide you with opportunities to share your skills and knowledge, to pursue new interests, and to be a vital member of a team that is dedicated to breaking the language barrier.

 

This handbook provides helpful information about Hogar Hispano and your role as a volunteer within its ESL program.  Thank you for joining us.

 

 

 

NAME: __________________________________________________________

 

JOB TITLE: ______________________________________________________

 

CCDA PROGRAM: ________________________________________________

 

SITE: ___________________________________________________________

 

DAY AND TIME: __________________________________________________

 

SUPERVISOR: ___________________________________________________

 

SUPERVISOR PHONE # AND E-MAIL: _______________________________

 

 

 

 

Hogar Hispano ESL Program

Amy White, ESL Coordinator

6201 Leesburg Pike, Suite 307

Falls Church, VA 22044

703-534-9805 x238

E-mail: awhite@ccda.net

Web: www.ccda.net/HogarHispanoESL.htm

 

Mission

 

In keeping with the Catholic Charities' mission, Hogar Hispano began offering English as a Second Language (ESL) classes in 1984.  The goal of this program is to offer immigrants a basic knowledge of English so they can:

 

·        improve their ability to advocate for themselves;

·        enhance their education and employment opportunities to better provide for their families;

·        pass the Citizenship Exam—which requires proficiency in English;

·        become less isolated and able to participate in the larger community.

 

 

ESL Program

 

The program’s focus is on the development of practical daily living skills.  Emphasis is placed on survival English competency in the four major skill areas: speaking, listening comprehension, reading and writing.  We offer four levels of instruction to accommodate all our students.  We also give citizenship classes at several local sites.

 

Today, Hogar Hispano provides classes at locations in Arlington, Alexandria, Burke, Reston, Sterling, Falls Church, Fairfax, Manassas, Dale City, Vienna, Springield, and Woodbridge.  Present sites include churches, senior centers, the Hogar Hispano office and community centers.

 

Classes are organized into two approximately fifteen-week sessions from September to May.  We also have a summer session.  Classes are held at various times throughout the week.  

 

 

ESL Program Volunteer Rights and Responsibilities:

 

Volunteers have the right to:

  • Be assigned a position that is worthwhile and challenging
  • Be provided with a clear and accurate description of their job responsibilities
  • Receive the orientation, training and supervision necessary to do their work well
  • Feel that their efforts have real purpose and contribute to Hogar Hispano’s mission
  • Receive feedback and evaluation on their performance
  • Be treated with respect within the organization and recognized for their efforts
  • Be kept informed about relevant matters within Hogar Hispano
  • Expect that their time will not be wasted by poor planning or coordination by Hogar Hispano
  • Work under safe and healthy conditions
  • Have fun

 

Volunteers have the responsibility to:

  • Not take on more responsibility than they can handle
  • Meet time commitments
  • Perform the tasks assigned to the best of their ability
  • Provide suggestions on ways their tasks might be better performed
  • Follow organizational policies and procedures
  • Respect those confidences entrusted to them
  • Be open-minded and respectful towards opinions shared with them
  • Notify Hogar Hispano in advance of absences or schedule changes

 

 

Role of ESL Program Staff

 

The ESL program staff at Hogar Hispano provides coordination and management of the ESL program volunteers.  Hogar Hispano’s ESL coordinator is responsible for planning effective recruitment, utilization, training, recognition, tracking and evaluation of program volunteers.

 

 

Volunteer Site Coordinators

 

Hogar Hispano’s paid ESL staff is assisted by Volunteer Site Coordinators to successfully implement the program.  Site Coordinators work under the direction of the ESL staff and supervise on-site volunteers. On-site volunteer instructors report directly to the Site Coordinators, who in turn report to Hogar Hispano’s ESL staff.  Lines of communication operate in both directions.  Site Coordinators provide a monthly update to the ESL staff on site needs (e.g. textbooks, volunteers), as well as problems, successes and suggestions.

 

 

Volunteer Contact

 

Hogar Hispano ESL Staff members contact all prospective volunteers by either email or telephone.  At that time, the ESL Staff will request the prospective volunteer to attend a 1.5 hour orientation session (more details in the training section of the policy).  If all terms of the volunteer position are agreeable, then he or she must complete and sign paperwork—an application form, a volunteer risk awareness agreement form, and a sworn statement of affirmation form.  After the applicant completes and returns this paperwork, Hogar ESL staff determines the suitability of the volunteer for the position and then re-contacts the applicant regarding placement.

Placement

 

Every effort is made to place volunteers at an ESL class site that is convenient to them.  After a volunteer position offer is made by ESL staff and agreed upon by the volunteer, the ESL staff forwards a copy of the completed application to a Site Coordinator (if applicable).  The ESL staff also informs the applicant in writing of his or her appointment to a volunteer position and provides him or her with a complete job description.  No volunteer can begin performance of any position until they have been officially accepted for that position and have completed all necessary screening and paperwork.  The Site Coordinator works with the volunteer to make the final determination regarding the specific class the volunteer will teach or assist.

 

 

Class Preparation

 

Most volunteers participating in the ESL program work three hours per week—two hours in the classroom plus one hour devoted to class preparation and lesson planning.  All Instructors are required to spend one hour on their own (before classtime) to prepare a lesson plan.  Well-prepared lesson plans are essential to teaching a class that is useful to the students.

 

 

Records

 

A file is maintained for each ESL volunteer, including the dates of service, reference checks, position held, duties performed, evaluation of work, training completed and awards/recognition received.  Volunteer personnel records are considered confidential.

 

 

Attendance

 

Volunteer Instructors must keep accurate student attendance.  These records are essential for program evaluation and fundraising.

 

 

Instruction Materials

 

Each Volunteer Instructor will receive a copy of the student textbook and teacher’s guide corresponding to the class level that he or she teaches.  Upon receipt of the books, the Instructor must sign a release form stating that he or she agrees that the books belong to Hogar Hispano, and upon the end of the volunteer’s teaching assignment, the materials must be sent back to the office.  The release form will be kept in the volunteer’s file.  To ensure that other volunteers may utilize used teaching materials, Instructors should minimize the writing in their books and teachers’ guides.   

 

 

Class Coordination with Other Teachers

 

If more than one ESL Volunteer Instructor is teaching the same class (perhaps on alternating days), the Instructors are responsible for communicating with each other on a weekly basis through the site “wikispace” to maintain continuity in the class.  The ESL Instructor is also responsible for communicating any problems he or she may be experiencing with the Site Coordinator.

 

 

Absence

 

If a Volunteer Instructor must be absent for a class, he or she is responsible for finding a substitute.  A substitute list will be available to the volunteers at each site.  The volunteer must contact everyone on the substitute list before contacting the Site Coordinator to request assistance in locating a substitute.  Volunteers may also offer to switch days with other volunteers if appropriate.  Once a substitute or switch is agreed upon, the volunteer contacts and informs the Site Coordinator.

 

Volunteer Training

 

Hogar Hispano’s ESL staff provides bimonthly trainings throughout the year to Volunteer Site Coordinators, Teachers, Assistants and Substitutes. This includes our “Boot Camps” that are offered several times before the start of our fall and spring semesters.  This training series ensures that our students receive high quality courses taught by teachers who have mastered the basics in lesson planning, making their classes student centered and interactive, and who are culturally sensitive to the needs of the immigrant community.  

 

By training our volunteers, Hogar Hispano ensures that our students receive the best possible instruction.  Trainings also guarantee that instructors are culturally sensitive to the needs of the immigrant community and have mastered the basics in student-centered, interactive lesson planning.

 

Benefits to our volunteers

 

These trainings help volunteers better understand and achieve the mission of Hogar Hispano and the teaching philosophy adopted by this program. 

The training series:

·        Helps volunteers understand the unique needs and complexities of adult immigrant students;

·        Provides a forum for volunteers to share ideas with other ESL teachers;

·        Is an opportunity to participate in hands-on, role-playing, brainstorming, and other kinesthetic activities proven to enhance language learning

 

Records of trainings attended by volunteers are maintained in their individual files.  It is the volunteer’s responsibility to complete ten hours of training during the first year of volunteer service.

 

Volunteer Training Requirements

 

All new volunteers are required to attend a one hour orientation session and a minimum of 10 hours of training during their first year of volunteering with Hogar Hispano.  Training should be completed as soon as possible.  Volunteers who sign up during the school year after the semester or summer session have begun should attend the next available training.  Hogar Hispano provides a training series (6-8 workshops a semester) for all volunteers-- the schedule is usually published a few weeks after the beginning of each semester.  This training series ensures that our students receive high quality courses taught by teachers who have mastered the basics in lesson planning, making their classes student centered and interactive, and who are culturally sensitive to the needs of the immigrant community.  

 

Continuing Education

 

All volunteers are strongly encouraged to pursue continuing education opportunities in the area of ESL.  At a minimum, all volunteers are asked to attend four hours (part of the 10 hour requirement) of continuing education training offered by Hogar Hispano during each year of service.

 

Experienced volunteers participate in designing and delivering instruction at Hogar Hispano trainings, and also mentor new, less experienced volunteers in the classrooms.  Site Coordinators are responsible for assigning mentoring partnerships.  New volunteers are strongly encouraged to sit in and observe other volunteer instructors in order to gain a better understanding of how to instruct a class and to get new ideas.  New volunteers should contact their Site Coordinator or the ESL Staff to arrange a visit to another volunteer’s class.

 

 

Evaluation

 

Volunteers receive periodic evaluations of their work.  The evaluation is intended to review their performance, suggest changes, seek suggestions and convey appreciation.  The evaluation session is an opportunity for both the volunteer and Hogar Hispano to examine and improve their relationship.  Either Hogar Hispano ESL staff or Site Coordinators conduct evaluations on-site. 

 

 

Corrective Action

 

In appropriate situations, corrective action may be taken following an evaluation.  This may include the requirement of additional training, re-assignment of a volunteer to a new position or dismissal from volunteer service.

 

Dismissal

 

Volunteers who do not follow the rules and procedures of this program, or who fail to perform their volunteer assignment satisfactorily may be subject to dismissal.  No volunteer will be terminated until the volunteer has had the opportunity to discuss the reasons for dismissal with the ESL staff.  If corrective action is taken, the affected volunteer is informed of the procedures for expressing their concern or grievance.

 

 

Reasons for Dismissal

 

Grounds for dismissal include, but are not limited to: gross misconduct or insubordination, being under the influence of alcohol or drugs, theft of property or misuse of organization equipment or materials, abuse or mistreatment of clients or co-workers, failure to abide by organization policies and procedures, failure to satisfactorily perform assigned duties.

 

 

Resignation

 

A volunteer may resign his or her position at any time.  However, advance notice is greatly appreciated so that alternative plans can be made.  Volunteers must return, either in person or by mail, all teaching materials and books belonging to Hogar Hispano.

 

 

Exit Interview

 

Exit interviews, where possible, are conducted with volunteers who are leaving the program.  The interview is conducted to determine why the volunteer is leaving their position, to obtain suggestions for program improvement, and to possibly inquire whether the volunteer is interested in working in some other capacity with the organization in the future. 

 

 

Program Evaluation

 

Hogar Hispano’s ESL program is evaluated annually.  The ESL Coordinator is responsible for implementing the program evaluation.  Evaluation input for the program will include volunteers, staff and students.  Volunteers are surveyed at least annually to determine satisfaction with the ESL Staff and program.

 

 

 

 

Volunteer Safety

 

Volunteers are strongly urged to inform their immediate supervisor of any hazardous conditions noted while on-site.  Volunteers need to be aware of emergency exits and to point these out to their students. If the teaching site does not have an accessible phone, the volunteer should bring a cell phone to class.  Call 911 in the case of an emergency.

 

If working at night, volunteers should park in lighted areas only and plan on leaving the site together.  If there is only one volunteer at the site, the volunteer should request that the class wait for him or her to lock up the site and walk out of the building together.

 

Hogar Hispano’s classes are intended for adults only.  Children are not allowed in the classrooms, nor are they allowed to wait outside the classroom for their parents.  Volunteers cannot drive students in their own vehicles.

 

 

Leaving Classrooms in Good Order

 

Please remember that we are in borrowed quarters and we need to be extremely respectful to our hosts.  We depend on the generosity of the Parishes and other locations to run our program.  Make sure that all windows are closed, doors are locked, and that all chairs and desks are put back in their original order.  Please do not allow food or drink in the classrooms.  If you have trash, please take it out with you and dispose of it at home.  Please erase the boards after you finish and have a look around before you leave to ensure that the room is left the way it looked when you entered.  Also, please ensure that students stay within the space provided and that they don’t enter other areas of the building.

 

 

Phone Tree

 

In the event of an emergency, Site Coordinators will contact volunteer instructors to cancel classes.  All ESL Volunteer Instructors must keep a current list of their students’ telephone numbers at home or work, so that they can call the students to inform them of class cancellation.  The ESL teacher is responsible for calling students.

 

 

Recognition

 

Throughout the volunteer’s participation in the ESL program, the ESL staff and Site Coordinators will make every effort to recognize their tremendous contributions.  These recognition methods range from a simple “thank you” to official awards.   The ESL staff makes a concerted effort to include volunteers as full participants in program decision-making and implementation.

 

 

Volunteer Careers

 

Volunteers are strongly encouraged to grow and develop their skills while serving Hogar Hispano.  They may be assisted through promotion to new volunteer jobs (such as ESL Teacher Trainer and Site Coordinator) to assume additional and greater responsibilities.  Volunteers are also encouraged to contact the ESL staff should they require any letters of recommendation or references.