Who Need Volunteers? Part Two

In response to some inquiries about the whole teen volunteer system, let me summarize the process. I probably should copy this and the previous post about volunteers onto a Word document and put it in the staff notebook. Not that anybody reads that thing, but anyway... :)

Program planning
The length of any given programming season flucuates based on when the last scheduled programs end. Here is an approximate outline:
Summer -- end of June to beginning of August
Fall -- mid-September to Thanksgiving
Winter to Spring -- mid-January to early May
School visits -- end of May to mid-June

We try to finish programming by at least a month before the season starts, but with me in charge of programming, we'll see how that goes :). It will be what I aim for, though.

Recruitment
The number of volunteers needed for each program is determined when the schedule is made. This information, along with brief program descriptions, is passed on to Penny -- who compiles it onto the teen volunteer recruitment letter, which is sent out to all the volunteers in our card box. Volunteer letter are usually sent out at the end of May, at the end of August, and at the end of December. Anyone who has need for volunteers should get me that information at least two weeks before the letters go out.
Once volunteers get their letters, they call back with their choices and get put on to Xandi's master list. Here is where we get our all-important list of substitute volunteers, which I blogged about earlier.

Craft Prep
As far as craft prep volunteers are concerned, it's difficult to know 2 months in advance (when all is planned) what kind of help we're going to need. So I'm hoping that the substitute list will really come in handy for last-minute volunteer tasks. If someone wants a specific number of volunteers any given season and is willing to be completely responsible for keeping them busy, she is welcome to let me know before the volunteer letters get sent out so we can put it into the letter.

It is past 9 o'clock and I am going to post this, but I may read it later and make changes to make things more clear. Either way, questions/comments are welcome.