What is the “CO”? What’s “SLO”, “SL”?
- CO stand for "Community Organizer ". They are the person in charge of the sites that you’ll be volunteering at!
- SLO = Site Leader Orientation
- SL = You! (Site Leader)
What are my duties as Site Leader?
Here is a table of the basic duties you are assigned:
|| Before BP Day
|| On BP Day
| For Volunteer Committee
|| Sign up for 5 minute phone calls
|| Check in on Sproul, get your materials
| For Your Volunteers
|| Send the introduction email detailing site information and more, update attendance regularly on website
|| Check volunteers in on attendance roster
| For Your CO
|| Contact CO and visit the site before BP Day
|| Take assigned transportation route, leave on time
You are who the volunteers in your group go to if they have questions or concerns and you help facilitate a smooth Berkeley Project Day for everyone involved. You communicate with your volunteers, the community organizer (CO), and with the Berkeley Project organization. If you are emailed a question you aren’t quite sure how to answer, feel free to direct the question to email@example.com
What is the Site Leader Orientation (SLO)?
- The SLO is an orientation where you’ll learn what the duties of being a Site Leader are and where you can meet other Site Leaders. We try to make the orientation both fun (with cool activities and icebreakers) and educational (teaching you what to expect as Site Leader, what your actual duties are, giving you a breakdown of what Berkeley Project Day is like, etc). Historically in past semesters, orientations have been around 4 hours but in recent semesters, we’ve been able to crunch and condense it to around 2 hours (thanks in part to the online orientation!). We try really hard to put on a fun but effective SLO!
What if I can’t make the Site Leader Orientation (SLO)?
- Please fill out this form and we will work out something together! Please do this ASAP if you can’t make SLO so we can record you down on the list of people excused and better plan for SLO (buying materials, etc).
- You will need to complete an online orientation that Volunteer Committee will send out after SLO.
What should I do before attending SLO? Anything I should know about SLO?
- A couple days before SLO, you should be getting an email from Volunteer Committee. It will be a long, dense email that will include who your co-site leader is, your volunteer roster, your CO’s contact information, your site, what you’ll be doing at your site, transportation routes, next steps you need to take, and an email template to help you draft the first email to your volunteers. This is the most important email you will receive as Site Leader, and if you ever get lost, please refer back to this email.
- During SLO, our agenda consists of icebreakers and us talking about what Berkeley Project is, what our organization does, your tasks before and on the day of Berkeley Project Day and more.
What happens after SLO?
- After SLO, you’ll work with your Co-SL and begin to email your volunteers, call your CO, visit the site, and complete the five minute phone call with the Volunteer Committee.
Why was someone rejected as a SL?
- There are multiple things we look for in an application, but most commonly, the reason is simply because we don’t have the capacity to accept everyone who applies. We try to estimate how many SLs we will need based off how many confirmed worksites we have. Other factors in selecting Site Leaders include (not in any particular order or weight): strength of written responses, group affiliations, if they’ve formerly site led before, etc. We would love if we could accept every person who applied to be a Site Leader! Unfortunately, that is not the case.
Someone was not selected as a SL. Can they be reconsidered? Should they email you again? / Someone missed the deadline for Site Leader applications. Can they submit a late application and be considered?
- Generally, the answer is no. As mentioned before, we would love if we could accept every qualified applicant but there is simply no space for us to do that. We can only accept as many Site Leaders as functionable and we base that with how many confirmed worksites we have and the volunteer capacity it allows.
- We are sorry that they were not selected, but just know that it is difficult reading through so many qualified applications.
- That being said, we discourage emailing to simply ask for reconsideration if there is no new information. Most decisions are finalized and we already accept an extra amount of SLs to account for dropouts.
- Other ways to be involved with Berkeley Project include: volunteering on BP Day or joining our organization team! For more information about each committee, feel free to check out our website or message any of the directors.
- No exceptions: We do not accept late applications in the interest of fairness.
What if someone misses the deadline to register to volunteer?
- We will generally have a waitlist for volunteers, open for a selected time period. Subsequent registrations after the deadline has closed automatically leads to waitlist. Once this waitlist is closed, we will no longer accept any more volunteer applications. We will notify people on the waitlist via email if they are able to volunteer on BP Day. We will also notify site leaders who have had a change in their volunteer group rosters via email.
- If someone from your organization has missed the deadline, they are still welcome to register to volunteer (they’ll be put on the waitlist).
- The waitlist is “first come, first serve.” The ONLY thing that we consider when taking people off the waitlist is the time they submitted the application, not if they have a group affiliation: ie, we will take in the first 15 people, and not necessarily 15 people from one organization.
How do I register my group together?
- Please tell each of your members to create an account on berkeleyproject.org. Then, they need to register individually and list their group name under “Group” on the profile. If a member of your club forgot to do so before the volunteer registration deadline (October 10th, at 11:59 PM), they may simply edit their registration from their profile. If your group does not have a group name yet, you must first create a new group name by clicking “Create a new group,” under “Group” in your profile.
Someone isn’t in my volunteer group for BP Day, but they’re in my organization. Why aren’t they in my group and how can I get them to be in my group?
- The #1 reason why someone is not in your group is because they did not list an affiliation in their profile (club, group, etc.) when registering to volunteer. Please remember to stress to all of your members that they need to list their group affiliation in their profile. This is how groups are sorted and organized into different sites. If a member of your club forgot to do so before the volunteer registration deadline (October 10th at 11:59 PM), they may simply edit their registration from their profile.
- If this is the case for you, and it is past the volunteer registration deadline, please fill out this form: https://docs.google.com/forms/d/e/1FAIpQLSdtr34ajUx8Kz2IbdN-R7ghhMpYvXdcWPyhkHJzinxQCQDXNA/viewform. We will take requests up until Thursday, October 25th, 11:59 PM. Please do this as soon as possible to help us ensure that t-shirt allocations and rosters will be accurate for BP Day.
What is the site capacity of each site? My club is X amount of people and I was wondering if we’d be split up.
- Good question! Each site has varying levels of capacity ranging from around 10 to around 50. The CO submits their sites to us and dictates how many volunteers the site can handle. When we do volunteer allocations, we take this into account. We generally try to keep a group together at the same site, but no guarantees. It is more likely for bigger groups to be split up than smaller groups.
My volunteers said they can’t find my group/can’t sign up for my group when they try to volunteer. What should I do?
- First, make sure that you’ve created a group for your organization. Secondly, if you are sure that it’s been created but they can’t find it or can’t click on it, refresh the page and try again. This usually solves the problem. If the problem persists, email either firstname.lastname@example.org or email@example.com and we will troubleshoot or manually register the volunteer.
If someone does not have the AC transit card, will they be reimbursed?
- No. Cal students will not be reimbursed, especially because every Cal student should have access to it. Please get your clipper card from the Cal1 office if you haven’t already. Message firstname.lastname@example.org if you have concerns.
Can I request to work at a specific site/ or with a specific group?
- Site requests usually happen when a group/SL has formerly worked at the site, the SL has a partnership/relationship with the site or the CO, or has other things that need a specific site or restricts them to what sites they can volunteer at. It is NOT for asking for the specific list of work sites and choosing from the list.
- We will try to accommodate all requests but no guarantees. The earlier you tell us your request, the better. We will take requests up until the night of the Site Leader Application Deadline, October 6th at 8pm. Email us at email@example.com with your name, request, and reason with the email subject as "Site Request"
What is the 5 minute phone call? Does each SL have to do a 5-minute phone call?
- The 5 minute phone call is when someone on Volunteer Committee calls you (the SL) to ask basic questions about your status reaching out to the CO. Questions like “Have you visited your site?”, “Is the CO providing food for lunches?”, “Do you have any questions for us?”, etc will be asked during this brief call.
- No, just one SL from a site needs to do the phone call. It will be most efficient for us to talk to the SL who has visited the site/ talked to the CO.
Does each SL have to visit the site?
- At least one SL from an assigned site needs to visit (coordinate with your other co-SLs!).
How important is it to actually visit the site?
- Very important! By visiting the site, you’ll be more aware of where different things are located (first aid, restrooms, easiest way to get to the site, etc), which will facilitate a smoother BP day for everyone involved.
- We can not stress how valuable it is to visit the site because it makes for a smoother BP Day for everyone.
My volunteers have a dietary restriction for BP Day. Who do I contact?
- Please email firstname.lastname@example.org with your name, the volunteer’s name, site name, site number, and explain the dietary restriction. This will aid them in making the lunch deliveries! Financial Affairs is in charge of lunches and food.
My volunteer has a change in t-shirt size/meal option (put small for shirt, but wants to be medium; put meat lunch but now wants vegetarian, etc)
- Please email email@example.com and we will make that change for you!
My CO is not responsive. What should I do?
- Try to use different forms of communication, such as calling/ emailing. If you’ve tried a couple times to no avail, please email firstname.lastname@example.org and CC email@example.com (They directly manage the sites and are the people who communicate to the COs) and we will get back to you. If your CO canceled on hosting for BP Day, please again email firstname.lastname@example.org and CC email@example.com as soon as possible, and we will find you another site.
My given site can only accommodate X amount of volunteers but you gave me more volunteers than that amount. Why?
- When we allocate volunteers to sites, we take into consideration the retention rate that we’ve historically experienced. Over the years, we’ve learned that volunteers will drop out of volunteering for BP Day so our allocation reflects that!
Briefly, what happens on Berkeley Project Day?
- 1. You, the Site Leader, arrive earlier on Sproul, check in with us at the steps of Sproul, and get your SL packet. You can also get breakfast and then you’ll mingle by your assigned site location on Sproul Plaza.
- 2. Volunteers will start trickling in around 8am. Please direct them to come to you FIRST so you can check them in on the attendance roster. Then you’ll give them their t-shirt & name tag. This is how we know they’ve checked in and now they are allowed breakfast.
- 3. Morning performances start.
- 4. You’ll leave at your assigned time to your site, but not before giving us back your roster sheet! This helps us determine lunches. This is very important. Failure to turn in your roster sheet may result in no lunches.
- 5. After lunch, most sites work for a bit more before heading back to Sproul.
- 6. At Upper Sproul, we’ll be having an after-event with light refreshments! As Site Leader, please remember to return your packet and banner back to us (we’ll also be located at Upper Sproul)!
My volunteer(s) need to leave early for BP Day. Is that okay?
- Yes, it is okay! Just know that they are responsible for their own transportation back.
My volunteer(s) will be late for check in/ will be arriving directly to the site instead of Sproul Plaza. Is that okay?
- Yes, that is okay! Just know that they are responsible for their own transportation there and please be sure to mark their attendance and lunch preference on your attendance sheet on BP day and to bring their BP shirt. (Basically, account for them in the morning check-ins to ensure they get a lunch and t-shirt.)
My site ended unexpectedly earlier than I thought because we got all of our work done. What should we do?
- If you haven’t had lunch yet, we encourage you to stay at the site until lunch has happened (especially if Berkeley Project is delivering you the lunches)! Generally, if sites end early, it’s just around the time of lunch. Afterwards, feel free to head on home, but not before checking back in at Sproul and handing us back the packet and banner. Text a Volunteer Director that you’re on your way back so we know to expect you! (Phone # was given out at the Site Leader Orientation and in the email recap.)
I have to drop out of being a Site Leader. Is this okay?
- We try really hard to get the right amount of Site Leaders to run Berkeley Project Day as smoothly and as effectively as possible. When a site leader drops out or is unexpectedly a no-show on BP Day, it adds frenzy and a lot of scrambling to replace the SL. In addition, there might be a cascading effect where we have to rearrange the allocation of Site Leaders and Volunteers at different sites. But we understand that last minute things happen. If you have to drop out, please let us know as soon as possible to ensure that we can make the day run smoothly for everyone involved (email us at firstname.lastname@example.org). We appreciate your cooperation in this.
I want to be more involved in the Berkeley Project. What can I do?
- We recruit for committee members every semester! Check out our website for more details and feel free to email directors of the committees you are interested in to learn more! You can also email email@example.com or firstname.lastname@example.org to find out more information on how to be involved, including our goals to have sustained service event projects.
Can’t find your question here? Let us know at email@example.com.
To expedite a response, please email the following if you have the following issues:
|| Email (@berkeleyproject.org)
| Dietary restrictions in the lunches, lunch route timeline, anything about lunches
|| They purchase our lunches and deal with all lunch logistics.
| Faulty transportation routes, unresponsive CO, anything related to the CO, anything related to the worksite and what you’ll be doing at the Site
|| They find the sites and COs for BP Day. They have a relationship with the COs. Volunteer Committee does not do this.
| After Event
|| They are planning the entire After Event and are responsible for it.
| Unable to find a group on the volunteer application, website is not working, online orientation issues
|| They are in charge of the website.
Please introduce yourself as a Site Leader, state the site and site # you are from, and be specific (screenshots help too [if applicable]). Thank you!