Case study (2005) University of Leeds Staff Volunteering

Context

For the last two years the University of Leeds has taken part in a city-wide appeal -Cares@Christmas - to collect gifts, including food hampers, goodie bags, sets of toiletries and kitchen essentials, for local charities. Seventy-three staff volunteers have contributed to the appeal to date which has enabled the University to collect over 8,000 gifts to make a difference to the people of Leeds during the festive period.

Programme Detail

Staff volunteers from across the University co-ordinate the collection of gifts to support local charities, including those which support the homeless, elderly, children, refugees and adults with disabilities. The scale of this project has meant that staff volunteers have a great deal of responsibility for the delivery of the appeal within their own departments. The City and Regional Office oversees the overall co-ordination of the project, guiding and supporting the volunteers. Volunteers raise awareness within their departments and co-ordinate the massive task of collecting and wrapping the gifts to be donated.

Volunteers also have the responsibility to determine which charity they will support from a list provided, manage a small budget to cover project costs, recruit other volunteers to assist with wrapping gifts, and publicise the appeal within their department.

Volunteers attend two group meetings during the appeal to discuss their progress, share their ideas and give support to the other volunteers. These meetings also allow volunteers the opportunity to input their thoughts and shape the project according to their requirements.

Volunteers have the freedom to find the best ways of capturing the interest and support of their staff and students. Each volunteer creates their own display to publicise and raise the profile of the appeal which they update each time a gift is donated to indicate their progress. Some of the most innovative displays include the School of Classics' 'Stripping Santa', a wintry display which gained snowflakes as gifts were donated and a Santa which climbed a ladder up to a chimney the more gifts were donated.

Staff volunteers have found many creative ways to increase the number of donations. Sparing no embarrassment to herself, one helper spent a whole day wandering around campus dressed in full elf attire, raffling two large teddy bears to raise money to buy gifts. The School of Healthcare held regular coffee mornings to raise the profile of the appeal in their department, keep staff interest and gain help with wrapping their gifts.

The gifts are collected, sorted and delivered to the charities by the agreed deadline over a two-day period, co-ordinated by the City and Regional Office. One volunteer and his children attended a charity's Christmas party and helped distribute the hampers he had collected to their elderly members.

As an incentive for volunteers to collect more gifts, the department which contributes the greatest number of presents receives a trophy, presented to the winner at a post-project party by a senior member of staff at the University. This event allows volunteers to share and compare their experiences and congratulate each other on a fantastic job well done. Staff have also very much enjoyed the experience. As one volunteer said, 'I have gained confidence in my own abilities as a result of volunteering, I thoroughly recommend it'. Another member of staff said that 'despite the seemingly hectic work schedule, finding time to make a big difference to local charities was both personally rewarding and easier than I thought'.

Without the support from the many staff volunteers at the University, the Cares@Christmas appeal would not have not been the success it has in giving support to so many people in need in the festive season.

Hints and tips

  • Start the project early and plan the project delivery carefully.
  • Give volunteers responsibilities for the project and provide support and guidance to ensure they are confident with what is required of them.
  • Allow staff volunteers to have the freedom to develop the project to their requirements.
  • Ensure staff volunteers are fully aware of the time commitment required for the duration of the project.
  • Ensure tasks are fun and that volunteers know why it is important to be involved.
  • Ensure there is sufficient storage space for gifts.
  • Allow sufficient time for wrapping and sorting gifts ready for collection.
  • Plan the collection and delivery of gifts well to ensure the deadline is met.
  • Reward volunteers for their generosity and achievements