Evaluation is the ongoing process of determining if individual and organizational goals are being met (Culp, Deppe, Castillo & Wells, 1998).   It is vital that the volunteer understands the role s/he is to perform and the desired goals that are to be met.  Evaluation includes both formal and informal feedback.  One of the most important components of evaluation is the ability to listen, both to the volunteer’s enthusiastic review of a positive experience, as well as to his/her concerns and issues.

Evaluation is a process and includes supervisory meetings where progress and areas for improvement are discussed. Volunteers who work directly with clientele may have client feedback included in their evaluation.  Volunteer administrators may use workshop evaluations to evaluate the quality and effectiveness of the content and presentation style.

Evaluation is multi-faceted.  It is an opportunity for Extension to critique the volunteer as well as an opportunity for the volunteer to share concerns and suggestions about the Extension, the program and the volunteer’s role in serving the organization and its clientele.

All volunteers serving in leadership or supervisory roles (those leading clubs, certified volunteers, camp, etc.) should undergo an annual evaluation.  This does not have to be formal or time-consuming.  A good first step would be to send each volunteer a self-evaluation, and ask them to reflect upon and complete the evaluation, and return it within two weeks.  If possible, the agent could meet with each volunteer to discuss and review their self-evaluation.

The most desirable and most developmental form of volunteer evaluation is a 360-degree evaluation.  This involves the volunteer, the supervisor (agent) along with everyone involved in the Extension activity (youth, their parents, other volunteers.)  An example of a 360-degree evaluation for volunteers follows.

Evaluations of Volunteers

Documentation

Any time an incident occurs between an agent/parent/adult or teen volunteer/child or youth (in any combination) it should be documented in writing through an incident report form. The confrontation may be verbal or physical. Documentation is also necessary when there is a major rule violation, regardless of whether or not there is a one-on-one confrontation. Documentation will protect the Kentucky Cooperative Extension Service, staff, and volunteers should there be a question as to how the situation was handled or if legal action should arise.

Incidents that happen at 4-H camps or at state sponsored events are to be filed with the Department of 4‑H Youth Development Department, or the appropriate state office and Assistant Director.

It is recommended that the staff assistants in the Extension Office be responsible for clipping items from the local newspaper and Extension newsletter, to be added to the respective volunteer file.  Additionally, awards nominations and certification information are all examples of information that should be included in individual volunteer files.

Documenting Behaviors and Actions