Yale New Haven Hospital Volunteer Tutoring Program Supporting

Yale New Haven Hospital Volunteer Tutoring Program Supporting Employee Resiliency October 28, 2020

Background How can we utilize volunteers remotely? How can we help assist employees during this difficult time? • Volunteer Services offered Yale New Haven Hospital (YNHH) Employees an opportunity to utilize remote tutoring assistance for their school aged children (grades 6 -12). • Tutors consist of a pool of current college YNHH volunteers who have been fully vetted and contributed hours to hospital volunteer programs prior to COVID. • This program engages volunteer college students and allows them an opportunity to continue to give back to the organization, as well as providing employees an otherwise very costly service for free.

First Steps 1. Drafted a proposal 2. Reached out to current volunteers to gauge interest 3. Reached out to HR for partnership 4. Worked with Marketing to create a flyer 5. Met with Director of HR to come up with an advertising strategy

Timeline 6/18/20 • Meet with HR to discuss project and discuss pilot departments 6/23/20 • Send out program details and flyer to pilot departments 7/1/20 -7/6/20 • Check in with pilot departments/resend flyer/offer to join team huddles Week of 7/13/20 • Reconvene with HR for expansion plan and roll out Week of 7/20/20 • Advertise program across YNHH Week of 10/11/20 • Send out survey to participating employees

Ready to Launch Communication was sent out to pilot departments with the flyer to share with employees, and offered to join team huddles to further explain program. • • • Environmental Services Food Services Material Services Transport Laboratory Medicine Radiology Respiratory Care Facilities Guest Services

Further Advertising • HR Connect-Employee Portal • Net presenter/Screen Saver • Volunteer Services E-Newsletter sent out to managers HR Connect-Employee Portal

The Process − Gathered information from college volunteers • Contact information • Educational status (Graduate/Undergraduate) • Area of study & university • Have you had previous tutoring experience? • What age/grade level are you most comfortable working with? • Please specify all subjects/areas you wish to tutor • Availability

The Process Cont’d − Gathered information from employee • Child’s name? • Child’s age/grade level? • What subject/area are you looking to gain some extra help in? • What are some things your child enjoys doing/interests? • What are you hoping to gain from this tutoring program? • What is your availability? • Is there anything else we should know about your child that will help us be successful during tutoring? • Contact information • Job title • How did you hear about the program?

The Process Cont’d − Received Request • Match the child with a Volunteer Tutor according to the information that was shared on the information forms. • Send the Volunteer Tutor a “Tips and Tricks Guide” and a timesheet to capture hours. • Email both the employee and the Volunteer Tutor to make the introduction. • The employee and tutor decide on a schedule moving forward as well as remote platform (i. e. Zoom, Google Classroom, Skype). • We ask for a minimum of 1 -2 hours a week. • Each volunteer is assigned to one family.

Statistics Employees 46 requests 33 successful matches College Volunteers 69 interested volunteers 30 volunteers matched 104 hours contributed to program *3 volunteers are tutoring two children in the same family

Survey Results from Employees Strengths of the program

Survey Results Comments from employees ü “Please recognize our tutor, my son connected with him Instantly. He feels he makes material easy to understand” ü “only wish this program was available in previous years” ü “I’m very thankful for the extra help during these difficult times for the students” ü “It has been an amazing experience for our son who is in 6 th grade. Devon was very responsive and quick to get us connected with a tutor that is an awesome fit for our son! I hope this program will continue to be around for future years especially since our daughter will be in 6 th grade next year and will hopefully be able to benefit from it. ” ü “With parents unable to assist their children at times because of remote learning. I think this was a great idea for my son to learn from someone that major in this background. ” ü “Eyrica is great with my girls. Very accommodating” ü “Such a benefit for working families. Please continue this program. ”

Barriers • Lack of communication or follow up from the employee and/or child • Employees are unaware of this program • Internet connection issues • Employees requesting the program for younger children

Expansion ü Expand recruitment to include prospect college volunteers ü Retired teachers? ü Include tutoring for 4 th and 5 th grade

Questions & Answers