Pro Bono Design & Management Accelerator 1 January 9, 2019 - - PowerPoint PPT Presentation

Pro Bono Design & Management Accelerator

January 9, 2019

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Session 4

Volunteer Placement, Supervision, & Technical Assistance

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Coach introductions

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Renée J. Schomp Senior Staff Attorney, Pro Bono Consulting Joel Kim Staff Attorney, Pro Bono Consulting

Logistics - Nuts and bolts

• Thank you to DREDF & Ed Roberts Campus!
• Restrooms
• Water
• Lunch
• Snacks

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Mindfulness moment

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Icebreaker: “Yes, and…”

• Theme: Dream dinner party
• Person 1 suggests an idea within the theme
• Person 2 builds on the idea, saying “Yes,

and…”

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Pro bono accelerator

• bjectives
• 1. Shared pro bono language
• 2. Inspiration from peers
• 3. Role of pro bono in larger civil justice

movement

• 4. Lens of equity & inclusion
• 5. Support on concrete action steps towards
• rganizational change & pro bono design

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Pro bono accelerator roadmap

• 1. October 10: Volunteerism Overview
• 2. November 14: Recruitment, Cultivation, & Training
• 3. December 12: Impact Evaluation & Data Tracking
• 4. January 9: Placement, Supervision, & Technical

Assistance

• 5. February 13: Capstone Project Presentations &

Organizational Change Planning

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Ground rules

• Beach ball conversations
• One diva, one mic
• Make space, take space
• Be here now
• Confidentiality

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Today’s agenda ...

• 1. Capstone: Internal context assignment
• 2. Overview of volunteer placement
• 3. Overview of supervision
• 4. Capstone project prototyping

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Pedagogical note:

• Two overarching themes: Placement, and

Supervision & technical assistance.

• At end of each theme, we’ll have individual

time to reflect on key take-aways each of you want to consider applying to your own programs.

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Feedback from midpoint evaluation

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Feedback from midpoint evaluation

• One participant commented that they would

prefer time to immediately work through implementation of each new concept taught

• One participant commented that tech tools

would be more useful if taught more in-depth how to use them

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Coaching calls

• 45 minute coaching calls for advice and

creative problem-solving

• Follow-up coaching calls after the Accelerator

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Grounding pro bono programs in a larger civil justice movement

• San Diego migrant crisis response

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Capstone activity: Internal context assignment

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• Write a 1-3 page description of the internal

context of your pro bono program

Internal context analysis

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Internal context analysis

• (1) Historical context & goals of the program
• (2) Relevant stakeholders & their feedback

(including your pro bono clients, program staff, development team & pro bono volunteers, among others)

• (3) Foreseeable barriers to change
• (4) Budget and revenue model
• (5) Data on existing client & volunteer impact

& satisfaction levels.

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Volunteer Placement

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Objectives of this section

• Participants will be able to articulate effective

volunteer placement tools/concepts

• Participants will be able to identify what new

tools they can use to make their pro bono placement more effective

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Take notes:

List *tools/concepts* that stand out during the next segment on volunteer placement

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Importance of volunteer placement

• Clear expectations between volunteers and

legal services staff on

• Logistics
• Case timeline

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Pre-placement details

• Provide a clear and concise view of what the

pro bono opportunity entails:

• Before representation begins
• With all relevant information
• While maintaining client confidentiality

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Pre-placement details

• Date of pro bono opportunity (if limited scope

clinic) or entire time commitment (if it is a full scope case)

• Info on required trainings
• The intended outcome of the case
• Particularly compelling facts about the client

and the situation

• Grounding in larger civil justice movement

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Pre-placement details

• What support the legal services organization

will offer

• Training and skill-development opportunities

that a firm and its lawyers can learn from the particular pro bono matter

• Conflict information or next steps
• Clear next steps to sign up

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Case studies

• Marin Pro Bono Network
• Limited Scope Opportunities Events

Calendar

• Full Scope Opportunities Page
• Get Involved Volunteer Interest Page

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Case studies

• Catchafire
• Non-legal pro bono opportunities

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Case studies

• Justice Bus placement process
• Survey to potential partners
• Internal calendar of clinics

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Pre-placement details

• Verify that volunteer attorney is in good

standing, with no disciplinary matters or pending complaints

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Pre-placement details

• When recruiting potential volunteers, have

them shadow or observe a more experienced volunteer before they commit. This gives the potential volunteer a chance to see what the experience is like and whether it's a fit for them

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• Provide a holistic view of the case
• No surprises (where feasible)
• Reminder of duty as an attorney & need for
• wnership/creative problem-solving

Post-placement details

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Post-placement details

• Client name
• Client case file/Intake form
• Language needs, if any, and corresponding

interpreter information

• Reminder of estimated number of hours for

case work

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Post-placement details

• Actual case timeline template
• Internal deadlines for case
• External deadlines for the case
• Supervision structure reminder

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Post-placement details

• Trainings resources (link to the Training

webpage, password, and any additional training material the Lead LSO may have requested)

• Link or attachment to all client pro bono

manuals, worksheets, etc. (Attached co-counsel agreement or engagement agreement)

• Next Step Instructions on setting up first

meeting with client within 2 weeks of receiving case assignment

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Client details

• Client background
• Case context in relation to situational

circumstances

• Language needs
• Disabilities and Possible Accommodations
• Potential client challenges

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Clinic details

• Date and time of pro bono opportunity
• Location address & logistics (such as parking)
• Trainings resources (link to the Training

website or resource)

• Contact information
• Language capabilities

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Define deadlines and timeline

• Case timeline with all deadlines helps

volunteers keep on track

• Timeline also helps set expectations and

explain to pro bono volunteers where challenges and bumps may occur

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Example: Tahirih Justice Center

• Case assignment letter

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• Ensures all parties are on the same page
• Expectations set and confirmed between the

legal services organizations and the pro bono volunteer should include ...

Set and Confirm Expectations

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• Standard of care
• Cost obligations
• Continuity of Representation
• Mentoring, Supervision, and the legal services

provider’s ability to provide ongoing support

Set and Confirm Expectations

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• Method of sharing status updates and the form
• f communication preferred by both partners
• The scope of representation and time estimates

for completing the work

• How to handle subsequent substantive issues

that may come up for the same client during the representation

Set and Confirm Expectations

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Set and Confirm Expectations

• Written agreements (like co-counsel

agreements) should be used to outline all expectations for the pro bono opportunity

• For limited scope volunteer opportunities, like

clinics, there should be a limited scope agreement between clients and pro bono volunteers to ensure there is a mutual agreement regarding the scope of representation

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Example: Tahirih Justice Center

• Co-counsel agreement

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Outline all training and resources available

• Give pro bono volunteers all training materials

in advance in order to give them sufficient time to prepare and train

• Provide a case guide at the onset of placement

so volunteers can see what to expect

• Volunteers can skim the guide and refer to

specific sections as needed

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Outline all training and resources available

• Explore creative ways to deliver training

materials

• Online volunteer portals
• Training videos

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Example

• Marin Pro Bono Network Training Portal

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Finding pro bono inspiration from peers

Pro bono case studies

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Tech tools & tricks!

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Signup & Calendly

• Scheduling tool

Calendly

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Reflect on new tools

53 Volunteer Placement Challenges Tools / Concepts for Remedy Desired Outcomes

Too many back-and-forth emails to schedule volunteers for clinic

• Automate clinic signups electronically
• Create externally-facing online clinics

calendar on pro bono webpage Volunteers placed for clinic without lots of time from nonprofit coordinator Lots of follow-up questions from Pro Bono Director via email prior to placement

• Clearly articulated case timeline, trainings

and information upfront via email

• FAQ’s webpage on pro bono site
• Powtoons video module on “How do I

get placed with a pro bono case?” Receive more full-scope signups from the same law firm Time wasted on scheduling pro bono meetings

• Use of Calendly to set boundaries around

nonprofit coordinator’s time & eradicate multiple emails back and forth No time wasted

• n scheduling pro

bono calls

Volunteer Supervision and Technical Assistance

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Take notes:

List *tools/concepts* that stand out during the next segment on volunteer placement

Objectives of this section

• Participants will be able to articulate effective

volunteer supervision principles

• Participants will be able to identify what new

tools they can use to make their pro bono supervision more time efficient while maintaining quality of services

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Importance of volunteer supervision and technical assistance

• Ensures quality legal services
• Develops volunteer expertise

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Establish clear expectations for volunteers and supervising attorneys at the outset

• Regular check-ins between mentor and

volunteer

• Clear expectations with the law firm pro bono

director and the pro bono volunteers that they are responsible for moving the case forward

• Step by step guides that require supervising

attorney’s approval

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Example: Tahirih Justice Center

• Refer back to case assignment letter

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Provide usable resources for volunteers

• Manuals
• Pre-scripted client interview questions
• FAQ’s on common issues (including cultural

humility)

• Checklists
• Samples
• Flowcharts
• Webpage

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Using experienced volunteer attorneys as mentors

• Discuss with Pro Bono Director at the firm

whether there are internal mentors that new volunteers can connect with for advice

• Use a retired attorney already an expert in the

areas of law as a supervisor for new volunteers at firms

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Creative models for supervision

• Consider holding “office hours” via Skype into

a conference room at the law firm a half day per week

• Create a hotline for supervision like the Bet

Tzedek SIJS model we discussed in Session #1

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Finding pro bono inspiration from peers

Pro bono case studies

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Tech tools & tricks!

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File sharing

File sharing software

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File sharing

Reflect on new tools

68 Volunteer Supervision Challenges Tools / Concepts for Remedy Desired Outcomes

Pro bono volunteers feel isolated & unsupported on cases

• Create “virtual office hours” during set

dates/times & have volunteers visit with you from a shared conference room at their firm

• Put the office hours calendar on pro

bono webpage Volunteers develop a peer community & nonprofit time used efficiently Pro bono volunteers ask easily solvable questions

• Create a clear case timeline linked to

relevant manual or video trainings

• Create simple clinics worksheets to walk

volunteers through each clinic meeting step Nonprofit time used efficiently Volunteers lose email with pro bono manual

• Share pro bono manual virtually
• Upload your pro bono manual(s) to a

dedicated pro bono webpage Nonprofit time used efficiently

Capstone activity: Prototype a solution

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• 1. Revise Capstone Q as needed
• 2. Key insights to Capstone Q from external

& internal analysis

• 3. Parking lot follow-up Q’s for additional

research

• 4. Key ideas gleaned during Accelerator

sessions 1 - 4 that speak to Capstone Q

• 5. Journey map
• 6. Storyboard

What to prototype?

Journey Map

• 1. Write headline with Capstone Q at top of page
• 2. Circle the key element of pro bono your

Capstone Q addresses

• 3. Map out journey of “key touchpoints” for

your target audience(s) within that key element

• n post-its
• 4. Map your key ideas post-its onto the key

touchpoints

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Storyboard

• 1. Review your Journey Map and identify which

segment(s) you’d like to develop further

• 2. Draw out how your ideas will work in a series
• f comic book strip images
• 3. Goal: Spotlight key moments and build a short

narrative

• 4. Act out the Storyboard for feedback

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Storyboard example

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I like, I wish, I wonder

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Iterate prototype

• Take feedback received from cohort and law

firm partner calls & iterate your prototype

• Come to Feb 13 session prepared to present:
• Short Journey Map of pro bono volunteer

experience through all five key elements

• Framing of your Capstone Q
• Iterated prototype addressing your

Capstone Q

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Today, we...

• 1. Worked on capstone: Internal context

assignment

• 2. Did an overview of volunteer placement
• 3. Did an overview of supervision
• 4. Worked on capstone project prototyping

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Check-in: Coaching calls

• Calls with law firm thought partners
• Calls with Renée

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Closeout: One key take-away

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Thank you!

• Complete evaluation surveys
• Complete MCLE documentation

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