News

USQ Update

Changes to USQ's Volunteer Program

USQ is implementing an organizational restructuring at the volunteer level, to better serve our community. Plus, we’re launching recruitment for a number of year-round volunteer opportunities.

Last fall, USQ did an organizational restructuring at the employee level. This summer, we’ve been working on a similar project with our year-round volunteer program. USQ has over 60 hardworking and dedicated year-round volunteers who are a part of our staff, and as we mentioned in the office of the executive director recap posted in May, this past season saw the largest influx of new volunteers in five years. These volunteers serve in all areas of the organization from supervising officials and gameplay policies,  coordinating day-of event volunteers, to ensuring our brand and messaging are as effective as possible. 

The goals of this restructuring were to:

  1. Better serve our community, especially as it relates our strategic plan goals. 
  2. Bring forth opportunities for our volunteers to take on bigger projects as desired and hold more ownership over said projects. 
  3. Empower and support volunteers to work more independently.

Here is a summary of the changes being implemented this summer and fall:

  • Most volunteer teams will be managed by a volunteer team leader, who will handle project management and delegation for the team, and serve as the liaison between that team and the supervising employee, as well as between team leaders within their department. Volunteer team leaders will be selected internally by members of each team. The process will be determined over the next several weeks, in consultation with the diversity, equity, and inclusion committee.
  • Each employee will supervise several volunteer teams within the five different USQ departments. Employees will mostly work with volunteer team leaders, but in select cases, the employee may function as the team leader.
  • Role descriptions and titles for year round and project based volunteers will become more specific. The descriptions will detail what exactly the volunteer is responsible for. 
  • The process to apply for a volunteer position will be streamlined into a Google form, instead of requiring a resume and cover letter. 
  • We will create volunteer opportunities to help with day to day management of USQ programs, including customer service for members.

 

This project is also coinciding with the launch of recruitment for more year-round volunteers for the 2020-21 season. All open positions are listed here. There are openings in all departments. While these positions will be open for most of the season, we encourage people to apply early, so that we can get you involved in projects immediately. 

The time commitment for these positions is approximately 2-3 hours a week. You don’t have to be a veteran in the sport to volunteer for USQ. Many people on our staff started volunteering when they first started playing. We welcome and encourage people on college teams to apply. Volunteering for USQ is a great way to meet people who love quidditch from around the country, and make a difference in the sport. Volunteers often learn new skills, such as how to make a spreadsheet with custom formulas, how to design eye-catching social media graphics, how to write an effective project proposal, and more. 

PROCESS

In December 2019, Volunteer Coordinator Joey Galtelli presented Executive Director Mary Kimball with a proposal to restructure how volunteer teams were managed and create more opportunities for volunteers to support day to day operations of the organization. Galtelli is a HR professional who has been on USQ staff since 2018. The ideas were workshopped with Kimball in late 2019 and early 2020, and transitioned into full development in June 2020. 

In July, in support of this project, the volunteer engagement committee began collecting anonymous feedback from 37 year-round volunteers. This committee, which was formed in 2017, creates, develops, and leads activities that engage USQ volunteers and provide opportunities for all volunteers to connect with one another. Committee members Katrina Bynym, Annabel Russell, and Jeremy Schleicher gathered feedback via two focus groups, individual emails, and survey responses. Feedback was specifically geared around the restructuring plan, though conversations did happen around other aspects of the USQ volunteer experience. The consensus was that year-round volunteers are in favor of a team leadership structure and more detailed role descriptions.

OTHER CHANGES

2020 Organizational Chart

As part of this project, USQ’s organizational chart has been updated with the changes discussed above, as well as adding further clarity around what departments and volunteer teams the employees supervise. 

USQ's organizational chart

USQ's staff team directory

Office of the Executive Director

The office of the executive director consists of several teams - finance, risk management, volunteers, strategic planning, US National team, website, youth, and development (fundraising) - along with other projects such as human resources and organization partnerships. New, emerging, and/or expanding programs are also initially supervised by this office. The office of the executive director also works directly with USQ’s board of directors. 

The primary department supervisor, Executive Director Mary Kimball, manages these teams: development; diversity, equity, and inclusion committee; US national team; risk management; and website. Other organization duties, such as finances and human resources also are managed by the executive director. The secondary department supervisor, Strategic Planning Manager Megan Anderson, manages these teams: conferences; youth programs; and volunteers. Partnerships are managed by Director of Events & Partnerships Laura Porth. 

Communications

The communications department focuses on social media, video, photography, livestream, public relations, graphic design, editorial, and merchandise. Staff in this particular department have always worked collaboratively with one another. While some volunteer titles are specific to one team, it is common for communications staff to help on other teams, as needed. For example, someone who mostly focuses on social media may do graphic design, or someone who does a lot with public relations may also assist with editorial. 

The primary department supervisor, Executive Director Mary Kimball, manages these teams: graphic design; livestream; merchandise; public relations; and video. The secondary department supervisor, Strategic Planning Manager Megan Anderson, manages these teams: social media; photos; and editorial.

Events

The events department focuses on logistics, volunteers, and hospitality for USQ events, plus manages the tournament director certification program. Staff in this department work together to organize, support, and coordinate official USQ events. The event department staff maintains communication with tournament directors, coordinates general volunteers at USQ hosted events (regionals and USQ Cup), and organizes all logistical aspects of USQ hosted events. 

The primary supervisor for all teams in this department is Director of Events & Partnerships Laura Porth.

Gameplay

The gameplay department focuses on league gameplay policies and programs, referees, snitch runners, and rules. Staff in this department work together to supervise and run all aspects of USQ gameplay, from the rulebook to gameplay formats, ensuring that the league maintains high standards of competition and fair play. The gameplay department manages all gameplay policies, determines gameplay structures and schedules for USQ-hosted events, manages the disciplinary review process, and serves as a resource for tournament directors and USQ staff.  The gameplay department also houses the officials team, who work to certify and develop high-quality referees and snitches, and the rules team, who manage the USQ rulebook. 

The primary department supervisor, Director of Events & Partnerships Laura Porth, manages these teams: gameplay, referees, and snitches. The secondary department supervisor, Executive Director Mary Kimball, manages these teams: rules. 

Member Services

The member services department consists of regional development, coach memberships, fan memberships, and member services. Staff in this department work together to assist members in understanding and complying with USQ requirements, as well as getting the most out of their membership. Member services staff maintain the membership database, manage benefits, track member requirements and respond to inquiries from current and potential members. 

The primary department supervisor, Executive Director Mary Kimball, manages these teams: coaches; fans; and member services. The secondary department supervisor, Strategic Planning Manager Megan Anderson, manages these teams: regional development. 

USQ Staff Directories

The three different staff pages on our website, for employees, the board of directors, and volunteers, will be revamped to make it easier to see who does what and how to contact the listed people. The pages for employees and the board of directors have already been updated. The final updates to the volunteers page will be coming in the next week.

QUESTIONS

For questions about these changes or about how to get involved with USQ, email volunteer@usquidditch.org.