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Frequently Asked Questions for Supervisors

About how much time is this going to take?

Students are assigned to 30 hours which is recommended to be done in 10 weeks by spending 3 hours per week at the site. The Site Supervisor and student will work together to create a schedule that works for both the student and the department or office.

I need a break. Will you be mad at me? Can I come back later?

We encourage our volunteers to take time away from the program. Working with a student on a personal level can be emotional and it is sometimes important not to jump too quickly into the next experience. Please don't be afraid to tell us you need some time off. We'll gladly reactivate you whenever you feel ready.

I have a colleague who would be great for this. How can I get them involved?

First, tell them all about the wonderful experience you have had volunteering for the program. Word-of-mouth is an excellent motivator. Then, have them contact the Assistant Director of Educational Programs at   You can also provide us with their contact information or refer them to our website for more information. 

I love volunteering for OSARP and am looking for even more ways to get involved.

Many of our mentors and site supervisors also serve on the Accountability Board for the Office of Student Accountability & Restorative Practices (OSARP). This is an excellent opportunity to experience the other side of the accountability process. For more information about how to become involved contact the Associate Director at  

I need help! Who should I call?

Your Civic Learning Coordinator (the person who e-mailed you assigning you a student) is your number one contact. Recognize, however, that some of the coordinators are students who don't work every day. If you need an immediate response and you can't reach your coordinator, you can contact the office at 540-568-6218 and ask to speak to someone about Civic Learning.

In addition, consider using each other as a resource. There are several networking opportunities throughout the year as well as the volunteer listserv. If you're interested in joining the volunteer listserv, contact  the Assistant Director of Educational Programs at  

My student hasn't responded to my e-mails.

There are a number of things you can do to jump-start communication:

  1. Make sure you have discussed with your student the most effective form of you communication you are both willing to use and that you both understand the expectation for how often this form of communication must be checked.
  2. Always keep your coordinator informed of any issues or concerns. Even if it seems minor, you never know when a small situation might escalate. The coordinator will work with you to determine the best course of action. If they are only made aware of an issue after it has already ballooned, it may be more difficult for them to resolve.
  3. Be very clear in your communication to the student. Provide clear deadlines and clear consequences. For example:
"As I have not heard from you in over a week, I must request that you contact me to schedule a meeting. If we are unable to connect up and meet this week, I will have to turn your case back over to the Office of Student Accountability & Restorative Practices.

I am available this week every afternoon from 2 - 5 and also Thursday morning from 9 - noon. The best way for you to schedule is to call the front desk at my office and ask to be put on my schedule. Please call before noon tomorrow as my schedule may fill up after that.

I really enjoyed our last meeting and hope everything is okay with you."

My student isn't showing up for meetings.

First, make sure that you are documenting any missed meetings or meetings that the student showed up to late. Share this information with your coordinator. If the student is late to a meeting or for a shift, be sure to have a conversation with them. Explain the impact on you or others (staff, customers, etc.) when the student is late. If the meeting is missed altogether, it is important to help the student understand how this has impacted you.

If this is a situation that you or your office cannot continue to tolerate, explain that to the student so that they understand the consequences for any future incidents. If you feel that you can no longer accommodate a student because of their absences, please let your coordinator know.

However, it is important to remember that the student may have been placed in the program as a way to increase their motivation or time management skills.  Refer to your training binder and the Resources Section of this web site regarding ways to build trust and work on time management skills.

If you continue to have a problem, contact your coordinator for further assistance.

I haven't heard back from my coordinator.

Many of our coordinators are students who do not work every day. If you need an immediate response and you can't reach your coordinator, you can contact the office at 540-568-6218 and ask to speak to someone about Civic Learning.


Did you have a question that we didn't answer? Contact your coordinator or Assistant Director of Educational Programs  We'd be happy to help you!


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