SUN SOUNDS of ARIZONA
VOLUNTEER HANDBOOK
Updated: 8/14
TABLE OF CONTENTS
Sun Sounds of Arizona Volunteer Information
A brief summary 1
Mission 1
Vision 1
The Listeners
A diverse group 2
The Staff and Volunteers of Sun Sounds
The Staff 2
Tempe Affiliate 2
Tucson Affiliate 3
Flagstaff Affiliate 3
Yuma Affiliate 3
The Volunteers 3
Discrimination Disclaimer and Young Volunteers 4
Volunteer Assignment Options 4
Readers 5
Broadcast Materials 5
Preparation 5
Flagstaff Reading Booths/Reservations 6
Tempe Reading Booths/Reservations 6
Tucson Reading Booths/Reservations 7
Off-site recording 7
Communication 7
Feedback 8
Miscellaneous Information 8
Reader Workshops 8
Awards 8
The Sun Sounds Radio Theater 9
Operations Volunteer
Control Room 8
Office Worker 8
Ambassador Program 9
Shared Commitment 9
The Facilities 9
The Flagstaff Volunteer Room 10
The Tempe Volunteer Room 10
The Tucson Volunteer Room 11
Housekeeping
Flagstaff Amenities/Food and Beverages 11
Tempe Amenities/Food and Beverages 11
Tucson Amenities/Food and Beverages 12
Miscellaneous
Guests 12
Animals 13
Fundraising 13
Recognition 13
Comments/Suggestions/Questions 13
Welcome Aboard!!! 13
SUN SOUNDS of ARIZONA VOLUNTEER HANDBOOK
Sun Sounds of Arizona Information
A brief summary
Sun Sounds of Arizona bridges the information gap between current print media and people who cannot use it because of a disability.
Mission: Sun Sounds of Arizona provides audio access to information to people in the Southwest who cannot read print because they have a disability.
Vision: Sun Sounds of Arizona will make creative use of technology and talent to ensure that every disabled person has the opportunity to access the current and local information necessary to a self-directed, productive life. As a result, the inability to read print will no longer be considered a disabling condition. Sun Sounds of Arizona will continue to be a leader in the field of information access services and a willing partner to organizations with like goals. Sun Sounds of Arizona is innovative, committed to quality and to customer satisfaction.
Sun Sounds, which was founded in 1979 as an outreach project of Rio Salado College, provides the “print-disabled” community of Arizona access to a variety of written materials. Our services help facilitate maximum personal independence for those who are unable to read. Sun Sounds has grown into a statewide network of radio and Internet-based services that offer daily newspapers, current books, magazines, and special feature programs. A unique blend of live and recorded programming is transmitted to an estimated 49,000+ listeners throughout Arizona via FM radio sub-carrier signals and cable systems. Sun Sounds is available in nursing homes, hospitals, senior centers, and in private homes—all served by our network of four stations in Flagstaff, Tempe, Tucson, and Yuma.
Sun Sounds programming can be received on special closed-circuit radios that are loaned free of charge to eligible persons. Potential listeners are required to complete an application for service, and must be signed by a physician, social worker, librarian, or other professional stating that the applicant is print disabled. Sun Sounds also streams the live broadcast at http://sunsounds.org, and through a telephone/web reading service called Sun Dial II.
Sun Sounds is highly respected by its national and international peers. This is due, in large part, to the caliber of our volunteers and our innovative programming. We have won more than 30 awards, within our first 30 years, from the International Association of Audio Information Services (IAAIS), which has over 100 stations worldwide that share our mission. http://IAAIS.org.
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A diverse group
Sun Sounds listeners are a diverse group of people. Although the majority of Sun Sounds’ listeners are over the age of 60, subscribers range in ages from 9 to 100.
There are listeners who are blind, but there are also those who have a different disability that warrants the need for our services. Individuals with low-vision impairments, print disability due to dyslexia, stroke, cerebral palsy, arthritis, brain injury, aging, and/or inability to hold printed matter make up our listening audience. Sun Sounds strives to provide a broad range of programs that will meet the variety of interests, ability and disability needs of our listeners.
A Broadcast Schedule (available in large print, cassette, Braille, or diskette) is sent out to registered listeners every six months. Volunteers are encouraged to browse through the guide to become familiar with the scope of Sun Sounds programming.
The Staff and Volunteers of Sun Sounds
The Staff
The Tempe home office is located on the fourth floor of the Rio Salado College Building, 2323 W. 14th St., Tempe, AZ 85281. There are several full-time and part-time individuals who are responsible for the daily operations that support the continuous efforts of Sun Sounds. Current staff and their respective positions are listed as follows:
Flagstaff Affiliate
Station Manager: Gina Marie Byars
Administrative Assistant: Jennifer Arnold
Administrative Assistant: Pat Carus
Operations Assistant: Bridget Hoffman
Tempe Affiliate
Director: Bill Pasco
Administrative Assistant: Jim Bigler
Manager of Programming and Volunteers: Andrea Pasquale
Division Volunteer Coordinator: Carol Maffuccio
Assistant Volunteer Coordinator: Connie Ryan
Development Director: David Noble
Development Assistant: Laura Horochowski
Marketing/Outreach Assistant:
Operations Manager: Michael Hayden
Operations Assistant:
Operations Assistant: Bruce Halperin
Operations Assistant: Ben Hoff
Operations Assistant: Duart Martin
Operations Assistant: Jeannie Ost
Tucson Affiliate
Station Manager: Mitzi Tharin
Administrative Assistant: Daniel Redondo
Outreach Assistant: Bill Doerr
Volunteer Coordinator: Murry Everson
Operations Director: Jeff Grant
Yuma Affiliate
Coordinator: Arlene Kingery
Our impressive and indispensable team of VOLUNTEERS are the essence of the Sun Sounds organization, and give new meaning to the definition of SUPPORT for our staff.
Volunteers primarily interact with volunteers, operations and office staff. However, it is important for volunteers to become familiar with all staff and their corresponding roles to better serve our listeners. Limited staffing and the interdependent nature of office processes require a cohesive environment for smooth on-air operation.
The Volunteers
Sun Sounds’ volunteers have a broad range of backgrounds, which include teachers, doctors, lawyers, homemakers, retirees, real estate agents, and students. Although their ages span from 20 to 80+ and their interests vary, they all share the common desire to help provide current information for our listeners.
Network programming and office work is donated by over 500 volunteers statewide. Volunteers also assist in fundraising, outreach and control room operations. Several members of the Sun Sounds Foundation Board are volunteers.
Board as of JAN 2015: Terry Flannery
Megan Becker Diane Gardiner
Sue Berliner Carl Matthusen
Neil Chitel Jim McMahon
Bill Davis Jim Paluzzi
Kim Del Barto Bill Pasco
Sue DesParte Rick Scott
Murry Everson Andy Silva
It is clear that the success of Sun Sounds is directly impacted by the dedication and talent of our on-air and behind-the-scenes volunteers.
As Sun Sounds' volunteers, they play an integral part in our efforts to broadcast the written word to thousands of print-disabled listeners not only in Arizona, but beyond the boundaries of our state. They can be proud that their role as a volunteer is a critical component of carrying out our mission.
Discrimination Disclaimer and Young Volunteers
Sun Sounds of Arizona does not discriminate against volunteer placement for any reason. However, placement mandates that all volunteers must pass the reading test and/or other skills screening necessary to comply with the job requirements. All volunteers are expected to be reliable and to uphold the performance/behavior standards expected by Sun Sounds’ Management. (Appendix A)
On occasion, we provide opportunities for minors (under 21) to volunteer, which are often part of an intern program for a school or other agency. The internship will allow the interns to experience daily office procedures and a genuine broadcast environment. As a result, this will potentially give them the competitive edge in the fields of service or broadcasting. A paid staff member must be present at all times when a minor is on the premise. However, in exceptional cases, adult volunteers may be on the premises unattended by a staff member.
We have several volunteer opportunities at Sun Sounds, which includes a strong core of volunteer readers that read live on-air and prerecorded material. Most newspapers are read live on-air due to the time sensitive material. Books and magazines are prerecorded for a later scheduled broadcast. We also engage qualified volunteers in the technical side of operations, and intermittently recruit volunteers in the office for specific projects or in-house needs. Marketing and outreach are an important part of informing the community about our services. Detailed information regarding these opportunities is outlined below.
Readers: Volunteers that have attended the volunteer orientation and/or passed the reading test can begin the various steps to become a Sun Sounds reader.
Individual volunteer interests, strengths, and reading-aloud skills are taken into consideration when determining broadcast assignments. It is important that the volunteer and the material are an appropriate match. New volunteers will be presented with several options that may change from time to time depending upon openings in our schedule. We ask that volunteers choose an assignment that is the most compatible with their interests and time allowance.
Broadcast Material: Volunteer readers must stay consistent with the structure and format of the program they are assigned. All of the programs have a format, but some are more structured, such as: the Arizona Republic, which has a specific protocol for how much time is spent on headlines, lead articles, secondary articles, weather, cartoons, etc. All Program formats for Tempe are located in the blue binders on the Volunteer Room counter. Volunteers must adhere to the assigned reading material and format. We read exactly what is printed; therefore, we do not edit the material, editorialize, sanitize, ad-lib or add to the material being presented. Occasionally profanity, vulgarity, or questionable innuendos appear as part of the printed material being read for broadcast. This is the only situation in which such language is allowed for broadcast. Volunteers that feel uncomfortable with reading this material should notify the Programming and Volunteer Manager or the Volunteer Coordinator.
Preparation: We recommend volunteers take time to prepare all reading material BEFORE recording to avoid tying up booth space longer than needed. Allow enough time ahead to achieve proper pronunciation, inflection, rhythm, and meaning by reading ALOUD. Keep a dictionary handy and/or use the pronunciation guides in the Volunteer Room. Unfamiliar words can be easily checked through Google on the Volunteer Room computer.
Reading Booths: Volunteers who pre-record their program must attend a training session on proper operation of the audio production software and equipment in the reading booths. Sign up for training by contacting the Operations Manager. Volunteers will receive written outlines about recording console usage. Once the initial session has been completed, volunteers will demonstrate their new skills by producing a Reader’s Anthology, which is a half-hour program comprised of non-fiction articles.
CELL PHONES MUST BE TURNED OFF before recording or broadcasting on air. LOOK UP as you enter the Tempe Studio’s hallway to check the over-the-door “ON AIR” lights, which indicate the control room, studio or booth is in use. DO NOT enter unless the light is off.
Flagstaff Studio and Booth hours are:
Monday-Friday: 8:00 am – 8:00 pm
Saturday: By appointment only
Sunday: 10:00 am – 12:30 pm
The Studio is generally closed for most major holidays.
Reservations: Schedule a recording booth in advance to ensure space! The booths fill up, especially weekday afternoons. Volunteers that do not reserve a booth may have to wait or find no booth available. Booth reservations can be made by calling 928.779.1775, emailing appropriate staff, or in-person at the Flagstaff office. A voicemail message with the date, time, booth hours needed AND return phone number can be left if staff is not available. Volunteers will only receive a call back of if there is an issue with the reservation, and can assume that the booth is reserved. Volunteers that are unable to keep the appointment are to notify us in the same manner that they reserve the booth, so that another volunteer may schedule. An online scheduling system will be implemented sometime in late 2014 making the process convenient and accessible from any location.
Tempe Studio and Booth hours are:
Monday-Friday: 6:00 am – 8:00 pm
Saturday: 6:00 am – 1:00 pm
Sunday: 8:00 am – 12 noon
The Studio is generally closed for most major holidays.
Reservations: Schedule a recording booth in advance to ensure space! The booths fill up, especially weekday mornings and on weekends. Volunteers that do not reserve a booth may have to wait or find no booth available. Booth reservations can be made by going to sunsounds.org. In the upper right corner click on Staff/Volunteer Login, then input the user id: volunteer and password: informationaccess. Go to the left column to select Reserve a Studio in Tempe. This can be done in our volunteer room or offsite. You may also call 480.774.8300, emailing appropriate staff, or in-person for the Tempe office for assistance. A voicemail message with the date, time, booth hours needed AND return phone number can be left if staff is not available. Volunteers will only receive a call back of if there is an issue with the reservation, and can assume that the booth is reserved. Volunteers that are unable to keep the appointment are to cancel their booth or notify us in the same manner that they reserve the booth, so that another volunteer may schedule.
Tuscon Studio and Booth hours are:
Monday-Friday: 9:00 am – 4:00 pm
The Studio is generally closed for most major holidays.
Reservations: A voicemail or e-mail message with the date, time, booth hours needed AND return phone number can be left if staff is not available. Volunteers will only receive a call back of if there is an issue with the reservation, and can assume that the booth is reserved. Volunteers that are unable to keep the appointment are to notify us in the same manner that they reserve the booth, so that another volunteer may schedule. An online scheduling system will be implemented sometime in late 2014 making the process convenient and accessible from any location.
Off-site recording: We use some home-recorded programs. Volunteers who own equipment that meet our standards, can record at home, and then submit the programs to the station for later broadcast. The Manager of Programming and Volunteers and/or Operations Manager would need to be contacted for consideration of this format.
Communication: Volunteers are asked to keep us informed about how they are doing in their broadcast activities. If a volunteer starts feeling burned out after several months/years, we appreciate knowing there is a need for change. We would much rather switch the assignment than lose a trained volunteer. We are extremely proud of our high volunteer-retention rates. Many of our volunteers have been hosting programs for over 10 years, and their experience and “pride of ownership” can be heard in their broadcasts.
Our volunteers are indispensable! They can pre-record several programs in advance to cover time away. Sometimes volunteers are understandably not able to do a program. Volunteers are to contact the appropriate staff at Sun Sounds if this is the case and/or fill out a Request for Substitute slip located on the bulletin board in the Volunteer Room. We have to find subs when volunteers cancel; therefore, we ask that volunteers notify us at their earliest convenience. Commitment is critical, so volunteers need to assess their individual time and zeal for volunteer activities. Prioritize “giving back”, and the outcome will be a rewarding, unregrettable experience.
The Programming and Volunteer Manager or Volunteer Coordinator need to be contacted if a volunteer is no longer able to volunteer for Sun Sounds. Don’t just stop coming! Although the absence of a volunteer will be noticed, the volunteer’s status is critical to the staff, which will have to make other arrangements.
There is no magic age at which readers should retire, but there are indications that warrant a break. If age or illness prevents the vocal production of a clear and pleasant tone, we suggest a volunteer cut back or take a break from on-air assignments. Our listeners expect and deserve readings that are easily-understood. The Volunteer Programming and Volunteer Manager or Volunteer Coordinator can discuss alternative options for volunteering if a volunteer is developing vocal quality issues.
Due to the nature of reader schedules, we may not always see volunteers in person. Volunteers need to be proactive about keeping themselves informed. The most effective way to communicate with our volunteers is through email, so volunteers are responsible for making sure their contact information is current. We post news and information on two (white & bulletin) boards in the Volunteer Room. The substitute-request forms, notices, and fan mail are also posted there. Volunteers are encouraged to introduce themselves to staff and other volunteers in the office.
Our website: www.sunsounds.org posts current activities and schedules. Volunteers are given a user ID and password to enter the volunteer site. We produce a Volunteer Newsletter that is sent out throughout the year to give you the up-to-date news about Sun Sounds statewide. Additional communications are sent as needed. Volunteers that don’t have email are sent a print copy of the newsletter.Copies are also available at all of our affiliates.
Feedback: Readers may be critiqued at any time, and all volunteers are encouraged to listen periodically to their own programs. The Volunteer Programming and Volunteer Manager and Volunteer Coordinator are available to provide feedback that will improve the quality of the readers’ programs. Volunteers are encouraged to speak up if there are questions or comments regarding their volunteer needs and experience.
Miscellaneous Information: Sun Sounds offers reader workshops, opportunities to receive awards/recognition and Sun Sounds Radio Theater.
Reader workshops: Sun Sounds periodically holds workshops that are designed to improve reading skills, which include Voice and Diction. Experts in the field give their time, so we highly encourage new and veteran volunteers alike to participate in the workshops. These sessions not only improve reading, diction, breathing & broadcast skills, they serve as way to meet and socialize with other Sun Sounds volunteers.
Awards: Sun Sounds has won several awards from the International Association of Audio Information Services (IAAIS). Shows that are considered for award submission meet the following criteria:
Solid intro and outro
Good sound levels
Free of any reader/extraneous noises, such as throat clearing/paper rustling
The Programming and Volunteer Manager can provide volunteers more detailed information pertaining to what makes an award winning show, and if a particular show is award worthy.
The Sun Sounds Radio Theater: Sun Sounds Radio Theater presents theatrical productions in which the opportunity to audition for roles are open to regular volunteers. We are always looking for qualified people that are willing to produce and direct these productions. Casting calls are periodically posted in the Volunteer Room, and auditions are recorded. Would-be Thespians should try out…we often cast as many first timers as seasoned veterans.
Operations Volunteer: Sun Sounds trains a few select volunteers to work in the Control Room.
Control Room: The training is highly technical and can take three to four weeks. Volunteers are trained to make pre-recorded programs ready for broadcast, put live programs on the air, and generate station breaks both live and from the broadcast computers. Volunteers who work in the Control Room must be able to multi-task and problem solve under stressful conditions. They will also be asked to take volunteer phone calls and schedule volunteers into recording booths. Volunteers are generally assigned to the Control Room during daytime business hours.
Office Worker: Volunteers that are enlisted to do office work need to set up a schedule with the supervisor over a specific project. The supervisor will reserve workspace and/or a computer as needed. Reminder: Office projects (mailings, surveys) may be time sensitive, so the office needs to be notified of cancellations.
Ambassador Program
The Sun Sounds Ambassador Program consists of a group of volunteers that represent Sun Sounds by promoting the mission through community outreach. Possible responsibilities include:
Managing a Sun Sounds booth for events such as: health fairs & expos
Visiting eligible listeners at long-term care facilities
Distributing information and/or brochures to eye doctors, vision therapists, etc.
Delivering a free radio to listeners who may need assistance in setting it up
Making short presentations to community groups – Newcomers, Lions & Rotary Clubs, etc.
Volunteers are encouraged to join the Ambassador Program, and can contact the Marketing/ Outreach Assistant for more information.
Shared Commitment
Sun Sounds will: Respect volunteers and their time
Train the volunteers according to assignment requirements
Provide feedback periodically or as requested
Present workshops to enhance reader sound
Volunteers will: Respect their commitment to volunteer
Follow through on all training
Embrace the programming
Stay in contact with us
Sun Sounds has four state-of-the-art studios across Arizona. The Tempe affiliate houses the Sun Sounds offices, two control rooms, two larger recording studios, and six one-person recording booths. There are three other Arizona affiliates located in Flagstaff, Tucson and Yuma, which are housed in smaller studio spaces. Sun Sounds strives to provide all staff and volunteers with current technology, and an ergonomic work environment. We ask that any issues with adjustments and/or accommodations be reported for consideration.
The Flagstaff Volunteer Room
The Flagstaff front office serves as the program prep room. Computers, a copy machine, a telephone and protocol files for most of our programs can be found in this room. Volunteers are able to sign in and log their on-site hours, and while waiting for a booth, etc. can use the table and chairs that are available. We have a blue plastic box on the floor where we offer a magazine exchange—volunteers are free to take pre-read periodicals. Note: We cannot clear time for personal use of the computers, the printers, or office cubicles.
The Tempe Volunteer Room
The Tempe Volunteer Room serves as the program prep room. Computers, a copy machine, a telephone and protocol files for most of our programs can be found in this room. Volunteers are able to sign in and log their on-site hours, and while waiting for a booth, etc. can use the table and chairs that are available. We have a blue plastic box on the floor where we offer a magazine exchange—volunteers are free to take pre-read periodicals. Note: We cannot clear time for personal use of the computers, the printers, or office cubicles.
The Tucson Volunteer Room
The Readers’ Room serves as the program prep room. Please fill out the volunteer hours worked on your volunteer time card, along with the date each time you volunteer. Note: We cannot clear time for personal use of the computers, the printers, or office cubicles.
Amenities: Restrooms and a Break Room are shared with other businesses on the second floor at the Flagstaff affiliate. The Break Room includes a microwave, coffee maker and refrigerator that you are welcome to use. There is a communal main conference room that is available through reservation.
Food and Beverages: All affiliates offerfree coffee, water, and occasionally donated snacks. Refer to each affiliate for the location of the coffee bar. Beverages and other snacks can be purchased in the Tempe Break Room, and consumed in the Break Room or the Volunteer Room.
NO FOOD is allowed in the recording studios.
Exception: Volunteers may take beverages into the studio, using extreme caution. Beverages are to be placed away from all reading materials and electronics—especially the keyboards and computer terminals. During live broadcasts drinks are to be set on the floor to avoid an accidental spill on the reading materials.
Reminder: Please help us keep our facilities clean. Dirty dishes are to be washed and put away in the coffee bar area. Dispose of trash such as: papers, cups, and water bottles.
Tempe Housekeeping
Amenities: Restrooms and a Break Room are shared with the KBACH and KJZZ public radio stations on the 4th floor of the Tempe affiliate. There is a communal main conference room that is available through reservation. The Café @ Rio offers a menu of sustainable food on the main floor of the Tempe facility that is open M – F, 11:00 am – 2:00 pm.
Food and Beverages: All affiliates offerfree coffee, water, and occasionally donated snacks. Refer to each affiliate for the location of the coffee bar. Beverages and other snacks can be purchased in the Tempe Break Room, and consumed in the Break Room or the Volunteer Room.
NO FOOD is allowed in the recording studios.
Exception: Volunteers may take beverages into the studio, using extreme caution. Beverages are to be placed away from all reading materials and electronics—especially the keyboards and computer terminals. During live broadcasts drinks are to be set on the floor to avoid an accidental spill on the reading materials.
Tucson Housekeeping
Amenities: Bathrooms are available in the common breezeway area. Keys to the bathrooms are located left of the front door.
Food and Beverages: All affiliates offerfree coffee, water, and occasionally donated snacks. Hard candy is available to relieve the scratchiness in your throat.
NO FOOD is allowed in the recording studios or readers’ room, except hard candy.
Exception: Volunteers may take beverages into the studio, in spill resistant containers only.
Reminder: Please help us keep our facilities clean. Dispose of trash such as: papers, cups, and water bottles.
Reminder: Please help us keep our facilities clean. Dirty dishes are to be washed and put away in the coffee bar area. Dispose of trash such as: papers, cups, and water bottles.
Guests: Generally, guests can wait in the Volunteer Room while volunteers read live or record. However, a guest may be allowed to observe as long as they abide by the rules.
Do not disturb others
Do not touch the equipment
Do not go on the air
Booth space is limited and comfortably accommodates one person, so guests are welcome to schedule a tour of our studios as an alternative.
Animals: Service dogs are the only animals allowed on the Rio Salado College campus. These dogs are actively working; therefore, strangers should not try to familiarize them.
Fundraising: The Development Director or Affiliate Manager oversees fundraising efforts, and works relentlessly to find financials opportunities that will support the mission of Sun Sounds. Rio Salado College supports Sun Sounds in numerous ways, such as: space and funding. Other sources are needed to augment our income even though we are also eligible as a non-profit agency to receive donations from The United Way. We engage in statewide beer festivals, mailings, corporate appeals, automobile donations, personal donations, and estate planning appeals.
Recognition: Sun Sounds hosts an annual Volunteer Reception & Awards Ceremony to recognize outstanding volunteers and years of service. Most of our volunteers work independently, so the opportunity to meet other volunteers is limited. Occasionally there are other functions where volunteers can meet their extended Sun Sounds family.
Comments/Suggestions/Questions: Comments, suggestions and/or questions are always welcome. We ask that any feedback be addressed to the Manager of Programming and Volunteers or the Volunteer Coordinator. We will respond in a timely manner, but our ability to act will be based on the nature of the correspondence.
The individual contributions from our volunteers are a gift to thousands!
Thank you for your time and commitment to sustaining Sun Sounds of Arizona!