Student Volunteer Chair Handbook
Current Team
| Name | Affiliation | Contact |
|---|---|---|
| Pedro Henrique Luz de Araujo | University of Vienna | pedro.henrique.luz.de.araujo@univie.ac.at |
| Eleonora Mancini | University of Bologna | e.mancini@unibo.it |
Overview of Responsibilities
Student Volunteers (SVs) are the on‑the‑ground backbone of *ACL conferences – staffing registration, session rooms, and special events while gaining professional experience and financial support.
The Student Volunteer Chairs are responsible for coordinating the SV selection process and acting as the primary point of contact between student volunteers/applicants and event administration.
Student volunteers are typically asked for 10 hours of workin exchange for free conference registration, ACL membership for the current year, workshops, tutorials, and social events.
The following are the main responsibilities of the Student Volunteer Chairs:
1. Planning
2. Recruitment & Selection
3. Communications with Volunteers
* If students require further funding for travel and accommodation, this is not included in the Student Volunteering package and students should be encouraged to apply for Diversity & Inclusion grants to cover these costs.
Breakdown of Responsibilities
1. Planning
This responsibility establishes the scope of the SV selection process. SV Chairs should contact the previous year’s chairs to review materials, gather templates, and incorporate lessons learned. They also should contact the event assistant to confirm the expected number of in-person, reserve, and virtual volunteers in advance, which guides selection planning and applicant communication. Coordination with the Diversity & Inclusion and Visa Chairs is recommended early on to help maximize equitable distribution of volunteer slots and ensure timely support for applicants requiring visas.
| Task | Start | Deadline | Dependency | Notes |
|---|---|---|---|---|
| Contact Previous Year's Chairs | ASAP | Jul 2024 | - | - |
| Contact event assistant | Dec 2024 | Jan 2025 | - | - |
| Contact current D&I and Visa Chairs | Jan 2025 | Feb 2025 | - | - |
2. Recruitment & Selection
This responsibility concerns opening the Call for Volunteers, collecting applications, and selecting a group of volunteers along with a small reserve list. SV Chairs should adapt and validate the application form, coordinate with the event assistant, and disseminate the call well in advance of the deadline. Selection criteria are determined by the SV Chairs and may include factors such as paper authorship at the main conference or workshops, financial need, geographic diversity, previous volunteer experience, and first-time *ACL attendance. The call should specify volunteer availability expectations (e.g., be present for the full conference, including the day before the conference for registration).
| Task | Start | Deadline | Dependency | Notes |
|---|---|---|---|---|
| Publish Call for Volunteers & Application Form | Apr 2025 | May 2025 | Approved text | Example call here. |
| Collect Applications | May 2025 | Jun 2025 | Call is Live | - |
| Select Student Volunteers | Jun 2025 | Jun 2025 | Applications Closed | - |
| Send Acceptance/Rejection Notifications to Applicants | Jun 2025 | Jun 2025 | - | Use templates provided by event manager for 4 categories |
3. Communications with Volunteers
This responsibility involves managing all communication channels and correspondence with student volunteers throughout the process. SV Chairs handle a high volume of emails and requests, requiring organized communication systems and clear protocols.
Communication Setup: Prior to opening the call for volunteers, SV Chairs should establish a shared email address managed by both chairs or create a Google Group to be published on the ACL website. This official email address is essential for all communication processes. Using a dedicated email account prevents personal accounts from being blocked due to high email volume and ensures continuity of communication.
Notification Process: After the selection process, SV Chairs send acceptance/rejection notifications with attached letters to four categories of volunteers: accepted in-person, accepted virtual, shortlisted, and rejected. Templates for these notification letters are provided by the event manager to ensure consistency and professionalism.
Communication Management: To streamline communication, SV Chairs should send a FAQ email to all volunteers addressing common questions and concerns. The FAQ should specify a communication format for volunteer emails, such as "Name_Surname_Role_RequestKeyword" to facilitate efficient processing and response.
Peak Communication Periods: The highest volume of communication occurs between acceptance notifications and the early registration deadline. During this period, volunteers typically have questions about logistics, requirements, and procedures. Additionally, significant communication with the event manager is required to report special situations and volunteer withdrawals.
Role Change Requests: Many communication requests involve volunteers asking to switch their role (e.g., from in-person to virtual). To minimize these requests, SV Chairs should clearly specify role change policies and limitations directly in the acceptance email.
| Task | Start | Deadline | Dependency | Notes |
|---|---|---|---|---|
| Create Shared Email Address/Google Group | Mar 2025 | Apr 2025 | – | Must be published on ACL website |
| Prepare FAQ Document | May 2025 | Jun 2025 | Call is Live | Include email format requirements |
| Send FAQ to All Volunteers | Jun 2025 | Jun 2025 | After Notifications | – |
| Manage Volunteer Communications | Jun 2025 | Conference | - | Peak period: notification to early registration deadline |
| Coordinate with Event Manager | Jun 2025 | Conference | - | Report special situations and withdrawals |
| Handle Role Change Requests | Jun 2025 | Conference | - | Evaluate and respond to all role modification requests |