The board runs every program itself with no dedicated staff. This is the plan to build a real volunteer pipeline — starting with high school and university outreach this week — so the load stops sitting on a handful of people.
2outreach emails drafted below
5this-week action items
3role categories
01 · Who we're recruiting, and why they'd say yes
On-program
Coaching & event-day help
Assisting Learn-to-Skate, hockey, basketball, and ad-hoc events. Good fit for high schoolers needing volunteer hours and university kinesiology/sports management students wanting coaching experience.
Skills-based
Finance & reporting help
A business/commerce student could help build and maintain the program P&L tracking from the roadmap's Phase 4 — real resume-worthy experience, and it takes a build task off the board's plate.
Skills-based
Social & comms help
A marketing/communications student could run the social accounts described in Phase 6 of the roadmap, using the brand guide as their reference.
Why this matters beyond extra hands: two of these three roles map directly onto workstreams the board doesn't have time for (finance, social). Recruiting for skill-matched roles, not just on-ice help, is what actually reduces the 2–3 hr/week bottleneck described in the roadmap.
02 · This week's actions
MonFinalize the target list — 5–10 high schools and 3–5 universities near [your city/region] (see open question below)
TueFind the right contact at each: high school guidance counselor / community-hours coordinator; university co-op office or Korean Students' Association exec
WedSet up the intake form (Section 04) and a tracking sheet (Section 05)
ThuSend the first batch of outreach emails (templates in Section 03)
Fri–SunFollow up with anyone who hasn't responded by early next week; log every contact in the tracker
03 · Outreach templates
To: High school guidance counselor / volunteer-hours coordinatorSubject: Volunteer opportunities for your students
Hi [Name],
I'm reaching out from the Korean Canadian Athletic Association (KCAA), a community non-profit running youth sports programs including learn-to-skate, hockey, and basketball. We're looking for high school volunteers to help with on-ice assistance, event-day support, and program admin — work that can count toward [your school's / the province's community-hours requirement].
Roles are flexible, a few hours on select weekends, and a good fit for students interested in coaching, sports management, or just giving back.
Would you be open to sharing this with interested students, or pointing me to the right contact for volunteer postings at [School Name]? I've attached our intro material with more detail.
Thanks,
[Your name], KCAA
info@kcaa.ca · kcaa.ca
To: University co-op office / Korean Students' AssociationSubject: Volunteer & experience opportunities with KCAA
Hi [Name],
I'm with the Korean Canadian Athletic Association (KCAA), a non-profit running youth and adult sports programs (hockey, learn-to-skate, basketball, and more) in [city]. We're an all-volunteer board building out a student volunteer program this year.
Beyond on-program help, we're especially interested in students who'd want hands-on experience alongside volunteering — for example:
· Business/commerce students helping with basic financial tracking and reporting
· Marketing/communications students helping run our social media
· Kinesiology/sports management students assisting with coaching and program delivery
Would it be possible to share this with your members, or point me to your volunteer/co-op coordinator? I've attached our intro material with more detail.
Thanks,
[Your name], KCAA
info@kcaa.ca · kcaa.ca
Both templates lean on the voice rules in the brand guide, section 08 — plain-spoken, community-first, no jargon. Attach or link the recruitment intro material with both — it covers who we are, what we run, and the same four role categories in more depth than an email can.
04 · Intake
Intro material
The recruitment intro material is what actually gets attached or linked in outreach — who we are, what we run, why volunteer, and the four role categories, ending in a direct email CTA.
Google Form
Name, contact info, school/program, availability, role interest (on-program / finance / social / other), and any relevant experience. Not built yet — the intro material's CTA defaults to email until this exists.
Response routing
Once the form exists, responses feed straight into the tracker below — no separate inbox to check, which matters until Phase 3's inbox automation exists.
05 · Outreach tracker
Live tracker, not a static sheet
Summary by milestone at the top, every school's stage and contact details in the middle, and a form at the bottom to log new outreach — shared live with the whole board.
Stages run Not Contacted → Contacted → In Conversation → Agreed to Partner → Active Partner, plus a separate Declined state. A school counts as an Active Partner once the poster is up and/or volunteers have been sent — whichever comes first.
06 · Open questions
NEEDEDCity / regionThe actual target list of high schools and universities depends on where KCAA operates — provide this to turn Section 02's placeholder into named targets.
DECIDECommunity-hours hookIf KCAA is in Ontario, the mandatory 40-hour community involvement requirement for high schoolers is a strong pitch angle — confirm province so the email template can name it directly instead of a placeholder.
DECIDECoordinator roleOnce volunteers start responding, someone needs to own follow-up and onboarding — decide if that's you initially or gets handed to the first strong volunteer.