Governor's Volunteer Stars Awards - County Coordinators

The County Coordinator serves as the sparkplug for recognition of volunteers in their community.  This dedicated individual acts as the liaison between county representatives and Volunteer Tennessee. They are chosen through local governments, volunteer centers, nonprofit organizations, chambers of commerce, and businesses*.  County Coordinators are invited to attend the GVSA for volunteering their time to facilitate the local process. 

The County Coordinator’s responsibilities include, but are not limited to, the following:

● Organizing and selecting the members of the volunteer recognition team
● Ensuring the call to nominations is an open, fair and public process
● Recruiting local sites, including volunteer centers, to distribute nomination  forms
● Promoting local and statewide volunteer recognition to the local media
● Developing community partnerships
● Honoring GVSA county honorees locally
● Providing feedback on the local and statewide process
● Adhering to the timeline as outlined in the County Resource Guide
● Ensuring the names of the official award winners are sent to Volunteer Tennessee by the deadline.

Although the County Coordinator manages the above tasks, supporting team members can provide much of the assistance needed to accomplish each goal.

The time commitment for the County Coordinator certainly depends on your organization’s GVSA plan (campaign type, judges’ panel, recognition event, etc.) New Coordinators may want to factor in approximately 5 hours per month for the first year.

Organizing a dedicated team is critical to the success of your volunteer recognition program. Remember that each team should be representative of your county, incorporating diversity perspectives. Counties are also encouraged to include at least one youth member to provide an appropriate focus for reaching potential youth honorees.    

It is also important to consider others’ capabilities when forming a team. Ideally, teams would include members with the following skills/knowledge:

● Communication/writing/creative ability
● Public speaking ability
● Knowledge of the non-profit community
● Access to potential partners/sponsors
● Logistical/organizational skills
● Media/business connections  

You know the great leaders in your community, but this list may provide helpful as you start brainstorming team members:

● Faith-based Leaders
● Emergency/Disaster Response Leaders
● School Administrators
● Disabilities Program Manager/Advocates
● Health/Medical Facility Leaders
● 4-H
● Boys and Girls Club
● United Way
● AmeriCorps / AmeriCorps Seniors
● County Extension Agents
● Rotary Club
● Chamber of Commerce
● Mayor's Office
● Economic and Community Development Office
● City Council

After devising your list of possible team members, choose to invite them by e-mail, letter, or phone. 

Before the first meeting with your fully developed team, it is important to consider the scope and process by which you will host your program.  Consider the overall makeup of your community and plan for organization in one of the following ways:

Existing volunteer recognition program:

Many communities in Tennessee have already developed local volunteer recognition programs to honor the efforts of those who give back. These may be hosted by different organizations such as volunteer centers or chambers of commerce. Examples of local volunteer recognition programs include the Greeneville/Greene County Volunteer Spirit Awards, Strobel Awards (Nashville), and Volunteer Memphis Awards.

To avoid duplicating others’ efforts, conduct research to determine whether such a county-wide program already exists within your area. If you or any of your team members are aware of a local ceremony that you may partner with, you’re encouraged to use that avenue. It may also save you time. Joining the efforts of others will prove just as successful rather than attempting to host two similar events.  If you partner with an existing volunteer recognition program, you can submit your county’s youth and adult volunteer of the year from the local event to the Governor's Volunteer Stars Awards.

Media only campaign:    

While the primary goal of any local recognition program is to heavily promote volunteerism within local Tennessee communities, this does not have to be accomplished by hosting an event.  The County Coordinator and/or volunteer recognition team can use the media tools found on this webpage to conduct a media only campaign. With this approach, County Coordinators would still need to ensure nomination forms are distributed, media attention is obtained, and nominations are judged

Small volunteer recognition campaign:    

Some counties may choose to commemorate a volunteer recognition on a smaller scale. Once again, a county’s resources, population, and overall makeup must be considered before starting to plan a program. Such an event may include hosting a reception at a local restaurant or recognizing the volunteer at a county government meeting. 

Large volunteer recognition campaign:

Your county’s volunteer recognition program has the potential to impact many lives through the promotion of volunteerism. A campaign on a larger scale will require more team members, partners, time and possibly money, but will have a greater influence on your community. 

You might consider hosting various volunteer opportunities and recognizing organizations and individuals over the course of a predetermined week, or you might coordinate an awards ceremony at a large venue to recognize your local volunteer stars. This will require involving the entire community,
including local businesses and organizations as planners and sponsors.      

After selecting your team, it is important to schedule a meeting soon after to introduce program goals and concepts.  Remember, the goals of your local volunteer recognition program are as follows:

● To showcase the ways volunteers help strengthen communities
● To boost volunteer participation           
● To highlight the importance of community service and how it’s an integral part of what it means to be a Tennessean    

Provide team members a link to the R.  Then establish the goals your team wants to achieve within your local community:       

● Does your county need more volunteers for mobile meals? Youth mentors? Park clean-ups?  Early childhood education volunteers?
● How can your recognition program help you achieve your goals?

In the first meeting, it is important to gain an idea of the areas that will be covered by team members. Consider the following areas to be covered:

● Selection of volunteer honorees
● Public Relations and Publicity
● Event Planning
● Funding/Partners

 Finally, work with your team to develop a schedule for the rest of your meetings. While it may not be necessary to determine exactly what kind of volunteer recognition you will host at the beginning of your planning, develop a general idea so you may plan accordingly. For a larger recognition event, meetings may need to be held more frequently. Remember, plan early. This will assure that you meet all your goals.

It is important to be ready to communicate instructions and eligibility criteria to potential nominators.  At a minimum, you will need to include the GVSA eligibility requirements from the County Resource Guide.

What makes an outstanding volunteer? Listed below are the four Governor’s Volunteer Stars Awards criteria to be used for judging volunteer award nominees.

Need
Service addresses a specific, compelling need in the community

Action
Nominee was actively involved and took initiative

Innovation
Nominee used unique or creative methods to confront community
challenges

Impact
Active or service produced positive change and sets a guiding
example for others

Eligibility Requirements:

● Any individual whose volunteer activities in Tennessee benefit the community or the State of Tennessee in a substantial, important, or unique way. If a nominee is age 25 or under, please select Youth as the category on the nomination form.
● Individuals MUST reside in the county for which they are being honored.
● Students receiving course credits are eligible only if the volunteer service extends beyond course requirements. This must be clearly indicated in the nominationletter.
● National Service program participants (AmeriCorps, AmeriCorps VISTA, RSVP, Foster Grandparents, Senior Companions, etc.) are encouraged to apply based on their volunteer involvement in their national service assignment.

Who is NOT Eligible:

● Individuals who do NOT reside in the county for which they are being honored.
● Individuals involved in court-mandated community service or those serving as “loaned executives.”
● Persons who receive compensation for service rendered (except National Service participants noted above).
● Individuals who have previously received a Governor’s Volunteer Stars Award.    
● Groups or families. Each individual will need to be submitted as separate nominations.

Other information to confirm:

● Nomination Process and Deadline
● Special Instructions for the Narrative
● Submission Methods
● Information Release
● Scoring Rubric
● Winner Notification
● Local and State Recognition Information

This information is recommended to be shared in the nomination packet. A sample nomination form is provided on the Volunteer Tennessee GVSA webpage.  Each county can make adaptations based on its own goals, but please include the above criteria and eligibility requirements at a minimum.

The goal is to celebrate in a way that works for your county. If your county is famous for something, consider incorporating it into your recognition program. Counties are strongly encouraged to schedule their local recognition events to take place before the GVSA award ceremony but no later than January please.

 Here are some volunteer recognition event ideas:
● Host a Volunteer Recognition banquet at a local restaurant/ballroom.
● Plan a themed party/luncheon/reception.
● Plan a community-wide volunteer activity.
● Collaborate with an existing community event host to recognize volunteers.
● Organize a parade of volunteers. Invite local nonprofits and community volunteers to march.
● Designate “Volunteer Day” at a local sporting event.
● Create a Volunteer Recognition park or exhibit at a park/zoo.
● Plant trees annually for each Volunteer Recognition award recipient.
● Establish a “Volunteer Wall of Fame” in the local library, Chamber of Commerce, or courthouse. Invite local media, nonprofits and volunteer award nominees.
● Host a concert featuring local artists (bluegrass band, rock band, local choir, et
● Acknowledge volunteers at a local government meeting
● Pursue a news feature about your local volunteers

If you are not working with an existing volunteer recognition program to seek out potential nominees, a model volunteer recognition nomination form is provided on this page. There is also a Google Form that you can use to accept nominations online.

Remember to include the standard eligibility requirements and judging criteria for the Governor’s Volunteer Stars Awards on your nomination form. We also recommend using our sample questions included in the narrative section for more quality submissions. 

Another option is to create an online nomination form and receive submissions digitally. There are many options such as Google Forms, Formstack and SurveyMonkey. Volunteer Tennessee has a sample Google form available to County Coordinators to make a copy for your county. So, you can decide which works best for you and adapt the sample nomination form.

It is important to communicate that you are seeking details on why that volunteer stands out and how they have made an impact in the county. Your potential nominators may find tips for writing nominations or examples as a part of the nomination application packet very helpful. 

Whether your nomination form is paper or digital, the call for nominations should be open, fair and available to be accessed by the public. Volunteer Tennessee receives federal funds to operate the GVSA, so please ensure all aspects of your process do not intentionally leave out various groups for any reason.

Distributing your form to various locations is the first step to ensure you will receive many nominations and are making it available to the public.

The following list provides ideas of some key places to distribute nomination forms within your county: Local Businesses, Chamber of Commerce, Faith-based Groups, Local Non-Profits, AmeriCorps, Volunteer Centers, Libraries Educational Foundations, Community Bulletins, Local United Ways, Schools, Advocacy Organizations, Community Centers, Colleges/Universities.

Posting on social media and organization websites about the call for nominations should be a part of your organizational plan for your local GVSA process. You will want to utilize your agency’s own social media pages as well as collaborate with your partners for your call for nominations. Graphics are provided on the Volunteer Tennessee GVSA Resources webpage.

Volunteer Tennessee also wants to know when you post on social media. At various times, we will re-share how County Coordinators are gearing up for their local nomination process. So, be sure to tag us at the following:

● Facebook (@VolunteerTennessee)
● Instagram (@VolunteerTennessee)
● LinkedIn (@VolunteerTennessee)

Also use these hashtags for additional exposure:

● #VolunteerTennessee
● #TennesseeServes
● #GVSA

Use lots of photos and video!

For your website, consider a special page or pop-up message about the GVSA. As you approach your nomination deadline, more prominent places such as your homepage navigation bar, or static banner would be ideal. Remember, if you can create a mechanism for individuals to submit nominations, it could increase the number of nominations you receive.

When posting on social media, you will want to remind your community that nominations are open. Recommendations to talk about your call for nominations online are:

● When nomination opens 
● Weekly
● Two Weeks Before Deadline
● One Week Before
● One Day Before/Day of Deadline 

Developing strong media relationships within your community is a prime way to ensure that the goals of your volunteer recognition program are met. Partnering with media outlets will not only guarantee that your program or event will receive appropriate publicity, but it also has the potential to cut down on much of the advertising expense.

Although approaching the media may seem to be a daunting task, use the following methods to ensure you develop positive media relationships:

● Know your campaign: When you are more familiar with your program/event, you will appear more confident and knowledgeable. This will make people more likely to cover your story.

● Manage your time wisely: Usually those in the media are pressed for time. When presenting your idea/story, try to provide succinct information.

● Come prepared: The media is the best outlet to present your message to a mass audience; therefore, it is important to have access to all documents and information when speaking with them.

● Don’t give up: Persistence is necessary when disseminating information through the media. Make phone calls, then send follow-up letters or emails, and make actual visits to media offices. Utilize every possible vehicle to present your message.

● Use a media kit: The purpose of a media kit is to provide appropriate background and contact information to those covering an event/story (generally reporters). It is extremely important to have these on hand for press conferences and media interviews. Usually placed in a folder, your media kit should include the following documents:

- General news release
- Ad slicks (final, camera-ready advertisement)
- Facts sheets/statistics on volunteering
- Infographics

Other items that may not be used in your media kit, but are extremely important to have on-hand when working with the press:

● Media list—includes a list of current local media, such as newspaper feature editors, local section editors, community affairs departments of radio and TV stations, talk show producers, and magazine editors. Call and ask who at the media outlet covers volunteer activities, general human-interest stories, or community service issues.

● Pitch letter—sent out in advance to those on the media list. Letter should ask for an appointment with the editorial board and subsequent coverage throughout the campaign to include proclamations, features on local volunteers, volunteer organizations and businesses that promote volunteering. Be sure to follow up with phone calls asking to be placed on the editorial board calendar.

● Photos—Photos can often make the difference between getting media coverage or not. Contact photo departments of television stations and newspapers prior to your event to invite coverage.

Samples of each of the documents listed are provided on this page. Please adapt them as necessary.

You and your team members should seize every opportunity (and even create opportunities of your own) to speak to your community about your volunteer recognition campaign. Consider the following places to speak: 

● Local radio shows
● Civic club meetings
● Town hall meetings
● School board meetings
● Church/faith-based organizations
● Youth group meetings
● Press-covered events
● College campuses
● Chamber of Commerce meetings

If you have not already confirmed your judges’ panel, you will want to do so before the end of your nomination submission deadline. 

It is extremely important to choose a diverse team of judges to select your volunteer award recipients. Determine the appropriate number of judges based on your community’s size and anticipated number of applications you have received. In fact, some counties may choose to have some—or all—of your county resource team members serve as judges.

Each county is also encouraged to choose at least one youth judge, as this will provide insight and perspective in choosing the youth award recipient.

Be sure that judges understand your criteria and scoring rubric. Do not hesitate to ask judges, if they have any conflicts of interests and can maintain confidentiality.

After selecting judges, teams must determine how they will review award applications. Consider your judges’ schedules and other suggestions they
provide. 

Commonly used review methods include:

● Consensus review: Judges read each application and come to a general agreement (but not necessarily unanimity) on award recipients. The review may also include a time to resolve any objections, considering all comments fairly.

● Panel review: Judges score each nomination based on the established criteria (see sample score sheets). The adult and youth volunteer with the highest combined scores receive the award.

● Peer review: Two sets of judging panels are formed, one comprised of adults and one comprised of youth. Allow each panel to use score sheets or consensus review to determine award winners within the corresponding categories.
 

When reviewing applications, there are some things that reviewers should keep in mind:

● The youth category encompasses youth and young adults up to age 25.

● Don’t measure impact solely on time spent volunteering. A retiree’s schedule may allow him/her to commit more time to volunteering than a high school student.      

● Practice integrity. Remain completely unbiased and base every decision solely on the volunteer’s service. Please recuse yourself if you believe that you may harbor bias towards or against a particular nominee.

● Remember the four Governor’s award criteria to be used for judging volunteer award nominees: Need, Action, Innovation, and Impact.

● The honoree should be selected for their outstanding volunteer service during the current year. (Example: the 2026 GVSA will take place in 2027, but the honorees will be recognized for their volunteer service during 2026)  

After selecting your volunteer recognition award recipients, your team may choose to inform them before hosting your volunteer recognition to ensure their presence. Other counties may choose to invite all nominees to the recognition and wait to announce award recipients at that time. Either method is appropriate.

Your budget size and the type of recognition you’re hosting should determine how you invite your guests/awardees. A formal invitation may be appropriate for a banquet or formal event, while a phone call may be acceptable for less formal recognition events. Release invitations, whether in print or by phone, at least two weeks before the actual event. To prepare more efficiently, it may be necessary to require RSVPs as well.

After selecting your Governor’s Volunteer Stars Award recipients, submit your honoree information to Volunteer Tennessee for both the youth and adult who will receive a statewide Governor’s Volunteer Stars Award.

Submissions should be for individuals only. Due to the growing number of counties and individuals being recognized at the GVSA, Volunteer Tennessee cannot accept submissions for more than one adult and one youth per county.

The DEADLINE to submit honoree information is: November 6, 2026

It is imperative that names are submitted in a timely manner so that appropriate decisions and accommodations can be made to prepare for the statewide recognition event.

The following items will be needed for the online form.

● County Info: You will need to include your County Coordinator’s Information and County Name, County Mayor’s Name, etc. 

● Honoree information: Name as it should be written on award, phonetic spelling of name, physical address, mailing address (if different), city, state, zip, email address, and phone number. If the honoree is under the age of 19, please also submit parental information.

● Nominator Profile: Please include contact information for the nominator of your local honoree. It may be the honoree’s local volunteer coordinator, friend, supervisor, etc. Nominators will be notified of the honoree’s selection for a Governor’s Volunteer Stars Award and will receive more information about the event.

● Recipient Volunteer Activities: Submit a narrative that spotlights the honoree’s volunteer efforts. This should highlight what makes them a volunteer star. Please limit this to a total of 200 words. This info will be shared in award materials.

● Nomination Summary: Summarize the nominee’s volunteer activities in
50-60 words. This should highlight what makes them a volunteer star. If your
nominee is selected, this will be read at the GVSA Celebration as the honoree
is recognized. Show the state why they are so amazing.

● Photos: One digital photo of honorees is required for submission. This photograph should be a clear, quality headshot for the event booklet. If possible, include a “service in action” photo of them volunteering as this may be added to the visual presentation on event day. Photos can be uploaded to the nomination form.

● Additional Info (Optional): If you have any information that you feel may be helpful to aid Volunteer Tennessee in celebrating your honoree, please upload information to the nomination form. This could include newspaper articles, resumes, recommendation letters, etc. Material should be combined
into one document.

● Nomination Process Information (Adult form only): You will need to provide information regarding your process. By providing detailed information about your process, Volunteer Tennessee will be able to answer requests from potential nominators statewide. This information will also be included in future County Directories. You will be asked questions regarding your campaign type, judge’s panel, recognition team, and how you ensure an open and fair process.

Once you’ve submitted your honorees’ information, please plan to participate in the statewide GVSA recognition event on February 7, 2027 in Franklin, TN. 

Recognizing your honorees can be as traditional or unique as you choose. Keep in mind that this will serve as the memento that will forever remind your award recipients of their local “Star” status.

Your awards need not be expensive. The following list provides cost-effective methods for selecting the type of award (or a combination) that you may give: certificate, t-shirts, gift cards to local businesses, "floating" trophy passed to new recipient each year, trophy, mugs, cash donations, scholarships, medal or medallion, framed "thank you" drawings from local schools, key rings/pins, volunteer "hall of fame" in a public building, gift baskets, travel costs for the GVSA ceremony

County Coordinators should connect with the County Mayor to notify them about the county’s selected volunteer honorees. It is also recommended you contact them about preparing a proclamation. 

The goal of a proclamation is to recognize and celebrate the extraordinary achievements of the community’s citizens and non-profit organizations, honor occasions of importance and significance to Tennesseans, and increase public awareness of issues to improve the well-being of the people of the city. Proclamations issued by a local public official generally provide an opportunity for the official to recognize exceptional events and people, often when they cannot acknowledge them in person. Your volunteer recognition is the ideal time to request that the local, public official designate the day of your event as official “Volunteer Day” in your county.

Designate a team member to contact your local public official to request the proclamation. Send a proclamation request letter and a sample proclamation and follow up with a phone call. Make sure all team members are present when he or she adopts the proclamation. Immediately following, send a thank-you letter and display the proclamation in a highly visible place (i.e. the local courthouse). A sample proclamation request letter and proclamation are provided on the Volunteer Tennessee GVSA Resource webpage.