Post on 13-Dec-2015
AARP Tax-Aide Volunteer Recruitment System
Phase 2
AARP Tax Aide
District Coordinators Meeting
November 2010
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Today’s Agenda
• AARP Volunteer Recruitment System Review• Last Season Results• Prospect and Volunteer Survey Results
• AARP Volunteer Recruitment System Phase 2 Overview• What’s New /What’s Not
• Phase 2 System Training – Volunteer Portal• Introduction to the AARP Tax-Aide Volunteer Portal• Reviewing and Status Updating of Prospective
Volunteers• Adding Prospective Volunteers• Overview of Ordering System for AARP Tax-Aide
Materials
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Last Season Results
• Over 7,000 Prospects processed through the system
50% increase!!!• Prospects initiated through the on-line application (23%) exhibited
some important differences from the predominant profile and demographics of current Volunteers – tend to be younger
– more ethnically diverse
– more likely to be still working
– more available on weekends/nights
– have less volunteer experience
– use non-AARP sources to learn about the program
• Prospects initiated through local sources (77%) mirror the current volunteer demographics and schedule preferences
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Prospect Survey Summary• 91% rated the online application as Very Easy or Somewhat Easy • Over 80% plan to participate again• Overall experience (application, training, working as a counselor) was
excellent• Wanted to have higher tax preparation readiness after training was
completed• Potential untapped resource
• 51% who were not offered an assignment would have worked as an administrative or fundraising volunteer
• 57% who were not assigned were willing to reapply in the coming season
• Lack of timely contact (within 7 days of application) made it less likely for that prospect to become a volunteer
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AARP Tax Aide
Volunteer Survey Summary • 76% of Volunteers found the new system “Very Easy” or “Somewhat
Easy” to use
• 82% thought that the information they received from the web application was useful
• Nearly 70% had more than 5 prospects come through the system, many Volunteers Leaders had > 20 prospects
• Many volunteers are unaware of system reports, but showed interest in utilizing them and needing more reporting visibility
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What’s New with Volunteer Recruitment
• The AARP Tax-Aide Volunteer Recruitment System will be the FIRST AARP Tax-Aide system to utilize “Volunteer Portal” functionality – Existing Recruitment System Volunteer users should be able to use their
current sign on and password to gain access to the Portal
• Improved registration success rate through reduction of browser compatibility issues, registration identification and database synchronization
• Additions to “Prospect Status/Routing” page to enable visibility to ALL prospect records by Volunteer Leaders for ALL prospect status
• Ability to register new prospects locally through “same” application form
• Expand access to additional titles through Portal access
What's Not!
• Application questions and requirements• Applicant Information Routing and Review• Automatic Email notifications to prospects upon
application and status updating• Automatic Email notifications to Volunteer Leaders
upon application receipt and to DCs upon assignment• Status updating of Applicant Review Activity• Workflow Management and Monitoring• VMIS Reports and one step new volunteer
assignment
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AARP Tax-Aide Volunteer Portal
• In response to previous browser issues and increasing demands to provide more information and more access to more volunteers, AARP has developed a single access “Volunteer Portal”– The AARP Tax-Aide Volunteer Recruitment System will be the
FIRST AARP Tax-Aide system to utilize “Portal” functionality
• Existing Recruitment System Volunteer users should be able to use their current sign on and password to gain access to the Portal
– The Portal will eventually be utilized by all Volunteer organizations at AARP
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If you’re a New User and need to register your Profile, click on the “Register Here” link on the Portal homepage.
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Complete the Volunteer Portal Registration Form– You will need to know your Volunteer ID Number– Your password must be a minimum of 6 characters and contain at least 1 number
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Next, you’ll be taken to the “Profile Created” screen confirming your new registration has been accepted. To login to the Portal click “Proceed to Login”
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At any point during your session within the Portal, you will be able to update your profile. Just click on “Update Profile” make your changes and click “Update”. You will get the pop-up box shown below confirming your change were successful.
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You have all of the expanded functionalities the Volunteer Portal has to offer to you listed on the “My Preferences.” menu.
What you see is based on your title or required functionality as listed in VMIS.
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Under “Recruitment”:
You have three Recruitment System options
- Add Prospective Volunteer
- Review Prospective Volunteer
- Activity Summary
All the six different prospective volunteer statuses can be selected for viewing:
-All
-In Progress
-Approved
-Rejected
-On Hold
-Pending Approval from DC
-Also note there is a a print “button” that can be clicked to print the page.
AllIn ProgressApprovedRejectedOn HoldPending Approvalfrom DC
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To review a prospective volunteer’s application simply click on their name.
Colleen MooneyColleen Mooney
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To status a prospective Volunteer, click on “Yes” radio button.
Click on the appropriate status radio button and click on “Submit”
This prospective volunteer data will still be seen on your “home” page.
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New this year is the “Add Prospective Volunteer” option
There are only nine required entries which are marked with an asterisk.
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Recruitment Management Recommendations
• To maximize the use of Volunteer Prospects to serve the increasing service needs in your area– Respond to prospect applications as quickly as possible– Consider utilizing prospects available on nights and weekends to
expand services and reach new populations– Offer prospects that cannot perform as counselors other
administrative or fundraising positions
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Volunteer Portal Order Form• System available through the Volunteer Portal without individual access or
registration required• Easy to navigate web-based material ordering forms• Suggested and notification of minimum and maximum ordering levels per
material type• Flexible address delivery and delivery instructions• Ability to order materials for an individual volunteer or for multiple
volunteers (such as for delivery to individual sites or Local Coordinators)• Email order confirmation back to the volunteer• Real-time electronic (email) material order delivery to Fulfillment • Notification of estimated order delivery dates• No VMIS records or system administration needed
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Order form is pre-populated with - your name- contact information
Allows you to enter additional shipping and contact information so materials can be shipped to multiple sites using a single request
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