Site and Personnel Records

What information is recorded and why is it important?

Gary Blauth, NJ ADSgary.blauth@gmail.com

973-743-7737

Volunteer Management Information System (VMIS)

• VMIS is the AARP Database• It is a repository for site and volunteer information• Administrative Specialist (ADS) maintains database• ADS provides volunteer / site lists to DCs• Site data is available to taxpayers through AARP (web, 800 #)

Volunteers• Data Required

– Name– Address, city and zip– Telephone number– Email – optional but highly recommended– Position(s): Client facilitator, Counselor, ERO, etc.– Supervisor – Certification (to be updated in January)

• ADS will provide AARP ID#– That way the requester knows the person is in VMIS

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Supervisor

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• Supervisor approves expense report

• Volunteer can only have 1 supervisor• If volunteer works at multiple sites, pick 1 LC as

supervisor• If volunteer is an instructor, he can report to

Training Coordinator (TRC) or DC

• Supervisor must be at a level above the volunteer, not equal to theirs (i.e., LC, TRC, DC or SC)

New Volunteers

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• ADS keeps list (separate from VMIS) for mailing of training materials

• Volunteer is added to VMIS when he completes training– As a Counselor if he passes the IRS test / certification– As a Client Facilitator if he does not

SitesSIDN S2405 XXYY

• XX has been defined for each district within NJ• YY is site number assigned by ADS

• Data required– Name of Site– Address, City and Zip – Contact Information: Who and telephone #– DC, LC– Is it open to the public?– Is it handicap accessible?– Does it e-file?– What days and hours is it open?– Appointments taken?

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How Are Changes Made?

• Submit changes to ADS by email or paper, not both– All changes should come through DC, not directly from LC– Not necessary to use Site forms or Personnel forms– Do not send new lists – highlight changes– Do not send changes to AARP HQ – it delays and hinders the process

• Provide Name and AARP ID or SIDN– Numbers are the easiest and fastest way to look up a site or a volunteer– Names help to insure that we have the correct person or site

• Understanding the process helps everyone and saves having to correct mistakes

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