2011 Regional Meetings – St Louis

Updated 2012Volunteer Recruitment System (VRS)

Stan Marshall, Jr.Chair

National Operations Committee

Miho KikujoSr. Operations Analyst, National Office

2011 Regional Meetings – St Louis

Volunteer Recruitment System – The old way

Local Leader Local referral of a potential volunteer

Viable candidate?

Invite to training

Reject

Passed test?

Approved-CFCertified- Counselor

No

No

Yes

Yes

Inform ADS of Name, Address,

Phone, Email Supervisor, Assignment

Client Facilitator?

No

Yes

Referral from national

marketing

Inform Supervisor of Vol. ID

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2011 Regional Meetings – St Louis

Volunteer Recruitment System – the improved new way

Why?To allow management to be aware of recruiting activity and training success

To provide DCs with additional information about prospective volunteer experiences and qualifications

To allow leaders to refer potential volunteers to better matched supervisors

To provide correct data entry by prospective volunteers

To reduce the clerical workload of DCs & ADSs

Marketing – to evaluate the sources of potential volunteers

Training – to be aware of when in the training process potential volunteers are determined no longer to be viable for an assignment

Ethical/Moral qualification – to determine the extent to which potential volunteers fail to become volunteers owing to an unacceptable criminal background or failure to agree to Standards of Conduct.

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2011 Regional Meetings – St Louis

2. System sends auto

E-mail to PVS

Processing Prospects – the new way

Volunteer Portal

AARP.org Prospect Volunteer Form

4. System sends

auto e-mail to DC for assignment

1a. Prospect submits application online

6. System sends auto E-

mail to prospect

3. PVS routes the prospect to DC

1b. PVS/SC/ADS/DC Add Prospect in Portal/VMIS

PVS

Prospect

Locally Recruited Prospect 5. DC reviews

application, interviews the prospect and change status to

“Approve”, “Reject”, or “On Hold”

DC

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2011 Regional Meetings – St Louis

Volunteer Portal

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VMIS

ProspectRecords

8. ADS process “Approved” prospect to volunteer with

“Process Prospect” in VMIS

7. DC reports certified new

volunteers to ADS via e-mail(DC must have set status to

“Approved”)

*PVS/SC/ADS/DC can monitor statuses in “Display Activity Summary” within the Portal

ADS

VMIS

PVS

DC

DCs have the option to appoint an AC as a designate with full data and reporting access.

Processing Prospects – the new way

2011 Regional Meetings – St Louis

Issue: Prospect Status – Training/Supervision

Prospect statuses are not regularly updated Only 36 % of new volunteers used the Volunteer

Recruitment System – demographic data not collected – no release for criminal background check

Conclusion: Much improved training is needed! Conclusion: System needs a state supervisor

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36% of

new vols.

2011 Regional Meetings – St Louis

Assigns Prospective Volunteers introduced through the Volunteer Recruitment system to a district leader for possible Tax-Aide assignment.

Receives volunteer referrals from other than the Volunteer Recruitment System, and depending on state preferences, contacts candidates to describe available

volunteer opportunities and next steps, including providing the volunteer application web address at aarp.org.

Serves as the liaison to district leaders, including reassigning prospects to another district or referring the prospective volunteer to the state coordinator, as

appropriate

Periodically reviews, and reports, the status of the evaluation process for each prospective volunteer reporting monthly to the State Coordinator any Pending

status more than 30 days old.

The Prospective Volunteer Specialist is responsible for training all leaders on the design and use of the Volunteer Recruitment System. (Nat Ops Creates training)

Live Webinar demonstrations, recorded Power Point, Email access via a users group, tutoring

The Prospective Volunteer Specialist & Administration Specialist, will make improvement suggestions to the State Coordinator

The Prospective Volunteer Specialist (PVS) (Formerly PVC)

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2011 Regional Meetings – St Louis

Improvements for 2012

Email messages have been changed to make the system more user-friendly in the field with assistance from a diverse focus group. (Done)

The AARP Tax-Aide web site is easier to find, www.aarp.org/taxaide

Key word (AARP Tax-Aide, Volunteer Tax-Aide, etc) search using Google work well (Done)

Review Prospects screen display improvements (Done)

Administrative coordinator (AC) will have access to supervisor, DC data (Done)

PVS Access to VMIS Recruitment Reports (Done)

Simplified AARP.org application form consolidated into a single registration document (Done)

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2011 Regional Meetings – St Louis

More Improvements for 2012

Activity Summary update (October 2011)

DCs allowed to change any status even after Reject and Accepted statuses are selected. (October 2011)

Expanded Prospective Volunteer status codes with on-line definitions to clarify their meaning (October 2011)

VMIS changes for new Status Code (October 2011)

PVS will support the system locally and keep track of local usage with reports to the SC

PVS will be responsible for training DCs and ACs with multiple training support from National Office including “hand holding” as requested via staff and “Super Users” initially from the focus group

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2011 Regional Meetings – St Louis

Status Codes (Red: New/Revised)

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Submitted (Pending): means that an application has been received but no contact or action has yet been taken.

Routed to DC (Pending approval from DC): means the application has been routed to a DC but no contact or action has yet been taken.

DC Evaluating (In Progress): means that the application has been received by a decision maker and contact or a decision is in progress although no decision has yet been made.

Approve: means that the prospective volunteer has been approved to be scheduled for training.

No Match (Reject): means the prospective volunteer appears not to be a good fit for the AARP Tax-Aide program and the application has been rejected.

On Hold: means that the applicant may be suitable to become a Tax-Aide volunteer at a later date.

Unqualified: means that the prospective volunteer has not passed the Ethics Qualification Test or has not signed the Volunteer Standards of Conduct.

Accepted: means that the prospective volunteer has passed the Ethics Qualification Test, and has signed the Volunteer Standards of Conduct.

Duplicate: means that prospective volunteer has submitted more than one application to become a Tax-Aide volunteer.

2011 Regional Meetings – St Louis

Prospective Volunteer Recruitment System - PVSs ViewReview Prospective Volunteer (October Release)

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PVS routes to

DC

2011 Regional Meetings – St Louis

Prospective Volunteer Recruitment System – DCs ViewReview Prospective Volunteer (October Release)

DC determines next steps

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2011 Regional Meetings – St Louis

Display Activity Summary (October Release)

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2011 Regional Meetings – St Louis

Introducing the Volunteer Recruitment System

2012

QUESTIONS?

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