V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT P ROJECT A DVANCE R ELEASE J UNE 2011

Introduction First glimpse at two years’ work from the VRPM project Roadmap of risk and volunteer program management work through 2014 SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Systematic Risk Management Process IdentifyEvaluate - Sort, PrioritizeControlReview Created policies as key risk and volunteer program management device Where We’re At SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Two Main Project Products: Policies (The Advance Release is done) Support and implementation materials (in progress) Where We’re At 4 SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

The full set of risk and volunteer program management policies (at least as we foresee them now) What Is The Advance Release? SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Why Now? If policies aren’t due for release until January of 2012, why are we getting them now? SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Why Now? We promised no surprises –you know what we have planned –we won’t hit you with a bunch of stuff out of the blue later SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Why Now? Costs Some new practices will have budget impacts and you need time to plan. We particularly recognize that having SMP staff who focus on managing the volunteer program is a critical priority. An early heads up gives you time to get your staffing in place. SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Why Now? Partner Relations Some policies will apply to host organizations (partner agencies) that engage volunteers directly in SMP work. SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Why Now? Partner Relations This adds a layer of complexity that we wish we could avoid: –Programmatic perspective –Liability management –Public relations/image/reputation protection –Ethics SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Why Now? Partner Relations You may want to begin to think about what your host organizations are doing in the name of SMP, where they are engaging “their” volunteers to do “your” work, and how these policies might apply to them The implementation guides will identify where host organization relationships may be affected, and include tips on how to work with volunteer host organizations to implement new protocols. SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

In addition to being a planning document, the advance release is also a tool for those SMPs wanting to move at a faster pace ADVANCE RELEASE SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

The Policies SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

The Policies Policies are the primary risk management device flowing from this project - Policies set out expectations, rules, standards - What we have produced is mostly policy statements, but some procedures are included SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

The Policies Policies cover both high risk areas and enhanced volunteer program management There are three sets of policies that are clustered primarily by the degree of risk they address The more urgent issues will be addressed first HIGH Degree of Risk LOW SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

The Policies – Roll Out Risk-Based Roll-Out Stage 1 Jan Dec 2012 Volunteer Risk Management Screening Information Technology Stage 2 Jan Dec 2013 Volunteer Behavior and Standards Overall Volunteer Performance Management Stage 3 Jan Dec 2014 Volunteer Program Infrastructure and Management Degree of Risk HIGH LOW SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

The Policies Not all are required: Required Highly recommended Exemplary practice SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Lots Of Help Is Coming The advance release of policies is merely the skeleton of the risk and volunteer management project. Over the remainder of 2011 and beyond, policies will be supplemented by many additional resources, including: Support & Implementation Materials SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Webinars Samples, Forms, Templates National Conference Workshops Implementation Guides Volunteer Program Management Manual Volunteer Handbook Ongoing Training and Assistance Support & Implementation Materials SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Wait For It We are busy preparing the backup resources Please be patient as we work as quickly as we can to supply you with backup materials. Please try not to be frustrated if you are wanting to move faster than we can keep up with you! Support & Implementation Materials SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Many of these resources will also be valuable to your partners who serve as host organizations for your SMP volunteers. Support & Implementation Materials SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

The Advance Release SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

The Advance Release Table of Contents : Introduction to the Advance Release Icon Legend Appendices A- Summary List of Policies B – Full Policies by Volunteer Program Area (Topic) C – Full Policies by Staged Release SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

The Advance Release In the Advance Release appendices, the VRPM policies are presented in three distinct layouts: 1. Policy Summary (Appendix A) 2. Full Policies by Volunteer Program Area (Appendix B) 3. Full Policies by Staged Release (Appendix C) SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Reminder Not three completely distinct sets of policies ONE set of policies presented three ways The Advance Release SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Main Policy Section Policy Topic Individual Policy Statements

Note the icons A required policy A highly recommended policy Exemplary Practice

Resource materials planned to support these policies Note the icons

Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Anatomy Of A Policy What Is A Policy? 1. Risk management tool 2. Management tool 3. Program effectiveness tool SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Policies: Set standards Create uniformity Further the mission Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Policies: State a philosophy: Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Policies: State a philosophy: Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Policies: Establish a position: Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Policies: State a Rule: Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Policies: State a Rule: Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Policies: State a Rule: Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Policies: (Sometimes include the “how” and the who”): Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Some Policies: Are prescriptive: Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

While Other Policies: Open to local option: Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

While Other Policies: Open to local option: Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Some Policies: Set out definitions that apply throughout policies and/or the program: 42 Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Some Policies: Include consequences for non-compliance: Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Some Policies: Include consequences for non-compliance: Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Policies Are Directed At: Coordinator of Volunteer – volunteer program management –In the SMP –In a Host Organization (partner agency) Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Policies Are Directed At: SMP or Host Organization Staff: Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Policies Are Directed At: SMP/Host Organization (agency protocols): Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Policies Are Directed At: Volunteers (expectations, rules, performance) Anatomy Of A Policy SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

What Do You Have To Do Now? Nothing! SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

What Happens Next? We will begin releasing support materials, including guides, forms, templates, procedures, etc. Detailed implementation guides on the early policy releases will become available in a staged rollout in this period and beyond, each being accompanied by corresponding webinars. August - December 2011 SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

What You Might Start Doing Read them! –Find a few hours and read through the advance release policies SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

What You Might Start Doing The sooner you start this planning process the easier it will be for you to build a safer and more effective SMP program. This is why we created the advance release. SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Moving Forward As always, we will remain open about what we are doing and receptive to your input as to how we might best implement these needed changes. SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Questions and Comments SMP V OLUNTEER R ISK AND P ROGRAM M ANAGEMENT

Thank You