2011 Regional Meetings – St Louis Updated 2012 Volunteer Recruitment System (VRS) Stan Marshall, Jr. Chair National Operations Committee Miho Kikujo Sr. 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-CF Certified- Counselor No Yes Inform ADS of Name, Address, Phone, Supervisor, Assignment Client Facilitator? No Yes Referral from national marketing Inform Supervisor of Vol. ID 2

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. 3

2011 Regional Meetings – St Louis 2. System sends auto to PVS Processing Prospects – the new way Volunteer Portal AARP.org Prospect Volunteer Form VMIS Prospect Records 4. System sends auto 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 4

2011 Regional Meetings – St Louis Volunteer Portal 5 VMIS Prospect Records 8. ADS process “Approved” prospect to volunteer with “Process Prospect” in VMIS 7. DC reports certified new volunteers to ADS via (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 6 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, 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) 7

2011 Regional Meetings – St Louis Improvements for 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, 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) 8

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 9

2011 Regional Meetings – St Louis Status Codes (Red: New/Revised) 10  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 View Review Prospective Volunteer (October Release) 11 PVS routes to DC

2011 Regional Meetings – St Louis Prospective Volunteer Recruitment System – DCs View Review Prospective Volunteer (October Release) DC determines next steps 12

2011 Regional Meetings – St Louis Display Activity Summary (October Release) 13

2011 Regional Meetings – St Louis Introducing the Volunteer Recruitment System 2012 QUESTIONS? 14