Site and Personnel Records What information is recorded and why is it important? Gary Blauth, NJ ADS

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 – – 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 3

Supervisor 4 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 5 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

Sites SIDN 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? 6

How Are Changes Made? Submit changes to ADS by 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 7