TAX-AIDE CO1 District Coordinator Training & Orientation 1 October 7, 2015

TAX-AIDE Agenda 1. Resources and Tools 2. Contact List – who do you contact or go to for help 3. District Management Team (DMT) - creating and using a team 4. Communications 5. Incident Reporting: How to handle volunteer, taxpayer, and site issues 6. Tax Aide Policies and Scope – working within policy 7. Goals and Objectives – National, State and District 2

TAX-AIDE Agenda - continued 8. Meetings – when to schedule and who needs be there 9. Coordinating and understanding Job Responsibilities (who do I go to for questions or help) 10. Recruiting – responsibilities and coordination 11. Technology – responsibilities and coordination 12. Identifying best practices for opening and operating sites 13. Discussion/Questions 3

TAX-AIDE Resources and Tools 1. DC Job Description 2. DC Guide 3. New Volunteer Portal (NVP) & OneSupport Volunteer roster Recruitment Reimbursement Material ordering Volunteer and site data & reports 4

TAX-AIDE OneSupport Help Center – important resource  OneSupport Help Center  Getting started  Navigation  How to use OneSupport Ticketing System  Help Center contains forms, manuals, communication documents, training aides, and helpful articles for all volunteers  Leaders should “follow” the SMT Roundup Section 5

TAX-AIDE Contact List SMT Team and DC contact information provided by a NVP report as Volunteer contact information provided by an AVR provided as a NVP report SPEC One Support Ticket System (Matt will cover this) 6

TAX-AIDE District Management Team (DMT) ● DMT makes your job easier; ensures smooth functioning of your district ● Positions authorized Administration Coordinator Communications Coordinator Technical Coordinator Training Coordinator ● Leadership development and support for the District 7

TAX-AIDE Communications ● You are responsible for communication in your District (SC, SMT, volunteers, and others) ● Establish lists for all your volunteers ● Attend State meetings (pre and post season); participate in webinars and conference calls ● Visit sites at least once per season - meet volunteers and site leaders ● Use Wiki site follow Cyber Tax and SMT Roundup, SPEC information, OneDrive, and Yahoo Groups (TVOG) 8

TAX-AIDE Communications - continued ● Discuss production and reject data with LCs and other volunteers at the site to determine areas that need to be worked on ● Verify with local leadership that site is in compliance with Standards of Conduct, Tax-Aide Scope and Policy ● Hold end of season meeting to thank volunteers and recognize achievements; also review items that worked and those needing improvement 9 Aug 2015

TAX-AIDE Incident Reporting ● Use of Incident Reporting form (One Support System) and managing the investigation and actions to be taken for the District ● Who do you contact with incident reporting ● What and when incidents must be reported ● Taking action after review and decision ● Removing volunteers who violate policy from the registry of certified volunteers 10 Aug 2015

TAX-AIDE Tax-Aide Policies – working within policy and scope ● Important to follow Policy and Procedures and to stay within scope – this protects volunteers and better serves taxpayers ● Key resource is Policy and Procedures Manual – follow on OneSupport ● Insure that LCs understand importance to keep volunteers in compliance – include policy training for all volunteers in the District at Counselor training ● Conduct an overview of Incident Reports and determine if possible violations of policy or scope issues are present at a site and areas for improvement ● Handle discussions with individual volunteers when questions of policy are raised 11

TAX-AIDE Goals and Objectives ● National ● State ● District (Should be finalized after State Meeting) ● Local or Sites (as needed) 12 Aug 2015

TAX-AIDE Meetings – when and who ● State Meeting – typically September or October ● Instructor Workshop – typically early December ● Pre-season leaders meeting - what you need to cover: Site schedules, counselor assignments, use of FAST reimbursement portal for flat rates or mileage, posters, policy and scope requirements for the site ● Post-season meeting for wrap-up and recognition (generally attendance is voluntary for counselors, but should be required for District leadership for wrap-up) ● Counselor Training – As established by your District 13

TAX-AIDE Job Responsibilities  Review Job Descriptions  SC, DC, LC, others  Coordinate activities among your team and SMT  Review DC Guide  Review timetables, etc. Aug

TAX-AIDE Recruiting – responsibilities and coordination ● Access the Recruiting System and it’s documentation ● Develop and implement procedures for processing applicants routed to the District ● Be prompt in conducting initial telephone interview/screening ● Maintain a current Status value as applicant progresses through the recruitment process ● Develop a mentoring program ● Develop process for Site assignment ● Ensure that contact with the applicant is maintained until final Status is determined ● Finalize Status of all remaining prior year applicants prior to July 1 15

TAX-AIDE Technology – responsibilities and coordination ● DC signs onto the NVP for retrieving current data, reports and accessing the Inventory System ● Promote use of technology tools (such as TeamViewer, WebEx for webinars, State web sites) ● Support efforts to train volunteers in use of computers and latest technology at all of our sites ● Make certain all security for hardware, software and data is met 16

TAX-AIDE Identify Best Practices ● Working with volunteers and partners in the District to enhance and improve performance of service to taxpayers ● As appropriate, work with coalitions to identify opportunities to expand and improve our service in the community ● Talk to LCs and other volunteers to identify good practices and ways to make our volunteer service more effective ● Use leader meetings to discuss best practices that can be used at other sites throughout the District 17

TAX-AIDE Discussion/Questions Thank You 18