AARP Volunteer Recruitment System District Coordinators Meeting November 2009 AARP Tax-Aide

2 Prospective Volunteers called or mailed an application to AARP Tax-Aide (6,800 new volunteer/year) Estimated time from prospect self-identification at contact center or mail to receipt by PVC and/or DC was anywhere from 5 to 30+ days No tracking system Recruitment response, prospect assessment and "on board" processes were highly manual and labor intensive Minimal data analysis and leadership reporting available Prior Process

3 AARP Tax-Aide AARP Tax-Aide Volunteer web site is generating new applications/day Reduces cycle time from prospect to PVC/DC Provides accurate contact information using a "Self Service" process Allows multiple levels of management to follow a new volunteer's progress to acceptance Enhances transfer of volunteer information to VMIS Gathers broad ranging information to assist in providing a rewarding volunteer experience Generates reports concerning recruit demographic and source data for grant proposals and other communication Current Process

4 Registration and System Access When accessing the system for the first time, you will go to (also available on extranet) AARP Tax Aide You must click Register under New User

5 Registration and System Access After clicking Register, the following screen will appear CAUTION: Your password must be 8 characters and must contain 1 number AARP Tax-Aide

6 Registration and System Access Confidentiality and Privacy Notice –Clicking on “Agree” will bring you into the system 6 Once registered, use the "Already Registered?" box to sign in Do not bookmark this page You must access it either from the extranet, the link or by typying the directly in the url address line AARP Tax-Aide

77 AARP Tax Aide 77 After successfully logging into AARP Tax-Aide Recruitment System the following recruitment main page is displayed. 7

88 AARP Tax Aide 8 By clicking on any existing prospective volunteer in the queue the following screen with detail prospective volunteer page is displayed. 8

9 Applicant Information Review Based on the applicant information, decide if you want to contact the applicant for more information or not If you decide to contact the applicant Click the ‘Yes’ radio button under the question “Would you like to review this volunteer?” CAUTION: DO NOT click on the ‘Approve’, ‘Reject’, ‘On Hold’ radio buttons until AFTER you have made contact with the volunteer. As soon as you select one of these statuses the volunteer information is removed from your list. If you decide not to contact the applicant Chose the ‘Reject’ radio button AARP Tax-Aide

10 AARP Tax Aide 10 If you decide to contact the volunteer, click yes. The status will change to Pending. No will be sent. Caution: As soon as you click one of these statuses, the volunteer information will be removed from your list. An will be automatically sent.

11 Automatic Notification Automatic s will be sent to the applicant and to you when an activity status is selected Approved – Applicant notified of approval and that they will contacted for future training. You may want to tell the volunteer this is coming to eliminate any confusion. On Hold – Applicant notified of status and possible future opportunity. This copy is incorrect. Please do not use this status until further notice. Reject – Applicant notified and message concerning additional volunteer opportunities (“Create the Good”) notification sent.(I have not yet seen the copy in this .) AARP Tax-Aide

12 AARP Tax-Aide Password instructions are unclear There is a maximum of 8 characters System will allow you to register with a password greater then 8 characters but will not allow you to log in a second time The 'Accept' is missing the word 'for' in the 1st sentence "Thank you your interest and for applying to the AARP Tax-Aide program where volunteers are key to our success!" The 'On Hold' says 'currently able' instead of 'unable' "Thank you your interest and for applying to the AARP Tax-Aide program. Unfortunately we are currently able to place you in a position that meets your schedule and qualifications." Some Initial System Quirks

13 AARP Tax-Aide A copy sent to the DC does not specify the volunteer name so the DC has no idea who received it making it unnecessary Once you status a volunteer, the information is removed for the system. So if you didn't copy down all the information before you changed the status you have to contact the ADS to get the volunteer information. Additionally, only the ADS can update the status. Once registered, you are unable to modify your profile information. So you are unable to change your sign in name. Some Initial System Quirks

14 AARP Tax-Aide In 5 years, we will all be wondering what we ever did without this system!!