Clackamas County Volunteer Management System Training

Clackamas County Volunteer Management System Training Galina Burley Human Services Manager September, 2011

Clackamasvolunteers.org

Presentation Overview ClackamasVolunteers.org background ClackamasVolunteers.org how tos ClackamasResponds future Contact information The purpose of this presentation is to introduce FEMA conference participants with a conceptual framework of the ClackamasVolunteers.org (a work in progress) web site and to receive feedback on the product from different points of views and perspectives.

Emergency Management and Volunteers Volunteers are vital to successful emergency management. Volunteers help prepare for, respond to and recover from disasters of all types. They are the lifeblood for shelter management, at hospitals, staffing hotlines, working with at-risk youth, feeding and clothing victims of disasters and so much more. They bring the spirit of community to the community at times that one would say the spirit of the disaster impacted community is gone! Volunteers are more critical to successful emergencies than any government agency alone! As such, Clackamas County promotes the spirit of volunteerism and recognizes that alone, the county can t possibly plan for and address emergency issues of our entire community. BUT, with our volunteers and volunteer organizations we can make a significant DIFFERENCE!

About ClackamasVolunteers.org Clackamas Volunteers Mission: To promote the values of volunteerism to enrich communities, build relationships that can unite great people and service opportunities and develop strong partnerships. Website Administration: Launched in 2011, the online volunteer database is shared between public, private and non-profit agencies/organizations. The system is designed to mobilize volunteers for day-to-day activities as well as to coordinate disaster response opportunities. Clackamas County Citizen Corps maintains collaborative guidance for the development and use of the system.

What is ClackamasVolunteers.org Clackamas Volunteers is a website where registered partner organizations in need of volunteers could post their volunteer opportunities and promote their agency to potential volunteers as a place for service. Potential volunteers could use the system to register for volunteer opportunities of their interest and find organizations in need of assistance including emergency related opportunities, day-to-day volunteering efforts, and much more. The system is designed to accommodate first time volunteers, spontaneous and/or seasoned volunteers. Partner organizations registered and vetted with Clackamas Volunteers have an option to be licensed or unlicensed. Benefits of the licensing process are summarized later in this document.

ClackamasVolunteers.org Operational Strategy Clackamas Volunteers is a peace time operation, which serves as the virtual volunteer brokerage service. The main focus is to create linkages between local partner organizations and potential volunteers in Clackamas. In addition, Clackamas Volunteers could be activated during an emergency and/or disaster to promote such service opportunities as might be applicable at the time of the event. Clackamas Volunteers becomes Clackamas Response a virtual emergency management system to engage and broker volunteer services. Partner organizations are encouraged to register to post volunteer opportunities available in their organizations. Potential volunteers are encouraged to register under the partner organization s opportunity. Contact between the two is made directly.

Background Software Solution erecruiter - Public interface utilized to inform the public, recruit volunteers, manage the application, assign volunteers to positions, report service, etc. ecoordinator Database accessed by volunteer coordinators used to manage, communicate with, report, and retain volunteers. For more information on Samaritan s products see http://samaritan.com/presentations/samintro4/player.html

External Organization Workflow Diagram External Organization Search Sign up Publish Approval Internal Organizations Assess Disapprove Volunteer Sign up Search

1 External Organization Sign up You represent the Clackamas Service Center and are in need of volunteers. While working with Volunteer Connection, they encourage your organization to sign up on ClackamasVolunteers.org and create opportunities. Visit the site, sign up, and create opportunities.

2 External Organization Publish Opportunities You receive an e-mail that Volunteer Connection has approved your organization. You want to verify that your opportunities are posted. Visit the site, sign in, and verify that your opportunities are published perhaps create a few new opportunities. Sign up for the RSS feed of opportunities.

3 External Organization Receive Volunteers After you publish your opportunities, a volunteer signs up for one of them. You receive an e-mail informing you of the referral. After a while you need a system to manage all the volunteers, so you ask about ecoordinator access.

Internal Organization Workflow Diagram Approval Place Internal Organizations Assess Disapprove E-mail Search Setup & Publish Schedule Volunteer Record Sign up External Organization Report

1 Internal Organization Approve Organizations You receive an e-mail from ClackamasVolunteers.org informing you that an external organization has signed up and needs approval. While logged into ecoordinator, you realize you need to add your own organization, as well as an opportunity. Log in to ecoordinator to approve the external organization. While logged in, create your organization, and an opportunity, and then publish it.

2 Internal Organization Assess & Place Volunteers Several volunteers have signed up online, you received notification e-mails, and now you need to assess the volunteers and place them. Log in to ecoordinator, assess the new volunteers in the Inbox and place them as appropriate.

3 Internal Organization Scheduling You have a training each month and need to set up a schedule. Log in to ecoordinator, choose an opportunity and setup a repeating schedule for the first Thursday of each month for 6 months.

4 Internal Organization E-mailing Log into ecoordinator and find all the volunteers who attended your last training and month and remind them to report their hours. Review service While logged in, go into the Log Book System and review the hours and service reported this past week and month.

5 Internal Organization Reporting You need to send the Trainer a list of volunteers signed up for her next session. Additionally, the yearly volunteer luncheon is upcoming. Export a list or create labels of all volunteers with hours reported for this year.

Volunteer Workflow Diagram Volunteer Search for opportunities Placed Schedule Record Report Sign up Approval Internal Organizations External Organization Assess Disapprove

1 Volunteer Sign up You are interested in volunteering in Clackamas County but do not know how, so you call the County. The County worker refers you to ClackamasVolunteers.org You visit the site, search for an opportunity, find one and sign up for it.

2 Volunteer Scheduling After signing up, a volunteer coordinator contacts and interviews you. Next, you receive an e-mail from the Volunteer Coordinator directing you to login into ClackamasVolunteers.org and review My Placements for a list of the next training sessions. Login in, review your placements, and sign up for a training session.

3 Volunteer Report service As part of the Volunteer Training, the trainer asks you to report your service on ClackamasVolunteers.org for the 1 hour of volunteer training. Login in and report service for 1 hour of training.

Workflow Diagram External Organization Sign up Publish E-mail Assess Approval Internal Organizations Setup & Publish Assess Disapprove Schedule Record Report Volunteer Search Sign up Placed Schedule Record Report

Future: ClackamasResponds Integration In the event of an emergency activation, as approved and initiated by the Emergency Operations Center, Clackamas Volunteers will be utilized to support the work of local partner agencies and their needs for volunteers. Registered and potential partner organizations will be encouraged to post their emergency related volunteer opportunities online. Clackamas Responds will serve as a virtual portal for volunteer placement. During an emergency activation both users will be encouraged to make contact through the database based on the partner organizations vetting protocols.

Volunteerism is an act of heroism on a grand scale. And it matters profoundly. It does more than help people beat the odds; it changes the odds. President Bill Clinton

Contact Information Galina Burley, Human Services Manager Clackamas County, Social Services Division 2051 Kaen Road, Oregon City, OR 97045 Ph: 503-655-8862 Fax: 503-650-5722 gburley@co.clackamas.or.us and/or volunteer@co.clackamas.or.us Text: 503-729-5574 TTY: 503-650-5646 Facebook: www.facebook.com/pages/clackamas- County-Oregon