Volunteer Risk and Program Management Project Advance Release June by 64JB6CO

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									   VOLUNTEER RISK AND
  PROGRAM MANAGEMENT
        PROJECT
ADVANCE RELEASE JUNE 2011
   Introduction
• First glimpse at two years’ work
  from the VRPM project
• Roadmap of risk and volunteer
  program management work
  through 2014




                               SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
   Where We’re At
• Systematic Risk Management Process


  Identify

    Evaluate - Sort, Prioritize
                                                       Created
                                                       policies as key
       Control                                         risk and
                                                       volunteer
             Review                                    program
                                                       management
                                                       device




                            SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
        Where We’re At

    Two Main Project Products:
    • Policies (The Advance Release is done)
    • Support and implementation materials (in progress)




4
                                  SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 What Is The Advance Release?

• The full set of risk and volunteer
  program management policies (at
  least as we foresee them now)




                 SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
Why Now?

If policies aren’t due for release
until January of 2012, why are we
getting them now?




                SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
Why Now?
We promised no surprises
 – you know what we have planned
 – we won’t hit you with a bunch of stuff
   out of the blue later




                    SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Why Now?
Costs
• Some new practices will have budget impacts and you need
  time to plan.
• We particularly recognize that having SMP staff who focus
  on managing the volunteer program is a critical priority. An
  early heads up gives you time to get your staffing in place.




                               SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Why Now?

Partner Relations
• Some policies will apply to host organizations (partner
  agencies) that engage volunteers directly in SMP work.




                               SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
Why Now?

Partner Relations
• This adds a layer of complexity that
  we wish we could avoid:
  – Programmatic perspective
  – Liability management
  – Public relations/image/reputation protection
  – Ethics


                       SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Why Now?

Partner Relations
• You may want to begin to think about what your host
  organizations are doing in the name of SMP, where they are
  engaging “their” volunteers to do “your” work, and how
  these policies might apply to them
• The implementation guides will identify where host
  organization relationships may be affected, and include tips
  on how to work with volunteer host organizations to
  implement new protocols.




                               SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
ADVANCE
RELEASE   In addition to being a
          planning document, the
          advance release is also
          a tool for those SMPs
          wanting to move at a
          faster pace



            SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
The Policies




     SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
The Policies
Policies are the primary risk
management device flowing from this
project
 - Policies set out expectations, rules,
 standards
 - What we have produced is mostly policy
 statements, but some procedures are
 included


                   SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
  The Policies
• Policies cover both high risk areas and
  enhanced volunteer program management
• There are three sets of policies that are
  clustered primarily by the degree of risk they
  address
• The more urgent issues will be addressed first

  HIGH   Degree of Risk                                 LOW




                          SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
   The Policies – Roll Out
• Risk-Based Roll-Out

          Stage 1             Stage 2               Stage 3
      Jan 2012 - Dec     Jan 2013 - Dec          Jan 2014 - Dec
           2012               2013                    2014
        Volunteer
           Risk               Volunteer
       Management            Behavior and           Volunteer
                              Standards              Program
          Screening                               Infrastructure
                               Overall                 and
                              Volunteer           Management
        Information          Performance
        Technology           Management


   HIGH     Degree of Risk                                    LOW

                                SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
  The
Policies
Not all are required:

       Required

       Highly recommended

       Exemplary practice


                  SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
       Support & Implementation
               Materials
• Lots Of Help Is Coming
• The advance release of policies is merely the skeleton of the
  risk and volunteer management project.
• Over the remainder of 2011 and beyond, policies will be
  supplemented by many additional resources, including:




                               SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
       Support & Implementation
•   Webinars
               Materials
•   Samples, Forms, Templates
•   National Conference Workshops
•   Implementation Guides
•   Volunteer Program Management Manual
•   Volunteer Handbook
•   Ongoing Training and Assistance




                           SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
   Support & Implementation
           Materials
Wait For It
• We are busy preparing the backup
  resources

• Please be patient as we work as
  quickly as we can to supply you with
  backup materials. Please try not to be
  frustrated if you are wanting to move
  faster than we can keep up with you!

                  SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
Support & Implementation Materials




    Many of these resources will
    also be valuable to your
    partners who serve as host
    organizations for your SMP
    volunteers.
                SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
The Advance
  Release




     SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
The Advance Release
 Table of Contents:
 Introduction to the Advance Release
  Icon Legend

 Appendices
  A- Summary List of Policies

  B – Full Policies by Volunteer Program Area
 (Topic)

  C – Full Policies by Staged Release


                      SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 The Advance Release
In the Advance Release appendices, the VRPM policies are
presented in three distinct layouts:
1. Policy Summary (Appendix A)

2. Full Policies by Volunteer Program Area (Appendix B)

3. Full Policies by Staged Release (Appendix C)




                            SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
   The Advance
     Release
Reminder

Not three completely distinct sets
of policies

 ONE set of policies presented three
 ways

                 SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
Main Policy Section
      Policy Topic




   Individual
   Policy Statements
Note the
icons




 A required policy

       A highly
  recommended
         policy




      Exemplary
        Practice
Note the
icons




        Resource
       materials
      planned to
   support these
         policies
Anatomy Of A
   Policy


    SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Anatomy Of A
    Policy


What Is A Policy?
 1. Risk management tool
 2. Management tool
 3. Program effectiveness tool




                SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Anatomy Of A
    Policy


Policies:
• Set standards
• Create uniformity
• Further the mission



                SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Anatomy Of A
    Policy


Policies:
• State a philosophy:




                SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Anatomy Of A
    Policy


Policies:
• State a philosophy:




                SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Anatomy Of A
    Policy


Policies:
• Establish a position:




                SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Anatomy Of A
    Policy

Policies:
• State a Rule:




                  SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Anatomy Of A
    Policy

Policies:
• State a Rule:




                  SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Anatomy Of A
    Policy

Policies:
• State a Rule:




                  SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Anatomy Of A
    Policy

Policies:
• (Sometimes include the
  “how” and the who”):




                SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Anatomy Of A
    Policy


Some Policies:
• Are prescriptive:




                SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Anatomy Of A
    Policy


While Other Policies:
• Open to local option:




                SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Anatomy Of A
    Policy


While Other Policies:
• Open to local option:




                SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
      Anatomy Of A
         Policy

     Some Policies:
     • Set out definitions that apply
       throughout policies and/or
       the program:




42
                      SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Anatomy Of A
    Policy

Some Policies:
• Include consequences for
  non-compliance:




                SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
 Anatomy Of A
    Policy

Some Policies:
• Include consequences for
  non-compliance:




                SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
  Anatomy Of A
     Policy


Policies Are Directed At:
• Coordinator of Volunteer – volunteer program
  management
   – In the SMP
   – In a Host Organization (partner agency)




                           SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
  Anatomy Of A
     Policy


Policies Are Directed At:
• SMP or Host Organization Staff:




                           SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
  Anatomy Of A
     Policy


Policies Are Directed At:
• SMP/Host Organization (agency protocols):




                           SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
  Anatomy Of A
     Policy


Policies Are Directed At:
• Volunteers (expectations, rules, performance)




                            SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
What Do You Have To Do
        Now?
    Nothing!



         SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
What Happens
   Next?




     SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
   What You Might Start Doing

• Read them!
 –Find a few hours and read
  through the advance release
  policies




               SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
       What You Might Start Doing
• The sooner you start this planning process the easier it will
  be for you to build a safer and more effective SMP program.




• This is why we created the advance release.




                               SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
Moving Forward

As always, we will
remain open about what
we are doing and
receptive to your input
as to how we might best
implement these needed
changes.

       SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
Questions and
 Comments




     SMP VOLUNTEER RISK AND PROGRAM MANAGEMENT
Thank You

								
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