TAX-AIDE

TAX-AIDE

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CO1 District Coordinator Training & Orientation

October 7, 2015

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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

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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

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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

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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

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Contact List

• SMT Team and DC contact information provided by a NVP report as e-mail

• Volunteer contact information provided by an AVR provided as a NVP report

• SPEC

• One Support Ticket System (Matt will cover this)

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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

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Communications

● You are responsible for communication in your District (SC, SMT, volunteers, and others)

● Establish email 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 http://ta.cotaxaide.org, follow Cyber Tax and SMT Roundup, SPEC information, OneDrive, and Yahoo Groups (TVOG)

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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

Aug 2015

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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

Aug 2015

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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

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Goals and Objectives

● National

● State

● District (Should be finalized after State Meeting)

● Local or Sites (as needed)

Aug 2015

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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

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Job Responsibilities

Review Job Descriptions SC, DC, LC, others

Coordinate activities among your team and SMT

Review DC Guide Review timetables, etc.

Aug 2015

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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

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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

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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

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Discussion/Questions

Thank You