AARP Foundation Tax-Aide Leadership Item Local Coordinator Training Based on feedback from wrapup mtg in May we need to focus more on “How To” training for new LCs vs just policy & Procedures and site requirements. The other issue is a shortage of local coordinators. We have 124 sites and only 82 local coordinators. Half of the DCs are also LCs. As of 10/21/2016

Local Coordinator Training Revisited NY3 DC Meeting November 14-15, 2016 All of our leadership positions are well defined yet the priority of responsibilities are changing over time. Growth Scope of Tax Laws Technology Changes Site Requirements Policy and procedures

Objectives Help you understand your role and responsibilities as a Local Coordinator Provide new information – awareness Answer your questions The goal of this presentation is to assist the LC better understand their role and how to get help in carrying out their responsibilities. This is really a line vs Instructor responsibility. There have been so many changes in the program over time that it is worh revisiting the program with existing LCs NTTC – Dallas 2016

Tax Site Checklist for LCs Assist in Recruiting Counselors, EROs and Client Facilitators for your site Train EROs, Client Facilitators, and Counselors on Site Procedures Staffing and Site Preparation Generate Site Publicity Order and Distribute Materials Maintain Volunteer Rosters Monitor and Approve Expenses This is a long and daunting list. These responsibilities are meant to be shared NTTC – Dallas 2016

VS. How do I get the job done? ERO COU CF SF SCO Teamwork & Delegation §  Most Tax Counselors and Client Facilitators who work at the site would not mind having one additional duty §  Think about the strengths of the people on the site team – match the skills/strengths with the various tasks §  Maybe even toss in an example – one possible scenario like: ·        Susan, the LC, insures that all tasks are assigned, know who will be staffing the site each day that it is open, and approves any site expenditures ·        Tony, an experienced TC, serves as the ERO ·        Ed, the CF, maintains the volunteer roster and insures the site is properly set up each tax session ·        Rita is a TC who lives near the tax site and will help with getting posters put up in the local area to advertise the service ·        Carlos, one of the TC’s is great at ordering things on-line; he will help determine what materials are needed and will order them ·        The district coordinator, Phyllis, heads up the effort to recruit new volunteers ·        The training coordinator, Roger, insures that the TCs and CFs are properly trained   (This “example slide” might come later in the presentation, but if it does, I would say something like “I’m first going to cover what will seem like a long list of items – but then  NY3 Tax-Aide Program

LCs Should assist in recruiting local volunteers for the site Assist in Recruiting Counselors, EROs and Client Facilitators for your site LCs Should assist in recruiting local volunteers for the site Utilize Publicity Material available on the portal OSHC > Communications > Support Material Portal > Order> Catalog> Recruitment Material Word of mouth is still key in recruiting. In the course of carrying out their responsibilities they come into contact with many people some of who may be volunteer candidates. Publicity material has been much improved and is more role specific. Most local sites would be happy to display the material. Leverage local publicity provided by District Communications Coordinator (e.g. Customer Testamonials) NY3 Tax-Aide Program

Train EROs, Client Facilitators, and Counselors on Site Procedures Tailor the process to fit the need of your site. Set Expectations for both the clients and the volunteers Utilize the Training material available on OSHC > General Program Mgmt > Training > Policies & Procedures This is operationally the most important responsibility of the local coordinator. Skills required are Organizational, Planning, Building relationships Every site is different: (Clients, Volunteer mix, Site Personnel etc) It sets the tone for everyone The more well defined the process the clearer the roles and responsibilities are for the players. NY3 Tax-Aide Program

Staffing and Site Preparation Maintain good relationship with your Partners at the site. Space Facility Support Publicity Recognize their Contributions Utilize Material On OSHC > General Program Mgmt > Training > LC Required Training Don’t take your site partner for granted Be aware of changes in mission and personnel Be aware of their motivations NTTC – Dallas 2016

Generate Site Publicity Varies depending on the size and location and visibility of the site to clients. Leverage District Publicity Utilize material on the Portal Orders> Catalogs> Publicity Material OSHC> Communications> Communications Support Material Many sites have their own communication channels to generate publicity in the community There are many local examples (e.g. Libraries; Colleges) NTTC – Dallas 2016

Order and Distribute Materials Order volunteer materials available from the following sources: AARP Portal> Orders>Catalogs Admin Material Handbooks & Digests Training Resources IRS Form 2333-V NYS Form TBD Portal order system is very responsive Make sure that LCs are on the CAPS list Currently discussing with NYS how best to replace the TP-3 order form More on that tomorrow afternoon NY3 Tax-Aide Program

Maintain Volunteer Rosters Maintain a record of the volunteers who work at your site and when. Should be a simple task to delegate (e.g. Client Facilitator) Becomes important at end of season when approving reimbursements. NY3 Tax-Aide Program

Monitor and Approve Expenses Utilize the Volunteer Portal Tip sheets available on One Support on how to enter and approve expenses via the portal OSHC>  Operational Procedures & Volunteer Portal > Volunteer Portal Guide Ginni will cover this tomorrow. NY3 Tax-Aide Program

LC Schedule of Activities Local Coordinator Activities Jan Feb Mar Apr May Jun Jly Aug Sep Oct Nov Dec Recruiting   Training on Site Procedures Staffing & Site Preparation Publicity Order & Distribute Materials Maintain Volunteer Rosters Monitor & Approve Expenses This is my attempt to provide some insight as to when the LCs may schedule their activities. Obviously this will vary by District and Site. NY3 Tax-Aide Program