1. NCCR Event Based Volunteer (EBV) Engagement Planning in Operational State

2. Housekeeping and Ground Rules
Location of bathrooms and fire exits
Schedule for breaks
Cell phones are only to be used outside of the classroom.
Listen respectfully to others.
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3. Agenda Introductions Training purpose and objectives
Review the importance of the EBV Engagement Plan in Operational State
Tabletop activity
Next steps
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4. Participant Introductions
What is your current role in the region?
What Volunteer Supervisor experience, if any, do you have?
What are your expectations for this course?
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5. Training Purpose
Prepare activity leads/EBV supervisors for successfully utilizing EBVs on a DRO.
Provide you the opportunity to become familiar with meaningful tasks available for EBVs, Standards and Procedures for submitting staff requests.
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6. Training Objectives Roles, Responsibilities, and Process
Identifying Needs
Welcoming, Supporting and Supervising EBVs
Recognizing and Retaining EBVs
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7. EBV Engagement Plan: Keys to Success
Promote learning, cooperation and collaboration between VS and DCS
Familiarize activity leads/EBV supervisors with the tools, resources, high-level strategies and objectives to engage event based volunteers
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8. Role of Regional Volunteer Services
VS serves on Disaster Workforce Engagement Team (DWET)
VS “owns the EBV Plan” – work in partnership with RDO to:
Create and update the Regional EBV plan
Communicate plan to teams and stakeholders
Practice implementation of plan
Build, train, and support Activity Leads/EBV Supervisor to ensure effective implementation of the EBV engagement plan on a DRO.
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9. Role of the Activity Leads and EBV Supervisor on a DRO
Ensure positive environment and the safety of EBV
Prepare and motivate EBV to learn a task
Ensure EBV is utilized to the fullest and feeling part of the team
Execute the EBV job aid training protocol
Give constructive feedback
Provide support and communicate with EBV about how to get help if needed
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10. Plan Activation When do we activate the EBV plan?
Who determines when to activate the plan?
When and How to Activate the EBV Portal?
When to switch from using the region portal to the DRO portal?
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11. 4 Step Activation Process
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12. Identify the Needs What can Activity Leads do?
Identify tasks versus positions
Ensuring list of needs is broken down into small "task assignments" so that they can be more easily filled by EBVs.
Submitting staff requests for service associates role only
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13. Event Based Volunteer’s Process
Receive approved Staff Request
Process Staff Request
Upload into a DRO Global Shift Tool
Requesting
Set up a Volunteer Intake Center (VIC)
Complete intake steps
Complete task-based DRO training
Intake /Screen/Train
Complete placement steps
Issue badge and may issue mission card (upon approval)
Send roster to Activity leads/EBV supervisors to engage/support EBVs
Placement
Prepare to travel home
Thank EBVs for their service
Out Processing
Event Based Volunteer’s Process
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14. Who are we filling your staff request from?
Event Based Volunteers
ARC Volunteers and Employees
Disaster Responders with short term availability
Local partners and groups
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15. Activity Leads/EBV Supervisor Responsibilities: From Day 2 and Beyond
Submit staff request to Staff Services Lead
Receive daily rosters for the following day from Staff Services
Facilitate Job induction/training for Event-Based Volunteers
Communicate no shows to Staff Services and request for additional EBVs
Submit sign in sheets by 4pm daily to Staff Services for reporting
Recognize EBVs timely after each scheduled work shift
Work with Volunteer Services to handle staff relations issue
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16. Staff Request Form
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17. Sign-in Sheet
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18. Day Of Supervision Support EBVs Support with staff relations issue
Welcoming EBVs
Provide job induction and on-the-job-training as necessary
Introduction to members of the team
Giving and receiving feedback
Encourage to take additional training if provided onsite
Support with staff relations issue
Provide daily-ongoing recognition
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19. Recognize and Retain How will you thank the EBVs for their services?
Possible ways to recognize EBVs -
Thank EBVs after each shifts ended
Encourage to sign up for additional shifts
Ask EBV how they want to be recognized
Send thank you card or after the DRO is completed
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20. Activity Leads/EBV Supervisor
Review Key Activities
Fills out staff request based on need
Submit staff requests at least 24 hours in advance for successful placement
Activity Leads
Collect staff requests from Activity Leads
Upload collected staff requests on DRO Global Shift Tool
Staff
Services
Process EBVs through intake steps
Schedule /Assign/Check-in/Mission Card
Out-process/Recognition/Retention
EBV Management Team
Spencer
Activity Leads/EBV Supervisor
Receive roster to engage EBVs
Prepare to welcome and engage EBVs
Complete task-based training
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21. Recipe for Success Outpouring of support from the community
Smooth onboarding process
Opportunity for engagement
Amazing EBV Engagement
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22. Table Exercise
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23. Table Top: Goals
Ensure that Volunteer Services EBV Management Team is fully aware of the plan and their roles when implementing the plan;
Familiarize activity leads and EBV supervisors with the tools, resources, planning assumptions, strategies and objectives for engaging event based volunteers following a significant disaster; and
Identify ways to refine the Regional Event-Based Volunteer Engagement Plan in order to be better prepared.
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24. Table Top: Objectives
Understand roles, responsibilities and processes that lead to effective event based volunteer (EBV) engagement.
Identify needs and communicate those needs via staff request forms for appropriate numbers of EBVs to perform meaningful tasks. These functions are led by Activity Leads and Staff Services.
Quickly and efficiently process and engage appropriate numbers of EBVs. These functions are led by Volunteer Services.
Welcome, train and support EBVs working on the event. These functions are led by the Activities receiving placed EBVs.
Recognize and retain EBVs after the event.
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25. Table Top: Scenario
Wildfire Rages in Colorado In October, a forest fire ignited southwest of Denver. Hundreds of firefighters are still fighting the fast-moving fire that has burned over 100,000 acres in 10 days. Operational priorities are sheltering and feeding. There are 10 known fatalities including 5 firefighters. There are numerous medium sized businesses and homes damaged, some roads are impassable. Over 5,000 people have evacuated their homes. At least 200 homes have some kind of damage ranging from affected to destroyed. The fire has been burning for 10 days and is not yet contained. Infrastructure and home repairs estimated to require 6-8 months for completion. There are 900 EBVs in que on day three of the DRO. The estimated number of EBVs to support the DRO in the first 10 days is 650.
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26. Table Top: Ground Rules, Assumptions, and Expectations
The scenario is plausible, and events occur as they are presented.
There is no “hidden agenda”, nor any trick questions.
All players receive information at the same time.
This is an open, low-stress, no-fault environment. Varying viewpoints, even disagreements, are expected.
The activity is designed as a tool to facilitate discussion.
Respond based on your knowledge of current plans and capabilities
This is an opportunity to discuss and present multiple options and possible solutions.
Any and all questions have merit.
Problem-solving efforts that could improve effective EBV engagement on a DRO should be the focus, not issue identification.
In order to ensure there is adequate time for the activity facilitators may elect to table discussions on some topics for future meetings
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27. Decide who will fulfill the following roles:
Table Top: Assignment 1
Decide who will fulfill the following roles:
EBV Management Team
Volunteer Recruitment Lead (1)
Volunteer Recognition and Appreciation Lead (1)
Staff Services Lead (as appropriate)
EBV Supervisor/Activity Leads (as appropriate)
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28. Table Top: Assignment 2
Discuss the need to activate the EBV Plan, considering the following criteria:
The need for workers;
The VCN intake queue and the capacity to meet that need with and/or without EBVs;
The amount of press that has been given to the operation which could warrant a large amount of volunteer registrations in VCN (Assume RVSO/RDO have made calls to Communications Officer to better understand outreach to community and amount of press coverage expected); and
If and where prospective EBV’s are showing up at Chapters/Regions and other worksites and want to help.
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29. Table Top: Assignment 3 Identify needs:
Review initial list of volunteers expected
Discuss the difference between short term and long term needs
Discuss to think about needs in terms of tasks and not people or positions (make a list of potential needs)
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30. Table Top: Assignment 4 Review and Complete Staff Requests
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31. Table Top: Assignment 5 Recognition: What Happens After the Event?
Spend a few minutes discussing your plans for ‘after’ the event, and how you will follow up with people. What is your strategies and how you will accomplish this?
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32. Resources
Review EBV Job Aids and Supervisor Basics from the Exchange link below.
services/dcs-capabilities/disaster_operationshumanresources/event-based-volunteer- engagement-toolkit.html
Staff Request link staff%20request
EBV Sign In Sheet link ycleServices/core-and-pillar-processes/deploy-material-resources-and- technology/StagingArea/StagingAreaStaffSigninSheet.pdf
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33. Next Steps: Training Goals and Takeaways
Create a list of tasks for EBVs to take with you while on DRO assignment
Check out the following EBV Supervisor Basics Job Aid and EBV Training Job Aid posted on the Exchange to support EBV’s quick job induction and assignment
Participate in annual drills and practice EBV Operational Engagement plan
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34. Did We Meet Our Objectives?
Roles and responsibilities and process for EBVs
How to identify needs for EBVs
Understand how to welcome, support and supervise EBVs
Ability to timely recognize EBVs after each shifts and retain EBVs after the event
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35. ?
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36. Participant Evaluation – Give Us Feedback
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