AARP Volunteer Recruitment System

District Coordinators MeetingNovember 2009

AARP Tax-Aide

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AARP Tax-Aide

•Prospective Volunteers called or mailed an application to AARP Tax-Aide (6,800 new volunteer/year)

•Estimated time from prospect self-identification at contact center or mail to receipt by PVC and/or DC was anywhere from 5 to 30+ days

•No tracking system•Recruitment response, prospect assessment and "on board" processes were highly manual and labor intensive

•Minimal data analysis and leadership reporting available

Prior Process

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AARP Tax-Aide

•AARP Tax-Aide Volunteer web site is generating 40-50 new applications/day

•Reduces cycle time from prospect to PVC/DC•Provides accurate contact information using a "Self Service" process

•Allows multiple levels of management to follow a new volunteer's progress to acceptance

•Enhances transfer of volunteer information to VMIS•Gathers broad ranging information to assist in providing a rewarding volunteer experience

•Generates reports concerning recruit demographic and source data for grant proposals and other communication

Current Process

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Registration and System Access• When accessing the system for the first time, you will go to

https://volunteers.aarp.org/taxaide/internet/ (also available on extranet)

AARP Tax Aide

•You must click Register under New User

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Registration and System Access• After clicking Register, the following screen will appear• CAUTION: Your password must be 8 characters and must contain 1 number

AARP Tax-Aide

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Registration and System Access•Confidentiality and Privacy Notice

– Clicking on “Agree” will bring you into the system

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•Once registered, use the "Already Registered?" box to sign in•Do not bookmark this page

• You must access it either from the extranet, the email link or by typying the https://volunteers.aarp.org/taxaide/internet/ directly in the url address line

AARP Tax-Aide

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After successfully logging into AARP Tax-Aide Recruitment System the following recruitment main page is displayed.

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By clicking on any existing prospective volunteer in the queue the following screen with detail prospective volunteer page is displayed.

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Applicant Information Review

•Based on the applicant information, decide if you want to contact the applicant for more information or not

• If you decide to contact the applicant•Click the ‘Yes’ radio button under the question “Would you like to review this volunteer?”

•CAUTION: DO NOT click on the ‘Approve’, ‘Reject’, ‘On Hold’ radio buttons until AFTER you have made contact with the volunteer. As soon as you select one of these statuses the volunteer information is removed from your list.

• If you decide not to contact the applicant •Chose the ‘Reject’ radio button

AARP Tax-Aide

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If you decide to contact the volunteer, click yes. The status will change to Pending. No email will be sent. Caution: As soon as you click one of these

statuses, the volunteer information will be removed from your list. An email will be automatically sent.

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Automatic Email Notification

• Automatic Emails will be sent to the applicant and to you when an activity status is selected

• Approved – Applicant notified of approval and that they will contacted for future training. You may want to tell the volunteer this email is coming to eliminate any confusion.

• On Hold – Applicant notified of status and possible future opportunity. This email copy is incorrect. Please do not use this status until further notice.

• Reject – Applicant notified and message concerning additional volunteer opportunities (“Create the Good”) notification sent.(I have not yet seen the copy in this email.)

AARP Tax-Aide

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AARP Tax-Aide

•Password instructions are unclear •There is a maximum of 8 characters •System will allow you to register with a password greater then 8 characters but will not allow you to log in a second time

•The 'Accept' email is missing the word 'for' in the 1st sentence

•"Thank you your interest and for applying to the AARP Tax-Aide program where volunteers are key to our success!"

•The 'On Hold' email says 'currently able' instead of 'unable' •"Thank you your interest and for applying to the AARP Tax-Aide program.  Unfortunately we are currently able to place you in a position that meets your schedule and qualifications."

Some Initial System Quirks

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AARP Tax-Aide

•A email copy sent to the DC does not specify the volunteer name so the DC has no idea who received it making it unnecessary

•Once you status a volunteer, the information is removed for the system. So if you didn't copy down all the information before you changed the status you have to contact the ADS to get the volunteer information. Additionally, only the ADS can update the status.

•Once registered, you are unable to modify your profile information. So you are unable to change your email sign in name.

Some Initial System Quirks

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AARP Tax-Aide

In 5 years, we will all be wondering what we ever did without this system!!