2008 Annual Affiliate Report Reporting Guidance v1 May 2008.

2008 Annual Affiliate Report Reporting Guidance v1

May 2008

2008 Overview

We are providing affiliates with support needed to collect the right data and be prepared to complete the annual report

We understand that might not have tracked this information in the past

However, we strongly encourage you to collect each piece of information now and we are here to help you figure out how.

The successful completion of the annual affiliate report is a requirement of Points of Light & Hands on Network membership.

This presentation contains: List of questions that will likely be asked on the report and

explanations about what the questions really mean. Definitions of words used to describe things (eg. Volunteer

Leader, Opportunity)

Why Reporting Guidance Now? Cycle completed last year was highly subjective

(I engaged 500K apples and you engaged 500K oranges. But they are all fruit so why does it matter?)

Interpretation of the questions created limitations making it difficult for affiliates to complete the report

(They are asking about my apples, but I don’t eat apples, only oranges. I guess I will just tell them about my oranges)

Lack of consistency made the data very difficult to analyze and utilize

(Do my Fuji apples taste better than your Navel oranges?)

The data collected during the 2008 reporting cycle will serve as our baseline Network data and will help us raise money to pass through to our Affiliates

We must do a better job this year!!!

Data Collection Plan

You need to collect and provide data about:

General Affiliate Information Staffing Finance and Fundraising Programming Summary Program Impact Volunteers and Volunteer Leaders Technology and Exposure Challenges and Successes

General Information

Affiliate Name

Contact Information

Year Affiliate Joined Hands on Network If you were a member of HON prior to the merger, enter

the year that you joined. If you were not a member prior to the merger, enter July 2007.

Year Affiliate Joined the Points of Light Foundation- If you were a member of POLF prior to the merger, enter

the year that you joined. If you were not a member prior to the merger, enter July 2007.

Staffing

Enter the total number of paid staff members that were with your affiliate for at least ¾ of 2008?

For example, if you have 2 full time staff (40 hours per week) and 1 part time (20 hours per week), the total would be 2.5

Enter the number of members of each type of National Service Program that were with your affiliate for at least ¾ of 2008?

This is the number of National Service members that were placed with your affiliate to help you better execute your mission. If you run an AmeriCorps program out of your office to engage the volunteers, do NOT enter the number of participants. You will be asked about National Service Programming later in the report.

Vista____ AmeriCorps____ Learn and Serve____

Finance and Fundraising

In order to understand the scale of our Affiliate network, we ask questions about your Affiliate finances

Since many of our Affiliates are operated as programs of another entity, we also ask about that entities financial picture

First we ask…. Are you an independent organization or are you a

program or initiative of another organization?

If you are independent, you answer Part A only

If you are embedded within another organization, you answer Part A and Part B

Finance and FundraisingPart A: Independent

Total annual revenue for your Affiliate organization

Percentage of total revenue for each of the following categories. (The total must add up to 100% !!! )

Corporate Corporate fee for service/ earned income Foundation Government Individual Giving In-Kind Special Events United Way Interest/Other

Total annual expenses for your affiliate/Volunteer Center

Percentage of total expenses for each of the following categories.

Programmatic Fundraising Mgmt/Admin

Finance and FundraisingPart A: Independent

EXAMPLE Total Revenue- $100,000

Revenue by category Corporate = 20% Corporate fee for service/ earned income = 10% Foundation = 5% Government = 5% Individual Giving = 10% In-Kind = 10% Special Events = 5% United Way = 30% Interest/Other = 5%

Total Expense- $96,000

Expense by category Programmatic= 82% Fundraising = 10% Mgmt/Admin = 8%

Finance and Fundraising Part B: Embedded

If your Affiliate is a program or an initiative of another organization we ask that you tell us a couple things about that organization or agency.

Name of organization Total annual revenue of the organization

Example: Fulton County Department of Public Affairs $750,000

Finance and Fundraising:Useful Definitions

Corporate- Straight capacity gifts or support and corporate foundations.

Corporate Fee for Service/Earned income- Total revenue earned from projects created for corporate groups.  Also includes fee for service, consulting, products and services

Foundation: Community and family

Government: Federal, state and local funding

Individual Giving: Includes donations from UW campaign. Excludes special events, grants from United Way

In-Kind: Donations of materials and services

Special Events: Individual, team and corporate revenue and sponsorships

United Way: Includes United Way grants and non-campaign revenue

Interest/Other:  Bank and other investment interest earned and all other miscellaneous sources of funding

Programming Summary In this section we ask for a rolled up total to include all types

of programming that was offered by your Affiliate. The remaining program sections and information you

provide, should add up to the total number entered here.

Last year, we asked that you provide two sets of figures based on the typical program model that is offered by your affiliate.

For example, some affiliates operated using the volunteer center model and the bulk of their programming was often providing training to nonprofits on how to manage volunteers and also providing referral information on volunteer opportunities through the use of technology.

Many affiliates also operated a Hands On model, where the bulk of their programming was often to create and manage volunteer service projects.

Programming Summary

Now that we are a fully merged organization, we will not be reporting separate sets of figures!!!

Instead, each affiliate will enter the total number of the following variables. (If you are an affiliate that offers programming under both the typical volunteer center and hands on model, you need to add them up and report just one total figure)

Active volunteers engaged Active volunteer leaders engaged Volunteer hours completed Opportunities offered

Projects completed Courses offered

Programming Summary: Useful Definitions

Volunteer: An individual who participated in at least one volunteer opportunity in 2008.

Volunteer Leader: An individual that planned and managed activities that engaged people in meaningful volunteer opportunities in 2008.

Volunteer Hours: The amount of time volunteers spend performing service opportunities with community partners and affiliates. This number is based on the total service hours recorded for each opportunity offered.

Opportunity: is a an action or an experience. It is a chance for a volunteer to serve, learn, celebrate, or network. Opportunities are further defined by four elements:

Type= project or course Service Hours= 0 or more Management= Affiliate managed or volunteer connection to agency

(referral) Occurrence = ongoing, specific date range, recurring, or specific date, time,

and location (Note: when completing the annual report, each unique occurrence will be aggregated and you will report only the total and type.)

Examples: Volunteer at a Food Bank, become an office volunteer at a local nonprofit, participate in an issue-based book club or film series, attend an orientation, attend a volunteer recognition even

Programming Summary: Useful Definitions

Project: It is a type of a volunteer opportunity. It may be ongoing or calendared (i.e. date & time specific). It is a An event at which volunteers are contributing to a cause Projects may include beach cleanups, office internships, committee meetings, volunteer celebrations, etc.

Examples of projects or courses with service hours: beach cleanups, packing boxes at the food bank

Examples of projects without service hours: an issue-based film series, volunteer recognition event

Courses: It is a type of volunteer opportunity. A learning opportunity; a training of some sort. Courses may include volunteer management training, volunteer leadership training, volunteer orientations, citizen academy, etc

Example: 100 volunteers and 10 volunteer leaders provided a total of 500 volunteer hours in affiliate managed courses that occurred 25 times. Also, 500 volunteers provided a total of 1000 volunteer hours in volunteer connection to agency (referral) projects that occurred 100 times.

Programming: Courses

You need to record how many people participated and/or were trained in each of the courses that you offered.

This demonstrates how affiliates are contributing to the service movement and increasing knowledge, skills and awareness in the communities they serve.

These are the most common types of courses offered Volunteer Management (eg VMTS) Volunteer Leader Citizen Academy Special Events Board Development Grassroots Leadership

Example: We offered 20 VMTS courses with 250 participants and 10 Volunteer Leader courses with100 participants

Programming: Partnerships

Total number that were served by your affiliate for each of the partner types.

Examples of how you serve partners include when you collaborate on offering an opportunity, provide a volunteer, provide a training, speak at an event they host, etc.

This demonstrates how affiliates are improving the ability of partner organizations ability to effectively execute on their mission and meet community needs.

Types of Partners Schools Faith based organizations Civic groups Non-profit organizations Corporate and business Others

Example: We served 40 schools and 200 faith based organizations.

Programming: National Service

Types offered and number of participants in each program This demonstrates the scale of the national service

programming that is offered by affiliates and supports our work in as we advocate for federal support and policy change to enhance the promotion of national service as means for community change

AmeriCorps AmeriCorps VISTA Learn and Serve Senior Corps

RSVP Foster Grandparent Program Senior Companion Program

Example: We offered AmeriCorps and Senior Corps at our affiliate and had 10 AmeriCorps and 3 Senior Corps participants in 2008. You should also record what was achieved because of these programs and people!

Programming: National Programs and Events

Types offered and total number of volunteers engaged

Knowing what programs and events are most commonly offered by our affiliates helps us coordinate national fundraising ventures and provide affiliates with support and training to enhance program quality and effectiveness.

MLK Day National Volunteer Week Make a Difference Day National Youth Service Day Corporate Month of Service Family Volunteer Day Earth Day Join Hands Day Kids Care Week

Programming: Volunteer Recognition

We want to know about how you recognize and celebrate volunteers in your community.

Recognizing volunteers may increase community awareness about issues affecting your community and how your affiliate is helping to fix them, promote client and volunteer satisfaction and increase funding opportunities.

We want to know how many Volunteer recognition events were offered Volunteers were recognized People that attended recognition events Presidential Volunteer Service Awards that your

affiliate awarded

Program Impact

We ask a lot of questions about programming offered to understand the scale of our organization. We also need to go a step farther and ask about program impact.

In short, what changed due to the programs and activities that were offered by your affiliate?

Lives are improved, needs are met, awareness and skills are increased, etc.

As we continue to compete for limited resources (especially during this economic slump) and are increasingly being held accountable for the dollars invested in us, it is becoming more and more critical that we demonstrate the impact of our work.

Bottom Line: WE MUST SHOW IMPACT!!!

Program Impact

Record the number of each type of project completed, volunteers that participated and volunteer hours that were completed.

These categories will likely be used for the 2008 reporting cycle. However, once the new technology system is implemented these categories may be edited.

TOP 4 Categories accounts for over two-thirds of all programming1. Children & Youth 2. Homelessness & Hunger 3. Renovation, Revitalization and Repair 4. Environment

1. Adult Literacy & Education 2. Animal Support3. Citizen Action & Academy4. Community Enrichment5. Computers & Technology6. Disaster Relief7. Employment & Career Assistance8. Health & Wellness (i.e. Disability, Family and Women’ Services; Substance Abuse,

AIDS and Cancer Support)9. Seniors

Program Impact

We are going to be utilizing national campaigns to demonstrate impact of our programming

Over the next few years we will be implementing impact campaigns likely in the following impact areas

Schools Poverty Environment Disaster

You will need to collect and report data to answer how effective we are at meeting our goals and objectives for each of the campaigns, and achieving real impact on the volunteers, the agency partners and the communities that we serve!

Volunteers and Volunteer Leaders

Research and common sense tells us that the more you know about your customer, the better you are at serving them!

Types of Volunteers Engaged Youth (17 and under) Baby Boomers (born 1946- 1964 or aged 43-61) Families (2 or more members of a family) Skill Based (using skills using skills, passions, and

experience in a service opportunity) Corporate (volunteering with your business employer)

Volunteer Demographics Age, Ethnicity, Gender, Education, Employment Status,

Marital Status and Household Income

Volunteers and Volunteer Leaders

We want to know more about the depth and breadth that volunteers and volunteer leaders were engaged in programming by your affiliate.

Frequency of Volunteering How many service opportunities did Volunteers complete each year? Increasing volunteers frequency of participation can lead to increased

impact we are able to achieve with the same volunteer base

Volunteer Retention How many years have Volunteers been active? Volunteer retention (year after year volunteering) is known to be a

challenge and is cited by CNCS as a primary concern. One goal of our organization is to improve volunteer retention

Volunteer Leadership How many projects did Volunteer Leaders manage? Moving volunteers from being one time a year volunteers to engaged

leaders in their communities who create and manage service opportunities will create exponential change

Technology and Exposure

We must capitalize on the use of technology to meet the needs of our volunteers, improve our ability to create impact and manage our programs and activities effectively.

Is technology is working for you!

We want to know How many unique visitors looked at your website Total number of homepage views Did you offer volunteer orientation online What percent of volunteers signed up online

What technology tools did you use to manage programs and collect data

HOT, 1800, Volunteer Match, Volunteer Solution

What technology tools did you use to communicate with your community

Blogging, Electronic Newsletter, MySpace, FaceBook, YouTube

Is technology is working for you?