Communication Grid 2011

Communication vehicle* across the top
Volunteer Position / CyberTax / TCS Bulletin / Technology Bulletin / ERO Bulletin / Issue to Address via AARP Call Center / Donated Funds Report / Activity Reports/Updates / Admin Updates / The Key / Happenings (by mail, not email)
Regional Coordinator / X / X / X / X / X / X / X / X / X / X
NLT Chair / X / X / X / X / X / X / X / X / X
State Coordinator / X / X / X / X / X / X / X / X / X / X
Training Specialist / X / X
Admin Specialist / X / X / X / X
Tech Specialist / X / X / X / X / X
Partnership and Communications Specialist / X / X / X
Prospective Volunteer Specialist / X / X** / X
District Coordinator / X / X / X
Technology Coordinator / X / X / X / X
Administrative Coordinator / X / X
Communications Coordinator / X / X / X
Training Coordinator/Instructor / X / X
Local (Site) Coordinator / X / X
Counselor /Quality Reviewer/Client Facilitator (Screener)/SCO / X / X
ERO / X / X / X

*Requires accurate email address in VMIS.

**Updates related to Prospective Volunteer System

Communication Vehicle / Usual time period sent / Short description
CyberTax / Pre-season and during season / Sent as needed, with breaking program or organization-wide news, approximately 20 times per year
TCS Bulletin / Pre- and post-season / Sent as needed for state-wide technical decisions and/or information. Approximately10 times per year
Technology Bulletin / Any time / Program-wide technical issues that may affect states and districts, such as image issues, computer solutions, other technical news, sent approximately 20 times per year
ERO Bulletin / Pre-season, during season / Sent as needed for sites, items such as TaxWise updates, issues, etc. New last year.
Issue to address via AARP Call center / Late season, post-season / Sent as received, quantity is state dependent
Donated Funds Report / Quarterly, Year round / Accounting of states incoming and outgoing Donated Funds
Activity Reports/Updates / In-season / Sent weekly, updates as information is delivered from IRS.
Admin Updates / Fall / Process reminders and changes, sent as needed
The Key / Semi-annually / Ideas and best practices for PCS and CC volunteers
Happenings / January / Annual newsletter with season news, final activity reporting, letter from the RC.

The National Office sends out a variety of communications to volunteers. The above grid is provided to give you a better idea of the types of communication we send, the approximate annual volume of the communication, the volunteers (by title) who we send the message to, and the normal time period sent. Hopefully, this will allow you to set expectations and reduce duplication when forwarding messages.

This grid will also be posted to the Extranet on the General Communications tab.