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Volunteer Reception Center

• Use a Volunteer Reception Center (VRC) to create a location designated for volunteer management.
• Be sure to prepare ahead of time to quickly implement the VRC by identifying multiple locations for the center, assigning leadership roles and preparing key documents like, sign-in and sign-out sheets and VRC setup instructions.

Volunteer Credentialing

• Before any volunteer is allowed on the disaster site, make sure that they have been given a thorough background check, are issued a photo ID and have completed safety training.

Volunteer Job Descriptions

• Remember to provide volunteers with clear job descriptions for volunteer roles. This alleviates self-deployment and provides volunteers with a sense of purpose in performing duties and responsibilities set out in the job description

Tracking Volunteer Efforts

• Use an Excel spreadsheet to keep a log of volunteer efforts throughout the response and recovery process. This creates the record necessary to receive FEMA reimbursement for volunteer efforts.
• Click here to learn more about FEMA’s Donated Resources Recovery Policy.

Mutual and Automatic Aid Agreements

• Have a Mutual Aid Agreement or Automatic Aid Agreement in place and be familiar with the specifications and legalities of the agreement prior to the emergency situation.
• Familiarize yourself with both state-to-state aid agreements, like EMAC, in addition to agreements with localities in your state.

Be Prepared to Go It Alone

• Be prepared to manage emergency needs for 72 hours without assistance from state, federal or neighboring communities. Not only can those delivering aid be affected by the disaster themselves, but aid often takes longer than expected to arrive.

Communicating with Volunteers

• Prior to the emergency situation, prepare messages that let volunteers know when and for what they’re needed for, in addition to when it’s safe for volunteers to arrive at the disaster site and when they should stay away. Make sure to coordinate with all agencies and organizations involved with volunteer management prior to disaster to ensure everyone is sending a consistent message.

Keep Volunteers Engaged in Disaster Response and Recovery

• Remember to check-in with volunteers and remind them of how much their efforts are appreciated throughout the response and recovery phases.
• Keep volunteers engaged throughout the recovery process and beyond by offering opportunities to train and credential volunteers at community events.
• Employ locals as long-term volunteers – they’re not only more invested in the response and recovery, but more likely to stay engaged over the long-term. Creating a long-term recovery committee is one way to keep volunteers engaged in the long-run.