Disaster Volunteer Network (DVN) User`s Manual
Contents
1. suu va tai cv ca gov Remove E Override Server Locale English United States E Override Server Default Time Zone Add GMT 08 00 Pacific Time US amp Canada 0 Use Daylight Saving Time Save Cancel 9 Page Chapter 2 WebEOC Basics 2 1 DVN Terminology Below are some WebEOC terms you may find helpful when using the DVN Boards Various display views in the DVN Some boards are interactive while some are read only The position you logged in under will determine which boards are available to you and how you can interact with them Menus Lists of additional boards that are available to you These include reports and file downloads Reports Generated on the aggregate data compiled by all the volunteer program information entered See chapters 6 and 10 for more information on available reports Boards list The first window that pops up after you log in and select your position and incident This is the list of views that is available to you Local program list Displays a list of programs in your CalEMA Mutual Aid Region when logged in as a volunteer program Here you can access your program s detailed information page and volunteer list volunteer finder tool and events tool Regional program list Shows you a list of programs in your mutual aid region for those logged in as emergency managers Volunteers list Provides a list of y2. California Volunteers Disaster Volunteer Network DVN User s Manual May 1 2012 Table of Contents Section Chapter Title Page Introduction 1 Section 1 DVN Basics 3 Chapter 1 Accessing the DVN 5 1 1 User Names and Passwords 5 1 2 Logging In 5 1 3 Resetting Your Password 8 1 4 Changing Your Account information 8 Chapter 2 WebEOC Basics 10 2 1 DVN Terminology 10 2 2 Navigating in WebEOC 12 Section 2 DVN for Volunteer Coordinators 13 Chapter 3 DVN for Volunteer Coordinators 14 3 1 Available Boards 14 3 2 Local Program List 15 3 3 Program Directory 16 3 4 Program Information 17 3 5 Program Organization Information 18 3 6 Program Contact Information 19 3 7 Program Organization Main Point of Contact 19 3 8 Program Organization 24 Hour Emergency Contact Information 20 3 9 Sponsoring Organization 20 3 10 Program Capabilities 21 3 11 Program Logo 22 3 12 Program Website 22 3 13 Program Organization Mission 23 Chapter 4 Volunteer Management 24 4 1 Volunteer List View 25 4 2 Adding a Volunteer 25 4 3 Importing a Volunteer 26 4 4 Editing an Existing Volunteer 27 Chapter 5 Event Tracking 37 5 1 Creating an Event 38 5 2 Editing the Event 38 5 3 Adding Volunteers to an Event 39 Section Chapter Title
3. s main phone line E mail The organization s primary or general e mail address Address Line 1 The organization s physical street address Address Line 2 May be used for suite room numbers or P O boxes City The city where the organization physically resides State The state where the organization physically resides Zip Code The zip code for the physical address County Which county the organization is physically located in CalEMA Mutual Aid Region This field is auto populated based on the county selected CalEMA mutual aid regions are defined by CalEMA and numbered through VI CalEMA Administrative Region This field is also auto populated based on the county selected CalEMA administrative regions defined by CalEMA will appear as either North or South 3 7 Program Organization Main Point Of Contact The person who information is entered into this section serves as the primary contact for the program in all cases except for during a disaster Name The main contact person s first and last names Middle initials are optional and should be followed by a period if included Office Phone Number The person s office number or main number 60 Page Mobile Phone Number The person s mobile number Additional Phone Number Any additional phone number Fax Number The main point of contact s fax number Office E mail The person s work e mail address Secondary E mail An additional e mail address usually a pe
4. Transportation OQ Passenger Transport O Cargo Materials Transport O Other Volunteer Management O Volunteer Center QO Emergency Volunteer Center O Other Warehouse Operations Fire Corps Medical Reserve Corps VIPS 65 Page Volunteer Management Details This section covers the fields captured in the volunteer management section Fields marked with an asterisk are required fields 4 4 Individual Volunteer Information Details Volunteer s Information First Name Volunteer s legal first name Last Name Volunteer s legal last name Middle Initial First letter of the volunteer s middle name Date of Birth Volunteer s date of birth Gender Volunteer s gender Photo A photo of the volunteer used for the volunteer s profile page and the volunteer list view Headshots are recommended Inactive Designates the volunteer as inactive Volunteer will not show up in searches and is not included in report numbers Volunteer s Contact Information Address Line 1 Volunteer s home street address Address Line 2 May be used for apartment or room numbers or P O Box Zip Code The zip code for the volunteer s home address County County where the volunteer resides Home Phone A required field but any number can be substituted that the volunteer wishes to designate as his or her primary line Mobile Phone The volunteer s mobile or cell phone number Additional Phone Any additional phone number P
5. s Employment Information These fields capture the volunteer s employment information including the type of job that the volunteer holds and any work contact information Volunteer s Employment Information Company Name Job Title Address Line 4 Address Line 2 city State Selec State E Zip Code County a Work Phone Work E mail Work Text Number Volunteer s Emergency Contact Information Here you can designate a person the volunteer would like to have notified if the volunteer is hurt or in an emergency situation r Volunteer s Emergency Contact Information First Name Last Name Relation to Volunteer Primary Phone Additional Phone Text Number Primary E mail Additional E mail 28 Page Program Affiliations Volunteer s Program Information These fields are used to describe the volunteer s role in the organization What is the volu eon Program Information nteer s position role in this program Volunteer s Team Assignments This section can be used in a variety of ways Note For volunteer coordinators who manage several different programs this allows the coordinator to log in once and simultaneously manage the volunteers for all their programs For volunteer coordinators who manage several branches or locations of the same program this allows the coordinator to log in once and simultaneously manage the volunteers for all locations For programs that
6. Basic Yes No Serve Safe Advanced Yes No Basic CERT Yes No Citizens Academy Yes No Traffic Control Yes No AARL s Intro to Emergency Communication EC 001 Yes No Amateur Radio Emergency Communication Course Level 1 Yes No 56 Page Section 5 Additional Information 57 Page Glossary CalEMA The California Emergency Management Agency CalEMA is responsible for coordinating the overall state agency response to major disasters in support of local governments The agency is responsible for assuring the state s readiness to respond to and recover from all hazards natural or man made emergencies and disasters or those caused by war and for assisting local governments in their emergency preparedness response recovery and hazard mitigation efforts For more information on CalEMA visit their website at http www calema ca gov CalEMA mutual aid region As a component of the Standardized Emergency Management System SEMS the CalEMA mutual aid system is based on four organizational levels cities counties regions and the state California s counties are divided into six mutual aid regions DSWVP The State Disaster Service Worker Volunteer Program DSWVP This program provides worker s compensation benefits to registered Disaster Service Worker DSW volunteers who are injured while performing authorized disaster service duties pursuant to the California Emergency Services Act The requirements guideline
7. Disaster Volunteer Network List of Events for CaliforniaVolunteers New Years Parade San Francisco Earthquake 2011 November 2011 Food Distribution Flu Vaccine POD October 2011 Flood San Francisco Parade Los Angeles MRC Drill Monterey CERT Refresher 37 Page 5 1 Creating an Event To create an event click Add Event This will bring up the new record screen Here you can input the event name a description and the start and end dates and times Clicking Retrieve Record allows you to enter an event identification number that will bring up event information for you Click Save to store your information or Cancel to discard the information New Record Save Spell Check Cancel Retrieve Record Program Name CaliforniaVolunteers Event Name Event Description Date Begins EE Date Ends Ea 5 2 Editing the Event To edit the event click on that event s Edit button This brings up a screen similar to the new record one which will allow you to change the event s name description start and end times and dates Be sure to click Save 38 Page 5 3 Adding Volunteers to an Event To add a volunteer to an event go back to the program list page and select View Volunteers Last Updated 4 18 2012 at 14 28 58 Current Status Available Deployment Start Date and Time 4 20 2012 13 22 39 Es Deployment End Date and Time Es Deploymen
8. Page Chapter 6 Local Report Generator 40 6 1 Accessing Your Reports 40 6 2 Generating Reports 41 6 3 Printing Reports 41 Chapter 7 Local Volunteer Finder 42 7 1 Using the Local Volunteer Finder 42 7 2 Searching for Volunteers 43 7 3 Volunteer Search Results 44 Section 3 DVN for Emergency Managers 45 Chapter 8 DVN Basics for Emergency Managers 46 8 1 Emergency Manager Menu 47 Chapter 9 External Volunteer Finder 48 9 1 Using the External Volunteer Finder 48 9 2 Searching for Volunteers 49 9 3 Volunteer Search Results 50 Chapter 10 Reports 51 10 1 Exporting Reports to Excel 52 10 2 Printing Reports 52 Section 4 DVN for Disaster Corps 53 Chapter 11 DVN for Disaster Corps 54 11 1 Activating Disaster Corps Program Options 54 11 2 Disaster Corps Volunteer Tab 54 11 3 Disaster Corps Information 55 11 4 Classification and Type 56 11 5 Training 56 Section 5 Additional Information 57 Glossary 58 Appendix 60 Introduction Thank you for registering to use the Disaster Volunteer Network DVN The DVN provides e Afree online volunteer management tool for emergency managers and volunteer programs involved in disaster or emergency management e Astatewide regional and local view of public private and nonprofit volunteer resources making it faster and more efficient to locate the volunteer resources needed during an emergency and putting them to work e The most up to date and accurate information about volunteer res
9. Painting Plumbing HVAC Electrical Concrete Heavy Equipment Other e CERT Training For volunteer programs that are community emergency response team CERT programs and provide CERT training to the community e Case Management e Children Services O Infant Care Licensed O Child Care Licensed OQ Temporary and Respite Care O Other e Communications O Information and referral services O HAM Radio O Other e Debris Removal Clean Up e Disaster Stress Management CISM e Donations Management O Financial O In Kind O Other e Emergency Roof Repairs Tarps e Financial Consulting Assistance e Food Distribution OCOO0O000000 O 63 Page e Food Preparation Mass Feeding QO Fixed Feeding O Mobile Feeding O Other e Hand Crews O Chainsaw Team O General Labor O Debris Removal O Sand Bagging O Other e In Home Supportive Services e Information Technology O Hardware O Software Q Networks Networking O Other e Language Services offers a drop down menu for selecting a language Long Term Recovery Pantry Operations Food Bank Pastoral Chaplaincy Spiritual Care Pet Animal Operations Large Animal Operations Small Animal Operations Exotic Animal Rescue Animal Sheltering Animal Veterinary Services Other e Point of Distribution POD Team e Shelter Management and Support O Medical Sheltering O Child Juvenile Sheltering O General Sheltering O Other e Training O Emergency Preparedness O Safety O Other OCOO0O0000 64 Page
10. To edit an existing volunteer profile click on View Registration for the volunteer whose profile you want to edit This will bring you to the volunteer profile screen Only the program coordinator has the ability to edit the individual volunteer profiles Details Edit View View Event Deploy The DVN allows users to track a wide range of volunteer information including contact information skills languages licenses and training For a more detailed description of the fields refer to the appendix The volunteer registration is broken up into 9 entry tabs Contact Information Program Affiliations Availability Driver s License Languages DSWVP Training Professional Licenses and Attachments Click on each to enter information 2 DSWVP 27 Page Contact Information Volunteer s Information This is demographic information specific to the individual volunteer Volunteer s Information First Name Last Name Middle Initial Date of Birth Gender Male Photo Browse Inactive Volunteer s Contact Information These fields are used for capturing the different ways that a volunteer would like to be contacted Volunteer s Contact Information Select starej Zip Code County E Additional Phones Text Number Mailing Address different from Home Address s Yer No Address Line 11 Address Line 2 citys Stator Seiect State Zip Coder County El Volunteer
11. clicked yes for the question above this box will be used to determine the number of volunteers in your program Do you want the DVN to capture the total number of volunteers for your program here Y Select Yes to have the DVN show your total number of volunteers based on the number inputted here es Select No to have the DVN show your total number of volunteers based on the volunteer records created for your program No 18 Page 3 6 Program Contact Information These fields capture the contact information for your program The fields marked with an asterisk on the screen are required fields For more information on these fields consult the appendix Program Contact Information Main Phone Number Program E mail Address Line 1 Address Line 2 City State Select State Zip Code County fel CalEMA Mutual Aid Region CalEMA Administration Region 3 7 Program Organization Main Point of Contact In this section enter the contact information for the person serving as the program s primary contact person The DVN will list this person as the contact for the program except in the case of a disaster The required fields are marked by asterisks For more information on these fields consult the appendix rProgram Organization Main Point of Contact First Name Middle Initial Last Name Office Phone Number Mobile Phone Number Additional Phone Number 0000
12. have taken the oath multiple times in several jurisdictions This field captures where the volunteer took the oath as a volunteer for your program DSW Classification Primary There are thirteen DSWVP classifications 1 Animal Rescue Care and Shelter Communications Community Emergency Response Team Member Finance and Administrative Staff Fire Human Services Laborer o N Oa Fw DN Law Enforcement 9 Logistics 10 Medical amp Environmental Health 11 Safety Assessment Inspector 12 Search amp Rescue 13 Utilities 34 Page This field captures the volunteer s primary DSWVP classification DSW Classification Secondary This field captures the volunteer s secondary DSWVP classification from above the thirteen listed above Note Your program may classify a DSW volunteer in more than two classifications however only the primary and secondary ones will be captured in the DVN Upload Signed Oath This allows you to upload a signed copy of the DSW volunteer s oath for your program s recordkeeping purposes No other programs or emergency managers have access to the signed oaths for DSW volunteers Training This section is used to capture a Volunteer s general skills Does the volunteer have a General Skill Select Yes here to capture a general skill Primary General Skill General skills appear in a drop down menu If the skill you want to capture is not listed use the additional notes section at
13. i e friend or spouse Primary Phone The best number for reaching the emergency contact person 67 Page e Additional Phone The next best number to use when trying to reach the emergency contact if contact is not made using the primary phone number e Text Number The best number for reaching the emergency contact via text Only include this number if the emergency contact wants to receive texts e Primary E mail The best way to reach the emergency contact via e mail e Additional E mail The next best way to reach the emergency contact via e mail used if the primary e mail fails 68 Page
14. on the report generator option in the emergency manager board list will produce another board list that looks like this Ei https californiavolunteers webeocasp com californiavolunteers menu aspx i Boards Local Event Summary Local Volunteer Count Local Volunteer Language The reports available are Organization Report Lists the volunteer programs in your mutual aid region State Classification Training Lists volunteer programs in the state and the number of volunteers statewide based on classification and type Can also be narrowed by CalEMA mutual aid region State Level Event Lists state level events State Volunteer Count Provides a snapshot of the number of volunteers available currently engaged in an event and the total for each volunteer program in California State Volunteer Language Lists the language abilities of volunteers associated with the volunteer programs in the state 51 Page 10 1 Exporting Reports to Excel To export a report to Microsoft Excel click on Export to Excel This produces a file you can save to your computer 10 2 Printing Reports In the report you have generated at the top of the screen there is a button labeled Print Report Clicking on it will generate a PDF of the report which you can save to your computer For help on printing the PDF consult the Adobe help guide located at http www adobe com support reader 52 Page Section 4 DVN for Disaster
15. CaliforniaVolunteers Disaster Volunteer Network List of Volunteers at CaliforniaVolunteers Ada General olnioer Add Disaster Corp Volunteer J import Volunteers Expor to Excel Email Active Volunteers E mail Photo Name Status General Skills Availability Languages Details Edit gt vents Avana ny At f Debris Cleanup Removal kA Cook Peter Available Hand Crews English Sandbag Operations Disaster Avalsiiny Al Saurav 08 00 2200 BEE Volunteer Management a o Se l Green Jessica Available EOC Operations nn English View Event Japanese a Incident Command System Ip Deploy lea Sawer Donations Management Sunday i Hancock Jane Available Sheher Operatore Ee on aoe English View Event Sunday 0800 2200 Disaster Availablity Al Events Avaabny AN En Ioakalia Ausitahlo Donations Management Ennlieh 1 age 1 of 1 a Disable Refresh a 5 x O 24 Page 4 1 Volunteer List View This view shows the volunteers in your program including their e mails photos names event status general skills availability and languages From this screen you can add volunteers import a list of volunteers from an Excel file export a volunteer list and e mail volunteers Using the drop down menu next to the e mail button you can sort volunteers based on activity status Add General Volunteer Add Disaster Corps Volunteer Import Volunteers Export to Excel Ema
16. Corps 53 Page Chapter 11 DVN for Disaster Corps Disaster Corps programs can use the DVN to manage Disaster Corps volunteers including their classification type and training For access and log in help refer to sections 1 1 and 1 2 11 1 Activating Disaster Corps Program Options Users can designate their programs as Disaster Corps programs on the user access forms see chapter 1 Users can also e mail dvn cv ca gov to request that the DVN administrator turn this option on or off after registration 11 2 Disaster Corps Volunteer Tab Programs with the Disaster Corps options turned on will have an extra option in their volunteer list view only available to Disaster Corps users Add Disaster Corps Volunteer r Add Disaster Corps Volunteer Clicking on Add Disaster Corps Volunteer causes an additional tab to show up among the buttons across the top of the general volunteer registration screen Disaster Corps This tab allows you to track the volunteer s Disaster Corps information and training 54 Page 11 3 Disaster Corps Information Disaster Corps Information Is Volunteer a Disaster Corps Member or Candidate S Member Candidate Neither Classification Volunteer Type Disaster Gorps Training Status 7 Date Started Additional Classification Volunteer Type Disaster Corps Training Status x Date Started E Another Classi
17. Fax Number Office E mail Additional E mail Address Line 1 Address Line 2 City State Select State Zip Code 19 Pa a y g O 3 8 Program Organization 24 Hour Emergency Contact Information This is where you input the program s contact information for use outside of normal business hours This information is intended to be used during disasters only For more information on these fields consult the appendix rProgram Organization 24 Hour Emergency Contact Information First Name Middle Initial Last Name Office Number Mobile Number Additional Phone 0000 Fax Number Office E mail Additional E mail Address Line 1 Address Line 2 City State Select State Zip Code 3 9 Sponsoring Organization Government affiliated volunteer programs need approval from their sponsoring organizations to join the DVN Click the button on the right and enter the sponsoring organization s information in the fields For all volunteer programs not affiliated with the government do not click the button on the right and leave the fields blank For more information on these fields consult the appendix Sponsoring Organization Required for all government programs only Same As Program Contact Information Different From Program Contact Information Sponsoring Organization Name Sponsoring Organization POC First Name Sponsoring
18. N is accessed through the Internet via an Internet browser Internet Explorer Firefox and Safari are currently all supported Note As each WebEOC server acts independently your DVN user name and password will only give you access to the CaliforniaVolunteers WebEOC server Conversely user names and passwords for other WebEOC servers will not give you access to the DVN Enter this web address into your browser https californiavolunteers webeocasp com 5 Page The following screen should appear In the login screen enter your user name and password WebEOC 7 4 Login TI User DVN User Password eooeeeoosee OK New User Click here to create an account Forgot Username Password Note Passwords are case sensitive If you forget your password you can e mail the DVN administrator at dvn cv ca gov to obtain a new one To contact the DVN Administrator during emergencies check the DVN website at www californiavolunteers org DVN for current emergency contact information 6 Page Select your position from the drop down list This will determine what you can access Positions with your volunteer program s name will grant you rights as a volunteer program manager for your organization Positions ending with Manager will grant you rights as an emergency manager in a CalEMA Mutual Aid Region WebEOC 7 4 Login TI Position CaliforniaVolunteers z aliforniaVo
19. Organization POC Middle Initial Sponsoring Organization POC Last Name Title Phone Number E mail Address Line 1 Address Line 2 City State Select State r Zip Code Does the program organization have a formal agreement with local government 20 Page 3 10 Program Capabilities The DVN will capture up to two capabilities for each volunteer program one primary and one secondary capability Capabilities allow users to quickly identify a volunteer program s main functions e Primary Capability The function that the volunteer program performs most often For example choose CERT Training for a CERT program or Mass Feeding for a community based volunteer organization e Secondary Capability The function that the volunteer program performs second most often In some cases this would be a function performed only during certain seasons or disasters For example you could select Flu POD for a program performing that task in the winter or Shelter Operations to indicate your program performs that task during disasters Program Capabilities Primary Capability E E Secondary Capability Note A list of capabilities with options for each is available in the appendix 21 Page 3 11 Program Logo This section will let you upload your program s logo Your logo will be shown on your program s quick profile view as well as in certain list views and report screens To up
20. Program directory e Your program s volunteer list e Your program s volunteer finder e Your program s events module CaliforniaVolunteers Disaster Volunteer Network CaliforniaVolunteers Volunteer Program Region IV Volunteer Programs in your CalEMA Mutual Aid Region Local Program List For Your Region P Seach car soar Print Program List Epon io mecal Program Type Program County Primary Capability Secondary Capability DSW Deployed Total Government Local California Volunteers ee ran Sacramento Volunteer Management Donations Management County CERT Proaram Sacramento Community Emergency ca an Local CERT Program Sacramento Response Team CERT Local Church Volunteer 5 n cam ee Sacramento Food Distribution Sel ceca Government Local Tasten Jurisdiction Jurisdiction Community Based Organization Local Fire Corps Program Sacramento Fire Corps Local Medical Reserve Cors g aoe J Local Nonprofit Organization Sacramento FA Food Distribution en EBEE Disable Refresh Note If you do not see your volunteer program at the top of the list click on the next page arrow at the bottom left of the screen Sometimes your program will be listed on a different page 15 Page 3 3 Program Directory The program directory functions much like a telephone book for volunteer programs The list of programs you can see is determined by your login position This view shows you the pro
21. Train the Trainer Activities Communications Any Day Communication Systems Operate Communications Kam padio On Last Name First Name Status Trumly Alicia Available Edit Deploy _ Zambrano lalex available Edit Deploy Vanderby ose Available Edit Deploy Green Jessica Available Edit Deploy Hancock bane Available Edit Deploy 44 Page Section 3 DVN for Emergency Managers 45 Page Chapter 8 DVN Basics for Emergency Managers Section 2 intended for volunteer coordinators covers editing program information adding or editing volunteer profiles creating or editing events and generating local reports This section covers DVN use for emergency managers Section 4 is intended for Disaster Corps volunteers For access and log in help refer to sections 1 1 and 1 2 For emergency managers the DVN is meant to be a map of volunteer resources This section details how to use the DVN to see the volunteer resources that are available and how to contact volunteer programs to access volunteers The DVN provides two main tools for emergency managers that this section covers the external volunteer finder chapter 9 and the report generator chapter 10 Emergency managers do not have access to individual volunteers information The DVN does allow the emergency manager to see aggregate data and programs whose volunteers have certain capabilities To access indivi
22. a OES Mutual Aid Region Manager OES Mutual Aid Region II Manager OES Mutual Aid Region Ill Manager OES Mutual Aid Region IV Manager OES Mutual Aid Region V Manager OES Mutual Aid Region VI Manager Incident After selecting your position select an incident from the drop down list WebEOC 7 4 Login Ti Position CaliforniaVolunteers Incident General Register for a Position Note Only those positions and incidents that your administrator has given you access to will appear Currently the DVN only uses a single incident General 7 Page Suu Va Tai as CaliforniaVolunteers General Boards External Volunteer Finder 88 Local Programs 08 Menus Local Reports 8 Plugins File Library B 1 3 Resetting Your Password You will need to reset your password every ninety days or when you are locked out of your user account This happens if you incorrectly enter your password ten times Section 2 4 addresses resetting your password 1 4 Changing Your Account Information You can change your password and e mail address as desired To do so log in to the DVN In the Views menu click on your name in the upper left hand corner 8 Page The user account window will open Enter changes and click Save Cn eS User Name Old Password New Password Confirm Password Primary Email Secondary Email Locale Time Zone Suu Va Tai
23. ch for individual volunteers in your own program The local volunteer finder displays volunteers names and current event participation statuses and allows you to assign volunteers to events Note The local volunteer finder is only available to program managers 7 1 Using the Local Volunteer Finder In the program list view under My Program on the right hand side select Find Volunteers Find Volunteers Min P antn The local volunteer finder will pop up 42 Page Disaster Volunteer Network Volunteer Finder CaliforniaVolunteers Region IV 7 2 Searching for Volunteers To search for volunteers you just need to input the search criteria and click Search The criteria you can search by are e County e Zip Code e Language e Travel e DC Classification e Skills Note To search by this criterion you must select skills you want from the list and click on the right arrow button to add them to the list e Availability 43 Page 7 3 Volunteer Search Results The search results will appear at the bottom of the screen The search will produce the volunteers names and event statuses and give you the option to deploy volunteers to events Disaster Volunteer Network Volunteer Finder CaliforniaVolunteers Region IV County Zip Code Language Travel aa DC Classification Skills Selected CERT Basic CERT Program Manager CERT Team Leader CERT Tech Specialist CERT Trailer Operator CERT
24. dual volunteers 31 Page Driver s License This section captures if the volunteer holds a valid driver s license and if so which of the four types e Non Commercial License Class C e Motorcycle License Class M1 e Commercial Driver License CDL e Restricted Driver License For each class there are fields for the driver s license number the issuing state and the expiration date rVolunteer s Driver License Info Does the Volunteer have a Driver s License yes No Driver s License Type License Number Issuing State Expiration Date Noncommercial License Class C yes No Select State Motorcycle License Class M1 Yes No Select State Commercial Driver License CDL Yes No Select State Restricted Driver License 5 Yes No Select State Languages This section captures the languages that the volunteer knows as well as his or her proficiency Does the Volunteer Speak English This is a simple yes or no Selecting Yes will prompt the proficiency and language options to pop up Volunteer s Languages Does Volunteer Speak English yes No Proficiencies Speak Read Write Another Language None Unavailable Basic Notes Intermediate Eliant 32 Page Proficiencies Captures how well the volunteer can speak read or write each language e None Unavailable e Basic e I
25. duals information the emergency manager must contact the local program coordinators 46 Page 8 1 Emergency Manager Menu Once you have logged on to the DVN as an emergency manager you will see the emergency manager board list DVN User as OES Mutual Aid Region Manager Log Off General Boards External Volunteer Finder 8G Regional Program List 888 Menus m m Local Reports 8 Three boards are available here e Regional Program List Lists programs in your CalEMA mutual aid region e Volunteer Finder A tool to find volunteer resources and the programs they are associated with e Reports A list of report templates that you can generate for your region 47 Page Chapter 9 External Volunteer Finder This tool enables you to find programs with volunteer resources matching your search criteria It does not show individual volunteers contact information but it does supply contact information for the programs that volunteers are affiliated with The external volunteer finder is especially useful for emergency managers who are looking for volunteers with a specific skill 9 1 Using the External Volunteer Finder To use the external volunteer finder select External Volunteer Finder in the emergency manager board list the volunteer program list if you are a program coordinator DVN User as OES Mutual Aid Region Manager Log Off General Boards xternal Volunteer Fi
26. fication Is the Volunteer a Disaster Corps Member or Candidate A volunteer can be designated in one of three ways Member Select this option if the volunteer has met all the minimum requirements to be a Disaster Corps volunteer Disaster Corps volunteers are required to be registered as DSW volunteers Refer to section 4 4 for more information on DWV volunteers Candidate Select this option if the volunteer has not met all the minimum requirements to be a Disaster Corps volunteer but is in the process of doing so This option is useful for tracking training progress Neither Select this option for volunteers in your program who are not Disaster Corps volunteers 55 Page 11 4 Classification and Type The DVN can track all six Disaster Corps classifications for each volunteer along with the volunteer s type within each classification 11 5 Training This section allows you to track the required training for Disaster Corps volunteers across all classifications and types r Training Information Basic Required Courses Disaster Awareness Training Yes No Introduction to Disaster Corps Yes No ICS 100 Yes No IS 700 A Yes No SEMS Introductory Course Yes No First Aid CPR Training Yes No Advanced Specialist Courses ICS 200 Yes No National Response Framework IS 800 b Yes No Disaster Volunteer Management TBD Yes No Mass Care Overview Yes No Shelter Operations Yes No Child Friendly Spaces Yes No Serve Safe
27. ft corner of the screen you will see a navigation bar with arrows pointing right and left These allow you to view the list s other pages The button on the far left will return you to the list s first page The navigation bar also tells you which page you are on and how many pages there are total 12 Page Section 2 DVN for Volunteer Coordinators 13 Page Chapter 3 DVN for Volunteer Coordinators The DVN was designed for two types of users volunteer coordinators and emergency managers This section is intended for volunteer coordinators The DVN is designed to be a useful volunteer management tool for volunteer programs This feature may be used on a regular basis or as volunteer programs see fit This section will discuss the available boards how to add or edit your program s information how to add or edit volunteers how to create and edit events and how to generate local reports For more information on the volunteer finder see chapters 7 and 9 3 1 Available Boards Users logging in as a volunteer coordinator under Position can access Local Programs and External Volunteer Finder WebEOC 7 4 DVN User as CaliforniaVolunteers General Boards External Volunteer Finder 88 Local Programs 06 Menus Local Reports B Plugins File Library B 14 Page 3 2 Local Program List If you click on Local Programs in your boards list view you can access the following e
28. grams names and types the counties they are located in their primary and secondary capabilities and their number of Disaster Service Worker volunteers engaged volunteers and total volunteers Clicking on the name of a volunteer program in this view will bring up that program s detailed information The My Program column contains three buttons View Volunteers provides access to your volunteer management screen Find Volunteers is linked to the volunteer finder module and View Events brings up the events module My Program View Volunteers Find Volunteers View Events 16 Page 3 4 Program Information When you first log in you are asked to check your program s information and to change or update it as needed Information you enter here is available to DVN users with the appropriate view permissions The following sections list available fields for the entry of volunteer program information Fields marked with an asterisk on the screen are required fields Save SpellCheck Cancel Additional information Required field Program Organization Information CaliforniaVolunteers Program Name Program Type GSovernment Local Jurisdiction z Do you want the DVN to capture the total number of volunteers for your program here ovs Select Yes to have the DVN show your total number of volunteers based on the number inputted here Yes Select No to have the DVN show your total number of v
29. il Active Volunteers pews Volunteers man A ve Volun Inactive Volunteers Status Genera Al Volunteers Photo Name 4 2 Adding a Volunteer To add a volunteer click Add General Volunteer in the volunteer list view Note Disaster Corps Programs will see an additional tab here Add Disaster Corps Volunteer Use this option if you are adding a Disaster Corps volunteer or candidate Refer to chapter 11 for more information List of Volunteg Add General Volunteer A E mail photo Anew window will open with fields to build the volunteer s profile To create the profile you must at least enter the volunteer s name and phone number Make sure you click Save 25 Page 4 3 Importing a Volunteer To import a volunteer or a list of volunteers click mport Volunteers located above the volunteer list next to Add General Volunteer teer Import Volunteers Expor Volunteer information must be formatted to match the template provided by the DVN which can be found in the Import Volunteers screen Make sure the volunteer information is in the CSV format forniaVolunteers nteer Network Once the volunteer information is formatted click Browse to select the saved CSV file from your computer and then click Upload to import the data to the DVN To go back to the volunteer program list click Cancel at the bottom of the page 26 Page 4 4 Editing an Existing Volunteer
30. load your program s logo click Browse and select a file from your computer Program Logo Browse 3 12 Program Website Input the address of your volunteer program s website here Type the address into the field as it would show up in your Internet browser or paste in the URL There are also fields for your program s Facebook and Twitter accounts if applicable Program Website ex http URL com Program Facebook Page http Program Twitter Account 22 Page 3 13 Program Organization Mission Enter your program s mission in this field This is the organization s general vision or mission statement it may or may not be directly related to the organization s disaster role or interest Your mission will be shown on your program s quick profile view as well as in certain list views and report screens Program Organization Mission 23 Page Chapter 4 Volunteer Management The DVN provides several tools to facilitate everyday management of your volunteers Program coordinators can build profiles for individual volunteers including e Picture e Contact information e Skills and training e Activity and event history e Event availability e General availability e Disaster Service Worker Volunteer Program status e File attachments Note The individual volunteer profiles will only be visible to program coordinators in charge of the programs that the volunteers belong to
31. lunteer is deployable within Local Program Only County Mutual Aid Region Statewide Volunteer Is Willing to Participate In This differentiates the type of events that the volunteer is willing to participate in e Disaster Emergencies Used to show that the volunteer is available during disasters and emergencies e All Other Activities Used to show that the volunteer is available during all other activities including preparedness events training or exercises 30 Page Availability can be captured in two ways e Yes No Selecting yes or no under Disaster Emergencies or All Other Activities causes the DVN to simply show the volunteer as available or unavailable for each type of event e From To Selecting times for each day of the week allows the DVN to capture the volunteer s availability in more detail Volunteer is willing to participate in Disaster Emergencies All Other Activities Available for All Yes No 5 Yes No Monday From i To From z To z Tuesday From i To z From To Wednesday From z To z From z To z Thursday From x To x From To Ir Friday From To From m To CA Saturday From x To x From z To gt Sunday From To B From m To bd Holidays From z To x From To Z Note The DVN can mix and match these methods for the different event types as well as for indivi
32. nder GG Regional Program List 88 Menus Local Reports A search screen will pop up 48 Page CaliforniaVolunteers Disaster Volunteer Network Volunteer Finder Program Type CERT Basic Availability CERT Program M CERT Team Leader a W Disasters CERT Tech Specialist Any Day E Other Activities Any Day 9 2 Searching for Volunteers To search for volunteers you just need to input the search criteria and click Search The criteria you can search by are e County e Mutual Aid Region e Zip Code e Language e Travel e Program Type e DC Classification e Skills Note To search by this criterion you must select Skills you want from the list and click on the right arrow button to add them to the list e Availability 49 Page 9 3 Volunteer Search Results The search results appear at the bottom of the screen The search will produce the contact information for programs associated with the volunteer resource and the number of volunteers each program has matching the search criteria If your search does not return any matches try expanding your search by eliminating some of your criteria Note The accuracy of the search results is dependent on the accuracy of the information inputted by volunteer program coordinators 50 Page Chapter 10 Reports The DVN can produce reports showing the aggregate data of the volunteer resources in the state and by CalEMA Mutual Aid Region Clicking
33. ntermediate e Fluent Another Language The DVN can capture up to two languages in addition to or instead of English Select the language s from the drop down menu DSWVP The state s Disaster Service Worker Volunteer Program DSWVP provides worker s compensation benefits to registered DSW volunteers who are injured while performing authorized disaster service duties pursuant to the California Emergency Services Act The requirements guidelines and other information associated with the DSWVP can be found here http www calema ca gov PlanningandPreparedness Pages Disaster Service Worker Volunteer Program aspx Is the Volunteer a Disaster Service Worker The information on this page should only be completed if the volunteer is registered as a DSW volunteer for your program If your program does not use registered DSW volunteers select No Disaster Service Worker Volunteer Program Information Is the volunteer registered as a Disaster Service Worker Volunteer 19 Yes No Has the volunteer taken the DSW Volunteer Oath Yes No Date Oath Taken imary DSW Classification Secondary Upload Signed Oath Browse 33 Page Has the Volunteer taken the DSW Volunteer Oath This is a simple yes or no The oath is a statutory requirement of the DSWVP Date Oath Taken This field captures the date the oath was taken and signed County Oath was taken in In certain instances a volunteer may
34. olunteers based on the volunteer records created for your program No Program Contact Information Main Phone Number foresz 766 0 Program E mall citizencorps cv ca gov Address Line 1 7 770 L Street Address Line 2 Suite 1160 City State Zip Code County CalEMA Mutual Aid Region CalEMA Administration Region Program Organization Main Point of Contact First Name Middle Initial ii Ti Disable Refresh j E 5i 17 Page 3 5 Program Organization Information Program Name The proper name of your organization as listed on any legal documentation Note Do not change the name of your program without first notifying the DVN administrator Your permissions are linked with your login and program names Changing one without changing the other will result in loss of access to your program Program Type Choose one of the following from the drop down menu e Community Based Organization e Faith Based Organization e Government Local Jurisdiction e Tribal Government e Private Sector e National Organization Do you want the DVN to capture the total number of volunteers for your program here Click yes if you want the DVN to use the number you enter as the number of volunteers in your program Click no if you want the DVN to use the number of volunteer records that you have created to capture the number of volunteers in your program If yes how many If you
35. our program s volunteers In this view you can add new volunteers edit existing volunteers e mail volunteers and assign volunteers to events 10 Page External volunteer finder Enables you to search for programs with volunteers matching a specific search string The search results will return program names and contact information as well as the number of volunteers matching the search string The emergency manager will only see the programs contact information Local volunteer finder Allows you to search your own program for volunteers matching a specific search string The search results will return the volunteers names and allow you to quickly view their information edit their profiles and assign them to events Event activation tracker Allows volunteer programs to track volunteer participation for specific events including local emergencies or disasters trainings or preparedness activities 11 Page 2 2 Navigating in WebEOC To use the DVN you must turn off your browser s pop up blocker The DVN will often open a new browser window when you click on a link Pop up blockers prevent the browser from opening these new windows To return to a previous screen do not use your browser s back button instead use the button embedded in each window often located in an upper corner This button may say Cancel Return or Back In the DVN some lists are too long for one page In this case in the bottom le
36. ources and capabilities Potential DVN users are e Volunteer program coordinators Q O O QO Q Government affiliated programs such as Citizen Corps and RACES Nonprofit programs Community based programs Faith based programs College and university programs Private sector programs e Emergency managers Q Q Q Local government State government Tribal government 1 Page The DVN functions as A tool for volunteer programs to use to manage their volunteers and events on a daily basis A directory of volunteer programs including contact information for each A search engine to quickly identify specified volunteer resources programs and contact information A reporting tool for volunteer programs and emergency managers A snapshot of volunteer resources in the State of California The DVN is developed on ESi s WebEOC platform WebEOC is a web enabled crisis information management system for secure real time information sharing helping managers make quick sound decisions 2 Page Section 1 DVN Basics 3 Page Chapter 1 Accessing the DVN 1 1 User Names and Passwords To gain access to the DVN an organization or agency submits a DVN user access form to the DVN Administrator at CaliforniaVolunteers Upon approval the administrator issues user names and passwords to the organization or agency Passwords will need to be reset every ninety days 1 2 Logging In The DV
37. r Boards Local Event Summary Local Volunteer Classification Training Local Volunteer Count Local Volunteer Language e ee e 80500 40 Page 6 2 Generating Reports The DVN enables you to generate four types of local reports Click on one to generate that report Local Event Summary Shows events your program has created and participated in Local Volunteer Classification Training Shows the classifications and trainings your program s volunteers have completed This will list individual volunteers and their trainings Local Volunteer Count Shows the number of available engaged in an event DSW and total volunteers Local Volunteer Language Shows the various language abilities of volunteers in your program This report lists individual volunteers and their language proficiencies 6 3 Printing Reports In the report you have generated there is a green button labeled Print Report at the top of the screen When you click on it the DVN generates a PDF of the report which you can save to your computer For help on printing the PDF consult the Adobe help guide located at http www adobe com support reader 41 Page Chapter 7 Local Volunteer Finder The DVN contains two ways to search for volunteers The external volunteer finder covered in chapter 9 assists users in finding information on other programs volunteer capacities The local volunteer finder enables you to sear
38. rimary E mail The e mail address to which the volunteer coordinator can send e mails 66 Page Additional E mail A secondary e mail address to be used if e mails sent to the primary address fail to reach the volunteer Mailing Address Different from Home Address Selecting Yes here will bring up fields to enter the volunteer s mailing address Volunteer s Employment Information Company Name The name of the company or organization that employs the volunteer Job Title The volunteer s title in the company Address Line 1 The physical address of the volunteer s place of work Address Line 2 Additional address information for the place of work City The city accompanying the physical address State The city accompanying the physical address Zip Code The zip code accompanying the physical address County The county where the volunteer s place of work is located Work Phone The best number for reaching the volunteer at work Work E mail The best e mail for reaching the volunteer at work Work Text Number The best number for reaching the volunteer via text while he or she is at work Only include this number if the volunteer wants to receive texts Volunteer s Emergency Contact Information First Name The first name of the volunteer s emergency contact person Last Name The last name of the volunteer s emergency contact Relation to Volunteer How the emergency contact person is related to the volunteer
39. rsonal one Address Line 1 The physical address where the main point of contact works and receives mail for the organization Address Line 2 This line can be used for suite room numbers and P O boxes City The city for the person s work address State The state for the person s work address Zip Code The zip code corresponding to the contact person s address 3 8 Program Organization 24 Hour Emergency Contact Information This section is for the program s after hours contact information This information will be used during disasters only Name First and last names of the emergency contact person Middle initials are optional and should be accompanied by a period if included Office Phone Number The emergency contact person s office number or main number Mobile Phone Number The person s mobile number Additional Phone Number Any additional phone number Fax Number The person s fax number Office E mail The person s work e mail address Secondary E mail An additional e mail address usually a personal one Address Line 1 The physical address where the emergency contact may be reached or receive mail for the organization 61 Page e Address Line 2 This line can be used for suite room numbers and P O boxes e City The city for the address above e State The state for the address e Zip Code The zip code corresponding to the address 3 9 Sponsoring Organization Note All volunteer programs tha
40. s and other information associated with the DSWVP can be found at http www calema ca gov PlanningandPreparedness Pages Disaster Service Worker Volunteer Program aspx Disaster Corps The California Disaster Corps is the first program of its kind in the nation It represents an effort to harness the power and passion of Californians to ensure our communities are safer stronger and more resilient by professionalizing coordinating and connecting trained disaster volunteers The Disaster Corps is a state sponsored effort to integrate strengthen and unify existing government affiliated disaster volunteer programs under one name one identity and one brand 58 Page The California Disaster Corps is comprised of government affiliated volunteers meeting Disaster Corps guidelines for classifying typing training credentialing and security screening The program s objective is to create a trained trusted and engaged volunteer force that can support local first responders and their communities in all phases of emergency management This program is administered by CaliforniaVolunteers a governmental entity with responsibility for the coordination of volunteers during response and recovery Governor s Executive Order S 04 06 59 Page Appendix Program Information Details This section covers the fields captured in the program registration 3 6 Program Contact Information Main Phone Number The organization
41. separate their volunteers into teams this allows the coordinator to note which team the volunteer is on Volunteer s Team Assignments Assignment 1 Assignment 2 Assignment 3 Assignment 4 Assignment 5 Most programs will leave this section blank 29 Pa y g O Availability Volunteer Is Deployable Within This captures where the volunteer may be assigned during an event Availability is separated into two broad categories Disasters Emergencies and All Other Activities Only select an option if your program is willing to assign the volunteer to that jurisdiction and the volunteer is willing to be go The options are e Local Program Only Volunteer is available to participate in events and disasters in his or her program s jurisdiction under the program s supervision e County Volunteer is available to participate in events and disasters anywhere within the county s jurisdiction County or operational areas are defined as the county where the program physically resides and all political subdivisions within its geographic boundaries e Mutual Aid Region Volunteer is available to participate in events and disasters in the mutual aid region where the program resides There are six mutual aid regions as defined by the California Emergency Management Agency e Statewide Volunteer is available to participate in events and disasters anywhere in the State of California Volunteer s Availability Vo
42. t Notes Deploy To Los Angeles MRC Drill Mission Tracking Request Requesting Agency Requesting Agency Contact Info E Email Volunteer about Deployment In this screen the volunteer administrator can see the last update to the event its current status its start and end dates a field for event notes the mission tracking number the requesting agency and the requesting agency s point of contact After filling in information press Deploy to save the information and signify that the volunteer has been assigned to an event On the volunteer list any volunteers currently assigned to an event will have a new button that says Demobilize Update 39 Pa A re oC Chapter 6 Local Report Generator The local report generator is used to generate reports about the program you administer The DVN can create reports based on local event summary local volunteer classifications or trainings local volunteer count and local volunteer language The local report generator will not show data from other volunteer programs 6 1 Accessing Your Reports To access the reports return to the boards list Select Local Program List DVN User as CaliforniaVolunteers Log Off General Boards External Volunteer Finder GG Local Programs 88 Menus Local Reports 8 B Plugins File Library Then select Local Reports from the menu section This will bring up the report menu Rase
43. t are not affiliated with the government leave the button empty and these sections blank Government affiliated volunteer programs need approval from their sponsoring organizations to join the DVN e Sponsoring Organization Name Government affiliated volunteer programs must be sponsored by a fire police or sheriff s department or an office of emergency services Name of the sponsoring organization e Sponsoring Organization Point of Contact Name The primary contact person must be a paid employee of the sponsoring agency e Title The primary contact person s title at the sponsoring agency e Phone Number CaliforniaVolunteers will use this number to verify the sponsoring organization s information e E Mail CaliforniaVolunteers will use this e mail address to verify the sponsoring organization s information e Address Line 1 The sponsoring organization s physical address e Address Line 2 This line can be used for suite room numbers and P O boxes e City The city where the sponsoring organization is physically located e State The state where the sponsoring organization is physically located e Zip Code The zip code corresponding to the address above 62 Page 3 10 Program Capabilities These are the available program capabilities along with options for each when applicable e Access and Functional Needs e Administration Office Support e Building trades Home construction Dry wall Roof Repair Carpentry
44. the bottom of the page to note the volunteer s skill You can also e mail the general skill to the DVN support team at dvn cv ca gov for consideration for inclusion on the master general skills list 35 Page Skill Related Training This captures the specific training relating to the general skill Skill Related Licensing Certification This field captures any information relating to licenses or certifications Additional General Skill Check this to add more skills up to a total of five Volunteer s General Skills Does the Volunteer have a General Skill s Yes No Primary General Skill Type Skill Related Training Skill Related Licensing Certification Expiration Date Additional General Skill Ham Radio callsign for Ham Radio Operators only License Information 4 20 2012 jac Issuing Body California Other Select State 36 Page Chapter 5 Event Tracking The DVN allows users to track volunteers hours by assigning them to events Events can include anything from training and preparedness activities to disaster response To view edit or create an event go to the volunteer list page and then click View Event next to your program This will bring up the event tracking screen The event tracking screen will list the events your program has created the number of volunteers that have participated in each and the total number of volunteer hours for each
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