Governor’s Volunteer Awards Orientation Session. February 2014. Today’s Agenda. Background / Overview GVA Program’s Primary Goal Changes / What’s Unchanged Responsibilities Nomination Process Deadlines Website Online Document Access Database System. Jody Benz
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Background / Overview
GVA Program’s Primary Goal
Changes / What’s Unchanged
Online Document Access
Iowa Commission on Volunteer Service
Promotion & Events Coordinator /
GVA PROGRAM COORDINATOR
Program started in 1982; first ceremony held in 1983
Originally only state government agencies could participate
Now all Iowa nonprofits as well as city, county, and federal government agencies can nominate their Super Star volunteers
Each year 600 to 1,500 Iowans are honored
considered once-in-a-lifetime-time awards
Iowa Commission on Volunteer Service coordinates the program
Agency contacts coordinate nomination process for their staff and partners
Local committees plan and host each regional ceremony
Program Coordinator is responsible for all aspects of the program
To provide an easy, low-cost and “non-competitive” * way for Iowa organizations to publicly thank their Super Star volunteers with a prestigious state-level recognition award
* Non-competitive means the person completing the nomination form is actually notifying the state that they have determined the individual or group listed is deserving of this honor. Other than the Awards Coordinator verifying that the nominee has not received a “regular” Governor’s Volunteer Award in the past, there is no further review process at the state level to decide who does or does not get an award. However, the Governor’s Office reserves the right to refuse to bestow an award if it is deemed inappropriate.
Planning, development and improvement of the awards nomination process, guidelines, and procedures
Reviewing feedback from agency coordinators, nominators, and award recipients to improve future awards cycles
Develop, improve, and distribute nomination materials
Provide training and technical assistance to Agency Coordinators; send invoices to them for their awards
Collect and compile approved nominations; send ceremony invitations to award recipients
Work with local committees to organize and execute each regional ceremony
Collect feedback from Agency Coordinators, Nominators, Local Committees and Award Recipients; share information with ICVS
Serve as the single point of contact for the Program Coordinator
Be familiar with the nomination procedures and how to use the online database – the Program Coordinator is available for assistance when needed
Distribute online nomination link to YOUR agency’s staff as well as the staff of agency sub-divisions and branch offices; Program Coordinator will provide instructions you can share
Keep an Excel copy of nomination information for two years or as your agency may require
Coordinate the internal review and approval of nominations
Approve award information received; may need to add fund, agency, and org. numbers
Notify nominators if duplicate entries have been discovered and award will not be issued
Respect and meet deadlines
Assist with making address and spelling corrections
Process invoice for payment via IET or check
Provide feedback to GVA Program Coordinator to help improve the nomination process and/or awards ceremonies
This document is available online
EDIT ALL THREE BLUE SECTIONS
Include the instructions when you send out your link!
IMPORTANT: when someone finishes entering nomination information, they MUST click on Save This Record!
They will then see a new nomination form, but with a confirmation message in red.
At this point, they may enter another nomination, or simply close their browser window.
Use the links here to download:
* Training slides/recording
* Sample documents
Use this link to access the online database.
To see your agency’s entire list of nominations:
Leave search box blank
Select 2014 for the year (records are available from 1999 to the present)
Click on search button
Click on “Excel Results” button to download the entire list
Enter billing information if it’s not already there
Check the approval box
Enter if payment has been received – the notes box is included so you can include the check number or other relevant information
VERY IMPORTANT! Click “Save this record”
Repeat steps 1 through 8 for every record.
If you are done working in the database, or need to leave your desk for several minutes, make sure to log out. Otherwise, the system may time out and you won’t know it!
Program background and primary goal
What changed (or didn’t)
Who is responsible for what
Website (and online document access)
DO CUSTOMIZE ALL the blue sections of the instructions before you send them out
DO NOT SHARE your agency’s link with the general public
MAKE SURE TO SAVE a record after making changes