ATV Policy Template Test

!!!DRAFT!!!

Summary: Affiliated Team Volunteers

An Affiliated Team Volunteer ("ATV") is a volunteer who associates with and is assigned to a Neighborhood Emergency Team (NET) but does not possess full "Active" NET volunteer status. They are not deployed or indemnified by the City of Portland. They have a profile in the NET volunteer database, and may participate in non-deployment team activities with active NET volunteers.

Effective date	March 25, 2024
Last revised	December 16, 2024
Policy owner	PBEM Community Preparedness Team
Author(s)	Jeremy Van Keuren (PBEM); David Given (NET); Kay Hilt (NET).

Reason for Policy

The Affiliated Team Volunteer (ATV) program supports Neighborhood Emergency Teams (NET) by fostering neighborhood resilience and preparedness while addressing these needs:

• Facilitating denser neighborhood social networks for NET teams.
• Building relationships with neighbors who may become spontaneous volunteers in the immediate aftermath of a disaster.
• Providing a transitional status for active NET volunteers who wish to scale down their involvement without leaving the program entirely.

Policy Statement

Affiliated Team Volunteers (ATVs) are community members who support NET teams in their local areas but do not hold full "Active NET" status. ATVs are envisioned as supplemental resources for their NET's earthquake response framework and as contributors to overall community resilience. While they are not deployed by the City of Portland nor indemnified, ATVs may participate in training, team activities, and preparedness efforts to strengthen neighborhood readiness for emergencies and improve general resilience.

Scope

This policy applies to:

• NET volunteers transitioning to reduced roles.
• Community members who wish to assist NET teams without completing Basic NET training.
• Neighborhood Emergency Teams and Team Leaders coordinating earthquake response.

Definitions

Term	Definition
Affiliated Team Volunteer (ATV)	A volunteer who supports a NET team but does not hold full "Active NET" status.
Neighborhood Emergency Team (NET)	A community-based group of volunteer disaster responders whose members are trained and certified by the Portland Bureau of Emergency Management.
Volunteer Support Function (VSF)	A defined disaster preparedness, response, or recovery role based on skills and interests.

Procedures

Access and General Expectations of ATVs

• ATVs are not indemnified by the City of Portland and are not officially deployed by the City.
• ATVs must adhere to the PBEM Volunteer Code of Conduct.
• ATVs must affiliate with a specific NET and appear on their team roster.
• ATVs are encouraged but not required to log volunteer hours and attend NET team meetings.
• ATVs must confirm their status with their Team Leader a minimum of twice annually. This can be done in as simple a method as sending the Team Leader an email to confirm they are still part of the team.
• ATVs declare a primary VSF and may declare a secondary role with Team Leader approval.
• ATVs may access select advanced NET trainings if seats are available.
• ATVs are tracked in the PBEM volunteer database.
• ATVs are not issued NET personal protective equipment (PPE) or badges. Exceptions: non-NET BEECN and non-NET AROs (called "ARO-Rs") may receive ID badges.

ATV Intake Process

For Former Active NET Volunteers

1. Inform the Team Leader of the intention to transition to ATV status and declare a VSF. The Team Leader must give their approval.
2. Notify PBEM via email (net@portlandoregon.gov) for database updates.
3. Retain or return NET-issued PPE as appropriate to Team Leader.

For Non-NET Neighbors:

1. Confirm with the local Team Leader interest in joining the roster and declare a VSF. The Team Leader must give their approval.
2. Complete the online ATV application (HERE).
3. Undergo a criminal background check at PBEM's expense.
4. Attend an orientation session with the Team Leader. Orientation should include:

   a. How to log volunteer hours;

   b. The NET's earthquake response framework and the ATV's role in it;

   c. Team meeting schedule;

   d. How to receive further training on their VSF of choice.

Forms

• ATV Application Form

Responsibilities

Portland Bureau of Emergency Management (PBEM)

Tracks ATVs in the volunteer database, ensures background checks, and communicates program updates.

Team Leaders

Maintain roster accuracy, guide ATVs in selecting VSFs, and provide team orientations.

Affiliated Team Volunteers (ATVs)

Engage with their NET as outlined in this policy, adhere to the Code of Conduct, and confirm status biannually.

Enforcement

ATVs who do not respond to Team Leader communications may be removed from the roster and PBEM database. Volunteers who violate this policy or the Code of Conduct may face dismissal from the program.

Related Information

• PBEM Code of Conduct
• Volunteer Support Function Directory
• Criminal Background Policy

Frequently Asked Questions (FAQs)

Q: How will ATVs be distinguished from SUVs in an activation?

A: The SUV Coordinator will manage ATV identification, potentially using pre-issued ID bands.

Q: What roles/VSFs are suitable for ATVs?

A: Roles with "No" in the "NET/CERT req?" column of the VSF Directory are appropriate for ATVs. Training requirements apply.

Program/Policy Background

"ATV" was first coined and suggested to Jeremy Van Keuren (PBEM) by NET volunteer David Given in July 2017. David worked with Boy Scout volunteers and requested a volunteer status that kept a non-NET disaster response volunteer "in the loop" of NET activities and encouraged forming a planning relationship with local teams.

PBEM implemented the ATV status as a solution to two problems:

1. It offers exiting NET volunteers an alternative to separating from the NET program completely. If a NET volunteer is unable to meet/uninterested in meeting their Minimum Service Contribution but would like to remain a part of their local team, they can do so as an ATV. ATV status is an alternative to making a NET volunteer "Inactive" and completely discharging them from the program.
2. It encourages non-NET neighbors to volunteer with their local NET team by giving them a status in the program. A neighbor may be interested in disaster response activities with their community and want to plan ahead, but do not have the time and/or inclination to complete Basic NET training. Becoming an ATV gives them a team role to fill by declaring a VSF (e.g. radio operator) and makes them more ready to participate with a NET team than a spontaneous volunteer (SUV) would be.

NET volunteer Kay Hilt provided suggestions to the policy that appear in this policy article.