Volunteer Support Functions: Difference between revisions

Latest revision as of 19:08, 11 May 2025

Policy Summary: Volunteer Support Functions

A Volunteer Support Function ("VSF") is an area of volunteer knowledge/skill/ability specialization relevant to disaster preparedness, response, recovery, or any combination of those three phases of the emergency management cycle. Every active PBEM volunteer (NET, BEECN, or ATV) is assigned a VSF and it is indicated in their volunteer profile.


Effective date	June 13, 2019
Last revised	May 11, 2025
Policy owner	PBEM Community Preparedness Team
Author(s)	Jeremy Van Keuren (PBEM)

Forms


Relevant Forms	Updated
VSF Directory

Reason for Policy

The Portland Neighborhood Emergency Team program ("NET") is an urban CERT program. Unlike CERT programs in rural or suburban areas, urban programs often have over 500 volunteers (Portland usually has over 1,000). Such a large pool of volunteers brings an opportunity to encourage personal interests and community-based learning by allowing specialization in disaster resilience skills and knowledge. The VSF program:

Cultivates a significantly broader and deeper set of volunteer skills to draw from in the event of a catastrophic disaster.
Allows for more and improved neighborhood-based disaster response planning by producing a standardized, functional structure for organizing and coordinating critical response resources and activities during an emergency.
Promotes community ownership of volunteer programming.
Makes NET more fun and interesting to a broader audience.
Promotes higher rates volunteer retention (theoretically).

Policy Statement

PBEM will declare and make a best effort to develop areas of disaster resilience specializations called Volunteer Support Functions (VSFs) and list them in a VSF Directory. Each VSF is subdivided into one or more volunteer position descriptions. Each position description provides expectations (such as appropriate training and PPE) relevant to that position in an approach modeled from FEMA's Resource Typing Library.

The volunteer profiles of all active PBEM volunteers will associate the volunteer with at least one VSF, with an option to associate with a maximum of two. This will be indicated on profiles as a "Primary VSF" and an optional "Secondary VSF". Furthermore:

NET volunteers are not required to choose a VSF. If they do not actively choose a Primary VSF, they will automatically be assigned to the Search and Rescue VSF.
ATVs are required to declare a VSF before they can be activated as ATVs. Not all volunteer positions are appropriate for ATVs; the VSF Catalog will indicate which positions are available to prospective ATVs.
Volunteers who are only BEECN volunteers are automatically placed in the VSF associated with Public Information. However, BEECN volunteers may declare a Secondary VSF.

VSFs will shape volunteer engagement policies for PBEM. The popularity of a VSF, for example, may lead to an increase in training events dedicated to the positions subdividing that VSF.

Scope

This policy applies to all active PBEM volunteers.

Responsibilities

Portland Bureau of Emergency Management (PBEM): Sets VSFs and develops volunteer position descriptions, tracks the VSFs of individual volunteers in the volunteer database, provides Team Leaders with an accounting of the VSF competencies available on their team. PBEM also provides training and development opportunities in VSFs as resources permit.
Team Leaders: Uses VSF information provided by PBEM to develop their team in a direction most appropriate for their neighborhood.
Subject Matter Experts (SMEs): Optimally, each volunteer position inside a VSF will have one or more SMEs who research, create, edit, refresh, and approve Portland NET Wiki content related to the volunteer position(s) assigned to them.

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.
VSF Directory	A catalog of available and prospective VSFs and volunteer positions maintained by PBEM on the NET Wiki.

Implementation Details

For NET volunteers NET volunteers are automatically placed in the VSF associated with Search and Rescue as their Primary VSF. However, a NET volunteer can change their Primary VSF at any time, and/or declare a Secondary VSF, by emailing PBEM and requesting a change to be made in their profile. NETs do not need the permission of their Team Leader to change their VSF.
For ATVs In order to become an active ATV, the volunteer must work with their Team Leader to decide which VSF volunteer position they will associate with. An ATV may change their VSF in consultation with their Team Leader, who then reports the change to PBEM.
For BEECN volunteers BEECN volunteers are automatically placed in the Public Information VSF as their Primary VSF. As an option, a BEECN volunteer may choose a Secondary VSF.

Compliance

Status as an active volunteer with PBEM depends on association with at least one VSF. Only inactive volunteers do not claim a VSF on their profile (and if you ain't active, you ain't my problem).

Related Information

Frequently Asked Questions (FAQs)

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.

@@ Line 7: / Line 7: @@
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 |'''Last revised'''
-|March 1, 2025
+|May 11, 2025
 |-
 |'''Policy owner'''
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 ! scope="col" width="100px" style="background-color: darkkhaki;color:white;"|Updated
 |-
-|X
+|VSF Directory
 |
 |}
@@ Line 41: / Line 41: @@
 === Policy Statement ===
+PBEM will declare and make a best effort to develop areas of disaster resilience specializations called Volunteer Support Functions (VSFs) and list them in a VSF Directory. Each VSF is subdivided into one or more volunteer position descriptions. Each position description provides expectations (such as appropriate training and PPE) relevant to that position in an approach modeled from [https://rtlt.preptoolkit.fema.gov/Public FEMA's Resource Typing Library].
-Each VSF is subdivided into one or more volunteer position descriptions. Each position description provides expectations (such as appropriate training and PPE) relevant to that position in an approach modeled from [https://rtlt.preptoolkit.fema.gov/Public FEMA's Resource Typing Library].
+The volunteer profiles of all active PBEM volunteers will associate the volunteer with at least one VSF, with an option to associate with a maximum of two. This will be indicated on profiles as a "Primary VSF" and an optional "Secondary VSF". Furthermore:
+* NET volunteers are not required to choose a VSF. If they do not actively choose a Primary VSF, they will automatically be assigned to the Search and Rescue VSF.
+* [[Affiliated Team Volunteers (ATVs)|ATVs]] are '''''required''''' to declare a VSF before they can be activated as ATVs. Not all volunteer positions are appropriate for ATVs; the VSF Catalog will indicate which positions are available to prospective ATVs.
+* Volunteers who are only BEECN volunteers are automatically placed in the VSF associated with Public Information. However, BEECN volunteers may declare a Secondary VSF.
-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. Although they are not deployed by the City of Portland nor indemnified, ATVs may participate in preparedness efforts to strengthen neighborhood readiness for emergencies and to improve general resilience, and in some training and other team activities.
+VSFs will shape volunteer engagement policies for PBEM. The popularity of a VSF, for example, may lead to an increase in training events dedicated to the positions subdividing that VSF.
-<br />
-<br />
 === Scope ===
-This policy applies to:
+This policy applies to all active PBEM volunteers.<br />
-* NET volunteers transitioning to a reduced role as an ATV.
-* Community members who wish to assist NET teams without completing Basic NET training.
-* Neighborhood Emergency Teams and Team Leaders coordinating earthquake response.
-<br/>
 === Responsibilities ===
 ;Portland Bureau of Emergency Management (PBEM)
-: Tracks ATVs in the volunteer database, ensures background checks, and communicates program updates.
+: Sets VSFs and develops volunteer position descriptions, tracks the VSFs of individual volunteers in the volunteer database, provides Team Leaders with an accounting of the VSF competencies available on their team. PBEM also provides training and development opportunities in VSFs as resources permit.
 ; Team Leaders
-: Maintain roster accuracy, guide ATVs in selecting [[Volunteer Support Functions Introduction and Directory|Volunteer Support Functions (VSFs)]], and provide team orientations.
+: Uses VSF information provided by PBEM to develop their team in a direction most appropriate for their neighborhood.
-; Affiliated Team Volunteers (ATVs)
+; [[Volunteer Subject Matter Expert|Subject Matter Experts]] (SMEs)
-: Engage with their NET as outlined in this policy, adhere to the [[PBEM Volunteer Code of Conduct|Code of Conduct]], choose a [[Volunteer Support Functions Introduction and Directory|VSF]], and confirm status biannually.<br/>
+: Optimally, each volunteer position inside a VSF will have one or more SMEs who research, create, edit, refresh, and approve Portland NET Wiki content related to the volunteer position(s) assigned to them.
 <br/>
@@ Line 73: / Line 70: @@
 !Definition
 |-
-|Affiliated Team Volunteer (ATV)
+|[[Affiliated Team Volunteers (ATVs)|Affiliated Team Volunteer (ATV)]]
 |A volunteer who supports a NET team but does not hold full "Active NET" status.
 |-
@@ Line 79: / Line 76: @@
 |A community-based group of volunteer disaster responders whose members are trained and certified by the Portland Bureau of Emergency Management.
 |-
-|[[Spontaneous Unaffiliated Volunteers (SUVs)|Spontaneous Unaffiliated Volunteer (SUV)]]
+|Volunteer Support Function (VSF)
-|People who help in disaster response/recovery without being part of a disaster relief organization. They often show up after a disaster, and they may not have formal training.
+|A defined disaster preparedness, response, or recovery role based on skills and interests.
 |-
-|[[Volunteer Support Functions Introduction and Directory|Volunteer Support Function (VSF)]]
+|VSF Directory
-|A defined disaster preparedness, response, or recovery role based on skills and interests.
+|A catalog of available and prospective VSFs and volunteer positions maintained by PBEM on the NET Wiki.
 |}
 <br/>
 == Implementation Details ==
-=== 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 [[PBEM Volunteer Code of Conduct|Volunteer Code of Conduct]].
-# ATVs are tracked in the PBEM volunteer database.
-# ATVs must affiliate with a specific NET and appear on their team roster.
-# ATVs are encouraged but not required to [[Portal FAQ|log volunteer hours]] and attend NET team meetings.
-# ATVs must confirm their status (check in) 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 [[Volunteer Support Functions Introduction and Directory|VSF]] and may declare a secondary role, with Team Leader approval.
-# ATVs may access select advanced NET trainings if seats are available.
-# ATVs are not issued NET personal protective equipment (PPE).
-# ATVs are issued PBEM photo ID volunteer ID cards, similar to NET ID cards.
-<br />
-=== ATV Intake Procedure ===
+* '''For NET volunteers''' NET volunteers are automatically placed in the VSF associated with Search and Rescue as their Primary VSF. However, a NET volunteer can change their Primary VSF at any time, and/or declare a Secondary VSF, by [Mailto:net@portlandoregon.gov emailing] PBEM and requesting a change to be made in their profile. NETs do not need the permission of their Team Leader to change their VSF.
-'''For former Active NET volunteers'''
+* '''For ATVs''' In order to become an active ATV, the volunteer must work with their Team Leader to decide which VSF volunteer position they will associate with. An ATV may change their VSF in consultation with their Team Leader, who then reports the change to PBEM.
-# Inform the [https://pbem.link/net-team-map Team Leader] of your intention to transition to ATV status and declare a VSF.
+* '''For BEECN volunteers''' BEECN volunteers are automatically placed in the Public Information VSF as their Primary VSF. As an option, a BEECN volunteer may choose a Secondary VSF.<br />
-# Notify PBEM via email ([mailto:net@portlandoregon.gov net@portlandoregon.gov]) for database updates.
-# NET volunteers downshifting to ATV status may keep their NET-issued PPE (hard hat and vest).
-# NET volunteers downshifting to ATV status do not need a revised ATV ID card until their NET ID card expires.
-<br/>
-'''For non-NET certified neighbors:'''
-# Confirm with the [https://pbem.link/net-team-map local Team Leader] your interest in joining the roster and declare a VSF. The Team Leader must give their approval.
-# Complete the online NET application ([https://app.betterimpact.com/Application?OrganizationGuid=5c003f3a-8d04-4cdf-b8c0-41627fea7871&ApplicationFormNumber=1 HERE]).
-#* ATV applicants complete the NET application just as they would do if they were applying to NET.
-#* After the application is completed, the ATV informs their Team Leader the application is ready.
-#* The Team Leader reports the completed application to PBEM staff and ask to have the volunteer moved from "Applicant" to "ATV" status, and their assigned VSF(s).
-# Undergo a [[Background Checks|criminal background check]] at no expense to the volunteer. The volunteer will receive an email from PBEM with additional information.
-# Complete orientation to the team with the Team Leader. Orientation should include:
-#: a. How to [[Portal FAQ|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.
-# The ATV is issued and mailed an ATV ID card from PBEM.
-<br/>
 == Compliance ==
-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 [[PBEM Volunteer Code of Conduct|Code of Conduct]] may face dismissal from the program.
+Status as an active volunteer with PBEM depends on association with at least one VSF. Only inactive volunteers do not claim a VSF on their profile (and if you ain't active, you ain't my problem).
-<br/>
-<br/>
 == Related Information ==
-* [[PBEM Volunteer Code of Conduct|PBEM Code of Conduct]]
 * [[Volunteer Support Functions Introduction and Directory|Volunteer Support Function Directory (VSF)]]
-* [[Background Checks|Criminal Background Policy]]
+* [https://rtlt.preptoolkit.fema.gov/Public FEMA Resource Typing Library]
+* [[Media:2025.05.11.Oregon ESFs.pdf|Oregon Emergency Support Functions]]
 <br/>
 == Frequently Asked Questions (FAQs) ==
-===== Q: How will ATVs be distinguished from SUVs in an activation? =====
-''A: ATVs are issued PBEM volunteer photo ID card, similar to NET ID cards. No SUV will have a valid PBEM-issued ID.''
 ===== Q: What roles/VSFs are suitable for ATVs? =====
-''A: Roles with "No" in the "NET/CERT req?" column of the [[Volunteer Support Functions Introduction and Directory|VSF Directory]] are appropriate for ATVs. Training requirements apply.
+''A: Roles with "No" in the "NET/CERT req?" column of the [[Volunteer Support Functions Introduction and Directory|VSF Directory]] are appropriate for ATVs. Training requirements apply.<br />
-'''Q: How long may an ATV serve?'''
-''A: Just like NET volunteers, there is no limit on service. Every volunteer's background check and ID card must be renewed every three years.''<br />
 <br />
 == 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:
-# '''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 (MSC)|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.
-# '''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 [[Volunteer Support Functions Introduction and Directory|VSF]] (e.g. radio operator) and makes them more ready to participate with a NET team than a spontaneous volunteer (SUV) would be.