PBEM Volunteer Position Descriptions: Difference between revisions

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=== POLICY SUMMARY ===
In all media (including the Wiki), PBEM and the NET community will use a template to present volunteer position descriptions. <mark>Volunteer position descriptions should be treated and viewed as prospective legal documents.</mark> Therefore, a template is needed in order to provide a consistent and standardized format, reinforce organization, clarify expectations, and improve PBEM's risk management.


== Position Description Components ==
The template itself is linked under "Relevant Documents". The template ''can'' be modified under special circumstances, but a NET representative modifying it should check in with PBEM staff.
{| class="wikitable"
|+
! scope="col" width="300px" style="background-color: darkkhaki;color:white;" |Relevant Documents/Resources
! scope="col" width="100px" style="background-color: darkkhaki;color:white;" |Updated
|-
|[[PBEM Volunteer Position Descriptions/Standard Position Description Template|PBEM Volunteer Position Description Template]]
|2025.06.09
|}
<br/>
__TOC__
<br/>
<br/>
{| class="wikitable" style="width: 30%;"
|+
|'''Effective date'''
|June 9, 2025
|-
|'''Last revised'''
|June 9, 2025
|-
|'''Policy owner'''
|PBEM Community Preparedness Team
|-
|'''Author(s)'''
|Jeremy Van Keuren (PBEM),
|}
=== Forms ===
The template itself is linked as a sub-page to this Wiki page at: [[PBEM Volunteer Position Descriptions/Standard Position Description Template|Standard Position Description Template]]. To use the template, view the section below on Implementation Details.


=== Position ID ===
=== Reason for Policy ===
The position ID indicates which VSF a position is assigned to, what subsection of the VSF, and the position's formal title.
Using a template for volunteer position descriptions serves several ends. Those include:


=== Cycle Position ===
* '''Consistency''': A standardized format ensures that all volunteer roles are described clearly and uniformly. This helps avoid confusion and reinforces organizational professionalism.
Indicates whether the position has a disaster preparedness role, a response role, a recovery role, or a combination of those three on the Disaster Management Cycle. For example, someone confirmed to provide mental health first aid would have a response role. However, those skills are also needed during the Recovery phase of a disaster.
* '''Clarity of expectations''': A template helps ensure every position includes key information—such as responsibilities, required qualifications, time commitment, and reporting structure—so that volunteers know exactly what is expected of them.
* '''Efficiency''': Templates save time. Instead of creating each description from scratch, staff can fill in the necessary details while maintaining a consistent structure.
* '''Recruitment and retention''': Clear, well-structured descriptions make it easier to match the right people to the right roles, leading to a more satisfying and effective volunteer experience.
* '''Risk management''': Including standard language around safety expectations, supervision, and boundaries helps reduce liability and improve compliance with organizational policies. Volunteer position descriptions are prospective legal documents and should be treated as such.


It is important to note that this portion of the Position Description '''''does not''''' commit a volunteer to a specific part of the Disaster Management Cycle. It only indicates what the possibilities are.
=== Policy Statement ===
In service to PBEM's volunteers, a volunteer position description template will be maintained in order to promote consistency and clarity of expectations PBEM has of volunteers. Any individual who edits NETwiki should use the template when creating, editing, documenting, or describing volunteer positions associated with PBEM. Modifications to the template for specific position descriptions are allowed if approved by PBEM staff. Any modification should preserve the principles of consistency, clarity, and risk management.


=== Lead Agency ===
=== Scope ===
Indicates which government agency is responsible for the recruitment, training, deployment, and management of volunteers taking this position. This will usually be the Portland Bureau of Emergency Management (PBEM), but some positions may report to Multnomah County or another agency.
This policy applies to all volunteer position descriptions associated with PBEM whether in the NETwiki and/or published elsewhere (online or in print).  


=== Active NET Required? ===
=== Responsibilities ===
Indicates whether a volunteer in this position must be a certified NET volunteer in good standing. If "no", ATVs can take this volunteer position.
; Portland Bureau of Emergency Management (PBEM) Community Preparedness Team
: Creates and maintains the template. Approves requested changes to the template for individual position descriptions.
; NETwiki content creators
: Uses the template at any time they wish to publish a volunteer position description. Emails requests for changes to the template for an individual position description to PBEM staff.


=== Structure ===
=== Definitions ===
Indicates who a volunteer in this position reports to.
The [[PBEM Volunteer Position Descriptions/Standard Position Description Template|template]] itself is divided into several sections. The table below defines the purpose and intention behind each section:
{| class="wikitable" style="width: 50%;"
|+
!Term
!Definition
|-
|'''Position ID'''
|The position ID indicates which VSF a position is assigned to, what subsection of the VSF, and the position's formal title.
|-
|'''Mission Area'''
|Indicates whether the position has a disaster preparedness role, a response role, a recovery role, or a combination of those three on the Disaster Management Cycle. For example, someone confirmed to provide mental health first aid would have a response role. However, those skills are also needed during the Recovery phase of a disaster.
It is important to note that this portion of the Position Description '''''does not''''' commit a volunteer to a specific part of the Disaster Management Cycle. It only indicates what the possibilities are.
|-
|'''Lead Agency'''
|Indicates which government agency is responsible for the recruitment, training, deployment, and management of volunteers taking this position. This will usually be the Portland Bureau of Emergency Management (PBEM), but some positions may report to Multnomah County or another agency.
|-
|'''Active NET Required?'''
|Indicates whether a volunteer in this position must be a certified NET volunteer in good standing. If "no", [[Affiliated Team Volunteers (ATVs)|ATVs]] can take this volunteer position.
|-
|'''Structure'''
|Describes the position describes span of control and chain of command for the volunteer position.
|-
|'''Relevant Knowledge, Skills, Abilities'''
|A list of ideal qualities and knowledge that a candidate for the volunteer position possesses. However, the purpose of listing them is to give volunteers a better idea of the expectations associated with the role. They are not intended as prescriptive.
|-
|'''Licenses and Certifications'''
|Any licenses or certifications required or recommended for this volunteer position.
|-
|'''Currency'''
|"Currency" means how often they need to renew training or certifications, and/or contact with their team or team leader. In other words, indicates how often a volunteer must renew training and/or knowledge in order to be deployable in this volunteer position.
|-
|'''Physical Requirements'''
|More detailed knowledge on the physical expectations associated with completing the position's key responsibilities.
|-
|'''Task Book'''
|If a task book is available for this volunteer position, it will be linked here. Not every position has a task book.
|-
|'''PPE and Recommended Equipment'''
|Any required personal protective equipment (PPE) associated with deploying in this volunteer position, and any relevant equipment that facilitates completing volunteer responsibilities.
|-
|'''Forms'''
|Forms that a volunteer in the position should be familiar with and know how to complete.
|-
|'''Updated'''
|Indicates by date the last time anything in the position description was changed.
|-
|'''Released'''
|Indicates by date when the position was first released and published.
|}The template also includes a Training section and a Knowledge Base. The Training section lists all required and optional training in order for a volunteer to be approved as qualified for the position description. The Knowledge Base includes any materials (websites, articles, books, files) that would aid a volunteer wanting to take a deep dive into information that would make them more adept at fulfilling the position responsibilities.


=== Required Training ===
== Implementation Details ==
The completion of any training required in order to be deployable for this volunteer position.
In order to use the template, PBEM recommends the following steps:


=== '''Relevant Knowledge, Skills, Abilities''' ===
# When a NETwiki editor wishes to create a volunteer position description, the first step is to create a page for it. The initial link for that page should ''always'' appear in the [[Volunteer Support Functions Directory|VSF Directory]], under the appropriate VSF.
A list of ideal qualities and knowledge that a candidate for the volunteer position possesses. However, the purpose of listing them is to give volunteers a better idea of the expectations associated with the role. They are not intended as prescriptive.
# Once the page for the position description is created, open another browser window with the [[PBEM Volunteer Position Descriptions/Standard Position Description Template|template]] and click on the "edit source" tab along the source. Select all (CTRL+A) and copy (CTRL+C).
# Go into the page for the VSF and paste the source code (CTRL+V).  
# Edit the text to shape the volunteer description and submit for review.
If an editor would like to deviate from the template significantly, PBEM suggests they ask PBEM staff by emailing [mailto:Net@portlandoregon.gov net@portlandoregon.gov].


=== '''Optional Training, Info Resources''' ===
If an editor would like to view a good example of a published volunteer position description, the BEECN volunteer descriptions aint slouchin':
Training that is not required, but would improve a volunteer's knowledge/skills/abilities for the position.


=== Licenses and Certifications ===
[[VSF 14.01.01: BEECN Volunteer]]
Any licenses or certifications required or recommended for this volunteer position.


=== Currency ===
[[VSF 14.01.02: BEECN Coordinator]]
Indicates how often a volunteer must renew training and/or knowledge in order to be deployable in this volunteer position.


=== Task Book ===
[[VSF 14.01.04: Fire Station UHF Volunteer]]
If a task book is available for this volunteer position, it will be linked here. Not every position has a task book.


=== '''PPE and Recommended Equipment''' ===
== Compliance ==
Any required personal protective equipment (PPE) associated with deploying in this volunteer position, and any relevant equipment that facilitates completing volunteer responsibilities.
As position descriptions are prospectively legal documents, '''PBEM staff must approve their publication.''' Position descriptions without PBEM approval are subject to immediate deletion, and the permissions of the editor may also be revoked.
 
=== Forms ===
Forms that a volunteer in the position should be familiar with and know how to complete.


=== Updated ===
== Related Information ==
Indicates by date the last time anything in the position description was changed.
None.


=== Released ===
== Frequently Asked Questions (FAQs) ==
Indicates by date when the position was first released and published.
None yet!
Retrieved from "https://volunteerpdx.net/index.php/PBEM_Volunteer_Position_Descriptions"