VSF 15: Volunteer/Donations Management

UNDER CONSTRUCTION

• Links
  • Managing Spontaneous Volunteers in Times of Disasters – The Synergy of Structure and Good Intentions: https://www.fema.gov/pdf/donations/ManagingSpontaneousVolunteers.pdf
  • When Disaster Strikes...How to Donate or Volunteer Successfully!: https://www.fema.gov/pdf/donations/when_disaster_strikes.pdf
  • PBEM Video on SUVs: https://portlandnet.tumblr.com/post/660650922841686016/management-of-spontaneous-unaffiliated-volunteers
  • Hawai'i Community Foundation - Maui Strong article on their phased approach to disbursing aid: https://www.hawaiinewsnow.com/2023/11/15/executive-overseeing-150m-maui-strong-fund-defends-phased-approach-disbursing-aid/
  • WA Point of Distribution Guide – Site selection tool: https://mil.wa.gov/asset/5ba4212df38c7 (could be useful for assessing donation reception sites)
  • PBEM NET SUV video: https://vimeo.com/593125021
  • PBEM NET SUV intake: https://bit.ly/4853Sq0
  • Value of volunteer hour: https://independentsector.org/resource/value-of-volunteer-time/
  • Donated Resources to offset the jurisdiction’s cost-share for federally declared public assistance disasters - Page 88 of the Public Assistance Program and Policy Guide V4: https://www.fema.gov/sites/default/files/documents/fema_pappg-v4-updated-links_policy_6-1-2020.pdf
  • "Managing Liability in CERT Programs": https://www.ready.gov/sites/default/files/2021-04/CERT_Liability_Guide%20v2.pdf
  • Non-profit of Oregon: https://nonprofitoregon.org/ (really great support for non-profits, even for COADs and LTRGs to understand best practices for handling donations/funds/etc)
  • Homeland Security Digital Library: https://www.hsdl.org/c/ (search for “volunteer and donation” to pull up example plans)
• Videos regarding why cash is best and the cost to moving physical donations:
  • Adam Knows Everything – Why You Shouldn’t Donate Canned Food to Charities: https://www.youtube.com/watch?v=XbYInILDj6Q (showed in class)
  • Why Cash is Best for Disaster Relief (CIDI): https://www.youtube.com/watch?v=L0MjTDpxxIQ (did not show in class)
  • Why Cash is Best (CIDI) https://www.cidi.org/how-to-help/why-cash-is-best/ (did not show in class)
• Plan Examples and Guidebooks
  • Hamilton County Volunteer and Donations Management Plan (Shown in class): https://www.hamiltoncounty.in.gov/DocumentCenter/View/17889/2022-HCEM-Volunteer-and-Donations-Management-Plan-PDF
  • Michigan – Local Disaster Logistics and Donations Management Planning Handbook (shown in class): https://www.michigan.gov/-/media/Project/Websites/msp/EMHSD/documents/Local_Disaster_Logistics_and_Donations_Management_Planning_Handbook__Pub_107a__Stakeholder_Review_Dr.doc?rev=e04998bf93374a82b1b9551307ba0e80
  • Stillwater NY Donations Management Taskforce: https://stillwaterny.org/wp-content/uploads/2017/10/Donations-Management-Task-Force.pdf
  • Puget Sound Region – Volunteer and Donations Management Toolkit: https://mil.wa.gov/asset/5ba4214c4c839
  • Minnesota HSEM - Local Volunteer and Donation Management Guidebook: https://dps.mn.gov/divisions/hsem/emergency-managers-resources/Documents/2022-local-volunteer-donation-management-guidebook.pdf
  • State of Oregon Emergency Operations Plan – ESF16 Volunteers and Donations Annex: https://www.oregon.gov/oem/Documents/OR_EOP_ESF_16_Volunteers_Donations.pdf
• Attached you will find the following:
  • DRAFT ACS MOU: This is simply to serve as an example of an MOU. This one is from Adventist Community Services to a state emergency management agency regarding state level coordination of donations management
  • ORVID and OCS Overview
  • Message Map Template
  • Local Annex Review Checklist

Text Source: New Zealand guidance

2014.07. .Puget Sound Volunteer and Donations Management Toolkit

2013.05.29.Spontaneous Volunteer Management Plan

VSF 14.01.01: BEECN Volunteer Knowledge Base

File/Resource	Description	Author	Publish Date
BEECN Guidelines	The BEECN Guidelines is the "blueprint" for the BEECN program and covers the nuances of program policies. A regular BEECN volunteer doesn't need to know the Guidelines to carry out their responsibilities, but reviewing them will enhance knowledge and provide a more complete picture of the program.	PBEM	2017.10.03
BEECN video content	Video content relevant to BEECN volunteer responsibilities.	PBEM	-
BEECN on Tumblr	Media articles tagged as relevant to BEECN volunteer responsibilities.	PBEM	-
Portland Basic Emergency Operations Plan (BEOP)	The BEOP is the framework that governs how the City of Portland responds in the aftermath of a major disaster. Being familiar with it can provide BEECN volunteers with heightened situational awareness.	PBEM	2016.02.15
Seattle Emergency Hubs	One of the programs that BEECN was based on. Summary videos are HERE and HERE.		2014
Hollywood’s big lie about disasters: In crises like Spain’s blackout, the natural reaction is generosity, not panic	Case study reflecting that survivors are more inclined to help other survivors in a disaster, countering assumptions that people behave badly towards each other.	Javier Salas / El Pais	2025.05.06
Where We Go When Everything Breaks: Placemaking Lessons from Asheville's Recovery	Case study about how usual social spaces become key to disaster recovery, which is a principle idea behind BEECN.	Project for Public Spaces/Ryan Smolar	2025.05.16
Elite Panic vs. the Resilient Populace	Focus on the 1964 Alaska earthquake and the emergent volunteers who came together and helped people. Noted because BEECNs may become gathering points of spontaneous volunteers who want assignments.	James B. Meigs for Commentary Magazine	2020.05.01