Volunteer Management & Credentialing

How HSCVS recruits, screens, trains, deploys, supervises, and documents volunteers for disaster and community‑service operations in alignment with FEMA, State EMAs, VOAD, and funder expectations. [web:233][web:238]

Document: SOP‑OPS‑VOL‑001

Version: 1.0

Effective: March 28, 2026

Review: March 28, 2027

Owner: Director of Operations

Approved by: Joseph Ryan, CEO

Service area: FL, MS, PA, LA

EIN: 41‑2961092

Aligned with FEMA IS‑244 volunteer management VOAD Points of Consensus (Volunteers & Housing) Supports federal match & in‑kind documentation Field‑ready forms & checklists

Appendix A – Volunteer forms packet

Application, sign‑in/out, timesheet, incident report

VOL‑APP‑01 VMS‑LOG‑01 VMS‑TS‑01 VOL‑INC‑01

VOL‑APP‑01 — Volunteer Application (short version)

Full Name Preferred Name Date of Birth Phone Email Mailing Address

Emergency Contact (name & phone) Languages spoken Relevant skills Availability

Previous volunteer or disaster experience Conviction history (if allowed by law) References

By signing, the volunteer consents to screening checks appropriate to the role, agrees to HSCVS policies, and understands that service is at the discretion of HSCVS.

VMS‑LOG‑01 — Volunteer Sign‑In/Out Log

Used at each site daily to document who served, when, and doing what, for safety and match tracking. [web:235][web:225]

Date	Site / Program	Volunteer Name	Role	Time In	Time Out	Total Hours	Supervisor Initials

VMS‑TS‑01 — Volunteer Timesheet (Project/Grant)

Volunteer Name Week of Project / Grant Supervisor Name

Date	Site	Task / Role	Time In	Time Out	Total Hours

Volunteer and supervisor sign at the bottom to certify accuracy; Finance/Grants uses these for match calculations where allowed. [web:235][web:224]

VOL‑INC‑01 — Volunteer Incident / Near‑Miss Report

Date & Time of incident Location / Site Volunteer Name(s) Supervisor on duty

Description of incident or near miss Injuries or damage Contributing factors & prevention

Reported by (name & role) Date reported Supervisor/DO follow‑up actions Outcome