VOLUNTEER MANAGEMENT

PURPOSE OF THE PROCESS

Volunteers are the main enablers of the breakfast programme. They are the face of the Trust and act as intermediaries between the Trust and the schools. This process defines how the volunteers are selected and defines their roles and responsibilities.

VOLUNTEER ENROLMENT

Given that volunteers are a critical resource in the successful running of the breakfast operations, appropriate care must be taken while enrolling them.
The following information will be collected and approved by the Trust before the volunteer is introduced in this the system:

❖ Basic Profile – Name, DOB, Gender, Address, Phone Numbers, Individual/Company
❖ Statutory Profile – PAN and Aadhaar, Numbers for resident Indians. For overseas citizens, passport details are mandatory.
❖ Login Profile – User Id, Password, Captcha
❖ Attachments – Photo, PAN/Aadhaar/ Passport Proof
❖ Additional Information – One-time / Part-time/Full Time volunteering
❖ Referred by: Existing volunteer of Annapoorna/ Events/ Website /etc. (If it is referred by an existing volunteer of Annapoorna, member name/details will be captured too)
❖ Employment Details: If the volunteer is employed.

Note 1: A basic background checks of volunteers is important. Doing this brings in credible and willing volunteers into the system.
Note 2: Volunteering service can be outsourced to third party NGOs too. For example, in Tamil Nadu, volunteers of Annapoorna breakfast programme are members of the NDO Trust. In such cases, the Trust will sign a written agreement with the outsourcing agency on practices that have to be carried out by its volunteers.

VOLUNTEER VERIFICATION AND APPROVAL

Volunteers are the main enablers of the breakfast programme. They are the face of the Trust and act as intermediaries between the Trust and the schools. This process defines how the volunteers are selected and defines their roles and responsibilities.

VOLUNTEER ENROLMENT

All volunteer information must be verified and approved. We call this process as “Know Your Volunteer”. Once the volunteer information is entered, an automatic mail is sent to the
volunteer, the reviewer and the approver. In case of manual process, the Reviewer and Approver get the hard copy of the details related to the volunteer. The Reviewer provides the comments/ makes observations about the volunteer and it is then passed on to the Approver. The Approver then decides to approve or reject the volunteer. The volunteer is active only after the approval is successful.

Upon approval Volunteer ID is generated for the volunteer. This volunteer ID will be unique to identify the volunteer.

In addition, every volunteer would be given a physical Volunteer ID Card. The card will capture their photo, location and contact number.

VOLUNTEER REVIEWERS/ APPROVERS

Following members of the Sri Sathya Sai Annapoorna Trust are authorised to review/approve/reject the volunteers.
1. Mr. M. Prabhakar Gupta
2. Dr. M.K. Narayana Murthy

ROLES AND RESPONSIBILITIES
OF VOLUNTEERS

The following roles and responsibilities are assigned to the volunteers:

Visit the school as instructed by the Trust.
❖ Manage complaints from the school.
❖ Conduct quality check on the breakfast provided at school.
❖ Verify the maintenance of groceries at the school.
❖ Verify and maintain School Breakfast Register.
❖ Send the execution status of breakfast daily. They will need to upload the information in the app.
❖ Assist cooks for claims.
❖ Conducts interviews with the students and sends the feedback to the Cluster Leads.
❖ Communicate changes in the Trust’s policies of operations (if any) to the school.
❖ Provide general feedback about the services to the Cluster Leads.
❖ Assist in the renewal of agreement for providing breakfast services with the school every year.

NEW VOLUNTEER IDENTIFICATION

It is important for Annapoorna to find new volunteer for assisting with the breakfast programme. It is the duty of all volunteers/Cluster Leads/Trustees to constantly spread the message of the need for volunteers during events carried out by the Trust. In addition, social media can be utilised to acquire new volunteers.

VOLUNTEER CHANGE MANAGEMENT

Change management process is applicable in two cases.
1. When the volunteer is unable to visit the school on
a specific day or set of days due to other personal obligations.
2. Disengages himself/herself from the Trust’s activities. In such cases, an alternate volunteer will be identified by the Cluster Leads to monitor the school. If the
Cluster Lead is unable to find a replacement, they can coordinate with the School Representative and request him/her to monitor the activities temporarily. The Cluster Lead must however find a replacement within 2 weeks – either a direct replacement or outsource to an alternate volunteering organisation.

RECORDS MAINTENANCE

The following records will be maintained:

❖ Volunteer Personal Details
❖ Volunteer Feedback
❖ List of Volunteers and associated schools
❖ Breakfast Daily Summary