Volunteer Management Training Program
Multi-Agency:
• Multi-agency signifies attendees from different agencies. This does not include multi-departments from one agency.
• One attendee from another agency initiates the multi-agency discount.
• The 20% multi-agency discount will be deducted from the attendance fee total only and does not apply to any incurred mileage fees.
Fees:
• Fees are for 1-day training events and do not cover multiday series events.
• If trainer must travel more than 150 miles roundtrip, a travel fee based on IRS mileage rates will be charged to the host organization for each mile beyond 150.
• 5% of collected fees will be retained by Oregon Volunteers to cover program administrative costs.
Tracking and Billing:
Attendees will complete a sign-in sheet with name and organization information. If training fits multi-agency description, they are billed the discounted rate. Lost or misplaced sign in sheets will result in maximum charges to host organizations.
Fee Policy FAQs
Why is there a fee if this is a not-for-profit program?
The minimal fees charged do not generate profits. It is in place so that trainers can be reimbursed for expenses related to training (travel to workshop locations, copy and supply fees, parking, and other potential fees). Without it, trainers would be paying out-of-pocket to volunteer their time. Any leftover funds remain with the program to cover future expenses and support long-term sustainability such as trainer development, program promotion, and program administration.
When does the fee policy begin implementation?
The fee policy will be implemented beginning on June 1, 2011. Fees will be applied to all trainings that take place after June 1st. Prior to this training was temporarily offered for free while the fee policy was being developed.
Why do we get a discount if we invite other professionals or organizations?
Some organizations prefer to limit their trainings to their own staff. However, not all individuals are connected to organizations with the ability to host training. Offering the multi-agency discount is our effort to create an incentive for organizations to host training which reaches a wider audience and provide access for those individuals whom otherwise might not get the training they need.
(include links to how to organize and outreach toolkit pages. To discuss fees and discounts further, contact coordinator)
Does this mean that every person who attends the training has to pay the listed fees?
No. The fees are set up as the cost to the host organization in order to cover expenses for volunteer trainers and the program. Training host organizations may decide to completely cover the low cost of training or may decide to share the cost with individual attendees. Because federal money has been used for the program, host organizations may not directly profit from its use. They may however charge attendees to recoup expenses if desired.
Why are the fees set at the two price groups for either up to three modules or four plus?
Multiple elements went into fee determination. On the one hand the fees needed to remain low and the structure needed to remain simple so that training is approachable for a wide range of organizations. On the other hand there was a desire to encourage host organizations to get the most out of the program by letting multiple modules compliment each other. Compared to one module delivery program costs don’t usually rise considerably for delivery of two or three modules (on our end). However, for the same fee, organizations have an incentive to approach training more holistically and thus benefit more. Likewise there is a point where costs do see another significant jump for internal costs and it’s been decided that that point is roughly around four modules. So there is a strong incentive for any organization considering at least four modules to go ahead and dedicate a day to training on five, six, seven, or even more modules.
We want as much training to get out to Oregonians as possible.
Why is there a potential travel fee? And why doesn’t the multi-agency discount apply to it?
It’s a big state and while we try to have trainers as spread out as possible, trainers may have to travel a significant distance to reach certain locations. As long as the total travel is less than 150 miles round trip the reimbursement costs are built into the fee structure. After 150 miles the travel fee is based on repaying mileage specifically so any discount would create a loss. Host organizations will be notified ahead of time whether trainers will have to travel far enough to trigger the travel fee.
Why is the fee schedule designed for one day events?
Essentially this gets back to keeping the structure simple and approachable for the largest possible audience. Most organizations are interested in only a few modules and that can be arranged easily with a wide range of trainers. If an organization would like to arrange a regular training schedule planning arrangements and potentially costs can become more complicated. Any organization interested in a training series should contact the volunteerism support coordinator directly to work our the details and fees.
Who collects the fees?
Oregon Volunteers maintains responsibility for handling fee collections. We will work with the host organization directly and require basic billing information as well as a clear billing contact and then reimburse the trainers. This is done so that all of the trainer’s efforts and time are best leveraged for what they do best: train.
Who decided on the fees in the fee structure and why?
The fees were determined by two groups of experts who serve on the Oregon Committee on Volunteering and the Oregon State Commission for Volunteering. It was designed in order to address financial stability issues for the VMT Program.
