Site preparation timeline

When What
August
  • Reserve space with your site host organization
  • Determine media dates for local publicity submissions (site host newsletter, local newspaper, local radio ads, senior center posters) for new volunteers and for site services offered
September
  •  Prepare media submissions
October
  • Contact volunteers to find out who’s returning
  • Inform District Coordinator of time and dates for site
November
  • Send list of volunteers to IRS SPEC to order training docs
  • Inform District TC of computer needs and arrange delivery
  • Order printer toner from AARP designated source
  • Notify volunteers of training dates
December
  • Order AARP forms (client envelopes, posters, nametags) using the Volunteer Portal.
  • Order IRS forms (intake sheets)
  • Order CO forms (pre-addressed envelopes, PTC forms)
  • Site leaders should be certified by end of month
January
  • Purchase supplies (printer paper, pens, markers, paper clips, clipboards, staples) from local supplier
  • Verify Wi-Fi at the site to assure it is working properly
  • All volunteers should be certified by end of month.
  • Start taking reservations
February
  • Review QA volunteer comments and pass along needed guidance to preparers.
March
  • Review QA volunteer comments and pass along needed guidance to preparers.
April
  • Review QA volunteer comments and pass along needed guidance to preparers.
  • Follow up with clients who have not completed their returns
  • Close down site
  • Clean any client data from computers
  • Return computers to summer storage location
  • Submit reimbursement requests
  • Inventory remaining supplies and store for the summer