Private Organization Accreditation

HeartShare assist individuals with developmental disabilities through education, day, residential and recreation programs, case management, and health services, and provides foster care/adoption services, counseling, after school and energy assistance programs, and programs for people with HIV/AIDS.


Bonnie Bagley

Volunteer Roles: Evaluator; Lead Evaluator; Peer Reviewer; Team Leader

I have found that being a COA Volunteer builds my professional skills and experience in ways that more traditional workshops do not. The opportunity to learn about best practices through the COA standards and then see how agencies implement them is truly a growth experience.
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Volunteer Coordination programs promote volunteer recruitment and retention and support achievement of the program’s mission.

MIL-VC 1: Program Administration

The volunteer coordination program assesses the installation’s, state’s, or region’s volunteer needs and allocates sufficient resources to meet them.

Rating Indicators
Full Implementation, Outstanding Performance
A rating of (1) indicates that the programs’ practices fully meet the standard and reflect a high level of capacity.  All elements or requirements outlined in the standard are evident in practice, with rare or no exceptions; exceptions do not impact service quality and/or overall performance.
Substantial Implementation, Good Performance 
A rating of (2) indicates that a programs’ infrastructure and practices are basically sound but there is room for improvement. The majority of the standard's requirements have been met and the basic framework required by the standard has been implemented.  Minor inconsistencies and practices that are not fully developed are noted, however, these do not significantly impact service quality and/or overall performance.
Partial Implementation, Concerning Performance
A rating of (3) indicates that significant aspects of the programs’ observed infrastructure and/or practices require significant improvement. The program has not implemented the basic framework of the standard but instead has in place only part of this framework. Omissions or exceptions to the practices outlined in the standard occur regularly, or practices are implemented in a cursory or haphazard manner.  Service quality or program functioning may be compromised. Capacity is at a basic level.
Unsatisfactory Implementation and Performance
A rating of (4) indicates that implementation of the standard is minimal or there is no evidence of implementation at all. Observed infrastructure and practices are weak or non-existent; or show signs of neglect, stagnation, or deterioration.

Please see Rating Guidance for additional rating examples. 

Table of Evidence

Self-Study Evidence On-Site Evidence On-Site Activities
    • A description of professional development opportunities available to volunteers (MIL-VC 1.03)
    • Service philosophy for the volunteer coordination program (MIL-VC 1.04)
    • Example of a volunteer file or the table of contents (MIL-VC 1.05)
    • Volunteer Coordination Assessment Form provided during the intake call with COA Accreditation Coordinator
    • See description of the volunteer coordination program provided in the MIL-VC Service Narrative (MIL-VC 1.01)
    • Volunteer assignments (MIL-VC 1.02)
    • See list of MFR program staff allocated to the volunteer coordination program in MIL-HR 3 (MIL-VC 1.03)
    • Volunteer coordination program's policies and procedures manual (MIL-VC 1.03)
    • Volunteer files (MIL-VC 1.05)
    • Interview:
      1. MFR Program director (MIL-VC 1.01, MIL-VC 1.03, MIL-VC 1.04)
      2. Relevant staff (MIL-VC 1.03, MIL-VC 1.04)
      3. Volunteers (MIL-VC 1.03)

  • MIL-VC 1.01

    The volunteer coordination program has defined the installation’s, state’s, or region’s volunteer needs including:

    1. volunteer program goals and objectives;
    2. how many gratuitous and statutory volunteers will be needed; and
    3. written volunteer assignments for each statutory volunteer position that are periodically reviewed to assess their continued relevance.

  • MIL-VC 1.02

    Each volunteer assignment for statutory volunteer positions includes:

    1. duties;
    2. time commitment;
    3. responsibilities and prohibited activities;
    4. required skill sets, credentials, or trainings; and
    5. lines of supervision and the process for providing ongoing feedback on performance.

  • MIL-VC 1.03

    The volunteer coordination program has allocated sufficient resources to support its volunteers including:

    1. staff to provide oversight, support, and recognition;
    2. volunteer policies and procedures that are congruent with other policies within the MFR program, U.S. Code, Department of Defense Instruction, and Service regulations; and
    3. professional development opportunities for volunteers.

    Interpretation: When determining the level of MFR staff resources that should be allocated to managing the volunteer coordination program, the program may take into account the staff from outside the MFR program that provide support to volunteers or the volunteer coordination program. 

    Research Note: Research shows that staff time allocated to managing the volunteer program is positively correlated to adoption of key volunteer management practices. Programs that invest more resources in their volunteer program have a greater capacity to utilize their volunteers and experience increased benefits as a result.

  • MIL-VC 1.04

    The management of the volunteer coordination program is guided by a service philosophy that:

    1. establishes the foundation principles that inform all aspects of volunteer coordination based on the best available evidence of effectiveeness:
    2. reflects the input of volunteers;
    3. is grounded in the social and cultural context of the military community; and
    4. is understood by MFR program staff. 

  • MIL-VC 1.05

    The volunteer coordination program maintains a formal record keeping system for its volunteers that includes:

    1. completed applications;
    2. signed volunteer agreements (DD Form 2793) for statutory volunteers;
    3. signed parental/guardian consent to  participate when the volunteer is a minor;
    4. documentation of initial interviews/screenings;
    5. accommodation requests or needs, as applicable; 
    6. volunteer hours;
    7. current contact information, including emergency contact information;
    8. mechanisms for monitoring the completion of background investigations;
    9. copies of volunteer assignment descriptions; and
    10. feedback on performance, when written feedback is requested or required for the volunteer assignment. 

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