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.


Catholic Charities, Diocese of Covington

Wm. R. (Bill) Jones, ACSW, MDiv, Chief Executive Officer

Catholic Charities in Covington has been COA accredited since 1996. Though the time spent in completing the self study and hosting the site visit can sometimes feel sometimes daunting, the rewards far outweigh the effort. In our agency, the self-study is a group process that involves every member of the staff from the CEO to the building maintenance staff.
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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.

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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