Foundations
What is a Site?
A site is where a volunteers lives and works
Who approves final Selections?
The Country Director (CD).
What is the first phase of site management?
Site Identification, Preparation, Selection, and Approval.
What form documents housing standards?
Housing Criteria Checklist.
Who must approve post-wide housing exceptions?
The Regional Security Advisor (RSA) and PC Safety and Security Officer (PCSSO).
What is the purpose of the Site Management Manual?
To document Post’s site management strategy, processes, and staff roles; it must be reviewed annually and include required forms and SOPs.
What is the QAS responsible for?
Supporting compliance with site management requirements, training staff, and monitoring VIDA documentation.
What happens during site matching?
Trainees are matched to sites based on skills, preferences, medical needs, and community requirements.
What form is used for site visits?
PCV Site Visit Form.
What are the two main reasons for a site change?
Medical reasons (with PCMO consultation) and safety/security reasons (with SSM consultation).
What is a Site Management Strategy?
A Post’s overarching approach to site management, including placement logic, clustering, duration, and alignment with project frameworks.
What does the PCMO review during site selection?
Medical suitability of sites and accommodations for Volunteers with medical needs.
How many site visits are required for new sites?
At least two, one of which must be by the PM or senior program staff.
What is the Site Selection Criteria Checklist used for?
To document that a site meets minimum and Post-specific criteria for Volunteer placement.
What must be done if a Volunteer changes housing?
Complete and approve new Housing Criteria Checklist, Host Family Survey (if applicable), and update Site Contact Information.
To promote welcoming communities, supportive counterparts, and clearly defined roles; includes sexual harassment/assault awareness.
What is the DPT accountable for?
Overseeing the site management strategy, ensuring documentation, and approving site selections.
What is required during Volunteer monitoring?
At least two site visits, one by PM or senior staff, and completion of the PCV Site Visit Form.
What is SSI 401 about?
Site History Documentation – maintaining records from initial evaluation through service.
What must be included in a site change action plan?
Volunteer coaching, communication with host partners, site visits, and documented efforts to resolve issues.
What is VIDA+ and how does it change documentation requirements?
VIDA+ allows staff to input required site management data directly into fields, replacing scanned forms for site history documentation.
What is the SSM’s role in housing inspections?
Conducts or trains others to inspect housing, ensures housing meets safety standards, and approves the Housing Criteria Checklist.
What is the difference between new and repeat sites?
New sites haven’t had a Volunteer in 2+ years and require 2 visits; repeat sites must be visited at least once in the past year.
What is the SOP for site history documentation?
A required procedure (per SSI 401 Appendix B) for collecting, maintaining, and using site history data.
What is the process for requesting an exception to minimum standards?
Posts must consult with ChiPT, RSA, or PCSSO, explain the need, and obtain written approval.