MVS
Personnel ProcessI. APPLICATION RECEIVED
A. Applications received in Elkhart, Newton or Winnipeg office
B. References collected in Elkhart or Newton office
II. PAPER FILE COMPLETE
A. MVS office arranges for interview by phone or in person
B. Interview completed
C. File brought to Personnel Placement Meeting for approval
1. For files Kent brings to the meeting, staff members included in the meeting are Kent Dutchersmith, Saul Murcia, Miles Reimer and Kristen Mayhue
2. For files Kristen brings to the meeting, staff members included in the meeting are Saul Murcia, Miles Reimer, Kristen Mayhue and, when possible, Brad Reimer and/or Chuck Neufeld
D. Applicant approved
E. Staff discerns which positions/units to offer applicant that appear to be a good match, prioritizing high needs (units that are empty, position that is important to fill, etc.) as well as the gifts and skills of applicant
III. APPROVED FILES
A. MVS office (Newton) will inform applicant of approval and of the placement procedures and will send the applicant position descriptions and information on the local site
B. Applicant will discern which position to pursue
1. Kristen might ask LPC/MVS chair to have a conversation with prospective applicant so applicant can narrow down his/her options. This is generally a one-time discussion prior to receiving file
C. The entire file (PIF, resume, references, interview notes) is then sent to the LPC/MVS chair for processing
D. Applicant is sent a letter with medical forms, indicating that the file has been sent to a local unit and informing him/her of the local process
IV. SUPPORT COMMITTEE PROCESS
A. LPC/MVS chair receives the file and reviews it for placement. If applicant would be a good prospect, the LPC/MVS Chair should:
1. Inform current volunteers of the file and provide a verbal summary only of the file. Make sure current volunteers, especially those who will live with applicant the following year, feel good about applicant. Make arrangements for current volunteers to talk with applicant.
2. Let the agency review the file and make arrangements to talk with applicant. The agency may see the entire file, however, it may not make copies of the file or keep the file for its own records. If the agency should need an application and references on hand, it will need to collect these on its own forms
3. Stay in touch with applicant throughout the process
4. Move on the file as quickly as possible (Remember, many applicants are also considering service with other organizations, conventional employment, higher education or other options.)
5.
If all parties agree that applicant should be invited, the LPC/MVS Chair invites applicant to join MVS, making arrangements for starting time and other details. (If it is desirous to have the volunteer’s starting time different from the first day of orientation, this will need to be discussed with the personnel director and regional director.)6. Contact MVS office (Newton) regarding decision on file immediately
7. DESTROY FILE or return the file to the MVS office (Newton) when everything is complete and before applicant arrives
V. CONFIRMATION
A. MVS office (Newton) sends applicant a confirmation letter, paper work documenting assignment, starting time, and other pertinent information; medical ID card; MMA card and brochure; general orientation information; student loan information and immigration material, if required
B. MVS office makes arrangements for orientation travel .
C. As time draws near, applicant will be sent specific information regarding orientation, tickets to orientation and transportation arrangements/tickets to local units
D. MVS office will contact local sites to inform them of all travel arrangements
C:\MVS\ORIG\Personnel Pro. Sheet.wpd 4/13/98