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Local Coordinator Master Timeline
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Download the file or copy it to your own drive before modifying it
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Note: The LC needs to ensure that these tasks are done – whether by the LC, the District Coordinator, Tech Coordinator, Admin Coordinator, Shift Coordinator, ERO, or another volunteer.
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DateTaskAssigned toDone?
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SeptContact host to verify site availability. Set days and hours of service and promotional program
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SeptContact team members to get confirmations on volunteers' plans to return, remind volunteers to update addresses in Portal so they will receive the NTTC Workbook
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OctAttend district LC meeting
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NovInform team about district certification requirements and training session availability
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NovInform team about LMS requirements
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NovLet team know when Practice Lab is ready with new year's tax software
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Nov-DecOrder required materials from the Portal (See 5.2.3)
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Nov-DecOrder printer toner cartridges and drums, per your district's consummables ordering process.
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Nov-DecOrder state instructions and/or forms, if necessary
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Nov-DecDistribute IRS materials to team members
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DecTake required LMS training
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DecTake LC certification test
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DecVerify information on IRS Form 15272, Site Security Plan from SPEC (See 5.8.6)
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DecMake decisions regarding delivery method, appointments system, and other site procedures (see 5.5)
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DecVerify host concurs with delivery method, appointments system, and other procedures affecting host site
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DecPlan publicity and order materials from Portal (see 5.9)
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JanEnsure routers and printers have up-to-date software
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JanVerify networking connections working properly at host site
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JanVerify that all Chromebooks have updated software & can connect to network and printer
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JanSet up site's Google Drive - create folders, share to team members, post docs (See 5.6.4)
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JanConfigure TSO, update security templates, print templates, etc (See 5.3)
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JanImplement publicity plan (See 5.9)
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JanCreate and print additional documents (See 5.4)
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JanPrepare intake packets for TPs to pick up
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JanOrder shirts and print name tags, as needed
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JanAcquire supplies, labels, paper (See 5.2)
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JanVerify site has required posters (See 5.2.3)
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JanUpdate Locator info in the Portal: start/end dates, days and time, address, phone number (See 5.10)
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JanCollect info for Emergency Contact List and make it available onsite (See 5.8.6)
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JanModify or organize Site Activity Tracker
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Late JanPlan and hold orientation sessions for team (site procedures)
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Late JanCreate volunteer schedule
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Late JanActivate preparers in TSO after receiving confirmation of their certification (See 5.3)
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Late JanUpdate messages on Google Voice (and/or other appointment/information lines)
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Late JanUpdate Locator info in Portal: Turn "Open to Public?" to YES prior to site opening (See 5.10)
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Late JanEnsure Volunteer Agreements are available onsite (See 3.3)
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Feb-AprilManage volunteer schedule and adjust site schedule, as needed
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Feb-AprilUpdate Activity Tracker
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Feb-AprilMonitor tax preparation, QR, and filing (See 6.3)
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Feb-AprilResolve scope issues and other problems
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Feb-AprilEnsure rejects are resolved (See 6.5 and Appendix D)
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Feb-AprilVerify that all returns have been transmitted and accepted by federal and state (See 6.3.2)
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March- AprilRun bulk report for mileage reimbursements and get signatures (see 7.1)
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After April 15Collect team feedback for issues and suggestions for next year
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After April 15Submit and approve mileage and expense reports (See 7.1)
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After April 15Thank volunteers and site host
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After April 15Reserve facilities for the following year
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After April 15Deactivate users on TSO (See 7.3)
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After April 15Store equipment according to Tax-Aide policy
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After April 15Turn off LOCATOR (See 7.4)
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After April 15Compile metrics and record in the Portal (See7.5)
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After April 15Report feedback to District Coordinator (See 7.6)
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After April 15Add Vacation messages to the site's Gmail and Google Voice lines
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After April 15Provide off-season support, as needed (see 7.8, 7.9)
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