SOLVE IT Coordinator Resources
Everything you need to plan and lead a sucessful project
Thank you for leading a project for SOLVE IT for Earth Day, presented by Portland General Electric. Please review this page in its entirety. Please begin by familiarizing yourself with the roles and expectations of both SOLVE and project coordinators.
If your project is on April 22nd, you will need to call the SOLVE office by 3pm at 503-844-9571 ext 321 with the number of participating volunteers and project results, so we can include that in a statewide day-of-event press release.
Essential Day of Event Forms
- Day of Event Checklist
- Day of Event Report Form - Fill out and return immedietly after your event is complete
- Small Grant Reimbursement Form - Send to SOLVE with a copy of your reciept (grant must be approved before deadline)
- Community Service Credit - Documentation for volunteers needing service hours
- Adult Waiver - All participants over 18 MUST complete this form
- Youth Waiver - Unaccompanied youth under 18 MUST have a legal guardian fill out this form
All volunteers must sign a SOLVE volunteer waiver form prior to participating in an event. If you have any questions about this policy, or if you have your own waiver that you are required to use, please contact SOLVE as soon as possible. Adult waivers and youth waivers can be downloaded and printed prior to the event. You will receive some printed waivers with your supply order.
SOLVE provides free materials such as litter bags, vinyl gloves, safety vests, first aid kits, and sharps containers. Please order supplies by February 28th so we will have time to fill orders before the delivery road trip.
Approval of your project as part of this event does not mean automatic approval of a small grant. A limited number of small grants of up to $100 for qualifying expenses are available. A grant application must be completed by February 28th in order to be considered for funding.
SOLVE requires written property owner/manager permission for all volunteer projects. Please use the appropriate permission form: Private Property, Public Property, or State Agency Owned Property. Property owner permission forms should be submitted to Quintin by March 24th. Scan and send your form to firstname.lastname@example.org and mail the original to: SOLVE, Attn: Quintin Bauer, 2000 SW 1st Ave, Ste. 400, Portland, OR 97201.
Make arrangements for waste disposal at your site(s) with your local hauler, park, etc. Please call us if you need help with this.
- Recycling: If it makes sense at your site, consider recycling to divert waste away from landfills, contact your hauler about the best way to sort recyclables for pickup, and suggest to volunteers that they head out in pairs with one person carrying a recyclables bag and the other a landfill trash bag.
- E-waste: Oregon is now set up to process electronic waste products and requires that e-waste be kept separate from landfill waste. If you find e-waste keep it separate, and do not place it inside a waste container.
SOLVE provides assistance with volunteer recruitment and placement, including online volunteer registration, waiver forms and confirmation emails to all online registrants. Coordinators are expected to provide outreach to local groups in an effort to bring volunteers to your event project. There are many resources for recruitment online, such as our webpage on the subject. We have also created an editable flyer that you can customize for your event, print, and display in your community.
Volunteer registration will open on Tuesday, February 21st, so please wait until after that date to ask volunteers to sign up. Adults who sign up on the website will be able to sign an electronic waiver form, which will save time on the day of the event. After volunteers are registered for your project, they will receive a confirmation email with important project details as we have them from you. If your project is closed to community volunteers recruited through SOLVE, your project will not be listed on the website.
Project Planning Assistance
SOLVE offers Coordinators use of the Project Planning Resource Guide, a step-by-step manual to coordinating a SOLVE project. For youth led and service-learning projects SOLVE has partnered with YSA to provide their Youth Changing the World service project toolkit. Coordinators are also free to contact SOLVE staff directly for project support. To recieve the guide or to discuss your project please contact Quintin Bauer at email@example.com or 503-844-9571 x321.
Call Before you Dig
Oregon State law requires residents, contractors and anyone planning to dig anywhere in the state to call the Oregon Utility Notification Center at 811 48 hours before digging. This is a free service.
Volunteer education is a top priority for SOLVE. Volunteers are often more motivated when they understand the full impact of their work. Please review the SOLVE educational webpages for ideas on information to share with your volunteers. We also offer educational boards, which can be ordered with the rest of your supplies.
Special Beach Cleanup Information
Considering a beach cleanup anywhere south of Carl Washburne State Park near Florence? Please review the following documents to ensure regarding how to protect Snowy Plover nesting sites during your cleanup and make sure volunteers leave their dogs at home:
Become a SOLVE Donor
We rely on supporters like you to help us achieve clean water, stronger communities, and a better future for Oregon.
February 21st: Volunteer registration opens
February 28th: Supply orders, grant applications and property owner permission forms due
March 24th: Property owner permission forms due
March 20- March 24: Supply delivery road trip
April 10-14: Portland Metro-area supply pickups
April 22nd: Event day!
May 5th: All wrap up paperwork due