Recording Volunteer
and Visiting Hours
Why do I have to record and submit my hours to WAGS?
WAGS relies on our volunteers to help us track our work in the community. We use this information for program planning, to apply for grants, and when we are sharing information about our community impact. WAGS tracks this information annually.
We ask that our volunteers record and report the places that they visit and the amount of time that they spend on that visit. We also ask volunteers record any hours they spend supporting the WAGS mission. Both visiting and non-visiting hours are needed to give a complete picture of our organization.
WAGS visiting team members should document the number of visitation hours they have completed, as it is a requirement for TEAM renewals. Teams need to renew every two years. Check the back of your badge for your renewal date. You will be sent a reminder six months and then three months before your renewal is due.
Express Renewal is an observed visit in lieu of WAGS full evaluation. To be eligible for Express Renewal, the member is required to have completed 10 visits within each of the two years since their last evaluation. They must also meet continuing education or any other pet training class requirements. Due to the large number of renewals each year, we strongly encourage teams to sign up as early as six months in advance of their renewal date.
All visiting teams will be asked to participate in continuing education/training twice a year, one of which must include hands-on exercises with the pet. This may include, but is not limited to WAGS continuing education sessions.
What time do I track and submit?
There are two categories of hours:
Visiting – any time you visit in an approved WAGS facility, school or airport. This can be with your pet, as a trained aide with an Ambassador Team, or auditing a facility. Time is kept from when you arrive at the site until you leave.
Non-Visiting – everything else you do for or as part of WAGS. These hours include:
- Round Trip Travel time for any WAGS activity
- Attendance at: Membership Meetings, Board Meetings, WAGS committee meetings, Continuing Education, WAGS classes such as Orientation and 101
- Work you do to support the organization such as: emails, phone calls, material preparation, room setup/take down, community speaking, counseling members, work at evaluation sessions, record keeping
- Grooming your pet for a visit
- Any other Non-Visit Activity including training classes for your pet.
How are hours expressed?
All partial hours should be rounded to the nearest quarter hour and expressed as a decimal. (Fifteen Minutes = .25; Thirty Minutes = .5; Forty-five Minutes = .75). Do not include the word hours.
How do I record and submit my hours?
There are three ways.
1) Login to My Account page on the Website and find Submit a Time Sheet in the blue box. Click on this link and it will take you to the form to fill out for your hours for the day, the week, the month or even the entire year.
2) Use your phone to scan the QR code (found on the back of your badge and each month in The Furrier Journal) to navigate to the Website.
3) Ask for help at the membership meeting. Remember to save your hours on a piece of paper if you need help and bring the paper each month to the meeting and take it to Micki Thomas.
How do I get the QR Code?
There is a QR code on the back of your badge and it is printed each month in The Furrier Journal.
How often do I need to submit my hours?
We are strongly encouraging members to submit time for facility visits as soon as they are done. It takes less than a minute to enter your visiting time, as well as your non-visiting time for a visit . Try to make the submission before you leave the parking lot. Please do the same for any non-visiting event, meeting or training session for your pet.
How can I track my hours after I submit them?
You will get a return email which shows what you just submitted to timesheets.
I made a mistake on a submission. Can I edit it?
Members cannot edit data once it is submitted. However, send an email to timesheets@kywags.org explaining your correction. Or you can simply just do the math and adjust your next submission to reflect changes in the totals. (Only two categories are ever submitted, visiting and non-visiting. There are no details necessary if you wish to be brief.)