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 ask that our volunteers record and report the places that they visit and the amount of time that they spend on that visit. There are visiting and non visiting hours that count.
WAGS visiting team members should document the number of visitation hours they have completed, as it is a requirement for TEAM renewals. .
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 the fiscal year, and must meet continuing education or any other pet training classes.
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.
WAGS also tracks the number of visitation hours annually (1/1 thru 12/31). By collecting time, we can express how active our organization is in doing the good work of pet therapy. Collecting current time data is critical to grant applications, and program planning.
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 title 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 if you put it off. 2) You may obtain a QR code to help you go to the Website by scanning the code on your phone and lastly, ask for help at the membership meeting. Remember to save your hours on a piece of paper if you need help. The way is to save it on paper and bring it to the meetings monthly.
How do I get the QR Code?
In-person at the membership meetings once a month.
How often do I need to submit my hours?
We are strongly encouraging members to submit time for facility visits as soon as it is done. It takes less than a minute to enter your visiting time, as well as your non-visiting time for this visit . 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 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.
I really don’t like technology, MUST I do my time reporting this way?
If you don’t have a smart phone, tablet or computer and/or don’t think this is for you, please contact ask for manual time sheets and hand them in once a month at the membership meetings. The IT Help desk is where you need to go.