Timeline of Application, Participant Registration & Cleanup Processes
Adopting A Road Process
- Go to the Adopt-A-Road Map located in the left blue column.
- Highlighted in green on the map are the roads that are currently adopted.
- Find a road in Douglas county that's approximately a two mile segment and is available. (Groups do not work in dangerous areas like medians, bridges, Highways, or steep slopes.)
- Have top 3 road choices, incase one doesn't work out.
- Once a road has been chosen the application process can start.
- The application should be sent from the Primary Group Coordinator (via mail, email, online submittal) to Adopt-a-Road Program Coordinator. Online Application Submittal
- Adopt-a-Road Program Coordinator then:
- Ensures route is not already adopted and there are no pending applications for route.
- If route meets above criteria, Adopt-a-Road Program Coordinator forwards application to Traffic Safety Engineer.
- If route does not pass above criteria, Adopt-a-Road Program Coordinator will contact applicant to discuss available options.
- Traffic Safety Engineer reviews each route at each application period to ensure route is still appropriate for the program (average daily traffic, speed limit, adequate sight distance, etc.)
- If Traffic Safety Engineer deems the route is appropriate for the program, Adopt-a-Road Program Coordinator prepares orientation packet and mails to Primary Group Coordinator. The Adopt-a-Road Program Coordinator will follow up with the Primary Coordinator to answer questions and provide any other assistance needed to ensure group has completed the Group Agreement and Registered Group Enrollment Form.
Participant Registration Process
- Once a group has officially adopted a route, anyone who would like to participate in cleanup events on behalf of the group must complete the Individual Participant Registration Form and submit the completed forms to the group's Primary Group Coordinator, who will then forward all completed release forms to the Adopt-a-Road Program Coordinator. Or submit it through the online Individual Participant Registration Form submittal.
- The Adopt-a-Road Coordinator will review the Individual Participant Registration Forms to ensure they are fully completed and will enter participant information into a volunteer tracking database.
- Once a volunteer has completed the form and it has been reviewed by the Adopt-a-Road Program Coordinator, that participant will be cleared to perform cleanups on behalf of the Adopt-a-Road Program. The Adopt-a-Road Program Coordinator will provide the Primary Group Coordinator with an updated Active Participant Roster each time a participant is added to or removed from the volunteer group.
- Individual Participant Registration Forms will need to be renewed on an annual basis. The Adopt-a-Road Program Coordinator will coordinate a renewal process each year for all active participants.
- The Primary Group Coordinator or Secondary Group Coordinator shall contact the Adopt-a-Road Program Coordinator two weeks in advance of the planned cleanup date to request an Active Participant Roster and Report, which is a list of all the volunteers who have completed an Individual Registration Form and are approved to participate in the cleanup. Only volunteers listed on the Active Participant Roster are approved to participate in cleanups.
- The Group Coordinator picks up the safety equipment tote at the requested location on the scheduled date. The Group Coordinator will keep this tote stored in a safe place through the duration of the contract. If additional equipment is needed let the Program Coordinator know what is needed.
- On the day of the cleanup, the Group Coordinator is responsible for ensuring all participants are listed on the group's Active Participant Roster. Anyone not listed is not authorized to participate.
- Groups should conduct their cleanups following all Safety Rules and guidelines as spelled out in the Group Agreement.
- Within five days of the cleanup, the Group Coordinator should send via mail or email, the Adopt-a-Road Program Coordinator, the completed Active Participant Roster and Report Form or submit it through the online Active Participant Roster and Report submittal.