Volunteer Hub Manual. Bicentennial Student Center. For Love and Honor. Table of Contents:

Transcription

1 Bicentennial Student Center For Love and Honor Volunteer Hub Manual Welcome to your Volunteer Hub Training Manual. Inside you will fi nd detailed instructions on how to use this valuable resource to identify, contact, and engage your Miami friends on behalf of the Bicentennial Student Center. If you encounter questions along the way, your Tag Team support staff is ready to assist and can be reached at: or Table of Contents: Getting Started 2 The Welcome Page 4 The Find a Friend Page 5 The List/Status Page 8 The Friend Profile Page 11 mypoints

2 Getting Started Welcome to the Volunteer Hub Web site, your online Tag Team headquarters for the campaign supporting Miami University and the Bicentennial Student Center (BSC). We hope you will fi nd The Hub a quick and convenient way to identify, contact, and manage those Miamians whose support you are seeking on behalf of the BSC. By now, you should have received your unique login and password for gaining access to the Volunteer Hub through both an from your Tag Team support staff and in a card inserted in the back of your Volunteer Handbook. If you have not received or cannot locate this information, simply contact your support staff back in Oxford by ing to BSCSupport@muohio.edu or phoning Your inquiry will typically receive a response within one business day. Logging In Figure 1 - The log-in page to the Volunteer Hub Web site. Remember, that your login and password are CASE sensitive. Once you have entered into your computer s Web browser, you will be automatically directed to the Volunteer Hub login page. To log in, simply enter your unique ID into the Login ID box and your password into the Password box. Remember that these fi elds are CASE sensitive, meaning that if capital letters are included in your password, you must capitalize those same letters while typing in your password. Below the password fi eld is a check box entitled Next Time Log Me in Automatically. If you select this box, the next time you visit the Volunteer Hub your password will automatically appear after you enter your login ID. This box will be automatically checked the fi rst time you log in, so if you are using someone else s computer you will need to uncheck this box. If you cannot locate your login information, you can select the I Lost My Password link. This screen requires you to enter your address and a security code that will appear on your screen. Your password will be ed to you as quickly as possible. The fi nal option on the Volunteer Hub login screen is to Sign Up to be a Volunteer Today. This link is for prospective volunteers who are interested in joining the Tag Team. This is a good place to direct friends who are interested in joining the BSC effort. Figure 2 - The Forgot Password page allows you to contact your Tag Team support staff for their assistance

3 Volunteer Hub Online Support Once you are logged in, take a moment to scan the page. Across the top, you will fi nd a black navigation bar containing several options that are always available to assist you. No matter where you go on the Volunteer Hub Web site, this bar will always occupy the same position on the page and its options provide quick and easy ways to obtain answers to your questions. Selecting Watch Training Videos will open a catalogue of short training videos, including an overview of the Volunteer Hub, as well as more specifi c tutorials on fi nding friends, using the list/ status page, and working with your friends profi le pages. Simply select the training video you would like to play and, after a brief pause, the selected tutorial will automatically open in a new window and, after a brief pause, begin playing. Be sure the sound is up on your computer so you can hear the audio portion of the tutorials. If you prefer to work from written instructions, you can select Download Training Manual. This option downloads a PDF version of the detailed instruction manual for the Volunteer Hub. If you do not have the Adobe Acrobat software necessary to view this fi le, it can be downloaded from this page free of charge. Once you have chosen to download the training manual, it will open in Adobe Acrobat in a new window on your computer. You can view the manual on your computer screen, or use Adobe Acrobat s print option to print the entire manual or portions of the manual. Figure 3 - The black navigation bar at the top of the Volunteer Hub is available on every page to assist you in learning and navigating the Volunteer Hub Web site. Sometimes a question may arise that is not covered in the training materials, and your Tag Team support staff is standing by to assist you. By selecting Contact Us, you can submit your questions and comments, which will be answered within one business day. Selecting this link opens a message form in which you include your address, a subject or title for your message, and a box to type your inquiry. Make sure that the address appearing in the From fi eld is correct, and if you would prefer a return phone call, please include your phone number in the message. Also located across the top is the FAQ link, where you can go to fi nd answers about some of the Frequently Asked Questions regarding both the BSC and the Volunteer Hub. When choosing this link, a list of questions will appear at the top of the page. By clicking on a question, you will be automatically directed to its corresponding answer, or you can scroll down and view all the FAQs. If you encounter any common questions that should be considered for the FAQ, please submit them via the Contact Us link. We will work to get you answers and share them with the rest of the Tag Team. The Volunteer Hub is a new concept, and we need your feedback to make it work. Figure 4 - Selecting the Contact Us link allows you to send a message to the Tag Team Support Staff

4 The Welcome Page Further down the page from the black navigation bar, you will notice a series of four tabs, which will help you navigate within your Volunteer Hub Work Area. They are entitled Welcome, List/Status, Find a Friend, and mypoints. These four options enable you to compile and manage your list of contacts, identify new contacts, and track your progress as a Tag Team member. When you log in the fi rst time, you will be automatically directed to the Welcome page, where you are encouraged to follow three simple steps: Step One Step One is to educate yourself about the Volunteer Hub by watching a training video or reviewing the training manual. It appears you are already well on your way with this step. Figure 5 - Your Volunteer Hub Work Area, is the area beneath the four red tabs. You can navigate between your Volunteer Hub tools by clicking on the tabs. Step Two Step Two is to update your profi le information. Under this step, you will see all your personal contact information according to Miami University s most current records. If information is incomplete or inaccurate, you can click the Update Your Profile link to make changes. Once you have chosen to update your profi le, you will be directed to a new page that includes fi elds for all of your contact information. If a fi eld is blank, simply place your cursor within the box and enter the new information. If incorrect information is listed within a fi eld, use your mouse to delete the information and type in the correct information. When you are fi nished making changes, click Update Profi le at the bottom of the page. You will be asked by a pop-up box if you really want to update your profi le. If you choose OK, you will be redirected to the Welcome page, where your updated contact information should appear. You can also update your profi le information at any time by selecting the Edit My Information link, which will always appear in the top right-hand corner of the Volunteer Hub. Figure 6 - If your profile information is listed incorrectly in Step Two of the Welcome page, you can revise your contact information by selecting Update Your Profile

5 Step Three Step Three indicates that it s time to get started. By selecting Find a Friend, you can begin searching for and reserving the friends you wish to contact on behalf of the Bicentennial Student Center campaign. We will talk about his more in the Find a Friend section. The Find a Friend Page Now that you re logged in and understand the basics of the Volunteer Hub, it s time to start identifying which friends you will engage on behalf of the Bicentennial Student Center. The search tool available to you through the Volunteer Hub can help you track down a specifi c individual or groups of classmates with whom you may share something in common. Figure 7 - The Find a Friend page allows you to search for your friends using a variety of criteria. The more criteria you use, the more narrow your search. The objective of each Tag Team member is to solicit support for the BSC from at least 10 fellow Miamians. The Volunteer Hub will allow you to identify and reserve up to 15 potential friends at any one time. The section on the List/Status page will tell you more about compiling and updating your list of friends. In this section, we will learn how to search for and reserve your friends. Once you are logged in, you begin by selecting the Find a Friend tab, located toward the center of the Volunteer Hub. The page you have opened provides three search criteria followed by empty boxes. The basic search criteria include fi rst name, last name, and graduation year: Basic Search Options First Name allows you to search for friends with a common fi rst name. Remember when searching by a fi rst name, that the individual s records are probably listed under a proper fi rst name like Steven and not a nickname like Steve. Keep that in mind if you are having trouble fi nding someone. If you are still coming up empty, this is a fi eld you may consider leaving blank. Last Name allows you to search for people with a common last name. This can be a broad criteria, especially if you are searching for a common name like Smith, and a search of only the last name will bring up a list of all Miami alumni with that last name, providing a long list of possibilities. Figure 8 - If you have conducted a broad search, there may be pages of names to sort through. Each page includes six names, and you can change pages by clicking on the page numbers

6 Graduation Year allows you to search for people who graduated in a specifi c year. If you are looking for a classmate with a common name such as John Smith, entering his year of graduation will bring up only the John Smiths who graduated during that year. This fi eld also can be used on its own to bring up a listing of an entire graduating class, but that can be hundreds or even thousands of names. Remember to enter the complete four-digit year of graduation like 1981 and not just `81. Conducting a Search If you are looking for a specifi c person and know at least his/her last name and year of graduation, you can conduct a basic search by simply typing that information into the appropriate blank. Once the information is in those fi elds, use your mouse to click on the Search button on the lower right. The Volunteer Hub database will immediately pull out all the individuals with that last name, and fi rst name if you ve entered it, who graduated during that year. As you scroll down that list, you will notice that each person s name also appears with which school they graduated from, what their major was, any activities they may have participated in, and where they are currently living. This additional information allows you to narrow down your search and identify the specifi c individual you re looking for. Figure 9 - Once you have found a friend through a search, you can determine whether that friend can still be added or if that friend has already been reserved. The list will display six people per page, so, depending on how many contacts your search has brought up, you may have to scroll through several pages to fi nd the right person. Above the list of names, you will see a series of numbers beginning with 1 and counting up. Each page represents another six names that were tagged by your search, and you can switch between the pages by simply clicking on the numbers. Once you ve found the person you re looking for, locate the gray bar with their name. On the right side of the bar it will either say Add as a friend or Reserved. If the person is Reserved, they have already been spoken for, and you will be unable to add them to your list of contacts. If the Add as a friend option is available next to your friend s name, however, you can select that link. Upon selecting Add as a friend, you will be brought to a confi rmation page where you will confi rm the friend you ve selected by clicking Yes. This page also displays the number of friend slots are still available on your list. If you do not wish to add that friend, click No and you will be redirected to the Find a Friend page. Figure 10 - If you choose to Add a Friend, you will be presented a confirmation page which identifies how many friend slots you have available

7 Advanced Search But what if you don t remember a person s name or would prefer to scan a list of classmates and friends who may have participated in a common activity or major? Then an Advanced Search is right for you. Below the row of blank fi elds for First Name, Last Name, and Graduation Year, is the term Advanced Search preceded by a small box with a plus sign. By selecting that box or phrase with your mouse, you can expand your search criteria to include the following options. Maiden Name Maybe one of your classmates has gotten married since you knew her in college. This option allows you to search by typing in the maiden name you knew her by. State, Zip, City If you are interested in identifying potential friends who live in your state, city, or zip code, simply enter the appropriate information into any or all of these fi elds. Major, School This fi eld allows you to search for individuals who share a common major or attended the same school within Miami s campus (arts and science, business, etc.). Notice that with these fi elds you do not type in the major or school but rather click on the down arrow on the right side of the blank. This allows you to scroll through an alphabetical list of majors and schools and select the desired option with your mouse. Figure 11 - An Advanced Search allows you to search for a friend using more criteria. Simply click on Advanced Search to display the advanced search options. A-Number All Miami alumni are assigned an Alumni Number for records purposes. If you receive assistance from the Tag Team support staff in fi nding a friend, they will provide you the friend s A-Number, so you can add that friend to your list. No other fi elds are required for this search to work. Activity Perhaps you are searching for a teammate, sorority sister, or friend from another organization while you were on campus. Simply type the name of an activity to conduct your search. As you type in the name, a box below will display possible activities that match those letters. You can either type in the entire name of the activity, or you can scroll down and select the correct activity from the list. Search Tips Please remember these two important tips when searching for friends. The more of these criteria fi elds you complete with accurate information, the more you will narrow your search. This is best when you are searching for a specifi c individual. Figure 12 - By selecting the scroll arrow on the Major, School, or Activity fields, you can view a complete list of all majors, schools, and activities that a friend may have participated in

8 If you are searching for a group of people with whom you share something in common and would prefer to scan a list of names, it may be advantageous to use fewer fields. For example, if you are looking only for graduates of a specifi c class year who majored in English, you can enter that class year and major and bring up all of the English majors who graduated during that year. This will, of course, bring up numerous names and require more time to search for a specifi c person. In the event that you ve exhausted all the search possibilities you can think of and still haven t found the person you re looking for, there s still one more option. In the center of the page, you will notice a link entitled Let Us Help You Find Them. Selecting this link allows you to send a message to your Tag Team support staff, which will work with you to track down that individual. Of course help is always a phone call or away. In the bar down the right-hand side of the page, you will always fi nd the phone number and address for the Tag Team support staff. Now it s time to get out there and start fi nding your friends. Happy hunting! The List/Status Page Figure 13 - If you are unable to locate a friend despite your efforts, you can click the Let Us Help You Find Them link, and a member of the Tag Team support staff will assist you in tracking down your friend. Beginning with the second time you log into the Volunteer Hub, you will be automatically directed to the List/Status page, which provides a complete listing of all the friends you ve reserved, along with details about whether and how much they ve pledged, whether they re volunteering, and what steps you ve taken with each particular friend. You can store up to 15 friends on your list at any time, and they are displayed in red, underlined text down the left-hand side of the page. By clicking on one of your friend s names, it will open that friend s profi le page, which allows you to update that friend s status, contact that friend, and carry out a variety of tasks. You will learn more about this in the section entitle Friend Profi le Pages. Your friend list consists of seven columns: View Friend s Profi le Under View Friend s Profile all of your reserved friends are listed alphabetically, with last name fi rst. Figure 14 - The List/Status page is a quick reference page where, at a glance, you can see all your reserved friends and review their status

9 Once again, you can view each friend s individual profi le page by clicking their name. By clicking on the View Friend s Profi le column header, you can organize the list in alphabetical or reverse alphabetical order. Donating Yes/No The Donating Yes/No column displays a Y next to your friends name if they ve agreed to donate or an N if they ve declined to donate or not committed either way. Clicking the Donating Yes/No column header will sort your list according to those who have pledged or declined. Friend s Status Under Friend s Status each of your friends will be identifi ed either as Pledged if you have recorded a pledge, Active if you are in the process of contacting a friend but have not received a pledge or decline, or Declined if you have reached that friend and they are not interested in contributing. Again, you can sort the list according to these designations by clicking the column header. Pledged Amount Figure 15 - You can sort your friends on the List/Status page by clicking the column headers. The Pledge Amount column lists the amount of each friend s pledge commitment. If a friend has not committed to a pledge, it will read $0.00. As always, you can sort the column from low-to-high or high-to-low by clicking on the column header. Volunteer Yes/No Volunteer Yes/No identifi es which friends have agreed to join you as a volunteer for the campaign supporting the BSC. You are encouraged to recruit as many of your friends as possible to join the Tag Team in this historic effort. A Y indicates that a friend has chosen to join the Tag Team, and an N shows they have declined volunteering. Click the column header to sort your friends accordingly. Last Step Completed Last Step Completed is your status update column. At a glance you can identify where you are in the process with each of your friends. If you have recorded a pledge for a friend, it will show Pledge under the last step you completed with that friend. If you have recorded their pledge and sent them a Thank You letter for contributing, it will indicate Thank You. Other steps you may have taken could include Sent or Sent Additional Info. Figure 16 - You also can sort your friends by using the scroll box in the upper left of the List/Status page. 19

10 Remove The fi nal column indicates Remove. If you have a friend you have been unable to get in contact with or perhaps you would like to remove a friend to clear space for a different friend, you can use this option to remove a friend from your list. Simply click the word Remove next to the appropriate friend. A confi rmation window will open that makes sure you really want to remove that friend. Click Yes to remove the friend or No to return to the List/Status page. Once a friend has committed to a pledge, they become a permanent part of your list and can no longer be removed. However, a friend who has pledged will no longer count toward your limit of 15 active friends, and you can add additional friends for each friend who has pledged. Notes Additional assistance is always available in the upper-right of your Volunteer Hub work area, represented by gray text and small icons: Figure 17 - If you are unable to reach a friend, you can remove him from the list and return him to the pool of available friends. This is done by clicking the Remove option in that friend s row. Video Guide allows you to immediately view the online tutorial for the page you are currently using. It will open in another window on your screen and begin playing. Help directs you to the Contact Us screen, where you can send a message to your Tag Team support staff and receive assistance within one business day. Print opens a printer-friendly version of your List/Status page in a new window. If you would like a paper copy of your friend list, click the Print This Page button in the lower-left. You can search for additional friends to add to your list by selecting the Add More Friends link in the lower-left or by selecting the Find a Friend tab in your Volunteer Hub work area. Figure 18 - On each page of the Volunteer Hub Work Area, you can obtain help or view tutorials by selecting the correct icon in the upper right

11 The Friend Profile Page Perhaps the most important and functional pages within the Volunteer Hub are the individual profi le pages for each of your friends. These pages provide you a number of options for updating your friend s contact information, contacting your friend, viewing an activity log of your interaction with a friend, and recording a friend s pledge information. You cannot view these pages until you have reserved a friend through the Find a Friend page, and these pages can only be accessed through the List/Status page. To view a friend s profi le page, simply locate your friend on your Friend s List and click on his or her name. Updating a Friend s Contact Information Once you have accessed a friend s profi le page, you will fi nd your friend s contact information, including Mailing Address and Phone Number, according to the University s most recent records. If you know of or fi nd updated contact information for that friend, you can update that information by clicking the Update Contact Information link. Figure 19 - You can contact your friend and update her pledge information through her profile page, which is accessed by clicking her name on the List/Status page. Selecting this link will open a page with corresponding blanks for all of a friend s potential contact information. Simply delete outdated information from these boxes and type in new information by using your mouse to locate the cursor within the boxes. When you are fi nished, select Update Information at the bottom of the page. A confi rmation box will appear asking you if you are sure you wish to update this profi le, and you can click OK to update the profi le. This is followed by a second screen which thanks you for the updates and explains how your updates will take 2-3 days to show in the system. You can return to your friend s profi le at this time by selecting the Friend s Profi le link at the bottom. If you decide not to make changes, you can return to your friend s profi le page by clicking the Back button on you internet browser. Figure 20 - If you have or come across current contact information for a friend, you can update that information through the Update Contact Information link

12 Step One: Contacting a Friend There are two steps to complete on each friend s profi le page. The fi rst is to contact that friend. Under Step One, you will fi nd fi ve buttons supporting different ways you can contact your friend: Selecting Send will open a new window with a suggested to send to your friend. An address must be available in order for you to use the feature. If the University has an address available for that friend, it will automatically appear in the To fi eld. If no appears but you have your friend s current address, you can type it into the To fi eld. You also can type your preferred into the From fi eld if you would prefer to use a different than the one provided. You are provided the fl exibility to edit any portion of this , from the Subject on down through the body. Remember, the text provided is only a suggestion, and you should personalize the so it sounds like it is really coming from you alumni reconnecting with alumni is the heart of this campaign! When you are fi nished, click the Send button, and the window will close, returning you to your friend s profi le page. You will notice that once the is sent or any of the contact activities are fulfi lled, it will noted on your friend s Activity Log. This is a great place to visit if you need to remember where you are in contacting a friend. Figure 21 - Step One of your friend s profile page is to contact your friend. The Volunteer Hub provides you with discussion points and sample letters to assist you in making an effective case to your friends. Other options for contacting a friend include: Phone Call Selecting this option will open a new window featuring your friend s phone numbers and a list of supporting points you might cover during your conversation. Once again, the phone call should be comfortable for you, so please structure it to your preferences and use only the points and suggestions you are comfortable with and which fi t best into your particular conversation. In the upper-right, there is an Add Comment box. Feel free to leave notes to yourself about the call that you would like included in that friend s activity log. To close the window, click the Add Comment box. If you do not wish to add comments, you can close the window at anytime by selecting the Close This Window link in the top, right-hand corner. Meet in Person If you are planning on seeing your friend in person, you can select this option to view a list of potential discussion points about the Bicentennial Student Center. You will again have the option to leave comments about your discussion in the activity log. Figure 22 - When you choose to a friend, a window opens with a suggested for you to use. Please personalize the for each friend

13 Download Letter You also have the option to contact your friend by mailing a letter to assist you with write a letter, this option allows you to download a suggested letter in Microsoft Word format. Simply download the letter like you would any other fi le you would download from the internet, and you will be prompted to either open the fi le or save it to a location on your computer. Once opened in Word, you can edit and save the fi le using all the features that are typically available through the program. Again, please personalize the letter so it is most comfortable for you. Send Additional Information If you have contacted a friend who is not ready to commit but is interested in learning more, you can choose this option. A window will open with your friend s contact information. Review it to ensure it is correct. There is also an Other box, where you can type a note to the Tag Team support staff. To submit the request, click the Send Additional Information button at the bottom. Your Tag Team support staff will get the packet in the mail to your friend within the next business day. Step Two: Entering Pledge Information Figure 23 - If a friend would like to learn more about the BSC before committing, you can click the Send Additional Information to request a BSC brochure for that friend. Step Two on your friend s profi le page is to enter his or her pledge information. Each friend s profi le page includes a suggested pledge amount for that friend based on year of graduation and donor status. If your friend has decided to pledge or declined to pledge, simply select the appropriate option and click in the corresponding circle preceding that option. Your options are Is Making a Pledge and Has Chosen Not to Make a Pledge. If the friend has Declined to Pledge, his record will be immediately updated and you can return to your List/Status page by clicking the appropriate tab. Your friend will now be listed as Declined under status. If that friend later decides to pledge, you can go back to their profi le page and select the click here to reset pledge link at the bottom of the profi le. If your friend has decided to pledge, there are several fi elds to enter additional information: Pledge amount should include the total pledge amount. For instance, if the person decides to pledge $200 a year for three years, the pledge amount is $600. Figure 24 - Step Two on your friend s profile page is enter your friend s pledge information, if he decides to pledge

14 Duration provides a time frame of between one and fi ve years, during which the pledge will be fulfi lled. Click on the down arrow on the right of the box to see and select the chosen duration. Frequency indicates how often the donor wishes to be billed. The options in the scroll down box include Annually, Monthly, Quarterly, and Bi-Annually. A handy feature of this page is the Calculate Pledge option. Once you have entered a Pledge Amount, Duration, and Frequency, you can select this option and it will show you the total number of payments and the amount of each payment. For instance, if someone pledges $600 over three years and wishes to be billed monthly, the pledge calculator will tell you that there will be 36 payments of $17 each. You also are able to enter a First Billing Date, which indicates when the donor would like to start payments. This fi eld is optional and your Tag Team support staff will work with your friend to ensure they are billed properly once you have entered the pledge. There is one additional option on this page. If your friend wishes to join you on the Tag Team and contact friends of his or her own to support the BSC campaign, click in the box preceding Check box if Friend Has Agreed to be Tagged as a Volunteer. Figure 25 - You can choose between various payment frequencies and durations by selecting the scroll boxes while entering pledge information. Once you have fi lled out all the necessary information, click the Update button, and the pledge will be recorded. A confi rmation box will confi rm whether or not you really want to update the profi le. If you click OK, the profi le will be updated and you will be redirected to the List/Status page, where you can choose another friend to contact or update. Once you have updated a profi le with pledge information, you will not be able to go back and make changes. If you have incorrectly entered the pledge, please contact your Tag Team Support Staff as soon as possible. Figure 26 - Selecting payment calculator allows you to break a friend s pledge amount into annual, monthly, quarterly, and biannual payments over a fixed number of years

15 mypoints The fi nal tab is entitled mypoints and allows you to check your own progress. Tag Team members earn points in a variety of ways for participating in the BSC Volunteer effort. You can see where you rank and track your progress toward a number of prizes and recognitions through this page. Upon opening the mypoints page, you will see a summary of the points you ve accumulated so far: Friends Selected Points are awarded each time you reserve a friend to your list. Friends Recruited Points are awarded each time you recruit a friend to join you as a BSC Volunteer and contact friends of their own. Pledge Points are awarded based on the number of dollars your friends pledge in support of the Bicentennial Student Center. You also receive points for making your own pledge. Engagement Points are awarded for being active in the Volunteer Hub as well as a Miami alumnus/a. Points are awarded for accessing your volunteer page, attending Miami alumni events, and for fun challenges that will be issued by your Tag Team Support Staff. Figure 27 - The mypoints page is a fun place to visit to view your progress and the progress of your fellow Taggers. Your involvement as a Tag Team member earns you points toward a number of prizes and recognitions. You will receive additional details at a later date about how many points are awarded for each achievement. At the bottom of the page, all 10 of the Volunteer Points Levels are identifi ed. Once you have reached one of these levels, the Tag Team Support Staff will automatically send you the prize or recognition you have earned. For the competitors among you, the bar on the right-hand side of the points page allows you to view the top Tag Team point earners. You can sort this list by Class, College, City, State, and even Last Name, and view the top point earners from each prospective category. Figure 27 - You can view the top Taggers broken down by a variety of criteria, by selecting the Top Performers scroll box