Provider User Guide Volunteering Hub

Transcription

1 Provider User Guide Volunteering Hub Welcome to our Volunteering Hub! In this how to guide: 1. Register (p2-4) 2. Add an opportunity (p5-8) 3. Accept applicants for your opportunities (p9) 4. Track or change your Provider details and opportunities (p10) with any questions. 1

2 1. Register 3. Register button 1. Go to 2. Select I m an Organisation 4. Fill in the boxes on the Providers details tab 2

3 NB: The address you provide for the organisation will default as the main contact and receive all communication relating to volunteers and the Hub. 5. Click continue registration button at the bottom of the page 6. Read & agree to the terms & conditions* *Please note that you may be asked to provide proof of current insurance policies at any time. It is important that you ensure your organisation has valid insurance covering the duration of your proposed volunteering opportunities. 7. Choose a password NB: A message will appear on the top of the screen & you will also receive confirmation that we have received your request to register & that it is pending approval. You will not be able to move further forward at this time. NB: Please note that you are able to change your password at any time by logging into your account and clicking on the notepad icon. This will open a details box through which you can change your password. 8. You may log out of the Hub until you have been approved. You will receive an confirming approval. 9. Once your registration has been approved, you can log back in and add your opportunities NB: You can add other members of your organisation should they wish to advertise opportunities as well. However, the you supply for the organisation will default as the generic contact for all communication regarding volunteers and the Hub. This is beneficial in that if a staff member were absent, the organisation will still receive communication and nothing will be missed. Alternatively, staff within your organisation may wish to advertise opportunities separately. To do this, they can register separately. This is beneficial in that only they will be dealing with their opportunities. 10. `To add another member of your organisation, log in, click Provider details at the top left. 3

4 11. Navigate to the Contacts tab. Click Add contact and fill in the boxes 12. Click Save changes NB: Please note that after registration approval, you are also able to upload a logo for your organization. An image upload box can be found underneath your organization description under the details tab. 4

5 2. Add an opportunity 1. Log in via NB: There is a time limit on the Add an opportunity page. Please do not leave this page idle for more than 30 minutes without saving or clicking the Next button as it is likely that any information you have entered will be lost. 3. Fill in the details on each tab: Opportunity, Details, Dates/Applying, Volunteers, Activity types, Employability skills 2. Select Add a new opportunity NB: in the Opportunities tab, there is a character limit in the Role summary box this is the information that will be seen by volunteers when they browse opportunities. 5

6 Make your Role summary clear, concise & informative, be enthusiastic to draw attention to your role. NB: in the Details tab, there is a character limit in the Responsibilities box - you may find there is not enough space to include all the information you would like to here. More information can be added in the Additional information box at the bottom of this section. NB: students will only be asked to register their interest. There is no facility for them to upload an application form or CV. You can request these in your advert if you wish 4. Click Next at the bottom of the page to move forward to the next tab 5. Fill in the boxes of the Dates/Applying tab. If you re unsure of the end date is - leave the date blank If it s an ongoing opportunity - leave out the end date The ad will be displayed until the end date you put in 6. Click Next 7. In the Volunteers tab, you can filter options to see your volunteers activity who has applied for your opportunity, who has & hasn t been accepted & who has withdrawn. This also helps us track volunteering activity. NB: In the Dates/Applying tab, you can enter a message to be included in the acknowledgement sent to volunteers from our Hub when they apply for your opportunity. This is optional. 6

7 8. Click Next 9. Select the activity types that apply to your opportunity 11. Select the University Schools to which your opportunity is applicable NB: For example, if you think a Biology student would be particularly suited to your listed opportunity, select Biological Sciences. You can select as many schools as you think are relevant. 10. Click Next 12. Click Next 7

8 13. Select the skills that volunteers may gain from your opportunity 15. Click Save changes to finish adding this opportunity NB: A message will appear on the screen & you will receive confirmation that we have received your request to add an opportunity & that it is pending approval. You will receive an confirming that it has been approved. 16. Log out if you are finished or click Opportunities to add another opportunity 14. Click Next NB: Once the end date or deadline for an opportunity has passed, the opportunity will no longer appear when volunteers browse opportunities. 8

9 3. Accept applicants for your opportunities 5. Get in touch with the volunteer via the contact details they have provided to discuss their application further and ascertain their suitability 6. After ascetaining their suitability, if you decide to accept a volunteer to volunteer with you, please accept them on the Hub by clicking the green button to the right hand side of the volunteer s name marked with a tick 1. When a volunteer registers their interest in your opportunity, you will receive an notification from mail@eusa.ukmsl.net on behalf of volunteering@eusa.ed.ac.uk. If you have an spam filter, you must add these addresses to your trusted or white list to ensure you receive them. This will prompt you to get back to them within 5 working days as per our T&Cs. 2. To view the volunteer s details, log in to your account on the Volunteers Association website 3. Click the opportunity the volunteer has expressed an interest in 4. Navigate to the Volunteers tab where you will see the volunteer s contact details (some may provide an & phone number) as well as the date they applied NB: To apply for an opportunity, volunteers simply select activities that they are interested in. They are not required to write a bio or provide further details about themselves. 7. Ensure to click Save changes 8. OR, if you ascertain that they are unsuitable, click the red button to the right of the green button to decline them. 9. Sign-in sheet is a download you can use to get the volunteer s details. You can filter it by the buttons above. NB: In the Volunteers tab, you can filter options to see your volunteers activity who has applied for your opportunity, who has & hasn t been accepted & who has withdrawn. This also helps us track volunteering activity. NB: Volunteers can still apply for your opportunity if it remains active on the Hub, even if it has been filled. To 9

10 prevent further volunteers applying, please us to delist your opportunity. 4. Track or change your Provider details and opportunities 1. Log in to your account via the Volunteers Association website 2. Select Provider details to make changes about yourself or organisation. 3. Select Opportunities to: View details of your opportunities Change details of your opportunities, such as dates, etc. View activity of volunteers who: has applied, been accepted, wasn t accepted, has withdrawn NB: Make sure you save your changes by navigating to the Save changes tab and selecting Save changes. 4. If you no longer wish to advertise an opportunity, log in to your account, view the opportunity and change the deadline in the Dates/Applying tab to a past date 5. If you wish to re-advertise an opportunity, follow Step 4 above and change the end date and deadline to a future date or leave them blank. NB: Please keep your Provider s details and opportunities up-to-date. This ensures: You are receiving up-to-date information from us Our volunteers receive up-to-date information about your opportunities and don t apply for any that are no longer available A high quality experience and service all round. 10