Volgistics & You: A User s Guide

Transcription

1 Volgistics & You: A User s Guide Sara Curtis, Project Manager The Cuyahoga Valley National Park s Volunteers-In-Parks program s distinct website is: It can also be accessed from the Conservancy website: And the National Park Service website: This URL should take you to a log in page that looks like this: 3 rd ed Page 1

2 If you simply type in you will arrive at the administrative login, it will look like this: You CANNOT get to your profile from this login screen. You MUST use the VIP s distinct URL. Login: USERNAME: is the address you have previously supplied the park. If you need to change your address, you may do so from the profile tab. PASSWORD: your initial password will be sent to your address if you click the link for Forgot Password. If you have difficulties logging into the system, please contact the Volunteer Management Office. 3 rd ed Page 2

3 Home Tab: The first screen you will see will be your home screen. It will look like this: 3 rd ed Page 3

4 The home screen contains information about what is going on in the park, your assignments, upcoming Days of Service information, forms for volunteer programs, and the current Volunteers-In-Parks handbook. The home screen also contains all the additional tabs you will be using to update your profile, schedule yourself, and submit your volunteer hours. 3 rd ed Page 4

5 Additional Reports: Program Specific reports can also be accessed from the home page. By clicking on the photo associated with the appropriate report, you will be redirected to the Survey Monkey website to fill out your report. An example of a Survey Monkey report can be found on the next page. Please complete the report just as you would the paper version. 3 rd ed Page 5

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7 My Profile Tab The My Profile tab contains all of your personal information. For existing volunteers, your information will be transferred from the current database, Raiser s Edge, to the new system, Volgistics, by a conversion process called Jump Start. It is encouraged that you review the information that has been transferred to assure that it is the most current. Any changes you make on your profile will automatically update the Volunteer Management Office s records. The My Profile tab is broken out into different sections, with a SAVE button under each. You only need to hit SAVE after you have completed entering ALL of your information; you do NOT need to hit SAVE after each individual section. The MY Profile tab looks like this: 3 rd ed Page 7

8 PLEASE NOTE THAT ANY FIELD WITH AN * IS MANDATORY AND MUST BE FILLED IN. THESE FIELDS SHOULD CLOSELY MATCH THOSE OF THE VOLUNTEER AGREEMENTS, AND THEREFORE, THOSE THAT ARE REQUIRED ARE THOSE THAT ARE REQUIRED BY THE NATIONAL PARK SERVICE/DEPARTMENT OF INTERIOR FOR REPORTING PURPOSES. THE VOLUNTEER MANAGEMENT OFFICE WILL NOT SHARE YOUR INFORMATION WITH ANY THIRD PARTY ORGANIZATION. Also, please note that directly under your contact information is a selection of what types of s you can receive from Volgistics. You may opt in and out at your discretion; however, please remember that if you opt out of Schedule and Checklist reminders, you will be responsible for keeping track of your volunteer and training schedule. 3 rd ed Page 8

9 Your profile page is also where you can manage your skills and availability as they change, as well as keeping your emergency contact up to date. REMEMBER, YOU ONLY NEED TO HIT SAVE AFTER ALL YOUR CHANGES HAVE BEEN MADE. Additionally, you may choose to upload a photo of yourself. Your photo will only be available to Volunteer Coordinators and yourself on your profile and on your volunteer record on the administrative side. When you are finished updating your profile, do NOT hit the EXIT button this will exit you from the entire program. In addition, you CANNOT use the browser back button when navigating through the program; you must use the different tabs. 3 rd ed Page 9

10 My Schedule Tab This tab is where you will sign up for volunteer activities if your supervisor decides to utilize this feature. Clicking on this tab will bring you to Calendar with the current opportunities in your volunteer program. Available opportunities will appear with an orange help wanted bubble on the specific date. Click on the date that you are interested in volunteering on. You will then be brought to a screen that looks like this: 3 rd ed Page 10

11 If you are not interested in the volunteer opportunity for that day, simply hit the CALENDAR VIEW button to return to the main schedule page. If you would like to sign up to volunteer for the opportunity, simply click SCHEDULE ME. Once you click SCHEDULE ME, you will be directed to a confirmation screen: 3 rd ed Page 11

12 The confirmation screen will review what volunteer opportunity you are signing up for, the date and the time. It will also show you the coordinator s information. If you decide NOT to sign up, simply click NO to return to the schedule. If the assignment is correct, then click YES to continue. Clicking YES will then direct you to this page: 3 rd ed Page 12

13 This is the Confirmation page, and at this point, you have signed up for the volunteer opportunity. Click Continue to return to the schedule calendar. If you have signed up for a volunteer opportunity, and can no longer attend, you may remove yourself from the schedule for up to 2 weeks prior to the event, by clicking on the REMOVE ME button: 3 rd ed Page 13

14 If you need to cancel with less than 2 weeks until the event, you will need to contact your supervisor directly. 3 rd ed Page 14

15 My Service History The My Service History tab is where you can look up your previous volunteer services. When you click on this tab, it will direct you to a page where you can see your year-to-date hours and your lifetime hours. Your hours, mileage (if any), and your visitor contacts (if you are required to track them), will be presented by year, as seen below: To expand out and see what dates you participated in volunteer service, you click on the individual year you would like to view (2015,2014, etc.). Clicking the year will bring you to a screen like this: 3 rd ed Page 15

16 By selecting a specific date, it will bring you to a screen displaying the assignment, hours, mileage, and visitor contacts related to that particular service. 3 rd ed Page 16

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18 Time Sheet The Time Sheet tab is where you will enter the time for all of your volunteer service. Clicking this tab opens a screen that will prompt you for the date, the assignment you participated in, your total amount of volunteer service hours (INCLUDING DRIVE TIME), your mileage (if you choose to track it), and your visitor contacts (if you are required to track them). It will also show you the last 5 volunteer service entries you recorded. 3 rd ed Page 18

19 Once you have entered all the information you need to record, click the Continue button. This will bring you to a screen to confirm your entry is correct. Please look over your entry carefully as if it contains a mistake and you submit it, you CANNOT edit it yourself; you will need to contact your supervisor or the Volunteer Management Office. Once you submit your hours (by clicking Yes) you will be brought to a confirmation screen to let you know your time has been posted. 3 rd ed Page 19

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21 Account Tab Your Account tab is where you can manage your password: You can also manage your options for receiving and text messages. Please note that if you choose to receive text reminders, texting rates based on your phone plan may apply. In addition, if you choose text Schedule and Checklist reminders, you will not receive the reminders. 3 rd ed Page 21

22 Additional Information For addition support, please contact Sara Curtis, Volunteer Services Project Manager, at or rd ed Page 22