Volunteer Leader Entry in Enrollment

Transcription

1 System for University Planning, Evaluation & Reporting Volunteer Leader Entry in Enrollment Programs in agriculture and natural resources, 4-H youth development, family and consumer sciences, and resource development. University of Tennessee Institute of Agriculture, U.S. Department of Agriculture and county governments cooperating. UT Extension provides equal opportunities in programs and employment.

2 Contents Introduction... 3 Searching for an Enrollee... 3 Volunteerism Tab... 3 Volunteerism Section... 4 Setting an Enrollee as a Volunteer... 4 Volunteer Levels... 4 Ending Volunteer Service... 5 Volunteerism History... 5 Volunteer Base Program(s) Section... 5 Child Protection Section... 5 Add Date Pop Up... 6 Background Check... 6 Child Protection Training Completed... 7 National Sex Offender & TN Abuse Registries... 7 Request Background Check... 7 TN Law on Mandatory Reporting of Child Abuse... 8 Application and Initial Training Section... 8 Approved Application... 8 Core Training for Extension Volunteers... 9 Certifications Section... 9 Enrollment Lists... 9 Volunteer List... 9 Enrollment Lists: Child Protection List Enrollment Rollover

3 Introduction Volunteer leaders must be both enrolled in SUPER and identified as a volunteer before they begin volunteering for any program. Volunteer service will be marked with begin and end dates. The Begin Date will be the date they are identified as a volunteer and begin volunteer service. Enrollees who are no longer serving as volunteers will have an End Date set which will either be the date they are marked as no longer a volunteer or the date of the Enrollment Rollover. Searching for an Enrollee For an Enrollee not currently enrolled in the Enrollment module, click Enrollment > Enroll. Complete the information in the pop-up window and click Save. (See the Enrollment toolbox for additional information on enrolling clientele.) If the person is already enrolled in the Enrollment module, complete a search to locate and edit their information. Click Enrollment > Search. Choose the county in the dropdown and enter their last and/or first name. Click the orange Search button to start the search. Click the name to display the enrollment data from the search results. Volunteerism Tab Click the Volunteerism tab to display volunteer status for the individual. The Volunteerism tab is divided into five sections: Volunteerism, Base Program(s), Child Protection, Application & Initial Training, and Certifications. This enrollee is not currently listed as a volunteer as noted by the lack of a Volunteer Number and an NA in the Volunteer Level, Start Date and End Date fields. Additionally, there are no base programs selected and no dates filled in for the Child Protection, Application & Training, and Certifications sections. Figure 1: Volunteerism Menu Figure 2: Enrollment Volunteerism 3

4 Volunteerism Section The Volunteerism section is where a person is set as a volunteer, their level is chosen and a volunteerism start date established. Setting an Enrollee as a Volunteer Click the orange Edit button to classify this individual as a volunteer. The Yes and No radio button next to Extension Volunteer, on the Volunteerism pop-up window are used to classify or declassify an enrollee as a volunteer. Click Yes to set the enrollee as a volunteer. Figure 3: Volunteerism pop up window When Yes is clicked the Volunteer Level dropdown will become active. Choose the appropriate Volunteer Level (see the volunteer decision tree at for more information on choosing Volunteer Levels) The Start Date will default to the current date and represent the official start date of volunteer service. Click the orange Save button to save the data and return to the Volunteerism tab. The page will refresh and the Volunteer Level will be highlighted. Volunteer Levels There are three adult and two youth volunteer levels. Choose the appropriate level based upon the volunteer s expected duties. The Volunteer Level will determine what additional information, i.e. background check, TN Law Form, etc. is needed for each volunteer. Choosing the volunteer level will make the needed areas active. Figure 4: Volunteerism Section: Level 1 Adult Volunteer Level 1 Adult Volunteer: Approved Application Level 2 Adult Volunteer: Approved Application, National Sex Offender Registry, TN Abuse Registry Level 3 Adult Volunteer: Approved Application, National Sex Offender Registry, TN Abuse Registry, TN Law form, Child Protection Training, and Background Check Level 1 Youth Volunteer: Approved Application Level 2 Youth Volunteer: Approved Application, TN Law Form, and Child Protection Training 4

5 Ending Volunteer Service When an enrollee is no longer serving as a volunteer there are two ways to set an End Date. The first is through Enrollment Rollover. Volunteers who are inactive at the time of rollover will have an End Date set to the date of the rollover. Figure 5: Volunteerism Tab with End Date. The second is by manually setting the Extension Volunteer radio button to No. To manually set the radio button to No, click the Volunteerism tab and then click Edit. In the Volunteer Edit pop up window click the No radio button. An End Date with the current date will appear. Click Save to save the End Date. The Volunteerism tab will be visible with the end date (Figure 4). Volunteerism History If the volunteer has several periods of volunteer service an orange plus sign will be visible under End Date. Clicking the plus sign will display all the service dates for a volunteer Volunteer Base Program(s) Section To choose one or more base programs, click the orange Edit button in the bas program section. In the pop up window select the base program(s) in which the volunteer will be working. Complete the other fields, Approved Application, Core Training Date, and Certification date if appropriate. Click the orange Save button to save the data and return to the Volunteerism tab. (Figure 5). Figure 6: Volunteer Base Program Child Protection Section The Child Protection Section contains all of the items for tracking compliance with University Programs for Minors compliance. Depending on the Volunteer Level selected in the Volunteerism section a number of items may be highlighted. Completion of these items will be necessary to ensure the volunteer is in compliance with University policy. 5

6 Figure 7: Child Protection Section Level 1 Adult Volunteer Figure 8: Child Protection Section Level 2 Adult Volunteer Figure 9: Child Protection Section Level 3 Adult Volunteer Add Date Pop Up When the orange Edit button is clicked a pop up window will appear with a drop down and a date selector. The drop down will include the items listed in the Child Protection Section. Depending on the dropdown item selected additional actions will be possible. Figure 10: Add Date pop up window Background Check To enter a background check select the Date Type of Background Check. When selected, an additional dropdown will appear labeled Authority. Choose the Authority and select the date the background check was completed from the date picker. Click the Upload Background Check Results link to have a pop up appear with upload capability. Click the Browse button and select the form to be uploaded and click Save. Click the orange Save button when complete. The pop up window will close and the Figure 11: Background Check pop up widow 6

7 Volunteerism tab will refresh with the date added. For county offices, an Add Local Authority link will be visible. Clicking this like will bring up another pop up window with a text box to allow county personnel to enter a local authority like the county sheriff s office. To add the local authority click the link, add the authority name in the text box and click the orange Save button. For departments, the authority will be pre-filled in with the University background checking agency Truescreen. Child Protection Training Completed To add the date Child Protection Training was completed choose Child Protection Training Completed from the Add Date drop down menu. Choose the date from the date picker and click the orange Save button. The pop up window will close and the Volunteerism tab will refresh with the date added. National Sex Offender & TN Abuse Registries The National Sex Offender and TN Abuse Registries work similarly. When either registry is chosen from the drop down an additional drop down will be visible labeled Person Checking which contains a list of the people in the county/department. To add a date select the person who checked the registry in the drop down and choose a date from the date picker. Click the orange Save button do close the pop up window and refresh the Volunteerism tab. Figure 12: Child Protection Training Completed pop up window Figure13: National Sex Offender & TN Abuse Registries pop up window Note: The person checking does not have to be the same person entering the date information. Request Background Check The Request Background Check function will facilitate background checks through the University authority Truescreen. Since the background check information will be sent to the volunteer via they must have an address. If they do not have an address already in SUPER an additional pop up window will appear allowing one to be added to their Enrollment record. Figure 14: Request Background Check pop up window 7

8 When requesting a background check the fee will be automatically charged to the county/departmental E account. Once the orange Save button is clicked an will be sent to the University HR department with the name and address of the volunteer along with the account to charge. The University HR department will process these background checks and report the results to Extension HR to post to the volunteer s enrollment record. Click the orange Save button do close the pop up window and refresh the Volunteerism tab. TN Law on Mandatory Reporting of Child Abuse The TN Law on Mandatory Reporting of Child Abuse form must be signed by individuals who are Level 3 Adult Volunteer or Level 2 Youth Volunteers. This form only needs to be signed once unless the form is changed by the University. Once this form is signed it will also need to be uploaded to SUPER. To add the date and upload the form, select a date from the data picker. Click the Upload TN Law Form and a file upload pop up will appear. Click the Browse button and select the form to be uploaded. Click the orange Save button to save the form to SUPER and close the file upload window. On the Add Date window click the orange Save button do close the pop up window and refresh the Volunteerism tab. Application and Initial Training Section Figure 15: TN Law on Mandatory Reporting of Child Abuse pop up window Figure 16: Application and Initial Training Section Approved Application Each level of volunteer will need to complete an application. The application will then need to be signed and uploaded to SUPER in the Approved Application & Initial Training Section Choose Approved Application as the Date Type and the Volunteer Level appropriate for the volunteer. Note: If the Volunteer Level for the Approved Application does not match with the Volunteer Level in the Volunteerism section a warning will appear saying that they do not match. This warning will not prevent saving but serves as a reminder to make sure the two levels match 8 Figure 17: Approved Application pop up window

9 Select the date from the date picker and then click the Upload Application link. A file upload pop up will appear. Click the Browse button and select the form to be uploaded. Click the orange Save button to save the form to SUPER and close the file upload window. On the Add Date window click the orange Save button do close the pop up window and refresh the Volunteerism tab. Core Training for Extension Volunteers Choose Core Training for Extension Volunteers from the Date Type drop down. Choose the date from the date picker and click the orange Save button. The pop up window will close and refresh the Volunteerism tab Certifications Section Currently there are two certifications for Extension volunteers: Master Gardener and Shooting Sports. When volunteers complete training the certifications can be recorded in this section. Figure 18: Core Training for Extension Volunteers pop up window. Click the orange Edit button. The Date Type of Certification will be selected. Choose the appropriate certification from the Certification drop down and the date the volunteer completed the certification from the date picker. Click the orange Save button and the pop up window will close and refresh the Volunteerism tab Figure 19: Certifications pop up window Enrollment Lists Volunteer List A lists can be used to view all people from the Enrollment module who are entered as volunteers as well as track Child Protection items for compliance. To create a list click Enrollment > Lists. If you would like to start with a clean search the orange Clear Search Criteria button. Figure 20: Enrollment Lists General tab 9

10 Select the Contact Info tab. If you would like to include inactive records in your list check the Include all inactive records box. Figure 21: Enrollment Lists Contact Info tab Click the Volunteerism tab. Figure 22: Volunteerism Tab Search In the search criteria, select Yes for Extension Volunteer. For Date Range, select a From and To date using the drop-down selection boxes. Other search options may be used to refine the search include Base Program, Approved application, Volunteer Level, as well as, Core Training and Certification date range. The search results will return all individuals who are classified as volunteers for the date range selected. A summary of racial/ethnic statistics and gender statistics is shown with the individual names. The individual names can be selected to edit or verify individual information. The list can be exported to an Excel spreadsheet by clicking the orange Export to Excel button. 1

11 The search criteria can be saved for future use by clicking the orange Save Search Criteria as New Unit List button and entering a name for the list. Additional criteria can be added to the search based upon the needed report. For example, to create a search for TNCEP Coalition members, use the criteria described above and then click Clubs/Groups. In the Membership Type dropdown choose Tennessee Nutrition and Consumer Education Program. In the TNCEP box choose Coalition Member and click Search. The results will display all of the volunteers who were assigned the role of TNCEP Coalition Member. Enrollment Lists: Child Protection List A list of volunteers with their corresponding child protection information, i.e., background check, registry checks, etc., can be obtained using Enrollment Lists. On the General tab check the Child Protection Report check box. If inactive records need to be included check the Include all inactive records on the Contact Info tab as would be done for a standard list search. On the Volunteerism tab choose Yes for Extension Volunteer to include only volunteers. For Date Range, select a From and To date using the drop-down selection boxes. Other search options may be used to refine the search include Base Program, Approved application, Volunteer Level, as well as, Core Training and Certification date range. An additional filter for a specific Child Protection item such as background check, child protection training completed, etc., may also be applied. Click Search. The results for a Child Protection List will appear. 1

12 The list may be downloaded in Excel by clicking the orange Export to Excel button. Enrollment Rollover During Enrollment Rollover active volunteers are set to inactive. Volunteers who were inactive during the year will have an End Date set to the date of the rollover. This will declassify them as volunteers and they will be no longer covered under risk management. To re-classify an enrollee as a volunteer follow the procedure outlined in the beginning of this document. Revised: John J. Toman, Extension Evaluation and Staff Development, August 2, 2016 Revised: Brad Greenfield, UTIA Information Technology Services; John J. Toman, Extension Evaluation and Staff Development, March 30, 2016 Revised: John J. Toman, Extension Evaluation and Staff Development, August 10, 2015 Original: David Yates, Extension Area Specialist-Information Technology 1