Steps for Vetting a Volunteer in YEAH

Transcription

1 Steps for Vetting a Volunteer in YEAH 1. Counselor: the volunteer a link to Please cc: your District Group Coordinator on this so we know what club the volunteer is associated with. Also state if this volunteer is on the youth exchange committee ( It will require them to annually renew their Dept. of State training. 2. Volunteer: Completes the volunteer application from the link. 3. Volunteer: After completion, volunteer receives an thanking them for the application and notifying them of the need to complete a Criminal Background Check (CBC). Counselor is cc:d on this References: Simultaneously, the volunteer three references receive an with a link to the reference form requesting their input on the proposed volunteer. This will come from rye5130info.gmail.com@yehub.net and they may need to look in their Spam/Trash folder. 5. Volunteer: In addition, the volunteer will receive an with a link to complete the Youth Protection Awareness (YPA) and another to the Youth Protection Certification (YPC) training. 6. Volunteer: If the volunteer is on the YE committee, they will be required to complete the Department of State (DoS) training. They will receive a link to the training. Volunteers who only assist with such items as transportation are not required to complete this traiing. 7. District: When the CBC, References, YPA, YPC, and if necessary DoS training, are received the District Compliance Officers will review the documents and approve the Volunteer. Note: As a club counselor, your volunteer vetting tasks are fairly easy. You will be required to send the volunteer the link included in Step One and then follow up with them to ensure they started the process. The following information describes the steps the volunteer will take and is designed to familiarize you with the process. 4/13/2016 1

2 When the volunteer enters it will take them to this page. If it is a volunteer, they would select Begin a new Volunteer application which takes them to the display below OR If they are renewing or continuing their previous application they would use the Renew or continue my application option. The link will take them to the form already populated with their previous answers. The volunteer will enter their address 4/13/2016 2

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9 Background Check You will receive an similar to this. Note your background check #. While the Federal check takes a few minutes the county From: charliek@pacific.net To: Date: Subject: You have been invited to complete a background screening. Dear (Name of recipient), check may take 4-7 days. You have been invited to complete a background screening as a potential Volunteer or Host Family with Rotary District 5130 Youth Exchange. Click on the link below or copy and paste it to a new browser window to complete the background screening process. BackgroundCheckNumber=(# specific to recipient) If you are prompted, you must enter the following information: Background Check Number: (# specific to recipient) Last Name: (Last name of recipient) The above link and background check number will expire on (expiration date and time) Thank you This is intended for the recipient only. If you are not the intended recipient please disregard, and do not use the information for any purpose. The link will take you to the following form. April 13,

10 Here are the 3 parts to the criminal background check form. Note: The above information will auto populate the summary page. (See next page) 4/13/

11 Click Edit if any changes are needed Note: If you Quit without clicking Save, the system will not save your information. Your background check will not run. You will need to start over from the beginning when you return. If you click Save before you Quit, you will be provided with a reference code to enter when you return to the site to pick up where you left off. You may need to enter a second address 4/13/

12 Volunteer References Note: This is an example of the the three references will receive and the questions they are asked. It will come from which may require them to Dear Reference, look in the Spam/Trash folder. SUBJECT: Request for a Personal Reference Your name has been given to us as a personal reference by (volunteer s name), as part of an application to serve our organization as a volunteer. We would greatly appreciate your help in this process, by clicking on the link below and completing our brief Volunteer Reference questionnaire. (If you have trouble clicking on this link, you can copy and paste the full link into your browser.) Here is the direct link to use for the questionnaire: Link specific to reference and volunteer Thank you in advance for your help. If you have any questions, or would like to speak to someone personally, please contact, the District Inbound Coordinator at rotary.nancydean@gmail.com QUESTIONS 1. Are you a relative (parent, step-parent, cousin, aunt, uncle, etc.) of the applicant named above? If Yes, please explain: 2. Are you a Youth Exchange Officer for a Rotary Club or District, or otherwise directly involved in Rotary Youth Exchange? If Yes, please explain: 3. How long have you known the applicant? 4. How or in what context do you know the applicant? 5. What about the applicant best qualifies him or her to be a Rotarian Volunteer? 6. Do you have any concerns about the applicant interacting with youth? If Yes, please explain: 7. Do you know of anything that could prevent the applicant from being effective in this role? If Yes, please explain: 8. Is there anything else you'd like to tell us about this potential volunteer? If your references don t respond in 5 days they will receive a reminder with the same wording as the original . 4/13/

13 Youth Protection Awareness Training Dear Volunteer, Below is link to the Rotary District 5130 Youth Protection Awareness class. Please use this link to complete the training course: is volunteer specific This link allows you to enter the training site with an identification number. PLEASE save this before you begin the course. Whenever you wish to return to the site, you may do so using the saved . If for some reason you lose the , contact your district administrator (District Compliance Officer, District Chair, etc.) and they can send you another training invitation. When you finish the exam and click on "finish", your passing score will be automatically sent to your district administrator. Failed scores will not be recorded. You will then have to close the browser (leave the site). You can return and take the exam as many times as you like. You may also want to print your results after successfully completing the course, for your own records, but it is not required. Good luck. This training takes about 45 minutes. While it is not required to print your results, please print at least the first page with your final score and provide it if asked. 4/13/

14 Youth Protection Certification Training Dear (name of applicant), Below is link to the Rotary District 5130 Youth Protection Certification course. This is your personalized link to take the course: is volunteer specific. Do NOT forward this to anyone else, since the link is tied to your personal record. PLEASE save this before you begin the course. Whenever you wish to return to the site, you must do so using the hyperlink in the saved . When you complete the exam, click on FINISH. Your passing score will be automatically recorded. You should then close the browser (leave the site). You can return and take the exam as many times as you like. You may also want to print your results after completing the course, for your own records. While it is not required to print your results, please print at least the first page with your final score and provide it if asked. 4/13/

15 Additional Training for Club and District Youth Exchange Personnel If you are a club or district youth exchange committee member, you must complete the following. It must be renewed every year. You will receive an giving you links to this training. The material covers the rules and regulations covering youth exchange for secondary school students U.S. Department of State Annual Certification Notice Trainee: Your Name Organization: DOS Local Coordinator Training Program Sponsor: Wessex, Inc. Course: Local Coordinator Training 20xx-20xx Course Code: Last Trained On: Date Training Due By: Date This message is to remind you that you are due for your U.S. Department of State mandated certification. To access the module, please proceed to the DOS Local Coordinator Training Training system. To launch the course, go to: rse_id=(number will be unique to individual) If the applicant cannot find the initial , go to: Click on the: Enter their address and they will receive a new User Name and Password. 4/13/

16 District 5130 Group Coordinators SOUTHERN PORTION OF DISTRICT 5130 Paulie Johns - paulie1512@gmail.com Healdsburg, Healdsburg Sunrise, Petaluma, Petaluma Sunrise, Petaluma Valley, Rancho Cotati, Rohnert Park- Cotati, Russian River (Guerneville), Santa Rosa, Santa Rosa East, Santa Rosa Sunrise, Santa Rosa West, Santa Rosa-Evening, Sebastopol, Sebastopol Sunrise, Valley of the Moon (Santa Rosa), Windsor CENTRAL PORTION OF DISTRICT 5130 Charlie Kelly - charliek@pacific.net Calistoga. Clear Lake, Cloverdale, Fort Bragg, Glen Ellen- Kenwood, Kelseyville Sunrise, Lakeport, Mendocino, Middletown, Napa, Napa Sunrise, North Napa, Saint Helena, South Ukiah, Ukiah, Willits NORTHERN PORTION OF DISTRICT 5130 Mark McGowan mmcgowan22@gmail.com Arcata, Arcata Sunrise, Crescent City, Del Norte Sunrise, Eureka, Ferndale, Fortuna, Fortuna Sunrise, Garberville, Mad River (McKinleyville), Old Town Eureka, Southwest Eureka 4/13/

17 Final Approval When all the forms are approved, the training documented and the background check passed, your district group coordinator will notify you of successful completion. YEAH You are now a vetted volunteer in Rotary s Youth Exchange Annual Renewal as Youth Exchange Volunteer To maintain your ability to work with students in the Rotary youth exchange program you must on an annual basis: 1. Renew your volunteer affidavit 2. Pass the background check 3. Receive positive comments from three references. If you are a club or district YE representative you must also: 4. Pass the Department of State Local Coordinator test. 4/13/