CHARTERING SITE QUICK START GUIDE
Accessing the Chartering Site To access Volunteers of America s Chartering Site, please use the following link: https://charter.voa.org This will launch the initial log-in. Affiliate users will select Form Authentication from the drop down box. You will be prompted to enter your user name (email address) and your password. 2
Chartering Home Page The Chartering Home page contains a link to the Chartering, Requirements and Standards and announcements. To access your affiliate site, click on the Affiliate Sites link at the top of the page. Affiliate Page Your affiliate page contains links on the left to access the following libraries to upload documents: Ministry, Board of Directors, Legal, Risk Management, Program Services, and Management and Staff. 3
Libraries Each library contains specific documents. Below is a list of the libraries and the content type of the documents to be uploaded into them. Ministry: Minister Roster, Ministry Plan and Reports, Approved Housing Allowance Forms, and Job Description for Active Ministers. Board of Directors: Annual Schedule of Board Meetings, Board Minutes, Board Actions to be Reported in Minutes, Audit Committee Minutes, Executive Committee Minutes, Finance Committee Minutes, Board Matrix or Board Roster, Board Giving Report, Board Self- Evaluation, CEO Compensation Comparable Study, CEO Performance Evaluation, CEO Emergency Succession Plan, and Strategic Plan. Finance: Monthly Financial Reports Dashboards, Annual Budget, Data Collection File, Annual Audit and Communication, Written Authorization to Delay Payment Fees, Memorandum of Understanding for Repayment of Fees Once Delayed, and Loan Agreements. Legal: Articles and Bylaws: All Corporations; Entity Matrix: Corporations, LLCs, Partnerships, Joint Ventures, Trusts, and Others; Operating Agreements or Amendments for all LLCs, Partnership (Limited) Agreements, or Other Legal Entities; Other Legal Agreements for Joint Ventures, Mergers or Other Forms of Legal Organization; Tax Exempt Bond Documentation; Written Authorization for Form any Legal Entity, Including Adding to the Group Exemption, or to Approve Changes to Entity Governing Documents; Minutes of Subordinate Corporations; Charitable Solicitation Registration and Reporting Requirements; Form 990-T; Form 990; Affiliate Notification Log; Litigation Update; Charter Agreement; License Agreement; Notification of Incidents that may Generate Adverse Publicity; and Crisis Communication Plan. Risk Management: Annual Risk Reports to Board, Certificate of Insurance, Risk Management Process, and Schedule of Insurance Coverage Program Services: Focused Remediation Plan in Response to Adverse Program Issues, Accreditation Letter and Report, Consumer Satisfaction Reviews, Service Plan for Housing, Organizational Chart, and Summaries of External and Internal Audits and Quality Review of Local Services. Management and Staff: Employee Handbook, Affirmative Action Plan, EEO-1 and Vets 100, Record Retention Policy, and Whistleblower Policy. 4
Uploading Documents To upload a document in a library, click the New Document link. 5
To find the file, click on the Browse Button to open your local drive(s). Select your file and then click OK. *** Be sure to uncheck the Overwrite existing files box, if you do not intend to overwrite an existing document. 6
Once the document is uploaded successfully, a dialogue box will prompt you to update the properties of the document. Be sure to select the correct Content Type of the document using the drop down box. When the properties of the document have been updated, click Save. 7
Changing the Content Type To change the Content Type once a document has been uploaded, simply click on the three dots near the name of the document. A dialogue box will appear and then simply click on the three dots near the Follow link. 8
Next, click the Edit Properties link. Click on the Content Type drop down box and the select the Content Type. Once the Content Type has been selected, click Save. 9