1. 1. Getting Started on the Volunteer Michigan Partner Portal For AmeriCorps Members and Host Sites
2. 2. Todays Agenda 1. Overview of the Volunteer Michigan Portal. 2. Registering and Getting Started. 3. Managing your organization and personal information. 4. Creating Volunteer Opportunities. 5. Managing Existing Opportunities. 6. Managing Volunteers for Each Occurrence. 7. Using the Connection Grid to Verify Attendance.
3. 3. Volunteer Michigan Volunteer Michigan is a program founded in partnership between the Michigan Community Service Commission and the Michigan Nonprofit Associations Volunteer Centers of Michigan. The Volunteer Michigan Initiative began in 2009, using a multi- year grant from the Volunteer Generation Fund.
4. 4. Volunteer Centers of Michigan The Volunteer Centers of Michigan is an organization affiliated with the Michigan Nonprofit Association, which serves a statewide network of 28 Volunteer Centers serving 43 Michigan counties. For more information about the Volunteer Centers of Michigan, visit www.mivolunteers.org
5. 5. Volunteer Michigan Portal The Volunteer Michigan initiative provided support for the technology infrastructure of several local Volunteer Centers. MCSC and VCM also built a state-wide volunteer management system, known as Volunteer Michigan. The Volunteer Michigan website: Connects volunteers to opportunities in their local communities. Serves nonprofits in areas without a local Volunteer Center.
6. 6. Volunteer Centers in Michigan Volunteer Michigan aggregates opportunities from certain Volunteer Centers. Many Volunteer Centers use technology that does not have the ability to aggregate to Volunteer Michigan. Opportunities visible in Volunteer Michigan also aggregate from allforgood.org
7. 7. Logging in and Getting Started
8. 8. A nonprofit organization can easily register for an account at www.volunteermichigan.org. It is recommended that a staff member who is responsible for coordinating volunteers registers their organizations account this will be the primary contact. Any other staff members who wish to coordinate events and manage volunteers for the organization may be added by the primary contact. Registering a Nonprofit Account
9. 9. Registering a Nonprofit Account www.VolunteerMichigan.org
10. 10. Items marked with a blue asterisk are required. Fill this profile out as completely as possible.
11. 11. Add the contact information for the primary contact The Submit button automatically notifies Volunteer Michigan staff of your registration.
12. 12. Email sent to Primary Contact. Success Page!
13. 13. Once we approve your organization as a partner, the primary contact will receive an e-mail with a temporary password for their account. Go back to the Volunteer Michigan portal and click Login to enter the username and password. Change your password
14. 14. Navigating Your New Partner Account Manage your organizations information Create and Manage Volunteer Opportunities Interact with your Volunteers
15. 15. The Account Management Page 1. Only the Primary Contact can edit the organizations basic information. 2. Choose a Default Opportunity Coordinator.
16. 16. The Account Management Page 3. Add new Staff Contacts who can manage opportunities. 4. Staff can add new Locations where they will host volunteer opportunities.
17. 17. The Opportunity Management Page In the Opportunities Menu, you can: Manage any of your existing Volunteer Opportunities. Create new Volunteer Opportunities. View and edit your organizations existing Opportunity Locations.
18. 18. The Manage Volunteers Page In the Volunteers Menu, you can: View the records of individual volunteers. Verify your volunteers attendance and hours of service. Clicking on a volunteers name will open the Volunteer Detail page, which includes: Contact, Demographic, and Volunteer Information. A Volunteer History grid. The volunteers skills. Teams the volunteer is associated with. Answers to custom questions created in your opportunities.
19. 19. Creating a Volunteer Opportunity
20. 20. Types of Opportunities You Can Create! Is your opportunity a project or an activity? A Project is a volunteer opportunity that will result in service hours recorded for the participants. An Activity is any other event you would like to track, including: Recognition Events Training Academy Social How do you want volunteers to register for your event? Ongoing vs. Date & Time Specific Sign-Up vs. Express Interest Ongoing Opportunities are always Express Interest.
21. 21. Scenario 1: An Ongoing, Express Interest Volunteer Project When to use this kind of opportunity: When you need volunteers whenever they are available each day. When the volunteers can come and go independently in a certain time period. When you would like to track volunteers who participate regularly with a variety of start and end times. You can schedule an individual volunteer multiple times for this type of Volunteer Opportunity, and verify their hours all in one place!
22. 22. Step 1: What is the Opportunity? In this first part, provide basic information about your opportunity: 1. Name the Opportunity 2. Choose Impact Areas. 3. Describe your Opportunity 4. Is this Opportunity a project or an activity? 5. Is this a Disaster Related Opportunity? 6. Select the kinds of Tasks volunteers will be expected to perform. 7. Select a Local Program Area if your Opportunity affects an AmeriCorps Service Area.
23. 23. Step 2: When would you like volunteers? 1. Start Date and End Date we recommend not setting the end date more than 6 months in advance. 2. Specify the days and times when you need volunteers. 3. Registration Start Date when can volunteers begin registering?
24. 24. Step 3: Where is the Opportunity Located? Here you define WHERE the opportunity will take place. Lookup existing locations, or Click Create New to create a new location record for your organization. When you create a new location: Give it a name so you can recall it for future use. You can use the Special Directions field to give volunteers additional information about the location.
25. 25. Step 4: Who is Involved in the Opportunity? 1. Opportunity Coordinator 2. Minimum/Maximum # of Volunteers 3. Ages Served, Genders Served, Population Served 4. Minimum Age and Maximum Age 5. Groups, Court Ordered, Senior and RSVP 6. Associate Skills with your Opportunity
26. 26. Adding Skills to an Opportunity For express interest opportunities, like this one, volunteers can still express interest in an opportunity, even if you indicate that the skills are required. This allows you to review the volunteers and decide for yourself if they are a good fit.
27. 27. Step 5: Adding Custom Questions In this step, you have the option to create questions that will be asked in the signup process. There are seven different types of questions you can choose to create. Question: put the exact text of your question. Order: We recommend ranking questions using 10, 20, 30 etc. to make it easier to change the order of questions later. Is this question required?
28. 28. Step 6: Review and Submit! Review the information youve entered. Note: It is often easier to make adjustments to an opportunity or individual occurrence once it has been approved, rather than going back and re-entering information in the Opportunity Wizard.
29. 29. If everything looks satisfactory, click on the SAVE button at the bottom to finish creating your opportunity and submit it for approval to Volunteer Michigan. Youll see a Success screen when the opportunity has been submitted!
30. 30. What Your Opportunity Looks Like to a Potential Volunteer
31. 31. Scenario 2: A Date & Time Specific Sign-Up Type Volunteer Project When to use this kind of opportunity: When you need a certain number of volunteers to be scheduled to attend at the same time on one or more days. (Ex: You need 5 volunteers every Wednesday from 2pm to 5pm.) When you would like to create either one occurrence (for a one time event), or multiple occurrences (for a recurring event). When you want volunteers to just sign-up for the opportunity without your staff needing to screen the volunteers and confirm their ability to participate. Next, well discuss what questions you will need to answer to create a Date & Time Specific Opportunity.
32. 32. Step 1: What is the Opportunity? The first page of the opportunity wizard looks the same for any type of project or activity you create.
33. 33. 1. Is this an Ongoing or Date and Time Specific opportunity? 2. Does the opportunity take place on a regular schedule? Best Practice: Never schedule further than 6 months 3. You can set monthly, weekly, or daily recurrence patterns. 4. How many hours before the occurrence starts do you want to close registration? 5. When can people begin registering? 6. What registration type is it? Sign Up Express Interest Step 2: When would you like volunteers?
34. 34. Step 3: Where is the Opportunity Located? Here you define WHERE the opportunity will take place. If this is a location youve created before, you can look it up using the magnifying glass to the right of the location field. If there are occurrences that will take place at different locations, you can assign locations by individual occurrence.
35. 35. Step 4: Who is Involved in the Opportunity? 1. Opportunity Coordinator 2. You can assign a different member of your staff as the Opportunity Coordinator for separate occurrences. 3. Minimum/Maximum # of Volunteers: 4. You can individually assign the minimum and maximum number of volunteers needed for each occurrence. 5. View all of the occurrences youre creating
36. 36. 6. After you select the occurrences you would like to modify (above), enter either the minimum or maximum # of volunteers needed for those occurrences and click apply to selected. 7. Who is served by the opportunity? 8. Define the Minimum and Maximum Age of Volunteers. 9. Is the opportunity suitable for Groups, Court Ordered, Senior, and RSVP (Senior Corps) 10. Associate skills with your opportunity.
37. 37. Step 5: Adding Custom Questions In this step, you have the option to create questions that will be asked in the signup process. There are seven different types of questions you can choose to create. Question: put the exact text of your question. Order: We recommend numbering 10, 20, 30 etc. to make it easier to change the order of questions later. Is this question required?
38. 38. Step 6: Review and Submit!
39. 39. Youll see a Success screen when the opportunity has been submitted! In this step, you should review the information you entered. Note: It is often easier to make adjustments to an opportunity or individual occurrence once it has been approved. If everything looks satisfactory, click on the SAVE button at the bottom to finish creating your opportunity and submit it for approval to Volunteer Michigan.
40. 40. What Your Opportunity Looks Like to a Potential Volunteer The Opportunity Details page for a Date & Time specific, Sign Up opportunity includes: 1. The Opportunity Title and Link to Organization Profile 2. Information about impact area, populations served, types of volunteer activities, and requirements for volunteering 3. The Opportunity Description 4. A Share Button share this opportunity through social media 5. Sign Up section 6. A link to sign up with a team of volunteers.
41. 41. Managing Your Volunteer Projects and Activities
42. 42. Opportunity Management Page Inactive, Pending, and Awaiting Approval Opportunities appear in the lower grid and are not visible on the public site. Scrolling to the right will show additional columns of information: Schedule Type Start Date End Date # of active occurrences (including those from the past that do not appear on the public site) The Active Opportunities Grid Mark opportunities Pending or Inactive
43. 43. The Volunteer Opportunity Detail View 1. View Opportunity on Public Site 2. Edit: Edit buttons appear in various sections of the opportunity description, and will take you to the corresponding step in the opportunity wizard. When editing an opportunity, make sure you proceed to step 6 in the opportunity wizard and SAVE your edits!
44. 44. Opportunity Management Page 3. The Edit button in the related skills section is the correct place to go need to go in order to add, remove, or edit the skills you associate with your opportunity.
45. 45. Opportunity Management Page Edit Coordinator/ # of Volunteers, or Edit Location Schedule a Volunteer View/Edit Cancel Submit for Approval Ignore this Button
46. 46. Creating a New Occurrence 1. Volunteer Opportunity Name 2. Occurrence Date: use the popup calendar, or enter a date in the format xx/xx/xxxx. 3. Start and End Time: Use the proper format (example: 7:00 AM). 4. Registration Start Date and Registration Cutoff (Hours) 5. Minimum Attendance/Maximum Attendance 6. Location 7. Opportunity Coordinator
47. 47. Creating a New Recurrence 1. Volunteer Opportunity Name and Status 2. Coordinator Information 3. Time/Date Information 4. Recurrence Type: daily, weekly, or monthly?
48. 48. Creating a New Recurrence 5. Sign Up Information 6. Location Information 7. Description Information: For internal use only. You can specify a simple description of what the recurrence is. Click SAVE at the top of the recurrence wizard to save the recurrence and all the respective occurrences. The status will remain in Pending. Click SUBMIT FOR APPROVAL at the top of the recurrence to submit the recurrence for approval. This will change the status to Awaiting Approval.
49. 49. Managing Volunteers for Each Occurrence
50. 50. The Occurrence Detail View On the Volunteer Opportunity Detail Page, find the occurrence overview at the bottom of the record, and click on View/Edit to get to the Occurrence Detail View.
51. 51. The Occurrence Detail View 1. Click on EDIT to update any details for this occurrence. 2. Print Check In Sheet Produces a Check-In Sheet that you can use to keep track of attendance.
52. 52. The Occurrence Detail View 3. Volunteer Summary 4. Custom Question Answers 5. Connections Grid 6. Create a Connection/Schedule a Volunteer
53. 53. Connection Grid Overview 1. The Connections Grid has four tabs to view different types of connections Confirmed Volunteers Waitlisted Volunteers Pending Volunteers Declined Volunteers 2. Action Buttons allow you to take action on selected volunteers. 3. Column headings allow you to sort connections 4. Any cell with a thick black border can be edited by double clicking in that cell. 5. Any changes to individual cells (black boxes) will give those cells a red border. To save the changes in individual cells, click Save Changes.
54. 54. Using the Connection Grid to Send Email to Volunteers. Its easy to email volunteers individually, or as a group from the connection grid. Any actions you take in the connection grid start by adding a check box in the row for the connections you wish to act upon. If you put a checkbox at the top of the column, it will automatically check All the connections in that tab of the grid. Next, click the Email Volunteers button. A popup window presents the default text of a reminder email for that occurrence, which is automatically addressed to each of the selected contacts. The default text of the email contains merge fields which personalize the email with the details of this occurrence. You can edit the message as much as you like. Click SEND to send the email to each of the selected volunteers. When the email is successfully sent, a confirmation popup appears.
55. 55. How to Add Guest Volunteers to an Occurrence. You may have registered volunteers who notify you that theyll be bringing some friends or family along, and they would like you to reserve space for them. Sometimes volunteers may show up with additional people. You want to track the service hours of these anonymous volunteers, without needing to create new contacts for guests, so you add them to the connection grid as Guest Volunteers. To track guest service hours, put the number of guests in the guest volunteer column next to the person who is bringing them. Do this by double clicking the 0 in the GUEST VOL column, and then put in the number. The box will turn red to indicate the data has been edited. Click SAVE CHANGES to record the changes to one or more connections.
56. 56. Marking Attendance and Verifying Service Hours. To learn about verifying attendance through the connection grid, lets go back to our Ongoing Opportunity, Food Bank Office Support. To view the ongoing occurrence for this record, select View/Edit in the Occurrence Overview.
57. 57. Marking Attendance and Verifying Service Hours. At the bottom of the occurrence record, we find the connection grid. To mark attendance for volunteers who registered for your opportunity: Place a checkbox next to each volunteer for which you would like to confirm the attendance status. Select either Mark as Attended or, Mark as Not Attended. Hours for volunteers and guests are automatically calculated based on the start and end time of the occurrence. If a volunteer stays longer, you can edit the hours field or change the end time of the connection for that volunteer.
58. 58. Express Interest Connections Confirming or Declining Volunteers. A new volunteer, Corey Contributor, has decided to express interest in our ongoing opportunity Food Bank Office Support. Organization staff can email Corey to make sure he meets all of the criteria necessary to volunteer with the organization. When a volunteer indicates that they are interested in participating in an opportunity, two things happen: 1. The opportunity coordinator receives an email 2. The volunteer is added to the Pending Volunteers tab of the connection grid in the Occurrence Detail View. Once we decide that Corey is able to volunteer, and we know when he would like to attend, we check the box next to his name, and Click Mark Confirmed.
59. 59. Express Interest Connections Confirming or Declining Volunteers. When Corey is confirmed as a volunteer, he will be moved to the Confirmed Volunteers Tab. Double click in the Date box to set the day he will volunteer. Use the xx/xx/xxxx format for the date. Double click in the Start Time and End Time boxes to indicate what time he will start and end his service on that day. Click Save Changes to save the changes to Coreys connection. When the changes have been saved successfully, the boxes you changed will have black borders instead of red borders.
60. 60. Adding Volunteers to an Occurrence. You can add any of your existing volunteers to an occurrence, or schedule them for a To Be Scheduled Opportunity in two places: Click on the Schedule A Volunteer link in the action column of the Occurrence Overview grid in the Volunteer Opportunity Detail View. Click on the Create a Connection/Schedule a Volunteer button on the Occurrence Detail View, near the Connection Grid.
61. 61. Adding Volunteers to an Occurrence. Use the Lookup icon to find the volunteer you would like to schedule. You can schedule volunteers for: an Individual Shift (one-time), or a Recurring Shift (repeating pattern)
62. 62. Manage Your Volunteers Individually. 1. Search 2. Alphabetically Narrow 3. View or Schedule
63. 63. The Volunteer Detail View The Volunteer History grid gives information about: Hours (the total verified hours per occurrence). Feedback (the star rating given by the volunteer). Decline Reason (if the volunteer was declined for an opportunity). Action: Go to Occurrence which takes you directly to the occurrence detail page, so you can update attendance, hours served etc.
64. 64. The Volunteer Detail View Answers to Custom Questions
65. 65. Verifying Hours for Volunteers The grid lists any contact, for any opportunity, that is in confirmed status and where the occurrence date is in the past. The top grid contains confirmed volunteers for your posted opportunities, the bottom grid will show any unconfirmed self- reported connections. Place a checkbox next to each of the connections who you would like to mark attendance for and click Mark as Attended or Mark as Not Attended. The Verify Hours grid makes it easy to see outstanding verifications.
66. 66. Questions? If you have additional questions about the Volunteer Centers of Michigan, the Volunteer Michigan portal, or if you need technical support, please contact: Shannon McCarthy Volunteer Michigan Data Coordinator (517) 335-3407 mccarthys3@michigan.gov If you have questions about the Volunteer Michigan Campaign, or want more information about the use and/or ordering of campaign materials, please contact: Marnese Jackson Volunteer Michigan Outreach Coordinator (517) 335-4677 jacksonm6@michigan.gov