volunteer enlistment process overview of the vep system
TRANSCRIPT
Volunteer Enlistment Process
Overview of the VEP System
Today’s Goals
Big picture process of VEP Expectations for Fundraisers Expectations for Support Staff For Details – Come to VEP Lab Class
What is VEP?
A way for all University service to be recorded in PostGrads and for concerned Fundraisers to quickly review individuals nominated as potential development volunteers.
Why VEP is Needed
The Stanford Challenge - One Campaign for One University: Coordinated Volunteer Program
VPs interested in reviewing prospective volunteers who fit certain criteria
Knowledge of a person’s volunteer service by Program Staff is essential
Complete volunteer service records are important for Stanford
Current Process
Actions Who
Step 1 Service entered in PostGrads as Active Staff
Step 2 After end date status changes to Inactive PostGrads Automatic Process
Little communication between fundraisers in different groups
Possibility of “volunteer fatigue”
Most entries made at the end of service when it is time for recognition
Limitations:
VEP ProcessActions Who Where
Step 1 Discussion among Fundraisers about who they would like to use as volunteer
Staff Desks/Phones/E-mail
Step 2 Potential volunteer nominated by staff. Staff PostGrads
Step 3 Email goes out to fundraisers automatically PostGrads E-mail
Step 4 Fundraisers have 10 days to place nominee on Hold Discuss concern with Nominating Staff AND Change hold to Withdraw OR Change hold to Pending
Fundraiser(s)/Staff E-mail/PostGrads
Step 5 Pending cases are reviewed by campaign management. Major gift prospects/BOT members/VIPs will automatically go to Executive Review. Candidates that are not feasible will switch to (X) Not Approved. Everyone else will receive O.K. to Invite.
Senior Management
PostGrads
Step 6 Nominees with status O.K. to Invite asked if they wish to volunteer If nominee accepts, switch status to Future. If nominee declines, switch status to Declined. If nominee never invited, switch to Not Needed.
Staff PostGrads
Step 7 Nominees with status = Future will be automatically Activated on start date.
Automatic PostGrads
Step 1: Identify and Discuss Volunteers
Discuss Nominate E-Mail Staff OK Review Invite Activate
Start talking early about who you would like to have as volunteers for your:
Reunion
VPTS Campaign
Other Fundraising
Early communication will mean fewer surprises from fellow staff on who else might be considering using the same volunteers
Step 2: Nominate Volunteer Use Volunteer (VAC) window in PostGrads
Start Date must be at least 10 days in the future
Entity Status will begin as Pending
Add a VEP Note to include in e-mail
Discuss Nominate E-Mail Staff OK Review Invite Activate
Step 2: VEP Notes
Detail Description of what the volunteer service entails
Also serve as an archive for status change history
Discuss Nominate E-Mail Staff OK Review Invite Activate
Step 3: E-mail Fundraisers
PostGrads automatically sends an e-mail to each program staff person assigned to the volunteer informing them of the nomination
Discuss Nominate E-Mail Staff OK Review Invite Activate
Fundraisers: To Hold or not to Hold
If you have an issue with a nomination, you have 10 business days to place a hold
Discuss Nominate E-Mail Staff OK Review Invite Activate
Step 4: Check Holds in VAS Window Shows all
volunteers for a particular nominating staff ID
This window used to update status from Hold to Pending or Hold to Withdrawn
For those on Hold, click the notes icon on the right to view VEP Notes and see who placed Hold
Discuss Nominate E-Mail Staff OK Review Invite Activate
VEP Note: Holds
When a Hold is placed by any fundraiser, an entry is made into VEP Notes automatically.
When a Hold is changed to Withdrawn or Pending, an entry is made into VEP Notes automatically
Discuss Nominate E-Mail Staff OK Review Invite Activate
Step 5: Executive Review
Discussion with Program Staff ahead of time means Ok to invite needs no further clearance from colleagues
Major Gift Prospects/BOT Members/VIPs will get extra scrutiny before a decision is made
Discuss Nominate E-Mail Staff OK Review Invite Activate
Pending Nomination
OK to Invite
Not Approved [X]
Step 6: Invite Volunteers (Status Window)
Once marked Ok to invite, you may contact volunteer to ask for their participation
If they Accept, change status to Future
If they Decline, change status to Declined
If you do not invite change to Not Needed
Discuss Nominate E-Mail Staff OK Review Invite Activate
Step 7: Volunteers Activated by PG
PostGrads automatically switches Nominees with Status of Future, to Active on their Start Date
Discuss Nominate E-Mail Staff OK Review Invite Activate
Want More? VEP Detail Classes in Lab
Tuesday 04/25/06 – 9:00 to 11:00 am Tuesday 05/23/06 – 1:30 to 3:30 pm Thursday 06/22/06 – 1:30 to 3:30 pm
Volunteer Activity Classes Wednesday 04/12/06 – 9:00 to 10:30 am Wednesday 05/17/06 – 3:00 to 4:30 pm
Sign up for Classes via STARS
Wrap Up
New Rights in PostGrads Go Live Date – 3/28/06 Questions? Contact 5-1001 or