volunteer enlistment process

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


Step 2: VEP Notes

Detail Description of what the volunteer service entails

Also serve as an archive for status change history


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


Fundraisers: To Hold or not to Hold

If you have an issue with a nomination, you have 10 business days to place a hold


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


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


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


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


Step 7: Volunteers Activated by PG

PostGrads automatically switches Nominees with Status of Future, to Active on their Start Date


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

[email protected]

volunteer enlistment process

Documents

vep processstep

volunteers status window

vep notes automaticallystep

persons volunteer service

volunteer service entailsalso

status of future

vep lab classwhat

prospective volunteers