Chapter Admin Responsibilities in CORE

Stephanie Holmes
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Each chapter can have a member or members appointed as the chapter admin. Here are some of the chapter admin’s list of responsibilities:

  • Facilitate mentors in utilizing CORE for reporting all client information. Properly add new clients and search for existing clients to update their information.

  • Manage mentoring requests to ensure that the client is assigned to an appropriate mentor in a timely manner. Handle all reassignments within the chapter as well as reassign out-of-area clients to the closest SCORE chapter to the client.

  • Use CORE in managing volunteer information. Ensure that new volunteers have a valid email address and working login information. Update volunteer information in CORE. Assist members in updating their volunteer profiles e.g. availability, social media links, and picture.

  • Maintain and report workshops promptly and completely. Workshop reports (Form 888) should be submitted within 30 days of the date the workshop is held. The Form 888 should NOT be entered prior to the event being held.

  • Update the chapter information in CORE in a timely manner by providing the correct details of any changes e.g. Chapter Contact Information, Chapter Admin Email, Client Notify Email, etc.

  • Monitor and manage the Clients Not Yet Counseled list to ensure clients are contacted and/or counseled within 48 hours of their initial MRE submission. Review client session notes to verify they are properly entered into CORE.

  • Be familiar with the available reports in CORE including how to access, retrieve and analyze the information from the reports.

  • For those chapters using the CORE scheduling system, maintain the chapter’s scheduling system. Add, edit, and cancel appointments.

  • Manage the chapter admin email box and subsequent accounts which are addressed in the format ch.adminXXXX@scorevolunteer.org
How do I find a client in CORE?
  1. Hover over the Clients tab and click Chapter Clients.
  2. Select “All” from the Client Status dropdown to search both inactive AND active clients.
  3. Enter info in the Name or Email field then click Search. (It is best to use one or the other; not both.)
  4. If you still cannot find the client, please try searching the National Clients page. (Hover over the Clients tab and click National Clients to access.)
How do I add a client (Parts I & II of the Form 641) in CORE?
  1. Hover over the Clients tab and click Add Client.
  2. Enter information into required fields marked with a red asterisk (*).
  3. Remove checkmark if not adding session notes and click Submit.
How do I assign or reassign a client to a mentor?
  1. To assign an unassigned client request, hover over the Mentoring Requests tab and click Clients Not Yet Assigned. -OR- To reassign a request, click the Mentoring Requests tab and search for the client to reassign.
  2. Click the blue arrow to assign.
  3. In the popup window, search and select the volunteer’s name. Your chapter’s mentors will show by default. To assign to another chapter use the drop down to identify the chapter and select a mentor.
  4. Clicking the mentor’s name will pop up an Admin Note dialog box. Please be sure to tell the mentor what is going on and be sure to sign it with your name and email address in case someone has a question about the assignment. (clicking Enter at anytime whil in this dialog box will send the note even if incomplete as this is just a text box.. no formatting allowed) Once you click OK or Enter automatically the case will be assigned and CORE will notify the volunteer via email of the assignment. 
How do I access my Clients Not Yet Counseled (CNYC) list?
  1. Click View Clients Not Yet Counseled (CNYC) from the Chapter Admin links on the CORE homepage.
  2. The CNYC page lists all client requests where no mentoring sessions have been added. These requests may or may not have been assigned to a mentor and a non-session note may or may not have been entered.
How do I add a new volunteer?
  1. Step one after approving the new volunteer at the chapter level is to request a scorevolunteer.org email address. Once you receive notice of the new account creation move on to step 2
  2. Hover over the Volunteers tab and click Add.
  3. Complete the appropriate fields. (make sure to ONLY use the new scorevolunteer.org email account for the volunteers Email address)
  4. Click Submit. (An email notification will be sent to the new member with their login credentials. The chapter admin is copied on this email as well.)
Note: If you receive an error that the email already exists, make sure there is no client or volunteer record already in CORE by searching the National Clients or Find Volunteer pages with the email you entered. If a client record is found, you will need to use a different email address. If a volunteer record is found, update the existing record instead of creating a new one.
How do I edit chapter volunteer information/status?
  1. Click the Manage Chapter Info & Volunteers link.
  2. Scroll down and click Volunteers.
  3. Click the name of the volunteer to edit.
  4. Select [Edit Volunteer Information] to edit info.
  5. Update/change appropriate fields.
  6. Click Save.

For an EXISTING workshop, how do I add a Form 888 in CORE?
  1. Hover over the Workshops tab and click Create Form 888.
  2. Complete appropriate fields.
  3. Click Submit.
Reminder: The Form 888 should NOT be entered prior to the event being held.
For a NEW workshop, how do I add a Form 888 in CORE?
  1. Hover over the Workshops tab and click Manage Workshops.
  2. Enter the name of the workshop.
  3. Click Submit.
  4. Hover over the Workshops tab and click Create Form 888.
  5. Complete appropriate fields.
  6. Click Submit.
Reminder: The Form 888 should NOT be entered prior to the event being held.
How do I view/edit my past Form 888 reports?
  1. Hover over the Workshops tab and click Manage Form 888.
  2. Click Edit by the name of the workshop.
  3. Complete appropriate edits.
  4. Click Submit.
Reminder: Form 888s cannot be edited/updated after the 5th of the month following the date it was created in CORE.

How do I edit my chapter information?
  1. Click the Manage Chapter Info & Volunteers link.
  2. Click [EDIT] to update chapter information.
  3. Edit appropriate fields.
  4. Click Submit.
Manage Chapter Goals, Volunteers and Branches in the More Details section below the chapter information.
How do I access reports in CORE?
  1. Click the Reports tab.

The CORE Reports page lists all reports available to chapters. These reports include client, session, workshop data as well as volunteer and chapter info. CORE Reporting Guide: https://help.score.org/hc/en-us/articles/115012732208-CORE-Reporting-Guide 
 How do I create an appointment on the scheduling calendar?  
  1. Click Manage Calendar from the Chapter Admin links on the CORE homepage.
  2. Click Add Appointment.
  3. If your chapter has branches, select it from the drop-down menu.

 

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