A Comprehensive Guide to Classifications

Audience: See each section to view Audience

Introduction

This is a comprehensive guide about classifications. It covers the different classifications available in Engage and the various training requirements for each class. How a volunteer selects a classification and how to request to change it. Who in the chapter can approve the request and make the appropriate change. 

Table of Contents

• Classification Overview
• How a Volunteer Self-Selects a Classification
• How to Update a Volunteer’s Training Classification - For Coach
• How to Request Classification Update – Active Status 
• The Add-on Classification: Workshop Presenter
• Volunteer Intake Coordinator Receives Request
• Role of a Coach in the Change Classification Request
• Homepage Views According to Your Classification

________________________________________________________________________________________________________

Classification Overview

As part of SCORE’s new Onboarding Program, SCORE’s Classifications include Mentor, Subject Matter Expert, Workshop Presenter, Volunteer, and Contractor. Just like in CORE, we recognize the need to track the classifications in Engage.  

In Engage, your classification dictates the look of your homepage and your level of access in the system. 

Click the link on each classification to see the corresponding onboarding description. The Primary Activity column lists the key tasks performed by each classification.

How a Volunteer Self-Selects a Classification- Prospective Status

Audience: Prospective Volunteers, Volunteer Intake Coordinator

All prospective volunteers fill out their applications online at https://www.score.org/volunteer. One of the changes in the Volunteer Journey in Engage is the improvement of the volunteer application. The following options below are now tied to the available classifications in Engage. 

The selected classification will show up on the Prospective’s Volunteer Application Details page, under the Self-Identified Classification section.

This section cannot be modified and only serves as a reference to the original classification that the volunteer selected during the prospective phase. This does not affect anything in the volunteer’s profile.

How to Update a Volunteer’s Training Classification

Audience: Coach, Volunteer Intake Coordinator

When a volunteer is accepted as a provisional volunteer, the assigned coach would be able to help the provisional volunteer determine if they want to stay with their original classification or pursue a different path. 

If the provisional decides to pursue a different classification they can talk to their Coach to change their training classification. 

As a coach, please follow the steps in the guide below to update a volunteer’s training classification. 

1) Access the volunteer’s Application record. Click the down arrow and select Update Application. 

2) Identify the classification for the provisional by selecting one from the Training Classification drop-down and hit Save.

3) After saving, check the Training Classification field under Application Status Overview. The Volunteer Onboarding Requirements should now show the required training for the classification selected.

How to Request Classification Update – Active Status 

Audience: Active Volunteers in Engage 

Here are the steps on how to request a classification update.

1) Go to your Profile and click the Request Classification Update button.

2) Select the desired Classification from the drop-down list and click Save. This creates a new case that is sent to the volunteer intake queue. Then, the Volunteer Intake Coordinator will review and assign a coach to your request case.

Note: A coach is needed if you are upgrading a classification e.g. Volunteer to Mentor. A coach is not needed if you are adding a Workshop Presenter to your existing classification or if you are changing your classification from being a Mentor.

3) Once the required training modules are completed you will be able to view your updated Classification in your profile under the Volunteer Classification and Status section.  

The Add-on Classification: Workshop Presenter

Audience: Volunteer, SME, or Mentor Classification 

Aside from the Workshop Presenter as a stand-alone classification, it can also be an add-on classification to a Volunteer, SME, or Mentor classifications. To request for this classification to be added, follow the guide below. 

1) Go to your Profile and click the Request Classification Update button.

2) Select Workshop Presenter from the drop-down list and click Save. This creates a new case (application) that is sent to the volunteer intake queue.                  

3) Review and Sign the Workshop Presenter Guidelines. Then, let your Volunteer Intake Coordinator know in an email or on the phone that you've reviewed and signed the guidelines.

The Volunteer Intake Coordinator Receives All Classification Update Requests

Audience: Volunteer Intake Coordinator

When a new classification request is submitted, the Volunteer Intake Coordinator receives a notification email prompting them to log in to Engage and review the classification update request case.

Note: The VIC will assign a coach if the volunteer is upgrading a classification e.g. Volunteer to Mentor.

The VIC will not assign a coach if the volunteer is requesting to add a Workshop Presenter to their existing classification or if they are changing their classification from being a Mentor.

1) Select any of the list views from the Engage homepage e.g. Applications by Status.

2) Then, click the drop-down arrow to select another list view. Select the chapter’s Volunteer Intake queue. 

3) Click View to open the classification upgrade request case. 

4) On the Volunteer Application Details page, scroll down and review the Classification Requirements.

5) Click the Update Application to view additional trianing requirements to complete the update request.

6) On this page, review that the correct Training Classification is selected, change selection if needed. Mark the requirements on this window as Completed or Not Completed. Click Save when done.

7) If a coach is needed then, click Assign Coach to start this process.

Note: A coach is needed if upgrading a classification e.g. Volunteer to Mentor. A coach is not needed when adding a Workshop Presenter to an existing classification or when changing the classification from being a Mentor (to become an SME, or Workshop Presenter, or Volunteer).

• Select a Coach by clicking the box next to their name then, click Next, and then Finish. The coach will receive a notification email alerting them of this assignment. The volunteer requesting the update will also receive a notification email with their Coach info.
  

Role of a Coach in a Request Classification Update Case

Audience: Coach 

1) When assigned as a coach to a request for classification update, you will receive an email notification prompting you to log in to Engage to view the case. If you're already looking at your Engage homepage, you can also click Coach Applications (under the My Volunteer Onboarding section). 

2) Click View on the record link.

 3) Click Update Application.

4) Review that the correct Training Classification is selected, change it as needed. Mark the requirements on this window as Completed or Not Completed. Click Save when done.

5) Once all the classification requirements are satisfied, the Complete Classification Training field will show as Complete.  This means the process has been completed and the volunteer's classification in their profile should now show the new classification.

Homepage Views According to Your Classification

Active (status) Mentor (classification)

Active Mentor with Workshop Presenter Classification

Workshop Presenter as Main Classification

Subject Matter Expert

Volunteer

Relevant Resources:

• Engage Positions and Permissions
• How To: Assign/Update Position & Training Classifications
• How To: Request A New Training Classification And Update Training Classification
• How to: Update a Volunteer’s Status