Onboarding a Provisional Volunteer

Audience: Coach, Volunteer Intake Coordinator, Chapter Manager

Introduction

Once a prospective volunteer has completed the interview phase and is accepted by the chapter, they move to provisional status. The provisional volunteer will receive a welcome email and passport to the system. The provisional period lasts 90 days and it is during this time that the volunteer needs to complete all onboarding requirements.

Note: To view the full list of notifications for the Volunteer Journey, click here. (You must be signed into your @scorevolunteer.org account.)

Table of Contents:

Volunteer Intake Coordinator

• Assigning a Coach
• Add a Task

Coach

• Onboarding Process
• Manual Updates Needed by the Coach
• How to Add a Co-Mentor - Coach Only
• Extend Provisional Onboarding Timeline
• Add/Edit a Note to Provisional Volunteer’s Profile (Coach)
• How to Update your Profile in Engage (Volunteer)

Assigning a Coach

Policy change: Volunteer Intake Coordinators will be notified of the acceptance of an applicant, prompting them to login to Engage and assign a Coach.

The Volunteer Intake Coordinator is responsible for assigning a coach to Provisional volunteers. Once a coach is assigned, the volunteer and coach are notified via email. The volunteer is able to review and begin new training requirements and the Coach guides the Provisional volunteer through the Onboarding Checklist.

1) From the Home Page, select Applications by Status.

2) Type ‘provisional’ into the search box to find the correct record. Once identified, click View. You may also search them by name.

3) On the application record page, click the Assign Coach button.

4) Check the box next to the name of the Coach you would like to assign and click Next.

5) When you get the confirmation text on the page, click Finish. The system will now send a notification email to the assigned Coach. And another email will be sent to the applicant relaying the information about their Coach. You can review the email notification sample here.

6) To view the current Coach assignment, scroll down on the applicant record page to the ‘Training Coach Assigned’ section. Note: The Volunteer Intake Coordinator can change the Coach assignment any time by going through the same steps indicated in this guide.

Onboarding Process

1. Review the Role of a Coach, if not already completed.
2. Review the steps of Onboarding a Provisional Volunteer.
3. Complete the Onboarding Checklist, which should be accomplished during the 90-day provisional period.
4. Once the notification that a Coach has been assigned is received, you can access the provisional volunteer’s record by going to the Home Page and selecting My Applications (Coach) under My Volunteer Onboarding.
        
   
   
5. You will then be able to view all provisional volunteers assigned to you as a Coach and the status of their onboarding requirements. Click View to review the profile of the provisional volunteer.
        
   
   
6. Once in the provisional volunteer’s profile, you can update the application anytime by selecting the drop-down arrow and clicking on Update Application.
              
          
   
   
7. Once on the profile of the provisional volunteer, scroll down to review Key Application Progress Dates and the status of the Volunteer Onboarding Requirements. Note: Coach Updates are required for requirements 1, 4-7, 10-13.
   
                
   

Manual Updates Needed By The Coach

Note: Coaches will need to go into the system and make updates to the Provisional Volunteer’s Profile as they complete certain training requirements.

1. Access the Volunteer’s Profile and select Update Application from the drop-down menu beside the quick action buttons.
   
                            
   
   
2. The following dialog box will appear where you can manage the training requirements and volunteer’s training classification.
   
                                          
   
   
3. To update the volunteer’s training classification, click on the drop-down field, and select the appropriate value.
   
                                          
   
   
4. To update the status of the training requirements, use the drop-down menu directly under the requirement, and select the status. Once all updates are made, click Save.
   
                                           

Add a Provisional as a Co-Mentor - Coach Only

For provisional volunteers who have selected Mentor as a classification, they are required to complete 3 co-mentoring sessions.  They can be added as co-mentors by their coach who is the lead mentor or they can also co-mentor with other mentors (other than their coach).

Co-mentors can be added at the time the original session is entered or by editing an existing session. Below are the steps in adding the co-mentor by editing an existing session.  

Note: Engage will only allow you to edit a session within the current month. It locks the session after the 5th of the next month. 

1. Follow steps 1-10 of Recording a Mentoring Session. Or, if the session has already been created, follow steps of Edit a Mentoring Session.
2. Check the box to Add hours for Co-Mentor 1 and click Next.              
   
   
3. Check the box next to the name of Co-Mentor 1 then click Next.           
   
   
4. Click Next again on the confirmation window.                                
                      
5. Enter hours for Co-Mentor 1 and click Next. If there is another co-mentor to be added, click the box to Update or Add Another Co-mentor. Otherwise, proceed to step 6 below.  
6. You will then be asked to review the client’s information for accuracy. Please review the client’s demographic information and make updates to any inaccurate information. Then click Next. 
7. Then, also review client's business information on the next page. Once you have completed the review and provided updates, click Next.                         
8. You have successfully edited the session and can click Finish. 

Extend Provisional Onboarding Timeline

Note: A Coach, Volunteer Intake Coordinator, or Chapter Manager can extend a volunteer’s onboarding timeline by an additional 60-90 days.

1. Access the Volunteer’s Profile and select Update Application from the drop-down menu beside the quick action buttons.    
   
                                     
   
   
2. Locate the Provisional Onboarding Override field. Select ‘Extra 60 days’ or ‘Extra 90 days’, and then click Save.
   
                                         

Add/Edit A Note To Provisional Volunteer Profile (Coach)

A Coach may want to keep notes on how the volunteer is tracking against their training goals, note feedback on interests and trainings, or log notes from meetings. Coaches can now do this on the Volunteer’s Application.

1. Coaches can enter notes on the volunteer’s Application. Within the Coach Comments section, click the New button.
   
                                 
   
   
2. Type the note in the text box field and click Save & New if you have an additional note to enter, or click Save to exit.
   
                                           
   
   
3. To edit an existing note, click the drop-down arrow   next to the note and select Edit. 
   
                      
   
   
4. After entering any changes, click Save.
   

Add a Task

The Volunteer Intake Coordinator can leave tasks in the application record and assign them to the coach or interviewers. Here are the steps for the VIC to add a task in an application record.

1) From the Home Page, select Applications by Status.

2) Locate the application record from this page and click View.

3) On the application record page, find the Open Activities section, and click the New Task button.

4) Fill out the task and click Save when done. Note: Changing the Assigned To field means that this task will only be visible for that user.

5) When a task is assigned to you, it will be displayed on the lower right-hand side of your homepage.