RVIC Process Engage Enhancements: Onboarding Phase

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RVIC PROCESS ENGAGE ENHANCEMENTS: ONBOARDING PHASE

Affected User Groups:

Provisional Volunteer
Active Volunteer
RVIC
Coach
Mentors
Chapter Chair
Chapter Co-Chair
Chapter Vice Chair

Affected Process Areas:

Manage the Onboarding Process
Background Check
Assign Interviewers
Training
Assign Coaches
Assign Co-Mentor
Volunteer Profile Management

STAGE: MANAGE THE ONBOARDING PROCESS

System Area Enhancement Description Reason for the Change
Notifications	The SCORE Onboarding Reminder Notification that is sent 30, 60, and 90 days after an applicant becomes a Provisional Volunteer will now be sent at that cadence from the day they begin their onboarding.	Provides a more accurate assessment of the time it takes for a Provisional to complete their training.
Notifications	The Coach will no longer receive a notification if the provisional volunteer has not completed their onboarding within 90 days.	Reduces confusion in cases where an extension has already been granted.
Notifications	The RVIC will now receive a notification when a Provisional Volunteer has completed three co-mentoring sessions.	Before was a manual check, this streamlines the process and aligns with the workflow to be more efficient.
Volunteer Application Record	A checkbox is being added to the Volunteer Application Record to indicate a status of "On Hold."	Increases clarity of reporting and reduces unnecessary communications.
Volunteer Application Record	If the applicant has a status of "On Hold", via the checkbox on the Volunteer Application Record, they will be excluded from list views and reports. Additionally, all notifications related to the volunteer's onboarding will be suppressed until their status is changed.	Increases the clarity of reporting by ensuring that these individuals do not clutter up active volunteer data and reduces unnecessary communications.
Volunteer Application Record	Only users with the National Support and System Administrator profiles can update the Provisional Override field, which has been moved to the System Information section of the Volunteer Application Record.	Ensures continued clarity and understanding on where each Provisional volunteer is in the process and why. Reduces chances for misunderstanding with fewer users able to make this update.
Volunteer Application Record	On the Affiliation Record the Position picklist option, Volunteer Intake Coordinator, has been updated to Regional Volunteer Intake Coordinator.	Aligns the role to the new field structure.
Volunteer Application Record	Once a Provisional Volunteer becomes active, the "Limit of Mentor Requests" field will automatically default to "1" if it is left blank.	Ensures all newly Active Mentors appear available for assignments while keeping the total number of possible assignments low.

STAGE: BACKGROUND CHECK

System Area Enhancement Description Reason for the Change
Integration to Background Check Software, Volunteer Application Record	Engage will now integrate with the new background check software to streamline the process through workflow triggers and data sharing.	Ensures compliance with regulatory and funding requirements while reducing organizational risk. It standardizes volunteer screening, demonstrating due diligence and protecting SCORE from potential legal and financial liabilities. This process also safeguards the safety of clients and volunteers, maintaining public trust and upholding the organization's reputation. Not going live until Oct. 1.
Integration to Background Check Software, Volunteer Application Record	When the provisional volunteer receives two interview acceptances, the application status will change to "Background Check Needed", instead of "Accepted (Provisional)", so that the background check software is triggered to send a notification to the Prospective Volunteer.	Ensures compliance with regulatory and funding requirements while reducing organizational risk. It standardizes volunteer screening, demonstrating due diligence and protecting SCORE from potential legal and financial liabilities. This process also safeguards the safety of clients and volunteers, maintaining public trust and upholding the organization's reputation. Not going live until Oct. 1.
Integration to Background Check Software, Volunteer Application Record	Once the provisional volunteer's background check is completed with a "Cleared" status, the background check software will automatically trigger a workflow to update the application status to "Accepted (Provisional)".	Ensures compliance with regulatory and funding requirements while reducing organizational risk. It standardizes volunteer screening, demonstrating due diligence and protecting SCORE from potential legal and financial liabilities. This process also safeguards the safety of clients and volunteers, maintaining public trust and upholding the organization's reputation. Not going live until Oct. 1.
Integration to Background Check Software, Volunteer Application Record	Two fields are being added to the Volunteer's Application Record to track when the background check is completed with a "Cleared" status. These fields will be updated accordingly once the background check is finalized with a status of "Cleared".	Ensures compliance with regulatory and funding requirements while reducing organizational risk. It standardizes volunteer screening, demonstrating due diligence and protecting SCORE from potential legal and financial liabilities. This process also safeguards the safety of clients and volunteers, maintaining public trust and upholding the organization's reputation. Not going live until Oct. 1.
Integration to Background Check Software, Volunteer Application Record	When the provision volunteer's background check is completed with a status of "Not Cleared", an email notification is sent to HQ staff prompting a manual review.	Ensures compliance with regulatory and funding requirements while reducing organizational risk. It standardizes volunteer screening, demonstrating due diligence and protecting SCORE from potential legal and financial liabilities. This process also safeguards the safety of clients and volunteers, maintaining public trust and upholding the organization's reputation. Not going live until Oct. 1.
Volunteer Application Record	Once the manual review of a provisional volunteer's background check is complete the HQ staff will update the background check status to "Cleared" or "Denied". If "Cleared" is selected, the application status will automatically be updated to "Accepted (Provisional)". If "Denied" is accepted, the HQ staff will send an email communication to the applicant.	Ensures compliance with regulatory and funding requirements while reducing organizational risk. It standardizes volunteer screening, demonstrating due diligence and protecting SCORE from potential legal and financial liabilities. This process also safeguards the safety of clients and volunteers, maintaining public trust and upholding the organization's reputation. Not going live until Oct. 1.

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