1. Getting Started on the Volunteer Michigan Partner Portal For
AmeriCorps Members and Host Sites
2. Todays Agenda 1. Overview of the Volunteer Michigan Portal.
2. Registering and Getting Started. 3. Managing your organization
and personal information. 4. Creating Volunteer Opportunities. 5.
Managing Existing Opportunities. 6. Managing Volunteers for Each
Occurrence. 7. Using the Connection Grid to Verify Attendance.
3. Volunteer Michigan Volunteer Michigan is a program founded
in partnership between the Michigan Community Service Commission
and the Michigan Nonprofit Associations Volunteer Centers of
Michigan. The Volunteer Michigan Initiative began in 2009, using a
multi- year grant from the Volunteer Generation Fund.
4. Volunteer Centers of Michigan The Volunteer Centers of
Michigan is an organization affiliated with the Michigan Nonprofit
Association, which serves a statewide network of 28 Volunteer
Centers serving 43 Michigan counties. For more information about
the Volunteer Centers of Michigan, visit www.mivolunteers.org
5. Volunteer Michigan Portal The Volunteer Michigan initiative
provided support for the technology infrastructure of several local
Volunteer Centers. MCSC and VCM also built a state-wide volunteer
management system, known as Volunteer Michigan. The Volunteer
Michigan website: Connects volunteers to opportunities in their
local communities. Serves nonprofits in areas without a local
Volunteer Center.
6. Volunteer Centers in Michigan Volunteer Michigan aggregates
opportunities from certain Volunteer Centers. Many Volunteer
Centers use technology that does not have the ability to aggregate
to Volunteer Michigan. Opportunities visible in Volunteer Michigan
also aggregate from allforgood.org
7. Logging in and Getting Started
8. A nonprofit organization can easily register for an account
at www.volunteermichigan.org. It is recommended that a staff member
who is responsible for coordinating volunteers registers their
organizations account this will be the primary contact. Any other
staff members who wish to coordinate events and manage volunteers
for the organization may be added by the primary contact.
Registering a Nonprofit Account
9. Registering a Nonprofit Account
www.VolunteerMichigan.org
10. Items marked with a blue asterisk are required. Fill this
profile out as completely as possible.
11. Add the contact information for the primary contact The
Submit button automatically notifies Volunteer Michigan staff of
your registration.
12. Email sent to Primary Contact. Success Page!
13. Once we approve your organization as a partner, the primary
contact will receive an e-mail with a temporary password for their
account. Go back to the Volunteer Michigan portal and click Login
to enter the username and password. Change your password
14. Navigating Your New Partner Account Manage your
organizations information Create and Manage Volunteer Opportunities
Interact with your Volunteers
15. The Account Management Page 1. Only the Primary Contact can
edit the organizations basic information. 2. Choose a Default
Opportunity Coordinator.
16. The Account Management Page 3. Add new Staff Contacts who
can manage opportunities. 4. Staff can add new Locations where they
will host volunteer opportunities.
17. The Opportunity Management Page In the Opportunities Menu,
you can: Manage any of your existing Volunteer Opportunities.
Create new Volunteer Opportunities. View and edit your
organizations existing Opportunity Locations.
18. The Manage Volunteers Page In the Volunteers Menu, you can:
View the records of individual volunteers. Verify your volunteers
attendance and hours of service. Clicking on a volunteers name will
open the Volunteer Detail page, which includes: Contact,
Demographic, and Volunteer Information. A Volunteer History grid.
The volunteers skills. Teams the volunteer is associated with.
Answers to custom questions created in your opportunities.
19. Creating a Volunteer Opportunity
20. Types of Opportunities You Can Create! Is your opportunity
a project or an activity? A Project is a volunteer opportunity that
will result in service hours recorded for the participants. An
Activity is any other event you would like to track, including:
Recognition Events Training Academy Social How do you want
volunteers to register for your event? Ongoing vs. Date & Time
Specific Sign-Up vs. Express Interest Ongoing Opportunities are
always Express Interest.
21. Scenario 1: An Ongoing, Express Interest Volunteer Project
When to use this kind of opportunity: When you need volunteers
whenever they are available each day. When the volunteers can come
and go independently in a certain time period. When you would like
to track volunteers who participate regularly with a variety of
start and end times. You can schedule an individual volunteer
multiple times for this type of Volunteer Opportunity, and verify
their hours all in one place!
22. Step 1: What is the Opportunity? In this first part,
provide basic information about your opportunity: 1. Name the
Opportunity 2. Choose Impact Areas. 3. Describe your Opportunity 4.
Is this Opportunity a project or an activity? 5. Is this a Disaster
Related Opportunity? 6. Select the kinds of Tasks volunteers will
be expected to perform. 7. Select a Local Program Area if your
Opportunity affects an AmeriCorps Service Area.
23. Step 2: When would you like volunteers? 1. Start Date and
End Date we recommend not setting the end date more than 6 months
in advance. 2. Specify the days and times when you need volunteers.
3. Registration Start Date when can volunteers begin
registering?
24. Step 3: Where is the Opportunity Located? Here you define
WHERE the opportunity will take place. Lookup existing locations,
or Click Create New to create a new location record for your
organization. When you create a new location: Give it a name so you
can recall it for future use. You can use the Special Directions
field to give volunteers additional information about the
location.
25. Step 4: Who is Involved in the Opportunity? 1. Opportunity
Coordinator 2. Minimum/Maximum # of Volunteers 3. Ages Served,
Genders Served, Population Served 4. Minimum Age and Maximum Age 5.
Groups, Court Ordered, Senior and RSVP 6. Associate Skills with
your Opportunity
26. Adding Skills to an Opportunity For express interest
opportunities, like this one, volunteers can still express interest
in an opportunity, even if you indicate that the skills are
required. This allows you to review the volunteers and decide for
yourself if they are a good fit.
27. Step 5: Adding Custom Questions In this step, you have the
option to create questions that will be asked in the signup
process. There are seven different types of questions you can
choose to create. Question: put the exact text of your question.
Order: We recommend ranking questions using 10, 20, 30 etc. to make
it easier to change the order of questions later. Is this question
required?
28. Step 6: Review and Submit! Review the information youve
entered. Note: It is often easier to make adjustments to an
opportunity or individual occurrence once it has been approved,
rather than going back and re-entering information in the
Opportunity Wizard.
29. If everything looks satisfactory, click on the SAVE button
at the bottom to finish creating your opportunity and submit it for
approval to Volunteer Michigan. Youll see a Success screen when the
opportunity has been submitted!
30. What Your Opportunity Looks Like to a Potential
Volunteer
31. Scenario 2: A Date & Time Specific Sign-Up Type
Volunteer Project When to use this kind of opportunity: When you
need a certain number of volunteers to be scheduled to attend at
the same time on one or more days. (Ex: You need 5 volunteers every
Wednesday from 2pm to 5pm.) When you would like to create either
one occurrence (for a one time event), or multiple occurrences (for
a recurring event). When you want volunteers to just sign-up for
the opportunity without your staff needing to screen the volunteers
and confirm their ability to participate. Next, well discuss what
questions you will need to answer to create a Date & Time
Specific Opportunity.
32. Step 1: What is the Opportunity? The first page of the
opportunity wizard looks the same for any type of project or
activity you create.
33. 1. Is this an Ongoing or Date and Time Specific
opportunity? 2. Does the opportunity take place on a regular
schedule? Best Practice: Never schedule further than 6 months 3.
You can set monthly, weekly, or daily recurrence patterns. 4. How
many hours before the occurrence starts do you want to close
registration? 5. When can people begin registering? 6. What
registration type is it? Sign Up Express Interest Step 2: When
would you like volunteers?
34. Step 3: Where is the Opportunity Located? Here you define
WHERE the opportunity will take place. If this is a location youve
created before, you can look it up using the magnifying glass to
the right of the location field. If there are occurrences that will
take place at different locations, you can assign locations by
individual occurrence.
35. Step 4: Who is Involved in the Opportunity? 1. Opportunity
Coordinator 2. You can assign a different member of your staff as
the Opportunity Coordinator for separate occurrences. 3.
Minimum/Maximum # of Volunteers: 4. You can individually assign the
minimum and maximum number of volunteers needed for each
occurrence. 5. View all of the occurrences youre creating
36. 6. After you select the occurrences you would like to
modify (above), enter either the minimum or maximum # of volunteers
needed for those occurrences and click apply to selected. 7. Who is
served by the opportunity? 8. Define the Minimum and Maximum Age of
Volunteers. 9. Is the opportunity suitable for Groups, Court
Ordered, Senior, and RSVP (Senior Corps) 10. Associate skills with
your opportunity.
37. Step 5: Adding Custom Questions In this step, you have the
option to create questions that will be asked in the signup
process. There are seven different types of questions you can
choose to create. Question: put the exact text of your question.
Order: We recommend numbering 10, 20, 30 etc. to make it easier to
change the order of questions later. Is this question
required?
38. Step 6: Review and Submit!
39. Youll see a Success screen when the opportunity has been
submitted! In this step, you should review the information you
entered. Note: It is often easier to make adjustments to an
opportunity or individual occurrence once it has been approved. If
everything looks satisfactory, click on the SAVE button at the
bottom to finish creating your opportunity and submit it for
approval to Volunteer Michigan.
40. What Your Opportunity Looks Like to a Potential Volunteer
The Opportunity Details page for a Date & Time specific, Sign
Up opportunity includes: 1. The Opportunity Title and Link to
Organization Profile 2. Information about impact area, populations
served, types of volunteer activities, and requirements for
volunteering 3. The Opportunity Description 4. A Share Button share
this opportunity through social media 5. Sign Up section 6. A link
to sign up with a team of volunteers.
41. Managing Your Volunteer Projects and Activities
42. Opportunity Management Page Inactive, Pending, and Awaiting
Approval Opportunities appear in the lower grid and are not visible
on the public site. Scrolling to the right will show additional
columns of information: Schedule Type Start Date End Date # of
active occurrences (including those from the past that do not
appear on the public site) The Active Opportunities Grid Mark
opportunities Pending or Inactive
43. The Volunteer Opportunity Detail View 1. View Opportunity
on Public Site 2. Edit: Edit buttons appear in various sections of
the opportunity description, and will take you to the corresponding
step in the opportunity wizard. When editing an opportunity, make
sure you proceed to step 6 in the opportunity wizard and SAVE your
edits!
44. Opportunity Management Page 3. The Edit button in the
related skills section is the correct place to go need to go in
order to add, remove, or edit the skills you associate with your
opportunity.
45. Opportunity Management Page Edit Coordinator/ # of
Volunteers, or Edit Location Schedule a Volunteer View/Edit Cancel
Submit for Approval Ignore this Button
46. Creating a New Occurrence 1. Volunteer Opportunity Name 2.
Occurrence Date: use the popup calendar, or enter a date in the
format xx/xx/xxxx. 3. Start and End Time: Use the proper format
(example: 7:00 AM). 4. Registration Start Date and Registration
Cutoff (Hours) 5. Minimum Attendance/Maximum Attendance 6. Location
7. Opportunity Coordinator
47. Creating a New Recurrence 1. Volunteer Opportunity Name and
Status 2. Coordinator Information 3. Time/Date Information 4.
Recurrence Type: daily, weekly, or monthly?
48. Creating a New Recurrence 5. Sign Up Information 6.
Location Information 7. Description Information: For internal use
only. You can specify a simple description of what the recurrence
is. Click SAVE at the top of the recurrence wizard to save the
recurrence and all the respective occurrences. The status will
remain in Pending. Click SUBMIT FOR APPROVAL at the top of the
recurrence to submit the recurrence for approval. This will change
the status to Awaiting Approval.
49. Managing Volunteers for Each Occurrence
50. The Occurrence Detail View On the Volunteer Opportunity
Detail Page, find the occurrence overview at the bottom of the
record, and click on View/Edit to get to the Occurrence Detail
View.
51. The Occurrence Detail View 1. Click on EDIT to update any
details for this occurrence. 2. Print Check In Sheet Produces a
Check-In Sheet that you can use to keep track of attendance.
52. The Occurrence Detail View 3. Volunteer Summary 4. Custom
Question Answers 5. Connections Grid 6. Create a
Connection/Schedule a Volunteer
53. Connection Grid Overview 1. The Connections Grid has four
tabs to view different types of connections Confirmed Volunteers
Waitlisted Volunteers Pending Volunteers Declined Volunteers 2.
Action Buttons allow you to take action on selected volunteers. 3.
Column headings allow you to sort connections 4. Any cell with a
thick black border can be edited by double clicking in that cell.
5. Any changes to individual cells (black boxes) will give those
cells a red border. To save the changes in individual cells, click
Save Changes.
54. Using the Connection Grid to Send Email to Volunteers. Its
easy to email volunteers individually, or as a group from the
connection grid. Any actions you take in the connection grid start
by adding a check box in the row for the connections you wish to
act upon. If you put a checkbox at the top of the column, it will
automatically check All the connections in that tab of the grid.
Next, click the Email Volunteers button. A popup window presents
the default text of a reminder email for that occurrence, which is
automatically addressed to each of the selected contacts. The
default text of the email contains merge fields which personalize
the email with the details of this occurrence. You can edit the
message as much as you like. Click SEND to send the email to each
of the selected volunteers. When the email is successfully sent, a
confirmation popup appears.
55. How to Add Guest Volunteers to an Occurrence. You may have
registered volunteers who notify you that theyll be bringing some
friends or family along, and they would like you to reserve space
for them. Sometimes volunteers may show up with additional people.
You want to track the service hours of these anonymous volunteers,
without needing to create new contacts for guests, so you add them
to the connection grid as Guest Volunteers. To track guest service
hours, put the number of guests in the guest volunteer column next
to the person who is bringing them. Do this by double clicking the
0 in the GUEST VOL column, and then put in the number. The box will
turn red to indicate the data has been edited. Click SAVE CHANGES
to record the changes to one or more connections.
56. Marking Attendance and Verifying Service Hours. To learn
about verifying attendance through the connection grid, lets go
back to our Ongoing Opportunity, Food Bank Office Support. To view
the ongoing occurrence for this record, select View/Edit in the
Occurrence Overview.
57. Marking Attendance and Verifying Service Hours. At the
bottom of the occurrence record, we find the connection grid. To
mark attendance for volunteers who registered for your opportunity:
Place a checkbox next to each volunteer for which you would like to
confirm the attendance status. Select either Mark as Attended or,
Mark as Not Attended. Hours for volunteers and guests are
automatically calculated based on the start and end time of the
occurrence. If a volunteer stays longer, you can edit the hours
field or change the end time of the connection for that
volunteer.
58. Express Interest Connections Confirming or Declining
Volunteers. A new volunteer, Corey Contributor, has decided to
express interest in our ongoing opportunity Food Bank Office
Support. Organization staff can email Corey to make sure he meets
all of the criteria necessary to volunteer with the organization.
When a volunteer indicates that they are interested in
participating in an opportunity, two things happen: 1. The
opportunity coordinator receives an email 2. The volunteer is added
to the Pending Volunteers tab of the connection grid in the
Occurrence Detail View. Once we decide that Corey is able to
volunteer, and we know when he would like to attend, we check the
box next to his name, and Click Mark Confirmed.
59. Express Interest Connections Confirming or Declining
Volunteers. When Corey is confirmed as a volunteer, he will be
moved to the Confirmed Volunteers Tab. Double click in the Date box
to set the day he will volunteer. Use the xx/xx/xxxx format for the
date. Double click in the Start Time and End Time boxes to indicate
what time he will start and end his service on that day. Click Save
Changes to save the changes to Coreys connection. When the changes
have been saved successfully, the boxes you changed will have black
borders instead of red borders.
60. Adding Volunteers to an Occurrence. You can add any of your
existing volunteers to an occurrence, or schedule them for a To Be
Scheduled Opportunity in two places: Click on the Schedule A
Volunteer link in the action column of the Occurrence Overview grid
in the Volunteer Opportunity Detail View. Click on the Create a
Connection/Schedule a Volunteer button on the Occurrence Detail
View, near the Connection Grid.
61. Adding Volunteers to an Occurrence. Use the Lookup icon to
find the volunteer you would like to schedule. You can schedule
volunteers for: an Individual Shift (one-time), or a Recurring
Shift (repeating pattern)
62. Manage Your Volunteers Individually. 1. Search 2.
Alphabetically Narrow 3. View or Schedule
63. The Volunteer Detail View The Volunteer History grid gives
information about: Hours (the total verified hours per occurrence).
Feedback (the star rating given by the volunteer). Decline Reason
(if the volunteer was declined for an opportunity). Action: Go to
Occurrence which takes you directly to the occurrence detail page,
so you can update attendance, hours served etc.
64. The Volunteer Detail View Answers to Custom Questions
65. Verifying Hours for Volunteers The grid lists any contact,
for any opportunity, that is in confirmed status and where the
occurrence date is in the past. The top grid contains confirmed
volunteers for your posted opportunities, the bottom grid will show
any unconfirmed self- reported connections. Place a checkbox next
to each of the connections who you would like to mark attendance
for and click Mark as Attended or Mark as Not Attended. The Verify
Hours grid makes it easy to see outstanding verifications.
66. Questions? If you have additional questions about the
Volunteer Centers of Michigan, the Volunteer Michigan portal, or if
you need technical support, please contact: Shannon McCarthy
Volunteer Michigan Data Coordinator (517) 335-3407
[email protected] If you have questions about the Volunteer
Michigan Campaign, or want more information about the use and/or
ordering of campaign materials, please contact: Marnese Jackson
Volunteer Michigan Outreach Coordinator (517) 335-4677
[email protected]