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Volunteer Enlistment Process

Volunteer Enlistment Process. Overview of the VEP System. Today’s Goals. Big picture process of VEP Expectations for Fundraisers Expectations for Support Staff For Details – Come to VEP Lab Class. What is VEP?.

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Volunteer Enlistment Process

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  1. Volunteer Enlistment Process Overview of the VEP System

  2. Today’s Goals • Big picture process of VEP • Expectations for Fundraisers • Expectations for Support Staff • For Details – Come to VEP Lab Class

  3. What is VEP? A way for all University service to be recorded in PostGrads and for concerned Fundraisers to quickly review individuals nominated as potential development volunteers.

  4. Why VEP is Needed • The Stanford Challenge - One Campaign for One University: Coordinated Volunteer Program • VPs interested in reviewing prospective volunteers who fit certain criteria • Knowledge of a person’s volunteer service by Program Staff is essential • Complete volunteer service records are important for Stanford

  5. Current Process Limitations: • Little communication between fundraisers in different groups • Possibility of “volunteer fatigue” • Most entries made at the end of service when it is time for recognition

  6. VEP Process

  7.  Discuss Nominate E-Mail Staff OK Review Invite Activate      Step 1: Identify and Discuss Volunteers Start talking early about who you would like to have as volunteers for your: • Reunion • VPTS Campaign • Other Fundraising Early communication will mean fewer surprises from fellow staff on who else might be considering using the same volunteers

  8.  Discuss Nominate E-Mail Staff OK Review Invite Activate      Step 2: Nominate Volunteer • Use Volunteer (VAC) window in PostGrads • Start Date must be at least 10 days in the future • Entity Status will begin as Pending • Add a VEP Note to include in e-mail

  9.  Discuss Nominate E-Mail Staff OK Review Invite Activate      Step 2: VEP Notes • Detail Description of what the volunteer service entails • Also serve as an archive for status change history

  10.  Discuss Nominate E-Mail Staff OK Review Invite Activate      Step 3: E-mail Fundraisers PostGrads automatically sends an e-mail to each program staff person assigned to the volunteer informing them of the nomination

  11. If you have an issue with a nomination, you have 10 business days to place a hold   Discuss Nominate E-Mail Staff OK Review Invite Activate      Fundraisers: To Hold or not to Hold

  12.  Discuss Nominate E-Mail Staff OK Review Invite Activate      Step 4: Check Holds in VAS Window • Shows all volunteers for a particular nominating staff ID • This window used to update status from Hold to Pending or Hold to Withdrawn • For those on Hold, click the notes icon on the right to view VEP Notes and see who placed Hold

  13.  Discuss Nominate E-Mail Staff OK Review Invite Activate      VEP Note: Holds • When a Hold is placed by any fundraiser, an entry is made into VEP Notes automatically. • When a Hold is changed to Withdrawn or Pending, an entry is made into VEP Notes automatically

  14.  Discuss Nominate E-Mail Staff OK Review Invite Activate      Step 5: Executive Review OK to Invite • Discussion with Program Staff ahead of time means Ok to invite needs no further clearance from colleagues • Major Gift Prospects/BOT Members/VIPs will get extra scrutiny before a decision is made Pending Nomination Not Approved [X]

  15.  Discuss Nominate E-Mail Staff OK Review Invite Activate      Step 6: Invite Volunteers (Status Window) • Once marked Ok to invite, you may contact volunteer to ask for their participation • If they Accept, change status to Future • If they Decline, change status to Declined • If you do not invite change to Not Needed

  16.  Discuss Nominate E-Mail Staff OK Review Invite Activate      Step 7: Volunteers Activated by PG PostGrads automatically switches Nominees with Status of Future, to Active on their Start Date

  17. Want More? • VEP Detail Classes in Lab • Tuesday 04/25/06 – 9:00 to 11:00 am • Tuesday 05/23/06 – 1:30 to 3:30 pm • Thursday 06/22/06 – 1:30 to 3:30 pm • Volunteer Activity Classes • Wednesday 04/12/06 – 9:00 to 10:30 am • Wednesday 05/17/06 – 3:00 to 4:30 pm • Sign up for Classes via STARS

  18. Wrap Up • New Rights in PostGrads • Go Live Date – 3/28/06 • Questions? Contact 5-1001 or ineed-help@lists.stanford.edu

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