Vermont Mentoring Database

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Gary Robbins
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Vermont Mentoring Database Manual for the Basic (Free) User

Logging In to the System Updating Agency and Program

1 Vermont Mentoring Database Manual for the Basic (Free) User Level To receive a log-in and password for the database, please info@mobiusmentors.org. Assistance is always available: call the office at or info@mobiusmentors.org. Table of Contents Overview of Vermont Mentoring Database Logging In to the System Updating Agency and Program Information in the Statewide Mentoring Directory Adding Users Applying for Grants Document Library Created by AmeriCorps VISTA member Daron Blake

Overview of Vermont Mentoring Database The Vermont Mentoring Database is a mentoring program data management system built by CiviCore and based on feedback and direct input from mentoring programs,

2 Overview of Vermont Mentoring Database The Vermont Mentoring Database is a mentoring program data management system built by CiviCore and based on feedback and direct input from mentoring programs, funders, and Mobius staff. Moving forward, Mobius will manage this system, help new programs join, and provide ongoing trainings and technical support for users. To receive a log-in and password for the database, please info@mobiusmentors.org. Assistance is always available: call the office at or info@mobiusmentors.org. All mentoring programs in Vermont have access to the most basic level of use with the Vermont Mentoring Database, which is free of cost. At the free, basic level, users can: update agency and program information on the statewide directory list on the Mobius website, apply for grant funding, download sample forms, quality standards, surveys, and application templates, add other basic users to the agency. Logging in to the Vermont Mentoring Database To log-in as a basic user, visit Scroll to the bottom of the Mobius home page and click on Click here to log in as a mentoring program. You will be taken to this log-in page: The direct URL to this User Login for the Vermont Mentoring Database is:

The tabs in the left blue column will be your navigation tool while using the Vermont Mentoring

3 After logging in, you will be taken to your agency s homepage in the database: This is the home page for users at the basic level. Once you log in, you will see the screen to the left. The tabs in the left blue column will be your navigation tool while using the Vermont Mentoring Database. The Agencies and Programs tabs will be used to update your program s information on the Statewide Mentoring Directory.

Updating Agency and Program Information on the Statewide

your agency and program information as it appears on the

This directory can be reached from the Mobius home page

. This directory allows anyone to search for mentoring

4 Updating Agency and Program Information on the Statewide Mentoring Directory With your free account, you can edit your agency and program information as it appears on the Statewide Mentoring Directory. This directory can be reached from the Mobius home page under the drop-down list Find a Program Near You.. This directory allows anyone to search for mentoring programs in Vermont by county or by name. Screenshot of Vermont Statewide Mentoring Directory

5 This is how a mentoring agency s profile appears in the statewide mentoring directory: Screenshot of Mentoring Program Profile in Statewide Mentoring Directory To edit the information in your agency s directory profile, click on Agencies on the left blue column from your database homepage: You will see the page to the left. Click on the edit button to the right of your agency s name.

6 You can now edit your agency s information: Here, you can update the name of your agency, contact information, and your agency s address and website. You can also upload a photo with a caption, a mentoring quote, and a logo. There are two steps to adding a photo and/or a logo to your agency s profile: 1) Upload the file under Agency Photo and/or Agency Logo 2) Select Yes under Have Photo? and/or Have Logo? Once you upload a photo and logo, be sure to select Yes. When you update this information, it will appear on your agency s profile within the statewide directory. You will need to refresh your browser to see these changes. When you scroll down on the Agency page, you will find fields to edit your Fiscal Agent information. This will help you in applying for grants (see more below).

7 The labels below designate the Agency fields within the database and where they appear on your agency s profile in the statewide directory: Database Field (to be completed in Agency tab): Where the information appears on the agency profile in the statewide directory: Agency Logo Agency Name Contact Title, Contact Name, and Address, City, State and Zip Phone Number Website Mentoring Quote Instructions to Mentor Applicant Agency Photo and Caption Screenshot of Mentoring Program Profile in Statewide Mentoring Directory

Screenshot of Statewide Mentoring Directory The Instructions to Mentor Applicant section of the Agency tab in the database is an overview of your

8 You can also enter the counties and towns served by your agency, as well as the types of mentoring programs under the agency. These will also show up on the statewide directory next to your program s name while visitors to the site browse a list of programs. Screenshot of Statewide Mentoring Directory The Instructions to Mentor Applicant section of the Agency tab in the database is an overview of your agency for someone interested in applying. This text will appear at the top of your agency s directory profile. Screenshot of Mentoring Program Profile in Statewide Mentoring Directory

Then select edit to the left of the program you want to manage.

9 To edit the programs that are part of your agency, click the Programs option on the blue left column from your database homepage. Then select edit to the left of the program you want to manage. Here, you can edit information about existing programs. This information will appear underneath the listing of your agency s programs in your agency profile on the statewide directory.

10 Where the information appears on the agency profile in the statewide directory: The labels below designate the Program fields within the database and where they appear on your agency s profile in the statewide directory: Database Field (to be completed in database Programs tab): Program Name Program Description Program Type Min/Max Age of Youth Served Minimum Age of Mentor Minimum Length of Commitment Minimum Time Commitment Program Coordinator Name and Screenshot of Mentoring Program Profile in Statewide Mentoring Directory

11 Adding Users To add another user who can log into your agency s profile and edit information and apply to grants, click the Users option on the left blue column. Choose Add a New User on the right to create log-in information for this new user. Any users you add at the basic, free level will have the same security and access levels that you have. Applying for Grants Mobius manages three types of mentoring grants: 1) Growth and Quality Enhancements Grants previously Vermont Mentors!, Mentoring in Schools! (MIS!) Implementation and 2 nd Year Grants 2) New Program Planning Grants previously MIS! Planning Grants (this grant is now available for both school-based and community-based programs) 3) Special Opportunity Grants (these grants will become available as special opportunities arise) For more information on these grants, visit the Current Funding Opportunities section of the Mobius website.

Users with a free, basic account can log in to the Vermont Mentoring Database to apply for grant funding. Select the Grant Applications option on the left blue column.

12 Users with a free, basic account can log in to the Vermont Mentoring Database to apply for grant funding. Select the Grant Applications option on the left blue column. Click on the name of the grant to see a full overview: Here, you will find the basic guidelines on what you need to do to qualify and apply for this grant. The full guidelines are available in the Document Library (see below). To apply to a grant, click on Apply For This Grant, select school or NGO, and use the form to fill out a formal application.

13 While filling out a grant application, please remember: 1) Your application will time out after an hour and fifteen minutes. 2) Save your application often by clicking on the Save Application and Edit Later button (see below). Please note that once your application has been saved, you can find it with all of your existing grant applications. (Click here for more information on finding existing grant applications). 3) Refer to grant guidelines in the document library (accessible via the blue navigation bar) for specific application instructions for each grant. Screenshot of Grant Application in Vermont Mentoring Database

14 There are two places to access your existing grant applications: 1) The widget on your Vermont Mentoring Database homepage: 2) Within the Agencies section, there is a Grants tab:

15 To report on a grant which you have received, access the grant from the Grants tab in the Agencies section of the database. To the right of the funded grant name, you will see options to create a mid-year, year-end, or final report. Click on a report button, and fill out the form to report to Mobius the status of your grant.

16 Document Library The Document Library is available to all basic users of the Vermont Mentoring Database. Here, you will have access to resources from around the state, including a sample budget, full grant application guidelines, the most up-to-date edition of the Vermont Mentoring Core Standards, a new program planning checklist, and much more. To access the Document Library, click Document Library on the left blue column.

Instructions for Navigating Your Awarded Grant

Instructions for Navigating Your Awarded Grant proposalcentral s Post-Award allows grantees to submit progress reports, project documents, financial/budget information, communicate with the funding organization,