V-SOFT LIAISON TRAINING MANUAL

Transcription

1 V-SOFT LIAISON TRAINING MANUAL

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3 SBISD VOLUNTEERS MUST REGISTER EVERY YEAR All volunteers must register online at the SBISD website ( every year and pass a criminal background check. In order to utilize volunteers and have a smooth start of school, anyone that was cleared in the Volunteer Database may volunteer until September 30, Volunteers must bring their driver s license the first time they volunteer on campus to have it scanned into the V-Soft system. They should be checked in as a Volunteer and not a Visitor if they will be volunteering on the campus. Beginning October 1, 2017 all volunteers MUST be cleared in the Volunteer Database. Anyone who registered online after July 1, 2017 (and was cleared) will be in the Volunteer Database. All volunteers will have to bring their valid photo ID to have their picture re-scanned into the V-Soft system at this time. Please remind all parents and volunteers to allow at least 7-10 days for the volunteer background check to be processed. If they want to attend a field trip we cannot guarantee that their paperwork will be processed if they wait until a day or two before the event. VOLUNTARIOS DE SBISD DEBERAN INSCRIBIRSE TODOS LOS AÑOS Los voluntarios de SBISD deberán inscribirse en la página del Internet del distrito ( todos los años y ser aprobados sus antecedentes penales por el Depto. de Policía. Con el fin de poder usar los servicios de nuestros voluntarios y tener un comienzo de clases sin dificultades, toda persona que haya sido aprobada en la Base de Datos durante el año podrá seguir siento voluntario has el 30 de septiembre de Los voluntarios deberán traer su licencia de manejar la primera vez que participen como voluntarios en la escuela este año para que se pueda verificar en el sistema V-Soft. Ellos deberán anotarse como un voluntario y no como visitante, si vienen de voluntarios a la escuela. Comenzando el 1º de octubre de 2016 todos los voluntarios DEBERAN estar aprobado en la Base de Datos de Voluntarios para el año Toda persona que se haya inscrito por el Internet después del 1º de julio de 2017 (y haya sido aprobado) estará en la Base de Datos de Voluntarios Todo los voluntarios tendrán que traer su licencia de manejar para tener su fotografía actualizada en el sistema V-Soft. Por favor recuérdeles a todos los padres y voluntarios que se tomará de 7 a 10 días para que sus antecedentes sean procesados. Si ellos quieren asistir a una excursión no les garantizamos que sus antecedentes puedan ser procesados si se esperan hasta un día o dos antes del evento para someter sus datos.

4 Register to Be A Volunteer in Spring Branch ISD Go to the district webpage Under the Get Engaged column, click on the Be a Volunteer link. This will take you to the Volunteer Registration page. Complete the online form (available in English and Spanish), filling in all of the asterisk (*) cells and submit. Allow 10 business days for the background clearance. *To check on the status of your volunteer clearance, contact the Volunteer Liaison at the campus where you wish to volunteer, the SBISD Partnerships & Volunteer Office (partner@springbranchisd.com), or

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6 LOGIN to V-Soft: User Name: Full SBISD address Password: For HELP with V-Soft contact: Technical Support #2

7 Volunteer Sign in To Sign In a Volunteer: Click Sign In Volunteer from the Volunteer Module Main Menu. Use the QuickFind feature by entering the first three letters of the first or last name of the Volunteer, then click Find. You can also search by "First Lastname". Be sure to put only ONE space between the first and last name. Click on the name of the Volunteer in the QuickFind list. If there is only one person to choose from, their information and picture will appear on the screen. Choose the Task information: o o o Function - What function are they there to perform? Tutor, Library Aid, Teacher Aid, etc. Affiliation - Are they a parent, grandparent, guardian, community member? Organization - What organization are they representing? Junior League, PTA, etc. To print a badge for the Volunteer, click Submit & Print. To enter the information without printing a badge, click Submit. The Volunteer will be instantly screened against our current compiled multi-state sex offender database. For more information on sex offender matches and verifications, see Sex Offender Matches.

8 Sign out Volunteers To View/Sign Out a Volunteer: Click the view volunteers button at the right, or click View Volunteers in the Volunteer Module Main Menu. A list of Volunteers that are currently signed in will appear on the screen. Find the names of the Volunteers to sign out, and click the boxes next to their name(s) and click the Sign Out button or click "sign out" at the right. Click Sign Out All to sign everyone out.

9 Private Alert (BLUE) These private alerts are most commonly used for: denied volunteers, custody issues and protective orders. 1. Check the name, address and date of birth before confirming it is the person. Look at height, weight, race, and other physical details against the ID provided by the visitor. 2. Read the details of the alert. 3. If the visitor is not allowed contact with a student, calmly address the visitor by saying, I am sorry, our database is asking me to provide further information. Please be patient while I get some assistance. 4. If the visitor comes up as a denied volunteer, calmly address the visitor by saying: As you know, each volunteer is required to register before beginning service in our schools. As part of that process, you agreed to a criminal history records check. I have been advised that the records check has been conducted, and for some reason, you have not yet been cleared for volunteer service in our schools. I know nothing about the reason you have not been cleared. If you would like more information, please contact Chief Dareing with the Spring Branch Police Department at (713) I encourage you to follow up on this in case there is some mistake. However, for now, I am sorry to say school district policy does not allow us to use your services and there is nothing I can do about it. Thank you for wanting to help in our school.

10 Sex Offender Alert (RED) TAKE A DEEP BREATH AND RELAX An alert on your screen is an indication the software has found a possible match of first name, last name and date of birth. Only the user can confirm offender matches. Analyze the Possible Offender Alert before confirming a match: 1. Analyze the two photos* on your screen. Look at height, weight, race, and other physical details to prove a match. Not all states will provide a photo/details on their offenders* 2. Check name, address, and physical description. a. Look at first, middle and last names against the ID provided by the visitor If you determine this IS a match: Click Yes it is a match. The program will give you one more chance to confirm by asking, Are you sure? Once you do so, your campus contact, the SBISD Police Dept. and a Raptorware contact will all be notified! Calmly address the visitor by saying: I am sorry, our database is asking me to provide further information. Please be patient while I wait for some assistance. If you determine this is NOT a match: Click No it is not a match. Once you click No the label will start printing for you.

11 Sex Offender Alerts and Private Alerts For Parents & Grandparents Parents and grandparents who show up as a sex offender or are denied as a volunteer can still be allowed to have lunch with their child, be present at an assembly or school function where their child is performing, and meet with the teacher or other school staff. They will need to be accompanied by a campus staff member at all times. We suggest the campus have a separate table in the lunch room for such parents and/or grandparents who want to eat lunch with their child.

12 TO PRINT BADGES BEFORE AN EVENT: Go to the HOME page on V-Soft Under SHORTCUTS in the middle of the page click on BATCH PRINTING Put in your building and when you click on ADD BATCH in the right hand corner. The screen below will appear. Put in the volunteer s name, location under FUNCTION, date, start and end time. Then you can print the badges and they will automatically be signed in at the start time.

13 To order BADGES for the V-Soft Scanner, create a P.O. (purchase order) in Munis with RaptorWare. This is an approved vendor, # The badges come in 10 rolls of 300 ct. for $100, Item # 51892RAP3. RaptorWare Visitor Badges (Adhesive) (7) RaptorWare Visitor Badges (Adhesive, White and Color Coded) Please do NOT order supplies from this icon

14 SBISD Volunteer Database If a Volunteer or Mentor is not in V-Soft: 1. Cleared volunteers and mentors are uploaded once a week to V-Soft. If the person recently completed the SBISD Volunteer Registration online, their name may not yet be in the V-Soft system. a. You can check the SBISD Volunteer Registration Data Base for their status. See instructions below. b. If the application has not yet been approved, tell the person it is still being processed. They will be able to volunteer once the application is approved in 5-10 business days. i. Do not say: You are not cleared to be on campus. This has a negative feel. ii. Ask the person to check back with you or if you are providing excellent customer service, you can offer to check on the application in a couple of days, and let the volunteer know when everything is good to go. 2. If the person is not in V-Soft and not in the SBISD Volunteer database, provide a computer for him/her to complete the Registration: It can take 5-10 business days to process an application. How to Access the Volunteer Registration Database 1. Go to SBISD Intranet (employee web page) 2. In the Get Engaged column, click on Volunteer Liaison Forms 3. On the Liaisons page, click on Volunteer Coordinator Entrance 4. Log in using SBISD credentials a. If you do not have log in rights, please ask the campus Volunteer Liaison to log in for you, or contact the Community Relations office, Until Sept. 30, you may need to check for a volunteer in the school year if they are not in the school year. 6. After Oct. 1, check in school year list. 7. Enter Volunteer s last name and select your school from the drop down list. 8. Click Search 9. Cleared Volunteers will have Approved listed in the PD (Police Dept.) column. 10. Cleared Mentors and Tutors will have Approved listed in the PD and HR (Human Resources) columns.

15 Volunteer Reports The Report menu in the SBISD Volunteer Database allows you to run real-time reports on volunteer information for your campus. See instructions below: 1.Select the type of report you will generate from the Reports menu. Volunteer Report provides information on all approved volunteers for your campus. Mentor Report filters only your mentors from your total volunteer list. New Mentor Report filters only new mentors from your total volunteer list. 2.Once selected, a report query page will open. You will need to indicate what information you are asking the report to pull using the drop down menus. All approved volunteers require an Approved PD Status. If you also want your mentors/tutors included in the report, you will also select Approved for HR Status and NONE (as remember, not all volunteers require HR approval). This will pull a list of every approved volunteer for your campus.

16 3.Click View Report. Using the save icon (the floppy disk) at the top of the screen, you can export this information into an Excel Document to save and/or print. Filtering Types of Volunteers The SBISD Volunteer Database also allows you to filter based on the type of volunteer approved for your campus. For example, if you want to pull a list of all approved chaperones, use this function! 1.Hover over Menu at the top of the page and select Approved Volunteers.

17 2.Based on the information you want the report to provide, use the drop-down menus to filter the correct information. The screen shot shows a report that will pull information on all SpringBoard Mentors (which require both PD and HR approval) who are approved for the school year at Buffalo Creek Elementary. Indicate which School Year you want to pull information from. Select your camupus in the Volunteer/Mentor Site Set the date range for which you want volunteer information pulled (reminder: the start of the school year is officially 7/1/17). Remember to indicate whether you want PD Approval only (general volunteers) or also HR Approval (mentors and tutors included) Select which Volunteer Category(ies) you want the report to pull. Select Search