SCHOOL VOLUNTEER PROGRAM (For District Liaisons)

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1 (ITS) in conjunction Employee Portal - Apps Services Sites with the Office of Community Services has developed a Web-based application for processing School Volunteers From the Employee Portal page, information. This user guide will provide instructions for the District Liaisons to log in to the Portal and access the School Volunteer Program District Administration Web application. To access the School Volunteers District Administration Web application, you must have Quad A authorization for WSVA. Getting Started To access the Portal, Open the Internet browser the Employees tab The dadeschools.net Employees page will display. Apps Services Sites tab The Apps Services Sites page will display. Log in to Portal The Log in screen will display. School Volunteer District Administration The School Volunteer Program: District Liaison page will display. School Volunteer Program - District Liaison As a School Volunteer District Liaison user you will be able to approve/deny applicants, search for applicants by School, Status, Last Name (or beginning letter), or by ID number. your user name your password LOGIN The School Volunteer Program - District Liaison page, by default will display All Schools, All Status. The page will display items such as the volunteer s Status/School, Name/DOB/SSN, Level 1, Level 2, Background Check, and Liaison Comments. The Employee Portal page will display. 1

2 Additional information for the volunteer is available when Note: Search results will only display applicants with activities you hover over the Name/DOB/SSN field. The Volunteer s or with status of Pending ID Check. User ID, Phone number and will display. If you hover over the Background Check field, the background check Approve/Deny Volunteer Applicants date will display. If you hover over the Liaison Comments field, when the record was last updated and by whom Volunteer applicants will be processed by the system will display. according to the service activity they selected. As a District Liaison user you will be able to update the applicant s status at any time. [See Status Definitions starting on page 4.] Level 1 activities will perform an electronic background check and the school will be able to approve or deny the volunteer immediately. Additional information Page numbers Level 2 activities will require fingerprinting. The status will be Pending Fingerprinting and must be updated by the Fingerprinting office, to either Pending District Level 2 Approval or Denied. If it is updated to Pending District Level 2 Approval, then the District Liaison sets it to Pending School Approval and it continues the same as a Level 1. If it is updated to Denied by the District, then the school cannot approve it. To view more records, click on the page number on the bottom of the page. Search Options You may search for applicants that have already selected activities or that are with status Pending ID Check. Search by School, Status, Last Name (or beginning letter), or by ID number. The District Liaison can also set the status to Denied District Level 2 Approval which clears all level 2 activities, but leaves level 1 activities as requested. The level 1 activities will be set to Pending School Approval. This is in case the background check results preclude level 2 approval, but are suffiecient for level 1 approval. From the School Volunteer Program - District Liaison page, Some volunteer activities require Pending District Level 2 Approval first. [See Status Definitions starting on page 4.] From the School Volunteer Program - District Liaison page, desired criteria in the search fields and/or select from the drop-down menus Search The results will display. [The status, Pending District Approval was used for the search result page below.] Edit next to the applicant being updated The Status/School field will activate the drop-down menu. 2

3 Open The Download file will open in Excel format. Select the drop-down menu desired status [See Status Definitions on page 4] Submit The Status/School field will display the selected status. The volunteer applicant s status will be updated. Volunteers can check their status in the Volunteer Interests page, under the Messages section. SVP Volunteer Download The Download button will open the SVP Volunteer Download file. The Download file is a listing of all the volunteers and their personal information. The Download file generates information from the data displayed on the School Volunteer Program - District Liaison page, in standard Excel format. Excel manipulations of the spreadsheet are then available. The file can be edited, saved and/or printed as needed. Aggregates Report The Aggregates Report is the SVP District-Region Breakdown report. The report is a breakdown of the total volunteers per activity, per school, by Regional Centers. The report data is created in a standard Excel format. Excel manipulations of the speadsheet are then available. To open the Download file for a specific school, SVP Download The Aggregates Report is located in the menu on the District Liaison page. Aggregates Report and User Guide Select the school drop-down menu desired school The page will change to display all the volunteers/ applicants for that school. Aggregates Report link The window message to open or save will display. the Download button The window message to open or save will display. 3

4 Open The SVP District-Region Breakdown report will open. The report can be edited, saved and/or printed as needed. The columns and rows can be expanded by clicking on the plus sign located on top of each column and on the left side margin of each row. If already expanded, click on the minus sign to collapse the cells. SVP Background Service Errors Report The SVP Background Service Errors report is a summary of the errors generated by LexisNexis requests. The report is scheduled to run every two hours Monday through Friday from 7:00 AM to 3:00 PM, weekends at 7:00 AM. The SVP Background Service Errors report is sent via to the Office of Community Services for their review. If there are no errors, the SVP Background Service Errors report will not be ed. Number of incidents of this error Date and time of the latest incident of this error The SVP Background Service Errors report contains the count for the error, the error name/number, the error description, and the latest time and date it occurred. The table below is a listing of the different errors and the error s description. Use this table to review the SVP Background Service Errors report to help you identify the critical issues and take the necessary actions to resolve them. The error codes 210 and 500 (with high counts) are the most likely problems. LexisNexis must be contacted to resolve the issues right away. Special attention should be given to these two codes: Error User is locked - Problem with LexisNexis pass word. Must be unlocked by LexisNexis. Error Error with request - Unknown LexisNexis error. These happen intermittently, but if count is high, the LexisNexis system may be down. Status Definitions School Volunteer Program Status Definitions: Approved at School - The volunteer has been approved by a school or work location liaison. This is required before volunteering can begin, and is at the discretion of the school or work location liaison. Denied at District - The volunteer application has been denied by a District liaison, usually because of background history. Denied at School - The volunteer application has been denied by a school or work location liaison. Denied District Level 2 Approval - Clears all level 2 activities, but leaves level 1 activities as requested. The level 1 activities will be set to Pending School Approval. Pending District Approval - The volunteer application is pending a District liaison decision, usually because of information found during a background check. 4

5 School Volunteer Program Status Definitions - continued Pending District Level 2 Approval - The volunteer application is pending a district liaison decision, usually because of the special training required for the type of volunteer work selected. [These are Mentoring, Certified Volunteer, Listener/Oyente.] The message Do you want to close this tab? will display. Yes From the Apps Services Sites page, Pending Fingerprinting - The volunteer requires fingerprinting and background verification due to the type of volunteer work selected. Pending LexisNexis Background Check - The volunteer application is pending an online background check, usually due to a system failure during application submission. The volunteer must resubmit the application when the system becomes responsive. Pending ID Check - The volunteer could not be identified by the system using the personal information provided. A District liaison will have to do a manual identification and background check for this volunteer. Pending School Approval - A background check has been completed successfully and the volunteer application is pending the school or work location approval before volunteering can begin. Inactive - The volunteer has volunteered in the past, but not during the current school year. Volunteer applications become inactive at the end of every school year, and can be reapproved as volunteering continues from year to year. the Logout button, in the upper right corner of the page The Message You have successfully logged off of the system will display. the in the upper right corner of the page You are now logged out of the Portal. To Exit the Portal It is important to close the application and exit the Portal to prevent access to your Portal by others. From the School Volunteer Program - District Liaison page, Whom to Contact for Assistance For questions or comments, please complete a Self Service incident at: Close 5