SECTION 5 ON-BOARDING OVERVIEW Automatic Processes when an Application is received A Prospective Volunteer that uses the Tax-Aide application: will have a Contacts Record created in the Volunteer Portal will have a Program Volunteer Record created in Under Consideration Status will have a Prospective Volunteer Volunteer Assignment created in the status of Submitted The Prospect will appear on the Prospects report in the District that is assigned for the zip code that the Prospective Volunteer used in their application. A Prospective Volunteer that comes through the General Application or mass upload of contacts made at face-to-face gatherings will not have completed the Tax-Aide application. These Prospective Volunteers: will have a Contacts Record created in the Volunteer Portal will have a Program Volunteer Record created in Prospect Status will have NO Volunteer Assignment. A Prospective Volunteer Assignment will need to be added to the Volunteer Assignments section of the Contacts Record. See Tip Sheet - Add a Prospective Volunteer assignment No matter how the Prospective Volunteer applies, they will appear on the Prospective Volunteer report of the Dashboard. Routing of New Prospective Volunteers All Prospective Volunteers will be routed directly to the District level. District Routing is based on the zip code the Prospect used in their application. Within the new Volunteer Portal a zip code table allows each zip code to be assigned to a district. It is the responsibility of the ADS to notify the National Office of district realignments and needed changes to the zip code table that could affect routing to the appropriate District. Zip codes that have no assigned district will be routed to D00 for the state. The PVS is responsible for the prospects routed to D00 and should determine where the Prospect should ultimately be routed. It is suggested that each state ADS provide the PVS / DCs / ACs a list of central zip codes for each district that can be used when manually routing Prospective Volunteers. See Tip Sheet Change the Routing of a Prospect.
Processing Prospective Volunteers It is the DC, or their designee, that reviews the application of the Prospective Volunteer and manages the Prospect, in the new Volunteer Portal, through the screening process. The DC, or their designee, will edit Prospective Volunteer records to reflect the appropriate status of the Prospective Volunteer s Program Volunteer and Volunteer Assignment Status as necessary. See Tip Sheet - Update a Prospective Volunteer Contact Record. NOTE: DO NOT change the program, position, or name of the Volunteer Assignment. End a Prospective Volunteer Assignment By the end of the training cycle, all Prospective Volunteers must have their Volunteer Assignment and Program Volunteer Status resolved. DEPENDENT ON STATE POLICY either the ADS or the DC, or their designee, will assure the status of the Prospective Volunteer is set to either Approved, On Hold, or No Match. See Tip Sheet - End a Prospective Volunteer Assignment Record. Convert Prospective Volunteer to Volunteer Dependent of State Policy either the ADS or the DC, or their designee, will convert the Prospective Volunteer to a Volunteer based on the DC certification report. It is a Best Practice to have the ADS complete this task, but the DC, or their designee, can perform the task with State Management s approval. NOTE: In many states this is a process that must be completed by the ADS. DC, or their designee, should NOT complete these steps unless state policy allows it. Associated Tip Sheets: Add a Prospective Volunteer assignment Change the Routing of a Prospect. Convert Prospective Volunteer to Volunteer End a Prospective Volunteer Assignment Record. Updatie a Prospective Volunteer Contact Record Prospective Volunteer Assignment and Program Volunteer Status
CHANGE THE ROUTING OF A PROSPECT Overview: All Prospective Volunteers will be routed directly to the District level. District Routing is based on the zip code the Prospect used in their application. Within the new Volunteer Portal a zip code table allows each zip code to be assigned to a district. Zip codes that have no assigned district will be routed to D00 for the state. The PVS is responsible for determining where the volunteers routed to D00 should ultimately be routed and will change the Route to code in the Prospects record. There are times when a Volunteer cannot work in the District to which they were routed. They may want to volunteer near their employment or there are no positions available in the original district. District Coordinators, or their designees, can change the routing of the Prospect. It is suggested that each state ADS provide the PVS / DCs / ACs a list of central zip codes for each district that can be used when manually routing Prospective Volunteers. The National Office will provide a list of one zip code per state that can be used when routing Prospects to another state. Changing the Route to Field 1. Open the Contact record for the Prospect. 2. Scroll down to the Program Volunteer Section. The Program Route To field is displayed on the far right of the Program Volunteer line 3. Click Edit on the Tax-Aide Program Volunteer record. It is located on the far left of the line 4. In the window that opens, locate Route To in the Right Column. Enter the zip code of the district or state to which the Prospect should be moved. 5. Click Save AARP Foundation Tax-Aide I Volunteer Portal Guide Page 1 of 2
Request Direct Deposit 6. The Program Route To is updated to the new district or state AARP Foundation Tax-Aide I Volunteer Portal Guide Page 2 of 2
END A PROSPECTIVE VOLUNTEER ASSIGNMENT RECORD Overview: By the end of the training cycle, all Prospective Volunteers must have their Volunteer Assignment and Program Volunteer Status resolved. DEPENDENT ON STATE POLICY either the ADS or the DC, or their designee, will assure the status of the Prospective Volunteer is set to either Approved, On Hold, or No Match. Topics Included: Locate the prospective volunteer Prospective Volunteers who did not complete training or decide not to volunteer: Prospective Volunteers unable to volunteer this season, but can be contacted in the future Locate the prospective volunteer 1. Locate the Contact record of the prospective volunteer. You can either: OR A. Go to the global search field in the upper right-hand corner of the Volunteer Portal page. B. Enter the Volunteer s name in the search field. C. Click Search. D. Find the prospective volunteer s name in the search results. E. Click on the name. A. Go to the Dashboard B. Click anywhere on the Prospective Volunteer list, the Prospective Volunteer Report will open C. Locate the prospective volunteer s name on the report D. Click on the name. AARP Foundation Tax-Aide I Volunteer Portal Guide Page 1 of 2
End a Prospective Volunteer Assignment Record Prospective Volunteers who did not complete training or decide not to volunteer Prospective Volunteers that do not complete training, or choose not to volunteer in the Tax-Aide program need to have all their assignment(s) ended with an appropriate Status and their Program Volunteer record ended with a descriptive Status and Reason. Should they reapply in the future, the system will automatically reset the status of the Program Volunteer Record and will add a new Prospective Volunteer assignment. 1. Scroll down to the Volunteer Assignments Section 2. Click Edit at the far left of the Prospective Volunteer Assignment line 3. Change the Status to No Match. 4. Choose an appropriate reason from the No Match Reason dropdown list 5. Click Save 6. Scroll down the Program Volunteer Section 7. Change the Status to Declined 8. Choose an appropriate reason from the Declined Reason dropdown list 9. Click Save Prospective Volunteers unable to volunteer this season, but can be contacted in the future Prospective Volunteers that are not able to volunteer this tax season, but wish to be contacted in the future need to have their access to the Portal ended, and still appear on Prospective Volunteer reports so they can be contacted in future tax years. 1. Scroll down to the Volunteer Assignments Section 2. Click Edit at the far left of the Prospective Volunteer Assignment line 3. Change the Status to On Hold. 4. Click Save 5. Scroll down the Program Volunteer Section 6. Confirm the Status is Under Consideration 7. Click Save, if changes are made Related Tip Sheets Convert Prospective Volunteer to Volunteer AARP Foundation Tax-Aide I Volunteer Portal Guide Page 2 of 2
Volunteer Management: Add a New Volunteer Assignment Overview AARP Foundation Tax-Aide volunteers may choose to hold more than one role within the Tax-Aide program. To reflect each of these roles, volunteers are given one Assignment for each role. Topics: Add a Volunteer Assignment Add a Volunteer Assignment 1. Navigate to the Volunteer s Contact record for which you wish to add a new volunteer assignment. 2. Scroll down to the Volunteer Assignments section, and click New Volunteer Assignment. 3. Click on the magnifying glass to the right of the Position field, and type any part of the new assignment name, including (*) into the search box. For example, TA-R02-NY2* will display all positions in NY2, while TA- R02-NY2-D04* will display all positions in District 4 in NY2. 4. Click GO!. 5. Click on the position that you wish to add to update the Position field. 6. Update the Status to Approved. 7. Enter a Start Date by clicking on today s date or using the popup calendar to choose the desired date. 8. Click Save. Note: The Is Active box will be automatically checked in the Volunteer Assignments section next to the new assignment. AARP Foundation Tax-Aide Volunteer Portal Guide 12/2/16 Page 1 of 1
On-Boarding: Add a Program Volunteer Assignment Overview A Program Volunteer Assignment should be added by the PVS or DC - or their designee to a Prospective Volunteer s Contact record prior to adding a (Prospective) Volunteer Assignment. Volunteer leaders will receive an error message if they attempt to create or modify a Volunteer Assignment without the appropriate Program Volunteer Assignment. The error message will prompt the volunteer leader to add or update a Program Volunteer record before creating or modifying the Volunteer Assignment; therefore, the Program Volunteer status must be updated before updating the Volunteer Assignment status. Topics: How to Add a Program Volunteer Assignment How to Add a Program Volunteer Assignment 1. Navigate to the Prospective Volunteer s Contact record. 2. Scroll down to the Program Volunteer section. 3. Click New Program Volunteer. 4. In the Program box, select Tax-Aide. 5. Add a Program Start Date based on your state s procedure. 6. Change the Status to Under Consideration. 7. In the Route To box, enter the zip code that corresponds with the area in which the prospect would like to volunteer. 8. Click Save. AARP Foundation Tax-Aide Volunteer Portal Guide 12/2/16 Page 1 of 1
On-Boarding: Add a Prospective Volunteer Assignment Overview Prospective Volunteers who apply through the Volunteer Wizard or the General Intake Form will not have a Volunteer Assignment (and will have a Prospect Program Volunteer Status). These prospective volunteers can be found on the Prospective Vol. - Prospect report, and should be given a Prospective Volunteer assignment by the PVS or DC - or their designee before further processing. Topics: Update the Program Volunteer Status Add a Prospective Volunteer Assignment Update the Program Volunteer Status 1. Navigate to the Prospective Volunteer s Contact record. 2. Scroll down to the Program Volunteer section, and click Edit next to the Tax-Aide Program Volunteer record you wish to update. 3. Update the Status to Under Consideration. 4. Add a Program Start Date based on your state s procedure. 5. Click Save. Add a Prospective Volunteer Assignment 1. Scroll down to the Volunteer Assignments section of the prospect s Contact record, and click New Volunteer Assignment. 2. Click on the magnifying glass to the right of the Position field, and type Prospective Volunteer, or Prospective* into the search box. 3. Click GO!. 4. Click on the Prospective Volunteer position from the results that populate. 5. Update the Status to Submitted. 6. Click Save. Note: Volunteer leaders will receive an error message if they attempt to create or modify a Volunteer Assignment without the appropriate Program Volunteer Assignment; therefore, the Program Volunteer status must be updated before updating the Volunteer Assignment status. AARP Foundation Tax-Aide Volunteer Portal Guide 12/2/16 Page 1 of 1
On-Boarding: Aligning the Program Volunteer Status with the Volunteer Assignment Status Overview It is the DC, or their designee, who reviews a prospective volunteer s application and manages their (Prospective) Volunteer Assignment Status through the screening process, based on the Prospect s progress toward certification. Topics: Updating a (Prospective) Volunteer s Program Volunteer Status and Volunteer Assignment Status throughout the Screening and On-Boarding Processes Updating a (Prospective) Volunteer s Program Volunteer Status and Volunteer Assignment Status throughout the Screening and On-Boarding Processes A Program Volunteer Assignment should be added by the PVS or DC - or their designee to a Prospective Volunteer s Contact record prior to adding a (Prospective) Volunteer Assignment. Volunteer leaders will receive an error message if they attempt to create or modify a Volunteer Assignment without the appropriate Program Volunteer Assignment. The error message will prompt the volunteer leader to add or update a Program Volunteer record before creating or modifying the Volunteer Assignment; therefore, the Program Volunteer status must be updated before updating the Volunteer Assignment status. The Program Volunteer status and Volunteer Assignment status must always remain in sync. The table below describes the correct status for the Program Volunteer Record and the Volunteer Assignment throughout the life-cycle of a prospective volunteer. Program Volunteer Status Volunteer Assignment Status Update Process Notes Prospect N/A Automatically assigned when a prospective volunteer applies through the Volunteer Wizard or General Intake Form. A Volunteer Assignment is not created, and must be added prior to further processing (see On-boarding: Add a Prospective Volunteer Assignment). Under Consideration Submitted Automatically assigned when a prospective volunteer applies through the Tax-Aide Application. The prospect will appear on the Prospective Vol. Submitted and Prospective Vol. Total dashboards and reports. The Submitted Volunteer Assignment status indicates that a prospect has yet to be contacted for an initial interview. AARP Foundation Tax-Aide Volunteer Portal Guide 12/2/16 Page 1 of 3
On-Boarding: Aligning the Program Volunteer Status with the Volunteer Assignment Status Program Volunteer Status Volunteer Assignment Status Update Process Notes Under Consideration Candidate Updated by the DC - or their designee - to indicate that the prospect is undergoing review and training to become an active volunteer. No Start Date is entered. The prospect will appear on the Prospective Vol. Candidate and Prospective Vol. Total Under Consideration Approved Updated by the DC - or their designee to indicate that the prospective volunteer is scheduled for training or has started training. A Start Date is necessary when these statuses are used to create an Active assignment. The prospect will appear on the Prospective Vol. Approved and Prospective Vol. Total. The prospect can be invited to the Portal and access OneSupport Help Center. Under Consideration On Hold Updated by the DC - or their designee to indicate a temporary stop to candidacy. No Start Date is entered; if one exists it must be removed. The prospect will appear on the Prospective Vol. On Hold and Prospective Vol. Total. The On Hold status is used track prospective volunteers who are unable to complete the certification process for the current tax year, but are good candidates for the future. AARP Foundation Tax-Aide Volunteer Portal Guide 12/2/16 Page 2 of 3
On-Boarding: Aligning the Program Volunteer Status with the Volunteer Assignment Status Program Volunteer Status Volunteer Assignment Status Update Process Notes At this time, a report does not exist to identify prospects with a volunteer assignment of No Match. The No Match status does not prevent the prospect from applying for the same - or another - position, in the future. Declined No Match Updated by the DC - or their designee to indicate a Prospect is Not a Match for the Position. No Start Date is entered. The No Match status requires a Reason Code be selected. The Reason Codes used by Tax-Aide are: Stopped Responding or No Longer Interested Failed Background/Reference Check (only MA1) Did Not Complete/Pass Training or Certification Poor Communication Skills Displayed During Interview No Position Currently Available Skills/Experience Do Not Match Volunteer Role Duplicate Volunteer Approved Updated by the ADS or the DC - or their designee to indicate that the prospective volunteer has met the requirements to become a volunteer with Tax-Aide. An End Date is entered on the prospective volunteer assignment and a Start Date is entered on the volunteer assignment. The prospective volunteer assignment is ended and the Program Volunteer status is updated to Volunteer. A new volunteer assignment is added to reflect the position that the volunteer will hold. The volunteer will appear on the Volunteer report. AARP Foundation Tax-Aide Volunteer Portal Guide 12/2/16 Page 3 of 3
On-Boarding: Convert a Prospective Volunteer to a Volunteer Overview Either the ADS or the DC - or their designee - will convert the prospective volunteer to a volunteer, based on the DC certification report. It is best practice to have the ADS complete this task, but the DC (or their designee) can perform the task with state management approval. Topics: Update the Program Volunteer Record End the Prospective Volunteer Assignment Add a New Volunteer Assignment Send Access Notification to the Volunteer o Volunteer Data Validation o Confirmation of Sent Invitation Update the Program Volunteer Record 1. Navigate to the prospective volunteer s Contact record. 2. Scroll down to the Program Volunteer section, and click Edit to the left of the Tax-Aide Program volunteer record you wish to update. 3. Update the Status field to Volunteer to indicate certification had been completed. 4. Enter a Program Start Date to represent volunteer s commencement of active service. 5. Click Save. End the Prospective Volunteer Assignment 1. Scroll down to the Volunteer Assignments section on the Contact record. 2. Click Edit next to the Tax-Aide Prospective Volunteer assignment. 3. Enter an End Date for the assignment by clicking on today s date or using the popup calendar. The date should reflect the date of notification that the Prospect has met their Certification requirements. 4. The Status should have previously been set to Approved and a Start Date added during the screening process. If it has not, change Status to Approved and add an appropriate Start Date. AARP Foundation Tax-Aide Volunteer Portal Guide 12/21/16 Page 1 of 3
On-Boarding: Convert a Prospective Volunteer to a Volunteer 5. Click Save. Add a New Volunteer Assignment 1. Scroll down to the Volunteer Assignment section, and click New Volunteer Assignment. 2. Enter the volunteer s Position by clicking the lookup icon to the right of the box and searching for the assignment provided by the DC. Typically, the position the program with the Counselor or Client Facilitator title (i.e. TA-R03-VA1-D02-S28050201 Counselor). 3. Change the Status to Approved. 4. Add a Start Date by clicking on today s date or using the popup calendar to choose the desired date. 5. Click Save. Note: The Active checkbox located in the Volunteer Assignment section - is automatically checked when the Volunteer Assignment Status is Approved and the Program Volunteer Status is Volunteer. Volunteer leaders will receive an error message if they attempt to create or modify a Volunteer Assignment without the appropriate Program Volunteer Assignment. The error message will prompt the volunteer leader to add or update a Program Volunteer record before creating or modifying the Volunteer Assignment; therefore, the Program Volunteer status must be updated before updating the Volunteer Assignment status. AARP Foundation Tax-Aide Volunteer Portal Guide 12/21/16 Page 2 of 3
On-Boarding: Convert a Prospective Volunteer to a Volunteer Send Access Notification to the Volunteer An access notification is an email invitation with instructions on how to access the Portal for the first time. If the volunteer has already received an Invitation to Access the AARP Volunteer Portal, no further action is required. 1. Navigate to the Contact record of the volunteer needing an invitation. 2. Scroll down to the Program Volunteer section and click on their Tax-Aide Program Volunteer ID. 3. Click the Send Access Notification button to send an invitation. Volunteer Data Validation Clicking the Send Access Notification button produces a data validation window, showing the data check between the volunteer s AARP.org and Portal information. This process ensures that the volunteer will not encounter issues when attempting to login to the Portal. A message will indicate whether the invitation was successfully sent. An invitation will fail to send if the volunteer has previously accessed the Portal, their mailing address is not standardized within the Portal, an active volunteer assignment does not exist, or if a data issue exists between their AARP.org and Portal information. If an invitation fails to be sent, instructions will be provided on how to proceed. Confirmation of Sent Invitation Send access notifications are recorded in the Activity History section of a volunteer s Contact record. Volunteer leaders with read-only and edit permissions can see these entries, but only for those notifications that they sent. 1. Scroll down to the Activity History on the Contact record of the volunteer to which you sent an access notification. 2. To see the text of the personalized email, click on the subject of the email. AARP Foundation Tax-Aide Volunteer Portal Guide 12/21/16 Page 3 of 3
On-Boarding: Update a Prospective Volunteer Assignment Status Overview The DC - or their designee is responsible for editing prospective volunteer Contact records to reflect the appropriate status of the Volunteer Assignment and ensure that it is in alignment with their Program Volunteer status. Topics: Navigate to the Prospect s Contact Record Update the Volunteer Assignment Status Navigate to the Prospect s Contact Record 1. Navigate to the Dashboards tab, and click anywhere in the Prospective Vol. Submitted list to open a report of Tax- Aide prospective volunteers who have a volunteer assignment status of Submitted (and a Program Volunteer status of Under Consideration). 2. Locate and click on the name of the prospect for which you wish to update their prospective volunteer assignment status. Update the Volunteer Assignment Status 1. Scroll down to the Volunteer Assignments section of the prospect s Contact record. 2. Click Edit next to the Tax-Aide Prospective Volunteer position. 3. Change the Assignment Status as needed to Candidate, Approved, On Hold or No Match and click on Save. For details on when each status should be used, consult On-Boarding: Aligning the Program Volunteer Status with the Volunteer Assignment Status. AARP Foundation Tax-Aide Volunteer Portal Guide 12/2/16 Page 1 of 1
Prospective Volunteer Record Management - Flow Chart Section 5 -Portal Guide Program Volunteer Status Volunteer Assignment Status 1. Prospect applies Under Consideration (automatic) Submitted (automatic) 2. DC/AC does contact & screening Under Consideration Update to "Candidate" 3. DC/AC approves prospect for training or training started Under Consideration Update to "Approved" 4. Training completed; DC/AC sends Certification to ADS ADS updates to "Volunteer" w start & end date Approved 5. DC/AC ends "prospect" assignment Volunteer Add end date, i.e. certification date 6. DC/AC adds new assignment(s) Volunteer Add a new assignment for every position at every site worked 7. DC/AC sends Portal access notification if not yet done Volunteer Active as-- Counselor, CF,ERO, etc. If prospect doesn't complete training/drops out DC changes status to "Declined" with reason DC changes assignment to "No Match" with reason If prospect can't join current season but potential Under Consideration (no change) DC changes to "On Hold" candidate for future Existing Volunteer Record Management - Flow Chart Section 7 - Portal Guide Program Volunteer Status Volunteer Assignment DC/AC ends a current assignment Volunteer Edit assignment line with an end date DC/AC adds a new assignment Volunteer Add new assignment with a start date DC/AC Re-instates previous assignment Volunteer Add new assignment for previous position with start date DC/AC sends Access Notification to Portal if needed Volunteer Active as--counselor, CF, ERO, LC, etc. Volunteer departs or retires from program ADS updates to "Retired" ADS ends all assignments Volunteer Deceased ADS contacts National via Submit a request Volunteer transfers to another District ADS/PVS handles ADS/PVS handles Volunteer transters to another Split State ADS/PVS handles ADS/PVS handles LAK -- Nov 2016