DSUSD Online Volunteer Application Process

Transcription

1 DSUSD Online Volunteer Application Process May 2013

2 Contents DSUSD Online Volunteer Application... 1 Volunteer Application... 3 Process Overview... 3 Application Type Selection... 4 General Information... 5 Type Selection Information... 6 Certification and Signature... 7 Application Submission... 7 Volunteer Application Management... 9 Personnel Approval and Board Submission... 9 School Approval Volunteer Checklist Appendix 1 Request For Live Scan Service Form... 12

3 Volunteer Application Process Overview The Volunteer Application process begins with a volunteer submitting an electronic form application. They will enter in personal information, upload a scan of their identification, select the school site(s) they would like to volunteer at, and enter in background information. As part of that submission process, if they are applying for a Supervisory or Coaching role, they are given the ability to print out a Fingerprinting application form, called a Request for Live Scan Service. Once submitted, the form is entered into a Personnel Review Queue. There, a Personnel delegate reviews all the applications for correctness, completion, and the first background check. The application is then advanced to a Security Queue. In Security Review, the Security delegate will process the security background check, and then advance security approved applications to Personnel for approval and preparation for Board submission. Applications may need up to 30 days for processing. Once the volunteer application have been processed and all necessary clearances received, the volunteer applications then become visible to the schools that were named in the Applicant s site selection. Individual schools then can approve or deny specific Approved Applicants to volunteer at their site. At any time through the Approval Process, an Applicant can check the status of their application, by returning to the application page, selecting the Check Status option, and entering their Last Name and U.S. Government ID number. Application approvals are only good for one year. After that, approved applications are marked as Expired. An Applicant can renew an expired application by returning to the Status page if the record is expired, it will come up for review and re-submission. Re-submitted applications go back through Personnel then to Security Review, to complete the new background checks. An applicant may submit an application without an ID scan attached. In this scenario, Volunteers may go to the applied school site for assistance in scanning the U.S. Government ID. School sites have the ability to view applications that have not been processed due to missing ID scan. We ask that site personnel assist volunteers with the upload process that may not have the equipment or ability to complete the process.

4 Application Type Selection The first step in form entry is to select which of the three application types should be initiated. Non-Supervisory Volunteer: A volunteer that is never left alone with students. No fingerprint clearance required. i.e. classroom/office assistance. Supervisory (AB346) Volunteer: A volunteer serving alone as a supervisor to students. i.e. driving students, field trips, tutoring, or any independent supervision of students. Requires Department of Justice (DOJ) and Federal Bureau of Investigation (FBI) fingerprint clearance. Supervisory (AB346) Volunteer Coach (Unpaid Status Only): Coach serving alone as supervisor to students or as an assistant to coach. This Requires Department of Justice (DOJ) and Federal Bureau of Investigation (FBI) fingerprint clearance. *If coaching in paid status (Walk-on Coach), must provide referral form from Athletic Director to Personnel. Required to complete further requirements i.e. Temporary application, CPR, First Aid etc. Figure 1: Entry Type Selection A fourth option allows an Applicant to check the status of an existing submitted application, or renew an expired application. This option will require a user to enter their Last Name and their U.S. Government ID number. Once they do so, the screen will show the current status of their application. If their application was Supervisory in nature and they require fingerprinting, then the instructions and link to the Scan Services will be visible and available for re-printing. If an applicant s Application has expired, then this process will bring up their entire application. An applicant then can review the information for correctness and re-submit the application. Re-submitted applications go back through Personnel then to Security Review, to complete the new background checks.

5 General Information The General Information collects Applicant Name, Address, Phone number and U.S. Government ID information, as shown in figure 2. Any information that is required, or in an invalid format will be displayed in a validation error list and the field will be highlighted in red. A user must also upload a copy of their U.S. Government ID. This upload must be an image type, such as a JPG, TIF, GIF or PNG. An applicant can create their own scan if they have a scanner or smart phone camera, visit a Retail scan location or they can submit an application without a scan. In this scenario, Volunteer must contact specific school for assistance in scanning and uploading their ID. Figure 2: General Information Entry Form Finally, a user can select one or all the sites that they are interested in Volunteer at. In addition, a free form field is available for an Applicant to enter notes, such as the name(s) of their Children, and which site respectively those children attend.

6 Type Selection Information A Non-Supervisory Volunteer application collects the information associated with the class or activity for which they will be assisting. This type of application does not require a Request for Live Scan Service. Figure 3: Non-Supervisor Entry Form A Supervisory Volunteer application collects the information associated with independent supervision of children. A Request for Live Scan Service is required. This form and instructions will be made available once the application is submitted. Figure 4: - Supervisor Entry Form A Supervisory Volunteer Coaching application collects the information associated with independent supervision of children and the specific sporting activity that is applicable. A Request for Live Scan Service is required. This form and instructions will be made available once the application is submitted. Figure 5: Coach Entry Form

7 Certification and Signature The Certification and Signature Form asks three criminal record questions. These questions must be answered Yes or No. If any of the questions are answered Yes, a Please Explain field appears, and this field requires an entry. This form also asks for confirmation of reading the DSUSD School Volunteer Handbook, with a link to the handbook provided, and agreement of no promotion. Both these certifications must be answered Yes to pass validation. Finally, this form required the entry of a Legal Name as a signature. Figure 6: Certification and Signature Form Application Submission Once an application is submitted, a user will receive a message and instructions on how to check the status of their application (figure 6). If a Request for Live Scan Service is required, a user will be given instructions on how to complete the scan, and a link to the application form itself. Any time a user returns to check the status of their application; they can review the instructions and print off the form (Appendix 1).

8 Figure 6: Submission Thank you

9 Volunteer Application Management Approval Once submitted, Applications are visible by District personnel in the Volunteer Application Management Queue as they start the approval workflow. All first time submitted applications start in the state Submitted and await a Personnel Review. Here, Applications can be ordered by the column headings, or filtered by School Site, Volunteer Type, District Employees, or Convictions. Figure 7: Application Management Queue An applications can be viewed by clicking on Edit. This will bring up the entire application, along with all the review options. In the edit view, information can be edited or updated, along with an ID scan added. Figure 8: Application Edit View In the first stage, Personnel will review, and if approved, click on the PersonnelReview to advance the application. Once this is done, an application will appear in the PersonnelReviewed Queue. Figure 9: Application Edit View

10 In the second stage, once the Security Review is done, Security Review will be selected to advance an application to Personnel for the next approval step. Once the application has cleared all processes Approve will be selected and prepared for Board Submission. Other management options that are available throughout the workflow process include: Cancel : This option will close the edit view of the application and return to the Management Queue. Delete : This option will delete the application from the system. When a user first clicks on this button, a text box will appear next to the button. To delete the record, a user must exactly type Delete (without the quotes) into that text box and click the button again. This will permanently delete the record. Deny : This option will mark an application as Denied. When a user first clicks on this button, a text box will appear next to the button. A reason for denied the application must be entered into the box. The box is small, but a long reason will be accepted into the box. Once a denied reason is entered, click on the button again to deny. Expired applications that are re-submitted by a user will restart the workflow process in the state of Submitted again, and will require both Personnel and Security Review, to complete the new background check. School Approval School sites have their own Management Queue. Figure 10: School Site Management Queue The first applications school site delegates may see are those that are AwaitingDriverLicense. These applications have not had an ID scan uploaded yet. This implies that the applicant may report to the school site for assistance in scanning and uploading his/ her U.S. Government ID. Please contact applicant if necessary. When scanning on a copier, image must be saved as TIF format. In this view, because the application has not been processed or approved, the school site does not yet have access to approve or deny the application. The only action they will be able to conduct is the upload of the ID scan. An upload of a scan will automatically save it, so no further action is required, and Cancel can be selected to return to the Management Queue.

11 Figure 11: Action Controls in AwaitingDriverLicense Once a U.S. Government ID has been added, the record will disappear from the School Queue and the Approval work flow will resume. Once an application is Approved, it will appear as Submitted with the School Queues for the sites that were selected. At this time, schools can Approve or Deny these Approved applicants to Volunteer at their school sites. Figure 12: Action Controls in Submitted Reporting School sites have their own Volunteer Checklist. Select School Name, PDF format and Export; then print/ PDF to have available in the office, for internal use only. Figure 11: School Site Volunteer Checklist

12 Appendix 1 Request For Live Scan Service Form