Quick Find. Accessing the New Volunteer Fairfax Website and Database Page 1

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1 Quick Find Logging In For the First Time & Navigating the System:... 2 Do you need to recruit volunteers for a one-time or on-going opportunity?... 5 Creating a VolunteerNow! Opportunity... 6 Standards for Posting Volunteer Opportunities... 9 Need to remove your posting? Do you have a community event (such as a fundraiser, orientation or training) coming up that you would like to advertise to the community? Is your agency in need of donations? Is this an Emergency Need? BusinessLink Projects What is BusinessLink? We need help completing a group project! How do I apply for a BusinessLink Project? We are looking to hire new staff! Can I advertise our job through Volunteer Fairfax? I need more help! I have evening and/or weekend volunteer opportunities and need help recruiting volunteers I heard about Court Appointed Community Service (ACS). What is this? Volunteer Fairfax offers trainings, where can I register for those? We need new board members. What is BoardLink Northern Virginia? Are we eligible? Accessing the New Volunteer Fairfax Website and Database Page 1

2 In order to use all the features of the database you will need to be a member. Not sure what your membership status is? Contact Anna McDevitt, If you elected to purchase Associated or Partner Membership, can pay online or via check: Those renewing or beginning an Associate level membership may pay online. Those renewing or beginning a Partner level membership may also pay online. Either payment may also be completed by check made out to Volunteer Fairfax. Want to know more about Membership with Volunteer Fairfax? Interested in learning all the benefits of joining the region s largest volunteer center in supporting the community? Visit our membership page here! Logging In For the First Time & Navigating the System: When you log in to the new system for the first time, you will be asked to approve your information and agree to the Volunteer Fairfax Memorandum of Understanding (MOU). Once Volunteer Fairfax has verified your MOU and Membership you will be able to access the system in order to post volunteer opportunities, community events, donations needs, board needs and apply to participate in BusinessLink projects & Days of Service. After this step is complete your agency will gain access to post volunteer opportunities and donation needs. 1 - Access the website at & select Agency Login from the blue tabs on the left. Accessing the New Volunteer Fairfax Website and Database Page 2

3 2 - Login using your specified login & password. 3 Home Screen Calendar Your home screen features a calendar which shows all of your volunteer opportunities (purple), events (yellow) and upcoming Volunteer Fairfax events (blue). You can view the calendar in month, week or day views. Accessing the New Volunteer Fairfax Website and Database Page 3

4 4 If you need to approve the Memorandum of Understanding-Select My Organization from the tabs on the left hand side of your screen. Then, select edit from the top right hand side of your screen. 5 - Update and confirm all of the Basic Info on your agency. Your organization name & type are required. You are also required to check yes or no to determine if you are with the Fairfax County Government. If you are a 501(c)3 you will be required to enter your EIN, please have it ready. Please consider including additional information in your basic information as this helps potential volunteers and donors to find and support your needs. Accessing the New Volunteer Fairfax Website and Database Page 4

5 6 Once you have updated and confirmed all of your basic information agree to the Volunteer Fairfax MOU (you can read it in detail by clicking on the highlighted link). To agree to the MOU tick the check box next to I agree to the MOU Agreement, enter the name of the person accepting the MOU and today s date. Volunteer Fairfax staff will review your information and verify that you have agreed to the MOU. Within 2 business days you should receive a confirmation that you have complete access to the system. Do you need to recruit volunteers for a one-time or on-going opportunity? If you are in need of volunteers to help support your agencies mission area and want to create an opportunity which will be publicly searchable and available on our website then create a VolunteerNow! opportunity. VolunteerNow! opportunities are our most popular type of opportunities and are created and managed by agencies based on their needs. Once you complete your opportunity it will typically take 36 hours for Volunteer Fairfax to approve the opportunity and make it public. Please be patient as we try to ensure all opportunities are accurate before they are posted to the website. Once public, opportunities will be searchable directly from our front page! You must be a member to post volunteer opportunities. Registered Members may post up to 2 VolunteerNow! opportunities per membership year, Associate and Partner Members are able to post an unlimited amount of VolunteerNow! opportunities during their membership year. Interested in upgrading? Visit our membership page. Accessing the New Volunteer Fairfax Website and Database Page 5

6 Creating a VolunteerNow! Opportunity 1-Log in to the database. 2 - Click on the Opportunities tab on the left hand side of the screen. 3 - Once on the opportunities page, you will be able to see your current and past volunteer opportunities. You are now able to copy your previous opportunities if you wish to create a new opportunity which is similar to a previous opportunity. To create an opportunity which will become available to the public and searchable from Volunteer Fairfax s website click + Add a VolunteerNow! opportunity. Accessing the New Volunteer Fairfax Website and Database Page 6

7 4 - Complete all required fields noted by a *. Be sure to use a creative opportunity title! Tick the display public box and select a contact for the opportunity. *By selecting display public you ensure that Volunteer Fairfax posts the opportunity to the website and by selecting a contact you ensure that your staff are notified when a volunteer expresses interest in your opportunity.* Make sure to note your volunteer opportunity s mission area/type of work. This will help volunteers to find your opportunity. Also be sure to select your geographic location. Accessing the New Volunteer Fairfax Website and Database Page 7

8 You are able to show or hide the skills & certifications sections by selecting the Show or Hide button on the left hand side of the blue bars labeled Skills or Certifications. When you select a Skill or a Certification, additional specific skills will pop up to match. By filling these sections out, you enable volunteers to seek out opportunities based on their skills and strengths. Beneath the Skills and Certifications be sure to complete any additional information specific to your volunteer opportunity. This will help volunteers determine if they will be able to help fill your need(s). The Great For section helps volunteers who are searching specifically for an opportunity which is accessible to their population such as youth, college students, groups, skills-based, families etc. You must include a minimum age for volunteers. Accessing the New Volunteer Fairfax Website and Database Page 8

9 5 - To submit your opportunity simply click the Submit button at the bottom of the opportunity. *Before doing so, double check to make sure all information is correct and complete and that you have selected Display Public at the beginning of your opportunity. This ensures that once approved your opportunity will be visible to the public. Volunteer Fairfax staff will review your post and it will be live on the website for potential volunteers to search within two business days. If you have any questions please do not hesitate to contact us Standards for Posting Volunteer Opportunities All posts must be legitimate volunteer opportunities Volunteer Fairfax is maintained as a neutral source of information and is not intended to advocate any particular mission or cause. Volunteer Fairfax does not assume any responsibility for postings, job assignments or related liabilities. These are the sole responsibility of the parties utilizing this service. Volunteer Fairfax reserves the right to edit or remove postings that it deems inappropriate. Accessing the New Volunteer Fairfax Website and Database Page 9

10 Need to remove your posting? If you volunteer need has been filled you can now remove your posting from public display. 1-Log in 2-Select the Opportunities tab on the left hand side of the screen and then select your opportunity. Accessing the New Volunteer Fairfax Website and Database Page 10

11 3- Select the Edit Button from the top right hand side of the screen. 4-Change your project status to Completed and un-tick the box for display public. 5- These changes do not have to be approved by Volunteer Fairfax staff and should be made immediately. Questions? Contact Volunteer Fairfax or Anna McDevitt. Accessing the New Volunteer Fairfax Website and Database Page 11

12 Do you have a community event (such as a fundraiser, orientation or training) coming up that you would like to advertise to the community? Community events are viewable to the public on the community calendar. To post an event you must be a member of Volunteer Fairfax. Registered agencies are able to post two community events per membership year. Associate and Partner Members are able to post an unlimited amount of community events. 1 - Login to the database. 2 - Select Events from the tab on the left hand side of the screen. Like the opportunities section you will be able to see your historical events & copy them if you chose. To add a new event, click the +Add a New Event in the top right hand side of the screen. 3 - Create your event! Be sure to use a creative name for your event and to select which type of event you are hosting: community event, fundraiser, recognition event, training, volunteer/job fair, volunteer orientation/info session or other. Please be sure to include all pertinent information for your event including your agency name and website. Once your event is complete, please Submit. Accessing the New Volunteer Fairfax Website and Database Page 12

13 4 - Volunteer Fairfax staff will approve events as quickly as possible typically within two business days. Please be patient as we work to ensure each event is accurate before it is posted. Is your agency in need of donations? Are you seeking donation from the community to help meet your mission? In addition to giving time, many community members have goods and services they are willing to donate to area organizations. Volunteer Fairfax maintains a Donations Guide of the needed goods and services of local agencies. The Donations Guide has been designed to make donating items to local nonprofits and service agencies as easy as possible. List your needs today! Registered Members are able to post two donations needs per membership year, Associate and Partner Members are able to post an unlimited amount of Donations Needs. Is this an Emergency Need? Emergency donations are considered to be any donation need that supports an agency s ability to fulfill its mission during or after special events, incidents of various scales (e.g., apartment fire to catastrophic earthquake) and types (e.g., natural hazards and man-made hazards). By clicking the emergency box, the posting agency affirms that this donation need should take priority over all other donations needs at this agency and others because it is needed to directly address the needs of those affected by an emergency or disaster. Volunteer Fairfax staff monitor the Donations Guide and manually approve all donations requests labeled emergency. Agencies found to be abusing this feature will be restricted from using the Donations Guide in the future. 1 - Log in to the system. Accessing the New Volunteer Fairfax Website and Database Page 13

14 2 - Select the My Organization tab on the left, then the Donations Needs tab from the top of your organization s information screen. From here you will be able to view, copy and edit previous needs as well as adding a new need. To add a new need select + Add a new donation need from the top right of the screen. 3 - Please complete all required fields and as many supplementary fields as possible. If your donation is a regular seasonal need please be sure to note that in the seasons section of the donations need, also please prioritize all needs so that potential donors are aware if this is an ongoing, immediate or emergency need. Accessing the New Volunteer Fairfax Website and Database Page 14

15 4 - Once your need has been completely entered Submit your need. It should be approved within 2 business days during normal circumstances. We no longer need this donation? Our need is filled. What do we do? If you need to remove your need from public view: 1 - Log in to the system. 2 - Select the My Organization tab on the left, then the Donations Needs tab from the top of your organization s information screen. Select Edit for the need you wish to list as filled and have removed from the website. 3 - Tick the box for Need Filled at the top of the screen & Submit your changes. This will remove your need from the website. Accessing the New Volunteer Fairfax Website and Database Page 15

16 BusinessLink Projects What is BusinessLink? Volunteer Fairfax (VF) works with numerous corporations in the DC metro area to help manage days of service for employee volunteers. Each corporate day is different, and can accommodate 10 to 500 volunteers. VF is always looking for group projects of all sizes to benefit local nonprofits or government agencies. Projects typically come with a supply grant in order to cover a portion of the costs and take this burden off of the agency. VF works hard to plan the majority of the day of service but a designated staff member must be assigned to this event to help coordinate planning and be on-site during the event. Projects should make a visible difference to the organization or client base and should be thought through and well organized. For more information please visit our BusinessLink website. We need help completing a group project! How do I apply for a BusinessLink Project? 1- Log in to the database. 2 - Select the Opportunities tab on the left hand side of the home screen. Accessing the New Volunteer Fairfax Website and Database Page 16

17 3 - Click the +Add a BusinessLink Opportunity button. 4 - Complete as many fields as you are able, paying particular attention to required fields such as your opportunity title. Accessing the New Volunteer Fairfax Website and Database Page 17

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19 5 - Once you have completed your volunteer opportunity, submit it by selecting the submit button. We are looking to hire new staff! Can I advertise our job through Volunteer Fairfax? If you are looking to hire new staff members, consider advertising your position with Volunteer Fairfax! You are able to advertise part-time, full-time, internships, temporary and contract positions as well as fellowships. Only members of Volunteer Fairfax may advertise jobs on Volunteer Fairfax s website. Registered members are able to post two job positions per membership year, Associate and Partner members are able to post an unlimited amount of job positions throughout their membership year. 1 - Log in to the database. 2 - Select the Jobs tab from the left hand side of the home screen. Accessing the New Volunteer Fairfax Website and Database Page 19

20 3 - From your jobs home, you will be able to see and edit your past and current job positions advertised through Volunteer Fairfax. To create a new job posting select the + add a new job button from the top right hand side of the screen. 4 - Please be sure that you complete all the fields for the job position. Fields noted by at * are required. Accessing the New Volunteer Fairfax Website and Database Page 20

21 5 - Before completing your application- be sure to include, how to apply, your website, and the deadline for applications. Applications will be removed from the website on the application deadline. 6 - Once you have completed your job position and verified that all information is correct, select Submit. Your job position will be sent to Volunteer Fairfax for posting. Typically, jobs should be approved within two business days and will be searchable from the website for the general public. I need more help! I have evening and/or weekend volunteer opportunities and need help recruiting volunteers. Volunteers for Change (VFC) is a volunteer program that connects busy professionals, students, stay-at-home moms/dads or anyone with limited time to organizations working to address a pressing community need. Volunteers for Accessing the New Volunteer Fairfax Website and Database Page 21

22 Change is comprised of over 800 volunteers eager to make a difference through one-time community service projects on weekday evenings and on the weekend. Community needs are publicized via an interactive calendar of service projects and a monthly e-newsletter calling on members to act. Members help organizations make meals for children, the homeless and ailing, clean streams and parks, play bingo with seniors among many other things. Jen Kivlin to get a started today! I heard about Court Appointed Community Service (ACS). What is this? As part of Volunteer Fairfax's commitment to promoting volunteerism, the Center administers the Alternative Community Service Program (ACS), which places a broad range of court-ordered clients in community service positions in lieu of a fine or jail term. Many community organizations find the service of Alternative Community Service (ACS) clients a wonderful means to accomplish a variety of tasks, such as sorting donations, landscaping or data entry, just to name a few. ACS volunteers help agencies complete tasks that could not otherwise be done due to staffing, time or budgetary constraints. Many clients have continued to volunteer after the completion of their required hours or have secured full-time employment at their placements. ACS clients are generally first-time offenders who have committed low-level misdemeanors. Volunteer Fairfax does not accept juvenile offenders or those who have committed violent or sexual crimes. Volunteer Fairfax offers trainings, where can I register for those? Volunteer Fairfax, offers a variety of trainings throughout the year including a quarterly Volunteer Management Boot Camp. To see our upcoming trainings or to register a training log in through Volunteer Fairfax s website here. If you do not already have an account as an individual you will need to create a log in, which you can do here! This account can be used to track your activities with Volunteer Fairfax as an individual including registering for trainings and volunteering in the community. We need new board members. What is BoardLink Northern Virginia? Are we eligible? BoardLink Northern Virginia connects nonprofits to potential board members and potential board members to nonprofits in need of their service/expertise. The program is currently free and open to any nonprofit located in Northern Virginia. An orientation is required to participate. For more information contact Susan Sanow at ssanow@volunteerfairfax.org or Accessing the New Volunteer Fairfax Website and Database Page 22