HOBY Online User Manual

Transcription

1 HOBY Online User Manual HOBY Online is accessible at HOBY Online provides HOBY volunteers with the resources needed to perform their volunteer responsibilities effectively. These resources are available for viewing or download. Your HOBY Online Username and Password are provided to you once your volunteer application has been approved by the local affiliate s Director of National Programs. If you have access to HOBY Online, your login information will be contained in the Welcome you receive from HOBY. The extent of access to HOBY Online is dependent on a volunteer s position. Not all volunteers will have access to all of HOBY Online s tabs and the information contained in this manual. Volunteers without access to HOBY Online will not receive any information about HOBY Online in their Welcome . Note: the volunteer s HOBY Online login is different from the login the volunteer created for the Online Volunteer Application. Click the website listed above and enter your HOBY Online Username and Password. Upon logging in, volunteers have access to their assigned seminar, assigned Director of National Programs contact information, and announcements from HOBY International. The remainder of this manual will describe all the information contained in each section of HOBY Online and provide detailed instructions on how to view, download, or use the information provided. Please report any technical issues or questions to Sunshine Navarro Shively at shivelys@hoby.org. Quick Links: Main Tab Registration Tab Schools Tab Alumni Tab Volunteer Resources Exception Report Processing and Submission

2 Table of Contents Volunteers may click on any section in this Table of Contents to go directly to that part of the manual. MAIN TAB...1 Recruitment Goal Matrix... 1 My Contact Information... 1 Seminar Declaration Information... 1 REGISTRATION TAB...2 Lists and Downloads... 2 CURRENT SEMINAR REGISTRATIONS... 2 CURRENT SEMINAR REGISTRATIONS HTML VIEW... 2 REGISTRATIONS WITH PAYMENT INFORMATION REPORT... 3 SCHOOL LIST WITH CURRENT REGISTRATIONS REPORT... 4 SCHOOL LIST WITH NO REGISTRATIONS REPORT... 4 Exception Report Submission... 4 EDITING/COMPLETING AN EXISTING EXCEPTION REPORT... 6 School Recruitment Reports... 6 Year End Statistics... 6 SCHOOLS TAB...7 Lists and Downloads... 7 HTML VIEW... 7 School History Reports... 8 School Recruitment Reports... 8 ALUMNI TAB...9 Lists and Downloads... 9 L4S Reports... 9 VOLUNTEER RESOURCES TAB Manuals and Documents Volunteer Lists LOGOUT... 13

3 MAIN TAB Recruitment Goal Matrix This matrix contains real-time information on current and past registration data for all HOBY seminar sites. The information can also be downloaded by clicking the Download in Excel hyperlink on the right corner. Note: The number of paid, unpaid, sponsorship, and incomplete registrations will not be equivalent to the total number of current registrations because certain criteria are counted twice. For example, incomplete registrations are often also unpaid registrations. My Contact Information This section allows volunteers to view or edit their contact information with HOBY. To edit: 1. Click Edit My Information. 2. Make all the necessary changes. 3. Click Save. To change a HOBY login password: Ensure HOBY has the most current information. 1. Click Change my Password. 2. Enter the current password. 3. Enter and confirm the new password. 4. Click Save Changes. Seminar Declaration Information This section contains all the information about the local seminar that was declared by the local Leadership Seminar Chair. It is not editable. Any changes to this page must be provided to and approved by the affiliate s Director of National Programs. 1 P a g e

4 REGISTRATION TAB Lists and Downloads This section allows volunteers to obtain information about schools and registered students in HTML, Excel, or CSV formats. Each report is detailed below. CURRENT SEMINAR REGISTRATIONS This report produces a School List with current registrations and allows volunteers to generate invoices, save sponsorships, and students. 1. Select this report from the dropdown menu. 2. Select a Format: HTML, Excel, or Comma Separated Values (CSV). 3. Select a Seminar from the dropdown menu. 4. Select the type of registrations to include. a. Complete, Incomplete, or Both b. Paid, Unpaid, or Both c. Primary, Additional, Transfer, and/or Alternate 5. Select New or Updated Since [select a date]. 6. Select how the data should be sorted. a. High school name b. Student last name c. Date submitted d. High school zip code 7. Click Run Report. a. Save report, if applicable. CURRENT SEMINAR REGISTRATIONS HTML VIEW This view displays a list of all registered students with their school name, school address, school contact, contact s phone and , student s home address, home phone and , and the date the registration was submitted. This section also allows volunteers to generate an invoice to collect payment from the school, the school contact or student, and sponsor students for the seminar. 2 P a g e

5 To Generate an Invoice 1. Click the Invoice hyperlink by the student s name. 2. Click Print this Invoice in the upper right corner. a. Print a hardcopy of the invoice to send to the school contact, or b. Convert invoice to a PDF (this ability is based on your computer) and send electronically to the school contact. To a Student or School Contact 1. Under the column, click on the hyperlink for the specific student or school contact s address. To Sponsor a Student for the Seminar This means the affiliate will be fully responsible for the student s registration fee and no further unpaid notices will be sent to the student and contact. 1. Under the Sponsorship column, check the sponsorship box for the specific student. 2. Go to the very top or very bottom of the page and click Save Sponsorship Changes. REGISTRATIONS WITH PAYMENT INFORMATION REPORT This report produces a Registered Student List with payment information to allow volunteers to follow up with unpaid students. 1. Select this report from the dropdown menu. 2. Select a Format: HTML, Excel, or Comma Separated Values (CSV). 3. Select a Seminar from the dropdown menu. 4. Select the type of registrations to include. a. New or Updated Since [select a date]. b. Payments Entered On or After [select a date]. c. Optional choices: Sponsorships Only Cooperating Organization Payments Only 5. Select how the data should be sorted. a. High school name b. Student last name c. Date submitted d. High school zip code e. Payment entered 6. Click Run Report. a. Save report, if applicable. Student records may appear more than once if payments were made in installments or by multiple sources. 3 P a g e

6 SCHOOL LIST WITH CURRENT REGISTRATIONS REPORT This report produces a complete School List (registered and unregistered) for the seminar site selected. Names of registered students will appear with the associated school record if there is a registered student. 1. Select this report from the dropdown menu. 2. Select a Format: HTML, Excel, or Comma Separated Values (CSV). 3. Select how the data should be sorted. a. High school name b. Student last name c. Date submitted d. High school zip code 4. Click Run Report. a. Save report, if applicable. SCHOOL LIST WITH NO REGISTRATIONS REPORT This report produces an unregistered School List with the school s contact information. 1. Select this report from the dropdown menu. 2. Select a Format: HTML, Excel, or Comma Separated Values (CSV). 3. Select how the data should be sorted. a. High school name b. Student last name c. Date submitted d. High school zip code 4. Click Run Report. a. Save report, if applicable. Exception Report Submission This report allows affiliates to reconcile their student records with HOBY International s database records. The integrity of the international database and the amount of the affiliate s revenue share is dependent upon the accuracy of information included in this report. 1. Select the Seminar Year and Seminar Site from the drop down menu. 2. Click Begin Report. 4 P a g e

7 3. This opens the Additions section. a. Check the box I confirm there were no Additions at this seminar and click Submit if there were no Additions. b. Click Begin Submitting Additions if there are submissions to add. i. Select the student s high school from the drop down menu. 1. The system cannot accept late additions of transfer students (those from a different seminar site). The drop down menu only includes high schools from the site completing the Exception Report. ii. Enter all of the student s registration information in the available fields. iii. Click Save and Continue. iv. Repeat as necessary to enter all Additional students. 4. The following section is Edits, Replacements, and No Show, which contains detailed instructions. a. If there were no No Shows, check the box I confirm there were no No Shows at this seminar, and click Submit. b. If there were No Shows, click Show List of All Registrations. i. Check the box next to the records of all students who did not attend. ii. Click Submit No Shows. c. If there are edits to student records, click Show List of All Registrations. i. Click Edit next to the student record that requires edits. ii. Edit all the data that has changed. iii. Click Save Changes. iv. Repeat as necessary to update all student records. d. If there were students who did not attend and were replaced by other students, click Replace next to the student who was replaced by another student. (Any students added from section 3b. above will be included in this list.) i. Select the Alternate or Additional student record who replaced the current student. ii. Click Save Changes. iii. Repeat as necessary to update all replaced students. 5. The last section is Final Confirmation which will produce a summary screen. This section requires a careful review for accuracy before proceeding. a. Click Make Changes if the final confirmation is inaccurate or incomplete. b. Click Confirm Report Accurate and Complete for submission. 6. The Exception Report is finalized. a. Click Save before exiting the Exception Report process. b. At this point, a volunteer may no longer make changes to the report. c. For errors, the volunteer must contact a HOBY staff member for edits. 5 P a g e

8 EDITING/COMPLETING AN EXISTING EXCEPTION REPORT In the Exception Report Submission tab, find the Existing Exception Report section: 1. Select the Seminar Year and Report from the drop down menu. 2. Click Edit or Complete. 3. Follow steps #3 to #5 above. School Recruitment Reports Available Reports include: Unregistered Schools that Registered in a Previous Year Unregistered Schools that Qualify for the National Fee Waiver (formerly called the New School Bonus) Unregistered Schools that Registered in a Previous Year With Alumni Info To obtain the report: 1. Select the report from the Available Reports section. 2. Select a Format: HTML, Excel, or Comma Separated Values (CSV). These reports are also available through the Schools Tab. 3. Select the seminar year. 4. Click Run Query. a. Save report, if applicable. Year End Statistics This report produces the recruitment and attendance statistics for a complete program year. To view the report: 1. Select a Seminar from the dropdown menu. 2. Select the seminar year. 3. Click Run Report. This report will not run if a seminar had been split (i.e. Arkansas becoming ARN and ARS) the previous year. 6 P a g e

9 SCHOOLS TAB Lists and Downloads This report produces a School List with the school ID, password, and school s contact information. Optional search criteria are available to narrow the search. 1. Select a Format: HTML, Excel, or Comma Separated Values (CSV). 2. Select a Seminar. 3. Select how the data should be sorted. a. High school name b. Zip code 4. Enter additional search criteria, if necessary. 5. Click Run Report. a. The report may be reformatted into a printable format, downloaded in Excel, or downloaded in a CVS format. HTML VIEW This section contains all the school s information and allows volunteers to: Print a list for recruitment calls, or Edit the school record. To Print 1. In the HTML view, click the Printable Format hyperlink. 2. Follow your computer s print options. To Edit 1. Click on the specific school s School ID hyperlink, which opens the school s database record. 2. Click Edit to update the school s information. a. Enter updated information in the relevant fields, following any formatting requirements. b. To add Volunteer Notes to the record, type into the Volunteer Notes section. i. Click Add New Note, and the note will appear in the box below. 3. Click Save. 7 P a g e

10 School History Reports School History Reports date back to circa Select a Seminar. 2. Enter the Number of Years for the report to date back. 3. Select a format: Excel download or Printable Crystal Report 4. Click Run Report. School Recruitment Reports See School Recruitment Reports in the Registration Tab. 8 P a g e

11 ALUMNI TAB Lists and Downloads This report produces an Alumni List with all the information currently recorded in Alumni Manager. 1. Select a Format: HTML, Excel, or Comma Separated Values (CSV). 2. Select Seminar or State. a. Seminar refers to the seminar of attendance i. Highlight the relevant seminar site(s) ii. Press and hold the CTRL key for multiple selections b. State refers to the current state of residence i. Highlight the relevant state(s) 3. Select how the report should be sorted. a. Select from the drop down menu one of the following: Last Name, First Name, Zip Code, Year of attendance, or Seminar location. b. Select Ascending or Descending. 4. Mark the optional checkbox to include parent information (for Excel or CSV formats only) 5. Enter additional search criteria, if necessary. 6. Select the Ambassador Type(s). 7. Click Run Report. In HTML format: a. Click Printable Version, or b. Download in Excel L4S Reports These reports produce information that would assist Alumni perform and complete the Leadership for Service (L4S) 100+ Hour Challenge. Available Reports include: L4S Hours Summary L4S Student Projects with Hours L4S 100 Hour Challenge Winners L4S Usernames and Passwords Certain fields may be inactive based on the report selected. 1. Select a report. 2. Select a Format: HTML, Excel, or Comma Separated Values (CSV). 3. Select a Seminar. 4. Select the Alumni Year range. 9 P a g e

12 a. Leave both fields blank for all years. b. For just one program year, enter the same year in both fields. (i.e. Enter 2007 and 2007 will yield all 2007 alumni.) 5. Enter the Total Minimum Hours Logged wanted for the report. 6. Enter the Date Range for when the hours were logged. 7. Select how the report should be sorted. a. Sort By: Hours, Last Name, First Name b. Select Ascending or Descending. 8. Click Run Report. In HTML format: a. Click Printable Version, or b. Download in Excel 10 P a g e

13 VOLUNTEER RESOURCES TAB Manuals and Documents This section contains all the documents and materials HOBY International shares with its affiliates. The search may be conducted by entering key words from the document title or by searching all documents in a particular category (aka folder ). To find a document using key words: 1. In the Document Name Contains section, enter the specific document name or key words from the document title. 2. Click Search for Specific Document. To find documents pertaining to a specific program or category: 3. Select a Category from the dropdown menu: a. General Information for All Programs b. Policies c. Corporate Board d. Leadership Seminar e. Alumni Programs f. Community Leadership Workshop (CLeW) g. Fundraising h. Public Relations Materials i. Logos and Images j. Training Institute Materials k. World Leadership Congress l. Advanced Leadership Academy m. Facilitator n. Leadership for Service o. FormStack p. HOBY Nationwide Communications q. International Programs 4. Click List Documents in Category. 5. Click the hyperlink in the Format column to view, download, and save the document. Volunteer Lists This section is used to view current volunteer information and approve/deny volunteer applications. It is only available to Leadership Seminar Chairs and Corporate Board Presidents. For a list of current volunteers: 1. Select a Report: Volunteers 2. Select a Seminar Year. 11 P a g e

14 3. Select a Seminar. 4. Select a Format: HTML, Excel, or Comma Separated Values (CSV). 1. HTML to view on screen 2. Excel to download 3. CSV to download and upload into another program 5. Select how the report should be sorted. 1. Sort By: Hours, Last Name, First Name 2. Select Ascending or Descending 6. Click Run Report. For a list of pending volunteer applications: 1. Select a Report: Applications. 2. Select the Applications Status: a. Pending b. Approved c. Declined 3. Enter the date the application was submitted. Select: a. On or Before the date stated b. On or After the date stated 4. Select a Seminar Year. 5. Select a Seminar. 6. Select a Format: HTML, Excel, or Comma Separated Values (CSV). 7. Select how the report should be sorted. a. Sort By: Hours, Last Name, First Name b. Select Ascending or Descending 8. Click Run Report. To edit the volunteer position of a pending volunteer application: 1. Open the Applications report in HTLM view. 2. Click Edit next to the appropriate record. 3. Select a Seminar and Volunteer position from the drop down menu. 4. Click Add and the position will be moved to the left column. a. Click Delete to remove positions. 5. Click Save and Continue. 12 P a g e

15 To approve or decline a pending volunteer application: 1. Open the Applications report in HTLM view. 2. Click the Approve or Decline radio button next to the appropriate record(s). 3. Click Approve or Decline Checked Applications. a. A verification screen will appear 4. Click Make Changes or Confirm Approvals and Declines and Notify Your DNP. A DNP must finalize all volunteer approvals in Alumni Manager. LOGOUT HOBY Online automatically logs out after 20 minutes of inactivity and returns users to the login page. Click Logout to logout of the system. 13 P a g e