How a Volunteer registers their details on the RAWCS Volunteer website Welcome to a presentation on how a Volunteer registers their details on the RAWCS Volunteer website. 16/07/2018 Created by PP John Roberson

Search for a project at: http://rawcs.org.au/project-search/ How do I become a RAWCS/Rotary volunteer? If you wish to volunteer for overseas service as a RAWCS/Rotary volunteer you will need to contact a RAWCS Project Manager who is willing to place you on one of the teams that they are organising. You can search the listing of all RAWCS Projects on the RAWCS website using the Project Search Function. The Project Manager’s contact details appear on each project so that you can contact the projects that interest you. For more details on how to search for a project see the PowerPoint Presentation on “How to Search for a Project.” 16/07/2018

Do I need a unique email address to register? YES Every user must have a different or unique email address Do I need a unique email address to register? Yes, all volunteers and Team Leaders using this Online Volunteer Registration Facility must have an email address that is exclusive to that person and is not used or provided by or on behalf of any other volunteer or Team Leader. Any volunteer without their own email address should apply for a free Hotmail, Live or Gmail email account. All volunteers including the Team Leader are invited by email to record their details on our Online Volunteer Registration Facility. 16/07/2018

Why do I need a unique email address? Database recognition of you Automatic filling of some personal data Our Online Volunteer Registration Facility database will recognise the unique email address and remember the data entered so that next time you come back to volunteer it will enter most of the personal data automatically. When you return as a volunteer a second time you should use the same email address. If you have changed your email address you need to contact the Regional Volunteer Coordinator to arrange the email address to be changed on the RAWCS Volunteer program. 16/07/2018

How is a RAWCS Team initiated? A current Project Manager or an appointed Team Leader can request a Regional Volunteers Manager to initiate a new Team. How do I initiate a RAWCS Team? A volunteer Team can only be initiated by a current RAWCS Project Manager or the Team Leader, by contacting their respective Regional Project Coordinator who enters the Team Leader’s: Passport given names The name you wish to be known as. Passport Family name. Your unique email address. Civilian occupation or previous occupation if retired. Proposed date that Team will depart A short succinct statement on what exactly the Team will be achieving on this trip. This statement will be sent to the District Governors both in Australia and overseas so that they have some idea of what you are doing. It starts with “Rotary Volunteers to……………………………” . 16/07/2018

Your passport Given names The given name you wish to be known as When you are accepted to join a Team you need to supply your Team Leader with: Your passport Given names The given name you wish to be known as Your passport Family name Your unique email address Civilian occupation When you are accepted to join a Team you need to supply your Team Leader with: Your passport Given names The given name you wish to be known as Your passport Family name Your unique email address Civilian occupation or previous occupation if retired. 16/07/2018

An email is sent to each volunteer with their User Name and Password This is an example of the email that each volunteer is sent. Note that it has a user name and password so that you can enter the website link that is also given to you in the email. Click on the website link – volunteers.rawcs.com.au 16/07/2018

Clicking on the link volunteers.rawcs.com.au will open this page The link opens this page. Please enter the user name (your email address) and the password given to you IMPORTANT – If you have used the site before use the email address and password that you previously used. If you cannot remember your password you can request a forgotten password and a new one will be sent to your email address. You MUST use the same email address as last time. If your email address has changed please contact your Regional Coordinator and they will contact the National Projects/Volunteer Manager so that they can change it to the one of your choosing. You cannot change it yourself. 16/07/2018

It is recommended that you change the password generate by the website to one of your own choosing as soon as you enter the website. Click on the down arrow alongside your name at top right and you can select to change the password. 16/07/2018

Click on the down arrow alongside your name at top right and you can select to change the password. 16/07/2018

A change password popup will appear. You need to quote the password used to get into the website and then enter a password of your choice twice and apply. IMPORTANT – If you have used the site before use the email address and password that you previously used. If you cannot remember your password you can request a forgotten password and a new one will be sent to your email address. You MUST use the same email address as last time. If your email address has changed please contact your Regional Coordinator and they will contact the National Projects/Volunteer Manager so that they can change it to the one of your choosing. You cannot change it yourself. 16/07/2018

Top of the Volunteers Page This is the top of the Volunteer Page that is displayed. You can download extra information for users to assist you with entering your details. It gives a description of the project you will be working on, the Team number, the RAWCS Region and the anticipated departure date. RAWCS also recommends that each individual volunteer registers with DFAT on www.smartraveller.gov.au 16/07/2018

Bottom of the Volunteers page At the bottom of the Volunteer page you can open the Application Form by clicking on “Start” or “Modify” and enter the required details. It also lists all the members of your team so that you can see who your fellow team members are. You cannot see their details as they remain confidential. 16/07/2018

Each volunteer including the Team Leader is required to enter the following personal details on the Application Form and then save them: (It is best to have all your information ready before you start entering your details). NOTE – all red asterisks need to be green ticks on all pages/tabs before you can save your details. Enter all required information in the various tabs/sections: Personal – Name, DOB, sex, occupation, date you are leaving HOME and returning HOME. (this must be no more than 90 days inclusive). This is important as the travel insurance coverage will cover you from the dated provided and not one day over 90 days inclusive. If over 90 days the Insurance company is within it’s right not to pay any claim. If you are not a Rotarian the sponsoring Rotary Club and District for the project should be quoted as your sponsor Club. If any other Rotary Club and Rotary District sign your signature form you should quote that Rotary Club and District. This is important as the volunteer’s sponsoring Rotary Club and District are responsible for your Travel Insurance coverage. When all is entered save your information. The website will remind you that you must enter many of the items before it will accept your completed application. You have only one hour to complete your entries before the website times out. When commencing a team we suggest that the Team Leader and/or Project Manager bring all their team together with as many laptops as they need and collectively assist each other to enter their details into the website. 16/07/2018

Passport – current passport details (must have at least 6 months validity left on it) 16/07/2018

Contact – contact address & phone details for the volunteer Contact – contact address & phone details for the volunteer. We must have a home address and at preferably your mobile phone number. Your email address is already entered by the Team Leader. If incorrect you must contact the National Projects Manager to change it. The email address should not be a generic address and preferably a personal address. Not a business address as often they will not allow emails with attachments and we send your insurance documents as attachments. It is good policy to tell your email provider that you trust and wish to accept emails from volunteers@rawcs.com.au and directory@rawcs.com.au 16/07/2018

Destination – must have name and address for the accommodation Add a 2nd or subsequent destinations by ticking the box at the bottom of page. Note: If you have more than one destination you need to enter the second and subsequent destinations so that the information is available to us & DFAT for contact in case of emergency. 16/07/2018

Emergency – details of the person who can be contacted in an emergency in Australia and your own contact details overseas – mobile phone roaming number or foreign phone number if applicable. Remember, an emergency contact must be someone who will always be available while the volunteer is away, not someone who is on the Team with you. 16/07/2018

Read Volunteer Agreement, Release and Waiver of Liability What must a Volunteer do after the website accepts their application form? Read Volunteer Agreement, Release and Waiver of Liability Read the Code of Conduct Download the Signature Form & Medical Certificate Have both signed, scan and upload to site Scan and upload Working With Children Check to site. What must a Volunteer do after the website accepts their details? Once the website accepts the detail provided, each volunteer must download and read the following documents (we advise you to print or save these documents for further reference): Volunteer Agreement, Release and Waiver of Liability Code of Conduct When you have read these documents you will be allowed to download and print off the Signature Form. This form is to verify that each volunteer has read and is prepared to adhere to the RAWCS Volunteer Agreement, Release and Waiver of Liability and the Code of Conduct. The volunteer must sign the signature form. If under 18 years of age their parent or legal guardian must sign the form also. The sponsoring Rotary Club President must also sign that their Club has agreed to sponsor this volunteer and commits their District to cover the volunteer with Rotary Australia Travel Insurance. The medical form must be signed by the volunteer and their own doctor. When all signatures are in place the form should be scanned and saved on your computer. You can then upload the completed form to the website. 16/07/2018

Do all volunteers need a Medical Certificate? YES RAWCS insists that all volunteers seek the latest advice on vaccinations & medications required for the country they are travelling to from their own doctor. Do all volunteers need a Medical Certificate? Yes, RAWCS insists that all of our volunteers seek medical advice from their own General Practitioner (Doctor) on the latest vaccinations and medications required for their protection in the countries that they are travelling to. Each volunteer must print off the Medical Certificate, sign and get their own Doctor to sign this form. When signed you need to scan it, save it to your computer and upload the completed form to the website. Note: RAWCS will accept a medical that is dated by the Doctor within 6 months of the departure date of the volunteer, so keep the medical Certificate on file if you intend to travel as a volunteer for a second time within a 6 month period. 16/07/2018

Do all volunteers need to be cleared to work with children? Yes, if they are over 18 years of age at the date of departure on trip. To be obtained from the relevant authority in your State of residence. Do all volunteers need to be cleared to work with children? Yes, RAWCS has a comprehensive Policy on “Youth & Vulnerable Persons Abuse” that requires all of our volunteers to be registered to work with children according to their state of residence. You can download it from our website. The volunteer website gives you the relevant authority in each state. Each volunteer needs to scan their authority to work with children, save it to their computer and upload the completed form or card to the website. 16/07/2018

Congratulations, if you have all your documentation accepted with all six steps displaying green ticks. Please inform your Team Leader that you have completed your registration so that they and the Regional Volunteers Manager can check your details are correct. The Regional Projects Manager will send your Travel Insurance documents when the entire team is completed. Congratulations, if you have all your documentation accepted with all six sections displaying green ticks. Please inform your Team Leader that you have completed your registration so that they and the Regional Volunteers Manager can check your details are correct. The Regional Projects Manager will send your Travel Insurance documents when the entire team is completed. 16/07/2018

Their contact email addresses are listed on our website at: If you have any problems or questions please contact your RAWCS District Chair or Regional Projects Manager. Their contact email addresses are listed on our website at: http://rawcs.org.au/about-us/ Any questions? Look at the website for contact details. Remember you can contact your RAWCS District Chair, our your Regional Projects Manager for assistance or to report any problems with the website. 16/07/2018