Regional/Community Volunteer Portal Training https://portal.specialolympics.ca/home

Thank you! First, we want to thank you for your commitment to Special Olympics Without our volunteers we can’t deliver our quality programs to our beneficiaries, so you are extremely important to us! In order to bring a higher level of program management to the organization, we have developed this Portal to allow you to have greater access to the Volunteer and Athlete data you need to do your important work Thank you for taking the time to learn this new tool!

What you will learn Today we’ll show you how to do the following things using the Special Olympics Portal: How to add a new Athlete or Volunteer to the system How to approve an Athlete or Volunteer’s enrollment How to review the active Athletes or Volunteers in your area How to update the profiles of Athletes or Volunteers How to change the enrollments of Athletes or Volunteers How to review or change the detail information on the Clubs and Communities you have responsibility for How to add a Program Session and Schedule to a Club All of the training pieces you need to train your Head Coaches on The experience that your Athletes and Volunteers will have so that you can answer questions if they come to you NOTE: Some of the screenshots may look slightly different from the actual portal, but the functionality represented in this presentation will still stand. The system is being updated continually and the screenshots here will be updated periodically but there may be some differences.

Technical Supported browsers to use the Portal: Microsoft Edge (on Windows 10 only) Internet Explorer 11 (On Windows 10, 8.1) Internet Explorer 10 (on Windows 8,7 only) Mozilla Firefox (latest publicly-released version) running on Windows 10, Windows 8.1, Windows 8, or Windows 7 Google Chrome (latest publicly-released version) running on Windows 10, Windows 8.1, Windows 8, Windows 7, or Android 10 tablet Apple Safari (latest publicly-released version) running on Mac OS X 10.8 (Mountain Lion), 10.9 (Mavericks), 10.10 (Yosemite), or Apple iPad In short: the latest version of any of the common browsers will work with the Portal

Getting Access to the System There are 2 ways to set up access to the system: Via email from your Chapter Via the “Portal User Registration” button on the home screen of the portal https://portal.specialolympics.ca/member-registration Both ways will take you to the same page in the system to set up your account

Getting Access to the System: Portal Account Creation https://portal 1  Provide the necessary information to create your user. Note: First Name, Last Name and Email have to match exactly to your profile in the Special Olympics Membership system. 2  Click on the “Register” button to initiate the process. An “activation” email will be sent to you with a link to activate your account. After you activate your account you will be prompted to log in If you are not found when you try to register but know that you are an existing Member, please contact your Provincial Special Olympics Office for help.

Getting Access to the System Enter the email you registered with and the password you selected and click Login If you’ve forgotten your password, click Forgotten Password to reset

Getting Access to the System 12: Select the role you’ll be serving as: ie if you are a Community Coordinator AND a Head Coach, pick which one you’re working as right now to continue Until you select a role, you will only see the ‘My’ account buttons on the right (1-9) which every account holder sees. 1: My Profile: your personal information, update your address or medical info here 2: My Enrollments: see all of your enrollments plus the status of your applications for enrollment 3: My Clubs and Schedule: see the Clubs you’re associated with and the published schedule for the sessions 4: My Committees: If you hold a position on a Committee, you will see it here 5: My Roles: the page you are on now to change which role you are logged in as 6/7: Athlete/Volunteer – Join Program: Click here to start a new application to join a program

Landing Page: An Overview MaryAnn: The buttons on the right reflect what is available to a community coordinator (Joe), or Data Admin (myself). Landing Page: An Overview After Role selection the following screen comes up with some standard “My” buttons (4) and some role- based buttons as well as a window(1, 2, 3) on any notifications from any clubs, communities, regions or Chapter Buttons specific to the role chosen (5) will also appear

“My”Buttons Available after Role Selection These buttons are available to all users My Profile: your personal information, update your address or medical info here My Enrollments: see all of your enrollments plus the status of your applications for enrollment My Clubs and Schedule: see the Clubs you’re associated with and the published schedule for the sessions My Committees: If you hold a position on a Committee, you will see it here My Roles: the page to change which role you are logged in as Athlete/Volunteer – Join Program: Click here to start a new application to join a program Change Password: Set a new password Logout: Leave the system

Buttons Available to Admin Volunteers In addition to the “My” Buttons Active Participants: See a list of all Athletes in your area that you have permission to view and edit Active Volunteers: See a list of all Volunteers in your area that you have permission to view and edit Active Enrollments: See a list of all enrollments in your area that you have permission to view Approve Enrollments: Some roles will have the ability to approve enrollment applications. If you do, you will see this button and you will be able to select enrollments and approve them Inactive Enrollments: In this screen you can see all enrollments that have expired or otherwise are not current Add Program/Volunteer Enrollment: You can add a new Athlete or Volunteer enrollment here (ie type in a paper form on behalf of an Athlete or Volunteer without access to a computer) Communities: Click here to view all of the communities that you have permission to access Clubs: Click here to view all of the Clubs that you have permission to access Committees: Click here to view all of the Committees that are in your area that you have permission to view New Facility: If you have permission, you will be able to add a new facility (ie program activity location) to your club’s record

Active Participants MaryAnn: Note, not shown at the bottom you can indicate how many to show at once. Change to “ALL” before export. 1  List of active participants in the Community or Region. 2  Click on the edit button to see the Participant’s profile and make changes if required. 3  Drag one of the columns from the grid to this section to group the records by that column. 4  Use this option to export the list to excel. This is where you would come to export a list of your participants to send them an email: export to excel then copy email addresses out and paste into an email application If you have access to multiple clubs, communities, or regions ALL of your participants will show up in this list Active Volunteers page is identical 1 4 3 2

Update Participant or Volunteer Profile Select a Participant or Volunteer from the Active or Inactive screen to update their profile 1 Navigate through all of the tabs to see all details and update if required 2 Click on Submit to apply changes, then close the window

Active Enrollments 1  List of active enrollments in the Community or Region. 2  Click on the edit button to see the enrollment details and make changes if required. 3  Drag one of the columns from the grid to this section to group the records by that column. 4  Use this option to export the list to excel. Inactive Enrollments shows the same information but for enrollments that are not active

Update Enrollment 1  For an active enrollment, you can change the status to “Cancelled” or “Suspended”. 2  Provide enrollment notes if applicable. 3  Mark the enrollment as paid if a fee applies and you collected the money from the Athlete. 4  Click on the “Submit” button to apply the changes. 5  Click on the edit symbol beside the name to review the profile 5

MaryAnn: This step is not available to Club Managers or Head Coaches, it is done by the Community Coordinator(Joe) or Data Admin (myself). As this system allows athletes and volunteers to add themselves, please let us know when you need an enrollment approved. If we are not available you may contact SOO. When Enrollments are received through the system, someone has to approve them for them to become active. The process includes many steps outside of the system (ie interviews), but this screen is where you will conduct the steps within the system 1  List of pending for approval enrollments in the Community or Region. 2  Click on the edit button to see the enrollment details and make changes if required. Within the edit screen you’ll be able to review the profile of the person 3  List of pending enrollments that need a higher level of approval. This could be the Region or Chapter. 4  Click on the edit button to see the enrollment details. You can make changes but cannot approve it if you don’t have permissions for that level. Functionality is the same as Update Enrollment but you have additional options under the Status option. If you open the records requiring Region or Chapter level but don’t have permissions for them, you’ll be able to do things like add that payment was collected and add notes and change the status to anything except approved. Approve Enrollments

MaryAnn: The Community Participant drop down can take a while to populate, you can enter a name to be searched, but may have to wait before it is found. Step 1  Select the participant from the list of “Community Participants”. This list has all the participants that have an active or inactive enrollment in your community. Step 2  If you do not see the participant in the list, it means the participant does not belong to your community yet. Provide the First Name, Last Name, Date of Birth and Email Address to validate if the Member exist in the organization. If the member exists already in the organization, you can continue with the enrollment but, you won’t be able to see their profile. If the member does not exist in the organization, you will be able to create it and go to the profile page to provide additional details Step 3  Click on the “Next Step – Program Search” button to go to the next page. If the member is not provided in “Step 1”, this button will change to “Next Step - Validate Member”. Click on it to validate the member and go to the next page. *Process is identical for Volunteer and Participant. Add Enrollment*

Clubs 1 – Once you click the edit button on a Club you’ll see the Club details. Be sure to click on all three tabs to see full information 2 – Once you finish editing the Club information, click on Submit to save 1 - When you click on the Clubs button you’ll see the list of all Clubs you have access to 2 – Click on the edit button to open the Club for editing 3 – Drag a column header to this area to group by that column 4 – Export to excel using this button