Volunteer Enlistment Process Overview of the VEP System

Today’s Goals Big picture process of VEP Expectations for Fundraisers Expectations for Support Staff For Details – Come to VEP Lab Class

What is VEP? A way for all University service to be recorded in PostGrads and for concerned Fundraisers to quickly review individuals nominated as potential development volunteers.

Why VEP is Needed The Stanford Challenge - One Campaign for One University: Coordinated Volunteer Program VPs interested in reviewing prospective volunteers who fit certain criteria Knowledge of a person’s volunteer service by Program Staff is essential Complete volunteer service records are important for Stanford

Current Process ActionsWho Step 1Service entered in PostGrads as ActiveStaff Step 2After end date status changes to InactivePostGrads Automatic Process  Little communication between fundraisers in different groups  Possibility of “volunteer fatigue”  Most entries made at the end of service when it is time for recognition Limitations:

VEP Process ActionsWhoWhere Step 1Discussion among Fundraisers about who they would like to use as volunteer StaffDesks/Phones/ Step 2Potential volunteer nominated by staff.StaffPostGrads Step 3 goes out to fundraisers automaticallyPostGrads Step 4Fundraisers have 10 days to place nominee on Hold  Discuss concern with Nominating Staff AND  Change hold to Withdraw OR  Change hold to Pending Fundraiser(s)/Staff /PostGrads Step 5Pending cases are reviewed by campaign management.  Major gift prospects/BOT members/VIPs will automatically go to Executive Review.  Candidates that are not feasible will switch to (X) Not Approved.  Everyone else will receive O.K. to Invite. Senior Management PostGrads Step 6Nominees with status O.K. to Invite asked if they wish to volunteer  If nominee accepts, switch status to Future.  If nominee declines, switch status to Declined.  If nominee never invited, switch to Not Needed. StaffPostGrads Step 7Nominees with status = Future will be automatically Activated on start date. AutomaticPostGrads

Step 1: Identify and Discuss Volunteers               DiscussNominate Staff OKReviewInviteActivate Start talking early about who you would like to have as volunteers for your:  Reunion  VPTS Campaign  Other Fundraising Early communication will mean fewer surprises from fellow staff on who else might be considering using the same volunteers

Step 2: Nominate Volunteer  Use Volunteer (VAC) window in PostGrads  Start Date must be at least 10 days in the future  Entity Status will begin as Pending  Add a VEP Note to include in               DiscussNominate Staff OKReviewInviteActivate

Step 2: VEP Notes  Detail Description of what the volunteer service entails  Also serve as an archive for status change history               DiscussNominate Staff OKReviewInviteActivate

Step 3: Fundraisers PostGrads automatically sends an to each program staff person assigned to the volunteer informing them of the nomination               DiscussNominate Staff OKReviewInviteActivate

Fundraisers: To Hold or not to Hold If you have an issue with a nomination, you have 10 business days to place a hold               DiscussNominate Staff OKReviewInviteActivate

Step 4: Check Holds in VAS Window  Shows all volunteers for a particular nominating staff ID  This window used to update status from Hold to Pending or Hold to Withdrawn  For those on Hold, click the notes icon on the right to view VEP Notes and see who placed Hold               DiscussNominate Staff OKReviewInviteActivate

VEP Note: Holds  When a Hold is placed by any fundraiser, an entry is made into VEP Notes automatically.  When a Hold is changed to Withdrawn or Pending, an entry is made into VEP Notes automatically               DiscussNominate Staff OKReviewInviteActivate

Step 5: Executive Review  Discussion with Program Staff ahead of time means Ok to invite needs no further clearance from colleagues  Major Gift Prospects/BOT Members/VIPs will get extra scrutiny before a decision is made               DiscussNominate Staff OKReviewInviteActivate Pending Nomination OK to Invite Not Approved [X]

Step 6: Invite Volunteers (Status Window)  Once marked Ok to invite, you may contact volunteer to ask for their participation  If they Accept, change status to Future  If they Decline, change status to Declined  If you do not invite change to Not Needed               DiscussNominate Staff OKReviewInviteActivate

Step 7: Volunteers Activated by PG PostGrads automatically switches Nominees with Status of Future, to Active on their Start Date               DiscussNominate Staff OKReviewInviteActivate

Want More? VEP Detail Classes in Lab  Tuesday 04/25/06 – 9:00 to 11:00 am  Tuesday 05/23/06 – 1:30 to 3:30 pm  Thursday 06/22/06 – 1:30 to 3:30 pm Volunteer Activity Classes  Wednesday 04/12/06 – 9:00 to 10:30 am  Wednesday 05/17/06 – 3:00 to 4:30 pm Sign up for Classes via STARS

Wrap Up New Rights in PostGrads Go Live Date – 3/28/06 Questions? Contact or