1. 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

2. 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

3. Do I need a unique email address to register? YES
Every user must have a different or unique address
Do I need a unique address to register?
Yes, all volunteers and Team Leaders using this Online Volunteer Registration Facility must have an 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 address should apply for a free Hotmail, Live or Gmail account.
All volunteers including the Team Leader are invited by to record their details on our Online Volunteer Registration Facility.
16/07/2018

4. 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 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 address.
If you have changed your address you need to contact the Regional Volunteer Coordinator to arrange the address to be changed on the RAWCS Volunteer program.
16/07/2018

5. 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 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

6. 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 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 address
Civilian occupation or previous occupation if retired.
16/07/2018

7. An email is sent to each volunteer with their User Name and Password
This is an example of the 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 .
Click on the website link – volunteers.rawcs.com.au
16/07/2018

8. Clicking on the link volunteers.rawcs.com.au will open this page
The link opens this page. Please enter the user name (your address) and the password given to you
IMPORTANT – If you have used the site before use the 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 address.
You MUST use the same address as last time. If your 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

9. 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

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

11. 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 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 address.
You MUST use the same address as last time. If your 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

12. 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
16/07/2018

13. 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

14. 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

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

16. 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 address is already entered by the Team Leader. If incorrect you must contact the National Projects Manager to change it. The address should not be a generic address and preferably a personal address. Not a business address as often they will not allow s with attachments and we send your insurance documents as attachments.
It is good policy to tell your provider that you trust and wish to accept s from and
16/07/2018

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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 addresses are listed on our website at:
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