Volunteer Schedule
What color are tentative items?
Red
What do the following colors mean on Masterbookings:
Blue, Red, Black
Blue: This is what happened last year
Red: Tentative
Black: Confirmed
How far in advance with VH send a reminder email to volunteers?
One week
When are volunteers sent emails?
When they sign up they receive a calendar invite, then they receive a one week reminder and finally a one day reminder.
True or false: Schools that recruit parent volunteers should have the number of volunteers needed included on Calendarwiz.
False, Calendarwiz is for corporate volunteers.
What two things can be listed in either red or black?
School Names and/or number of students attending
When does JA provide volunteers for schools coming to FP?
If schools come before November 1st
If their FRL% is above 50%
If they are high schools
Sometimes for Northern Colorado schools regardless of FRL%
Why would you want to pull a report from VH?
To create a volunteer roster and to import the volunteers into BCRM
If a company doesn't sign up using VH, what additional email do you need to manually send?
1 week reminder
Enterprise is on the schedule to volunteer but no one is signed up yet. The school is cancelling because they have finals that day and the teacher forgot. What do you do on the volunteer schedule?
1. Strike through the school in red to reflect they cancelled.
2. Leave the company on the schedule and discuss it at the next volunteer meeting. If the date is far enough out, we can try and find a school to come on that date.
Why would rows be highlighted in blue or orange? (Mention timing and reasoning)
1. Rows are highlighted 4 weeks out.
2. Blue=volunteer spots are committed to from a company (or parents) but they are not filled yet.
3. Orange=need to find a volunteer company to take the spots
What are the different reasons schools could be listed on the "cancellation tab?"
They cancelled their date completely, they are participating in virtual, they rescheduled to a different date.
If a new company is volunteering with JA and doesn't exist in VH who should you email to fix it? What information should you include?
Email Kayla the name of the company and the name of the VM
A school let you know 2 weeks out that they will now be arriving at 10:15am. What do you do with this information?
(4 items)
1. Change the calendar invite to the new time. (Include a note at the top about why the time is changing)
2. Update the times on VH for any future volunteer sign ups
3. Add the adjusted time to the volunteer schedule
4. Add the time to Masterbookings
TIAA is volunteering in 2 weeks and the VM just sent you the names and emails of the volunteers. Now what?
1. Send all the volunteers a calendar invite
2. Add all the names and emails to the volunteer roster for the day
3. Change the volunteer schedule to reflect the number of volunteers signed up
What could you do if you notice a company committed to filling volunteer spots, is struggling to fill them?
Put it on the individual page on Volunteer Hub
Verify with the school the number of students attending the field trip to see if a reduced number of volunteers is needed.
Name at least 4 of the tabs included in Masterbookings
The 18-19 calendar, the 19-20 calendar, the 20-21 calendar, cancellations, virtual, attendance #s, FRL%
Every event is automatically called "JA Finance Park." Why might you change this name?
To include a teacher's name or core name.
When are teachers sent emails for FP?
(Hint the last email they receive is one-week out)
1. When we needed them to complete the formsite
2. A confirmation of their visit after they've completed the formsite
3. A 9-week email
4. A 6-week email
5. A 2-week email
6. A 1-week email
It's November 1st. A school with parent volunteers scheduled to attend on January 30th wants to move their date to February 21st. There's space on the 21st and no parents have signed up yet.
What do you do?
1. Move the school on Masterbookings and include it on the cancellation tab as a rescheduled school.
2. Move the school on the volunteer schedule
3. Remove the parent group on VH on 1/30 and add it to 2/21
4. Update the calendar invite to the teachers with the correct date
5. Tell the PM, can be in email or in person. Since the date is far away, it isn't so time sensitive.
6. Update calendarwiz
7. Create a new parent volunteer flyer for the teachers
What's the highest number of volunteers we would recruit for a day?
16
Which of the following columns should be hidden when printing Masterbookings:
A. Address
B. Grade level
C. 9-week email
A and C
How many volunteers is VH auto-set to?
12
A school is scheduled to come to FP in 4 weeks and you haven't received a response from your 9-week or 6-week email. What could you do now to make sure you hear from the school?
Call the teacher, call the secretary, talk to the PM and see if they can email/call the teacher or show up to the school.
It's 6:00pm, tomorrow has been called as a snow day. What do you do?
(Name at 5 things)
1. Email the volunteers signed up and let them know about the cancellation.
2. Cancel the calendar invite
3. Remove the volunteer group from VH
4. Email the and PM VM to tell them
5. Put the school on the cancellation tab of Masterbookings