Clicking on the Online Application button on the Attended Kiosk opens a new browser window containing your facility’s on-line volunteer application. The Online Application button can be hidden or the Volunteer Application section can be turned off all completely in the Account/Facilities preferences.

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Online Volunteer Applications are a two-step process; the first step requires applicants to enter vital personal information about themselves, including which facilities for which they would like to volunteer. The second step presents the applicant with a list of preferred activity options obtained from your Activities Management settings. This way, Administrator-level operators can include facility-level activities as valid Preferred Activity options.

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Once an application has been submitted, operators with the appropriate authority can accept (or reject) the prospective applicant. This can also be done automatically. The remainder of this chapter describes the fields of the online volunteer application in further detail.

Language 

First, select the language for which you want to view the the volunteer application. All volunteer application content will display in the language you select. Operator-generated content such as facilities, activities, and availability will display in the language in which they were written.

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FCRA

Volunteer applications are protected by the Federal Fair Credit Report Act (FCRA) when third-party information is used in the evaluation of said application. The applicant can either freely give their consent for background checks with the understanding that the information obtained is subject to the protections of the FCRA and any applicable state laws or deny consent for use of background checks, understanding that their application may be rejected based on this decision.

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Personal 

Enter all pertinent name, birthdate, vehicle, and other personal information for the applicant in the fields described below.

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Personal Questions

First and Middle Name—Enter the first name of the applicant (e.g. Robert); this information is required in order to continue.

Middle Name—Enter the middle name of the applicant (e.g. Scott).

Last Name—Enter the last name of the applicant (e.g. Smith); this information is required in order to continue.

Suffix—Enter any titles that come after the applicant’s name (e.g. PhD, Sr, Jr, etc.)

Birthdate—Enter the applicant’s date of birth (mm/dd/yyyy); this information is required in order to continue.

Social Security Number—Input the applicant’s nine-digit Social Security Number (SSN); it will appear as xxx-xx-xxxx for security reasons. However, social security numbers will be visible if you have Administrator-level security privileges.

Ethnicity—Choose the applicant’s ethnicity using this drop-down menu. You can choose from a pre-determined list of ethnicities; however, this list can be customized in KeepnTrack's Preferences.

Sex—Using this drop-down menu, select the applicant’s gender.

Vehicle State—Provide the state in which the applicant's primary vehicle is registered.

Vehicle State—Use this drop-down menu to select the state in which the applicant’s driver’s license was issued.

Vehicle Make, Model, Color—Provide the make (i.e. Honda, Toyota) of the applicant's primary vehicle.

Vehicle Plate Number—Provide the license plate number of the applicant's primary vehicle.

Driver License Number—If applicable, enter the applicant’s drivers license number.

Have you ever been convicted of a felony?—If the applicant affirms that they have been convicted in any criminal activities, check this box.

Contact

Enter all pertinent address and contact information for the applicant in the fields described below.

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Contact Questions

Organization—If applicable, enter the name of business or organization for which this applicant works.

Employer—Enter the employer for which this applicant works.

Home Phone—Enter the applicant’s home telephone number.

Work Phone—Enter the telephone number where the applicant can be contacted during normal business hours.

Mobile Phone—If applicable, enter the cell phone number where the applicant can be reached.

Address Line 1 & 2—Enter the full address at which this applicant resides.

City—Enter the name of the city in which this applicant resides.

State or Province—Using the drop-down menu, select the state in which the applicant resides.

Postal Code—Enter the 5-digit ZIP code (zoning improvement plan) in which this applicant resides.

Email & Verify Email Address—Enter the email address where the applicant can be sent electronic notifications; this information is required in order to continue.

Questions 

With volunteer applications, it's not one-size fits all. KeepnTrack gives you the ability to create eight (Custom Label 1 through 8) custom fields for volunteer applications. If you would like more information on how to add custom labels to this list, please refer to KeepnTrack's Application preferences.

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Facilities 

Select the facility (or facilities) in which the applicant would like to volunteer. If you would like more information on how to add facilities to this list, please refer to the Facility Information preferences.

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Activities 

Select the activities for which the applicant would like to volunteer. If you would like more information on how to add activities to this list, please refer to KeepnTrack's Activity Management.

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Availability 

If the applicant has preferred times that they are able to volunteer, have them provide their schedule below. Also, provide any important or general notes about the applicant here.

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Availability Questions

Preferred Times—If the applicant would prefer to volunteer between any specific hours, make note of them here (e.g. “Prefer hours between 8:00am–11:00am”).

Application Notes—Any additional, relevant information about the applicant or the application process can be provided here.

Submit

When all application information has been provided, click the Submit button. If you would like to disregard the application, you may close the browser window at any time.

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When an application is submitted, KeepnTrack will acknowledge the submission and display a default confirmation message. Depending on your Notifications preferences, you can append the “application received” notice with additional information pertaining to the current status of the application (e.g. Received or Approved). For example:

• If your preferences aren't configured to perform automatic criminal background/sex offender checks or the volunteer was rejected, KeepnTrack will append the default confirmation with the Received notification text.
• If automatic checks are enabled and no red flags are raised (i.e. the volunteer passes the checks), KeepnTrack will append the default confirmation with the Approved notification text.

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