Your organization may require verification as part of the volunteer application process. This module offers the tools you will need to quickly locate an applicant, verify their information, and issue a permanent ID card. Verification requires you to identify the applicant using the Driver's License scanner or by searching for an applicant manually. During the process, you have the opportunity to update any missing or incorrect information on the application.
Using the Volunteer Verification screen is completely optional. There are alternate ways to do these things in People Mangement. However, this method simplifies an otherwise complex series of steps. |
The Volunteer Verification module functions a bit differently than the other Administration modules you are used to, essentially offering you an optional, convenient, and time-saving method to grant access (i.e. checkin privileges) and gather additional information about volunteers whose applications have already been approved.
To use Verification, the previously-approved applicant should visit the front (or district) office in person so that their driver's license can be scanned. The reason for this is:
If you don't have a driver's license scanner, you can still search for an approved applicant manually.
Here are a few things to note:
Volunteer Verification is the process of changing an approved person's Status from Pending to Active.
Those who wish to apply as volunteers need to complete Application on a KeepnTrack Kiosk.
Once an application is submitted, it will be sent to the Tools > Volunteer Applications queue, where it will sit until it's approved or rejected. Depending on your Notifications preferences, KeepnTrack will email the volunteer applicant to confirm that their application was received and provide them with general information about the application process.
At your leisure, go to Admin > Tools > Volunteer Applications, then review the volunteer application and perform a Sex Offender Check and/or a Criminal Background Check on the applicant. Depending on the results of the sex offender and/or background checks, you can choose to approve or reject the applicant.
If the appropriate settings are configured in your Notifications preferences, email notices will be sent upon approval or rejection.
If your Volunteer Approval preference is set to Approved Applications Require Verification Procedure is checked in Volunteer Approval Preferences, it means that the volunteer is almost approved—they are now in the KeepnTrack system with a status of Pending, but have not yet been granted permission to log in to KeepnTrack. They still need to be verified. Continue to Volunteer Verification below.
Eventually, your new volunteer will show up at the front (or district) office, informing you that they successfully applied online, received their acceptance email, and now need to be verified.
Enter the applicant's information to search for their application.
Although you can search for the applicant by manually typing their information into the blank Verification fields, we recommend scanning the previously-approved applicant's driver's license. The reason for this is visually identify them and to gather additional information, such as their driver's license picture.
During the Verification process, you will be given an opportunity to update any missing or incorrect information on the application. All the data scanned or manually entered up to this point in the Verification window will be added to the the person record and be made accessible from their record in People.
At this point, the Verification process is complete and your new volunteer is Active and approved to use the KeepnTrack system.