Volunteering

Organisations and opportunities

Organisations (community organisations and Student Led Projects) have opportunities (roles) within them.

Organisations each have 'leader', 'supervisor', 'manager', 'admin' and 'volunteer' roles.

Opportunities each have admin, 'interest' and 'placement' roles.

If you are given 'placement' in an opportunity, you are automatically placed as a volunteer in the parent organisation.

Site roles

Volunteering staff should be given one or both of these roles on the site:

• Volunteering manager - community organisations
• Volunteering manager - student-led projects

This will add them as administrator to any volunteering opportunities and organisations that fall within those categories.

SLPs

SLPs now have roughly the same registration / expression of interest process as community organisations - leaders create 'opportunities' which could be a standard member of the project as before, or for specific roles within the project.

• Drafts / revisions requiring approval (to organisations and opportunities)
• List all opportunities (filterable by type, category, etc.)
• List all opportunities by organisation
• List members of all organisations (filterable by role, organisation, etc.)
• List members of opportunities (filterable by role, opportunity, organisation, etc)

Exports

• All organisations, including unpublished

Opportunities by category

(To change header text contact SU.Systems@ucl.ac.uk)

If you're an admin, manager or leader, you can create an opportunity by going to the organisation page and clicking 'Volunteering Opportunity' under 'Create Content' on the right hand side of the page.

1. Go to 'expressions of interest' for the Opportunity
2. Find the volunteer and click 'Change to placement'
3. Enter the details and submit

The volunteer moves to 'placement' within the opportunity, and becomes a 'volunteer' with the organisation

• In the placement or interests list, click on the user's name
• Edit profile
• Volunteering tab
• Input information submitted from the webform by the student
• You must have 'VSU Manager' role on the website to do this.

1. Go to Organisation page
2. Go to 'Group' tab
3. If they're new to the organisation:
   1. go to 'Add people'
   2. find them by their name
   3. Check 'leader'
   4. Click 'add users' at the end
4. If they're already in the organisation
   1. Go to 'People' 
   2. Check the box next to their name
   3. In "Operations" click "Modify user OG roles" and click Execute
   4. Select 'leader' in the top box and click 'Next' and 'Confirm'

We can also import leaders in bulk - see below!

For SLPs, users are given a webform to submit their reference information. Once submitted the current path is to add this information manually:

1. Go to results of the webform
2. Click on the user
3. Edit profile
4. Volunteering tab
5. Input information submitted from the webform by the student

You must have 'VSU Manager' role on the website to do this.

1. Create a spreadsheet with an 'Organisation' column and an 'E-mail' column.
2. Make sure each Organisation's title matches exactly the title on the website.
3. Make sure it's the student's UCL e-mail (or whatever e-mail they have registered with on the website).
4. Send to SU.Systems with the subject line "Volunteering: import e-mails into organisations as leaders".
5. SU.Systems will import via Volunteering: import e-mails into organisations as leaders

Send the URL of the organisation to SU.Systems@ucl.ac.uk and we will delete it.

(Early on in the development process it was decided not to allow “VSU Admin” roles to delete organisations, as there’s a risk by doing that inadvertently a user could erase an organisation and all its opportunities, volunteer records etc. e.g. if student staff did it logged in as the VSU account, as that has full admin permission as it has the same roles as other staff. Restoring an inadvertently deleted org and all its opportunities and placements would be a lot of work on our end, so we thought it wise to avoid any risk of accident.)

For Systems team:

1. As Administrator go to https://studentsunionucl.org/admin/content?title=&type=volunteering_organisation&author=&status=All&vid=All
2. Select checkbox in table header
3. Click “Select all # rows” button in the top of the table
4. Operations – choose ‘Change value’
5. Click Execute
6. Ctrl+F “Volunteering agreement - signed up?”
7. Check that box
8. Click Next Let it process
9. This will trigger e-mails to Volunteering to review revisions, but these can be deleted.
10. Note any organisations with drafts pending will need to be checked manually.
11. Check it worked for all of them via “Volunteering agreement signed up?” = Yes on https://studentsunionucl.org/admin/volunteering/organisations