Games Registration

This screen is used to register volunteers, so that their hours can be logged to their regular stations and/or organizations. To register, the person must be a regular volunteer at a Voluntary Services or Games station. If a person is already a volunteer at a Voluntary Services station, his or her hours are automatically logged to the games host station. If the volunteer is not a Voluntary Services station regular volunteer, this screen can be used to add them as a regular volunteer to the games site. Their hours will then be credited to organizations associated with the games site.

The general process for registering a new games volunteer is as follows:

  1. Search for the volunteer in the Current Registered Volunteers list
  2. If not already registered, search for the volunteer in the national VSS database and register them
  3. If the volunteer is not a regular Voluntary Services volunteer, add them as a volunteer
  4. Assign one or more combination codes to the volunteer
  5. Post the volunteer as a registrant

This screen and its subscreens are also used to do the following:

The service codes available for games are national, not local. They are in the 600-699 range, are specific to each particular game type, and include the service subdivision. Organization codes, however, for regular service volunteers are those used in their home stations. The organizations for non-regular service volunteers (those volunteering only for the games) are those from the hosting site.

You can use the following links for detailed instructions for Games Registration screen tasks:

Registering a Games Volunteer

To register a new volunteer follow these steps:

  1. Search for the volunteer's name in the Current Registered Volunteers list:

    1. Select a search criteria from the Search by dropdown list: Name, SSN, or Station.
    2. Depending on your criteria, type in on of the following:
      • a full or partial name
      • a full or partial SSN
      • a station name.
    3. Click the Search button.

The Current Registered Volunteers list will reappear with only the names that meet your search criteria. If the person's name does not appear in the list after a search, he or she is not registered.

(To restore the Current Registered Volunteers list to its original state, click the Reset button. If you want to page through the list, use the buttons at the First, Last, Prev, and Next buttons at the bottom of the list.)

  1. If the volunteer is not registered, click Add, at the bottom of the screen. The Games Registration screen appears.
  2. Now you need to search the national Voluntary Services database to see if the person is a volunteer. Enter the volunteer's name and SSN in the Name and Social Security Number fields.
  3. Click the Search for Existing Volunteer button.
  4. If the volunteer exists in the Voluntary Services database, his or her name will appear in the list box below. Highlight the volunteer's name and click the Choose button. The registration page with Add/Edit Combination codes appears.

    If no name appears in the box, you must add the person as a volunteer. Go to step 4 under Adding a New Volunteer, below.

  5. Fill in the fields at the top of the screen:
  1. Use the Organizations, Schedule Workday, and Service dropdown lists to create a combination code for the volunteer.
  2. Click the Post button. You will see "Record Posted!" at the top of the screen. The new combination code will appear in the Combination Codes for this Volunteer list, at the bottom of the screen.
  3. You can repeat steps 6 and 7 to create as many combination codes for the volunteer as you want.
  4. When you are through creating combination codes for the current volunteer, click Done.

    The Current Registered Volunteers screen appears again with the newly registered volunteer in the list. You can now register the next volunteer.

Adding a New Volunteer

To register as a games volunteer, you must be a Voluntary Services regular volunteer. To add a person to the database as a new regular volunteer follow these steps:

  1. Click the Add button beneath the Current Registered Volunteers list. The Games Registration screen appears.
  2. Enter the volunteer's name and SSN in the Last Name and SSN fields.
  3. Click the Search for Existing Volunteer button. This searches the Voluntary Services database for the person's name.
  4. If the person is not a regular volunteer, no name will appear in the list box and you will see the message
  5. No volunteers match your criteria!

Click the Add button to the right of the list box to add the volunteer to the database. The Add Volunteer screen will appear.

(If the person is in fact a volunteer, his or her name will appear in the list box. Click Choose to view or edit the volunteer's registration/combination code information. To return to the Current Registered Volunteers screen, click the browser Back button or the Registration link in the VSS menu on the left of the screen.)

  1. Fill in the fields on the Add Volunteer screen. The fields with asterisks are required to add the volunteer.
  2. Click Next at the bottom of the screen. The Next of Kin screen appears.
  3. Fill in the fields in the Next of Kin screen. This screen is optional. You can enter more than one name.
  4. Click Finish. The Games Registration screen appears.
  5. Fill in the fields and check boxes at the top of the screen. The Shirt Size and Lodging (where the volunteer is staying) fields are required.
  6. In the Add/Edit Combination Codes section of the screen, create a combination code for the volunteer using the Organization, Schedule Workday, and Service dropdown lists.
  7. Click Post to enter the combination code into the database. The combination code information will appear in the Combination Codes for this Volunteer list at the bottom of the screen.
  8. Repeat steps 10 and 11 if you want to create another combination code for the same volunteer.
  9. Click Done to return to the first Games Registration screen.

Adding or Editing a Combination Code for a Registered Volunteer

To add or edit a combination code:

  1. Search for the volunteer's name in the Current Registered Volunteers list:

    1. Select a search criteria from the Search by dropdown list: Name, SSN, or Station.
    2. Depending on your criteria, type in on of the following:
      • a full or partial name
      • a full or partial SSN
      • a station name.
    3. Click the Search button.
  2. When the volunteer's name appears in the list, click the Edit button next to it. The Add/Edit Combination Codes screen appears.
  3. If you want to edit a combination code the volunteer currently has:
    1. Find the code in the Combination Codes list at the bottom of the screen and click Edit.
    2. Use the Organizations, Schedule Workday, and/or Service dropdown lists to change the combination code for the volunteer.
    3. If you don't want this code to be used anymore, check the Inactive check box.

     

    If you want to create a new combination code for the volunteer (in addition to any others), use the Organizations, Schedule Workday, and Service dropdown lists to make a new combination code for the volunteer.

  4. Click the Post button. "Record Posted!" appears at the top of the screen. The new or edited combination code appears in the Combination Codes for this Volunteer list, at the bottom of the screen.
  5. Click Done. The Current Registered Volunteers screen reappears.

Removing a Registered Volunteer

To remove a volunteer from the list of registrants:

  1. Search for the volunteer's name in the Current Registered Volunteers list:

    1. Select a search criteria from the Search by dropdown list: Name, SSN, or Station.
    2. Depending on your criteria, type in on of the following:
      • a full or partial name
      • a full or partial SSN
      • a station name.
    3. Click the Search button.
  1. When the volunteer's name appears, click the Remove button. The volunteer's name is deleted from the list and the games host station database.