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:
-
Search
for the volunteer in the Current Registered Volunteers list
-
If
not already registered, search for the volunteer in the national VSS database
and register them
-
If
the volunteer is not a regular Voluntary Services volunteer, add them
as a volunteer
-
Assign
one or more combination codes to the volunteer
-
Post
the volunteer as a registrant
This
screen and its subscreens are also used to do the following:
-
add
or edit a combination code for a previously registered volunteer
(a single volunteer
can have multiple combination codes)
-
remove
a volunteer's registration
-
create
a new Voluntary Services volunteer (all registrants must be first be Voluntary
Service volunteers)
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:
-
Search for
the volunteer's name in the Current Registered Volunteers list:
- Select a
search criteria from the Search by dropdown list: Name,
SSN, or Station.
- Depending
on your criteria, type in on of the following:
- a full
or partial name
- a full
or partial SSN
- a station
name.
- 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.)
- If the volunteer
is not registered, click Add, at the bottom of the screen. The Games
Registration screen appears.
- 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.
- Click the Search
for Existing Volunteer button.
- 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.
- Fill in the
fields at the top of the screen:
- Shirt Size
(required)
- Lodging (where
the volunteer is staying -- required)
- Ride Needed.
(If you check this, you are required to enter something in the Rider Location
field that appears.)
- Use the Organizations,
Schedule Workday, and Service dropdown lists to create a combination
code for the volunteer.
- 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.
- You can repeat
steps 6 and 7 to create as many combination codes for the volunteer as you
want.
- 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:
- Click
the Add button beneath the Current Registered Volunteers list.
The Games Registration screen appears.
- Enter
the volunteer's name and SSN in the Last Name and SSN fields.
- Click
the Search for Existing Volunteer button. This searches the Voluntary
Services database for the person's name.
- If the person
is not a regular volunteer, no name will appear in the list box and you will
see the message
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.)
- Fill in the
fields on the Add Volunteer screen. The fields with asterisks are required
to add the volunteer.
- Click Next
at the bottom of the screen. The Next of Kin screen appears.
- Fill in the
fields in the Next of Kin screen. This screen is optional. You can
enter more than one name.
- Click Finish.
The Games Registration screen appears.
- 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.
- 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.
- 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.
- Repeat steps
10 and 11 if you want to create another combination code for the same volunteer.
- 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:
-
Search for
the volunteer's name in the Current Registered Volunteers list:
- Select a
search criteria from the Search by dropdown list: Name,
SSN, or Station.
- Depending
on your criteria, type in on of the following:
- a full
or partial name
- a full
or partial SSN
- a station
name.
- Click the
Search button.
- When the volunteer's
name appears in the list, click the Edit button next to it. The Add/Edit
Combination Codes screen appears.
- If you want
to edit a combination code the volunteer currently has:
- Find the
code in the Combination Codes list at the bottom of the screen
and click Edit.
- Use the
Organizations, Schedule Workday, and/or Service dropdown
lists to change the combination code for the volunteer.
- 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.
- 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.
- Click Done.
The Current Registered Volunteers screen reappears.
Removing a Registered Volunteer
To remove a volunteer
from the list of registrants:
-
Search for
the volunteer's name in the Current Registered Volunteers list:
- Select a
search criteria from the Search by dropdown list: Name,
SSN, or Station.
- Depending
on your criteria, type in on of the following:
- a full
or partial name
- a full
or partial SSN
- a station
name.
- Click the
Search button.
- 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.