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Using Volgistics @ OCAS

What this module will cover:

► What Volgistics is.

► What we use it for.

► How to use Volgistics at the shelter.

► How to use Volgistics at home.

► How to make Vogistics work for you.

Our goal:

Our goal for this module is to give you the knowledge to use Volgistics to help you plan and record your volunteer service at Animal Services.
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What is Volgistics?

Volgistics is an online volunteer data service that is used at over 2,400 institutions across mainly the US and Canada.

This application is used in hospitals, museums, animal shelters and other facitlities where capturing and analyzing volunteer data is vital.

Why we use Volgistics.

Animal Services uses Volgistics to organize, plan and utilize our volunteers as effeciently as possible. We use it to:

• collect and process applications, permissions and paperwork for each volunteer

• track volunteer hours for both on and off site activities

• send timely notifications to all or selected groups of volunteers

• track pet foster data

• capture volunteer hours in specific areas across the shelter

• assign volunteers to appropriate training and other activities

• track who is on site at any given time

• provide volunteers and staff with timely reports on all volunteer functions, upon request

How to use Volgistics at the shelter

The Volgistics sign in computer is located on a counter in the management suite adjacent to the front desk in the main office. This computer is only used for sign in and sign out of volunteers at the shelter. This area is most easily accessed through the door at the back of the main office right before you exit to the kennels.

Sign in at the shelter

Each new volunteer will receive a name tag with a 5 or 6 digit number on it. That number is your unique Volgistics id number used to track your hours.

Upon arriving at the shelter , you will enter that number into the sign in computer. We will use Volunteer Sample as an example.

Screen upon arrival

Enter id#, click arrow at bottom right

Verification

Main menu

• Before you can sign in, the system will ask you to verify who you are.

• Just simply click yes to go to the next screen.

The menu contains three main options;

► Sign in, (which you will be using for each activity).

► View schedule, which allows you to see what you have signed up for and what is available for you to sign up for.

► View service, which allows you to see your current service record.

We will address assignment sign in first.

Sign in to your assignment

You will use one of the buttons to sign in for a particular task. Once you do that, not only can we track your hours, but we can identify that you are on the campus in case we need to find you.

► Click Okay and begin your volunteer duties.

Note: If you need to change from one assignment to another, you will come back to the computer, enter your id number, sign out of one task and in to the other. Example; sign out of cat care and in to dog care.

Sign out

To sign out for the day, or if you are leaving and then returning the same day:

► enter your id #

► confirm that it is you

► click Sign out

If you do not sign out after 12 hours, the system will sign you out and award two hours for what ever it was that you were at the shelter to do. If you forget to sign out, please contact us and we can change the records to reflect the actual time that you spent.

Your schedule

Your schedule page will look like the example below:

Each of the blue bars indicate a day where there is an openeing for a task or tasks that you are qualified to participate in.

If you have been assigned a task and it does not appear on your calendar, please email volunteerwithanimals@osceola.org and we will investigate as soon as possible. You cannot request a new assignment through Volgistics.

Click on a blue bar to view the tasks available.

Click the blue bar to schedule yourself for that task.

Note: You can also view and schedule from home. Those instructions will be in a later section of this module.

Service

History

The volunteer history will display all o the hours that you have generated through your volunteer history at the shelter. Click on any year to see your specific assignments and hours. This is also available for you to view or print from home.

Using Volgistics on a computer or phone

Accessing your Volgistics account

Log in

► Go to osceolacountypets.com and scroll to the Volunteer menu on the far right.

► Pull down to Volgistics log in.

► Enter your email address and the password that you set up when you created your Volgistics profile.

Please note: If you forgot your Volgistics password, there is a link to let you create a new one. Only you can do this; the shelter management cannot see or change your password.

Management can, however, send you a password reset link.

Menu

Tabs

My mail

► Shows email messages to you from us.

► Also shows VicMail, which can only be seen either at your shelter sign in screen or the online account. Mainly used for safety announcements and reminders.

Schedule

► Works exactly like the shelter version.

Service

► Again, a mirror version of the shelter history screen, except it also allows you to log off site volunteer hours.

Please see the instructions below.

Off site hours under Service tab

You will only see this if you have been given an assignment that you will work on outside of the shelter. Examples include:

► off site events

► travel for the shelter

► technology projects

► community cats trapping

All that you need to do is enter the hours, choose the task, and click post. The hours will be sent to the database and, once approved, added to your history.

Please let management know if you require an off-site hours account and have not been assigned one. Off site hours does not include fostering.

Your profile

The profile becomes available after you click your name on the far upper right hand side of the main page.

Here you can

► change your pasword,

► opt in to text messaging,

► set your message preferneces.

A note on message preferences:

If you opt out of both email and text messages, you will have effectively resigned from the shelter and your Volgistics profile will be deactivated.

Knowledge check
1. All Volunteer information is stored in Volgistics.
- false
- true
2. Volgistics is available at the shelter and on a home computer or phone
- false
- true
3. You can sign in to Volgistics at the shelter without your id number.
- false
- true
4. You can sign in to Volgistics at home without your id number.
- false
- true
5. You can schedule your next shelter visit at the sign in computer.
- false
- true
6. You can schedule your next shelter visit from your home computer or phone.
- false
- true
7. Shelter staff can go in to your profile and reset your password.
- false
- true
8. You can request a password reset through a link.
- false
- true
9. Your Volgistics log in name for the home version is your email address.
- false
- true
10. All Volgistics volunteer accounts have an area to enter off site hours.
- false
- true
11. You can request a new shelter assignment through Volgistics.
- false
- true
12. You cannot see your completed volunteer hours in your account.
- false
- true
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Animal Services

3910 Old Canoe Creek Road
St. Cloud, Florida 34769
Main: (407) 742-8000
Fax: (407) 891-1290

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