core volunteer training presented by: key functions in core january 19, 2014
TRANSCRIPT
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CORE Volunteer Training
Presented by:<NAME>
<Chapter Number>
Key Functions in CORE
January 19, 2014
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Special Thanks To Rick Fisher & Dean Risseeuw
Williamsburg SCORE
Dick LeslieSan Diego SCORE
Mark Lowenstein Cape Cod SCORE
John Bury Springfield (IL) SCORE
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Today’s Agenda What is CORE? What’s Behind the Change? Learning Key Functions in CORE (Using the Volunteer Training Guide)
Login Edit Your Profile Add Client Create Mentoring Session Scheduling An Appointment with
CORE (optional for chapters)
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What is CORE?
Client Outcomes & Relationship Engagement
Replaces the current WebIT/EDMIS System
Allows chapters and volunteers to better track their clients’ SCORE activities
All chapters to be using CORE by March 2015
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The Process in WebIT & CORE
Mentoring Sessions Held
Session Notes Created:
Part III of 641
Mentoring Sessions Held
Session Notes Created:
Part III of 641
In W
ebIT
In C
ORE
Chapter’s Scheduling/Assignment
Process
Notification to Administrator
Volunteer Enters Part I & Part II of 641
Client Enters Part I & Part II of 641 via web
Notification to Administrator
Volunteer Enters Part I & Part II of 641
Client Enters Part I & Part II of 641 via web
Chapter’s Scheduling/Assignment
Process
Notification to mentor
when assigned
Notification to mentor
when assigned
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What’s Behind the Changes?
One login to access all SCORE systems Allow mentors to view & report activity with any
client True CRM: Tracks all “touches” with each client
– mentoring, workshops, and other engagements
Volunteers can manage their own usernames and passwords
Search volunteers nationwide by keyword, expertise or industry
Branch location field added to session notes form
Non-session notations for better client management
Optional web-based client scheduling system ‘Crisper’ layout and look
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What Ensures CORE’s Success?
Insight from chapters and chapter leaders Piloted by several SCORE chapters Process flow and data entry familiar from WebIT Increased chapter communications Trained volunteers and chapter resources Dedicated CORE Training/Project Manager
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CORE System “Go Live” Process
No later than 5 days before
All Training Completed
1 Day BeforeNo Access to
WebIT Client data (3
years) & workshop data
(1 year) transferred into
CORE
CORE goes LIVE!
Follow-up on Progress/Feedb
ack from Chapter
+10 days
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Key Volunteer Functions in CORE
You will learn how to:
Login Edit Your Profile Add Client Create Mentoring Session Schedule an Appointment with
CORE
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To Log In Visit…
www.score.org
www.volunteer.score.org
<chaptername>.score.org (i.e. boston.score.org)
FOR PRACTICE USE: sandbox.score.org
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Logging In
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Login with your WebIT username and password
If You Forget
Email mentors & those new members added after June 30th use an email address to login
REMEMBER:Password is
case sensitive
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Logging in to the SCORE Volunteer Center
News
Welcome Box
TabsQuick Links
CORE
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The Main CORE Page
Link to CORE training
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Recap:
Log In to the Volunteer Center to Access CORE:1. Navigate to score.org or your chapter website2. Click Log In in the upper right corner of the screen3. Enter your WebIT username and password (Email
mentors and new members added after June 30th use their email address to login)
4. Click the Log In button to go to the Volunteer Center5. On the Volunteer Center homepage, select
Go To CORE from the navigation menu.
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Edit Your ProfileTo take advantage of CORE’s Search capabilities it is important your personal Profile be as up to date and complete as possible.
Reference: Exercise 1 – Volunteer Training Exercises
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Edit Your Profile
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Edit Your Profile – note new details you can add
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Complete sections at bottom of Profile section and Save Your Changes
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Recap:
Edit Your Profile:1. After logging in you will be redirected to the
Volunteer Center homepage2. Select the My Profile tab below the Welcome box3. Click the Edit My Profile button4. Edit your information and5. Click Save
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Add Client
Parts 1 & 2 of Form 641
Reference: Exercise 2 – Volunteer Training Exercises
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Click Go to CORE
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Pull Down Clients and Click Add Client
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Complete the 641 form as you have always done
Don’t forget to click Submit at the bottom of the page
* Denotes a required field. Some fields
default to “Choose Not to Respond”
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Clients can enter their own info at score.org using the Local Mentoring Request
TIP: Clients can enter their own info by going to score.org and entering in the zip code or by
going to the chapter website and clicking the Request a Meeting
button.
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Recap:
Add a New Client:1. From the CORE homepage2. Hover over the Clients tab and click Add Client3. Enter information in the required fields of Part 1 & Part 2 of the 641.4. Click Submit
Clients may still submit information from score.org or the chapter website.
NOTE: The administrator will receive an email whenever a new client is added. The chapter scheduling process then is followed.
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View Client Information and Create Mentoring Session
Reference: Exercise 3 – Volunteer Training Exercises
Part 3 of Form 641
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Pull Down Clients and Click Chapter Clients
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or Select View All Chapter Clients
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Note: Any Client you have not seen in over one year has a Client Status of
“Inactive”
SEARCH FOR CLIENT
1) Enter any part of Client’s
name2) Click Search
(‘Inactive’ Status =No session for 1+
years)
HINT: Select ‘All’ to find inactive &
active clients.
Able, Johnson
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Create Mentoring Session
Butler, J.B.
Augusto, Luis
Able, Johnson [email protected]: 5553693515
[email protected]: 5551112222
[email protected]: 5552112222
Edit/View the 641
Part 1 & 2Add new
session notes for Part 3 of the
641
View all Session Notes
NOTE: The clients are ‘sample clients”
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Create Mentoring Session
This is Part 3 of the Form 641.Fields with* are required.
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Create Mentoring Session
Selecting ‘Close Out’ will automatically make your client
inactive.
Select the ‘Non-Session’ type to make notes or if a client is not
responding to scheduling.
New
Feature
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Create Mentoring Session
Set a reminder regarding this client here.
Add up to 4 additional co-mentors and report their hours individually.
New
Feature
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Create Mentoring Session
Don’t forget to click “Save” at the bottom of the page.
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To Add a Workshop Session in the 641
Once your Form 888 has been completed, you can
put the date of the workshop here. The
Workshop will be listed.
Track your workshop participants by
selectingTraining for
the event type
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Recap:
Create Mentoring Sessions:1. Search for your Client by - Select View All Chapter Clients - Select the Client Status - Enter info in Name or email field - Click Search2. Click the Create Session button next to the client.3. Enter notes from the session or (For notes only select Non-Session from the
Session Type dropdown.)4. Click Save
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Email Option for Session Notes
Butler, J.B.
Augusto, Luis
Able, Johnson [email protected]: 5553693515
[email protected]: 5551112222
[email protected]: 5552112222
Select View Session Details
NOTE: The clients are ‘sample clients”
NOTE: This function is available for mentors with scorevolunteer.org email addresses.
Contact [email protected] if you need a scorevolunteer.org email address.
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Email Option for Session Notes
View all Session Notes
NOTE: The clients are ‘sample clients”
NOTE: This function is available for mentors with scorevolunteer.org email addresses. Contact [email protected] if you need a scorevolunteer.org email address.
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Send an email & Save as a Session
Complete the email fields and attach items if needed.
Select options to indicate this as a
Mentoring Session.
Sending will also save and note the Mentoring Session.
NOTE: This function is available for mentors with scorevolunteer.org email addresses. Contact [email protected] if you need a scorevolunteer.org email address.
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Other CORE Functions
Form 5 web-entry is available for volunteers.
TIP: Enter by the 20th of the following month.
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Enter your Form 5 Non-counseling Info
Complete the fields for your name and chapter
information.
Then complete the fields for the reporting period
and how your non-counseling hours
were spent.
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Other CORE Functions
Calendar function is available for chapters who would like
clients to schedule appointments from the web.
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CORE Practice Environment
URL: www.sandbox.score.org
• Use your own login credentials• Navigate the CORE system• Practice CORE processes (Add clients & sessions)
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ResourcesFor quick tips, videos, training guides, webinars, timelines and more visit the Support Site’s CORE page: www.support.score.org/core
HELP Contacts:
SCORE Help Desk Email: [email protected] or Phone SCORE National 800-634-0245
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Create Appointmentwithin CORE
(For chapters using CORE’s Scheduling System)Reference: Exercise 4 - Volunteer Training Exercises
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To display availability on the web
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Appointments already selected by clients are in grey. Available appointments are noted in blue. Click to
navigate to the next month.
Add your availability
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Appointment Availability
Clients will be able to see only the blue slots that are available.
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Appointment Availability
Enter the date and time as well as the co-mentor and client name, if applicable.
Leaving the client field blank will make the appointment available for scheduling.
NOTE: Some chapters may have a specific processes for appointment entry.
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The Client’s View
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The Client’s View
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Email Sent to Client from SCORE
They can select here to cancel. The mentor(s) will receive an email notification.
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If appointment selected, email sent to Mentor(s) from SCORE
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Recap:
Add an Appointment in CORE:1. Select Manage Calendar from the CORE homepage2. Select Add an Appointment3. Enter date, time and other information.
(Leave client field blank to leave available)4. Select Add to Calendar
Once a client selects your appointment slot, you will be notified via email.
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Recap: Agenda
Key functions in CORE learned:
Login Edit Your Profile Add Client Create Mentoring Session (optional for some chapters) Schedule an Appointment within CORE
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ResourcesFor quick tips, videos, training guides, webinars, timelines and more visit the Support Site’s CORE page: www.support.score.org/core
HELP Contacts:
SCORE Help Desk Email: [email protected] or Phone SCORE National 800-634-0245