Volunteer Enrollment Coordinator TrainingUCCE of Placer/Nevada 4-H V.E.C Training

What is the Volunteer Enrollment Coordinator?

• Work with Community Leader on enrollment within their club through the 4hOnline Enrollment System.

• Go to person for members and volunteers for enrollment through the club level.

• Prime point of contact for enrollment process for individual club.

• Given additional access within the 4hOnline System to generate reports and confirm volunteers and members once all requirements have been met.

Duties

-Confirming volunteers

-Confirming members

-Follow-up pending members/volunteers

VEC Agreement

Please pull out your VEC agreement for review and signing. Thank you!

Review of Enrollment Process

• Members and Volunteers create an online profile.

• Members and Volunteers then come to the club meeting and connect with VEC.

• Payment and Medical Release forms need to be collected by VEC for each member or volunteer.

• New Adult Volunteers also need to complete a Live-Scan (DOJ Background Check), as well as complete the volunteer orientation video: http://ucanr.edu/sites/placercounty4h/Join_4-H/Requirements/.

• Once the above requirements are completed, VECs access 4HOnline and confirm members and volunteers.

• VECs are also responsible for follow-up with Pending profiles

*5 copies of paper enrollment are provided for families that do not have online access.

Enrollment will be ONLINE!

Youth and Adult Medical Release FormsYouth Adult

Live-Scan DOJ Background Check Form

• Adult volunteers can complete their Live-Scan DOJ Background Check at Placer County Sheriff Offices in Auburn and Loomis free of charge.

• Other locations can process Live-Scan DOJ Background Check, but their will be a charge to the Adult Volunteer.

Reminders/Updates

• Fees: $35.00-members, $12.00-volunteers

• Member deadline ONLY for Fair and Horse Shows (Not Horse Mastership Program): November 30th

• Enrollment questions coming to the office, staff will refer to Club VEC; however, any members with “technical” difficulty should be referred to the office.

• Medical Treatment Form – must be copied and kept in club’s files and copies given to Project Leaders

• Opt Out of Photos – Any request to remove photos will be immediately honored

• Summer Camp vs 2014/2015 Club Enrollment – This summer’s Camp fees do not count toward this Club enrollment year!

VEC Folder

Please pull out your VEC Folder so we can do a quick overview of the material and resources included. Thank you!

Helpful Reports

Check for Pending and Active Members Verification of Project LeadersNovember 30th “Fair Event” Project Enrollment DeadlineClub Officers and Junior Leaders

Log-in Screen

• VECs need to use their specific club password to log-on to 4HOnline.

• If you don’t remember or forget your password contact the 4-H Office.

Main Screen

• Main screen to begin reviewing and confirming members and volunteers.

• Do not access members and volunteers that are not in your club.

Not Active Enrollments

• VECs need to run pending reports on club members and volunteers and follow-up with those members and volunteers to either be deleted or finish enrolling.

Project Enrollments

• VECs will provide project lists to their club project leaders.

• This report will produce a list of projects and the youth members enrolled.

Club Directory

• Run this report to know who will be listed in the Club Directory.

Problem Solving

Member and Volunteer Enrollment Questions: Club VECsTechnical Questions: OfficePassword Glitches: OfficeChanged Email Address: Office

Questions/Let’s Get Online!

http://ucanr.edu/sites/placercounty4h/Resources_-_Forms/Volunteer_Enrollment_Coordinator_Resources/