Contract Contingent Worker Volunteer Input

Transcription

1 Contract Contingent Worker Volunteer Input OVERVIEW: Adding a New Volunteer to WorkDay Volunteers for the Diocese of San Jose are tracked in our HR System Workday (WD). Volunteers, also known as Contingent Workers in WD, are tracked to maintain compliance with fingerprinting and Shield the Vulnerable/Safe Environment training requirements. All active volunteers must be entered into WD prior to beginning their service to the Diocese of San Jose. PRELIMINARY STEPS: Before starting a new entry into Workday, do the following: 1. Ask the applicant if they have volunteered or worked previously within the Diocese under their present or any previous names. 2. Search Workday using the Search Box located in the top left corner of the WorkDay screen. Select the People search feature to see if the applicant ( pre-hire ) exists in Workday. NOTE: These two steps will help prevent duplicate records in our system, which can cause confusion and reduce records accuracy. * If the pre-hire is found, and the volunteer is active, use the Add Matrix Org process. If the pre-hire is found and the volunteer or employee is terminated, use the process below. If no pre-hire record is found, use the process below. If no headcount space exists, contact the Director OPCVA. Volunteer Input 1

2 ADD CONTINGENT WORKER PROCESS: 1. In WD search box, search for Contract Contingent Worker task. Volunteer Input, cont. 2. Under Supervisory Organization, use the bubble menu to select your sites Volunteer Supervisory Organization. 3. If the applicant already exists in WD, enter the name in the Existing Pre-Hire field and select the applicant from the list. 4. If the applicant does not exist in WD, select Create a New Pre-Hire. Volunteer Input 2

3 5. Click OK. 6. On the Legal Name panel, enter the LEGAL First and Last name of the applicant. All Volunteers are entered using current legal name only (Name used on Live Scan service form). 7. Select the Contact Information tab and enter in a contact PHONE NUMBER & HOME ADDRESS (Address as listed on Live Scan. 8. Scroll to the bottom of the page, click OK button to proceed to next step. 9. Use the calendar prompt in the Contract Start Date field to select the anticipated start date. NOTE: This date may change depending on when Safe Environment clearance is received. The date can be modified later as needed. 10. Select Contract Contingent Worker > Volunteer Onboarding as the Reason on this screen. Volunteer Input 3

4 11. In the Headcount Group field, search for and select the organization name (i.e. Volunteers Saint Lawrence Elementary and Middle School ). 12. The other fields will default from the Headcount Group. Do not change these values. 13. Scroll to the bottom of the page, click OK button to proceed to next step. Volunteer Coordinator (YOU) 14. Click To Do button to proceed to next step: Send New Volunteer For Fingerprinting 15. Inform applicant of screening process and provide them with a Request For Live Scan Service form to be used at their fingerprint appointment. Once you have done that, click Submit to complete this To-Do in WD. Volunteer Coordinator (YOU) Volunteer Input 4

5 16. Click To Do button to proceed to next step: Send Volunteer Applicant to complete Safe Environment Training 17. Inform applicant of training requirements and provide the volunteer applicant information on Safe Environment Training ("Live" or Online at Once you have done that, click Submit to complete this To-Do in WD. Volunteer Coordinator (YOU) 18. Click To Do button to proceed to next step: Validate Safe Environment Training Volunteer Input 5

6 19. Review the volunteer's Safe Environment Training completion certificate - and save a copy for your record. Please be prepared to enter the completion date after the fingerprinting data is entered. (Note: you will be prompted to make this entry). Once you have done that, click Submit to complete this To-Do in WD. 20. At this point, you will see this notification: OPCVA Role NOTE: You will need to wait for the DOJ & FBI screening results to be entered into WD by the OPCVA at this point of onboarding. 21. OPCVA will input background screening results and applicants Date of Birth upon fingerprint clearance. At that time, you can proceed with the next To Do for this applicant: Collect Clearance Dates for Volunteer 22. Here are the steps to Collect Clearance Dates for screening and training verification: (Step 1) Search for the Pre-Hire records for the Volunteer > related actions > Talent > Skills and Experience > Certifications. Ensure the Fingerprinting or Background Check dates have been entered. (Step 2) Reference the certification date from the volunteer's Shield the Vulnerable training completion certificate. (Step 3) Make a note of both dates - outside of Workday) as you will use this information to determine the first day of work when completing the volunteer onboarding process. Volunteer Input 6

7 Volunteer Coordinator (YOU) 23. Review the dates as instructed and make a note of the clearance dates outside of WD. Once you have done that, click Submit to complete this To-Do in your WD Inbox. 24. Once fingerprint results have been input into WD, and all of the Safe Environment dates have been verified, the next step is to Review Contingent Worker Contract. 25. Review Contingent Worker Contract is when you must review the onboarding information and confirm the volunteers Job Classification as V01 - Volunteer in High Risk position with regular contact or interaction with children or vulnerable adults (Volunteer Classifications) since the volunteer may participate in youth or vulnerable adult services, and has cleared the highest level of screening and received proper training. (See picture on next page) 26. Update the First Day of Work field with revised date equal to or later than all of the required certification and training dates. (See picture on next page) Volunteer Input 7

8 27. Click To Do button to proceed to next step: Enter Safe Environment Training Completion Date. Click Submit once you have read the instructions and are ready to continue. Volunteer Coordinator (YOU) Volunteer Input 8

9 28. Update the worker's profile with the date he/she completed the Safe Environments Training. Complete this by navigating to the employee profile > related action > Talent > View Skills and Experience > Select Training Tab > Add Training. Note: The three ORANGE dots will be GRAY when you hover over the contingent worker and it will turn orange once you click on the button. 29. Follow the onscreen instructions to add the volunteers Safe Environment Training as follows: Training = Type the name of the training program (i.e. Shield the Vulnerable, Supervisory Training) Training Type = Pick training name from the drop down menu (Safe Environment Training, Supervisory Training AB1825, etc.) Description = Type name of the training completed (i.e. How to Recognize & Report Child Abuse) Completed On = Enter the Date Training was CompletedTraining Duration = Leave Blank Volunteer Input 9

10 30. Click Submit to complete the onboarding process. CONGRATULATIONS! Once you have added the training as instructed, you have completed the Contract Contingent Worker Task in WD. NOTE: To Assign Matrix Organizations (secondary sites of participation) for the volunteer, you can either follow the onscreen prompts in your inbox for this task OR you can follow the steps provided in the Add Volunteer matrix Org document. 1. Open the Assign Matrix Organizations task. 2. Use the menu on the Proposed Organizations field to select the Volunteer organization for the Matrix location. 3. Click Submit to complete this task. (Repeat as needed for additional organizations). Volunteer Input 10