WSU 4-H Volunteer Hours Reporting System

Transcription

1 WSU 4-H Volunteer Hours Reporting System Why Do Volunteers Need to Report Hours in this System? Washington State law requires that all volunteers working in support of WSU programs are covered by worker compensation insurance. The Washington State Department of Labor and Industry uses the dates and number of hours that volunteers work to determine the amount of insurance that must be purchased to adequately cover our volunteers. To be in compliance with State Law, WSU Extension has developed an online tool to facilitate collection and analysis of volunteer contributions. What s In It For Me? The Volunteer Hours Reporting System is a system for recording the data that the Washington State Department of Labor and Industries requires for WSU to ensure volunteers are indeed working on behalf of the university. Reporting of volunteer s hours documents volunteers coverage for injuries they might sustain and it is also documentation for the liability coverage WSU provides to its volunteers. Volunteer hour reporting also provides valuable information for Counties to report Volunteer contributions to their County s decision makers. An additional benefit to you is valuable documentation for your own volunteer job history. What s In It For 4-H? In 2008 a volunteer hour was valued at $ Reporting your hours helps 4-H and WSU Extension aggregate all the valuable efforts of the volunteers in their county and statewide into a dollar amount. How Much Time Will This Take? Initially, setting up your account will take just a few minutes. After that updating your monthly hours should only take minutes per month. Will My Privacy Be Protected? WSU takes the privacy of all its volunteers and students very seriously. The program and data reside on separate servers and the data is secured behind the WSU firewall. How Do I Report Volunteer Hours If I Do Not Have Internet Access? If you do not have internet access you can report your hours by filling out the 4-H Volunteer Time Sheet and returning it to the Extension Office by the 10th of each month. Other Questions? Call the Extension Office at and we will be happy to answer any questions you may have. WSU Extension - Kittitas County 507 N. Nanum Street, Room 2 Ellensburg, WA Phone (509) Fax (509)

2 How to Enter 4-H Volunteer Hours Quick Reference Page USER NAME PASSWORD Your initial password is password! (lowercase p followed by an exclamation point) You can change your password once you login; however, we do not have access to your password! Make sure you change it to something you will remember! Go To: Logon with your WSU Volunteer System user name and password Select Volunteers (If you get the message You are missing a supervisor entry please click Program Supervisor on the menu on the left and follow the instructions. You are not required to select a program supervisor; however, you will get this message each time you logon until you have selected a supervisor for all the WSU programs for which you volunteer) Click Enter Activity Set program county to Kittitas Select the location of the activity Set program to 4-H Select an activity type that best describes your activity Select the date of the activity Enter a start and end time Click Save *After you save a record, there will be a message at the top of the page to indicate that the record was saved. At this point you may chose another menu item on the left, logout, or add a new record. If you add a new record, simply change the information needed to reflect the new activity. You may click the Clear the Form button to start with a blank record* *Repeat for each day and activity. More than one activity can be reported on the same day* WSU Extension - Kittitas County 507 N. Nanum Street, Room 2 Ellensburg, WA Phone (509) Fax (509)

3 What qualifies as volunteer hours: Club/County 4-H Event Indian John Hill, concession booth, club fundraisers, training shows, community service projects. Deliver an Educational Activity Serving as a presenter, chaperone, judge, ring steward, director, etc of a program meeting, pre-show, training day, clinic, or business meeting that has an educational objective, is planned, and billed as a 4-H event. Help at Fair Work performed as a 4-H volunteer (not a Superintendent, Director, or Judge) at either the Junior Horse Fair, County Fair, or State 4-H Fair for which you have either volunteered to perform or recruited to perform prior to the time of service. Prepare for Educational Training Any planned activity prior to a qualified Educational Activity which you engage in to make the activity possible, e.g. pen set-up, shopping for project supplies, inventorying awards, preparing judging sheets, installation and testing of watering systems and scales, project committee meetings, etc. Support/Office Work Correspondence, phone calls, preparation and submission of club tax filing, reporting of volunteer hours, council meetings, sale committee meetings, concession committee meetings, fundraising committee meetings and the fundraising event itself.

4 How to Enter Volunteer Hours on the WSU Volunteer System Step-by-Step Instructions Go to Enter username Enter Password Initial password is: password! (lowercase p followed by an exclamation point) You may change your password after you log on. Make sure it is something you will remember; we do not have access to your password if you forget! Select Volunteers (If you get the message: You are missing a supervisor entry, please click on Program Supervisor in the menu on the left and follow the instructions. It is not required that you select a program supervisor at this time; however, you will get this message every time you logon until you have selected a supervisor for all the WSU programs for which you volunteer)

5 Select Enter Activity Make sure Program Count is set to Kittitas 2. Select location of Activity 3. Make sure Program is set to 4-H 4. Select an activity type that best describes your activity that day 5. Select the date 6. Select a start and end time 7. Click Save *Repeat for each day and activity* *More than one activity can be reported on the same day*

6 Other How To s on the Volunteer Database How to change your personal information Click Personal Information How to change your password Click Change Password

7 How to Edit Your Volunteer Hours Click Volunteers from the home page Click View/Edit Activity Select the entry you would like to view/edit WSU Extension - Kittitas County 507 N. Nanum Street, Room 2 Ellensburg, WA Phone (509) Fax (509)