VOLUNTEER MANAGEMENT SYSTEM COORDINATOR MANUAL

VOLUNTEER MANAGEMENT SYSTEM COORDINATOR MANUAL

ROSTERS I NTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SUPPORT Purpose Instructions Overview The purpose of this manual is to provide JPMorgan Chase & Co. Volunteer Leaders with instructions on how to manage company-sponsored volunteer events using the Business Plan and Volunteer Management System. Included are instructions on how to: Enter Business Plan Details Add Events to your VLG Business Plan Edit/Update Volunteer Events Clone Volunteer Events View/Update Volunteer Rosters Export Volunteer Rosters Communicate with Registered Volunteers Cancel Events Add a Co-coordinator to an Event Create Invitation-Only Volunteer Events Search for Events in Other Markets 2

ROSTERS I NTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SUPPORT Introduction Overview The Good Works site is a one-stop-shop where employees can learn about and sign up for company-sponsored volunteer activities happening near them. Employees can also submit matching gift, team and individual volunteer grant applications, and get information about financial education materials and training. The site www.cybergrants.com/jpmc/giving is available from any computer with internet access. The Business Plan and Volunteer Management System (VMS) are two features of the Good Works site: 1. To improve coordination, lessen data entry burdens of VLG members and leaders, and facilitate the easy and complete submission of your VLG s Business Plan, the EEV team has created an online submission tool for your group s use through the Business Plan link. The online Business Plan tool will allow all VLG members to collaborate to complete their annual plan for review and approval. 2. Once events are approved, the VMS portal allows Volunteer Leaders to manage company sponsored volunteer activities in a central, easy to access, location. The system tracks employee registration and cancellations and allows Volunteer Leaders to communicate with registered employees. The site also allows company-wide tracking of employee volunteer data in a systematic and consistent way. 3

ROSTERS INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SUPPORT Accessing the Business Plan and VMS The VMS and Business Planning links can only be accessed by employees who are granted coordinator level access to the Good Works site. All Volunteer Leaders will be trained on how to use the system and then granted access. When coordinator access is granted the following portlets will be displayed on the Good Works site homepage. The VLG Business Planning link should be used to add events to your VLG s business plan. Once the events are approved, the Click Here to Access VMS link will give you access to all of the tools and information you need to create and manage volunteer events. Again, this portlet will only be visible to those who have been trained and granted coordinator access. For more information, contact Corporate Campaigns at Corporate.Campaigns@chase.com 4

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Entering Business Plan Details Create/Edit Plans and Events For VLG members to see their respective Business Planning portals, the VLG Chairs must first enter some details into the Business Plan. Clicking the Create/Edit Your Plan and Events link in Good Works will bring you to the Business Planning portal. 5

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Entering Business Plan Details Create/Edit Business Plan Once in the portal, click on the Create/Edit Your Business Plan button to edit the business plan details. This option allows you to edit the membership roster, purpose statement, objectives, accomplishments/ challenges, communications planning, internal collaboration details and provide VMS system feedback in the business plan. Select your VLG from the dropdown menu, and then click the Save and Proceed button. 6

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Entering Business Plan Details Adding Members In the Volunteer Leadership Group Listing tab, enter the SIDs for all the VLG members and their corresponding roles (i.e., Chair, Communications Lead). Use the Add Rows button to add additional fields where necessary. Once complete, click Save and Proceed to continue to the next tab. Adding the VLG member listing will provide the EEV team with the updated roster for the VLG. It will also determine the users who are able to edit and add events to the business plan. 7

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Entering Business Plan Details Purpose Statement In the Purpose Statement tab, enter the VLG s purpose statement for the year. If the VLG does not have a purpose statement, please indicate with N/A. Once complete, click Save and Proceed to continue to the next tab. 8

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Entering Business Plan Details Accomplishments and Challenges In the Accomplishments and Challenges tab, enter the accomplishments and challenges from the previous year. Include important information to discuss with your VLG, as well as information helpful to the EEV team as we consider additional resources and consulting to be provided to your VLG. Once complete, click Save and Proceed to continue to the next tab. 9

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Entering Business Plan Details Objectives In the Objectives tab, enter the objectives the VLG hopes to accomplish in the coming year. Include objectives that your VLG has determined will drive your purpose statement forward (i.e., campaigns, special events, data collection, employee interaction). Once complete, click Save and Proceed to continue to the next tab. 10

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Entering Business Plan Details Communications Planning In the Communications Planning tab, enter your communications plan for the year. Please read the detailed instructions. This will help you think strategically about all of your communications planning needs and the resources needed from the EEV team. Click Add Row and Save to add additional fields. Click Save and Proceed once complete to continue to the next tab. 11

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Entering Business Plan Details Internal Collaboration In the Internal Collaboration tab, enter work you are doing through your VLG with BRG, LOB, and other internal constituencies. Click Save and Proceed once complete. 12

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Entering Business Plan Details Volunteer Management System Feedback In the Volunteer Management System Feedback tab, provide the EEV team with feedback on the online system for consideration in our updates for the coming year. Click Save and Proceed once complete. 13

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Entering Business Plan Details Summary Page Once all the initial sections are completed, a summary page of the information you provided will be displayed for your review. You can review and edit any section of the plan. Once complete, click Submit and Add Projects to save your information and begin to add proposed projects for this year. The plan will be saved in the system. 14

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Adding Events to the Business Plan Add Events Once your VLG business plan portion is complete, you are ready to add events to the plan. To add events to your business plan, return to the homepage Planned Events portal. Scroll past the list of VLG members, and select the Add an Event to the Plan button. 15

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Adding Events to the Business Plan Create New Volunteer Events The first step in creating a new volunteer event is to locate the nonprofit organization you have selected to partner with for your volunteer event. In the advanced search box, type the name of the organization in the keyword field, select the city, state and country in which the organization conducts its programs and click Search. If you cannot locate your organization try another search using the organization s tax ID. 16

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Adding Events to the Business Plan Create New Volunteer Events (continued) Once your organization is selected, you will be brought to the Event Information Form and asked to supply all of the details for the event. Please fill out all of the required fields, and click Save and Proceed when complete. Please note: The address details including a zip code are most important, as they will allow the system to notify employees within a 60-mile radius (who have a profile in the system) that a new volunteer activity matching their preferences has been posted, so please be as specific and accurate as possible. If no zip code is provided, the event will not appear under the See Volunteer Projects in My Market link. Pay particular attention to supplying the skills, timeframe, location, and focus areas of the organization you are working with. These details will allow the system to notify employees who have a profile in the system that a new volunteer activity matching their preferences has been posted. Keep the description of the activity brief and to the point. There is a 2,000 character limit for the activity description. If it is necessary to share additional information, coordinators have the ability to send information by e-mail when volunteers register for the posted activity. While some events may only be open to JPMC employees, there is the option to open the event to friends and family. Simply click the dropdown by Is this event open to Friends and Family sign-ups? and signify Yes if you would like to open the event to people outside of the firm. When this option is chosen, the JPMC employees will be able to indicate if they are bringing a friend or family member when they register for the event. 17

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Adding Events to the Business Plan Create New Volunteer Events (continued) 18

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Adding Events to the Business Plan Create New Volunteer Events (continued) In the Event Information Form, you will be prompted to submit details regarding your annual business plan. Please provide the most complete information as possible, using your best estimation of costs and resources. 19

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Adding Events to the Business Plan Volunteer Opportunity Preview The Volunteer Opportunity Preview screen allows you to review all of the details that have been input about the event prior to submitting. After reviewing, you have three options: You can click Save Only to save the event in draft mode, Make a Change to open the event information form for edits, or Submit the event to the EEV team for review and approval. The EEV team will only review events that are fully submitted to the business plan by clicking the Submit button. 20

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Adding Events to the Business Plan Completion of Enrollment At the end of each enrollment period, the EEV team will review all of the projects that have been entered into the business plan. If there are questions, the EEV team will contact the Chairs directly for clarification. When approved, by EEV, projects will be moved over to the VMS and will become available for VLG members to activate and make open for public enrollment. Did You Know? The Event Notes field in the Event Information form is for you to paste your invitation only event link so you always have access to it. 21

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Activating Events From the VMS Portal Creating New Volunteer Event Once reviewed by the EEV team, the approved VLG events are moved from VLG Business Planning into the Volunteer Management System for you to activate. 22

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Activating Events From the VMS Portal My Approved Events All approved VLG events will appear under the My Approved Events Business Plan portal in VMS. You can review, edit, and clone events from this portal prior to them being released to the public for enrollment. To activate the event for enrollment, select the link for the event you want to manage in the My Approved Events portal by clicking the Description of the event or the View link. 23

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Activating Events From the VMS Portal Open Events This will open a preview screen of the event information form that was previously submitted. At the top left of the screen, an Open this Event button is present. When you are ready to open the event for employee sign-up, click the Open this Event button to open the event for employee enrollment. Please ensure that all event details are reviewed prior to releasing the event to the public. The EEV team recommends opening events one month prior to their scheduled date. 24

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Activating Events From the VMS Portal Open Events After an event is opened for enrollment: Overnight, an automated e-mail will be sent to all employees whose profile details match the skills and interests listed in the activity posting. The non-invitation only event will also be displayed on the Good Works site under the See Volunteer Projects in my Market tab for all employees who work near the location of the volunteer event. Did You Know? All employees with active profiles in the VMS will be notified by e-mail when a volunteer activity is posted that matches their skills and interests. 25

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Editing and Updating Volunteer Events My Open and Active Events After an event is created, the details of the event can be edited at anytime. Under My Open and Active Events, locate your event and click on the title of the event or View to see the event details. To edit the event, scroll to the dropdown at the bottom of the event details page and select Edit Opportunity. Then click Go. 26

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Editing and Updating Volunteer Events My Open and Active Events (continued) The Event Information form will reopen allowing for modification. Update the details and click Save and Proceed to save changes. A confirmation message will appear at the top of the screen to confirm the changes have been saved. There will also be the option to e-mail volunteers to alert them to the change. This function should only be used when important information that may affect an employee s participation has changed, such as change of time, request for a different type of attire or need to bring supplies to events. Please use this function appropriately. 27

INTRODUCTION ACCESS ROSTERS COMMUNICATIONS SUPPORT B USI N ESS PLANS & EVE NTS Cloning Volunteer Events Cloning Events Cloning volunteer events allows coordinators to create a copy of a similar event for the same organization. This provides a shortcut when an event repeats or when a similar event is scheduled. For example, if the Volunteer Leader plans to support a mentoring project at a local school that takes place once each month on different dates and times, the coordinator can create one event, clone it and change the date and time information. To clone an event, click on the title of the event to view the Event Details page. Then scroll to the dropdown at the bottom of the event details page and select Clone Opportunity. Then click Go. The exact information from the first event is copied into a new Event Information form. Update any fields, then click Save and Proceed. 28

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTE RS COMMUNICATIONS SUPPORT Viewing and Updating the Volunteer Roster Monitor Registration An important part of VMS is the ability of Volunteer Leaders to monitor the registration for an event in real time. To do this, a coordinator can open the activity at anytime and view the roster. The roster will show all employees who are currently enrolled in an event, as well as those who have cancelled. You can also access the roster from the Event Details page by selecting View Roster from the dropdown at the bottom of the Event Information form. 29

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTE RS COMMUNICATIONS SUPPORT Viewing and Updating the Volunteer Roster Monitor Registration It is important the VMS contains accurate information regarding the firm s employees participation in company sponsored activities. Therefore, after an event the coordinator should review the list of employees who have registered for an event and update the roster based on actual attendance. A coordinator can cancel someone who registered, but did not attend or add someone who attended, but did not register. You can also access the roster from the Event Details page by selecting View Roster from the dropdown at the bottom of the Event Information form. To update a roster, access the roster following the instructions above. Scroll to the bottom of the screen and select Edit Enrollment from the dropdown and then click Go. 30

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTE RS COMMUNICATIONS SUPPORT Viewing and Updating the Volunteer Roster Cancel Registration To cancel volunteers who can no longer attend an event, click the Cancel link to the right. When the cancellation is processed, a confirmation message will appear at the top of the screen and the employee status will be updated. You would utilize the cancel feature for an employee who planned to attend the event and had to cancel last minute. To delete volunteers who did not attend an event, click the Delete link to the right. When the deletion is processed, a confirmation message will appear at the top of the screen and the employee status will be updated. You also utilize the delete feature for an employee who accidentally enrolled for the event and had no interest in actually attending. The distinction between cancelling and deleting employees from the roster is there to allow the VLG members to track the actual enrollment for the event for future reference. 31

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTE RS COMMUNICATIONS SUPPORT Viewing and Updating the Volunteer Roster Add Rows To add volunteers who attended an event, but did not register beforehand, click the Add Rows button at the bottom of the roster. A blank field will open at the bottom of the roster. Enter the SID of the volunteer and hit tab on your keyboard. The employee s name will automatically populate. When adding more than one volunteer, continue adding rows and entering SIDs until the list is complete. Click Save and Proceed to save the changes to your roster. B00000 Samply Sample XL sample.a.sample@edress.com Completed 11/08/2012 C11111 Sam Sampleton XL samuel.a.sampleton@edress.com Completed 11/08/2012 If a friend or family member attended the event, and you d like to track their participation, you also have the Add Friend or Family button to capture them. B00000 Samply Sample XL sample.a.sample@edress.com Completed 11/08/2012 C11111 Sam Sampleton XL samuel.a.sampleton@edress.com Completed 11/08/2012 32

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTE RS COMMUNICATIONS SUPPORT Viewing and Updating the Volunteer Roster Add a Volunteer (continued) Click the Add Friend or Family button to open the Friends and Family sign-up screen. First and last name are mandatory fields, and if you have their e-mail address and t-shirt size, you can also enter that information here. When complete, click the Save button. This will add their name above the input fields with a checkbox next to the name. Ensure the checkbox is selected, and click the Add/Close button to insert the friend or family member into the roster. The new addition to the roster will be added. Click Save and Proceed to save all changes to the roster. Did You Know? The VMS allows coordinators to see real time employee volunteer enrollment information for all activities they are coordinating. 33

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTE RS COMMUNICATIONS SUPPORT Exporting Volunteer Rosters Export a Volunteer Roster During the process of planning your volunteer events it might be convenient to have an Excel version of the volunteer roster to share with the organization, create sign-in sheets, nametags, order t-shirts, etc. VMS allows you to easily export event roster information into Excel. To export a roster into Excel, ensure that the entire roster is showing by selecting All from the dropdown box at the upper left hand corner of the Volunteer Listing page. Then go to the bottom of the page and click Select All. When the entire list is displayed, click on the (Export list to Excel) link. A new window will open containing a spreadsheet of your roster including volunteer contact information. B00000 Samply Sample XL sample.a.sample@edress.com Completed 11/08/2012 C11111 Sam Sampleton XL samuel.a.sampleton@edress.com Completed 11/08/2012 Did You Know? All employee SIDs are available through the people search function on the Company Home. 34

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SUPPORT Communicating with Volunteers Communication During the volunteer event planning and recruiting process it is important to communicate with volunteers. VMS will send a standard, system generated e-mail to confirm registration to all volunteers who register for an event. It is important to send another e-mail approximately a week before the event to provide volunteers with further details about the event and remind them of their commitment to attend. VMS allows a coordinator to e-mail one, multiple or all volunteers registered for an event. To send an e-mail: 1. Check the boxes next to the volunteers who should receive the e-mail. If all registered volunteers should receive the e-mail, click Select All at the bottom of the page. 2. Then click the E-mail Volunteers selection from the dropdown and click Go. B00000 Samply Sample XL sample.a.sample@edress.com Completed 11/08/2012 C11111 Sam Sampleton XL samuel.a.sampleton@edress.com Completed 11/08/2012 35

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SUPPORT Communicating with Volunteers Communication (continued) The following screen will appear sample.a.sample@edress.com Samply Sampler <samply.b.sampler@edress.com>, Sample Sample <sample.a.sample@edress.com, Samply Sampler <samply.b.sampler@edress.com>, Sample Sample <sample.a.sample@edress.com Enter the subject and content of your e-mail message then click Preview to review your message. Please note that similar to the Event Information form, there is no spell check. Please proof read your message carefully and double check any details that might be included. Click Submit to send your e-mail. Any replies will be sent to your work e-mail address. 36

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SUPPORT Cancelling Events Cancellations There may be rare occasions when a volunteer event needs to be cancelled. Events may be cancelled due to extreme weather conditions, low registration or location or logistical issues. When you cancel an event, it will be removed from the employees homepages so the employees can no longer register. Also, a system generated e-mail will be sent to everyone who is enrolled informing them of the cancellation. To Cancel an Event: On the Event Details page, scroll to the bottom and select Cancel Opportunity from the dropdown menu. This will bring you to the Event Information page where you need to scroll down to the bottom and click Cancel Opportunity once again. If you have reached this page in error and do not wish to cancel your opportunity please click Return to Home instead. 37

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SUPPORT Adding Co-Coordinators Adding Co-Coordinators There may be times when more than one member of the Volunteer Leadership Group is responsible for managing the registration and roster for a volunteer event. Adding a second coordinator is also good practice when the primary coordinator will be out of the office (i.e., vacation). In this case, a second coordinator can be added to any event that you entered on the system. The second coordinator must have coordinator level access to VMS. To add a second coordinator: Click one of the numbers in the Enrolled or Completed column to view the roster. Then click the Manage Editors selection from the dropdown and click Go. 38

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SUPPORT Adding Co-Coordinators Adding Co-Coordinators (continued) A form with blank fields will appear. Enter the SID of the co-coordinators and hit tab on your keyboard. The employee name will automatically populate. Confirm the name and click Save and Proceed to save your changes. When your changes are saved, the newly added coordinator will now see the event listed under Open and Active Opportunities I Created the next time they log onto the VMS. 39

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SUPPORT Creating an Invitation Only Volunteer Event Invitation Only If you wish to create an event for a specific LOB, BRG, or work group you can create an invitation only event. Invitation-only events will NOT be open to all employees. Invitation-only events should be used when you are trying to target a specific LOB or BRG, and not for VLG events that are open to the entire market for enrollment. When an invitation-only event is set-up, it will not appear on the See Volunteer Projects in my Market tab. For employees to be notified about the event, the event coordinator will need to send the event link out to the desired targeted population. To create an invitation only event, simply answer No to the question Is this event open to all JPMC employees on the Event Information form. 40

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SUPPORT Creating an Invitation Only Volunteer Event Invitation Only (continued) After you click Save and Proceed and then Submit on the next page, you will be provided a URL link at the top of the page. Remember to copy and paste this link into an e-mail which you should then send to the desired population. Only those employees that you send the link to will be able to sign up for your volunteer event. Important: Please include these three steps in your e-mail: 1. Log into the Good Works site, www.cybergrants.com/jpmc/giving 2. Copy and paste the event link into that same browser (paste event link here) 3. Review the event information and click Sign-Up at the bottom of the page if you wish to volunteer Note: The URL link provided does not take the employee directly to the event sign-up. The employee will first have to log into the Good Works site using their Single Sign-On ID, and then copy and paste the link into their browser to bring them to the event sign-up. 41

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SU PPORT Search for Events in Other Markets Search Events Members of Volunteer Leadership Groups are encouraged to reach out to members of groups in other markets to share information on best practices for coordinating and planning events. To facilitate this, VMS has a function that will allow coordinators to search for events in other markets. You can view event details and contact other coordinators. To search for an event in another market, click on the Search for an Event link in the Volunteer Management Tools box in VMS. The event search form will appear allowing you to search for an event based on location and type and/or date of the activity. 42

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SU PPORT Search for Events in Other Markets Search Events (continued) The search will return a list of activities that meet your criteria allowing you to view each event s details including the contact information of the event coordinator. 43

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SU PPORT Support Support For technical support on the VMS, call 888-291-0655. For support on JPMorgan Chase Good Works volunteer programs including Volunteer Leadership Groups and planning and executing volunteer projects, contact Employee Engagement and Volunteerism at corporate.campaigns@jpmchase.com. FAQ Frequently Asked Questions How are volunteers who sign up for activities tracked? The VMS will keep track of employees who sign up for activities. Coordinators can view the roster and communicate directly with volunteers who have signed up through the system. Can the system help ensure that volunteers show up for activities for which they have signed up? The best way to ensure volunteers show up for activities is to help them understand how important their commitment is to our partner organization and the effects of not attending can be costly to the organization. Also, inform volunteers that if needed, they can cancel before the event at www.cybergrants. com/jpmc/giving. It is easier to plan if a volunteer cancels beforehand rather than not showing up on the day of the event. 44

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SU PPORT FAQ Frequently Asked Questions (continued) What if an event is cancelled by the organization or due to weather? The event can be cancelled using the VMS. The system will automatically generate an e-mail informing all enrolled volunteers of the cancellation. The activity will also be removed from the listing, so new volunteers cannot sign up. There are two coordinators sharing the responsibility of monitoring registration. Can both have access to the activity in the Volunteer Management System? Yes. A co-coordinator can be added to an event giving them the same rights as the primary coordinator.if you add a co-coordinator to the event please make sure they have access to the VMS. The co-coordinator can view the roster, edit the event, communicate with volunteers or cancel the event. The details of an event have changed (location, time, description, etc). How can the event be updated? The VMS offers the option to update or edit events. When the updates are confirmed, coordinators will be offered the option of e-mailing all registered volunteers to inform them of the update. An employee does not have access to the internet but wants to volunteer. How can they be added to the event? A coordinator or co-coordinator can add employees to events. This function should be used only when the employee has no option for self registration (no internet access). The coordinators can edit roster and add the SID of that employee. 45

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SU PPORT FAQ Frequently Asked Questions (continued) The volunteer activity is open to family. How can family members register? Friend and family functionality is currently built into the system. Employees have the option to register friend and family members when they enroll for an event. Coordinators can also edit the roster through VMS to add Friend and Family members by following the directions under the manual section entitled Viewing and Updating the Volunteer Roster. There were volunteers who did not show up for an event. There were also volunteers who showed up but did not register. How can this information be captured in the VMS? After the event it is important that the coordinator or co-coordinator go into the VMS and edit the roster. Coordinators can cancel the volunteers who did not show up and confirm those who did. This will ensure we accurately capture the firm s volunteer activity. Can volunteers or coordinators apply for a Team Volunteer Grant after the activity? No. All activities planned by Volunteer Leadership Groups are considered company sponsored. Company sponsored activities are not eligible for Team Volunteer Grants. 46

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SU PPORT FAQ Frequently Asked Questions (continued) I am creating an event specifically for my LOB therefore I do not want it to show up on the Good Works site for anyone in my market to volunteer. How can I make this an invitation only event? You can create an invitation-only event by answering No to the question Is this event open to all JPMC employees? on the Event Information form. After you click Save and Proceed and then Submit on the next page you will be provided a link at the top of the page. Remember to copy and paste this link into an e-mail which you should send to the population you wish to invite. Please include these three steps in your email: Step One: Log into the Good Works site, www.cybergrants.com/jpmc/giving Step Two: Copy and paste the event link into that same browser (paste event link here) Step Three: Review the event information and click Sign-Up at the bottom of the page if you wish to volunteer 47

INTRODUCTION ACCESS BUSINESS PLANS & EVENTS ROSTERS COMMUNICATIONS SU PPORT FAQ Frequently Asked Questions (continued) I opened an event for enrollment, but no e-mail notifications went out to my market, and I cannot view it under See Volunteer Projects in My Market. How can I ensure it is being properly communicated to the public for enrollment? If you set up an event and people are having trouble viewing it under See Volunteer Projects in My Market, please check for the following common set-up mistakes: 1. Ensure a zip code is populated for the event in the Event Information form. Check that this field is populated without any extra spaces or characters. If a zip code is not present or improperly formatted, employees within a 60-mile radius of the event will not be targeted properly. 2. Ensure your event is not set-up as invitation only. To ensure it is open to the public for enrollment, please select the response Yes for the question Is this event Open to All JPMC Employees? in the Event Information form. If you have further issues after checking for the above, please contact the EEV team for support. I cannot find my nonprofit through the search criteria fields. How long will it take to nominate the organization through the business plan? If you cannot find your organization using the search criteria provided, it may not be listed in our database. You may nominate an organization using the Nominate Your Organization link on the search criteria screen. The nomination form has required fields asterisks in red. When nominated through the business plan, organizations are auto-approved through a daily process. Please enter your nomination and within 24 hours you should be able to find it using the standard search. If for any reason your nomination is not captured within 24 hours, please contact us at corporate.campaigns@jpmchase.com 48

2012 GWVCM 10.12