University of California
Volunteer Management System (VMS) Help

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VMS Help Page Header 3.1 04172018

Volunteer Management System (VMS)3.1 User's Guide

TABLE OF CONTENTS

Section 1.0 About VMS

Section 1.1 General Information about VMS

1.1.1 System Overview
1.1.2 Volunteers and VMS
1.1.3 Coordinators / Administrators and VMS

Section 1.2 Accessing VMS

1.2.1 The UC ANR Portal
1.2.2 Accessing VMS for the first time
1.2.3 Returning to VMS
1.2.4 Accessing VMS when you've lost or forgotten your password

Section 2.0 Volunteers and VMS

Section 2.1 Volunteer Basics

2.1.1   The Banner
2.1.2   News
2.1.3   Left Navigation Panel
2.1.4   Right Information Panel
2.1.5   Edit Your Profile
2.1.6   Add / Edit Interests
2.1.7   Check Achievement and Status
2.1.8   Electronically Resign
2.1.9   Manage Email Preferences 
2.1.10 View Roster
2.1.11 Log Out

Section 2.2 Adding Hours and Reporting Contacts

2.2.1 Add Volunteer and/or Continuing Education Hours with or without Contacts
2.2.2 Edit Volunteer and/or Continuing Education Hours with or without Contacts
2.2.3 Delete Volunteer and/or Continuing Education Hours with or without Contacts
2.2 4 Report Contacts
2.2.5 View Volunteer and Continuing Education Hours
2.2.6 Search Volunteer and Continuing Education Hours
2.2.7 Pending Tasks/Alerts

Section 2.3 Volunteering for Events

2.3.1 View Calendars in VMS
2.3.2 View all Events
2.3.3 Volunteer for an Event
2.3.4 Volunteer for a Shift at an Event
2.3.5 Unvolunteer for an Event
2.3.6 Volunteer to Bring a Resource
2.3.7 Unvolunteer to Bring a Resource
2.3.8 View Your Calendar

Section 2.4 Projects

2.4.1 Project Categories
2.4.2 View Projects
2.4.3 Volunteer / Show Interest for a Project
2.4.4 View Your Projects
2.4.5 Unvolunteer for a Project
2.4.6 Volunteer for an Event through the Project Function

Section 2.5 Messages

2.5.1 View Messages in VMS Inbox
2.5.2 Delete Message
2.5.3 Make a Message a Favorite
2.5.4 Un-favorite a Message
2.5.5 Send a Message through VMS

Section 2.6 Newsletters and Documents

2.6.1 View / Print / Subscribe to Newsletter
2.6.2 Unsubscribe from a Newsletter
2.6.3 View / Print Documents / Presentations

Section 2.7 Photo Albums

2.7.1 View / Download Photo Album
2.7.2 Create Photo Album and Upload Photos
2.7.3 Upload Photos to a Photo Album

Section 2.8 Reappointment

2.8.1 What is Reappointment
2.8.2 VMS and Reappointment
2.8.3 Annual Reappointment Quiz for UC Master Food Preservers
2.8.4 Reappointment Extras

Section 3 Administrator

Section 3.1 VMS Administration Overview

3.1.1 Types of Administrators
3.1.2 Accessing Admin Mode
3.1.3 Left Navigation Bar for Administrator
3.1.4 Right Information Panel

Section 3.2 VMS Calendar, Events, Shifts and Resources

3.2.1   Admin VMS Calendar Functions
3.2.2   Add a New Calendar
3.2.3   Edit a Calendar
3.2.4   Change Calendar Status
3.2.5   Merge Calendars
3.2.6   Add an Event
3.2.7   Edit / Delete Event
3.2.8   Add Shift(s) to an Event
3.2.9   Edit / Delete Shift(s)
3.2.10 Add Resources to an Event
3.2.11 Edit / Delete Resources for an Event
3.2.12 Add / Assign a Volunteer to Event / Shift
3.2.13 Remove Volunteer from an Event / Shift
3.2.14 Assign /Remove Volunteer to Shift Resource
3.2.15 Delete / Remove Volunteer from a Shift Resource
3.2.16 Export Events

Section 3.3 Manage Projects

3.3.1   VMS Project Categories
3.3.2   View Project List
3.3.3   Export Project List
3.3.4   Add New Project
3.3.5   Edit Project
3.3.6   Delete a Project
3.3.7   Deactivate a Project
3.3.8   Reactivate a Project
3.3.9   Archive a Project
3.3.10 Merge Projects
3.3.11 Enroll Volunteer(s) in a Project
3.3.12 Email Volunteer(s) Enrolled in a Project

Section 3.4 Admin Messages

3.4.1 Send a Message through VMS
3.4.2 View / Search Email History
3.4.3 Delete Email (Under Construction)

Section 3.5 Newsletter / Documents

3.5.1 Add New Document Group
3.5.2 Edit / Delete Document Group Information
3.5.3 Add a Newsletter Issue
3.5.4 Add a Document
3.5.5 View or Manage Subscribers

Section 3.6 Roster

3.6.1   Add a New Volunteer
3.6.2   Import Volunteers
3.6.3   Send / Resend Welcome Email
3.6.4   View Volunteer Profile
3.6.5   Edit Volunteer Profile
3.6.6   Change Volunteer Status and/or Achievement
3.6.7   Reinstate a Volunteer
3.6.8   Transfer Volunteer
3.6.9   Proxy in as User
3.6.10 Search Volunteers
3.6.11 Reset a Volunteer’s Password
3.6.12 Export Roster Data (Under Construction)
3.6.13 Create Mailing List

Section 3.7 Reports (Under Construction)

3.7.1   Reports 
3.7.2   Roster Report
3.7.3   Volunteer Hours Report
3.7.4   Contacts Report
3.7.5   Retention (duration) Report
3.7.6   Expanded Hours Report
3.7.7   Programs Report
3.7.8   Volunteer Commitment Report
3.7.9   Save a Report
3.7.10 Make a Favorite Report
3.7.11 Delete a Saved or Favorite Report
3.7.12 Legacy Retention Report
3.7.13 Legacy Category Reports
3.7.14 Legacy Hour Reports
3.7.15 Legacy Contact Reports

Section 3.8 Manage VMS

3.8.1 Manage Access to VMS
3.8.2 Manage Administrators
3.8.3 Manage Home Page News
3.8.4 Manage Volunteer Options
3.8.5 Manage Links
3.8.6 Manage Program Contact Information
3.8.7 Manage Reappointment
3.8.8 Manager Interests

Section 4.0 Reappointment

4.1.1 Reappointment
4.1.2 Reappointment Communications
4.1.3 Collect Digital Reappointment or Resignation Documents from Volunteers
4.1.4 Resigning or Inactive Volunteers
4.1.5 Roster Clean-Up, Final Numbers and Insurance Invoicing
4.1.6 Annual Reappointment Quiz for UC Master Food Preservers

Appendix 1- Volunteer Frequently Asked Questions

Appendix 2- Administrator Frequently Asked Questions

Appendix 3- Administrator Reappointment Quick Tips and Frequently Asked Questions

"How-To" Training Videos:

Welcome to VMS 3.1: 

How to enter continuing education and volunteer hours:

How to volunteer for an event:
How to edit your profile: 
How to complete Reappointment for UC Master Gardeners:

Administrators: How to import new volunteers into VMS:

Administrators: How to change the achievement level or status of volunteers:

More Help

Can't find what your're looking for? Please contact your local county UC Master Food Preserver or UC Master Gardener coordinator.

Webmaster Email: mgwomack@ucanr.edu