University of California
Volunteer Management System (VMS) Help

VMS 3.1

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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 profile
2.1.6   Add / Edit Interests
2.1.7   Check Achievement / Status or Resign 
2.1.7   Manage Email Preferences
2.1.8   Electronically Resign
2.1.9   View Roster
2.1.10 Log out

Section 2.2 Volunteer Basics 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 Volunteer Basics and Reporting Contacts

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 Un-volunteer for an Event
2.3.6 Volunteer to Bring a Resource
2.3.7 Un-volunteer 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 Un-volunteer for a Project
2.4.6 Volunteer for an Event through the Project Function

Section 2.5 Messages Volunteer Basics and Reporting Contacts

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 Edit / Delete Photo Album
2.7.4 Upload Photos to a Photo Album
2.7.5 Delete Photos in 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 Admin
3.1.4 Right Information Panel

Section 3.2 VMS Caldenar, 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 Resources
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

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 Member
3.6.2   Import Members
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 / Volunteer
3.6.10 Search Members
3.6.11 Reset a Volunteer’s Password
3.6.12 Export Roster Data
3.6.13 Create Mailing List

Section 3.7 Reports

3.7.1   Reports
3.7.2   Roster
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 Reports

3.8.1 Manage Access to VMS
3.8.2 Manage Administrators
3.8.3 Manage Home Page News
3.8.4 Manage User 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 Reappointment

Section 4.0 Reappointment

4.1.1 Reappointment
4.1.2 Reappointment Communications
4.1.3 Collect Digital Recertification 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

More Help

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

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How-To Videos

Coming soon...

Edit Profile

Enter Hours

Volunteer for an Event

Reappoint

Webmaster Email: mgwomack@ucanr.edu