Process Flows
- Proving I’m the Principal / accessing the ‘Principal’s area’:
Visit the Voluntarily site → find the principals area → request a password to be sent to the school’s admin/principal → (how long would this take? It should be fast! - check with a principal whether they get emails sent to ‘admin’ emails? - could they select from any of the known emails for the principal?) → go to email domain? (manually, click to go? Not everyone uses gmail, some outlook etc) → click to verify → access the principal's area.
If the email they want to receive the email is not one on the database (e.g a new appointment, an acting principal, what then?) Can they enter a different email address but then have to prove they’re the principal? How?
Receive a promotional email invite to Voluntarily to the admin/principal’s email → click to be taken to the Principal’s area → access their school’s Principal's area (how will people feel about a school event already having been set up for them? Can they permanently delete it if they want? Could they be taken to a general Principal’s area, select their school’s name, and then have it ‘magically’ appear to be set up for the school?)
Create a principal account → Invite my teachers to join the platform → get teachers to ask for time from skilled volunteers
- Why should my school participate in this? (Advertising/marketing)
Watch promotional material (videos, gifs)
Read testimonials
See the benefits - text?
- Is there a trial run we could do / trial period / example we could see? (If doing with staff, it would be cool if the staff could set up an account and be ready to go… chicken/egg scenario. Is it better to get staff to sign up before the BOT permissions, or the other way around?)
Find the ‘request a trial run’ or ‘try out a volunteer’ or ‘run a demo with staff’ etc button → select from a few options of activities/events → book a time/request further contact → (is there information to supply on the application - such as how many staff/kids etc, where to go on arrival etc - or just make it really easy on their end for this first promotional time?) → confirm the day before → successful event (include time to talk to the Principal afterwards about next steps / answer any questions).
- Next steps - how do I sell this to the board of trustees?
Visit the Principal’s area → Find the ‘information for BoT’ → Read/watch (FAQ section? Forms to download?) → Use presentations/media to answer their questions in a meeting
- How will they sign off on it so it’s all good to go?
Digital signatures?
Download and sign and then re-upload somewhere?
Download sign and then get admin person to email / upload? (How do I add others - like admin person - to have access? How many people before there’s too many cooks in the kitchen?)
Need to share access with someone who can later upload these to the account (is it too early to bring this in, will they think it’s “too hard basket”:
- Dress code
- Code of conduct around students
- Emergency procedures (fire and lockdown)
- Social media / image rights of students / privacy
- Legal rules for interacting with students on the day / after / online
- Ok we’re all good to go from that end, what needs to happen before we can have Volunteers streaming in our front doors? E.g. final steps / ready to go / last information required..
Principal / admin / someone given responsibility needs to add information to the school profile that can be used for all in-school events:
Visit the Principal’s/(schools?) area → add extra admin person(s) → send them an invitation → they can click to verify and create their own account (show when they’re invited or verified to the principal).
- The Principal or whoever is overseeing this needs to activate the school’s account so all teachers can easily request help at school:
Visit the school’s page → locate required information → locate the ‘where’ to park’ section → drop a pin on a map (link to Google maps?) → add any extra information (e.g. where to collect a parking ticket, which gate to come in, etc → move on required
Locate the ‘where to report on arrival’ → (describe in words / upload a school map) → move on required
Locate the ‘sign in procedure’ → describe in words → (would ID be required in some places?) → move on.
Locate the ‘who to contact if volunteer cancels on the day’ → add name and number of (probably the) reception contact → (would ID be required in some places?) → move on. Required
Automatically save the whole time..
Files to upload or provide a link to:
- Dress code
- Code of conduct around students
- Emergency procedures (fire and lockdown)
- Social media / image rights of students / privacy
- Speaking to the media about the school (not allowed)
- Legal rules for interacting with students on the day / after / online
- Teachers need to be onboarded and know how to use it, make accounts, etc…
Principal/admin can visit the principal’s page → request someone to introduce to teachers → book a time/request contact → set up a staff meeting.
Teachers can visit the teacher’s page → onboarding → go to teacher signup → select the school they’re from (could there be some indication for whether their school has completed sign-up and they’re good to go, or if their account will be ready to request help soon (when the top dogs have done the mahi) → type in the first part of their email (back part provided from the school they’ve selected) → verify it’s them through their school email → enter the site
- Ok there are teachers all signed up and requesting help - how do I know if there are volunteers in my school at any given time?
Send the principal an email invite when the first event is confirmed in their school → follows a link to see the calendar of volunteering (principals area or schools area?) → can also switch on/off invites to Volunteering events
Go to School’s area → look at volunteer calendar → request an invite
- As a principal, I want to know if this thing is being used? What does that look like?
Visit schools area → find the school usage stats/Volunteering in our school → see snapshot data (how many teachers are signed up, how many events have been requested, how many hours of volunteering have been completed, who the volunteers are)
E.g:
- 5 teachers signed up (clickable) → to the list of teachers → click on their name to see their profile, which includes images/cards of requested events
- 2 events are requested (clickable) → see cards of active requests
- 10 events completed (clickable) → see cards of previous events, maybe tags for them at the bottom?
- 15 hours of Volunteer time (clickable) →
- 3 volunteers (clickable) → see faces and names of volunteers (clickable) → to their profile (including skills, includes cards of the events they attended at school
- How do I know it’s working?
- What is “working?” Successful events / kids learning / kids happy / challenged / lightning staff workload / upskilling staff?
- Student voice? (surveys?)
- Staff voice?
- What if one of the staff is unhappy with the behaviour of a volunteer - will I be alerted of this? (Is there a review/feedback process after a volunteering event to catch issues early?
- Something went seriously wrong with one of the volunteers. What can I do? And what am I expected to do?
- How do I escalate issues? (volunteers / content / etc)
- What sort of issues could be escalated?
- Who does it go to?
- How will I be informed of what action is being taken?
- What sort of procedures are there?
- What will be required from me or my staff?t
Legal stuff that’s currently above my head:
- How do I do all the policies / health and safety / privacy etc legally?
- How do I accept the terms/conditions that Voluntarily will take the responsibility of screening the volunteers?
- Memorandum of understanding (DIA approval?)
- Alongside the Board of Trustees
- Forms for the board?
- It must be the board that signs because what happens if the principal leaves the school? Does the contract become void?
- What information does the principal need to supply?
- Memorandum of understanding (DIA approval?)
- Legally signing off that..
- The school or principal themselves aren’t liable for the volunteers?
- Who is responsible for everyone’s safety during events? (e.g. rocket launch - where does the responsibility / liability lie?)
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