CORE Volunteer Training

CORE Volunteer Training

Presented by:<NAME>

<CHAPTER><CONTACT INFORMATION>

Key Functions in CORE

July 21, 2014

Today’s Agenda What is CORE? What’s Behind the Change? Learning Key Functions in CORE (Using the Volunteer Training Guide)

Login Edit Your Profile Add Client Create Mentoring Session Other CORE Features

What is CORE?

Client Outcomes & Relationship Engagement

Replaces the current WebIT/EDMIS System

Allows chapters and volunteers to better track their clients’ SCORE activities

All chapters to be using CORE by end of 2014

CORE & Chapter Workflows(All chapter workflows vary.)

Mentoring Session Held

In C

ORE

Client Enters Chapter’s

Scheduling System

Client Assigned to Mentor in CORE

Client Scheduled for Session

Volunteer Enters Part I & Part 2 of 641

Session Notes Created:

(Part I & 2 if not done previously)

Part 3 of 641

CORE notifies Admin

Client Enters Part I & Part 2 of 641 via web

Client Utilized CORE Self-

scheduling via web

CORE notifies Mentor(s)

(May Assign)

(May Assign)

What’s Behind the Changes?

One login to access all SCORE systems Allow mentors to view & report activity with any

client True CRM: Tracks all “touches” with each client

– mentoring, workshops, and other engagements

Volunteers can manage their own usernames and passwords

Search volunteers nationwide by keyword, expertise or industry

Non-session notations for better client management

Email session credit for face-to-face mentors Optional web-based multi-site client scheduling

system ‘Crisper’ layout and look

What Ensures CORE’s Success?

Insight from chapters and chapter leaders Piloted by several SCORE chapters Process flow and data entry familiar from WebIT Increased chapter communications Trained volunteers and chapter resources Dedicated CORE Training/Project Manager

CORE System “Go Live” Process

No later than 5 days before

All Training Completed

Weekend BeforeNo Access to

WebIT Client data (3

years) & workshop data

(1 year) transferred into

CORE

CORE goes LIVE!

Follow-up on Progress/Feedb

ack from Chapter

+10 days

Key Volunteer Functions in CORE

You will learn how to:

Login Edit Your Profile Add Client Create Mentoring Session

To Log In Visit…

www.score.org OR

<chaptername>.score.org (i.e. boston.score.org)

FOR PRACTICE USE: sandbox.score.org Modifications are not saved to the real CORE system.

http://www.score.org/

Logging In

Login with your WebIT username and password

If You Forget

Email mentors & those new members added after June 30,2013 use an email address to login

REMEMBER:Password is case

sensitive

Enter Your Username or Email Address

If You Forget

REMEMBER:Password is case

sensitive

An Email Sent to Reset Your Info

Logging in throughthe SCORE Volunteer Center

Profile

Welcome Box

MenuQuick Links

CORE

Mentor Training

The Main CORE Page

Link to CORE training

Edit Your Account Information

Page 16

Access your account details

Or

User Settings: Username & Password

Username & Password can be changed here.

From the Volunteer Center, Volunteers can change this information on the My Account tab

This is the user-setting email address. It should

be the same for both fields. CORE sends email

notifications to this email address.

Username and Password can be changed here.

Recap:Log In to the Volunteer Center to Access CORE:1. Navigate to score.org or your chapter website2. Click Log In in the upper right corner of the page3. Enter your WebIT username and password (Email mentors and new members added after June 30, 2013 use their email address to login)

4. Click the Log In button to go to the Volunteer Center5. On the Volunteer Center homepage, select Go To CORE from the main menu.Remember:

• If you forget your Username & Password, click on Forgot Your Username or Password? link.• Change your username/email by selecting the My Account tab then Edit

Edit Your ProfileTo take advantage of CORE’s search capabilities it is important your personal profile be as up to date and complete as possible.

Reference: Exercise 1 – Volunteer Training Exercises

Edit Your Profile

Edit Your Profile – note new details you can add

Use Key Words for Career Summary

Volunteers nation-wide can find you

via keywords in your summary.

NOTE: For Interested Email Mentors

Selecting ‘Email’ here is

how you designate

yourself as an email mentor.REMINDER: Email mentors are required to use the scorevolunteer.org email addresses.

Contact [email protected] if you need a scorevolunteer.org email address.

mailto:[email protected]

Complete sections at bottom of Profile section and Save Your Changes

Recap:

Edit Your Profile:1. After logging in you will be redirected to the

Volunteer Center homepage2. Select the My Profile tab below the Welcome box3. Click the Edit My Profile button4. Edit your information and5. Click Save

Add Client

Part 1 & 2 of Form 641


Click Go to CORE

Hover over Clients and Click Add Client

Complete the 641 form as you have always done

* Denotes a required field. Part 2 fields

default to “Choose Not to Respond”

Complete the 641 form as you have always done

Uncheck the box to complete only Part 1 & 2

before submitting ORClick Submit to be

taken to Part 3 to enter session notes.

Create Mentoring Session

Now you can completePart 3 of the Form 641.

Fields with * are required.

If the Email is in Use for Your Client

‘Email in use’ means the client’s information is already in CORE’s client database.

Find the Client with National Search‘Email in use’ means the client’s information is already in SCORE’s client database.

Hover over the Clients tab and click National Clients to search the entire CORE database using the E-mail address.

Create a Session on Existing Client

To add a session, click the Create Session button since Part 1 & 2 are already in CORE.


Now you can completePart 3 of the Form 641.

Fields with * are required.Now you can completePart 3 of the Form 641.

Fields with * are required.

Clients can enter their own info for Part I & 2 at score.org using the Local Mentoring Request

TIP: Clients can enter their own info by going to score.org and entering in the zip code or by

going to the chapter website and clicking the Request a Meeting

button.

Recap:

Add a New Client:1. From the CORE homepage2. Hover over the Clients tab and click Add Client3. Enter information in the required fields of Part 1 & Part 2 of the 641.4. Click Submit to be taken to Part 3. (Remove the check mark to complete Part 1 & 2 only)

Remember: • If the Email is in Use, use the Clients tab and search National Clients• Clients may still submit information from score.org or the chapter

website for part 1 & 2 as well.

View Client Information and Create Mentoring Session


Part 3 of Form 641

For New Clients Assigned to You


Butler, J.B.

Augusto, Luis

Able, Johnson [email protected]: 5553693515

[email protected]: 5551112222


Edit/View the 641

Part 1 & 2Add new

session notes for Part 3 of the

641

View all Session Notes

NOTE: The clients are ‘sample clients”

Create Mentoring SessionSelecting New Case, Follow-on or Close-Out will remove your client from the ‘Not Yet Counseled’ list.

Select Non-session to make a note and remove from the ‘Not Yet Contacted’ report.

Select Close-out to make

the client inactive.

New

Feature

For Follow-up Clients

or Select My or All Chapter Clients

The All Chapter Clients page

provides the most comprehensive

search.

Note: Any Client you have not seen in over one year has a Status of “Inactive”

SEARCH FOR CLIENT

1) Enter any part of client’s

name2) Click Search

(‘Inactive’ Status =No session for 1+

years)

HINT: Select ‘All’ to search inactive & active clients.

Johnson


Butler, J.B.

Augusto, Luis

Able, Johnson [email protected]: 5553693515



Edit/View the 641

Part 1 & 2Add new

session notes for Part 3 of the

641

View all Session Notes

NOTE: The clients are ‘sample clients”


This is Part 3 of the Form 641.Fields with * are required.


You can also use Part 3 to denote training or a

general update.


Close-out will make the client

inactive.


Set a reminder to be sent to you to follow-up with

this client.

Add up to 4 additional co-mentors and report their hours individually.

New

Feature

TIP: Use the Non-Session Session Type & set a reminder to follow-up with clients who are non-responsive twice. Use Close Out if they never follow-up. This will remove the client from the Not Yet Counseled list.


Don’t forget to click “Save” at the bottom of the page.

To Add a Workshop Session in the 641

Once your Training Report (Form 888) has been entered in CORE.

Enter the session date so the Workshop will be listed.

Track your workshop participants by

selectingTraining for

the event type

Recap:

Create Mentoring Sessions:1. Search for your Client by - Select View All Chapter Clients on the CORE homepage - Select the Client Status - Enter info in Name or email field - Click Search2. Click the Create Session button next to the client.3. Enter notes from the session or (For notes only, select Non-Session from the

Session Type dropdown.)4. Click Save

Other Features in CORE

Emailing your Face-to-Face Client within COREOption for Part 3 of Form 641

NOTE: This function is available only for mentors with a scorevolunteer.org email addresses. Contact [email protected] if you need a scorevolunteer.org email address.

mailto:[email protected]

How to Set Up Your Email Account1. Login as a volunteer. You will be

redirected to the Volunteer Center homepage.

2. Click the My Account tab.3. On the User Account page, click

Edit.4. Click the email account settings

tab to add your email account information.

5. Enter your scorevolunteer.org email address and password, or add a custom signature.

6. Click Save. You will now be able to access the email inbox in CORE.

Email Clients & Save as Session NotesVolunteers are able to email their clients and save their responses as a session (Part 3 of

the Form 641). Volunteers are able to email clients from the View Session Details and Mentoring Requests pages.

From the My Clients page:

On the View Session Details page:

Email Clients & Save as Session Notes

From the Mentoring Requests page:

Volunteers are able to email their clients and save their responses as a session (Part 3 of the Form 641). Volunteers are able to email clients from the View Session Details and

Mentoring Requests pages.

Email Clients & Save as Session Notes

Other CORE Functions

Form 5 web-entry is available for volunteers. Check with your chapter on chapter processes.

Enter your Form 5 Non-counseling Info

Complete the fields for your name and chapter

information.

Then complete the fields for the reporting period

and how your non-counseling hours

were spent.

Other CORE Functions

Calendar function is available for chapters who would like

clients to schedule appointments from the web.

CORE Practice Environment

URL: www.sandbox.score.org

• Use your own login credentials• Navigate the CORE system• Practice CORE processes (Add clients & sessions)

http://www.sandbox.score.org/

ResourcesFor quick tips, videos, training guides, webinars, timelines and more visit the Support Site’s CORE page: www.support.score.org/core

HELP Contacts:

SCORE Help Desk Email: [email protected] or Phone SCORE National 800-634-0245

Documents

CORE Volunteer Training