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DEX Statistics

  • This CONSENT SCRIPT – PART 2 must be read and explained
    • Record the volunteers’ Yes/No response as described in the next step below
  • ‘Consented to provide details’
    • We use this field to record if they give consent to providing personal data to DSS, DEX
  • ‘Consented for future contacts’
    • Unused – Leave unticked
  • Birthdate is an estimate’
    • ALWAYS tick
  • ‘Country of Birth’
    • ALWAYS select the country of birth (Australia is at the top)
  • ‘Primary Language spoken at home’
    • ALWAYS select one, even if English
  • ‘Does the volunteer identify as Aboriginal or Torris Strait Islander’
    • Select the appropriate option
  • ‘Disability’
    • Select Yes or No
    • If Yes, select the appropriate option
  • ‘Is the volunteer required to meet Centrelink obligations’
    • Ask if the volunteer is using volunteering as a pathway to employment!
    • Select Yes or No

 

*** IMPORTANT *** CONSULTATION UPDATE

*** This is a VERY important step for the data required to report to DSS ***

Every time a referral or group of referrals are made:

  • Check if a consultation was automatically created
  • If not, add a consultation using the legend below to select the consultation type. 
  • If yes, edit the consultation using the legend below to select the consultation type.

Consultation Type

  • Internet = EOI’s (These are auto generated and you will never use this)
  • Email = Consultation via Online or Paper form
  • Face-to-Face = Consultation at VNQ Office
  • Telephone = Consultation on the phone
  • Mobile = No consultation because they have had a consultation before
  • Outreach = All consultations outside the office: including Onsite Referral Services, Expo’s etc

REFERRAL TEMPLATES

VIKTOR Mail to Volunteer

Hi Name,

Thank you for your interest in the volunteer opportunity below.  We have let the organisation know you are interested and have given you the details of the person to contact so you can make direct contact.

Please note, this is only a referral to the organisation so you can begin their application process after contacting them.

We’ll be in contact in a couple of weeks to see how you went.

THE NEXT STEP: Phone or email the “Contact Person” in the details below as this will demonstrate your enthusiasm to the organisation.

Kind regards,

RONAME

Volunteering North Queensland


VIKTOR Mail to Organisation

Hi NAME,

The volunteer below is interested in helping your organisation.

Contacting the volunteer as soon as practical builds your organisations professional image and helps to attract high quality volunteers.

ROName

Volunteering North Queensland

 

REFERRALS

Complete volunteer referrals for each EOI by clicking on ‘Edit’ on each position and repeat the following steps for each.

‘Email Volunteer’ button

  • Change the ‘from’ email address to referral@vnq.org.au
  • Insert and edit the provided message content from the ‘Email Volunteer’ Referral Templates below
  • Click the ‘Send’ button
    • If the screen becomes unresponsive or does not provide confirmation of message sent, log out of VIKTOR and start again.
  •   

‘Email Agency’ button

  • Change the ‘from’ email address to referral@vnq.org.au
  • Insert and edit the provided message content from the ‘Email Agency’ Referral Template below
  • Click the ‘Send’ button
    • If the screen becomes unresponsive or does not provide confirmation of message sent, log out of VIKTOR and start again.

Comments

  • Add a comment “Referral emails sent ‘Insert Date and Your Initials”

REFER VOLUNTEER

Postcodes & Radius (km)

  • Enter postcode of area volunteer wants to volunteer in
  • Enter the surrounding area to include in the search
  • Example’s
    • Positions anywhere in Townsville
      • Postcode = 4810 and Radius = 40
    • Positions close to JCU
      • Postcode =  4811 ad Radius = blank or maybe 5

Suitable For

  • Use to search for positions suitable for the options available in the list

Keyword

  • Will search the position title and description for a keyword

Duration

  • Event Duration = Events
  • A few days = Short term roles and Projects
  • Ongoing = Regular volunteering
  • A few hours = ‘Micro’ volunteering

Position Is

  • Always tick the Member checkbox
  • If no positions are found, only then untick this box and refer to a non-member organisation.

Standard Filters

  • Age preferences: Never un-tick
  • Requirements: Never un-tick
  • Availability: Only un-tick to search for positions outside of volunteers provided availability.

Volunteer Preferences

  • Skills / Tasks: Un-tick to expand search outside of volunteers preferences
  • Service Focus: Un-tick to expand search outside of volunteers preferences

ID Override

  • Only to be used to bypass searching on preferences to go to a know position directly
  • For example, when promoting to potentially suitable volunteers the Ready Ready volunteer opportunity and wanting to go directly to the position rather than searching.

To make a new EOI from search:

Positions that the volunteer has already submitted an EOI for are already in the ‘Referrals’ list.

  • Click on the ‘Refer’ button on the relevant position
    • Click ‘Save’ button
  • An ASANA card will be generated.
    • Condense and/or update the ASANA card as per normal process
    • Move to the ‘REFERRED – OUTCOME INKNOWN’ column.

PROFESSIONAL SKILLS

Only use if the volunteer has professional skills and/or Degree level qualifications. 

SKILLS AND FOCUS

Volunteer Interest

  • Use the laminated card on the RO desk and ask the volunteer to choose up to 3 skills they want to perform.

Volunteer Service Focus

  • Use the other side of  the laminated card on the RO desk and ask the volunteer to choose up to 3 organisation types they would like to volunteer with.

Click the ‘Save’ button at the bottom of the screen

LANGUAGES

Only use this if the volunteer speaks another language and wants to use this as a skill for  volunteering.

Hit the ‘Save’ button at the bottom of the screen if you make any changes.

VNQ STATISTICS

All of the following statistical data is optional. The volunteer may pass on any or all of the following questions.

  • How did you FIRST hear about us
    • If other, record how they heard about us in the other field
  • Continent of Origin
    • Select ‘Other’
  • Non-English speaking background/CALD
    • Record Yes or No
  • Indigenous Australians
    • Record Yes or No
  • Current Work
    • Record the most appropriate option from list
    • If not specified, select ‘other’ and leave other field blank
  • Work history
    • Select ‘Other’

Click the ‘Save’ button at the bottom of the screen if you make any changes.

Scroll to the top of the page and check that the save was successful.