This is the process and instructions for the Membership Officer to handling membership applications/renewals, listing and maintaining organisation and position listings.
Search for the organisation in VIKTOR before adding a new agency as we probably already have it listed and it just needs updating.
Set filter to “Show all” incase the organisation is inactive.
If the organisation is already listed in VIKTOR as a state body, add Townsville to the name for the local membership
Name: The organisations or Individuals name.
Description: Add from the application form or from the organisations website
Website: Add from the application form or do a google search
Email: This is the organisation public email address.
Number of Volunteers: Just enter a rough guess of how many volunteer the organisation uses
Registration Date: Do not change
Expiry Date: We use this to monitor when VRS expires. Enter date 12 months from the date of the application.
Service Focus: Add from the application. This is the focus of the organisation as a whole.
Update Logo: Add the organisations logo to VIKTOR
Class: Volunteer Involving Organisation (For everything)
Structure: Independant (For Everything)
Incorporation Type: Change as appropriate from selection
ABN: Add from application
Member: Tick box for organisation and individual memberships only (not any partnerships inc. corporate and group)
Membership Class: Change as appropriate from selection
Membership Fee: Who much did they pay at most recent renewal
Membership Renewal: Is ALWAYS the 31 July the following year
Lists Volunteer Positions: Tick for:
Does not have volunteer insurance: This is ticked if the organisation does not have VPA. This stops the position being listed on GoVolunteer and SEEK volunteer
Press F5 to refresh page and show additional menu pages on the left to continue set-up for organisations with VRS.
Add Address: Add organisation address from the application form
Add Phone Numbers: Add organisation phone numbers from the application form
Add New Contact: Add/update contacts individually from the membership application form
Primary Contact: Determine who will be the appropriate person from the contacts for the main contact
Finance Contact: Determine who will be the appropriate person from the contacts for the finance contact
If the application was not the online form:
Insurance Type: Add Volunteer Personal Accident and Public Liability on e at a time
Insurance Company: Add from application form
Policy Number: Add from application form
Expiry Date: Add from application form
Repeat to add additional insurance policy
These are notes on listing a new Volunteer Position.
PositionID: This number is auto generated and can’t be changed. Add it to the end of the following weblink and you have the direct hyperlink to the position when listed.
Short Description: This is the preview text that is listed in the short description in the list of all other positions listed
Detailed Description: This is the description seen when the position is opened on it own. The short description is not seen when reading this so copy some of it down into the start of the long description.
Service Focus: This is the service focus of the position rather than the organisation.
Number of Volunteers: The number of volunteer desired for the position
Requirements: Tick all that apply
Requirements Description: Use if required
Contact: The contact for referrals to be made to
Email for EOIs: Always use firstname.lastname@example.org
Display publicly on the internet: Tick this box
Display on Map: Tick this box
Application Limit: Use this to unlist the position after receiving this many EOI’s with pending outcomes.
Active: Tick this box to make the listing go live
Commitment: Choose the relevant options from the selection box
Start Date & End Date: For event volunteering, enter the start and finishing dates of the volunteer position
Describe the time required: Allows a description of the time required and how flexible the hours are for the volunteer to read
Suitable for: Tick all that apply but be realistic otherwise it waters down the ability to filter suitable positions for people.
Age Range: Enter ages 18 to 80 if no ages are provided in form
Working Environment: Select appropriate option
This position needs to be filled urgently: Tick this if this applies
Add location where the position is carried out which may be different to the organisations office.
Be selective about which boxes we tick here. Only tick the box if the skills match is a good fit.
3-4 at most.
Otherwise it ‘waters down’ the ability to search for a position that matches a volunteers interest well.
Set when the position is available to be carried out.
If the role is negotiable, add this to the DETAILS menu page of the position.
Include the position contact details in this email to Volunteer: NEVER tick this box
Additional information included in this email: ALWAYS add this text below…
Volunteering NQ is acting on behalf of this agency to personally respond to all expressions of interest for this position.
Please choose one of the following options to progress your volunteer interest:
ONLINE FORM >> https://www.vnq.org.au/online-referral
This is the quickest way to get a referral (5min)
APPOINTMENT >> https://www.vnq.org.au/appointments
Phone (10min) and Face-to-face (20min) appointments available
Whichever option you choose, we look forward to personally helping you connect with a great volunteering opportunity.
Send an email using the templates below to confirm the volunteer position has been listed. Include the link to the volunteer position.
* It can take up to 15 minutes for the position to go live.
Add New: Add a new not with the contents of the confirmation email sent
These are the templates for Membership Officer to use when communicating with organisations.
Subject Line: Membership Application – Confirm Membership Only
Thank-you for your application for membership.
We look forward to partnering with you!
I just wanted to confirm that your intention was for Membership only and that you do not require our Volunteer Referral Services before I progress your application.
We currently have ___ active position listed which attracted ___ referrals over the last 6 months.
For an unlimited number of positions and attracting more referrals I can add Volunteer Referral Services to your application for $___.
I just wanted to confirm that you didn’t overlook this when renewing and look forward to hearing from you soon whatever your requirements.
SUBJECT: Membership Application – Request for more information
Thanks for your application to become a member and subscribe to our Volunteer Referral Services.
We look forward to partnering with you to provide some great volunteer experiences!
Regarding annual income,
Regarding the agreement on the last page,
I look forward to hearing from you with the necessary information to progress your application.
SUBJECT: Further Insurance Details Required
The current Insurance details we have for your Organisation is Public Liability with Insurer details with an expiry date of date and Volunteer Personal Accident with Insurer details with an expiry date of date. Could you please provide current Insurance details. Public Liability and Volunteer Personal Accident are separate policies. Not having both Public Liability and Volunteer Personal Accident Insurance will mean that positions listed will only appear on VNQ’s website, not GoVolunteer and Seek Volunteer which require both policies.
We look forward to hearing from you with the necessary information so we can continue to provide some great volunteer experiences.
SUBJECT: Membership without Volunteer Personal Accident Insurance
Further to your application to become a Member and subscribe to our Volunteer Referral Services without Volunteer Personal Accident Insurance, I have the following information for your consideration.
Membership and Volunteer Referral Services are available without current volunteer personal accident insurance but I do need to let you know that both GoVolunteer and Seek Volunteer will not list positions that do not have both insurance policies. Therefore, positions will only appear in the search engine on our website which attracts approximately 60-80% of the expressions of interest we receive locally. Your position may be impacted more if you are looking to attract volunteers outside of Townsville.
Please also find attached a fact sheet with further information about what Volunteer Personal Accident insurance is and why we highly encourage it.
I look forward to hearing from you with Public Liability Insurance information and whether you would like to progress your application without Volunteer Personal Accident Insurance.
Subject: Membership Pre-Approval and Payment
Thanks for your application. I can confirm that your application has been pre-approved and will now go to the Management Committee for approval after which you will receive a membership certificate.
Access to Benefits and Service’s
I look forward to continuing to provide great volunteer opportunities in partnership with you.
Subject: VNQ Membership & Services Payment Reminder
This is just a friendly note that payment of your membership and services invoice has not received to date.
Please find the invoice attached for your reference.
If payment has been made please contact us with more details and disregard this email if paid within the last 24 hours.
SUBJECT: Membership Approval and Certificate
Thanks for your application. I can confirm that your application has been approved by the management committee recently and we have attached your membership certificate.
We look forward to partnering with you to provide great volunteer experiences!
To list a new volunteer position please complete the online form at https://www.vnq.org.au/membership/volunteer-position-form/
To make an appointment to discuss how to recruit more volunteers including corporate and groups of volunteers make an appointment under Members Service at https://www.vnq.org.au/appointments/
SUBJECT: New Volunteer Listing Confirmed
Thanks for completing the new volunteer position form.
We have listed the position and it can be found at <<Paste Weblink to volunteer position or positions here>>
You can use this link on your website or promotional materials to direct volunteer interest to the position description and for initial contact and filtering by our volunteer team before referral.
SUBJECT: VNQ Volunteer Referral Services Subscription Overdue
Following previous communications to renew Volunteer Referral Services, this is a courtesy reminder we have not received a renewal to date therefore any current volunteer positions have been unlisted.