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Membership Process

This is the process and instructions for the Membership Officer to handling membership applications/renewals, listing and maintaining organisation and position listings.

INSTRUCTIONS

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

 

DETAILS

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

SAVE

ORGANISATION

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

  • Individual – Individual memberships
  • Organisation – Organisation membership only. No services.
  • Services small/medium/large – Member organisation with services
  • Corporate – Corporate ‘members and Volunteer Groups
  • Partnership – Anyone else we have an MOU with
  • Other – See manager before using
  • Listing Only – Where we record all organisation before they move to one of the above classes

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:

  • Organisations with VRS
  • Corporate and Volunteer Groups

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

SAVE  

Press F5 to refresh page and show additional menu pages on the left to continue set-up for organisations with VRS.

ADDRESS/PHONE

Add Address: Add organisation address from the application form

Add Phone Numbers: Add organisation phone numbers from the application form

CONTACTS

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:

  1. Subscribe the volunteer manager to our emails here www.vnq.org.au/subscribe 
    1. ORGANISATIONS – Tick that they are interested in
      1. Training
      2. Volunteer Management
      3. National Volunteer Week Activities
    2. CORPORATE & VOLUNTEER GROUPS – Tick that they are interested in
      1. Corporate & Group Volunteering
  2. Subscribe all contacts to the Membership Mailing List 
    1. See subscribe form below.
INSURANCE

Add New

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

SAVE

Repeat to add additional insurance policy

New Volunteer Position

These are notes on listing a new Volunteer Position.

BASICS

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.

https://www.vnq.org.au/search/#/opportunity/_____

Short Description:  This is the preview text that is listed in the short description in the list of all other positions listed

  • Tags – Add any tags to this position here in the short description
    • Tags in use
      • #PostDisaster
      • #Corporate&GroupOpp
      • #Corporate&GroupOrg
      • #Christmas

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

  • If the contact details are to be different for the volunteer than our records, create a second Contact in the Agency contact list with the differing details
  • A website address can be placed instead of the phone number to direct applicants to the organisations website application form

Email for EOIs: Always use  eoi@vnq.org.au

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

SAVE

DETAILS

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

 

 

LOCATION

Add location where the position is carried out which may be different to the organisations office.

SKILLS

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.

AVAILABILITY

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.

NOTIFICATIONS

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.

 

SAVE

NOTES

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

Manual Subscribe to Membership List

* indicates required
Membership

Membership Templates

These are the templates for Membership Officer to use when communicating with organisations.

CONFIRM MEMBERSHIP ONLY

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.

 

Kind regards,

 

Your Name

Membership Team

REQUEST FURTHER INFO

SUBJECT: Membership Application – Request for more information

 

Hi FirstName,

 

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 insurance,

  • Although Volunteer Personal Accident insurance is not required to access our Volunteer Referral Services, it is recommended.  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. Could you look into your insurance and advise us of your insurance policy provider, policy No. and expiry date for both Public Liability and Volunteer Personal Accident.
  • could you double check and provide further details on your insurance.  Public Liability and Volunteer Personal Accident are separate policies and ____ is most likely just the broker that you deal with.
  • Please find more information and resources in the link to our Membership Guide (page 8) www.vnq.org.au/membership
  • please find more information and resources in the link to our Membership Guide attached on page 8 as one of our criteria for accessing volunteer referrals is ensuring that organisations have both public liability and volunteer personal accident insurance.

 

Regarding annual income,

  • could you please provide verification that the organisations income is, as selected in the application form, under $250,000 per annum.
  • we noted that the last financial statement on the ACNC portal indicates that your organisation fits the $250K – $1 M.  We understand that this can change and if you can provide a financial statement for 2018 that shows you have an annual income under $ 250K we will provide an invoice as per your application at $29 Membership and $59 Volunteer Referral Services.  Otherwise, the Volunteer Referral Services will be invoiced at $109. Let us know either way.
  • Regarding your call to amend the applications declared annual income, to an organisation with an annual income under $250,000 please note that we verify annual income via the ACNC and our tiered Volunteer Referral Service fees align with the ACNC’s definition of small, medium and large organisations.  The last financial statement submitted to the ACNC for QYS reports an annual income of $ 2.1 million dollars.    I understand that as a large organisation this is a significant change on our membership and service fees compared to last year and understand if this causes you to evaluate continuing our services.  I’ll put your application on hold until I hear from you to proceed as a large organisation.

 

Regarding the agreement on the last page,

  • we noted that you did not agree to participate in Volunteer Management training.  This is an important aspect of the partnership we desire to form to access Volunteer Referral Services so that together we provide great volunteer experiences.
  • We also noted that you did not tick the box providing the consent that is necessary for the organisation to be a member.
  • If this is an oversight, I can tick amend your application with your permission or I am free today to chat on the phone.

 

I look forward to hearing from you with the necessary information to progress your application.

 

Kind regards,

 

ROname

Membership Team

FURTHER INFO – INSURANCE

SUBJECT: Further Insurance Details Required

 

Hi FirstName,

 

Regarding insurance,

  • Although Volunteer Personal Accident insurance is not required to access our Volunteer Referral Services, it is recommended. 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.  Could you look into your insurance and advise us of your insurance policy provider, policy No. and expiry date for both Public Liability and Volunteer Personal Accident.
  • Could you double check and provide further details on your insurance. Public Liability and Volunteer Personal Accident are separate policies and ____ is most likely just the broker that you deal with.
  • Please find more information and resources in the link to our Membership Guide (page 8) vnq.org.au/membership
  • Please find more information and resources in the link to our Membership Guide attached on page 8 as one of our criteria for accessing volunteer referrals is ensuring that organisations have both public liability and volunteer personal accident insurance.
  • Please find attached a fact sheet on what Volunteer Personal Accident Insurance is and why it is highly encouraged.

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.

 

Kind regards,

MOname

Membership Team

NO VPA INSURANCE

SUBJECT: Membership without Volunteer Personal Accident Insurance

 

Hi Name,

 

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.

 

Kind regards,

 

 

MOname

Membership Team

PRE-APPROVAL & PAYMENT

Subject: Membership Pre-Approval and Payment

 

Hi FirstName,

 

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.

 

Payments

  • We have received your online payment by credit card and a tax receipt will be sent by the bookkeeper in a separate email within 5 of our working days.
  • I will send out a tax invoice next week as we are still setting up our software after a break and enter at which time our bookkeeping computer was stolen.
  • Please find attached a tax invoice for payment.

 

Access to Benefits and Service’s

  • You’re Membership Benefits and your Volunteer Referral Services will continue without interruption on confirmation of payment.
  • Access to Membership Benefits will be available after approval by the management committee and our Volunteer Referral Services will be accessible on confirmation of payment.

 

I look forward to continuing to provide great volunteer opportunities in partnership with you.

 

 

Kind regards,

 

MOname

Membership Team

INVOICE PAYMENT REMINDER

Subject:  VNQ Membership & Services Payment Reminder

 

Hi FirstName,

 

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.

 

Kind regards,

 

MOname

Membership Team

APPROVAL & CERTFICATE

SUBJECT: Membership Approval and Certificate

 

Hi FirstName,

 

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/ 

 

Kind regards,

 

MOname

Membership Team

NEW VOLUNTEER LISTING CONFIRMATION

SUBJECT: New Volunteer Listing Confirmed

 

Hi,

 

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.

 

Kind regards,

 

MOname

Membership Team

VRS OVERDUE – POSITIONS UNLISTED

SUBJECT: VNQ Volunteer Referral Services Subscription Overdue

 

Hi FirstName,

 

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.

 

Kind regards,

 

YourName

Membership Team