How to Manage Volunteers in Colleague

Follows these instructions to manage volunteers:

Current Process

  1. Gather the following information for the volunteer:
    • First Name
    • Middle Name
    • Last Name
    • Date of Birth
    • Home Address
    • Start Date
    • End Date
  2. ​Provide the above information securely to Administrative IT either by phone, saved in a SharePoint location, or some other secure method. DO NOT EMAIL.
  3. Once you have been notified that Administrative IT has created the account, go into Colleague
    • Add the person to the appropriate volunteer organization on the Campus Org Membership (CORM)
    • Org codes for volunteers currently are:
      • VOLUN (Volunteers on Campus)
      • VOLAT (Volunteers - Athletics)
    • ​Go to first available line row in the member section and do a name lookup (or enter his/her ID number or first/last name)​
      • On the COMD screen, add start date of the volunteer to the Membership Periods section of the COMD form
      • Add end date, if not available enter 06/30 of the current academic year
      • Leave Status blank
      • Add appropriate role (ex: VOCCH - Volunteer Coach)
      • Enter a start date in the Roles section 
      • ​SAVE the record and you will go back to the CORM form​
    • ​Add the person to the appropriate organization on the Campus Org Membership (CORM), ex: BF - Women's Bowling
      • ​Go to first available line row in the Advisor section and do a name lookup (or enter his/her ID number or first/last name)
        • On the COMD screen, add start date of the volunteer to the Membership Periods section of the COMD form
        • Add end date, if not available enter 06/30 of the current academic year
        • Leave Status blank
        • Add appropriate role (ex: VOCCH - Volunteer Coach)
        • Enter a start date in the Roles section 
        • SAVE the record and you will go back to the CORM form​
  4. ​For a list of members, use the Campus Organization Membership report from Reporting Services
    • Select the term
    • Select the appropriate Organization Type, ex: Service & Volunteering
    • Select the appropriate Organization Description, ex: Volunteers - Athletics

New Process

Requests for volunteers will be processed using the Third-Party Access system.

  1. Designated department staff submits the request for volunteers in Third Party Access system.
  2. An email containing volunteer's name and email address will be sent to Risk Management
  3. Risk Managment staff will send an email to the volunteer to consent to a background check
  4. Background check results are received by Risk Management staff
    1. If the background check is acceptable, Risk Management staff will go into Third Party Access to approve the request
    2. If the background check is not acceptable, Risk Management staff will go into Third Party Access to deny the request
  5. Once the request is approved it will follow through the process for account creation
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