Member Profiles: Reactivating a Volunteer
Relevant To: Volunteer Administrators
Core Concepts
Why would I need to reactivate a volunteer?
If a volunteer was formerly inactivated in Volunteer Connection (by your unit or another), wants
to resume their volunteer work, and is eligible for reinstatement, you need to reactivate their
profile in the system. In order to preserve their single record in the system, it is important to
reactivate the volunteer’s existing profile, as opposed to having them create a new one.
Are there additional steps that I should take before and after reactivating a
volunteer?
Yes. Before you reactivate a volunteer, you should:
•
•
Have them transferred to your region, if needed
Ensure that they are eligible for reinstatement
And after you have performed the reactivation you should:
•
•
•
•
Ensure that they have an active position
Record any relevant affiliations
Record any relevant GAPs
Make other updates to the member profile, as needed
What effect does reactivating a volunteer’s record have in the system?
The volunteer will be able to log into the system as of the Effective Date of the reactivation.
When reactivating a volunteer, should I add a new status or edit the existing one?
In order to preserve data integrity, it is important that you add a new status. You should not
reactivate a volunteer by editing an existing status. The Account Lookup function allows you
to determine if a volunteer already has a profile in the system, at your unit or at any other unit in
the system (see the Account Lookup: Researching Email Addresses that Are Already in
Use quick reference guide).
Volunteer Connection 2015 American Red Cross
Updated May 12, 2015
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If upon reactivation a volunteer is going to resume work in a position that they
held prior to being deactivated, do I need to reassign them the same position with
a new Start Date, or can I remove the End Date from the existing position listing?
You should reassign them the same position with a new Start Date that reflects when they were
reactivated as a volunteer. This preserves the volunteer’s history accurately and ensures that
the volunteer’s position data is in synch with their status data.
Can I reactivate a prospective volunteer?
Yes. You can reactivate a prospective volunteer, and doing so requires you to assign the
prospective volunteer an entry point (see the Member Profiles: Assigning an Entry Point to
a Prospective Volunteer quick reference guide). You cannot, however, assign them an entry
point that was previously assigned to them. So your region or station may want to create an
entry point specifically for reactivating prospective volunteers (see the Adding and Configuring
a New Entry Point quick reference guide).
What if I need to reactivate a volunteer who was inactivated by a different region
or station?
The other region or station should transfer the volunteer to your unit (see the Transferring a
Volunteer to Another Region or Station and Approving a Transfer from Another Region or
Station quick reference guides for details). When you approve the transfer, the system will
prompt you to select a new status for the volunteer, and you select the appropriate active status.
Note that if you would like a volunteer to repeat intake steps, you can assign a prospective
volunteer status to someone who was previously a fully onboarded volunteer.
Process
Process Flow
(if needed) Have
the volunteer
transferred to your
unit
Reinstate the
volunteer
Access Member
Search
Locate and open the
desired member
profile
Ensure that the
volunteer is eligible
for reinstatement
(if needed) Update
the volunteer’s
member profile
Volunteer Connection 2015 American Red Cross
Updated May 12, 2015
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Process Steps
Step
1. (if needed) Have the
volunteer transferred to
your unit
2. Access Member Search
Action
•
•
For details, consult the information and documentation
presented in these items from the Core Concepts section
above:
o
What if I need to reactivate a volunteer who
was inactivated by a different region or
station?
o
When reactivating a volunteer, should I add a
new status or edit the existing one?
Choose Member Search from the Administration dropdown menu.
 Note: The system displays the Directory screen,
which by default lists all of your active volunteers.
3. Locate and open the
desired member profile
•
Use the filter fields to search for the desired member
profile.
 Note: For details, consult the Searching for a
Volunteer’s Member Profile quick reference guide.
•
Click the volunteer’s name at the directory listing.
 Note: The system displays the volunteer’s member
profile.
4. Ensure that the volunteer is
eligible for reinstatement
•
•
•
Consult the record of the volunteer’s status changing to
inactive.
o
Click Volunteer/Employee Status in the profile’s
Quick Links section.
o
Click the Edit icon at the volunteer’s inactive
status listing.
o
Consult the Reason for Change and Comments.
o
If the status information indicates that they
volunteer is not eligible for reactivation, do
not reactivate them.
o
Click Go Back to return to the volunteer’s member
profile.
Consult the activities recorded on the volunteer’s profile.
o
Click Activities in the profile’s Quick Links
section.
o
Review the listed activities and their Comments
as needed.
Consult the documents associated with the volunteer’s
profile.
o
Volunteer Connection 2015 American Red Cross
Updated May 12, 2015
Click Documents in the profile’s Quick Links
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Step
Action
section.
o
•
Review the listed documents as needed.
Consult the confidential notes associated with the
volunteer’s profile.
o
Click Confidential Notes in the profile’s Quick
Links section.
o
Review the confidential notes.
 Note: You must have the Member
Administrator Confidential access level to see
the Confidential Notes.
•
Consult the confidential documents associated with the
volunteer’s profile.
o
Click Confidential Documents in the profile’s
Quick Links section.
o
Review the confidential documents.
 Note: You must have the Member
Administrator Confidential access level to see
the Confidential Documents.
5. Reinstate the volunteer
•
If the volunteer is eligible for reinstatement, continue to
step five to reinstate the volunteer; otherwise, do not
reinstate the volunteer.
•
Click Volunteer/Employee Status in the profile’s Quick
Links section.
•
Click Add new status.
•
Select an appropriate Status Name to indicate that the
volunteer is again active.
•
Enter an Effective Date.
 Note: The system displays a calendar widget when
you click into the Effective Date field.
•
(optional) Enter Comments that give additional
information regarding the reactivation.
•
Click Submit.
 Note: The system displays the new active status in the
profile’s Volunteer/Employee Status section.
6. (if needed) Update the
volunteer’s member profile
•
Consult the Positions and Opportunities sections of the
volunteer’s member profile to see if they have an active
position or a pending opportunity interest submission; if
they do not:
o
Ask them to submit interest in one or more
currently listed opportunities (or)
 Note: If the volunteer wants to resume a prior
position, do not ask them to submit interest in
it again. Instead, reassign them the position
Volunteer Connection 2015 American Red Cross
Updated May 12, 2015
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Step
Action
with a new Start Date.
o
Assign them a position (see the Assigning a
Position to a Volunteer quick reference guide)
 Note: If the volunteer is going to resume a
prior position upon reactivation, do not remove
the End Date from an existing position listing.
Instead, reassign them the same position with
a new Start Date.
•
•
•
Record any active affiliations relevant to the reactivated
volunteer:
o
Record a new active affiliation (see the Recording
a Volunteer’s Affiliation quick reference guide)
(or)
o
Restore a listed affiliation to an active status:
o
Click Affiliations in the profile’s Quick Links
section.
o
Click the Edit icon at the desired affiliation’s
listing.
o
Select a National Affiliation (if it is a wholly
local affiliation, select Other – Not a National
Relationship).
o
Select a Local Affiliation.
o
Select a Status of Active.
o
Click Submit.
Record any active Group Activity Position (GAP) listings
relevant to the reactivated volunteer:
o
Record new active GAP(s) (see the Assigning a
Volunteer’s GAPs quick reference guide) (or)
o
Restore listed GAP(s) to an active status: (or)
o
Click Group Activity Position (GAP) in the
profile’s Quick Links section.
o
Click the Edit icon at the desired GAP’s listing.
o
Remove the End Date.
o
Change the Type, if desired.
o
Click Submit.
Make other updates to the member profile, as needed.
Related Training Materials
•
•
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Member Profiles:
Member Profiles:
Member Profiles:
Member Profiles:
Member Profiles:
Introduction
Searching for a Volunteer’s Member Profile
Creating a New Account
Using Impersonation Mode
Recording a Volunteer’s GAPs
Volunteer Connection 2015 American Red Cross
Updated May 12, 2015
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•
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Member Profiles: Recording a Volunteer’s Affiliation
Member Profiles: Recording a Volunteer’s Licenses
Member Profiles: Assigning a Position to a Volunteer
Member Profiles: Assigning an Entry Point to a Prospective Volunteer
Member Profiles: Inactivating a Volunteer
Using Impersonation Mode
Changing a Prospective Volunteer’s Entry Point
Changing a Volunteer’s Username or Password
Recording a Volunteer’s Background Check Information
Recording a Volunteer’s Local Qualifications
Adding a Local Qualification
Managing Local Qualifications
Adding or Editing a Work Assignment for a DR prior to March 2013
Adding or Editing a Work Assignment for a DR since March 2013
Volunteer Connection was made possible through the generous support of W.W. Grainger, Inc.
Volunteer Connection 2015 American Red Cross
Updated May 12, 2015
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