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Verify Requirements

A volunteer opportunity may have requirements that must be met before the position can be filled. These requirements might be prerequisite classes, reference checks, background checks, and so on. Basically, any information you need to make a decision on whether or not a volunteer has the ability to perform a job are considered requirements.

Stage 4 of the Volunteer Pipeline is to verify requirements. At this stage, potential volunteers have been through an initial review and a ministry review. At this point, you will verify that the potential volunteer has met all requirements.

You may notice that some of your potential volunteers never appear in this stage of the Pipeline. This is because the individual has already met the requirements for the selected job. Once an individual has met a requirement (the requirement has been Approved), he or she will not have to meet the requirement again. The exception to this is background checks.

Programming in Fellowship One monitors any background check type requirements. If a person has an "Approved" background check on his record, but it is more than two years old, the individual will need to complete a new background check requirement. The only exception to this is if the individual has an "Active" staffing assignment. If there is a staffing assignment on the person's record, the expired background check will be bypassed and the individual will not have to have a new background check requirement.

Tip! Make sure you remove staffing assignments for people who are no longer serving in a ministry. This practice will ensure expired background checks are not overlooked. Additionally, periodically run M3768E - Volunteers with Expired Background Checks to keep an eye on this critical requirement.

To view and work with requirements

1. Click People > Volunteer Pipeline > Verify Requirements. The Volunteer Requirements grid appears.
2. Select the volunteer application from the Application drop-down list. The list will filter to display volunteers who have requirements that must be met.
3. If one of the requirements is reference checks, References appears in the Outstanding References column. Next to References, is the number of reference checks and how many have been completed.
4. Click the + sign beside References. All references appear. To begin performing reference checks, click the Conduct Interview link next to one of the references. The Interview form appears and should be completed as you are conducting the interview. The form questions depend on what your church has previously set up as reference check questions for a volunteer application (see Creating a Volunteer Application for details). Enter the information required and click Submit.
5. Any other requirements appear in the Outstanding Requirements column. Click Accept or Reject next to any requirement in this column as required.
   
   When the last requirement has been accepted or rejected, the volunteer automatically moves forward in the pipeline. Additionally, the Requirements appear within the Requirements widget in the individual's record.

   Note: If you select Reject, the volunteer is automatically moved to the Rejected Volunteers queue (People > Volunteer Pipeline > Rejected Volunteers). The volunteer will be moved even if there are Approved requirements or requirements that have not been met yet.

Automated Background Checks

If you have elected to use the add on automated background check processing service, you can use the People > Volunteer Pipeline > Background Checks queue to view the status of submitted background checks, download completed background checks, and request one-off (outside of the Volunteer Pipeline) background checks.

Visit the Background Checks queue to download any completed checks. Once you have made a decision on whether or not the background check is clear, go back to People > Volunteer Pipeline > Verify Requirements to click Accept beside the requirement.

Changing Requirement Statuses

When you click Accept or Reject for volunteer requirements, the requirement is added to the volunteer's individual record. If you need to edit any of the requirements, you can do so at any time.

There are many available statuses for requirements; however, there are only two that affect the Volunteer Pipeline: Approved and Not Approved. These statuses correspond to the Accept and Reject options respectively. Any requirement on an individual's record that has been marked as Approved is already completed. If an individual enters the Volunteer Pipeline with Approved requirements, he or she will not have to wait in the Verify Requirements queue. Requirements marked Not Approved automatically send people to the Rejected Volunteers queue to be worked on a case-by-case basis.

Note: Background check requirements require additional security access rights. View Background Check allows you to see the actual background check document. View Background Status allows you to see that there is a background check and to view its status only. If users do not have either one of these security access rights, they will not be able to see a background check requirement.

To change a requirement status

1. Type a name or partial name in the People Search field and press Enter on your keyboard. A list of possible search results appears.
2. Click the name of the person to work with. The person's record displays.
3. Scroll down to the Requirements widget to display all requirements on the person's record.
4. Click Edit beside any requirement to change.
5. Change any fields necessary including the Status field. Changing to Approved or Not Approved affects the Volunteer Pipeline—any other requirement statuses are for reporting/informational purposes only.
6. Click Save to save the changes.

Note: When you mark a requirement status as Not Approved, the volunteer will always be redirected to the Rejected Volunteers queue when he or she applies for a volunteer job through the Volunteer Pipeline. This is purposeful programming that provides a measure of security. By not allowing the volunteer to move within the pipeline, there is no chance he/she will be assigned to a volunteer position.

If you accidentally rejected someone, or need to change a rejected status, use the procedure above to locate the requirement and edit it.