thankQ Help
You can track the process of your agency check by updating the system at each stage.
Volunteer Checks can be accessed via the Volunteer form or the Volunteer Module from the Main Menu.
| 1. | Click on the Volunteer Checks icon under the Volunteer module. |
Or
| 2. | Click on the Checks tab on the Volunteer form and then right click on the Check and select Go to Volunteer Check. |
| 3. | The Volunteer Checks form should now be open. Select New to add a new Volunteer Check or Edit to change an existing check. |
| 4. | Select the Check Type. |
| 5. | Add any other changes you want and then click Ok to save the record. |
You will notice that some extra workflow items are now displayed which enable you to monitor the progress of the check as it moves through its various stages.
At this point you would send the application form to the contact and await its return.
| 6. | If the form is returned, open the appropriate Check from the Volunteer Checks. |
| 7. | Click the Form Returned option in the workflow. |
| 8. | Click Yes to confirm you wish to move to the next stage, Form In Checking. |
| 9. | Enter or select a date from the pick list, Click Ok. |
The Stage has now been moved to Form In Checking.
At this stage your organisation is checking the form that has been returned by the volunteer applicant and once checked you are able to record the date the form was sent to the agency for checking or move the check back to the previous stage if the form has been returned incomplete.
| 10. | Click the Incomplete Form workflow to return to the previous stage, or the Form Sent to Agency workflow to record the date. |
| 11. | Click Yes to proceed to the next stage, Form at Agency. |
| 12. | Enter the date that the form was sent to the agency using the pick list icon to select the date. Click Ok to continue. |
The Stage has now been moved to Form At Agency.
At this stage you have three possibilities. Click the workflow item that suits the situation.
•The form is returned by the agency approved. Moves the check on to the final stage.
•The form is returned by the agency to be re-checked. Returns the check to the previous stage.
•You will be required to enter the date the form was returned.
•The date in the Form Sent to Agency field is removed in preparation for it to be re-entered when you move to the Form at Agency stage again.
•The form is returned as not approved. Click the Not Approved workflow and the stage will be moved to Not Approved. No further action can be taken after this.
Before clicking the Approved workflow ensure that the Disclosure Ref, Issuing Body and Valid from and to dates fields have been completed.
If not Edit the form and fill them in. A warning message will be displayed if you have not completed these fields.
| 13. | Click Approved in the workflow, click Yes to confirm. |
| 14. | Enter the date the form was received. Click Ok to proceed. |
The check form is then moved to the Approved stage. No further action is required.
