Frequently Asked Questions For Partners

Volunteer Louisiana Partnership

How do I partner with the Volunteer Louisiana Commission?

How do I post volunteer opportunities on the website?

How will volunteers express interest in my opportunity?

What Types of Volunteer Opportunities can I post on the website?

Do you conduct background checks on volunteers?

Updating Organization Information

How do I update my organization's basic information (website, contact information, etc.) in your system?

How do I allow another staff member to access the partner portal?

Submitting New Volunteer Opportunities

How do I submit a NEW Volunteer Opportunity?

What are some tips/best practices for creating an effective Volunteer Opportunity description?

What is the difference between a Calendar Referral and an Ongoing/Skills Based Referral Opportunity?

I just submitted my Volunteer Opportunity. Why hasn't it shown up on the website yet?

Editing Existing Volunteer Opportunities

How do I review the Volunteer Opportunities associated with my Organization?

What is the difference between a Volunteer Opportunity and an Occurrence?

How do I edit or update an existing Volunteer Opportunity?

How do I add a new shift (Occurrence) to an existing Calendar Referral Opportunity?

How do I let you know I want an Opportunity to be active/inactive on the website?

I received a notice that my organization's Opportunity/Opportunities are expiring. What should I do?

How do I delete old Volunteer Opportunities?



Volunteer Louisiana Partnership

How do I partner with the Volunteer Louisiana Commission?

Check out our page on how to become a partner. New partner registration is always open. Once you are registered, you will be granted access to our partner portal and will be able to post volunteer opportunities.                                                                                            TOP

How do I post volunteer opportunities on the website?

Only active partners with us can post projects on our website. If you are not an active partner, please visit the become a partner page to learn more about the process. If you are an active partner, please contact Nicholas Auck at nauck@crt.la.gov.                              TOP

How will volunteers express interest in my opportunity?

The Volunteer Louisiana Commission website functions as a search engine for volunteer opportunities. Volunteers can search for opportunities based on location, interest and skills, or visit the Project Calendar to find one-time opportunities. When a volunteer expresses interest in a project, both the project contact and the volunteer will receive each other's contact information. Volunteers will expect an email from your nonprofit contact to confirm opportunity details. We highly recommend that the organization's staff contact the volunteer within 2-4 business days.                                                                                                 TOP

What types of Volunteer Opportunities can I post on the website?

As a nonprofit partner, you can post a wide variety of volunteer opportunities to the Volunteer Louisiana website depending on your needs. Whether you're looking for a skilled volunteer to work on your social media plan or a group of volunteers to help out at an upcoming event, we can help you get the word about your volunteer needs to the thousands of volunteers who visit our website each month. Visit this page for a detailed overview of Volunteer Opportunity types.                                                                                           TOP

Do you conduct background checks on volunteers?

We do not conduct background checks on volunteers.                                                    TOP


Updating Organization Information

How do I update my organization's basic information (website, contact information, etc.) in your system?

If you are listed as the primary contact for your organization:

Log into the Partner Portal if you're not already logged in

Click on the "My Organizations" tab towards the top left.

Click the “Edit” button. From here, you can edit basic information including website, Mission Statement, Address, Phone Number, etc. You can also change the Primary Contact for your organization, as long as they already have access to the Partner Portal.

If you would like to update your organization's profile but you are not listed as the primary contact for your organization, or if you are unsure who has permission to make the changes, please email Nicholas Auck at nauck@crt.la.gov.                                                             TOP

How do I allow another staff member to access the partner portal?

If you are listed as the primary contact for your organization, follow these steps to allow access to another staff member at your organization:

Login to the Partner Portal.

Click on the “My Organization” tab.

Click “Edit”.

Scroll down to the “Request portal access for new staff member” section.
Click on the “Create New Staff Contact” button, which allows you to enter a name, phone number, and email address for your new staff member.



When you’ve finished inputting your information, click the “Create Contact” button. A Volunteer Louisiana staff member will be notified that you have created a new staff person and will follow up via email when they have been granted access. This process may take 2-4 business days.                                                                                                                 TOP


Submitting Volunteer Opportunities

How do I submit a NEW Volunteer Opportunity?

Submitting a Volunteer Opportunity that hasn’t previously been posted with Volunteer Louisiana is done through the “Submit a NEW Volunteer Opportunity” tab.

This section contains a form for you to enter the information our system requires for posting. All sections marked with a red asterisk are required fields.

The “What type of Volunteer Opportunity is this?” section allows you to select either Calendar Referral or Ongoing/Skills-Based Referral opportunities. Depending on your selection the next available fields will shift to reflect that selection criteria, and will ask slightly different questions.                                                                                                          TOP

What are some tips/best practices for creating an effective Volunteer Opportunity description?

If written well, a Volunteer Opportunity description can be a compelling marketing tool to attract the best volunteers for your organization. The following information should be thoughtfully addressed in a description:

• Position overview
• Title
• Key responsibilities
• Organizational impact of the volunteer tasks
• Sustained community outcomes of the volunteer tasks
• Training provided and/or needed
• Support available to the volunteer
• Commitment (time and location)
• Desired skills and knowledge
• Benefits to the volunteer                                                                                                 TOP

What is the difference between a Calendar Referral and an Ongoing/Skills-Based Referral Opportunity?

A Calendar Referral opportunity is a one-time volunteer need taking place on a specific date and time. It is also group-based (4 or more volunteers per shift), requiring only a one-time commitment and will be posted on the Volunteer Louisiana Event Calendar. Examples include: outdoor work party, meal service shift, supplies sort, painting party, fundraising event, etc.

An Ongoing/Skills-Based Referral opportunity is a multi-shift or ongoing commitment to your organization. There may be no limit to the volunteers needed, and may require specific skills (e.g. grant writer, computer teacher, etc.). Other examples of ongoing opportunities include mentors, after-school helper, office intern, etc. This posting will be listed in the Search Engine.                                                                                                                               TOP

I just submitted my Volunteer Opportunity. Why hasn't it shown up on the website yet?

A Volunteer Louisiana staff member must approve all projects. You will receive an email notice once the project has been approved and posted. If it has not shown up on the website within 2-4 business days, please contact us.                                                                     TOP


Editing Existing Volunteer Opportunities

How do I review the Volunteer Opportunities associated with my Organization?

To view your organization’s Volunteer Opportunities:

Click on the “Volunteer Opportunities” tab and you will be taken to the default view listing Recent Volunteer Opportunities.

From here, find the drop-down View menu at the top of the page, select “All Volunteer Opportunities” click "Go", this will load a list of all referral Volunteer Opportunities your organization has ever posted with Hands On.

Other drop-down menu items include:
 
  • Calendar Referrals lists only the date and time specific opportunities that have been posted.
  • Currently Active Opportunities lists only the opportunities that are active on the site.
  • Ongoing Referrals lists all ongoing needs that are in the system (regardless of active status).
  • Opportunities Awaiting Approval lists anything that has been submitted to Volunteer Louisiana and will be reviewed by a Volunteer Louisiana staff member. Newly submitted opportunities may take a few days to appear on this page.
*Please note that on any of these views you may sort the list alphabetically or numerically by clicking on the headings at the top.                                                                                   TOP

What is the difference between a Volunteer Opportunity and an Occurrence?

Your Volunteer Posting = 1 Volunteer Opportunity + 1 or more Occurrence(s)

When viewed in the Partner Portal, every posting in your organization’s account will consist of two related segments:

The Volunteer Opportunity houses all information about:
 
  • What the volunteer position is:
    • Name of the Volunteer Opportunity
    • Position description details (must be edited separately)
    • What type of posting (Calendar Referral vs. Ongoing Referral)
    • “Appropriate for” attributes (e.g. min age, groups, court-ordered volunteers)
  • Why the volunteer position is important:
    • Within the position description, we ask that you include your mission statement and how the position helps support the work you do.
    • Search characteristics based on the impact areas/populations the opportunity addresses.
The Occurrence houses all registration details, such as:
 
  • When the opportunity and its recruitment takes place
  • Where the opportunity takes place
  • How many volunteers are needed
  • Who to contact about getting involved
  • Once the posting is live and volunteers begin connecting with you, the Occurrence is where you can see a list of who has expressed interest.
Calendar Referral Volunteer Opportunities can have multiple Occurrences, one for each day (up to 3/month, depending on the type of event).

Ongoing Referral Volunteer Opportunities only have one associated Occurrence; in this case, the start and end date denotes the recruitment window of your posting’s listing on the Volunteer Louisiana website.                                                                                               TOP

How do I edit or update an existing Volunteer Opportunity?

Click on the Volunteer Opportunity tab and then click on the name of the opportunity you'd like to update. From here you have three options (see screen shots below for visual reference):
 
  1. Edit the Volunteer Opportunity overview by clicking the "Edit" button at the top of the page if you'd like to edit basic information about the Volunteer Opportunity like: opportunity name, impact area, age requirements, search criteria, or the length of time the opportunity is listed on the website (by changing the "end date").
  2. Edit the Volunteer Opportunity description by clicking on the blue "Change Description" link below the Volunteer Opportunity Name, in the "Opportunity Title and Description" section. This link will bring up the “Static Page Editor” window that allows for basic website text editing.  After editing your description, click "Save" and then "Close." You will be prompted to reload the Volunteer Opportunity description window to confirm your updates.
  3. Edit the Occurrence if you want to update registration details for the opportunity, such as when and where* the opportunity takes place, how many volunteers are needed, and who at your organization should be receiving volunteer inquiries.  To edit the Occurrence, scroll down to the bottom of the Volunteer Opportunity page and find the "Occurrences" list. From there, you'll see at least one "Occurrence" listed in the form OC-######. Find the Occurrence you'd like to edit (there will only be one for Ongoing/Skills-Based Opportunities) and hit the "Edit" button to make your changes.
*Please Note: Locations are all stored as a separate "record" in our system, and must be created by your organization before you can select them for your Occurrence. If you would like to change the location to one that hasn't been previous listed, you'll need to create a new Location within the "Location" tab at the top of the Partner Portal screen.

    

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How do I add a new shift (Occurrence) to an existing Calendar Referral Opportunity?

The easiest way to add a new shift/Occurrence to an existing Calendar Referral is by cloning an existing occurrence and then changing the date & time information to reflect the new shift. Please note that all new Occurrences must be submitted at least one month in advance of the date they take place to be approved for the Project Calendar.
 
  1. Click on the Volunteer Opportunity tab and then click on the name of the opportunity you'd like to update.
  2. Scroll down to the bottom of the Volunteer Opportunity page and find the "Occurrences" list. From there, you'll see at least one "Occurrence" listed in the form OC-######.
  3. Click on a previous Occurrence to use as the template
  4. Once that Occurrence loads, find and click the "Clone" button at the top of the page. Change any information that needs to be edited for the new shift (start and end dates, times, location*, number of volunteers needed, Opportunity Coordinator**, etc.) and hit "Save."

* Locations are all stored as a separate "record" in our system, and must be created by your organization before you can select them for your Occurrence. If you would like to change the location to one that hasn't been previous listed, you'll need to create a new Location within the "Location" tab at the top of the Partner Portal screen.

** If you would like to add a different Opportunity Coordinator to receive email inquiries from volunteers, please note that they must exist as a contact associated with your organization before you will be able to select them for this role. To add a new Opportunity Coordinator for your organization, follow these instructions.                                                                        TOP

How do I let you know I want an Opportunity to be active/inactive on the website?
 
  1. Click on the appropriate Opportunity name within the Volunteer Opportunities tab.
  2. Once you are on the Volunteer Opportunity detail page, click "Edit" at the top, and within the Opportunity status section, select "Active" or "Inactive" from the drop-down menu labeled "change status above to."
Please allow up to three days for us to review your submission. You will receive an email when your project has been approved and is live on our site. (If you need us to inactivate a project you will not receive an email, as it is automatically taken off the live website when you request for it to be made inactive.)                                                                                       TOP

I received a notice that my organization's Opportunity/Opportunities are expiring. What should I do?

The email will include a prompt to update your opportunity (if desired) and a link to take you to your posting in the Partner Portal. If you would like to extend the volunteer opportunity past the current end date:
 
  1. Log in.
  2. Review the Volunteer Opportunity & Occurrence for accuracy.
  3. Make any necessary edits.
  4. Update the end date to extend your posting.


Please note, ongoing opportunities can be posted up for up to six months at a time. When you update the end date, the Volunteer Opportunity will be resubmitted for approval.       TOP

How do I delete old Volunteer Opportunities?

Our system does not allow for opportunities to be deleted. You can, however "Archive" old opportunities by adjusting the name - e.g. "(Archive) Event Support Volunteers Needed" to more easily sort through which opportunities are current in our system.

Need us to answer a question that is not included on this page?

Please email Kori Chisham at kchisham@crt.la.gov.