A Step-by-Step Guide to Promoting Your Volunteering Opportunities Online to University of Huddersfield Students The below guide has been designed to help you register your organisation with Huddersfield Students’ Union and allow you to upload your volunteering opportunties to our brokerage service.
Step 1: Register your organisation
Select ‘Organisation Registration’ at the bottom of the Organisation Hub page.
The following page should appear where you can now upload your organisation information.
Make note of the e-mail address and password you register with. You will need to use these to log onto the website to upload your volunteering opportunities once your organisation has been registered and accepted.
It is important that you upload all the documents outlined. Please attach the actual policies stated, submitting a document that outlines you have a policy will not be enough.
Step 2: Upload Your Volunteering Opportunities
Only once your organisation has been accepted will you be able to upload your volunteering opportunities. You will receive an e-mail confirmation within 24hrs informing you if your organisation has been accepted.
Once you have received confirmation of your organisation’s acceptance you can start to upload your volunteering opportunities.
Go to Huddersfield Students’ Union’s website: www.huddersfield.su. To upload your volunteering opportunities you will need to sign in to the website via the top right hand corner of the page.
Enter the e-mail address and password that you used to register your organisation with in the ‘guest sign in’ option.
Once you have signed in, the front website page will reload. Your name will now appear where the sign-in option was. To upload new volunteering opportunities and to check your volunteering applications select ‘your dashboard’.
If you ever need to make a change to the organisation details you originally registered with, you can do this by selecting ‘your account/ profile’.
When you have selected the dashboard option, select the volunteering tab in the grey toolbar at the top left hand corner of the screen and select ‘manage opportunities’. This page is where you can modify and track your opportunities. In the order of the icons that appear on the right hand side of the screen in line with each opportunity, you are able to show, edit and view volunteer applications for each opportunity. There is also an icon for timesheets, please ignore this icon as it is not a feature we are using. To create a new opportunity, select ‘new opportunity’ at the bottom left hand corner of the screen.
Step 3: Viewing Volunteering Applications
Once selecting ‘new opportunity’, the above page will appear on your screen. Here you can insert the information on your opportunity. Students can filter search opportunities to suit them through keywords, opportunity date, availability, area of interest, interested activities, skills that can be gained and required skills. It is important that you provide accurate details to ensure that your opportunity will appear when a student is searching for an opportunity that might match what you’re offering. Your opportunity will be reviewed within 24 hours of you submitting your information. Only once your opportunity has been approved by a Students’ Union member of staff will it go live on the website.
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Once your opportunity is live online students can begin to sign up to it. The Students’ Union have to approve students’ applications to volunteering opportunities before their details are forwarded on to you, again this is a process that will be completed in 24 hours of a student submitting an application. You will be notified immediately by an automatic e-mail when a student has applied for any of your volunteering opportunities. You can view volunteering applications in two different ways: By going back to the page where you can ‘manage your opportunities’ you can view volunteer applications per opportunity by selecting the third icon to the right hand side in line of each opportunity (1). Or you can select ‘volunteering applications’ just underneath the top blue toolbar (2).
Above is an example of how volunteer applications will appear. In the above example you can see that in that status box it says ‘pending approval’, this means that the student volunteer application is waiting to be approved by a Students’ Union member of staff before you can view their full details. Student volunteer applications will be reviewed by a Students’ Union member of staff within twenty-four hours of them being submitted. Once a volunteering application has been approved for your volunteering opportunity you will then be able to access the full details of the student volunteer, please see an example of the information you would be able to see above. (To view the details of your volunteer select the icon that appears after the status box at the end in the above screen shot).
Any problems? If you encounter any dificulties in any of the processes outlined above please don’t hesitate to contact the Students’ Union Volunteering team: Telephone: 01484 473546 E-mail: volunteering@hud.ac.uk
What happens next? If you have followed the process outlined above, your volunteering opportunities will now be presented on our Students’ Union website. What’s expected from you: Record of students volunteering to be returned every month. Following the uploading of your volunteering opportunities, every month we will contact you with a spreadsheet we expect you to complete and return. The spreadsheet will be collecting key information for us to be able to record which volunteers are actively volunteering with yourselves and how often they are volunteering with you. Please make sure that you return this spreadsheet to us, as it is vital for our work in measuring the positive impact our students have. What to expect from us: Promotion of your Volunteering Opportunities. Once you have uploaded your volunteeirng opportunities we schedule regular notices of your opportunities from our @HudSUVolunteers and @HuddersfieldSU Twitter accounts. Monthly bulletin e-mails are also sent to our registered volunteers and student clubs and societies with a focus on each organisation registered with us and their current volunteering opportunities. We shall also make sure that registered organisations/charities are given priority invitations to any volunteering fairs that we host.