VTH Volunteer Process 

Purpose/ Applicability: To outline the process that takes place when a person wants to volunteer at the VTH.

Scope: This covers University of Illinois students and staff members as well as community members wishing to be volunteers at the VTH.

Definitions:

• HIS – Health Information System
• netID – a name assigned that is unique across all University of Illinois campuses, serving as a login for many University computing and networking services
• UIN – University ID number

Procedure:

1. Per the Volunteer, Job Shadowing and Educational Programs Policy (#Sec1203), volunteers must be eighteen (18) year of age or older.
   
   
2. Supervisors of volunteers will send the link below to volunteers for them to complete the Volunteer Agreement & Release of Liability form. It is located on the intranet under VTH, Resources, Forms. This must be completed on an annual basis to confirm current information is correct. https://go.vetmed.illinois.edu/volunteer
   
   
3. Those applicants that are U of I students or employees will log in using their netID and password.
   
   
4. Those applicants that are not U of I students or employees will be made to create an account via the link, thereby creating a signature. 
   
   
5. The applicant will receive an email notification of a received application once they complete the application. 
   1. If the applicant is a CVM student/staff member, the email will notify them that they should have already completed required medical records training and are now eligible to volunteer.  An email will go to the service notifying them of this status.
   2. If the applicant is not a CVM student/staff member, but has a netID, the email will also have a link to complete the VTH Security Confidentiality Access & Release of Information training via Canvas and the Information Security Compliance Form within this training.
   3. If the applicant is not a University of Illinois student or staff member, the email will inform them that they will be contacted by medical records to complete training required to volunteer.
   4. Volunteering may not take place until this training is completed.  A link to the Volunteer, Job Shadowing and Educational Programs policy is also included in the emails.

6. Once the applicant completes the online application form, an email notification goes to the Referral Coordinator, the supervisor of Medical Records, the VTH administrative aides, and Web Help Desk (medrechelp@illinois.edu)
   
   

   1. 1. VTH Administrative Aides
         1. To request a UIN/netID, visitor badge and building access for those who are not U of I students or employees. 
            1. The application triggers an email to the aides if the application is created for a non-U of I applicant.  A UIN needs to be created in order to obtain a netID. 
            2. VTH administrative aide completes the unit and sponsor, card and payment, and card activation and deactivation dates portions of the Visitor ID Request paperwork from campus once they obtain the UIN.  They will then provide the paperwork to the community volunteer to complete and take with them to obtain a visitor ID on campus at the ID center in the Illini Union Bookstore. Cost of $10 for the visitor ID to be paid for by the volunteer.
            3. Once the visitor ID is obtained, the VTH administrative aides need to be notified so that they can request access to the appropriate building from facilities for those volunteers.  This may take 48-72hrs to process.
            4. Once the netID is obtained, the VTH administrative aide goes into the application system to select that this step has been completed, thereby sending an email notification to the medical records supervisor that they may begin Canvas training for HIS confidentiality with the applicant.
         2. To request building access for U of I undergraduate applicants from facilities
            1. An email notification will be sent to the administrative aide if an application is created by an undergraduate student.
            2.  Once a volunteer is done volunteering, the volunteer supervisor must notify the VTH administrative aide so that building access can be inactivated.  Once selected as “do not renew” in the application system, an email notification will also go to the administrative aide.
   1. 2. Medical Records supervisor: 
         1. A netID is needed for the Canvas training (process above with admin aide)
         2. Once the netID is obtained for non-U of I applicants, medical records will set applicant up in Canvas.  Once done, they will go into the application system to select that this step has been completed, thereby sending an automatic email to the applicant notifying them they can now complete the required training and form.
         3. Once the applicant has completed the training and form, the Medical Records supervisor will receive notification and go into the application system to select that this step has been completed, thereby sending an email notification to the service the applicant selected so that the applicant may begin volunteering.
         4. If the applicant is a CVM student/staff member, no notification goes to medical records, as the applicant has already completed required training.
      3. Referral Coordinator
         1. Receives notification of all applications submitted
         2. Verifies that service applicant selected as area of interest to volunteer is service intended.  If not, goes into application system and corrects.
      4. Web Help Desk:  as backup if Medical Records supervisor is out.
      5. VTH Service:
         1. Do not receive an email notification of application since they already know the applicant is applying.  This prevents them from receiving numerous emails.
         2. Do receive email notification once Medical Records process has been completed.  Volunteer may not volunteer until this has been received.

7. Wildlife Medical Clinic ambassador animal volunteers are required to be on an IACUC protocol and complete paperwork. There is notation on the applicationletting them know that they will be required to do IACUC training and will be notified via their campus email. The Wildlife Medical Clinic Director takes care of this because it is completely separate and in addition to volunteering requirements.

8. Once complete, the form cannot be edited by the applicant and will be finalized and read-only. Administrators may change the “area of interest” if completed incorrectly.
   
   
9. Applications do not renew annually. 
   1. 1. If the supervisor does not already have access to the application system, they must request it from the Referral Coordinator, who will then submit a ticket to IT.
      2. If an applicant is renewing, the supervisor goes to the above link (step 2) and in the complete/renewed responses, they individually select the box in the “send renewal email” column for that specific applicant.  The email will ask the applicant to confirm that all current information is correct.
      3. If an applicant is not renewing, the supervisor goes to the above link (step 2) and in the complete/renewed responses, they individually select the box in the “do not renew” column for that specific applicant. The application will automatically move to the “Not Renewed” portion of the application system.
      4. Once a volunteer is done volunteering, the volunteer supervisor must notify the VTH Administrative Aides. The aides will request that the netID/UIN/visitor  ID/building access be inactivated depending on the volunteer status (non-U of I  vs. undergrad).