Skills and Achievements

Skills and Achievements

What is the Skills and Achievement feature?

  1. This feature allows Admins and Supervisors to create and track skills, achievements and milestones for their Vols-Staff members. For example, "Police background check completed," "Trained in CPR" or even a recurring requirement like "Attended annual training session."
  2. Admins and Supervisors can also create and edit their own categories, into which they can then put individual Skills & Achievements.
  3. Once they are set up, inside each Vols-Staff member's profile the “Skills and Achievements” section links to the status update of each skill.
  4. Back on the page to “Manage Skills and Achievements”, there is a report that lists upcoming and overdue skills & achievements for each and every person. This is available for Admins and Supervisors. 
  5. Admins and Supervisors Profiles have a notification setting for an end of month summary report on "upcoming and overdue skills and achievements".

How to Set up & Add Skills and Achievement items for Vols-Staff member

  1. Click on Vols and Staff in the left-hand menu
  2. In the yellow Admin only box, click on the "Manage Skills and Achievements" text
  3. Turn on this feature by checking "Use Skills and Achievement for my agency"
  4. Create Categories: iCarol has default categories (Certifications, Award, Milestone, Prerequisite, Skill and Training, Languages). If you would like to add your own categories you can do this now by clicking on the "Manage categories for Skills and Achievement" text and then on "Add new category" and enter each category you wish and click 'save'.
  5. Create Skills & Achievements: On the Manage Skills and Achievement page, you can add a new item by clicking on the "Add new Skill / Achievement" text. Along with the title, you can also enter a description, assign it to a category, define if it is ad hoc or recurring, specify what type of people it applies to and set email notifications.
  6. Click on Save.

Set up & Add Skills and Achievement items

  1. Click on Vols and Staff in the left-hand menu
  2. In the yellow Admin only box, click on the "Manage Skills and Achievements" text
  3. Turn on this feature by checking "Use Skills and Achievement for my agency"
  4. Create Categories: iCarol has default categories (Certifications, Award, Milestone, Prerequisite, Skill and Training, Languages). If you would like to add your own categories you can do this now by clicking on the "Manage categories for Skills and Achievement" text and then on "Add new category" and enter each category you wish and click 'save'.
  5. Create Skills & Achievements: On the Manage Skills and Achievement page, you can add a new item by clicking on the "Add new Skill / Achievement" text. Along with the title, you can also enter a description, assign it to a category, define if it is ad hoc or recurring, specify what type of people it applies to and set email notifications.
  6. Click on Save.

Update Skills and Achievement items at user level

Once you have set up skills and achievements for a Vols-Staff member you can also easily update them.  Here are the steps to follow:
  1. Click on Vols-Staff in the left-hand menu
  2. Click on the name of the person you would like to edit
  3. Inside their profile, click on the "Skills and Achievements" tab
  4. Here you will see a list of updated items for that person (if Skills categories were created,  and skills defined within them).
  5. If you would like to make further updates (edit or add items), click on the "Edit this person's Skills and Achievements" text which will bring up a new pop-up window that lists all of the applicable Skills and Achievement items identified for that Vols-Staff member's security level.
  6. Make updates to the status of the listed skill and achievements.  Choose from the drop-down menu: not done, to be done, in progress, to be completed, waived and/or enter a date and enter any notes in the notes text field
  7. Once the updates are done click on "save changes to Skills and Achievements"

View Volunteer and Staff Skills and Achievements

  1. Each Vols-Staff member can see their individual skills and achievement information in their profile.
  2. When a Vols-Staff member has chosen to share their profile information, skills and achievement details will also become visible to others.
  3. Admins and Supervisors can manage and update all skills and achievement information.
Steps to view Skills and Achievements:
  1. Click on "Vols and Staff" on the left-hand menu
  2. Look up the Vols-Staff member on the list and click on the first name
  3. Inside the profile, click on the "Skills and Achievements" tab
  4. Here you will see a list of updated items for that Vols-Staff member.

Report on Skills and Achievements details

  1. Admins and Supervisors can view and run reports on Skills and Achievement details for all users.
  2. Each user can only see those skills and achievement items that have been assigned to and updated in their user profile.
  3. The system also sends out automatic email notifications on upcoming and overdue Skills and Achievements to Admins and Supervisors if that email notification has been checked in their user profile. 

View list of Skills and Achievements:

  1. Click on Vols and Staff in the left-hand menu
  2. In the yellow Admin only box, click on the "Manage Skills and Achievements" text
  3. Created Skills and Achievements are listed and can be filtered by category. Click on "View" to see all details for each listed item.

Report on Skills and Achievement status details by user:

  1. Click on Vols and Staff in the left-hand menu
  2. In the yellow Admin only box, click on the "Manage Skills and Achievements" text
  3. Click on "reporting for Skills and Achievements" text.
  4. Update listed filter options as applicable and click on "Update".
  5. A list of Skills and Achievement details is listed by the user.
  6. To send an email to all or specific users on the list, click on the checkbox next to their name (or use the "send email to everyone on the list" checkbox)  
  7. Click on the user name to open their profile

Data Export on Skills and Achievement details by user:

  1. On the left and menu click on Admin tools
  2. Click on the "Tools" tab
  3. Inside the Data export box click on the "extract all of your data" text- enable data export needs to be checked
  4. Click on "Volunteer and Staff" checkbox
  5. Click on the 'export selected items above' button
  6. To extract the file click on the link in the 'Queued or ready for download' box and open the excel file Skills and Achievements

Automatic Email Notifications on Skills and Achievements

Admins and Supervisors can choose to receive automatic email notifications on upcoming and overdue Skills and Achievements.  To receive these emails, the email notification feature in their profile must be turned on first.  This feature only applies if the Skills and Achievement feature has been turned on (see related Skills and Achievement solutions).
  1. Click on "Vols-Staff" on the left-hand menu
  2. Search a person in the list and click on their first name to open their profile
  3. Click on the Notifications tab
  4. Click "Edit"
  5. Check "Upcoming and Overdue Skills and Achievements"
  6. Click "Save"

Prevent Vol-Staff from logging on to iCarol until Skills and Achievement is met

An Admin can block Vols-Staff from logging into iCarol if their  Skills/Achievements are required to be updated. 

Admins can find this setting by:
  1. Clicking "Vols-Staff"
  2. Click the "Manage Skills and Achievements"
  3. Click "View" on the particular Skill and Achievement  example: Criminal background check
  4. Click "Edit"
  5. Select "Must be completed before the person can sign on to iCarol" 
  6. Click "Save"
To reinstate access to iCarol that has been blocked due to uncompleted required skills and achievements an Admin will need to update volunteer/staff's skills and achievement status to 'completed' and enter a completion date.

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