[Alex Court]

Hi MaryAnn, it is a function of those roles not being linked to a program, the way that athletes and volunteers are – they are chapter-level roles. We are working on figuring out a way to add that notice to those roles as well.

[Alex Court]

To clarify this for everyone’s benefit: The session status will remain Active, but when “Hide from Self-enrollment” is set to YES, a club will be invisible to athletes searching in the portal, but CCs, data admins, head coaches, and team managers will still be able to add enrollments within the portal. For now, you must ask me or Farkhanda to set “Hide from self-enrollment” to YES for a club, but this will eventually be a selectable option in the portal.

[Alex Court]

Yes, as long as those enrollments have not been deleted, you will still be able to see them. Enrollments with a status of “Submitted,” “In Progress,” “Pending Approval,” or “Pending Documents” will not change status upon the expiry date of the session – only Active enrollments will automatically change status. If you wish to roll those enrollments over to a subsequent session, contact me and Farkhanda, and we can take care of that for you (once the new session has been set up).

[Alex Court]

Just to clarify one of Farkhanda’s replies:

Is it possible to have a session marked as ‘Closed’ so that it is unavailable for self-enrollment, but still available to club managers for enrollment? No, there is no option for that.

If a club is full and does not wish to process new enrollments or waiting list enrollments, it can be hidden in the portal, so that no more online enrollments will come through. However, this will also preclude managers from processing enrollments in the portal. Any enrollments at that point would have to be processed by me or Farkhanda.

 

[Alex Court]

Hi MaryAnn, we have identified the source of this issue, and are implementing a fix that should permanently solve the problem. If you are still not receiving updates after a day or two, please let us know.

[Alex Court]

Hi MaryAnn, Farkhanda has asked SOC for official definitions of all volunteer titles. We are awaiting a response, and will supply those definitions when they are provided to us.

[Alex Court]

The YOS Award list has now been corrected and updated, and will be distributed in the near future. We apologize for the delay, and appreciate your patience while we ensured that the information contained in it is as accurate as possible.

[Alex Court]

I responded privately to Maryann on this topic, but for the benefit of everyone: Last week, SOC made a change to the permissions of the “Contacted” and “Reference Contacted Date” fields for volunteer references. These fields may now only be edited by DDs, Farkhanda, and me. This change was made to close a loophole that allowed volunteers to enter data into these fields.

[Alex Court]

Now that I think about it, I believe the session was recorded – maybe try reaching out to Cynthia at SOC.

[Alex Court]

I don’t think anything was sent out other than the PowerPoint deck.

[Alex Court]

There was a loophole in the portal (which I mentioned when we were on the conference call with SOC last month) that volunteers could enter in that a reference had been contacted and enter in the date of contact. It appears SOC closed that loophole in the past day or so. As it stands, only the DDs, Farkhanda, and I can enter in that info now – as long as the emails your clubs send include the date of contact, that will be fine. Also, please ask the clubs to cc me on any of those emails. Once the process is fully rolled out, this won’t be necessary, but in the interim (hopefully no longer than a week or two), the process you suggested will be fine.

[Alex Court]

MaryAnn, of the 57 unique volunteers who sent in forms (three people sent in two), 16 are active volunteers right now (28.1%), 17 more have had an active enrollment within the past year (29.8%), and 24 have not volunteered (42.1%). A conversion rate of 58% is pretty good, although higher rates are possible – Aurora is in the 65% range; Durham hits about 75%.

[Alex Court]

We would treat a situation like the one you describe in the same manner as if a club had no one willing to be a head coach – we would conduct a thorough search to identify a suitable candidate for the role. Using Oakville as an example, we received 60 volunteer registration forms through our old form system over an 18-month timespan. I am confident that a suitable candidate could be found from a pool of that size.

[Alex Court]

Here’s the way I look at it: I want our volunteers to focus on tasks that they are willing and able to do. In TO, we have several head coaches who say, “I don’t want to deal with that online admin stuff.” And I’m fine with that – if narrowly focusing on coaching and mentoring is what you want to do, and what you’re good at, do it – IF and ONLY if the club has a volunteer who is willing to be the team manager and handle those responsibilities. Going forward, you can be a head coach of a club with zero knowledge or interest in computers, but you CANNOT be the Team Manager. That is a role that will require using the interface and handling enrollments and other matters online. If you aren’t computer savvy, you can volunteer, you can coach, but you can’t do admin. That genie won’t be stuffed back into the bottle.

[Alex Court]

MaryAnn, I will probably handle those, as long as the number of references to call is not too onerous. We are very strongly encouraging references to be done online – since the bulk of references are professional references, we should be able to do this.