❖ Heads up! This article is only intended for Site Managers.
Now that you've created some Prerequisites or Qualifications and waivers, it's time to take a look at how they function for your volunteers. Even if you haven't already created them, it's a good idea to understand how the process works from the volunteer's perspective—especially if they reach out with any concerns or issues.
One of the most important challenges you face is making sure a volunteer is ready to tackle the Needs or Opportunities they're signing up for—from driving a van to packaging food for families. Your organization, Agency, or Program may also welcome young volunteers learning to be civic-minded.
Therefore you must consider the risk of liability for your organization, Agencies, Programs, and volunteers. Risk can avoided with a carefully drafted waiver. Since both adults and minors must sign the waiver to be qualified, you can set up the Prerequisite or Qualification with certain permission levels to ensure your waivers are signed!
Signing an Adult Waiver
Here is how a volunteer responds to a Need or Opportunity with a required waiver attached:
1. Click Respond for the Need or Opportunity.
2. The Submit Qualifications screen appears.
3. Click the waiver beside Click to sign.
The When's your date of birth? screen only appears if the volunteer hasn't entered their date of birth (DOB) on their profile.
If the volunteer is 18 or older, the site presents them with the Adult Liability Waiver.
If the volunteer is under 18, the site presents them with the Minor Liability Waiver.
4. Once the DOB is entered, click Submit Date of Birth. They also have the option to save their birthday in the system.
The eSign Confirmation window appears—Click Continue.
5. To sign the waiver electronically, the volunteer clicks the fields, enters their name and initials, and/or selects the date they're signing the waiver. Where and which fields appear on the waiver depends on how you set them up when you created the waiver.
6. Click Complete Signing.
If you have the waiver qualification set to not auto-approve, then its status defaults to Pending until you manually approve it.
If you have the waiver qualification set to auto-approved, then the status is set to Qualified.
7. The volunteer is taken back to the Submit Prerequisites or Qualifications screen. If there are any additional Prerequisites or Qualifications to complete, they can complete those now, then press Submit Prerequisites or Qualifications to finish.
Signing a Waiver as a Minor
You may require a parent or guardian to co-sign a liability waiver on behalf of minors before they can respond to a Need or Opportunity. To sign the waiver as a minor:
1. Click Respond for the Need or Opportunity.
2. The Submit Qualifications screen appears.
3. Click the waiver beside Click to sign.
The When's your date of birth? screen only appears if the volunteer hasn't entered their date of birth (DOB) on their profile.
If the volunteer is 18 or older, the site presents them with the Adult Liability Waiver.
If the volunteer is under 18, the site presents them with the Minor Liability Waiver.
4. Once the DOB is entered, click Submit Date of Birth. They also have the option to save their birthday in the system.
5. If the user is under 18, then they're asked to provide Parent or Guardian Information. A parent or guardian must fill out the required fields and select Submit Information.
Did the parent or guardian not receive the email to sign the waiver? Make sure they check their spam folder!
6. The eSign Confirmation pops up—click Continue and then the user can view and sign the minor waiver.
7. Sign and/or date each field and click Complete Signing. A popup appears asking Are you sure?—select Yes.
8. After the minor signs the Waiver, an automated email is sent to the parent or guardian with the subject line “Please Sign This Waiver For <Name>.” The email contains a link for them to access the waiver they need to sign. Click the link:
9. The eSign Confirmation window appears—click Continue.
10. Follow the waiver screen prompts to eSign and date the waiver.
11. Click Complete Signing.
11. The Are you sure? screen appears—click Yes.
12. After the parent or guardian eSigns the waiver, an automated email is sent to the minor's inbox.
How to Resend a Minor Waiver
Volunteers can resend a request for a parent's signature on a minor waiver right from their profile. Here's how:
1. Have them go to their profile and select Prerequisites or Qualifications.
2. In the Completed Prerequisites or Qualifications table, they'll click Resend Email under the Response column.
3. From there they can review the information and make any necessary changes to their parent's information as needed.
4. When they're ready to resend, have them click Submit Information.
