Volunteer Onboarding

Volunteer Onboarding settings determine which steps prospective GrandPals must complete before participating in your program. Review these settings with the appropriate people in your organization. This may include an Administrator, Program Coordinator, supervisor, volunteer screening contact, school board, or partner organization. Start with the requirements that normally apply in your community and the type of program you expect to run. You can return to these settings later if a school, residence, school board, or other partner requires something different.

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Before you begin

Confirm:

• Whether prospective GrandPals must complete an onboarding interview
• Whether Vulnerable Sector Checks are required
• How often Vulnerable Sector Checks must be renewed
• Whether volunteers must complete an annual offence declaration
• Whether requirements differ depending on where the program takes place

For example, screening requirements may differ when GrandPals visit a school, students visit a retirement residence, or the program is delivered virtually.

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Choose your onboarding requirements

In the GrandPals platform, open Settings and select Volunteer Onboarding. Review each setting and choose whether it should be required for your volunteers.

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1. Onboarding Interview Call

Choose whether prospective GrandPals must complete the automated onboarding interview. The interview introduces the program, asks a small number of reflective questions, and creates a draft volunteer bio for the volunteer to review.

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2. Vulnerable Sector Check

Choose whether prospective GrandPals must apply for and upload a Vulnerable Sector Check. If Vulnerable Sector Checks are required, make sure your VSC Letter settings are complete.

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3. VSC renewal period

Choose how often volunteers must provide an updated Vulnerable Sector Check. Use the renewal period required by your organization, school board, police service, or partner organization.

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4. Annual Offence Declaration

Choose whether returning volunteers must complete an annual offence declaration between Vulnerable Sector Check renewals.

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5. Save your settings

Review your selections and select Save. These selections determine which onboarding phases volunteers will see after signing in.

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Preview the volunteer experience

The sections below do not require any additional setup. They show what volunteers will experience based on the settings you selected above. The videos are the same explainer videos volunteers see automatically inside the GrandPals platform at the relevant stage.

• Complete Your Profile appears for every volunteer who is added to the platform and signs in.
• Onboarding Interview Call appears only when that phase is set to Required.
• VSC Application appears only when a Vulnerable Sector Check is required.
• Vulnerable Sector Check Upload appears only when the volunteer must provide a completed check.

You can watch these videos to understand the instructions and support volunteers if they have questions.

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Phase 1: Complete Your Profile

This phase appears for every volunteer. When a volunteer first signs in, the platform asks them to complete their profile. The profile collects:

1. First and last name
2. Cell phone number, or a landline number when needed
3. Date of birth
4. Legal name for Vulnerable Sector Check purposes
5. Address to support screening and location-based placement

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Video shown to volunteers

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Phase 2: Onboarding Interview Call

This phase appears only when Onboarding Interview Call is set to Required. When the volunteer is ready, they select Call Me and receive an automated telephone call from the GrandPals Virtual Assistant. The call:

• Begins only when the volunteer requests it
• Introduces the GrandPals program
• Includes a small number of reflective questions
• Does not request sensitive personal information

After the call:

• The platform creates a draft volunteer bio
• The volunteer can review, edit, and publish the bio
• The transcript is stored on the volunteer’s profile for coordinator review

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Video shown to volunteers

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Phase 3: VSC Application

This phase appears only when Vulnerable Sector Check is set to Required. The platform helps the volunteer begin their Vulnerable Sector Check application. The platform:

• Provides a personalized organization letter
• Uses the volunteer’s address to identify the appropriate local police service in Ontario
• Provides standard wording for common application questions

Suggested responses include:

• Title of employment or volunteer position: GrandPal Student Mentor
• Organization: Your implementing organization
• Description of responsibilities: Mentoring students

Requirements and application processes vary by police service. Volunteers should follow the instructions provided by their local service.

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Video shown to volunteers

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Phase 4: Vulnerable Sector Check Upload

This phase appears when volunteers are required to upload a completed Vulnerable Sector Check. When the volunteer receives their completed check, they can:

• Drag and drop the PDF file
• Browse their device and select the document

The uploaded document is securely stored. Authorized organization team members can review it from the volunteer’s profile.

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Video shown to volunteers

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You are finished when

• Your organization has selected its initial onboarding requirements
• The VSC renewal period reflects your policy
• The annual offence declaration setting reflects your policy
• Your VSC letter is ready, when Vulnerable Sector Checks are required
• You know which requirements may still need to be confirmed with a school or partner

You can return to these settings if your requirements change. Next, review your Team settings.