If an opportunity requires a DBS then only volunteers who have their DBS details recorded in the system will be able to join.
Entering volunteer DBS information outside of the induction process?
Only administrators can update or enter DBS details.
1. Login as ADMIN
2. From the menu goto VOLUNTEER MANAGEMENT then FIND VOLUNTEERS
3. Click on the volunteers name to view their profile
4. Click on the EDIT button to change their profile
The DBS fields are right at the top of their profile.
Monitoring DBSs that are close to expiring ?
VolunteerKinetic will not only keep track of DBSs that are close to expiring but will also quickly let you know which DBS applications are overdue.
If you goto VOLUNTEER MANAGEMENT > DBSs you will see that the DBS page is split into two halves, with the OVERDUE DBS on the left and EXPIRED DBS on the right.
VolunteerKinetic will also warn volunteers that DBSs is due to expire at 60, 30 and 7 days via email. The email will prompt them to contact you in order to organise a renewal.
Adding a volunteers DBS?
Having accurate and current DBS information about the volunteer is essential and may form part of your guarantee to the providers of opportunities.
The DBS data you can store involves details about the DBS itself and then also supporting documentation that you can scan or photograph and upload to the volunteers profile.
If you click the info icon next to any volunteer you will bring up their profile page. From here you can edit their DBS details. If this volunteer does not yet have a DBS you can enter details of their application, including the application reference number and the date of the application. You should also upload images of their supporting identification that they have brought to you. By entering the DBS application date the system can keep track of all DBS applications and let you know any outstanding applications that have not been returned or updated.
Once a valid DBS has been obtained you can select YES for their DBS cleared status. This will reveal some extra fields for you to fill in about their DBS. Most important of these fields is the expiry date, without an accurate expiry date it will not be possible to inform you when a volunteers DBS is due to expire or to prevent DBS cleared volunteers from joining opportunities that require a DBS when theirs has actually expired. Please check these details very carefully.