New Volunteer Management System

Special Olympics Indiana begins a new era of volunteer management, as it unveils its new online volunteer management system (VMS) on Monday, November 16th. From home or work, and at their convenience, new volunteers can fill out the Coach/Volunteer Application, submit their background check, take the Coach/Volunteer Orientation, and complete their Online Protective Behaviors (OPB). All steps will be online!

A fifth component has been added – concussion awareness training. The new VMS will navigate new applicants through the Class A application and training process. VMS is a secure online system. It will walk the applicant through each of the five steps: 1) Coach/Volunteer Application, 2) submit their background check, 3) Coach/Volunteer Orientation, 4) complete Online Protective Behaviors (OPB), and 5) concussion awareness training, at the applicant’s convenience.

This new online process is for all coaches, Class A Volunteers, and Unified Partners. Whether a coach, volunteer or Unified Partner, all youth will also register through VMS.

For youth ages 14-17:

• Youth applicants who have not reached their age of majority (age 18) may be accepted as volunteers in non-supervisory positions only.
• A background screening will not be completed. While some information pertaining to the background screening may be asked, that information will not be stored or utilized.
• A youth applicant must complete all five steps.

For youth ages 8-13:

• Youth applicants under age 14 must be chaperoned by an adult.
• A background screening will not be completed. While some information pertaining to the background screening may be asked, that information will not be stored or utilized.
• Parents and/or guardians of the youth applicant must complete the five steps for their dependent. This will allow the parent/guardian to understand the protocols taken by Special Olympics Indiana to ensure the safety of all participants, including their dependent.
• Youth ages 8-13 may find information in the Coach-Volunteer Orientation interesting and educational.
• Parents and/or guardians should review the information within the Protective Behaviors training and Concussion Awareness training before sharing with their dependent. This information may be sensitive in nature.

Current Class A Volunteers/CVO

All current Class A Volunteers (those who had valid dates for all three components – application, CVO, and OPB, and a valid email address) have been uploaded into the new system. On Monday at approximately 10:00 a.m. these Class A Volunteers will receive an email asking them to activate their account.  The email will come from volunteers@soindiana.org.

If a volunteer does not receive an email, then he/she is not in the system (most likely due to missing a component or an in-valid email address), he/she will need to complete the online registration and training to become a Class A Volunteer, as if they were a brand new volunteer.

Current Unified Partners

Unified partners (that are not Class A Volunteers) will need to complete the online registration and training to be a Class A Volunteer/Unified Partner, as if they were a brand new to the system.

Do all volunteers need to register online?

Special Olympics has two classification of volunteers. They are defined as:

• Class A – Any volunteer who has regular contact with athletes (coaches, chaperones, Unified Sports® partners or administrative authority) is required to complete the online register and training.
• Class B – Any single event and/or one-day volunteer (without SO athletes in his/her charge) must sign in on the Single Event Volunteer Registration form and provide a photo ID. Class B Volunteer is not required to register online.

So what happens when my OPB comes due?

Class A Volunteers are required to retake their Online Protective Behaviors (OPB) training every three years in order to maintain their certification. The VMS will email you when its time to retake your OBP.

Paper applications for Coach/Volunteers and Unified Partners are no longer accepted.

Any questions or a need for assistance, please contact our Volunteer Coordinator, Angie Schuman, at aschuman@soindiana-rod.org or our Program Coordinator, Greg Townsend, at gtownsend@soindiana-rod.org.