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Additional coordinators can be added to a Better Impact account as needed. There are two levels of administrative access at the department level, Dept Coordinators and Volunteer Coordinators. Both levels are fully functional in the direct management of volunteers.

All Dept Coordinators are volunteer coordinators, but Volunteer Coordinators are not Dept Coordinators.Ìý

Generally, accounts are limited to two Dept Coordinators, but can have unlimited Volunteer Coordinators.

Dept Coordinators are responsible for the overall management of the Better Impact account. They are the liaison between the department and the Enterprise (RMI). Dept Coordinators are responsible for the various elements necessary to comply with legislation and ensuring that these requirements are being fulfilled by all in the department. Dept Coordinators will also be asked to provide reporting as needed by the Enterprise (RMI).

Dept Coordinators must authorize the addition of any new Volunteer Coordinators by emailing ucvolunt@ucalgary.ca with the request, and including an Oath of Confidentiality signed by the new coordinator that is to be added. Blank Oath forms are available below.

All coordinators must also provide their Volunteer Coordinator OHS Orientation Certificate of Completion before gaining administrative access to a Better Impact account. These can be sent in with the request to add or separately. No access will be granted until both the Oath and Certificate are provided.

^{Rev. Jan 8, 2024}

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To remove coordinators from the Better Impact account, please send an email with your request to ucvolunt@ucalgary.ca. These requests should be made by Dept Coordinators but not mandatory.

It is important that no one continues with administrative access to Better Impact if they are no longer working for the University and specifically for the department in question. We only know when these people leave if we are told by someone.

Please make it a habit to annually review the people with admin access assigned and advise RMI of any changes.

^{Rev. Jan 8, 2024}

Positions that include volunteer management as part of their duties, should be including a succession plan for taking over administrative access on Better Impact.

Please use the process noted above for Adding New Coordinators and ensure that RMI is advised to remove the previous employee from the Better Impact account.

^{Rev. Jan 8, 2024}

If you have recently acquired a Better Impact account and are a NEW account administrator, please join us on Zoom any second Monday between 9:30 and 11:00 a.m. for follow up support.

These Zoom sessions will be conducted as informal opportunities to ask questions specific to your situation; using the Better Impact system; or complying with specific VRMS legislated requirements.ÌýThe meetings will only remain open to join for 30 minutes after the scheduled start time. The link to join is in the Admin News section on your Better Impact account dashboard.

^{Rev. Jan 8, 2024}

The VRMS HandbookÌýcontains instructions for incorporatingÌýÁù¾ÅÉ«Ìà compliance processesÌýwhen using volunteers to support UCalgary programs and events. Instructions for some of the functions in Better Impact are also provided. This handbook is also available in the Enterprise Document Library of your Better Impact account.

^{Rev.Ìý Sep 24, 2024}

TheÌýpersonal information maintained in the Áù¾ÅÉ«ÌÃ’s Better Impact volunteer management system is confidential. All volunteer coordinators must submit a signed Oath of Confidentiality to ucvolunt@ucalgary.ca before being granted administrative access to a Better Impact sub-account.

Blank forms can be obtained by clicking the button below, or from the Enterprise Document Library on your Better Impact account.

^{Rev.Ìý Jan 8, 2024}

Generally, volunteers for the Áù¾ÅÉ«Ìà must be age 18 or older. However, we recognize that, on occasion, individuals under age 18 are engaged as volunteers. These volunteers have special requirements, so please contact ucvolunt@ucalgary.ca for Risk Management position review and approval before committing to the assignment. The full process is available on the Enterprise Document Library in your Better Impact account.

When considering using volunteers that are under the age of 18, opportunities should be limited to:

• Interaction with participants/clients is minimal and supervised by a paid employee;
• Only public, non-intimate settings and/or open space with high visibility and supervision;
• Supervisor is regularly present;
• Casual, non-intimate relationships that occur in brief interactions and/or over short periods of time (i.e. classroom or special event volunteer);
• No required physical contact with participants;
• No lead positions where participants are also under age 18;
• No access to personal or confidential information;
• No assignments after midnight;
• No driving assignments.

For those under the age of 18 who will be accessing laboratory space as part of the proposed assignment, please follow the process as detailed in the as they cannot be registered as Áù¾ÅÉ«Ìà volunteers.

Laboratory - a space or facility where hazardous conditions may exist. Such conditions include, butÌýare not limited to, the presence of chemicals, biohazards, radioactive materials, radiation emitting devices (lasers, x-ray), drugs, machinery, high voltage discharge and temperature extremes.

^{Rev. May 23, 2024}

All volunteers must accept the liability waiver before being approved as a Áù¾ÅÉ«Ìà volunteer. This question is included on all application forms and the detailed text is available to them under their myImpactPage profile. Should they wish to have a hard copy for reference, you can download it from here, or from the Enterprise Document Library in your Better Impact account.

^{Rev. Jan 8, 2024}

The following Privacy Statement is included on all volunteer applications in Better Impact Volunteer Management System. Should the volunteer wish to have a hard copy, you can download it here or from the Enterprise Document Library in your Better Impact account.

"This Information is collected under the authority of section 33(c) of the Freedom of Information and Protection of Privacy Act. It is required for the recruitment, scheduling, and associated reporting of volunteers and volunteer activities at the Áù¾ÅÉ«ÌÃ. For questions, please contact the FOIP office at 403.210.8405, or at foip@ucalgary.ca, or refer to the ."

^{Rev. Jan 8, 2024}

In the Volunteer Coordinator OHS training, Volunteer Coordinators are provided directions and information about:

• preparing the relevant Hazard Assessments
• when Hazard Assessments should be presented to volunteers for signature,
• and how these records should be retained

For additional information about OHS requirements, assistance with preparing the Hazard Assessment, or blank forms, please contact Environment Health & Safety.

All volunteer coordinators are required to complete the Volunteer Coordinator OHS Orientation one time before beginning to manage volunteers. The Certificate of Completion is required to be granted administrative access to Better Impact.

^{Rev.Ìý Jan 8, 2024}

The Volunteer OHS Orientation is hosted as an eLearning module within the Better Impact system. New applicants should be directed to complete this training by sending them a link to the eLearning module (generated in your Better Impact account) or, to access it from their profile, under the Training menu option on the myImpactPage portal. The volunteer should not be approved for assignment until they have completed this training.

Upon completion, Volunteer Coordinators will receive an email notification that the volunteer has successfully completed the training, and the Volunteer OHS Orientation qualification on their profile in Better Impact will automatically update.

This OHS training is only required to be completed once. The Better Impact system will restrict the volunteer from repeating the training, and the respective qualification will follow them throughout all volunteering at the University as long as they use the same login for all UC departments. Volunteer Coordinators should confirm that the training was completed by checking the Qualifications tab under the volunteer's profile.

^{Rev. Jan 8, 2024}

If a Volunteer Injury can be Treated by First Aid

TheÌývolunteer coordinatorÌýmust take the following steps:

• Call Campus Security to report the injury at 403.220.5333
• Initiate theÌý
• Contact Environment, Health and Safety (EHS) at 403.220.6345 for assistance with completing the OARS report.

Should reporting to the Worker's Compensation BoardÌý(WCB) be required, the volunteer must complete theÌýWCB Worker ReportÌýand Staff Wellness will complete the WCB employer report.

Injured Volunteer Requires More Than First Aid

The volunteer coordinator must take the following steps:Ìý

• Call 911 for an ambulance if requiredÌý
• Call Campus Security atÌý403.220.5333Ìýimmediately to report the injuryÌý

Campus Security will contact Environment, Health and Safety who will also initiate the OARS Report.

^{Rev.Ìý March 23, 2023}

Advise volunteers to download the UCSafety App to receive alerts on their cellphone in case of an emergency on campus. TheÌýUCSafety appÌýis available on the or on .Ìý

More information is available at ucalgary.ca/safetyapp.