/policies/,/policies/administrative/,/policies/administrative/uwhc/,/policies/administrative/uwhc/department-specific/,/policies/administrative/uwhc/department-specific/uw-organ-and-tissue-donation/,

/policies/administrative/uwhc/department-specific/uw-organ-and-tissue-donation/606.policy

20180232

page

100

UWHC,

Policies,Administrative,UWHC,Department Specific,UW Organ and Tissue Donation

Volunteer On‐boarding, Off‐boarding, and the Communication Process (6.06)

Volunteer On‐boarding, Off‐boarding, and the Communication Process (6.06) - Policies, Administrative, UWHC, Department Specific, UW Organ and Tissue Donation

6.06



POLICY
Established Date: December 2015
Effective Date: January 2018
Title: Volunteer On-boarding, Off-boarding, and
the Communication Process
Policy Number: 6.06

Electronically Approved By: Michael E. Anderson, PA-C Anthony M. D’Alessandro, M.D.
Executive Director Medical Director


Page 1 of 4
PURPOSE

The purpose of this policy is to describe the University of Wisconsin Organ and Tissue donation (UW OTD)
volunteer on-boarding, re-certification, off-boarding and communication process. UW OTD volunteers
educate the public about organ, tissue and eye donation and on how to register as an organ donor in one
or more of the following ways: staffing a booth or table at an event, as a public speaker, facilitating organ
donation information at a Wisconsin teen driver education class, assisting at community events or UW
Health transplant events, assisting University of Wisconsin (UW) Health Public Affairs or serving as the
Dottie Donor Dot mascot or mascot escort.

DEFINITIONS

Prospective UW OTD Volunteer: An individual who contacted UW OTD with an interest in educating the
public about organ, tissue, and eye donation.

UW OTD Volunteer: An active volunteer who educates the public about organ, tissue, and eye donation
and/or volunteers as the Dottie Donor Dot mascot or mascot escort. It is not necessary for UW OTD
volunteers to participate in the UW Health Volunteer Accreditation program to volunteer for UW OTD.

UW-Madison Student Volunteer: An undergraduate majoring in marketing/public relations/communication
who is a member of the Bucky PR service team representing UW OTD or a first-year UW School of
Pharmacy Student who provide volunteer services for UW OTD.

Inactive UW OTD Volunteer: A trained UW OTD volunteer who is no longer actively volunteering for events
or activities for UW OTD.

Accredited UW Health Volunteer: A trained UW Health volunteer who has: passed all the steps to register
for and attend a UW Health volunteer orientation, successfully completed the volunteer health assessment
and participated in a volunteer placement interview.

Volunteer Database: the UW Health volunteer management solution (volunteer database) utilized for
accredited UW Health volunteers and UW OTD volunteers





POLICY
Established Date: December 2015
Effective Date: January 2018
Title: Volunteer On-boarding, Off-boarding, and
the Communication Process
Policy Number: 6.06

Electronically Approved By: Michael E. Anderson, PA-C Anthony M. D’Alessandro, M.D.
Executive Director Medical Director


Page 2 of 4
FORMS

UW OTD Volunteer Contact Interest Form
UW OTD Volunteer Confidentiality and Agreement Form

POLICY

UW OTD Volunteer Onboarding Process
A. The prospective UW OTD volunteer will inform UW OTD of his/her interest by submitting a
completed Volunteer Contact Interest Form on the UW OTD website or by contacting the UW
OTD office by phone, email or letter.
B. A community outreach (CO) team member will save the soft copy of the “Contact Interest” form
to the folder J:Community Outreach>Volunteer Program>Completed Contact Forms.
C. The CO team member will add the volunteer contact information to the volunteer database with
the status of “Prospective Volunteer.”
1. The CO team member will email the prospective volunteer with instructions to register
and log on to the UW Health eLearning software.
2. The UW OTD Volunteer Training program is a modular training program. The volunteer
is unable to progress to the next module in the training program until he/she has
accurately answered the current module quiz questions.
3. The last module includes a link to the UW OTD Volunteer Confidentiality and Agreement
form
D. The prospective volunteer will complete the UW OTD Volunteer Training program by submitting
the UW OTD Volunteer Confidentiality and Agreement form that includes an electronic
signature and indicates the volunteer activities in which the volunteer is interested.
E. When a prospective volunteer does not complete the training:
1. At 14 days from the onboarding date, the volunteer will receive a 14-day auto-generated
email reminder with the training program log on and link information
2. At 30 days from the onboarding date, the volunteer will receive a 30-day auto-generated
reminder with the training program log on and link information
3. After 45 days, a CO team member will change the prospective volunteer’s status to
“Inactive Prospective Volunteer” in the volunteer database. The CO team member will
move their Contact Form to the J:Community Outreach>Volunteer Program>Completed
Contact Forms>Inactive folder



POLICY
Established Date: December 2015
Effective Date: January 2018
Title: Volunteer On-boarding, Off-boarding, and
the Communication Process
Policy Number: 6.06

Electronically Approved By: Michael E. Anderson, PA-C Anthony M. D’Alessandro, M.D.
Executive Director Medical Director


Page 3 of 4
F. A volunteer interested in a public speaking role, or instructing on organ donation information at
Wisconsin teen driver education classes, will complete an additional interview step over the
phone to be vetted as a public speaker.

G. Upon receipt of a completed UW OTD Volunteer Confidentiality and Agreement form, a CO
team member will email the prospective volunteer notifying them that s/he is now an active UW
OTD volunteer. The email will include instructions about the way in which event opportunities
are communicated to volunteers.
1. All UW OTD volunteers will receive an email communicating details about upcoming
community events and details
2. Approved UW OTD public speaker volunteers will receive a separate email
communicating upcoming speaking events, including driver education classes
H. When an individual is approved as an active volunteer, a CO team member will:
1. Save the soft copy of the “Agreement and Confidentiality” form to the folder:
J:Community Outreach>Volunteer Program>Completed Agreement Forms_Active
2. Subscribe the volunteer to the “Ripple Effect” transplant program quarterly newsletter,
unless the volunteer “opts out” for the newsletter on the Volunteer Agreement and
Confidentiality form
3. Change the volunteer’s status to “Active” in the volunteer database

UW School of Pharmacy Student Volunteers Onboarding Process
A. First-year UW School of Pharmacy (pharmacy) students will volunteer for UW OTD as a part of
their co-curricular learning. Two pharmacy students will serve as the communication contacts
for the CO team throughout the school year.
B. The pharmacy students will complete the UW OTD Volunteer Training program and the UW OTD
Volunteer and Confidentiality form.
1. The pharmacy student volunteer will be added to the volunteer database
C. The CO team will support and provide educational materials for the pharmacy students to use at
the approved events they organize.





POLICY
Established Date: December 2015
Effective Date: January 2018
Title: Volunteer On-boarding, Off-boarding, and
the Communication Process
Policy Number: 6.06

Electronically Approved By: Michael E. Anderson, PA-C Anthony M. D’Alessandro, M.D.
Executive Director Medical Director


Page 4 of 4
UW OTD Volunteer Re-certification Process
A. The CO team will update the UW OTD Volunteer Training program annually to be uploaded to
UW Health’s eLearning software
B. A CO team member will email the active UW OTD volunteers with the link to the UW OTD
Volunteer Training program requesting that all volunteers take the updated training program as
re-certification
C. A CO team member will record the date that each active UW OTD volunteer completed the re-
certification training in the volunteer database

UW OTD Volunteer Off-boarding Process
A. An active volunteer will notify UW OTD that s/he is no longer able to volunteer
B. A CO team member will change the UW OTD volunteer’s contact to the status of “Inactive
Volunteer” in the volunteer database. The CO team member will also note the date the
volunteer contacted UW OTD and the reason s/he is no longer able to be an active volunteer.
C. A CO team member will update the volunteer’s DonorLink contact information by removing the
“Volunteer” attribute and changing the contact status to “Inactive”.

REFERENCES

Volunteer Onboarding Process Flow Chart
UW School of Pharmacy Volunteer Onboarding Process Flow Chart
UW OTD Volunteer Off-Boarding Process Flow Chart