N. ZingBooks for 4-H volunteer record keeping

The state 4-H office and the state Volunteer management office coordinate efforts to keep ZingBooks up to date.

Best practice at county level:

• Have volunteers sign up immediately when you begin process
• Have volunteers use their legal name
• Leave volunteers in the Pending Volunteer bucket until they have completed all requirements.

Data entry protocol in Zingbooks

1. Pending Volunteer list is updated each week, usually on Thursday or Friday
2. Membership list is updated as we re-validate background checks
3. Background checks are done once per year, in the month in which the original was checked
4. A date of 01/01/1900 means there I have looked up the record, it isn't complete, and I've entered Notes
5. Data points and what they mean
   1. DCC status approval:  is the date HR approved the most recent appointment in UAccess.  Many volunteers have been in and out of the system over the years.  If the first record in the state Coop Ext database is a roll-over transaction, we have entered 01/01/20xx for the year of the roll over.  If you need a complete history of DCC status for a volunteer (such as for awards) email gblumanhourst@arizona.edu with name, DCC # and specifically what you need to know. 
   2. DCC status notes:   DCC number goes here.  There are several other possibilities:  “No records in state office” means they haven’t been entered into Uaccess since 2018, when Dominic set up the state office database.  Otherwise, I put in a description of what I know such as:  NEEDS DPS to vol for 4-H, never finished DCC in 20XX, terminated by state 4-H office for policy violation, etc. 
   3. DPS card approval is the date last time the validity of the card was validated.  We check each card each year, usually in the month it was check in the previous year.
   4. DPS card notes contains the DPS card number, the IdentityVerifiedPrint or Application number (which volunteers can use to renew) and the expiration date of this card.
   5. 4-H orientation should fill within ZSuites when the volunteer completes it.  If you have a certificate from times before ZSuites, you can enter the completion date here.
   6. Youth Safety training completion date is the last date when the training was complete. 
   7. Youth Safety training completion notes:  Notes about when the training expired or if the volunteer tried but didn't complete the session.
   8. Harassment Prevention Training completion date and notes can be filled in by you if your volunteer provides you the certificate from the training.
   9. Defensive Driving Class is a county-by-county requirement, not a state requirement.  You can fill in the completion date if your volunteer provides you the certificate from the training.
   10. Chaperone Training is only required for those folks who are travelling or camping with youth.  The state 4-H office, not volunteer management, monitors this training.
   11. Cash Handling can be completed in EDGE or you can access the PowerPoint which has been approved by FSO for use in group trainings in your county.  You can enter this completion date.

As of November 2021, all training dates for Youth Safety (from D2L) and Preventing Harassment and Driver Certification (from EDGE) have to be looked up volunteer by volunteer from the learning platform.  As of December 2021, both D2L and EDGE will be queried for the volunteers on the list for DPS validation for the month.  We have asked EDGE to pull Youth Safety into EDGE and we have also asked for a way to pull a report of all people in a county that shows each training the person has taken.  When these two things are accomplished, the update in ZSuites will be much quicker.  Until then, we thank you for your patience.  Contact gblumanhourst@arizona.edu with questions or needs regarding these records.