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Volunteer Management System

The Volunteer Management System is an application for Sri Sathya Sai Vidya Vahini (SSSVV) Volunteers, available on desktop, Android, and iOS devices, including Tablets.

New Volunteers

The app supports new volunteers in initially registering and informing SSSVV of their desire to contribute to Bhagawan Baba’s Digital Education Mission through SSSVV. Once registered, the new Volunteer goes through an onboarding process, wherein he/she is provided an overview of SSSVV’s activities. This helps the volunteer to determine, in consultation with the SSSVV onboarding team, which team/sub-team of SSSVV he/she is most qualified and experienced to contribute to. A discussion with the respective team lead during the onboarding process helps the volunteer to understand what activities within that team they can participate in, how and when their inputs are required and how much time they need to spend vis-à-vis their own availability.

On completion of the onboarding process, the volunteer will be approved, and the agreed-upon team/sub-team will be assigned. As the volunteer works with SSSVV more and more, s/he may be able to identify other areas for contributing to and accordingly update his/her profile when they start contributing in newer areas.

Current Volunteers

There is a transition process available for existing and currently active SSSVV volunteers. They can do a quick-fire registration, and there is no onboarding process for them. While doing the registration, they can indicate multiple teams/sub-teams they are currently working within SSSVV, and this will be accepted as such. Going forward, they can update their profile for any changes in their contribution to other teams/sub-teams.

Volunteer’s Contribution

Every quarter, all volunteers are required to submit their contribution statements as an offering of seva/selfless community service directly to Bhagawan Baba. As outlined earlier, SSSVV is a program under Sai’s Mission, and volunteers serve out of love for Bhagawan Baba and commitment to His teachings. All volunteers are answerable to their conscience and need to therefore report to Baba as a symbolic gesture of that pristine intention. After every quarter, an additional month’s time is given to all volunteer to submit their contributions for that quarter. The actual contribution statement for the quarter is confidential, and what one records as their contribution is between the volunteer and Bhagawan. It’s up to the volunteer to write a detailed account of their contribution, OR they may just write one sentence. The Director will print the entire team’s contributions and physically offer them at the sacred Maha Samadhi at Prasanthi Nilayam.

Along with the above contribution submission, a volunteer will need to provide the following details. These details will be used for analysis and future planning by the SSSVV team leads:

Approximate number of hours/days spent by you on SSSVV work during the preceding quarter. This is an approximate measure of time put in by the volunteer as a part of their contribution, and this will be used for reporting purposes.
Challenges you faced while executing your work. You can continue to update this throughout the quarter. Should the volunteer face any challenges in their work, they may mention the same here. The SSSVV leadership team will try to address these challenges so that the volunteer can contribute better.
Approximate number of hours you plan to work in the coming quarter. The SSSVV leadership team will use this number to better plan their activities.

Categorising of Volunteers

Submission of quarterly contributions confirms that the volunteer is active. Since this is a volunteering activity, the quantum of submissions or time spent during the quarter does not matter so long as this quarterly submission is made. If a volunteer skips multiple quarters, they would be categorised as partially active or inactive, in which case the process of deboarding may begin. SSSVV leadership will work with volunteers to ensure that they contribute to whatever is possible in each quarter and submit their quarterly contribution statements

FAQs

The registration process can be done through the mobile application or the desktop/tablet
Under the address fields, once a volunteer enters the PIN code, the country, state, and city fields are auto-filled. This is based on the Indian Post API. In the event of an error in the city’s name, a volunteer can manually correct it. This feature is only for volunteers based in India. For volunteers based in countries other than India, please enter the details manually, using the applicable country codes in place of the PIN code.
Please enter your email ID correctly since your email ID is the username for login to VMS.
While entering the password, a pop-up will alert you to choose a password of min. 12 characters to have a strong password.
In case a volunteer is using a Yahoo Mail ID, the email notification with the hyperlink for activation of the account may not be clickable. In such a case, copy and paste into the browser and activate the account.
In case the notification mail is not found in the inbox, please check the spam/junk folder for the same.

A few fields in the new volunteer form are not mandatory when submitting the onboarding form. However, once onboarding is complete, you may complete the same by updating your profile. Please complete the profile within 30 days. In the volunteer database profile, a progress alert will be available.
Uploading biodata is optional in the new volunteer form. If a volunteer opts not to upload the biodata, profile progress will show 94% or more once the other profile fields are updated.
In the new volunteer form, the team and sub-team fields are under admin use and need not be filled by the volunteer when submitting the onboarding form. The team and sub-team will be assigned after the approval process.

The SSSVV program is a part of Sri Sathya Sai Baba’s divine mission to serve humanity without any barriers. It is driven by Baba’s call to Love All and Serve All. Hence, all work in SSSVV is undertaken by volunteers as an expression of their commitment to Bhagawan Baba’s teachings. It is therefore important to understand the context in which potential volunteers are signing up for SSSVV work and their past association with working in Sai institutions. At the same time, SSSVV also encourages professionals who have not been associated with the SAI Mission to participate in SSSVV activities with an open mind. There’s no element of proselytising in the Sai mission or philosophy.

At each stage, you will get email notifications on successful submissions.

Two factor authentication is available to all volunteers as an option. If volunteers want two factor authentication, please click on annexure to set it up.

Annexure

The contribution statement can be submitted through the mobile application or the Desktop/Tablet

The contribution submission form needs to be submitted once a quarter. A period of one month will be available after the close of the quarter for submission. For example. For the July-September quarter, the submission window will be open till 31st October. Post this contribution report for the said quarter cannot be submitted. Volunteers have the choice of submitting a contribution report during every month of the quarter, i.e. during July/August/September. In case a volunteer submits the report in July using the contribution submission form, for subsequent months of the quarter, there is no need to submit the form, but the reports can be updated by going to the contribution database. Suitable pop-up alerts will be presented. In October, in the above example, a volunteer can submit a report for the July-September quarter as well as for October in the Oct.-Dec. quarter if s/he so wishes.

Essentially, the volunteer has the flexibility of submitting the contribution statement in multiple instalments during the quarter, as well as the one extra month provided after the quarter has ended.