New volunteer management system offers easy way to schedule, track time and delegate

Under the "new normal" with COVID-19, volunteers continue to be a valuable resource in helping deliver programs and services at UCalgary. It takes a lot to manage volunteers successfully. There’s scheduling, communication, record-keeping and role development, all while still meeting the ever-evolving legislative requirements.

Historically, volunteers at UCalgary were managed using a paper-based system which required various types of record-keeping for multiple departments. UCalgary has now approved a web-based system, Better Impact, as a requirement for registering and managing all future volunteers.

There are 38 UCalgary departments, faculties and programs, averaging 2,500 unique volunteers, already using it! In the words of one of our current users, having a system in place specifically for managing volunteers has allowed his team to spend less time on process — and more time on what matters.  

If you are interested in learning more about this system for managing your volunteers, register for a March information Zoom session. Until then, please refer to the Risk Management and Insurance (RMI) department’s website for more information and consider the following reasons a Better Impact account will make your volunteer management responsibilities a little easier:

A standardized system ensures safety and sustainability

If you’ve managed volunteers in the past, you may have noticed the process was a bit cumbersome — there was scanning and emailing paper forms, and a lot of figuring things out on your own.

Better Impact manages many of the required legislative processes and the RMI department will keep you informed about the most current requirements. Combined with standardized safety training and briefings, UCalgary is ensuring a greater commitment to the health and safety of all volunteers.

Volunteers create their own profiles with the information you require

Every volunteer has a Better Impact profile that includes contact information, relevant qualifications, availability, and interests. You decide what specific details you need, and volunteers can update their profiles at any time so that volunteer co-ordinators are always working with the most current information.

It’s so easy to schedule, track time and delegate

In addition to automating organization of your volunteers, there has never been a more important time than during this COVID-19 pandemic to know exactly where your volunteers were and when.

Better Impact facilitates contact tracing in the event of Covid-19 exposures. If you need to quickly contact your volunteers, all their information is at your fingertips. In just a few steps you can communicate with them individually or as a group.

No cost to your faculty’s budget

This system is managed by the Risk Management and Insurance department and currently available at no cost to any faculty, department, or program.

Full training and support is provided, including system training tailored to the user’s needs

Better Impact is a powerful tool, and without adequate support, it could seem overwhelming to implement. Therefore, every Better Impact account activation comes with:

• UCalgary customized video tutorials
• live (virtual) Q-and-A sessions twice a month to address questions specific to your unique situation
• individual support from RMI’s system administrators, as needed

If you engage volunteers outside of normal student activities or employee hours, sign up for an information session and refer to our website for more details. If you are still unsure if this system is right for you, email our system administrators.