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June 5
GMR Captains & Volunteers,
This email is only going to the Captains of the teams that selected the "Will Supply Volunteers" option and to the volunteers and their email addresses that were entered in the database by 6 PM EST (I noticed that some volunteers have the captain's email address, so it is your responsibility to forward this information).
Tomorrow at 2:00 PM EST, the online volunteer selection process will go live. The link that you will need to go to is http://www.timberlineevents.com/registration/volunteers/slot_login.php
The testing of the process will continue until at least noon tomorrow (Friday EST). At that time, I will close access to the database and clean out all the practice selections, so there will be a clean slate for you to start out with.
To review, the information you will need to carry out your responsibilities is available on the GMR website under the Volunteers menu tab on the left, including the Volunteers Handbook that is available for download. Please review this material before the relay. You will also receive a couple of instructional emails to help you out before the relay, so please check your email in box.
Selection Instructions:
- To log in, go to http://www.timberlineevents.com/registration/volunteers/slot_login.php
- Select "Green Mountain Relay" from the "Choose An Event" drop down box
- Select your team name from the "Team Name" drop down box and then enter your database password into the "Password" box.
- This will take you to the Assignment page. YOU MUST HAVE VOLUNTEERS listed in the database to be able to proceed. I noticed that there are still several teams that selected the "Will Supply Volunteers" option that have not listed any volunteers in the database (only 24 volunteers out of the 34 committed to by teams are entered). If your team does not completely fill the volunteer option you committed to, your team will not be able to start. At this time, there are no additional non-profit volunteers available. We are still looking but do not have them available at this time.
- You can make volunteer additions or changes by clicking the Edit Volunteer Information link (now fixed)
- You can review the Exchange information by clicking the GMR Exchange Information link
- In order to have coverage at all exchanges, only two volunteers are assigned to each exchange
- There are two ways to assign your volunteers to an exchange:
- Individually - click the Assign link next to the volunteer's name - a drop down box will appear - select the desired exchange and then you MUST click the Assign button for it to be confirmed. You will then see the location listed in the Assignment column next to the volunteers name. Repeat for each of your volunteers.
- The Click here to assign first two volunteers to same assignment at once link will ONLY assign the top two volunteers to the same exchange. Again, a drop down box will appear - select the desired exchange and then you MUST click the Assign button for it to be confirmed. You will then see the location listed in the Assignment column next to the volunteers name. You then need to follow the previous step for your third volunteer's assignment.
- Each line of the Exchange information includes the location, the reporting time, the estimated exchange closing time, and the number of volunteer spots available. If the exchange is NOT LISTED, then the exchange is either being staffed by a non-profit group, or the volunteers slots have already been filled.
- VERY IMPORTANT - when this process goes live, it is based on FIRST COME, FIRST SERVED so if someone selects the same assignment as you but clicks Assign first, you will have to repeat the process for a different exchange. Your volunteer's assignment is only confirmed if it is listed in the Assignment column. So please have a couple of exchanges in mind.
- Feel free to play with the process so you are completely familiar with by noon Friday. Please let me know if you have any questions BEFORE the process goes live.
Thanks very much,
Paul
Race Director
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