Regional Volunteer Intake and Onboarding Process

Dominique Fortson

Apr 20, 2026

440

Purpose

This document is to serve as a guide on the standard operating procedures around the One SCORE processes related to Volunteer Intake and Onboarding.

Application

The information and steps outlined in this document are intended to be used as a guide to help carry out the tasks related to the selection and intake of a Prospective volunteer application and shepherding accepted Provisional volunteers through the onboarding process.

Roles and Responsibilities

Regional Volunteer Intake Coordinator (RVIC)

Summary: Serve as primary Volunteer Intake Coordinator for designated Region. Ensure consistent process and follow-up from receipt of volunteer application and initial contact through interviews (Prospective) to accepted (Provisional), Active, withdrawn or rejected. Analyze reports and identify red flags needing attention.

Functional Responsibilities:

Process new applicants
Review application for base requirements
Conduct high level online “background search”
Assign interviewers
Facilitate volunteer journey from Provisional to Active status
RVIC to identify themselves as support contact for applicant and include phone number in contact information
Collaborate with volunteer onboarding team: Interviewers, Coaches, Co-Mentors
Track Provisional login and onboarding progress via daily review
Follow-up with Provisional if not yet logged in and/or modules not complete in 14 days
Provide link to required Mentoring in Engage training
Send regular reminders regarding Simple Steps to Starting Your Business workshop
Select Coach and introduce to Provisional via email
Select Co-Mentors and introduce via email
Confirm sessions completed and session notes entered in Engage by Co-Mentor(s)
Reviews Provisional's mentor profile for completion and quality
Update Provisional members to Active status once confirmed all training and onboarding process items are complete
Update systems with volunteer information and status
Coordinate with Chapter leadership on new volunteer process and welcome
Escalate non-compliance or other issues to Chapter/District/Region leadership
Analyze new volunteer reports to ensure efficient onboarding for all Provisionals

Metrics:

Conversion: Average days from volunteer application submitted to 2nd Interview; Average days from Provisional to ready for co-mentoring
Bonus: Average days from Provisional to Active volunteer = average days between the date a volunteer applicant becomes Provisional and the date they become an Active volunteer
Growth: % of accepted volunteers that complete onboarding
Engagement: % onboarded Mentors still Active at 12+ months

Volunteer Interviewers

Interviewers are the face of SCORE and the first welcome from a fellow volunteer! Interviewers play a critical role in determining whether a Prospective applicant will contribute positively to SCORE’s culture and the needs of our clients.

Open the interview with Mentor expectations and the benefits of serving at SCORE. This will also help Prospective applicants confirm whether SCORE is the right place for them.

Interviewers will:

Provide first Mentor contact with Prospective volunteers
Share what it means to be a SCORE volunteer
Ensure alignment with SCORE’s mission, vision and values
Provide accept or reject disposition in Engage

Interviewer Toolkit

Volunteer-Interviewer-Toolkit
Values Based Interviewing Guide: One SCORE Interview Form + Guidelines (2).xlsx | Powered by Box

Volunteer Coaches

A Coach is the local liaison for a Provisional volunteer during their onboarding period and prior to their introduction to the Chapter. Coaches are introduced after the online training modules are complete.

Coaches will:

Welcome the Provisional volunteer to the community
Assist through the rest of the onboarding process as local liaison:
- Serve as resource for questions
- Provide local orientation and information regarding local resources and Chapter culture
Conduct 1 of the 3 required co-mentoring sessions with their assigned Provisional
The RVIC will recommend and assign 2 additional Co-Mentors from the approved Co-Mentor list for their Region; the Coach can work with the assigned Co-Mentors and/or recommend additional Co-Mentors as needed
If the Coach feels the Provisional needs more than 3 co-mentoring sessions to be ready to lead mentor a client, the Coach should notify the RVIC to continue certifying the mentor and pause their mentoring assignments when they become Active to ensure the new Mentor can attend additional co-mentoring sessions until they are ready to lead
Keep RVIC informed as co-mentoring progresses
Alert RVIC to any issues or concerns regarding Provisional's fit with SCORE's mission, vision and valued
Keep local Chapter Chair informed as Provisional progresses
Socialize the Provisional with other local Chapter members
Conduct local orientation
Advise RVIC when orientation has been completed so Provisional's application may be updated

Coach Toolkit

Volunteer-Coach-Toolkit

Co-Mentor Toolkit

*Guidance for co-mentors, from co-mentors coming soon!

Within this process doc are:

Outline of steps each role takes during the Volunteer Intake Journey
Timing of process notifications sent to Provisional via email
Escalation policy guidelines
Process updates reflect input from One SCORE Pilot Regions and best practices developed as a result of the One SCORE Pilot.

Procedure Steps Application phase

A Prospective volunteer submits an application via the SCORE website (www.score.org).

https://www.score.org/page/volunteer-score
Email Notification Triggered (See Resources at the bottom of article for more information about specific email notifications)

Regional Volunteer Intake Coordinator (RVIC) receives the application and reviews it using the Application Review Checklist (below) to confirm the application meets standard minimum requirements. Note findings in Application Note. When unsure of an applicant's suitability, RVICs may provide the applicant's resume and concern to the first Interviewer and/or Chapter leadership and ask how they recommend proceeding.

Application Review Checklist:

Review application including reason for volunteering, expertise and experience to ensure it meets standard minimum requirements:
- 4+ years experience in business management, entrepreneurship
- Positive: other volunteering experience, mentorship experience
- Negative: potential conflicts of interest (i.e. may be interested in SCORE for personal business sales)
- Other positive considerations include: Strategic Partnership potential; area of expertise that is in demand by SCORE clients; etc.
Review Prospective's LinkedIn profile and/or other social media (if available/applicable)
- Positive findings: Profile aligns with resume submitted, additional relevant experience
- Negative: Profile has discrepancies with resume, or LinkedIn profile not found
Search for the Prospective on Google or other search engine and review findings
- Positive findings: Business related articles that applicant has contributed to, professional online presence
- Negatives: Litigation or felonies; negative commentary published online by applicant
Note any obvious indications regarding tech competency in Application Note:
- AOL or Hotmail addresses may be concerning
- Online presence may indicate comfort and familiarity with online media tools
- If you communicate with applicant prior to the interview, ask about their experience using Gmail & Google Suite Tools
Escalate any questions or concerns to the 1st Interviewer and/or Chapter leadership

If the Prospective does not meet basic requirements:

The RVIC marks the application as rejected in Engage and adds Note in Application
Engage notification sent to applicant
Application record is marked as ‘Closed’ in Engage Email Notification Triggered

If the Prospective meets basic requirements:

RVIC assigns 2 volunteer Interviewers
RVIC includes relevant information from screening in Application Note Email Notification Triggered
Engage sends an introductory email to the Prospective volunteer and both Interviewers introducing them and asking that they schedule times to meet, RVIC copied on communication Email Notification Triggered

Interviewer 1 contacts the Prospective to introduce themselves and schedule an interview:

Interviewer 1 conducts interview with Prospective volunteer
Interviewer 1 enters their disposition (accept or reject) in Engage
Interviewer 1 may outright reject a candidate only in the following circumstances:
- Conflict of interest (clear & documented)
- Intent was for mentoring request, not mentoring application
- Cannot reach the Prospective via email and/or phone after 3 attempts
- Prospective decides not to pursue volunteering with SCORE (in this case they are withdrawn)
In these cases, Interviewer 1 should contact Chapter leadership and RVIC that the application should be rejected. In all other cases, an applicant will participate in at least 2 interviews.

Interviewer 2 contacts the applicant to introduce themselves and schedule an interview:

Interviewer 2 conducts interview with Prospective volunteer
Interviewer 2 enters in their disposition (accept or reject) in Engage

Tiebreaker:

If a tiebreaker interview is required (one Interviewer accepts and one Interviewer rejects), RVIC will assign a 3rd Interviewer. Chapter Chairs may choose a designated 3rd Interviewer for their Chapter or may interview the Prospective themselves to make the final determination if they did not serve as one of the first two Interviewers.

Engage sends an introductory email to the Prospective volunteer and Interviewer 3 to schedule a time to meet, RVIC copied
Interviewer 3 (Tiebreaker) contacts the Prospective to introduce themselves and schedule an interview
Interviewer 3 conducts interview with Prospective volunteer
Interviewer 3 enters in their disposition (accept or reject) in Engage
Email Notification Triggered

Final Outcomes:

If 2 accept dispositions are entered in Engage, the applicant's status is updated from Prospective to Provisional and a notification is automatically sent via email. (Email Notification Triggered)
If 2 reject dispositions are entered in Engage, the applicant's status is updated to Closed and the rejection notification is automatically sent via email. (Email Notification Triggered)

Onboarding Phase 1: Online training modules, Simple Steps to Starting Your Business workshop, Mentoring in Engage training and profile updates

RVIC contacts Provisional volunteer to review next steps:

Confirm receipt of SVO email address and login information
Confirm access to SVO
Confirm first login to Engage
Mutual understanding of onboarding requirements and process
Chapter Leadership copied on welcome email
Chair(s) are encouraged to reach out to Provisional and welcome them to SCORE
RVIC to contact Coach and ensure availability prior to assignment following completion of online training modules Email Notification Triggered

Engagement and Completion:

If the Provisional volunteer has received all information above, is able to log in to SVO email and Engage, and is willing and able to proceed with onboarding, they begin taking online training modules (via Learning Management System linked in Engage).
If the Provisional volunteer is not interested in completing onboarding at that time, the RVIC updates their application record in Engage to withdrawn and Chapter leadership is notified via weekly reporting.
If the Provisional volunteer is not able to complete onboarding at the time (becomes unresponsive or otherwise does not meet timeline agreement), the RVIC updates their application record in Engage to rejected. RVICs record the reason for any rejection of an application on the application using the Add Note field. Chapter leadership is notified via weekly reporting.
The Provisional receives a one time reminder (after 7 days) that they have 14 days to complete training modules. Chapter Leadership is copied on the reminder.

RVIC Follow-up (If modules not completed within 14 days):

RVIC contacts the Provisional to follow-up and assess readiness to complete onboarding:

Why have modules not been completed?
Is a reasonable extension necessary to complete modules?
Is now the right time for Provisional to pursue volunteering with SCORE?

The Provisional volunteer should follow up within 48 hours of communication from their RVIC:

If extenuating circumstances exist, an additional time period of up to 14 days will be provided to complete the requirements
If after 14 additional days, the requirements have not been completed, the Provisional's application is withdrawn and Chapter Leadership is notified via weekly reporting
A Provisional may be reactivated on a case-by-case basis if they reach out to re-engage with their onboarding, pending approval from their Chapter Leadership

If all modules are completed within 14 days, the Provisional then moves on to the next stages of onboarding:

This includes co-mentoring, completing Mentoring in Engage training and Simple Steps to Starting your Business workshop, as well as completion of Mentor profile
These tasks are an ongoing process and the RVIC will follow-up throughout the remaining onboarding period
RVIC reviews the Provisional's profile for completeness and quality.
RVIC coordinates with the Provisional to ensure they can access Simple Steps for Starting Your Business module in the LMS. RVIC tracks completion in Engage and LMS.
RVIC provides Provisional with link to Mentoring in Engage training. Provisional should either attend a live session or review the latest recording available. RVIC to track completion using spreadsheet provided by trainer.

Important to note: Mentor profile, Simple Steps to Starting Your Business workshop, and Mentoring in Engage training are introduced in Phase 1 but are not required for a Provisional to move into Phase 2 and begin attending their required co-mentoring sessions. The RVIC will provide continuous follow-up on these items throughout the remainder of the Provisional's onboarding period, as they are required before a Provisional converts to Active status.

Onboarding Phase 2: Coach assignment, local orientation and co-mentoring

RVIC assigns Provisional volunteer an available local Coach and 2 additional Co-Mentors, who are introduced to the Provisional via email.

Email Notification Triggered

Coach begins to serve as a “buddy” for the provisional volunteer:

Serves as a resource for any questions
Socializes the Provisional with other SCORE members
Conducts local orientation
Notifies RVIC when local orientation with Provisional has been completed; RVIC to update application
Coach to act as first co-mentor wherever possible. Coach may help facilitate additional co-mentoring sessions if necessary. RVIC to provide consistent follow-up throughout co-mentoring stage.

Co-Mentoring Process:

Co-Mentor(s) and Provisional connect to review client information, mentoring request, make plan for facilitating the client session, etc.
Provisional volunteer shadows and Co-Mentor(s) conduct session(s).
Provisional volunteer and Co-Mentor hold a debrief on the client session.

Onboarding Phase 3: Provisional to Active status

RVIC reviews any outstanding onboarding tasks and follows up with Provisional to ensure timely completion:

Logs in to Engage to view the application record
Updates any manual requirements
Sends congratulatory notification email to newly Active mentor, Interviewers, Coach, Co-Mentors and Chapter Leadership
RVIC makes any final updates to application record in Engage, marking them as completed.
Provisional volunteer status updated to Active and profile reflects the number of MRE/CIC assignments per week requested. Email Notification Triggered

Welcome:

Coach & Chair congratulate Mentor on Active status. Invite to next Chapter meeting and introduce newly Active mentor to other Chapter members.

Reporting

Reporting on Volunteer Onboarding Process

Report available via Google Drive provides updated details on Provisionals in progress for Chapter Leaders. Information is updated every 24-hours. If you believe you should have access to this report and do not, please email your RVIC.

Resources

Volunteer Interviewer Toolkit
Volunteer Coach Toolkit
Volunteer Co-Mentor Toolkit *coming soon!
Email Communications for Volunteer Intake Journey *coming soon!