Raptor Helps Calallen ISD Avoid Paper Trails in their Volunteer Management Process

In this case study, we’ll review the challenges the district faced—and how Raptor worked with their team to overcome them.

"With Raptor Volunteer Management, it’s an easier process. Volunteers complete the applications online and the system tracks it all, so it is more convenient for everybody. We no longer need somebody keeping application paper trails—Raptor does it all in one."

John Garcia, Safety Administrator, Calallen Independent School District

The Challenge

“Paper applications took a lot of manual upkeep with staff entering them into a spreadsheet as well as sending reminder emails when applications were going to expire. Parents complained about having to take time off to complete the application.” John Garcia, Safety Administrator at Calallen Independent School District

Manual application was a time-consuming process for staff and volunteers

Using a pen-and-paper application process required potential volunteers to come to the school to pick up and drop off the application. Office staff would then have to manually enter that data into a spreadsheet for tracking purposes—a process that took considerable time to upkeep.

Tracking applications and expiration dates manually also created opportunities for errors

This manual entry process complicated tracking for compliance and application expirations—and created opportunities for data omission and human error.

Offsite volunteer trainings imparted further demands on the time of staff and volunteers

Setting up offsite trainings for volunteers required staff to take time out of their day, and potential volunteers would have to take time off work to complete applications and orientation trainings.

How Raptor Helped

Streamlined application process

Prospective volunteers only have to submit one application for the district instead of applying to each school individually—and their application is available online in English and Spanish. Prospective volunteers can easily access the application directly from CISD’s website. This saves time and reduces effort—for both school staff and prospective volunteers.

Automate notifications about applications

With Raptor, CISD saves time by allowing the system to send standard emails regarding application approvals and program updates as well as sending automatic notifications to volunteers before their application expiration date. This means CISD’s office staff no longer have to manually track expiring and reoccurring applicants.

Include district-specific training and documentation requirements in the application

Raptor Volunteer Management enables CISD to build their criteria and requirements right into the system to receive the exact information you need to thoroughly review and approve each applicant. This includes requesting volunteers to upload additional documents, like driver’s records or proof of COVID-19 vaccination, and complete district training videos—enabling CISD to stay in compliance with district and state mandates.

Calallen Independent School District in Texas serves 3,889 students across 7 campuses.

Manual application was a time consuming process for staff and volunteers
Tracking applications and expiration dates manually also created opportunities for errors
Offsite volunteer trainings imparted further demands on the time of staff and volunteers

Raptor Volunteer Management

Streamlined application process
Automate notifications about applications
Include district-specific training and documentation requirements in the application