Manual Processes and Safety Concerns

Before the implementation of Raptor Volunteer Management, the Henrico County School District’s (HCSD) volunteer coordinators were burdened with maintaining paper applications in binders and manually checking each applicant against the sex offender registry. The process for verifying volunteers met all safety regulations but was time-consuming and cumbersome, particularly for schools with a high volume of applications. They wanted an extra layer of protection—and to streamline the process.

Lengthy Lines at Events for Volunteer Sign-in

The district aimed to bolster its campus safety by implementing robust procedures for volunteer verification. This included the urgent need for real-time screening against sex offender registries to prevent individuals with potential risks from gaining access to school premises.The existing system for volunteer sign-in, especially during large events such as field days, required volunteers to line up at the door for check-in. The lines created bottlenecks in foot traffic as staff worked to verify all volunteers before entry.

Improve Data Transparency to Improve the Volunteer Program’s Efficiency

The manual processes made it difficult to keep up with the demand and required a significant amount of time and resources from the volunteer coordinators. This, in turn, made it difficult to analyze the program’s resource needs. The HCSD volunteer coordinators needed insight into their volunteer program to better allocate resources for a more efficient program.