SSAFA Volunteer Knowledgebase

Vetting report

Updated on

Making sure that your volunteers have all the correct disclosure checks in place is a priority for most organisations. Individual volunteers with missing or invalid vetting are flagged in their record as well as in the My Team listing view.

The two vetting reports (in Analytics) allow managers and administrators to get an organisational view of vetting for users, enabling you to plan effectively for updates and communicate with the relevant users.

Vetting by user

Viewing the report by user enables you to see quickly which vetting your volunteers require and whether this vetting is in date, expiring or expired. Where a check has not yet been completed, the users will show in the No Data column.

BY USER report

The numbers within the BY USER report refer to volunteers with a current role that requires vetting at the specified level. The vetting level required will be shown even if it has been satisfied by vetting at a different/higher level.

No Data

Volunteers who have not started the vetting process OR have not completed the vetting process OR whose vetting outcome was Not Cleared.

In Date

Volunteers with completed and cleared vetting.

Expiring

Volunteers with completed and cleared vetting which is due to reach the end of the validity period within the number of days defined by SSAFA as Expiring (Vetting settings).

Expired

Volunteers whose vetting check at this level is no longer valid, as defined by SSAFA (Vetting settings).

Viewing the list of volunteers

Clicking on the relevant number will display the list of volunteers with that status for the disclosure level. From there you are then able to export the details or use the View in My Team option to access all of the My Team functionality, like sending a message, to that filtered list.

BY VETTING report

For most organisations the By Vetting report will have limited use with the introduction of the  By User report. The same data viewed By Vetting gives different statistics. If your administrator has set up any vetting relationships this report will not take this into consideration.

Vetting will only be shown in the By Vetting report if the volunteer has a role that requires a vetting check to be carried out at any level. If they have vetting added to their record but do not require any vetting, this will not be included in the By Vetting report.

No Data

Vetting process has been started OR the outcome was Not Cleared. Vetting that is in progress is not included.

In Date

Vetting which has been completed and cleared.

Expiring

Vetting which was completed and cleared but is due to reach the end of the validity period within the number of days defined by your administrator as Expiring (Vetting settings).

Expired

Vetting which is no longer valid, as defined by your organisation (Vetting settings).

Viewing the list of volunteers

Clicking on the relevant number will display the list of volunteers with that status for the disclosure level. From there you are then able to export the details or use the View in My Team option

Please note: this list may include volunteers who have left the role that required the vetting. To view a list of volunteers at the different statuses for vetting, you should use the BY USER report.

Permissions required

To see the Vetting report, a user must have the Reports viewReports - users and Vetting - initiate permissions. If you need access to the Vetting report and are not able to see it, please speak to your Assemble administrator.

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