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T exa s M a s t e r N a tu r a l i s t P r ogr a m, 3 09 S idn ey B ake r So u th , Ke r rv i l l e , T X 780 28

2015 TMN

08 Fall

Texas Master Naturalist Program Volunteer Management System Online Training

Designed By: Jennifer Buratti, Graduate Student, University of North Texas Subject Matter Expert: James Buratti, Texas State University, ITS Department

Jennifer Buratti April 24, 2015

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Table of Contents

ANALYSIS ................................................................................................................................................... 4

Topic ........................................................................................................................................................... 4 Introduction ............................................................................................................................................... 4

Audience..................................................................................................................................................... 4 Purpose....................................................................................................................................................... 4

Learners’ Needs ........................................................................................................................................ 4 Instructors’ Needs ..................................................................................................................................... 5

Instructional Designer’s Philosophy ....................................................................................................... 5 Environmental Affordances ..................................................................................................................... 6

Project Goals and Objectives ................................................................................................................... 7 Instructional Technologies Used .............................................................................................................. 8

DESIGN ..................................................................................................................................................... 9 LEARNING EXPECTATIONS .............................................................................................................. 9

Course/Lesson Components ..................................................................................................................... 9 Learners ................................................................................................................................................. 9 Instructors ............................................................................................................................................. 9

Learning Activities .................................................................................................................................... 9 Goal 1. To provide online Volunteer Management System training(s). .......................................... 9 Goal 2. To allow TMN members to ‘go digital’ with reporting their TMN service hours –moving us from an inefficient paper method to an online method. ............................................................. 10 Goal 3. Eliminate or reduce the need for in-person Volunteer Management System training and support. ................................................................................................................................................ 11

Timeline ................................................................................................................................................... 11 VIDEO 1 – STORYBOARD ............................................................................................................ 12 VIDEO 2 – STORYBOARD ............................................................................................................ 16 VIDEO 3 – STORYBOARD ............................................................................................................ 24

Job Aid ..................................................................................................................................................... 30 Assessment ............................................................................................................................................... 30

Evaluation of Training ........................................................................................................................... 31 Post Training Survey Questions ........................................................................................................ 31

Development ............................................................................................................................................ 32 Email Introduction Template ................................................................................................................ 32

Videos For Training ................................................................................................................................ 32 Implementation Plan .............................................................................................................................. 33

Implementation of the training Beta Test ......................................................................................... 33


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Implementation of the training Pilot Test ........................................................................................ 33 Materials Provided .................................................................................................................................. 33

Appendix A: Job Aids ............................................................................................................................. 34 Appendix B: References ......................................................................................................................... 35


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ANALYSIS TOPIC Texas Master Naturalist Volunteer Management System

INTRODUCTION The Volunteer Management System software (Samaritan) registers, recruits, provides communication, management of volunteer records, but most importantly, tracks volunteer hours and surveys to speed up analysis and reporting by agency staff. At this time, The Texas Master Naturalist Program (TMN) is meeting weekly to manage the rollout of the software. Only a few TMN Chapters (volunteers grouped by area) have been introduced to the software.

AUDIENCE The audience for this project is Texas Master Naturalist volunteers ranging from 18 to 70+, some rural, some urban, and varying in technical and educational levels. Generally, though, the member demographics are between the ages of 40 and 69, with higher education, and advanced degrees. PURPOSE To create multimedia video training(s) for Texas Master Naturalist Program volunteers on how to use the new Volunteer Management System.

LEARNERS’ NEEDS This training is intended for current TMN volunteers and potential volunteers (learners). The learners’ need is mainly to quickly understand how to begin using the new Volunteer Management System. An online training can show learners how the Volunteer Management System (VMS) can be used to: • Report their service hours; • Search/find other opportunities to gain advanced training or additional service hours; • Examine their hours to determine their recertification status; • Examine their hours to determine if they have reached a milestone in service hours;

• Edit or delete their submitted records before they are administratively processed; • Understand how to use the VMS Fresh Desk Help website and other help files • And understand how to contact the administrators to ask for help or simply communicate

issues concerning the VMS.


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INSTRUCTORS’ NEEDS TMN staff or volunteer instructors cannot work one-on-one with the Texas Master Naturalist members and trainees. Face-to-face training would be very time consuming for the limited number of staff and volunteers serving the program. Additionally, face-to-face training would be a drain on the Texas Master Naturalist program budget and take away from other areas of the program that require attention. Having online training(s) is more efficient all the way around. It will also allow the end user to ‘attend’ training(s) on the system whenever and wherever they are. Current challenges will be that our end users have all different levels of computer/internet experience, comfort levels and for some, even access could be an issue.

INSTRUCTIONAL DESIGNER’S PHILOSOPHY I believe that academic success should show through as consequence of internal and external motivation and learner preference. To be clear, I am not addressing learning style but rather Multiple Intelligence Theory (MI) when I speak of learner preference. The reason for this is because the learning style theories and research that do exist in literature are controversial in the fields of cognitive psychology and education, thus has not proven to be sound in research. After observing infants develop into children, and participating in higher education and psychology courses, I believe learning takes place first through mimicry but advances to more complex levels as more behaviors and facts are added to memory. There has been substantial research into how humans learn that have led to several theories. Based on my experience and understanding both Lev Vygotsky’s Zone of Proximal Development and Jean Piaget’s Assimilation Theory best describe the human learning process. Kozma appropriately cites Salomon’s (1988) statement about Vygotsky’s theory in his 1991 article, Learning with Media. The “ability of a learner to incorporate new processes, not just simple facts or parts of a process, into their own repertoire of cognitive processes” is complex and depends on the learners processing abilities (Kozma, 1991). Further, the capabilities of mediums in a person’s environment, such as toys, books, and electronic tablets, can help construct a person’s knowledge (Kozma, 1991). Overall, I support and believe learning takes place through human interaction with the world while the brain facilitates between the external world and individual experience and is best explained by Vygotsky’s and Piaget’s work in the realm of human development (Bruner, 1997). I agree with Ertmer’s & Newby’s 1993 article in that the best way for someone to teach is first to gain knowledge of the behavioral, cognitive, and constructivist learning theory, but I would also add MI theory. I also agree with Kember and Kwan in that lecturers are likely to have a preferred approach to


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teaching and also apt to try alternative approaches if the learning environment seems to require it (2000). There may not be any one best way for someone to teach, because every course and student are unique and the larger societal expectations of applied intelligence post-school varies per situation. Rather, the best way to teach is learner-centered teaching in which a teacher helps students to help themselves (“Teaching Nuggets Version 4.6″, 2009, p. 8). In relation to the learner-centered teaching approach, I believe the best instructors are those who have a foundation in human development, have accumulated teaching strategies that are meaningful to the students’ lives, and have the desire to develop their own professional skills in order to improve the learning environment for students. The constructivist learning theory is the most holistic and applicable theory for the current educational needs. Though the other two learning theories, behavior and cognitive, have their merits and applications, the world we live now is dominated by technology and is fast-paced. The growing number of computers integrated into human activities, worldwide social connectivity, and increasing amount of accessible information demands a learning theory based on active learners who must quickly acquire and apply advanced knowledge. Ertmer’s & Newby’s (1993) article also emphasizes a crucial characteristic of constructivist learning theory – “that during the acquisition of advanced knowledge there are initial misconceptions and biases acquired during the introductory stage that can be discovered, negotiated, and if necessary, modified and/or removed”. The corrections to misconceptions and biases are important when administrators and economists discuss productivity in education. Students’ acquisition of advanced knowledge is directly connected to academic productivity. There is more pressure on academia to improve academic productivity under limited budgets and if academic institutions are producing students with misconceptions and biases, their reputation will be first to fall followed by their budget because they will not be able to attract quality students, faculty or funders (Molenda, 2009). Molenda also cited in his 2009 article a previous and astounding statistic concerning the fact that academic productivity has been declining over the past decade in both elementary-secondary and post-secondary education while costs are constantly rising (Molenda & Pershing 2008). I believe that the instructional design field has the opportunity to use constructivist learning theory to improve academic productivity because constructivist instructional design principles involves embedding learning in complex real world problems, providing a rich and flexible learning environment with “goals and objectives set by the learner, emphasizing continuous assessment that is embedded in the instruction, facilitating multiple perspectives and social negotiation as integral parts of learning” (Ertmer & Newby, 1993).

ENVIRONMENTAL AFFORDANCES The online learning environment gives control of the environment more toward the user/learner. The instruction is asynchronous, but does allow the user to stop, rewind, pause, or work at their own pace, during the video training. The choice of where and when the training takes place will be entirely in the hands of the user. The instructor’s positive affordances are asynchronous communication tools before,


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during and after training sessions. The size of Texas inhibits one-on-one training sessions and the ratio of trainer to learner is not viable due to the fact that TMN does having budgetary funding or time for such an endeavor. The downsides on online learning for both the user and instructor are its dependence on the reliability of the Internet and the servers hosting the training files, and electricity. Other affordance considerations are the speed, security, and tangibility (Wi-Fi versus Ethernet line) of the Internet connection. Since the training(s) are planned to be multimedia, a larger bandwidth will be required.

PROJECT GOALS AND OBJECTIVES Goals • To provide online Volunteer Management System training(s). • To allow TMN members to ‘go digital’ with reporting their TMN service hours –moving us

from an inefficient paper method to an online method.

• Eliminate or reduce the need for in-person Volunteer Management System training and support.

Objectives After watching this training(s), The Learner Will (TLW) complete the following without face-to-face training.

1. Use the Volunteer Management System to register as a TMN assigned volunteer 2. Use the Volunteer Management System to apply as a TMN new volunteer 3. Distinguish between the descriptions registered user and new volunteer of the VMS 4. Distinguish between choosing an opportunity in the VMS 5. Recall how to log in and report their service hours into the VMS 6. Employ the search or find opportunities action within the VMS 7. Employ the view my schedule action within the VMS 8. Employ the report my service action within the VMS 9. Locate the opportunities they have been approved for within the VMS 10. Employ the view my log book action within the VMS 11. Employ the view my referrals action within the VMS 12. Locate their reported hours in their Log Book 13. Complete the editing actions, when needed, of reported hours in their Log Book 14. Recognize they have 45 days to enter hours 15. Recognize that once a service report has been approved by a system administrator, it

cannot be edited or deleted 16. Employ the log out action within the VMS 17. Recall how to find help resources for using the VMS


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18. Recall how to find all VMS training videos

INSTRUCTIONAL TECHNOLOGIES USED

PURPOSE NAME OF SOFTWARE Video Adobe Premiere, Camtasia Relay, QuickTime Audio Adobe Audition

Images Adobe Photoshop Word Processing Microsoft Word

Presentation Slide Microsoft Power Point Communication Google Mail

Training Distribution YouTube Training Assessment Survey Monkey (pro account) Training Evaluation Survey Monkey (pro account)


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DESIGN LEARNING EXPECTATIONS Texas Master Naturalist volunteers and potential volunteers are now expected to use new online reporting software to communicate/report they volunteer service hours and projects to administrators of the Texas Master Naturalist Program. The Texas Parks & Wildlife Department administration and subject matter expert team for the new software system expect that having online video trainings will not only speed up the training process but also result in learners meeting the annual fund reporting requirements of the program.

COURSE/LESSON COMPONENTS LEARNERS

• Instructions of “roll out” via email • Desktop computer, laptop, mobile device or smart phone that supports web browsing, YouTube,

email and PDFs • Intermediate computer skills • Internet access • VMS Net ID and password (optional) • Learner Job Aid • (Optional) notepad and pencil or pen for note taking

INSTRUCTORS • Desktop computer, laptop, mobile device or smart phone that supports web browsing, YouTube,

email and PDFs • Intermediate to Advanced computer skills • Internet access • VMS Net ID and password • Administrative privileges to VMS • Instructor Job Aid • (Optional) notepad and pencil or pen for note taking • Access to VMS software training material files in case there is a need for edit notation

LEARNING ACTIVITIES

GOAL 1. TO PROVIDE ONLINE VOLUNTEER MANAGEMENT SYSTEM

TRAINING(S).

Objective 1.1 TLW use the Volunteer Management System to log in as a register TMN volunteer (psychomotor)


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Objective 1.2 TLW use the Volunteer Management System to apply to become new volunteer (psychomotor) Objective 1.3 TLW distinguish between the descriptions registered user and new volunteer of the VMS (cognitive) Objective 1.4 TLW distinguish between an opportunity and a survey in the VMS (cognitive) Objective 1.5 TLW recall how to log in and complete profile and registrations as registered user (cognitive) Objective 1.6 TLW recall how to log in and report their service hours into the VMS (cognitive) Objective 1.7 TLW employ the search or find opportunities action within the VMS (psychomotor and cognitive) Objective 1.8 TLW employ the view my schedule action within the VMS (psychomotor and cognitive) Objective 1.9 TLW employ the report my service action within the VMS (Psychomotor and cognitive) Objective 1.10 TLW employ the view my log book action within the VMS (psychomotor and cognitive) Objective 1.11 TLW employ the view my placements action within the VMS (psychomotor and cognitive) Objective 1.12 TLW employ the view my referrals action within the VMS (psychomotor and cognitive) Objective 1.13 TLW employ the log out action within the VMS (psychomotor and cognitive)

GOAL 2. TO ALLOW TMN MEMBERS TO ‘GO DIGITAL’ WITH

REPORTING THEIR TMN SERVICE HOURS –MOVING US FROM AN

INEFFICIENT PAPER METHOD TO AN ONLINE METHOD.

Objective 2.1 TLW locate their reported hours in their log book and complete the editing actions, when needed (psychomotor and cognitive)


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Objective 2.2 TLW locate the opportunities they have been approved for and recognize they have 45 days to enter hours (psychomotor and cognitive) Objective 2.3 TLW recognize that once a service report has been approved by a system administrator, it cannot be edited or deleted (cognitive)

GOAL 3. ELIMINATE OR REDUCE THE NEED FOR IN-PERSON

VOLUNTEER MANAGEMENT SYSTEM TRAINING AND SUPPORT.

Objective 3.1 TLW recall how to find help resources for using the VMS (cognitive) Objective 3.2 TLW recall how to find all VMS training videos (cognitive)

TIMELINE The training will be online and require at least one hour of the learner’s time. The average amount of time for the in person training has been 40 minutes or less. The learner will take 5-10 minutes setting up their computer or smart phone or tablet for watching the video and opening a second webpage to the Texas Master Naturalist home webpage. The learner may take 5-30 minutes to conclude their training session. The learner may watch one or all videos if they choose, which would result in a maximum training of 43 minutes.

Figure 1. Training Timeline

10 43 30

0 10 20 30 40 50 60 70 80 90

Maximum

Minutes

Set-‐Up Training Wrap-‐Up


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VIDEO 1 – STORYBOARD Writer: Jennifer Buratti Presenter: Jennifer Buratti Estimated time: 4 minutes, 30 seconds Status: Draft Version 3 Revised: March 27, 2015

Production notes: • Using Adobe Premiere to create the movie, Adobe Audition for background music and voice

over • Using Microsoft PowerPoint to make Slideshow • Uploading to YouTube as mp4 file

Agenda 1. Logging in with username and password 2. Edit Profile 3. Log Out 4. Find Help with using the VMS

Scene Time Video Audio 1 25 sec Introduction Welcome to the new Volunteer Management System for

the Texas Master Naturalist Program

Todays lesson will show you Slide Cover First, how to Log In with your assigned User ID and Pass

Word Second, how to Update Your Password

Slide Agenda Third, how Completing the Registration form to Update Your Profile.

Fourth, how to get help using the Volunteer Management System

2 1 min Slide TXMN webpage (highlight box around Chapter Resources); link header txmn.org

PAUSE – WHITE TRANSITION

First, open your Web browser, and type in txmn.org to the address line to reach the Texas Master Naturalist website.

Video Segment Hover over the Chapter Resources tab and a drop down menu will reveal the Volunteer Management System Link


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txmn.org website à VMS Portal Link à VMS webpage àRegistered Volunteer Log In Link

Click on the link. You have now reached Volunteer Management System Portal Webpage

YouTube Annotation of other training video

If you are not a registered user but you can watch the following video to learn how to apply as a new volunteer

Completed Goal 1, Obj 1.3 3 3 min http://txmn.org/tmn

-vms-users/ We will now address the first goal of this lesson, logging in with your assigned user id and password

àRegistered Volunteer Log In Link

PAUSE - BLACK TRANSITION

Click on the link first link, Registered volunteer log in

Slide A new window or tab will open and you will see a login area.

Registered Volunteer Log In Link (highlight box around login link)

Type in your User ID and password that you were given by your system administrator.

PAUSE Video Once you are ready, Click the “log in” Button Typing in user id and password and clicking Log in button

Completed Goal 1, Obj 1.1 4 1 min

15-30 sec

Video PAUSE – BLACK TRANSITION Filling out forms Now we shall address our second and third goals of this

lesson, updating or changing your password and completing your profile

Since I’m a logging in for the first time I will have to fill out the registration forms. The forms require confidential information and user profile information. It is best to complete these forms in a location where no one else can see your confidential information.


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Image of Thank you confirmation page

PAUSE

When you reach the webpage form with the title Login Information and Personal information you can type in your new password in to the two fields provided. Once you have completed all the required fields on this form page – those marked with a red asterisk, Click continue until you reach the fifth and final online form.

Video Once you have finished reading and providing your digital signature to, Click the Accept and Finish Button

Completing the forms –> accept and finish button

If this is your first time logging in, A

Thank you message will load to confirm completion.

Slide Volunteer Dashboard

On the right sidebar menu, click on the link, Volunteer Dashboard.

We are now on the Volunteer Dashboard webpage

YouTube Annotation of Link to next training video

As you get to know the new volunteer management system, you will have to learn a lot of new terms and phrases. A good way to think about the Volunteer Dashboard is as your personal, internal homepage within the system

Log Out Slide You can see your six main choices, your summary of hours on the right side of the webpage, and three other links on the bottom (edit profile, Enable log in using a third party software such as Facebook, and Log out)

You can continue to the next training video by clicking on the provided link.

If you are done using the VMS, click on the log out link below My referrals

Always log out of the Volunteer Management System and close your web browser to protect your private information.

It is always good practice to log out of a Web based software systems or any system that requires a user id and password for safety, and security reasons.

Completed Goal 1, Obj 1.5, 1.13


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5 30 sec - 1 min

Support contact information

PAUSE – BLACK TRANSITION

Slide Our last goal for this training is How to find online Help for using the Volunteer Management System

Portal with highlight box around Help Desk Link

If you have questions or need help at any time, click on the bottom most link on the VMS portal webpage http://texasmasternaturalist.freshdesk.com/support/home/

The VMS Help Desk link is on of the bottom links on the Volunteer Management System Portal webpage

Slides: Highlight box around FAQs, volunteer guide in documents, and video sections

When you click on the VMS Help Desk link, you will be taken to a new webpage that offers such options as a FAQ section, Documents such as the Volunteer Guide, and video links to training videos. As a last resort you may email t m n v m s @gmail.com

6 30 sec - 1 min

Ending PAUSE – BLACK TRANSITION Slide Agenda Today you learned about

Title Credits (TMN staff: Jennifer Buratti, Made for, and Music By)

First, how to Log In with your assigned User ID and Pass Word

Second, how to Update Your Password Third, how Completing the Registration form to Update

Your Profile.

Fourth, how to get help using the Volunteer Management System

We hope this video was helpful and the staff and supporters of The Texas Master Naturalist Program look forward to working with you. Thank you.

Completed Goal 3, Obj 3.1 and 3.2 END OF SCRIPT VIDEO 1


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VIDEO 2 – STORYBOARD Writer: Jennifer Buratti Presenter: Jennifer Buratti Estimated time: 15 minutes, 36 seconds Status: Final Draft Version 3 Revised: April 24, 2015

Production notes: • Using Adobe Premiere to create the movie, Adobe Audition for background music and voice

over • Using Microsoft PowerPoint to make Slideshow • Uploading to YouTube as mp4 file

Agenda 1. How to report your service 2. How to find new opportunities 3. How to view your log book, and 4. How to find online help for using the VMS


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Scene Time Video Audio 1 20

sec Introduction Welcome to the online training for the new Volunteer

Management System for the Texas Master Naturalist Program

Todays lesson will show you Slide Cover First, how to Report your Service Second, how to find new opportunities Slide Agenda Third, how to view your log book and Fourth, how to find online help for using the VMS 2 1

min Slide TXMN webpage (highlight box around Chapter Resources); link header txmn.org


First, open your Web browser, and type in txmn.org to the address line to reach the Texas Master Naturalist website.

Video Segment Hover over the Chapter Resources tab and a drop down menu will reveal the Volunteer Management System Link

txmn.org website à VMS Portal Link à VMS webpage àRegistered Volunteer Log In Link

Click on the link. You have now reached Volunteer Management System Portal Webpage. If you are not a registered user but are a program member watch the following training video.

YouTube - Post publishing annotation feature – add a link

If you are not a register user and not a master naturalist member watch the following video Completed Goal 1, Obj 1.3

3 15 sec

Video: http://txmn.org/tmn-vms-users/

PAUSE - BLACK TRANSITION

Registered Volunteer Log In Link

Click on the link Registered volunteer log in. A new window or tab will open and you will see a login area.

Registered Volunteer Log In Link (highlight box around login link)

Type in your User ID and password that you were given by your system administrator. By now, you should have changed your password.

YouTube Annotation of video link

If you have not logged in before, and have an assigned user id and password, watch our logging in as a registered user and updating your profile training video.



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Video: Typing in user id and password and clicking Log in button

Once you are ready, Click the “log in” Button

4 5 sec Slide Volunteer Dashboard


We are now on the Volunteer Dashboard webpage As you get to know the new volunteer management

system, you will have to learn a lot of new terms and phrases. A good way to think about the Volunteer Dashboard is like your personal homepage within the system

You can see your six main choices, and three other links on the bottom (edit profile, Enable log in using a third party software such as Facebook, and Log out). Additionally, on the right hand side is a summary of hours. These hours are the summary for other TPWD programs and do not include Texas Master Naturalist Hours

5 3 min, 30 sec

Slide Volunteer Dashboard (highlight box around Report Your Service) Video: Click on Report Your Service

PAUSE – WHITE TRANSITION Now we shall address our first goal of this lesson, Reporting volunteer service hours.

We do this by clicking on the “Report Your Service” link on the Volunteer dashboard

The Report your Service is the link you will use for entering your service and Advanced Training hours

When you click on the link…A new webpage will open

This new webpage will have the title “Report Service” at the top and a drop down menu with your approved opportunities. You may sometimes also hear an administrator refer to the Report as a Survey – this is merely a VMS software description of this form you are about to fill out and should not be confused with the official dictionary definitions of the term survey.

Slide: opportunity vs survey

Another unique term you are going to learn is opportunity – opportunity is the equivalence of what most Master Naturalist members call Projects, Training, or Activities. You will hear us say this term a lot throughout the VMS training videos

Slide types of Let’s take a break now and look at types of surveys.


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surveys

There are four types of Surveys or Reports for Service Hours.

First, we have our multiple use Report Hours Survey – this describes a Multiple use survey or volunteer service report , PAUSE, for activities or events where there is preparation or finish work done by chapter members or the event or activity recur or they occur over multiple days – you cannot lump days together therefore each training or day of service needs to be reported separately”

Filling out fields and Clicking ok

The second type of survey or report is the Single use survey. This is used when members will only enter hours once for an opportunity. This is often typical of Advanced Training event opportunities

The third type of survey is the New Opportunity” - Used by members who have a new event or activity that is not in the system. The Administrator will create an opportunity based on information provided on the survey if it is approved. Some chapters sill choose not to use this, but instead continue to use their own reporting process

The 4th type of survey is the The Field Research survey - the field research survey is

used to document the hours recorded on field research activities, such as Project Feederwatch and Community Collaborative Rain, Hail and Snow Network (CoCoRahs). This survey will allow you to spread your hours worked from multiple days into a single form.

Cognitive Break We have covered a lot of new terms and concepts – if you need to take a break, this is a good place. You can also take this break to log in to the VMS and go to the Report Your Service webpage.

10 second black screen Choosing

Opportunity. Let’s get back to our Survey or our Reporting of Service Hours. First, Click on the dropdown menu to reveal all the opportunities you have been approved for

When you choose an opportunity, new fields will appear below the opportunity drop down menu

Video: Filling out form/survey/report

For this example, I am going to choose Master Gardener Seminars, which is Advanced Training. The first question asks me what type of Hours are you reporting? I am clicking on the up down menu icon to show me the 3 answers in the menu. Advanced Training is my choice.


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Next thing I will report is the Service Date. I am going to click on the calendar to reach 4/3/2015. Done there so now I move to the subsection with the title Advanced Training

How many hours was the training? Well, it was 2 so I type in 2 to the box

Here is a question asking me What did you thing of the training? I’m going to choose, I Liked It of course. Now the next comment box allows me to describe your service or training – I’m typing hands on training in the garden. Scrolling down I reach the impact data questions

As a project manager or lead, it is important to remember that Surveys or these Reports have impact data fields - if you have your data, please remember to fill out this field - I am not a project lead but if I were to say yes to this question – new report or survey fields would appear for me to fill in. My last two questions ask if I have acreage and trail miles to report – no and no – so I am done here.

Complete all the fields shown and applicable to your opportunity and click the Okay button on the bottom left of the online Completed Goal 1, Obj 1.4, 1.6, 1.9

6 12 min, 15 sec

Slide Two ways to find opportunities


Image of Thank you confirmation page (highlight box around Search Opportunities link)

Now we shall address our second goal of this lesson, How to find New Opportunities. The option to Find Opportunities can be reached in two ways.

In our thank you confirmation page there are four links on the right hand side of the page.

Video The second link, Search opportunities will take us to a search page

Clicking on the Search opportunities link in sidebar menu of Thank you confirmation page

The second way to reach the same search page is by clicking on the first link in that original webpage Volunteer Dashboard



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Slide: Ways to Search for Opportunities

There are 4 ways to search for opportunities

A. Type a Keyword, Or B. Type Zip Code and Choose Miles Away Limiter,

Or C. From Region Drop down menu, Or D. Choosing on Regional Map Video: Master

Gardener Seminars Signup

I’m going to search for advanced training by typing AT: in to the keyword search field and clicking the search button.

The results of my search are brought up in a new web page. Scrolling down I find the AT Master Gardener Seminars. The description says, “This opportunity has multiple shifts, see the Schedule tab to sign up. When I click on the Schedule tab, I can scroll and find the shift I like. I see that there are 15 people in the 11 am to 1 pm shift. Click on the blue shift button and a thank you page confirms my action and tells me that a volunteer coordinator will be contacting me

Break Take a Break – you can use this time to navigate to the Find opportunities webpage in the VMS Or just take a few relaxing breathes. Completed Goal 1, Obj 1.7 and Goal 2, Obj. 2.2

7 4-5 min

Video: Log Book

PAUSE – WHITE TRANSITION Click on the link Volunteer Dashboard on the right hand

side of the webpage.

Click on the link View My Log Book A new webpage will appear Not only will your log book show you the most recent

entry but also you can use the calendar tool in the upper right of the screen to see previous service records you have entered. Once you have selected the date range you wish to search, click the “Go” button below the calendar tool. By changing the date range, you can view service hours for a week, a month, and a year.

Additionally, you have options to click on an entry and edit a selected record or delete selected records by simply clicking on the check box to the left of the record.


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The logbook is a record of hours where you can first, post service and Advanced Training hours; and second, edit or delete postings. Once your chapter personnel or administrator has approved a logbook entry, the entry cannot be modified or deleted - it must be deleted or edited by your administrator.

Additionally, You can find your status for recertification & milestones.

PPT Slide – Recertification & Milestones

For recertification: Select January 1st of the current year and go to the bottom hours summary - there you will see if you have reached 40 TMN hours and 8 AT hours required for that year’s recertification.

For milestones: Select a year prior to your time as a Master Naturalist and scroll to the bottom hours summary section - there you will see how the total TMN hours you have accumulated towards your milestone awards

Title: Highlight box around summary then around scrolling section

Lastly, at the bottom of this webpage you will see the log book summary section.

Video: scrolling Once your chapter personnel or administrator has approved a logbook entry, the entry cannot be modified or deleted – only an admin can edit or delete after approval

A very unique feature of the summary is that you can Scroll left and right in this 'grid area'. Don’t get confused if you first see a '0' under approved hours, you have to move or scroll to the right to see the TMN & AT approved hours.

Title: You have 45 days, from the date of service, to enter your service hours

A last reminder here, the log book entries must be posted within 45 calendar days from the date of your service or attendance event.

Slide: Break Pause. Now is our last break reminder. You can use this time to Apply what you have learned so far and Look through your Log Book

Once you are done, you can click on the Log out link located on the right hand side of this webpage

8 2 min

Video: Logging out If you are in the Volunteer Dashboard the log out link is link below My Referrals icon on the bottom right of the webpage.


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Slide: Log out Always log out of the Volunteer Management System and close your web browser to protect your private information.

It is always good practice to log out of a Web based software systems or any system that requires a user id and password for safety, and security reasons.

Completed Goal 1, Obj 1.7, 1.9, 1.10, 1.13 and Goal 2, Obj. 2.1, 2.3

9 30 sec – 1 min


Slide: Support contact information Portal with highlight box around Help Desk Link

The Help Desk link is located toward the bottom of the list of links on the Volunteer Management System Portal webpage If you have questions or need help at any time, click on the link VMS on the VMS portal webpage http://texasmasternaturalist.freshdesk.com/support/home/

Video and Slides: VMS Fresh Desk Highlight box around FAQs, Volunteer Guide and Video section

As a last resort you may email t m n v m s @gmail.com

10 30 sec – 1 min

Ending PAUSE – BLACK TRANSITION Slide Agenda Today you learned about First, how to Record your Service Second, how to find new opportunities Third, how to view your log book and Fourth, how to get help Title Credits (TMN

staff: Jennifer Buratti, Made for, and Music By)

We hope this video was helpful and the staff and supporters of The Texas Master Naturalist Program look forward to working with you. Thank you.

Completed Goal 3, Obj 3.1 and 3.2 END OF SCRIPT VIDEO 2


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VIDEO 3 - STORYBOARD Writer: Jennifer Buratti Presenter: Jennifer Buratti Estimated time: 11 minutes, 12 seconds Status: Final Draft Version 3 Revised: April 23, 2015

Production notes: • Using Adobe Premiere to create the movie, Adobe Audition for background music and voice over • Using Microsoft PowerPoint to make Slideshow • Uploading to YouTube as mp4 file Agenda 1. Registering as a new volunteer 2. Searching Opportunities 3. Using the Volunteer Dashboard 4. Find more training videos and Help using the VMS Scene Time Video Audio

1 20 sec Introduction Slide Cover Slide Agenda

Welcome to the new Volunteer Management System for the Texas Master Naturalist Program

Todays lesson will show you First, Registering as a new user Second, how to Search for more Opportunities and Surveys Third How to use the Volunteer Dashboard And fourth, how to find more training videos and help using the VMS

2 1 min Slide TXMN webpage (highlight box around Chapter Resources); link header txmn.org Video Segment txmn.org website à VMS Portal Link à VMS webpage àApply… Link

PAUSE – WHITE TRANSITION First, open your Web browser, and type in txmn.org to the address line to reach the Texas Master Naturalist website. Hover over the Chapter Resources tab and a drop down menu will reveal the Volunteer Management System Link

Click on the link You have now reached Volunteer Management System Portal Webpage If you already have an assigned user name and password you must log in as a register volunteer and you can watch the following training videos as a new user.

This training video you are watching is to help TMS


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YouTube post effect: show link to VIDEO A and B

member who have not been set up by their administrator with a user id and password or for people who have never been a TMN but would like to be involved or support the program as a nonmember.

Completed Goal 3, Obj 3.2

3 1 min Title: Goal 1, Applying to become a new volunteer Slide APPLY TO BECOME A NEW VOLUNTEER Link (highlight box around login link)

We will now address the first goal of this lesson, logging in with your assigned user id and password PAUSE - BLACK TRANSITION

Click on the link APPLY TO BECOME A NEW VOLUNTEER

A new window or tab will open a webpage titled, FIND A MASTER NATURLAIST OPPORTUNITY

As an example, I will search using the regional map I am going to apply to the HOTMN Chapter

When I click on the title, a new webpage opens Pause

The Opportunity Details show the: 1. Description, 2. Location, and 3. Contact information

There are also a link to take you BACK TO RESULTS AND

On the sidebar there are links for: OPPORTUNITY SEARCH, FAQ, LOG IN AND SHARING (such as on social media or email and printing) Once you are ready, Click the “Sign Up” Button

A new window or tab will open

4 20 sec Video Apply to Become a New Volunteer

PAUSE – BLACK TRANSITION We are now at the point where we can Apply to Become a New Volunteer Click on the Apply to Become a New Volunteer Button The VMS will show you a message that says, “Please wait a moment while our forms load.”

5 1 min – 2 min

Slide Volunteer Dashboard (highlight box around Record Your Service)

PAUSE – WHITE TRANSITION The forms are now loaded and there will be 5 forms to complete. This is the Application to become a volunteer.


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Enlarge the title How to Report My Service

The forms request confidential information and we recommend filling them out in a location where no one else can see your screen. You must complete all the content marked with a red asterisk Click the CONTINUE button to go forward to the next form page or you can use the Back Button to return to a previous page in the set of forms. Once you have completed the required field and the optional fields the last form page requires a digital signature. AFTER you fill in the field on the digital signature page click on “ACCEPT AND FINISH” The VMS will show you a message that says “Submitting your profile” A new page will load with a thank you message.

Completed Goal 1, Obj 1.2

6 2 – 3 min

Title: Goal 2 – searching for more opportunities

Slide Searches

1. Keyword or 2. Zip code with

mileage, 3. Or by region

drop down menu or

4. Regional map

PAUSE – BLACK TRANSITION Now we shall address our second goal of this lesson, How to find New Opportunities. The option to Find Opportunities can be reached in two ways. In our thank you confirmation page there are four links on the right hand side of the page. The second link, Search opportunities will take us to a search page The second way to reach the same search page is by clicking on the first called Volunteer Dashboard Click on the Find Opportunities Icon Link

Pause There are 4 ways we can search for opportunities

1. Keyword or 2. Zip code with mileage, 3. Or by region drop down menu or 4. Regional map

7 Slide Volunteer Dashboard (highlight box around Find Opportunities)

Click on the Find Opportunities link in the dashboard Transition – white A new webpage will open and show you the Opportunities Search page that you saw earlier when we were applying to


27

Video Clicking on the Search opportunities link in sidebar menu

become a new volunteer. I’m going to search for Advanced training by typing AT into the Keyword search field and Clicking the Search button. A long list of options appears – scroll down to see the AT options. I chose AT Baylor seminars link – a new webpage loads to show me the description, location, contact information and Sign up link Click Sign up button A new webpage loads with the message: Thank you for signing up for AT Baylor Seminars opportunity. A volunteer coordinator will be contacting you with more information. I am going to click “Back to search” link to see what other opportunities I might be interested in.

8 Video Gardeners Gathering

PAUSE – WHITE TRANSITION I’m going to click on Gardeners Gathering As you can see, this opportunity is a bit difference. The description says I can sign up for multiple shifts. By clicking on the description tab, the available positions are revealed. I can simply click to sign up for the 1 – 4 pm shift. The number of position available will be indicated above the blue sign up button. This information is good if you have a friend who might be interested in carpooling and volunteering with you. After you click on the sign up button, a new thank you webpage will load. Completed Goal 1, Obj 1.7

9 Title: Goal 2 – searching for more opportunities

You tube annotation to other training video link

Highlight Slides of

PAUSE – BLACK TRANSITION Now we shall address our third goal of this lesson, Using the volunteer dashboard. Consider the Volunteer Dashboard as your internal homepage in the VMS. Here you can see your six main choices, and three links below. On the right side you can see the volunteer summary. The summary is the hours report to other volunteer programs of TPWD but does not include the TMN hours. We will focus on My placements, My referrals and My schedule since we have just registered and are awaiting


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Dashboard sections 1 six main choices

2 three links at the bottom

3 summary of hours Slide Volunteer Dashboard (highlight box around View My referrals)

approval from our administrator. PAUSE – WHITE TRANSITION Click the link, My referrals A new webpage will load with the title You have been referred to the following opportunities Click the return link or the Volunteer Dashboard link to go back to the Dashboard PAUSE – WHITE TRANSITION Click on My placements link A new webpage will load with the title You have been placed with the following opportunities. You can scroll to see all the opportunities you chose.

PAUSE – WHITE TRANSITION Click on My placements link

A new webpage will load with a calendar. By choosing the month and year in the drop down menu, you can see the opportunities in the schedule.

If you click on the opportunity link in the calendar, Details of the opportunity will show up below the calendar. I am going to choose remove me to show you how the system easily updates opportunities

A confirmation webpage show the message, you are no longer registered for this schedule slot. Thank you for you interest in volunteering. More importantly, the VMS has already communicated the update to the organizer of the opportunity so no other steps are needed.

10 Video Click on the MY PLACEMENTS ICON LINK

PAUSE – BLACK TRANSITION Click on the link MY PLACEMENTS

A new webpage will load with the title, YOU HAVE BEEN PLACED WITH THE FOLLOWING OPPORTUNITIES:

You can see two live links in the Overview section of the HOTMN chapter: Visit our website and Click here for details or to remove yourself. The first link will open the chapter website page The second link loads a webpage where I can Click on Remove Me if I so choose. Completed Goal 1, Obj 1.8, 1.11, and 1.12

11 Video PAUSE – BLACK TRANSITION


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Logging out If you are done, you can click on the Log out link located below My Referrals icon on the bottom right of the webpage. Always log out of the Volunteer Management System and close your web browser to protect your private information. It is always good practice to log out of a Web based software systems or any system that requires a user id and password for safety, and security reasons. Completed Goal 1, Obj 1.13

12 Title: last goal for this training is where to find other training videos and online help for using the VMS Slide

Video links

Slide

Portal with highlight box around Help Desk Link

Slide VMS Fresh Desk

Highlight box around FAQs, Volunteer Guide and Video section

PAUSE – BLACK TRANSITION Our last goal for this training is where to find other training videos and online help for using the VMS

The following videos are available through the TMN YouTube channel.

How to Log in as a registered user, update your password, complete your profile, and find help using the VMS <link>

How to report service hours, search for opportunities, view log book and find help using the VMS as a registered user, <link> PAUSE – WHITE TRANSITION If you have questions or need help at any time, click on the VMS Help Desk link on the portal webpage http://texasmasternaturalist.freshdesk.com/support/home/ The VMS Help Desk link is the last link on the Volunteer Management System Portal webpage When you click on the VMS Help Desk link, you will be taken to a new webpage that offers such options as a FAQ section, Documents such as the Volunteer Guide, and video links to training videos. As a last resort you may email t m n v m s @gmail.com

13 Ending Slide Review Agenda

PAUSE – BLACK TRANSITION Today you learned about

First, Registering as a new user Second, how to Search for more Opportunities and Surveys Third How to use the Volunteer Dashboard And fourth, how to find more training videos and help


30

Slide Next time you log in

Title Credits (TMN staff: Jennifer Buratti, Made for, and Music By)

using the VMS

We hope this video was helpful and the staff and supporters of The Texas Master Naturalist Program look forward to working with you.

Completed Goal 3, Obj 3.1 and 3.2

END OF VIDEO SCRIPT 3 Definitions

• Opportunities: Service Projects or AT events. • Common Opportunities: those used by all chapters • Survey: Used by the volunteers to enter hours • Log book: the record of volunteer TMN hours • TMN Hours: service hours applied to a TMN event • AT Hours: advanced training hours (TMN) • Hours: hours earned at any other TPWD event • VMS Web Portal: txmn.org/tmn-vms-users/

JOB AIDS See Appendix A for Learner Job Aid

ASSESSMENT There is no need for a formal assessment of the learner but a self-quiz will be provided to provoke the learner to test their own knowledge, skills, and abilities using the VMS after the training. * indicates correct answer(s)

How many days do you have to report your volunteer service hours? (45) (True or False) Once the system administrator has approved your reported hours, you can edit or delete them. (FALSE) You can search for advanced training opportunities by clicking on: 1. Find Opportunities Link in Volunteer Dashboard * 2. Search Opportunities Link in the Sidebar Menu * 3. View My Log Book 4. None of the Above


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Online help for using the Volunteer Management System can be found by 1. Navigating to the Volunteer Management System Portal Webpage 2. Clicking on FAQ Link 3. Contacting [email protected] 4. All of the above * You can locate the opportunities you have been approved for within the Volunteer Management System by clicking 1. My Schedule 2. My Placements * 3. My Referrals

EVALUATION OF TRAINING An online survey is provided after the training. The online survey uses VMS.

POST TRAINING SURVEY QUESTIONS

Which video trainings did you complete? • Video A: How to log in with your assigned user id and password, change your password, and complete

your profile • Video B: How to report your service, find or search opportunities, and view your log book as a registered

user (have assigned user id and password). Rate the training based on Scale (1-strongly disagree, 2- disagree 3-neither agree or disagree, 4-agree, 5-strongly agree)

• The lesson agenda was understandable. • The online training video was well organized. • The pace was just right. • The use of screen recordings, slides, and audio was easy to understand • The use of screen recordings, slides, and audio was overwhelming. • I feel confident about taking what I learned and applying it in the Volunteer Management

System. • What section(s) of the video training did you find most useful? (Comment Box) • General Comments for edits and improvements (Comment Box)

Last updated 5/29/15

Development EMAIL INTRODUCTION TEMPLATE Software: Gmail (Google)

Hello Master Naturalist, You are being invited to take part in the online training for the new Volunteer Management System (VMS). The Central Texas Chapter members have been chosen for this training because some members have received training on the new VMS and some members have not, and we would like to receive feedback on the training from both groups. The Texas Master Naturalist YouTube channel will host the following VMS Advanced Training videos. 1. Logging in as a Register User and Updating Your Profile - http://tinyurl.com/nsszjk6 2. Reporting Service Hours, Search/Find Opportunities, and View Log Book as a Registered User http://tinyurl.com/lzxynfx You can obtain Advanced Training hours for watching the videos AND completing the following Survey about the videos. https://www.surveymonkey.com/s/Videos_Training Additionally, you can apply your new skills by reporting .25 credit hours for this online training in the Volunteer Management System under the opportunity title "AT: VMS Training". All your feedback will be used to improve our online training videos. If you have questions about this email invitation, please email: [email protected] Thank you for your time and attention, Texas Master Naturalist VMS team

VIDEOS FOR TRAINING Software: Camtasia Relay

1. Logging in as a registered user, updating password, completing profile 2. Logging in as a registered user, updating password, completing profile 3. Applying to become a new volunteer, finding opportunities, using the dashboard

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IMPLEMENTATION PLAN

IMPLEMENTATION OF THE TRAINING BETA TEST Central Texas Master Naturalist Chapter # Of testers: 61 Date of test: April 6, 2015 Feedback #: 15 See Data Analysis section for results

IMPLEMENTATION OF THE TRAINING PILOT TEST Guadalupe Texas Master Naturalist Chapter # Of testers: over 50 Date of test: April 27, 2015 Facilitator: Michelle Haggerty

MATERIALS PROVIDED • Learner Job Aid • Email Invitation

• Videos

Last updated 5/29/15

APPENDIX A: JOB AID

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APPENDIX B: REFERENCES Bruner, J. (1997). Celebrating divergence: Piaget and Vygotsky. Human Development, 40(2), 63-73.

Retrieved from http://search.proquest.com/docview/224022182?accountid=7113 Ertmer, P. A., & Newby, T. J. (1993). Behaviorism, cognitivism, constructivism: Comparing critical

features from an instructional design perspective. Performance Improvement Quarterly, 6(4), 50-72.

Gibson, J. J. (1979). The ecological approach to visual perception (Chapter 8: The theory of

affordances). Hillsdale, NJ: Lawrence Erlbaum Associates., 127-143. Molenda, M. (2009). Instructional technology must contribute to productivity. Journal of Computing in

Higher Education, 21(1), 80-94. doi:10.1007/s12528-009-9012-9 Molenda, M., & Pershing, J. A. (2008). Improving performance. Chapter 3. In M. Molenda & A.

Januszewski (Eds.), Educational technology: A definition with commentary (pp. 49–80). New York: L. Erlbaum Associates.

Kember, D., & Kwan, K. (2000). Lecturers’ approaches to teaching and their relationship to conceptions

of good teaching. Instructional Science, 28(5), 469-490. doi:10.1023/A:1026569608656 Kirkpatrick, D.L., & Kirkpatrick, J.D. (1994). Evaluating Training Programs, Berrett-Koehler

Publishers Retrieved from http://www.nwlink.com/~donclark/hrd/isd/kirkpatrick.html Kozma, R. (1991). Learning with media. Review of Educational Research, 61(2), 179-211. Teaching Nuggets Version 4.6. (2009). Retrieved from University of Southern California – Center for

Excellence in Teaching website: http://cet.usc.edu/resources/teaching_learning/docs/teaching_nuggets_docs/USC_CET_Teaching_Nuggets_4_6.pdf