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Application components in Salesforce

Listed below are the sections of the mentor application in Salesforce and details about the functions/fields within them, 

Applicant Overview
Includes important information including name of applicant, stage in pipeline, application owner, application location, contact information, gender, birthday, status of Mentor Contract and forms, and a link to the contact record.

Application Summary
This is where the applicant's status can be edited by screeners to reflect screening status.  Also noted is the status and date of training, date of application, the # of days the applicant has been in the pipeline, previous mentoring experience, and dates of status changes and potential matching. Important here is also the date and reasoning behind withdrawals and rejections.

On Hold Summary
Used for information and follow-up for applicants who have put their candidacy on hold temporarily.

Communication Detail and Actions
Where automatic screening communications can be sent by checking the applicable box and clicking 'save.' The date of each action is automatically populated. This also includes post-orientation emails, background check reminder, and RTBM emails, as well as a field where screener manually enter the progress of deadlined/pre-deadlined applicants.

Mentor Together Highlights
If an applicant enters screening with a Mentor Together request (or "buddy match"), they are requesting to participate in the program at the same school as another applicant. The information for their buddy will be listed here, including whether the applicant is willing to be matched without their buddy.

Mentor Matching Preferences
Includes applicant preferences to be considered when matching the mentor at a school. Screeners use this section to note where a mentor prefers to volunteer, as well as any potential conflicts they may have. This information is provided by the applicant when they fill out their application, and is verified by the screener. Actual preferences, including mode of transportation and location, will vary by program region.

Application Notes/Comments
Where “Anything to help match with mentee” is populated from the mentor application. Above that are text fields where screeners will paste their match notes after each applicant interview.

Interview Information
Shows date, time, and status of the applicant’s phone interview and is manually updated by the screener.

Definitions
Includes definitions of abuse populated from the mentor application. The screener can change the status of those definitions in this section to “approved” or “needs new definitions."

Disclosures
Where the applicant’s felony, misdemeanor and termination/dismissal conduct disclosures are populated from the mentor application. Screeners should review this section for each applicant in their ownership and follow up as needed.

Reference Information
Indicates number of references submitted and approved, as well as the overall status of those references.

Background Check Details
Includes important dates, status, investigation details, and additional information about the applicant’s background check process.  The Background Check Note field here should only be used to note background check and sometimes TB (Bay Area related) updates.

Bay Area Background Checks
Here, screeners indicate which Bay school district applicants are fingerprinted for, TB testing or clearance status, TB Action (need for testing based on their risk assessment), and the dates when these forms are submitted/approved. In the past some applicants were fingerprinted for a second school in San Jose (no longer an iMentor partner), and the second column reading 'second' in each field tracks progress for those old applicants only.

Application Profile/Characteristics
Includes a comprehensive summary of demographic information including employer, job title, education level, listed life experiences, racial identity, and language fluency. This information is imported from the Platform. This section is an additional source for match notes.

Interview Transcript
This is where screeners paste the entire interview transcript once completed (save for match notes which will appear separate in 'Application Notes/Comment'). Please ensure screener name, volunteer name, and date or interview remain at the top.

System Information
Highlights the initial administrator of the Salesforce file and the most recent modifier of the record. 

Activity Tab (right sidebar of application)

Email 

This is where screeners can send emails to applicants directly from Salesforce. This tab allows screeners to send both the widget template and automated email templates (which are generally sent through checkboxes in the application but, on occasion, need to be customized depending on the applicant's circumstances). 

Chatter

This functions as an instant messenger for screener and other Salesforce users as needed. This function is mostly reserved for sending quick updates, questions or addressing concerns in as close to real-time as possible. 

New Event 

This is where Screeners can create reminders (tasks) to reach out to applicants. This section is also used to document phone calls or any other outreach that cannot be pasted via written word into Salesforce. 



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