1. Volunteering Record
Guide for External Charities

2. This presentation is accurate as of 21/12/2016
Getting Started
Becoming a charity partner with KCLSU
1. Terms and Conditions
If you would like to partner with KCLSU in order to promote your volunteering activities to our students, there are a few terms and conditions that both the external partner and KCLSU must agree to. These are found in the External Partnership Agreement and are subject to change at KCLSU’s discretion.
These agreements must be completed at the beginning of the partnership and renewed at the start of each academic year (01/08).
The External Partnership Agreement can be found on the website or by contacting
This presentation is accurate as of 21/12/2016

3. This presentation is accurate as of 21/12/2016
Website Profile
The Volunteering Record is the system KCLSU uses to promote opportunities. Each student registers for a profile and through this can register their interest for opportunities and log their volunteering hours to work towards awards. You can register for a profile on our website through this link: In this presentation you will find a guide to using this system.
This presentation is accurate as of 21/12/2016

4. This presentation is accurate as of 21/12/2016
How do I register?
Follow this link: or alternately contact and they will set you up a profile.
You can also find the link through the main page: -> get involved -> volunteering record -> external charities register
This presentation is accurate as of 21/12/2016

5. What do I do once I have registered?
If you haven’t already, you need to complete and sign the External Partnership Agreement and send it to If you have multiple opportunities to offer, please select one to detail (you can add multiple to your profile later)
Upload your insurance documents
Upload your policies e.g. equal opportunities, volunteering policy, health and safety etc.
This presentation is accurate as of 21/12/2016

6. How do I upload my documents?
If you are having trouble, you can your documents to and the Coordinator will upload them for you.
Insurance: Click the insurance tab in the profile and
fill in the details. Click upload and select your document.
Policies: Click the policies tab
Click Browse for the
corresponding policy and
select your document
This presentation is accurate as of 21/12/2016

7. This presentation is accurate as of 21/12/2016
What next?
Once these documents have all been received, the Volunteer and Fundraising Coordinator will approve your profile. You will receive a notification when this has happened.
Once you have been approved, you can add opportunities
This presentation is accurate as of 21/12/2016

8. Adding Opportunities Click, add new opportunity
When you have added opportunities you can see them here.
To edit them you can click on the name
This presentation is accurate as of 21/12/2016

9. This presentation is accurate as of 21/12/2016
When you have submitted your opportunity they will be displayed at the side of some website pages as an extra promotional nugget
From here, simply fill out all the details of your opportunity and all required fields marked by a *
This presentation is accurate as of 21/12/2016

10. How do I know if students are interested in my opportunity?
When a student registers their interest you will receive a notification
When you have gone through your application process with a King’s Volunteer, please click the green tick to accept them, or red button to not accept them. This allows the opportunity to be added to the student’s profile.
Click on the opportunity
Click on the Volunteers Tab; here you will see a list of the volunteers who are interested along with their and phone number so you can contact them.
This presentation is accurate as of 21/12/2016

11. I can’t remember my password
Simply and we can reset the password for you
To change your password after
reset, or at any time, click providers
details on your profile ->
change password tab
This presentation is accurate as of 21/12/2016

12. This presentation is accurate as of 21/12/2016
FAQ’s
I can’t add an opportunity
You won’t be able to add opportunities until you have been approved as a provider
What opportunities can I promote?
You can promote London based volunteering and fundraising opportunities as long as they are volunteering, do not exceed 16 hours per week and are not unpaid labour which will be evaluated on a case by case basis. Opportunities must be flexible due to university workload. We currently do not allow international opportunities.
Any other questions,
This presentation is accurate as of 21/12/2016