DE BEST Volunteer Registration and Onboarding Process

As part of a Medical Reserve Coros (MRC) unit, we are required to pre-credential and pre-train volunteers according to the required competences identified by MRC and our state's unit (called RespondDE). Information, documents and trainings allow volunteers to be able to efficiently and effectively provide service to our community in the event of a disaster - a time when they are most in need.

Meeting MRC competency requirements requires several steps in the Onboarding process. We apologize for the inconvenience of the process, and we are here to assist. Should you encounter any questions or concerns, feel free to reach out to us at: DEBESTVolunteers@gmail.com

We work closely with many mental health and disaster preparedness/response organizations, during onboarding you will create several accounts on several different portals. You may want to bookmark the sign-on page for each site and safely save your passwords for convenient future access. Below is a check list with links to help you through the process of Onboarding.

 

DE BEST Volunteer Onboarding CHECK LIST

o Step 1: Create SERVDE.org Profile  o Step 2: Develop DE BEST Team Portal Profile: DEBEST.GalaxyDigital.com o Step 3: Create and Link a DETRAIN Profile for RespondDE MRC Training Access o Step 4: Complete Required Documents o Step 5: Complete Required Trainings o Step 6: Stay Involved. Monitor Opportunities and Maintain Profile

ONBOARDING DETAILS AND LINKS

  Step 1: Create SERVDE Profile 

Follow this link: SERVDE.org (Skip to Step 2 if you already have a SERVDE.org profile)

Once you have arrived at the sign up page on SERVDE, the first option pick your organization. You will then select, “Delaware Behavioral and Emotional Support Team (DE BEST)”. Follow through with filling out the rest of your personal information. Once that is complete, you will receive an automated email indicating that you have successfully signed up on SERVDE. Prepare to receive an email from the SERVDE database that confirms you created an account. You will need to click the link to verify your email. (Please check your Spam folder as the email often is sent there. If you find your email there, please change your settings so that future emails will filter to your Inbox.)

** Please remember to provide "Background check" authorization (in SERVDE.org, go to 'My Profile' > 'Background Check' > 'Complete Form' and fill in all requested information, then select 'Save' **

Step 2: Develop DE BEST Team Portal Profile

Follow this link: DEBEST.GalaxyDigital.com

After your SERVDE.org profile has been reviewed by the University of Delaware (UD) DSAMH/DE BEST Program staff, you will receive a "Welcome" email. Please read this email thoroughly as it may impact the following Onboarding Steps.

Within your "Welcome" email, you will receive instructions regarding the creation of your DE BEST Team portal profile. Your DE BEST communications portal profile MUST use the same email address for SERVDE.org. Once you have arrived at your DEBEST.GalaxyDigital.com sign up page, please page through your entire profile to ensure the accuracy of emergency contact information, availability, and qualifications.

Complete Your DEBEST.GalaxyDigital.com Portal Profile:

By clicking the circle in the top right corner of the page, a dropdown will show you options to “View Profile", "Edit Profile", "Track Hours", "Set your Schedule", "Add Qualifications" (e.g. Trainings), etc.

It is important to keep your profile up to date with your trainings and personal information on BOTH DEBEST.GalaxyDigital.com and SERVDE.org. Additionally, please send us a picture to be uploaded to both of your profiles and used for your ID Badge. Pictures should be clear, forward facing and have a plain background. Altered/filtered pictures will not be used.

Additionally, volunteers are asked to upload an ID picture to BOTH DEBEST.GalaxyDigital.com and SERVDE.org profiles. These will be used for your personal RespondDE MRC ID Badge. Pictures should be clear, forward- facing, and have a plain white background, without filters or enhancements. You can send these to: DEBESTvolunteers@gmail.com

Step 3: Create and Link a DETRAIN Profile for Trainings

1. Follow this link to create your DETRAIN profile. You may request a new password if you already have an account and forgot your password (or if over 90 days and account has been deactivated).
2. Upon account creation, you will be directed to the next page where you will have to select the following groups: Employee, Your County, and Your Unit. Please select your unit by county. select through for your DETRAIN profile set up: "National/Medical Reserve Corps (MRC) / Region 03 (III)/Delaware/[your county name] County MRC"
3. After setting up your account, you can select your name in the top right corner of the webpage and select 'Your Profile' in the drop-down menu.
4. On the left side of your DETRAIN profile page, click on the 'Account' tab. Your Username will be listed as 'Login Name'. Save this name as this is the data to be entered into SERVDE's "Username" next (Step 6, #5.1).
5. Link your DETRAIN and SERVDE accounts: Go to SERVDE to enter a ‘SERVDE Username’ (which is 'Login Name' from DETRAIN). Click 'My Profile' in the top banner of SERVDE. Click 'Identity' (first option with a green check mark next to it), then 'Edit Information' button. Scroll down to the bottom of the page to 'Training Provider Information' and enter your DETRAIN Username in the box next to 'DETRAIN Username'.
6. Similar to #5, you will also need to enter your FEMA Student ID (SID) number in your DETRAIN profile [See Step 5 below]. The "FEMA Student ID Number" is located in the tab on the left bottom of  your "Profile" page, under '"Account".
7. Select and register for: “RespondDE Volunteer Training Plan” (courses and links are listed at the bottom of this guide. 

Step 4: Complete Required Documents

• Check your "Notifications" on DETRAIN to Digitally sign your RespondDE MRC Code of Conduct and RespondDE MRC Waiver (on DE TRAIN: RespondDE MRC Code of Conduct and Waiver #1108190 and RespondDE MRC Photo Release Acknowledgement ID# 1108709). You may need to select  "..."  so that you can view and select the "Launch" button and then go through the acknowledgements. These are required prior to any participation in any activity or opportunity, and will be confirmed by staff upon receiving notification of a sign up.

Step 5: Complete Required Trainings

• Complete required trainings. DE BEST Required trainings include all trainings listed in the “RespondDE Volunteer Training Plan” as well as those listed on our team's website under "Required Trainings". Upon completing trainings, please send completion certificates to: DEBESTvolunteers@gmail.com
• *** Two of the trainings are taken on a partner site. Follow the links on DETRAIN to access FEMA trainings. If you don't already have one, you will first have to create a FEMA Student ID Number (SID): 

1. Create a FEMA SID by clicking this link here: FEMA Student ID Registration
2. Once you have completed that registration, you will now be able to register for the required FEMA Courses. You may locate the required S-100.C: An Introduction to the Incident Command System and IS-700.B: An Introduction to the Incident Command System trainings here: Required Fema Trainings, or through the DETRAIN  “RespondDE Volunteer Training Plan” found in the next Onboarding step (Step 6).
3. Select the required course and review course materials by choosing any one of the options presented.
4. Select “Take Final Exam Online” link (Found on each course overview page).
5. Enter your Student ID Number
6. Answer the exam questions and submit your answer choices for each training.
7. Finally, visit your transcript or email and forward your completion certificates to: DEBESTvolunteers@gmail.com

• *** Our specialty team of RespondDE MRC requires special training in Psychological First Aid. This can be taken on a number of sites. Keep in mind that other trainings are offered to our volunteers, sometimes by DSAMH. Theirs require registration on their training site: DLC. You may wish to create a DLC profile for easy access:

Follow this link: Delaware Learning Center (DLC), then register via on of these two registration links:

- For non-state employees: Visit the DSAMH Self-Registration Page for DLC.  NOTE: Bookmark this page and use it moving forward to register for DSAMH trainings. 

- For State of Delaware Merit or Casual/Seasonal Employees (with @delaware.gov email address): Visit State of Delaware - Department of Human Resources to use State sign-on or Standard Login to access DLC. 

Step 6: Stay Involved. Monitor Opportunities and Maintain Profile.

• During the DE BEST Onboarding process and moving forward, you are asked to maintain your volunteer data on both DEBEST.GalaxyDigital.com and   SERVDE.org.  In addition, please maintin profiles on training platforms used by our organization, including: DE TRAIN, DEMA, FEMA, and  Delaware's Learning Center (DLC).  Finally, please send completion certificates to: DEBESTvolunteers@gmail.com
• You may also wish to download CauseConnect Mobile application on your phone for tracking your DE BEST Opportunities. It can be used to log your hours for activities and data about your work in the community (The app is free!).
• Please stay in touch! Opportunities can be viewed on your DEBEST.GalaxyDigital.com dashboard, or select OPPORTUNITIES in the menu to the left of your profile screen. Note that, per the Code of Conduct, DE BEST volunteers must maintain service of 4 hours of team activity annually.
• Keep in mind that, in addition to team trainings, deployments and other activities, DE BEST volunteers join us for:
  • Quarterly Meetings: for team updates and short skills-building sessions
  • Bi-monthly Committee Meetings: for peer discussion and recommendations for team development
  • Bi-annual "Potluck" Engagement Events
  • Annual RespondDE "Appreciation" Events

WELCOME TO DE BEST!!!  Below are addtional links and resources that you may find helpful. 

* Sign ups for activities, meetings and deployments are located within your portal Opportunities page. *

For events, trainings, exercises and events specific to the DE BEST team, be sure to monitor the DE BEST Volunteer portal. Information and resources are also available: 

• DE BEST Welcome page for additional details on how to access and link your volunteer profiles (such as SERVDE) and training accounts.
• DE BEST Blog Posts for Meeting Minutes, Resources, Important Notices, Announcements, etc.
• DelawareBEST.org for information about our organization, link to Training Plan and other shared Community Resources

Here is a list of all DE BEST volunteer required trainings (with links)

Psychological First Aid (PFA) – This training may be found online and with other agencies. Regardless of how you complete this course, please send your completion Certificate to: us.  (Click here for details.)

Crisis Counseling Program Training (by SAMHSA) – SAMHSA’s “Just In Time” version is an online, self-led video series.  (Click here to view links for this course.). Alternatively, there is a “Core” version of this training that is offered in person or virtually with SAMHSA (8-hour course).

RespondDE Training Plan for Volunteers (an MRC account must be created, please see DE BEST portal here for instructions). All RespondDE MRC volunteers must complete this training plan. This training plan includes an online orientation that must be completed first. The training plan includes the following:

RespondDE Volunteer Trainings