Guidelines for uOttawa Campus Clubs

Guidelines for uOttawa Campus Clubs

How to get started?

Section 1 – Guidelines for volunteer coordinators

Section 2 Guidelines for student volunteers

Section 3 Guidelines for supervisors of volunteer coordinators


Key terms

  • Community Partner (CP): Organizations (on and off-campus) that partner with the Centre to provide students with volunteer opportunities
  • Placement: Volunteer opportunities offered by community partners to students and posted in Community Engagement Navigator.
  • Volunteer Coordinator: Person responsible for managing student volunteers and approving their hours; main contact person for the Centre.
  • Supervisor of Volunteer Coordinator: Person responsible for approving the volunteer coordinator’s hours.


If you have questions when managing your account, managing your placements, or approving your volunteers’ hours, please email, phone (613-562-5945) or stop by TBT 304 to talk with us. We are here to help!

SECTION 1 – Guidelines for volunteer coordinators

Volunteer Coordinator’s responsibilities

  • Manage a volunteer coordinator account in the Community Engagement Navigator.
  • Create volunteer placements.
  • Ensure that student volunteers know about these placements (and reminding people to match themselves to their placement before the end of the semester).
  • Regularly approve volunteer hours as student timesheets are received.
  • Ensure club executive names a supervisor of volunteer coordinator who will approve the hours for the volunteer coordinator.

Step 1: LOG IN to your account in the Community Engagement Navigator (CE Navigator).

Your organization already has an account:

  1. Go to the Community Partner portal.
  2. Log in using your organization’s user name (the generic email that was given to you by the previous volunteer coordinator) and password (passed on to your by the previous volunteer coordinator)
  3. Note: if you do not know how to log in to the CE Navigator, please email, call, or stop by our office and we can help you!

Your organization does not have an account:

  1. Email, call or stop by our office to set up a meeting so that we can get you set up and go over the orientation info for new community partners.

Step 2: Create a placement.

  1. Log into CE Navigator as a community partner.
  2. Click on Placement and select New Placement.
  3. Complete the placement description with all required details.
    1. Choose the option open for all students.
    2. If you would like to reserve the placement for a member of your club (ie. It is an elected position), simply type “This placement is reserved for ____” in the placement description.
    3. Create placement names that reflect the position title, e.g., VP marketing 2018-2019
      1. Tip! When creating titles, think about what will look impressive on someone’s Co-Curricular Record (and most accurately describe what the person did) since the title is all that appears on the CCR; avoid using acronyms and short forms.

    4. For “hours required”, enter the minimum number of hours that you expect your volunteers to complete before the end of the placement. Please note that the number that you enter here is an indicator (to the potential volunteer) of the suggested time commitment. However, volunteers may complete more or less hours than what you enter in the “hours required” field.
    5. Enter an expiry date at the end of the academic year (April 30) to avoid the need to create placements each semester.
      1. Tip! If you have general member placements, you will need to create one in each semester so that students are able to find your placement throughout the year.
  4. Click Submit. You will be asked to confirm your address. An address must be entered. If you do not have a specific address, you can use any appropriate campus address.
  5. Let your volunteers know that their placements are available on the Navigator, and that they can sign up using the instructions in the following section.  They need to sign up for their placement before the end of the semester.

Step 3: Approve student volunteer timesheets.

  1. Log into CE Navigator as a community partner.
  2. Place your mouse over Timesheets and click Search.
  3. In the dropdown menu for Term, select the session when your student volunteer began their placement, then scroll down and click Search.
  4. A list of students who have applied for placements with your organization will appear. To view each of a student’s entries, click on View Timesheet in the table. You will be able to see all the dates and descriptions that the student has entered. Once you have confirmed the hours, click Approve.
    1. IMPORTANT: Be sure to approve volunteer hours regularly and always prior to the session ending in order to ensure students’ contributions are recognized.
      a. TIP!  If you have “general member” placements, you will need a new one each semester, so be sure to check Fall and Winter semesters to see if you have any hours to approve.

SECTION 2 – Guidelines for student volunteers

*Instructions to be provided to student volunteers by the volunteer coordinator.

Activate your account in the Community Engagement (CE) Navigator.

  1. Log into your student uoZone account.  
  2. Click Applications, then click Community Engagement Navigator to activate your account.

Selecting an extracurricular volunteer (EV) placement (click for video!)

  1. Log into CE Navigator through uoZone.
  2. In the navigation bar, go to Placements and select EV Placement Postings. You can add search filters if you wish (such as the name of a uOttawa organization), then click Search.
  3. Click Placement Titles to review placement descriptions and requirements. When you have decided on a placement, click the box next to it. In the Options menu (left side of screen), click Select. Once you select a placement, it is yours. Please register for a placement only if you are 100% committed and if something changes and you are no longer able to honour your commitment, please contact the community partner and our Centre so that we can open up the spot for another student.
  4. As soon as you have registered for a placement, you will receive an email containing the volunteer coordinator’s contact information. It is your responsibility to contact them within three days of selecting the placement to arrange an introductory meeting. This step may not be necessary if you are already involved with the organization.

Submit your timesheets and notify supervisor (click for video!)

  1. Log into CE Navigator through uoZone.
  2. In the navigation bar, click My Timesheets. Click View Timesheet next to the placement(s) for which you are adding hours. Enter the dates, the hours completed and a brief description of your volunteer activity, then click Add Entry.
  3. Send a friendly note to your supervisor each time you submit a timesheet to ask them to approve your hours.
  4. Tip!  Our Centre does monitor the data in the CE Navigator to look for placements with 0 hours.  If you are actually doing your placement, be sure to enter hours so that you don’t get extra emails from our staff warning you that you have 0 hours and that you will be unmatched if you do not enter your hours.

Obtain your Co-Curricular Record (CCR). What is a CCR anyway?

  1. Log into CE Navigator.
  2. In the navigation bar, click CCR.
  3. To print an unofficial CCR, click View Unofficial CCR in the Options box (you can print from home).
  4. To obtain an official CCR, click Request Official CCR in the Options box. Confirm your request on the next page. This version is signed by the Vice President Academic and Provost.
  5. Once your CCR is ready, you will receive an email advising you that you can pick it up at our office, it usually takes about 5 business days.

SECTION 3 – Guidelines for Supervisors of Volunteer Coordinators

*Volunteer coordinators are to provide instructions to supervisors of volunteer coordinators

Supervisor of Volunteer Coordinator’s responsibilities

  • Ensure that you can access the supervisor of volunteer coordinator account in the Community Engagement Navigator for your club (contact the Centre if you need your password reset).
  • Create an extracurricular volunteer placement (EV) for the volunteer coordinator.
  • Regularly approve the volunteer coordinator’s volunteer hours.


Step 1: Sign into your Supervisor of Volunteer Coordinator account in the Navigator.

Go to the Community Partner portal.

  1. Your username is the generic email that is on your club’s community partner agreement (if you are not sure or weren’t at the meeting with our Centre, please call or email us or stop into our office!)
  2. If you did not receive the password from the previous Supervisor of Volunteer Coordinator, please contact our Centre and we can reset the password for you.

Step 2: Approve Volunteer Coordinator timesheets.

  1. Log into CE Navigator as a community partner.
  2. Place your mouse over the Timesheets tab and click Search.
  3. In the dropdown menu for Term, select the session when the volunteer coordinator began their placement, then scroll down and click Search.
  4. A list of students who have applied for placements with your organization will appear. To view each of a student’s entries, click on View Timesheet in the table. You will be able to see all the dates and descriptions that the student has entered. Once you have confirmed the hours of the Volunteer Coordinator, click Approve.
  5. IMPORTANT: Be sure to approve volunteer hours regularly and always prior to the session ending in order to ensure the student’s contributions are recognized.

Timesheets 101

This guide answers common questions about community engagement timesheets

Reminder: How to submit your timesheet.

  1. Log into CE Navigator through uoZone.
  2. In the navigation bar, click My Timesheets. Click View Timesheet next to your placement. Enter the dates, the hours completed and a brief description of your volunteer activity, then click Add Entry.
  3. Send a friendly note to your supervisor asking them to approve your hours.

WHY DO I HAVE TO FILL OUT MY TIMESHEET? THIS IS SUCH A HASSLE!

Yes, we know, filling out your timesheet can be a pain. We’re working on making it mobile friendly. Honestly though, there are so many benefits! If you enter your hours in the Community Engagement Navigator, you have the option of requesting an official Co-Curricular Record (CCR). Looking for a job? Applying to grad school? You’ll probably need to find a way to stand out. Trust us, the CCR will help you in the long run.

WHEN SHOULD I FILL OUT MY TIMESHEET?

Ideally, you should fill out your timesheet continuously throughout the semester. It might seem super tedious, but believe us, it will be much easier if you do it sooner rather than later. If you leave it until the end of the semester, then you probably will not be able to remember everything that you did.

#StopProcrastinating

OK, SO DO I ACTUALLY HAVE TO WRITE A DESCRIPTION OF MY ACTIVITIES?

Even though the navigator does not require you to enter a brief description for your activities, we highly recommend that you do! This way your supervisor will be able to verify that you actually completed the volunteering.

I’M THE VOLUNTEER COORDINATOR (VC) OR SUPERVISOR OF THE VC. WHEN SHOULD I APPROVE TIMESHEETS?

You should be approving/declining hours continuously throughout the semester! At the very latest, all of the timesheets for your volunteers should be approved by the last day of the semester.

This is extremely important because we want to avoid situations where the VC graduates or leaves their position and there are pending timesheets left unapproved.

Not to mention that your volunteers will probably want to print out a CCR, and if their hours are not approved, then their CCR will be incomplete. Approving hours is like a virtual high five…don’t leave your buddies hanging!

WHAT IS THE AVERAGE NUMBER OF HOURS THAT EXECUTIVES IN CLUBS AND ASSOCIATIONS POST?

For presidents/co-presidents: 200 to 350 hours for a full academic year is what we usually see.

For vice-presidents / executives: 175 to 250 hours for a full academic year is what we usually see.

This is equivalent to approximately 100 hours per semester for presidents and 80 hours per semester for vice presidents and executives (but keep in mind that duties are often lighter during the summer than they are during the fall and winter).

WHAT COUNTS AS A VOLUNTEER ACTIVITY?

Legitimate Volunteer Activities 

  • Meetings
  • Event planning / hosting (fundraising, bake sales, etc.) 
  • Research
  • Writing (articles, constitutions, etc. ) 
  • Marketing (social media, promotions, etc.) 
  • Recruiting
  • Answering emails and other administrative duties 
  • Associations office hours 
  • 101 week

Non-Volunteer Activities

  • Traveling to and from Campus
  • Exec. "socials" (going out to eat, mixers, etc.)
  • Any paid activity
*Keep in mind that these are only examples and there are many other possible activities that maybe considered legitimate activities
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