Frequently Asked Questions

  • What if I have a hyphen or other special character in my name?

    Special characters are not accepted by the system and will cause an error. These characters include:

    • Hyphen -
    • Dash --
    • Slash /
    • Pound sign #
    • Apostrophe '
    • Asterisk *

    What does alias name mean?

    Any name you have been identified with including your maiden name, if different than your married name. Always include both first and last name even if the first or last name is the same as your current name. Both the first and last alias name boxes must be completed. If one is left blank, it will cause an error in the system.

    How long does it take to be approved?

    If there are no “YES” answers on the disclosure questions regarding criminal history and there is no criminal history returned in the background check, you should receive an approval the next day after your application is submitted.

    If your application and/or background check requires additional review, you will be notified by email that your application is under review. Please allow two weeks for the review to be completed.

    Please check your email spam or junk folders for the volunteer status email (approved, under review, or disapproved).

    Log in to the VIPS system using the user name and password that you previously created in the application and check to see if your email address is correct. If it is correct, then contact the school.

    Contact the school where you wish to volunteer for issues or questions.

    I have not received an approval email or an application review email.

    A notification email of your volunteer status (approved, under review, or disapproved) will be sent to you within 24 hours of completing your online application.

    Please check your email spam or junk folders if you do not see a notification email. If you have questions, please call your school's office

    Log in to the VIPS system using the user name and password that you previously created in the application and check to see if your email address is correct. If email was incorrect, correct it. Then, wait for an approval or non-approval email to arrive in your inbox. It should only be a few days.

    Contact the school where you wish to volunteer for further information, issues or questions.

    Can I volunteer if I do not have Washington State or U.S. ID?

    Our system currently cannot process non-U.S. forms of identification. This can affect those new to the United States or foreign exchange college students. Other valid U.S. state driver’s license can be used as well as U.S. passports.

    Can I fill out a paper volunteer form?

    To make the process more streamlined and efficient, volunteers are required to complete an online application. The only paper form option is a Student Volunteer Form  Students in high, middle, or elementary school must submit the form to their principal for approval. Students who are homeschooled can complete the form with a parent signature instead of the principal’s signature.

    I can’t submit my application.

    Most common issues are the ID file is too large or a required field has not been completed. Go back through the application checking to see if all fields with a red * beside them have been completed. Instructions on how to upload, or resize, a photo of an ID or other documents are below.

    The photo of my ID or insurance card will not upload.

    Most often, the file size is too large. The maximum file size is 3MB. See instructions below on how to resize an image. Another option is to save the photo as a PDF, then upload it. Be sure to click the upload button only once. A green √ will appear beside the text Identification when the file has been successfully uploaded. Click on the submit button to complete the application process.

    Steps to resize a photo on an iPhone

    1. Take a photo of the ID with your phone
    2. Email the photo to yourself. When the option to choose a size appears, choose small, send
    3. Open email and save the photo to your phone
    4. Go to VIPS application/Identification/Upload, click browse, choose photo you just saved
    5. A green check mark should appear by the text Identification if you uploaded the photo successfully
    6. Click the submit button to complete the application

    Steps to resize a photo on an Android

    1. Take a photo of the ID with your phone
    2. Email the photo to yourself (should automatically resize).
    3. Open email and save the photo to your phone
    4. Go to VIPS application/Identification/Upload, click browse, choose photo you just saved
    5. A green check mark should appear by the text Identification if you uploaded the photo successfully
    6. Click the submit button to complete the application

    Steps to resize a photo on a MAC

    1. Select the image you want to resize.
    2. Right click on the image and select “Open With Preview.”
    3. In Preview, go to Edit > Select All.
    4. Once the image is selected, go to Tools > Adjust Size
    5. Enter the width or height value (no larger than 1024 x 512 pixels) to resize the photo. Make sure “Scale Proportionally” is selected. This will ensure that your image is proportionally resized.
    6. Save and close
    7. Go to VIPS application/Identification/Upload, click browse, choose photo you just saved
    8. A green check mark should appear by the text Identification if you uploaded the photo successfully
    9. Click the submit button to complete the application

    Steps to resize a photo on a PC

    1. Right click photo and select edit
    2. it will bring up the photo in paint
    3. Resize or crop the photo, then save
    4. Go to VIPS application/Identification/Upload, click browse, choose photo you just saved
    5. A green check mark should appear by the text Identification if you uploaded the photo successfully
    6. Click the submit button to complete the application

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Last Modified on January 16, 2019