Adopt-a-Highway Process Overview

This document outlines the comprehensive steps involved in managing the Adopt-a-Highway program. Volunteers, sponsors, and coordinators can follow these instructions to efficiently select highway segments, submit applications, schedule clean-ups, and complete necessary reporting. The system is designed to be user-friendly, providing a streamlined process for all parties involved.

Step 1

Upon logging in, volunteers will see the landing page. On the left, there's a brief overview of the program, while the right features a live map displaying available, adopted, unavailable, under review, and sponsor-only segments. You can zoom in to explore the map.

Step 2

Begin by logging into the system. Click on the email field and enter your credentials.

Step 3

After logging in, volunteers will access the landing page. Orange bubbles represent adopted segments. To proceed, click on the relevant button.

Step 4

Once logged in, the volunteer group will load the application page. The left displays the application details, and the right shows the live map. Information is auto-populated based on the login credentials.

Step 5

Additional fields provide details about the segment location and preferences. To start, zoom into the map, click the plus button on the right, and select all green available segments. A pop-up will appear at the bottom.

Step 6

Select "Yes" to auto-populate segment information. For example, a school counselor or teacher can place their logo here to involve students in cleaning the segment.

Step 7

The system allows group leaders to verify, sign off, accept, and submit the application to the regional coordinator. Transitioning to the coordinator's perspective now.

Step 8

This landing page is for internal use. Log in again. The system accommodates all entity types, such as volunteers, sponsors, and providers.

Step 9

Close and block out any irrelevant sections if needed, allowing for flexibility.

Step 10

The system remains adaptable, allowing changes and adjustments as required. View the volunteer segments and notice any newly submitted applications.

Step 11

Review the application details, segment, and volunteer information. Observe the segment color change from green to yellow, indicating it is under review and not selectable by other groups until complete.

Step 12

As a coordinator, click the Edit button, assign a program coordinator, and designate it to the appropriate regional authority.

Step 13

Review additional information and place the segment under review. Coordinators can apply approval conditions for the clean-up.

Step 14

For instance, set conditions that volunteers must be over 16, sign a waiver, and specify clean-up dates in March, June, September, and November.

Step 15

Save the information and approve the application. The segment color changes from yellow to blue, indicating approval and locking it to the volunteer group.

Step 16

Explore the letters feature for sending materials, such as approval or termination letters, upon application submission.

Step 17

Manually send letters as needed, or view samples to customize the process and materials accordingly.

Step 18

Send out the approval letter and receive a notification. Proceed to create a scheduled clean-up.

Step 19

Switch to the external group, view approved segments, and initiate a clean-up schedule as a group leader.

Step 20

To schedule, click the Schedule Clean-Up tab, press the green plus button, and request information for the clean-up.

Step 21

Enter information for the requested start and end times and specify the number of volunteers. Submit the information.

Step 22

Volunteers must watch a safety briefing video, which varies by region, before proceeding.

Step 23

View Colorado's Safety First video and ensure volunteers sign a pre-clean-up checklist by a set date.

Step 24

The checklist should be completed by the specified date. Adjust as needed.

Step 25

Ensure volunteers check all boxes, indicating they've watched the video, signed waivers, and have a clean-up leader. The nearest supply pickup location is also available.

Step 26

Include the location of the nearest depot for supplies like bags, gloves, and vests. Request additional supplies if necessary.

Step 27

Save the information. As the internal coordinator, view the newly scheduled clean-up event, review details, and approve the application.

Step 28

Send a safety message to volunteers, confirming they're ready for the clean-up. Save the message.

Step 29

As the external group, fill out the clean-up report by navigating to the Clean-Up Report tab, clicking the add button, and completing the information.

Step 30

Record the start and end times, number of volunteers, trash bags collected, area cleaned, and any recycled bags or items found.

Step 31

Upload photos of collected items, group pictures, or miscellaneous findings, and submit the report.

Step 32

Include disposal information. Review the Clean-Up Report as the internal coordinator to see the new report.

Step 33

Review all details and pictures, approve the report, and comment on completion. Save the information.

Step 34

Upon completion of the first clean-up, coordinators can proceed to the Sign Work Order tab to place the first sign.

Step 35

Details are auto-populated. Specify the type of sign installation and the sign coordinator.

Step 36

Enter sign placement details. For demonstration, assign the installation to an individual.

Step 37

Update fields and statuses as needed, starting with assigning the crew and saving the progress.

Step 38

Once installation is complete, upload photos and track the process within the application.

Step 39

Save the information to conclude the sign installation, scheduled clean-up, and clean-up report. Highlight any issues with segments.

Step 40

Flag issues such as overdue clean-ups or unsafe locations and mark them as acknowledged.

Step 41

Identify critical issues, notify relevant parties, and save the details.

Step 42

Track issues in the master executive dashboard to monitor the program on a larger scale.

Step 43

Utilize the clean-up compliance tab to track assignments, segments, bags collected, scheduled clean-ups, and more.

Step 44

Export and download reports as CSV or PDF files for further analysis and record-keeping.

Step 45

View comprehensive data for a thorough understanding of the program's progress and outcomes.

Step 46

The system simplifies the process from segment selection to reporting. Volunteers self-serve on a live map, coordinators automate processes, and all parties remain informed through notifications and an audit trail.