Volunteer Manual

 

 

123 Up And Adam, Inc

Volunteer Policies and Procedures Manual

Volunteer Program Mission Statement

The mission of 123 Up And Adam, Inc’s Volunteer Program is to help the organization in its efforts to help the homeless disabled living in the state’s nursing homes and shelters, find an alternative place to live. I want to take the time now to thank all the volunteers for offering your time and skills. This a real need in our community’s  “Thank you”  

Section 1 – General Volunteer Policy

1.a Utilization of Volunteers

123 Up And Adam, Inc is best served when the volunteers involvement is one that they choose to participate in, like the organization’s clerical or special event activities, we know that these activities will build strong bonds and encourage the involvement of volunteers within all of 123 Up And Adam, Inc’s programs and activities. We want you to be part of the organization and you are encouraged to assist in the creation of a meaningful and productive organization.

1.b Definition of “Volunteer”

A “volunteer” is anyone, who without compensation, performs a task at the direction of and on behalf of 123 Up And Adam. A “volunteer” must be officially registered and/or enrolled by the City of New Bedford Chief of Police prior to performance of his or her task. *(if need be)*Volunteers shall not be considered as “employees” of 123 Up And Adam, Inc. You can find more information here at the Attorney General website Volunteer information

1.c Purpose of Volunteer Policies

These policies should be used as guidance to staff and volunteers throughout the volunteer process. These policies do not constitute, *either *Implicitly or *Explicitly, a binding contractual or personnel agreement, with 123 Up And Adam, Inc. The organization reserves the right to change any of these policies at any time and to expect adherence to the changed policy.

1.d Scope of Volunteer Policies

Unless specifically stated, these policies apply to all non-elected and non-appointed volunteers in all of 123 Up And Adam, Inc programs, projects, events and on all sites of operation.

1.e Role of the Volunteer Coordinator

The volunteers’ program will require a planning and coordination, in our efforts to comply with this guideline 123 Up And Adam, Inc has a Volunteer Coordinator who will be responsible for supervising the volunteer program, this position is the central contact, which will be coordinated and effectively manage the program.  

1.f Employees as Volunteers

123 Up And Adam, Inc is a volunteer organization we have no employees the board of directors is the staff and are volunteers. If this ever changes 123 Up And Adam, Inc will inform everyone involved with the organization by clearly stating the information on its website. The Link provided should help you with any questions: Attorney General website

1.g Scope of Volunteer Involvement

The volunteers of the organization will be utilized in all aspects, operations, and activities according to appropriate levels of skill as determined by the Volunteer Coordinator. Volunteers shall also, have the right to apply for any positions.

A scope of volunteer service description will be provided to every individual outlining the general policies and procedures for volunteering. As appropriate some volunteer positions will have an additional form attached outlining specific duties for that particular job such as driver or courtesy desk positions. Each general description will include:

  1. The general responsibilities of volunteers
  2. Timesheet and recording reporting
  3. Reporting and supervision responsibilities
  4. Training and orientation prior to performing work
  5. Personal protective equipment to be provided (See Attachments I – Volunteer Scope of Service Description)

1.h Safety and Welfare of Volunteers

The safety of our volunteers is very important, common sense standards of behavior will be outlined prior to the performance of a volunteer tasks/assignments. A first aid kit is to be on hand for all events and work parties. In the event of an injury, appropriate first aid is to be given, and the supervisor is to immediately complete an accident report* and submit a copy to the Volunteer Coordinator. Access to telephone and/or radio communication should be available at all events and work parties.

All minors are to be directly supervised by an adult. No power tools are to be used by minor volunteers under the age of eighteen. (See Attachment II – Injury/Accident Report Form)

1.i Screening of Volunteers

If one of the organization’s volunteers is driving a vehicle additional screening procedures will be instituted. These procedures may include driving record checks, reference checks, direct background investigation, a criminal investigation to check for any history of abuse and/or sexually deviant behavior.  

These checks will be filed and renewed every two years for those on-going volunteers whose jobs require these types of checks. All volunteers to be placed with at-risk clients shall submit adequate information to allow 123 Up And Adam, Inc to conduct these checks. Volunteers who refuse permission to conduct these checks or who fail to submit the prior information will not be accepted for placement with these clients.

123 Up And Adam, Inc shall provide a copy of the response from the various checks performed on the prospective volunteer upon request.

1.j Evaluation of Volunteer Program

The Volunteer Coordinator shall conduct an annual evaluation of the utilization of volunteers by the organization. This evaluation will consist of evaluating the items outlined in the Performance Measures as outlined in 123 Up And dam, Inc’s budget.

The general information gathered will consist of the number of volunteers used, the number of volunteer hours served, projects, events, and programs where volunteers were used.

Section 2 –Rights and Responsibilities

2.a Relationship Between Volunteer and City

Volunteers are viewed as a valuable resource our volunteers shall be extended the right to be given meaningful assignments, the right to be treated as respected co-workers, the right to effective supervision, the right to appropriate involvement and participation, and the right to recognition for work done.

We ask that volunteers agree to actively perform their duties to the best of their abilities and to remain loyal to 123 Up And Adam, Inc’s mission, values, and goals.

2.b Maintenance of Records

A system of records will be maintained on each volunteer, such as dates and hours of service, positions held, and awards received. Appropriate staff shall be responsible for submitting all records and information to the Volunteer Coordinator in a timely and accurate manner. Volunteer personnel records shall be accorded the same confidentiality as any officers and directors personnel records.

2.c Timesheets

Individual volunteers are responsible for the accurate completion and timely submission of timesheets. Volunteers shall sign in when beginning service and sign out when service is completed for that day on the appropriate forms. (See Attachment III – Timesheets and Sign-in Forms)

2.d Confidentiality

Access to confidential records is restricted to designated staff, any personal information overheard or entrusted to a volunteer ( in the course of their duty) needs to stay confidential. It is not to be talked about among other volunteers, participants, friends, or family.

2.e Work Site

The supervisor shall establish an appropriate worksite, the worksite shall contain necessary facilities, equipment, and space to enable the volunteer to effectively and comfortably perform his or her duties.

2.f Dress Code

As representatives of 123 Up And Adam, Inc volunteers, are responsible for presenting a good image to the community. Volunteers shall dress appropriately for the conditions and performance of their duties. Volunteers are to be identified as such through wearing nametags or other methods.

2.g Absenteeism

Volunteers are expected to perform their duties on a regularly scheduled and timely basis. If expecting to be absent from a scheduled duty, volunteers shall inform the Volunteer Coordinator as far in advance as possible so that alternative arrangements can be made.

2.h Right to Reject Services/Termination

123  Up And Adam, Inc reserves the right to limit the use of volunteers, adjust the hours of any volunteer or to reject services as it, in its sole discretion, deems fit, in order to best achieve its mission and policy. No employment of any other contractual right is created by these policies.

Participation in any volunteer position shall be open to any individual and no individual shall be discriminated against based on race, color, religion, age, sex, national origin or physical, mental or sensory handicap, or on the basis of any other characteristic protected by law. Grounds for rejecting services may include, but are not limited to: unsatisfactory background check, gross misconduct or insubordination, being under the influence of alcohol or drugs, theft of property, misuse of equipment or materials, mistreatment of clients or co-workers, failure to abide by policies and procedures, failure to meet the standards of performance relating to the essential functions of the volunteer position, and/or failure to satisfactorily perform assigned duties.

2.i Resignation

Volunteers may resign from volunteer service at any time. It is requested that volunteers who intend to resign provide advance notice of departure and a reason for this decision to the Volunteer Coordinator.

2.j Notice of Departure or Reassignment

In the event that one of our volunteers departs, whether voluntarily or involuntarily, or is re-assigned, it shall be the responsibility of the Volunteer Coordinator to inform the staff.

Section 3 – Recruitment and Training of Volunteers

3.a Staff Requests for Volunteers

Requests for volunteers shall be submitted in writing complete with a description of duties needed to be performed and a requested timeframe. The recruitment of volunteers is enhanced by creative and interesting jobs.

3.b Recruitment

Volunteers shall be recruited on a pro-active basis, with the intent of broadening and expanding the volunteer involvement of the community. Volunteers shall be recruited without regard to race, color, national origin, gender, age, marital status, sexual preference, and/or disability. Volunteers may be recruited either through an interest in specific functions or through a general interest in volunteering which will later be matched with a specific function.

Volunteers who have not reached the age of 18 must have the written consent of a parent or legal guardian prior to volunteering and will under no circumstances be allowed to operate power tools.

3.c Interviewing

Prior to being assigned or appointed to a position, all volunteers will be interviewed to ascertain their suitability for and interest in that position. The interview should determine the qualifications of the volunteer, his or her commitment to fulfill the requirements of the volunteer position and provide an opportunity for the volunteer to ask questions.

Supervising staff should participate in interviewing and placement of volunteers whenever possible. Final assignment of a potential volunteer should be reviewed and approved by the appropriate supervisor.

3.d Placement

In placing a volunteer, consideration shall be given to the interests and capabilities of the volunteer and to the requirements of the volunteer position. No placement shall be made unless the needs of both the volunteer and the supervising staff can be met. No volunteer will be assigned to work with a staff person without the consent of that staff person.

Volunteers should be provided with a description of general volunteer duties and when needed, a scope of work description so there is a complete understanding of the expectations of their service. This document should clearly identify the essential job functions the volunteer is authorized to perform.

Since volunteers are considered a valuable resource in performing the work of the organization, the staff is encouraged to seriously consider creative ways in which volunteers can be of service and to consult with the Volunteer Coordinator if in need of assistance or additional training.

3.e Acceptance and Appointment

Service as a volunteer with 123 Up And Adam, Inc shall begin with an official notification of acceptance or appointment to a volunteer position by the Volunteer Coordinator.

No volunteer shall begin performance of any position until he or she has been officially accepted for volunteer work and has completed all the necessary screening and paperwork. At the time of final acceptance, each volunteer shall complete all necessary enrollment paperwork and shall receive a copy of the volunteer manual. (See Attachment V – Enrollment Paperwork)

3.f Re-Assignment

Appropriate orientation and training will be given to our volunteers who have been re-assigned to new responsibilities before he or she begins work.

3.g Professional Services

Volunteers shall not perform professional services for which certification or licensing is required unless currently certified or licensed to do so. A copy of such certificate or license must be on file with the Volunteer Coordinator or other Federal, State or Local authority.

3.h Orientation

All volunteers will receive a general orientation on the nature and operation of the volunteer program and a specific orientation on the purposes and requirements of the volunteer work that they are accepting in that effort.

3.i On-the-Job Training

123 Up And Adam, Inc shall provide adequate instruction and, where necessary, training to ensure all workers perform their task properly and safely, the timing and methods for delivery of such training should be appropriate to the complexity and demands of the positions and the capabilities of the volunteers.

Experienced volunteers may be included in the design and delivery of volunteer orientation and training.

Those staff that will be in a supervisory capacity for volunteers shall have primary responsibility for design and delivery of on-the-job training to volunteers assigned to them. The Volunteer Coordinator shall assist with training as needed.

3.j Continuing Education

123 Up And Adam, Inc encourages all volunteers to improve their levels of skill while in service. Additional training and educational opportunities may be made available to volunteers during their service. It may be provided by assisting the volunteer to participate in educational programs provided by other entities.

Section 4 – Supervision and Evaluation of Volunteers

4.a Supervision of Volunteers

Each volunteer must have a clearly identified supervisor who is responsible for direct management of that volunteer. This supervisor may be a staff person, a trained adult volunteer, or other designated person. This supervisor shall be responsible for day-to-day management and guidance of the work of the volunteer, and shall be available to the volunteer for consultation and assistance. An adult must supervise minors under the age of eighteen.

4.b The Volunteer as Volunteer Supervisor

After consulting with the Volunteer Coordinator, a volunteer may be assigned to act as a supervisor of other volunteers. The supervising volunteer is under the direction of the Volunteer Coordinator or staff designee.

4.c Volunteer/Staff Relationships

Volunteers and staff are considered to be partners in implementing the mission, values and goals of the organization, it is essential that each understands and respects the needs and abilities of the other.

4.d Staff Volunteer Management Training

An orientation on working with volunteers will be provided to all staff. In-service training on effective volunteer utilization may be provided to those staff members who are highly involved in volunteer management.

4.e Staff Involvement in Volunteer Evaluation

Supervising staff shall be involved in all evaluation and work assignments of volunteers with whom they are connected.

4.f Lines of Communication

Volunteers are entitled to all information pertinent to the performance of their work assignments except that information which 123 Up And Adam, Inc deems to be confidential. Volunteers shall be consulted regarding decisions that will substantially affect the performance of their duties. Volunteers and their supervisors are responsible for regular communication with the Volunteer Coordinator. The Volunteer Coordinator shall be informed of any substantial change in the work or status of a volunteer and shall be consulted in advance of any corrective action.

4.g Standards of Performance

Standards of performance may be established for ongoing volunteer positions. These standards may list the work to be done in that position, measurable indicators of whether the work was accomplished and appropriate timelines for accomplishment of the work.

4.h Request for Volunteer Feedback

123 Up And Adam, Inc or Appropriate committee may from time to time, seek feedback from its volunteers this is to help with its effort in improving our volunteer programs.

Section 5- Volunteer Support and Recognition

5.a Hospitality

A lunch will be provided for the volunteer on the day of volunteer work. Volunteers must sign the volunteer lunch sign-in sheet prior to receiving their lunch.

5.b Access to Property and Materials

As appropriate, volunteers shall have access to property and materials necessary to fulfill their duties and shall receive training in the operation of any equipment. Under no circumstances shall a volunteer operate any power equipment.

Again I woul like to thank you for considering a volunteers position at 123 Up And Adam, Inc all this and more is at the new office. Contact us.

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