Boris Frank Associates ______________________________608/845-3100 7094 Paoli Road, Verona, WI 53593 borisfrank@tds.net VOLUNTEER POLICIES _____________________________________________________________ Serving Not-For-Profit Organizations Since 1982 The VOLUNTEER HANDBOOK is an integral part of this VOLUNTEER POLICY document These Volunteer Policies were prepared with the generous support of the Northland Foundation Permission is granted to any not-for-profit organization to utilize or adapt information incorporated in this document for non-commercial purposes When using, please credit The Damiano Center of Duluth, The Northland Foundation and Boris Frank Associates Prepared by Boris Frank Associates 7094 Paoli Road Verona, WI 53593 (608) 845-3100 borisfrank@tds.net For further information, contact Boris Frank Associates UTILIZATION OF VOLUNTEERS The ABC Organization and its various programs encourage the involvement of volunteers at all levels of the organization and within all appropriate programs and activities. All ABC staff are encouraged to assist in the creation of meaningful and productive roles in which volunteers of all capabilities and skills might serve and to assist in recruitment of volunteers from among its clientele and the community at large. PURPOSE OF THESE POLICIES These policies provide general guidelines for the involvement and management of volunteers. We recognize that the needs of departments and programs vary. Therefore, it is expected that implementation of these policies and procedures may vary and that special circumstances may call for more or less stringent application of the policies and procedures, depending upon the special needs of the program or the volunteer. Any substantive deviation from these policies and procedures requires the prior approval of the appropriate Program Manager. RECRUITMENT The ABC Organization is committed to meeting the special needs of its volunteers. Particular effort will be devoted to recruiting individuals reflecting ABC’s clientele and those not traditionally identified in the community’s volunteer base. Among these are: ? Individuals with physical and mental disabilities or restrictions ? Students and interns ? Individuals in alternative sentencing and diversion programs ? ABC clients In certain cases, written agreements must be in effect with sponsoring organizations (such as the court system, educational institutions and special referral programs) that include specification of responsibility for the management and care of the volunteer. EMPLOYEES AND THEIR RELATIVES AS VOLUNTEERS ABC accepts the services of staff as volunteers. This service is accepted provided the volunteer does so of their own free will and it involves work outside the scope and normal working hours of the staff member’s normal duties. Relatives of ABC employees are welcomed as volunteers so long as there is no conflict of interest with the official responsibilities of the staff member. CLIENTS AND THEIR RELATIVES AS VOLUNTEERS ABC clients may be accepted as volunteers, provided such service does not constitute an obstruction to or conflict with provision of services to the client or to others. GENERAL MANAGEMENT POLICIES AND PROCEDURES ? Volunteer personnel records are accorded the same confidentiality as staff personnel records. ? No person who has a conflict of interest with any program of ABC, whether personal, philosophical, or financial shall be accepted as a volunteer. ? A Volunteer Request Form and Position Description should be prepared for each volunteer position. See Appendix A for a sample. ? Long term volunteers should complete the Long Form (Appendix C.) The Short Form should be used for 1-time or short term volunteers (Appendix B.) ? A signed written consent form must be on file from the parent or guardian of anyone under the age of 18. The form is included in the Long Application Form, Appendix C. ? In certain sensitive circumstances, health and physical screening, criminal records check, reference checks or other special screening may be required prior to assignment. This information should be included in the Volunteer Position Description. ? All staff working with volunteers will be required to participate in an annual staff in-service training and review program. TRAINING AND ORIENTATION All ABC volunteers will be appropriately trained to perform their assignment. Training will vary depending upon the complexity of the position filled. In some cases it may be as little as a brief conversation explaining the tasks involved (e.g. serving at a single special event) or as extensive as formal training and mentoring (e.g. long term administrative responsibilities.) In most cases volunteers with continuing responsibilities will participate in formal training that will include the following components: ? A volunteer position description and expected performance standards ? Volunteer Handbook ? Assignment of a staff or volunteer supervisor EVALUATION In general, volunteers may be formally evaluated and provided the opportunity to discuss their performance, ideas, suggestions and concerns, at least annually. A written record of the evaluation will be placed in the volunteer’s personnel file. Regular evaluation is viewed as an opportunity to examine and improve the working relationship. Sample evaluation forms are included in Appendix E. VOLUNTEER BENEFITS AND RECOGNITION In addition to formal recognition events, staff is encouraged to implement ongoing and regular informal acknowledgement of volunteers. Recognition ideas are listed in Appendix D. GRIEVANCES, COMPLAINTS AND DISPUTE RESOLUTION Whenever possible conflicts, complaints and grievances should be resolved informally with the assistance of the volunteer’s supervisor or another staff member. If informal resolution is not possible, volunteers may utilize the ABC staff grievance procedure. If a volunteer wishes to file a formal grievance or complaint, a copy of the policies and procedures, available in the ABC Policy Book, should be provided to the volunteer. TERMINATION ABC or the volunteer may terminate the relationship at any time, for any reason. Whenever possible, an Exit Interview should be held and the results included in the volunteer’s personnel file. The form included in Appendix E should be used in cases of termination. APPENDIX Appendix A Volunteer Request Form/Position Description Appendix B Volunteer Application/Information Form (Short) Appendix C Volunteer Application/Information Form (Long) Appendix D Evaluation and Termination Forms Appendix E Recognition Ideas APPENDIX A VOLUNTEER REQUEST FORM/POSITION DESCRIPTION THE ABC ORGANIZATION VOLUNTEER REQUEST FORM/POSITION DESCRIPTION Department or Program_________________________ Date____________ Person requesting_________________________ Phone__________ Volunteer Title/Description_______________________________________ ________________________________________________________ ________________________________________________________ Date(s) needed: From _______ To________ Hours: From________ To________ Reports to_______________________________ Any special skills, training or requirements?__________________________________________________ ________________________________________________________ ________________________________________________________ Notes/comments________________________________________________ ________________________________________________________ ACTION TAKEN _______________________________ _______________________________ APPENDIX B VOLUNTEER APPLICATION/INFORMATION (SHORT FORM) THE ABC ORGANIZATION VOLUNTEER APPLICATION/INFORMATION (Please Print) Date__________________ Last Name_____________________ First Name_____________________Initial_____ Address___________________________ City________________ State___ Zip______ Home Phone______________ Day Phone_______________ Cell Phone___________ E-Mail___________________________ Contact in Case of Emergency______________________________________________ Day Phone________________ Home Phone________________ _______________________________________ Signature APPENDIX C VOLUNTEER APPLICATION/INFORMATION (LONG FORM) THE ABC ORGANIZATION VOLUNTEER APPLICATION/INFORMATION (Please Print) Date_____________ Last Name______________________ First Name____________________ Initial____ Other Names Used_______________________ _______________________________ Address____________________________ City________________ State___ Zip_____ Home Phone______________ Work Phone_____________ Cell Phone____________ E-Mail______________________________ Contact in Case of Emergency______________________________________________ Work Phone_______________ Home Phone_______________ If Employed, Name of Firm________________________________________________ If Student, Name of School_________________________________________________ Any Health or Physical Restrictions?________________________________________ Previous Volunteer Experience_____________________________________________ __________________________________________________________________ I am Interested in Volunteering in the Following Areas or Capacities: ___________________________ ___________________________ Special Skills____________________________________________________________ Driver’s License #________________________________ State_____ What types of vehicles are you licensed to drive? ____ State ID #_______________________________________ State_____ Within the last 5 years have you been convicted of any crime? Please explain_______ What types of recognition do you prefer/not prefer? ___________________________ Days and Hours Available_________________________________________________ How did you hear about ABC volunteer opportunities?_____________________ Why do you want to volunteer at ABC?__________________________________ Additional Information Related to your Application to Volunteer________________ __________________________________________________________________ __________________________________________________________________ Consent for Volunteers Under 18 Years of Age I give consent for my child’s participation in the ABC Organization Volunteer Program. Signature of Parent or Guardian _______________________________ Date___________ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Confidentiality Agreement By signing this application, I agree to treat all information I may hear, see, read or otherwise acquire as highly confidential and I will not reveal or discuss this information outside my official duties at the ABC Organization. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Publicity Consent My we use your name and/or likeness (photo) in publicity related to the ABC Organization? ___ Yes ___ No Signature of Applicant _______________________ Date_________ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Staff intake___________________________ Referred to___________________________ Date_______________ Comments_____________________________________________________ APPENDIX D EVALUATION AND TERMINATION FORM ABC ORGANIZATION VOLUNTEER FEEDBACK AND EVALUATION Name of volunteer _____________________ Date _____________ Person conducting evaluation _______________________________ Volunteer position________________________________________ Purpose of evaluation: ____ Regular evaluation ____ Termination VOLUNTEER FEEDBACK Why did you volunteer? ____________________________________________________ __________________________________________________________________ What do you like about volunteering at ABC? _______________________________ __________________________________________________________________ What frustrations or problems have you encountered? ____________________________ __________________________________________________________________ What could be improved/what suggestions do you have? __________________________ __________________________________________________________________ Do you plan to continue to volunteer at ABC? ___ Yes ___ Undecided ___ No (Why not? ___________________________) On a scale of 1-5, rate the following: 1 = Poor 2 = Fair 3 = Average 4 = Good 5 = Excellent 1 2 3 4 5 How I was recruited 1 2 3 4 5 Training and orientation 1 2 3 4 5 Acceptance and support by staff 1 2 3 4 5 Acceptance and support by other volunteers 1 2 3 4 5 Satisfaction with the volunteer position I fill 1 2 3 4 5 Importance of the volunteer position I fill 1 2 3 4 5 Working environment 1 2 3 4 5 Supervision and direction 1 2 3 4 5 Evaluation and feedback 1 2 3 4 5 Recognition Do you have any other comments or suggestions? _______________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ STAFF/SUPERVISOR FEEDBACK AND EVALUATION On a scale of 1-5, rate the volunteer on the following: 1 = Poor 2 = Fair 3 = Average 4 = Good 5 = Excellent 1 2 3 4 5 How effective was the volunteer? Comments_____________________________________________ ________________________________________________ 1 2 3 4 5 Willingness to learn and take direction Comments_____________________________________________ ________________________________________________ 1 2 3 4 5 Ability to work with other staff and volunteers Comments 1 2 3 4 5 Ability to relate to ABC clients and guests Comments 1 2 3 4 5 Ability to supervise others/take on added responsibilities Comments RECOMMENDATIONS/ACTION ___ Retain in current volunteer position ___ Move/refer to ___________________________________________ ___ Make the following changes in volunteer responsibilities ______________ ____________________________________________________________ ____________________________________________________________ ___ Provide the following training/orientation __________________________ ___ Provide the following recognition ________________________________ ___ Terminate Reasons: ________________________________________ Other comments Staff/supervisor signature ______________________________ Date ____________ APPENDIX E RECOGNITION IDEAS ? Honor the “Volunteer of the Month” ? Put up a Volunteer Bulletin Board. Post items of interest about ABC volunteers ? Issue a Volunteer ID Card that offers discounts at local stores ? Send handwritten cards on holidays, birthdays ? Post digital photographs and bio’s of new volunteers ? Appoint especially skilled volunteers as “Volunteer Trainers” ? Include years of service on name tags ? Place articles about special volunteers in the local press ? Issue “I Volunteer at ABC” bumper stickers ? Introduce a volunteer at each Board meeting; invite them to sit in and participate in the meeting APPENDIX F INTAKE CHECKLIST ___ Discuss ABC mission and values ___ Review volunteer opportunities ___ Position descriptions and qualifications ___ Provide and discuss Volunteer Handbook and policies ___ Expectations of volunteer; of ABC ___ Code of conduct ___ Confidentiality ___ Background check ___ References ___ Security, safety, emergency procedures ___ Transportation; parking ___ Training and orientation ___ Scheduling ___ Feedback and evaluation ___ Recognition ___ Conflicts of interest ___ Grievance and complaint procedure ___ Tour building ___ Introduce to staff, other volunteers ___ Check in/out procedures; important phone numbers ___ Name tag ___ Sign waivers, consent forms