1.0 Overall Policy on Volunteer Management
The achievement of the NASC goals is best served by the active participation of members of the community. To this end, NASC accepts and encourages the involvement of volunteers at all levels of NASC and within all appropriate programs and activities. All are encouraged to assist in the creation of meaningful and productive roles in which volunteers might serve and to assist in recruitment of volunteers from the community.
1.1 Purpose of Volunteer Policies
The purpose of these policies is to provide overall guidance and direction to everyone engaged in volunteer involvement and management efforts. These policies are intended for internal management guidance only, and do not constitute, either implicitly or explicitly, a binding contractual or personnel agreement. NASC reserves the exclusive right to change any of these policies at any time and to expect adherence to the changed and communicated policy. Changes to or exceptions from these policies may only be granted by NASC, and must be obtained in advance and in writing. Areas not specifically covered by these policies shall be determined by NASC.
1.2 Scope of Volunteer Policies
Unless specifically stated, these policies apply to all non-elected volunteers in all programs and projects undertaken on or on behalf of NASC, and to all committees, departments, groups and sites of operation of the NASC.
1.3 Role of the Volunteer Management Committee
The productive management of volunteers requires a planned and organized effort. The function of the volunteer management committee is to provide a central coordinating point for effective volunteer management within NASC, and to direct and assist staff and volunteer efforts to jointly provide more productive services. The committee shall also bear responsibility for maintaining liaison with other volunteer-utilizing programs in the community and assisting in community-wide efforts to recognize and promote volunteering. The volunteer management committee chair shall bear primary responsibility for planning for effective volunteer utilization, for assisting staff in identifying productive and creative volunteer roles, for recruiting suitable volunteers, and for tracking and evaluating the contribution of volunteers to NASC.
1.4 Definition of ‘Volunteer’
A ‘volunteer’ is anyone who without compensation or expectation of compensation beyond reimbursement performs a task at the direction of and on behalf of NASC. A ‘volunteer’ must be officially accepted and enrolled by NASC prior to performance of the task. Unless specifically stated, volunteers shall not be considered as ‘employees’ of NASC.
1.5 Special Case Volunteers
NASC also accepts as volunteers those participating in student community service activities, student intern projects, alternative sentencing or diversion programs, corporate volunteer programs, and other volunteer referral programs. In each of these cases, however, a special agreement must be in effect with the organization, school, or program from whom the special case volunteers originate and must identify responsibility for management and care of the volunteers.
1.6 Employees as Volunteers
NASC can accept the services of staff as volunteers as long as this service is provided totally without any coercive nature, involves work which is outside the scope of normal staff duties, and is provided outside of usual working hours. Family members of staff are allowed to volunteer with NASC. When family members are enrolled as volunteers, they will not be placed under the direct supervision or within the same department as other members of their family who are employees.
1.7 Clients and Relatives as Volunteers
NASC clients may be accepted as volunteers, where such service does not constitute an obstruction to or conflict with provision of services to the client or to others.
Relatives of clients may also serve as volunteers, but will not be placed in a position of direct service or relationship to members of their family who are receiving services.
1.8 Service at the Discretion of the NASC
NASC accepts the service of all volunteers with the understanding that such service is at the sole discretion of NASC. Volunteers agree that NASC may at any time, for whatever reason, decide to terminate the volunteer’s relationship with NASC.
The volunteer may at any time, for whatever reason, decide to sever the volunteer’s relationship with NASC. Notice of such a decision should be communicated as soon as possible.
1.9 Volunteer Rights and Responsibilities
Volunteers are viewed as a valuable resource to NASC, its staff, and its clients. Volunteers shall be extended the right to be given meaningful assignments, the right to be treated as equal co-workers, the right to effective supervision, the right to full involvement and participation, and the right to recognition for work done. Volunteers have the right to sufficient training for the assignments they are given as well as a welcome package that provides information about NASC.
In return, volunteers shall agree to actively perform their duties to the best of their abilities and to remain loyal to the goals and procedures of NASC.
1.20 Scope of Volunteer Involvement
Volunteers may be utilized in all programs and activities of NASC, and serve at all levels of skill and decision-making. Volunteers should not, however, be utilized to displace any paid employees from their positions.
2.0 Volunteer Management Procedures
2.1 Maintenance of Records
A system of records will be maintained on each volunteer with NASC, including dates of service, training, positions held, duties performed, evaluation of work, and awards received. Volunteers and appropriate staff shall be responsible for submitting and updating all appropriate records and information of their files with the Volunteer Management Committee in a timely and accurate fashion.
Volunteer personnel records shall be accorded the same confidentiality as staff personnel records.
Board members - Further duties will be dependent on volunteer’s skillset.
2.2 Conflict of Interest
No person who has a conflict of interest with any activity or program of NASC, whether personal, philosophical, or financial shall be accepted or serve as a volunteer with NASC. NASC is judged, in large part, by the individual and collective performance of its volunteers. NASC must recognize the importance of a volunteer’s duty to NASC, and to its members and supporters, to act in a manner that merits public trust and confidence.
Each volunteer must act in all matters in a manner that will safeguard the reputation and integrity of NASC and will preserve and strengthen public confidence in NASC activities. Likewise, volunteers must refrain from engaging in any transaction in which personal interests conflict, potentially conflict or appear to conflict with those of NASC.
An actual or potential conflict of interest occurs when a volunteer is in a position to influence a decision that may result in a personal gain including related interests.
Participation in any activity prohibited by this Policy can result in the termination of volunteer service.
Some conflict of interest situations are easily identifiable, whereas others are more subtle. Some of the more common situations pertaining to volunteers rise to the potential conflicts set out below:
2.3 Representation of NASC
Prior to any action or statement which might significantly affect or obligate NASC, volunteers should seek prior consultation and approval from appropriate staff (or direct report). These actions may include, but are not limited to, public statements to the press, coalition or lobbying efforts with other organizations, or any agreements involving contractual or other financial obligations. Volunteers are authorized to act as representatives of NASC as specifically indicated within their job descriptions and only to the extent of such written specifications.
2.4 Confidentiality
Volunteers are responsible for maintaining the confidentiality of all proprietary or privileged information to which they are exposed while serving as a volunteer, whether this information involves a single staff, volunteer, client, or other person or involves overall NASC business.
Failure to maintain confidentiality may result in termination of the volunteer’s relationship with NASC or other corrective action.
2.5 Worksite
When NASC has its own facility, an appropriate worksite shall be established prior to the enrollment of any volunteer. This worksite shall contain necessary facilities, equipment, and space to enable to volunteer to effectively and comfortably perform their duties. When volunteering remotely, volunteers will be responsible for providing all of their own facilities, equipment/software and space unless otherwise agreed to in writing prior to volunteering
Safety and Security
NASC desires to provide a safe volunteer environment. Volunteers are responsible for using the following common-sense suggestions to help ensure a safe environment.
Be aware of any unknown person who comes into your area and is not accompanied by a staff member.
Never leave your purse, wallet, or other valuable items on or under your desk. Keep these items out of sight. Keep your wallet or purse with you at all times or keep them in a secure drawer or cabinet. Avoid carrying large sums of money.
Desks, lockers, and other storage devices may be provided for a volunteer’s convenience but remain the sole property of NASC. Accordingly, they, as well as any articles found within them, can be inspected by any agent or representative of NASC at any time, either with or without prior notice.
NASC is not responsible for lost or stolen personal property. NASC will not reimburse a volunteer for any personal property which disappears from a volunteer site.
Emergency Closings
NASC strives to ensure the safety of all volunteers. In the event of inclement weather, volunteers will be responsible for contacting their volunteer site to inform their supervisor that they will not be performing their scheduled service. If a NASC office should close, the Volunteer Management Office will notify volunteers scheduled to perform service via phone of the closing.
Safety and Liability
NASC aims to provide a safe and healthy environment for all volunteers. If a volunteer is injured in the course of the volunteer’s service, it is important that the volunteer notify his or her supervisor immediately. Volunteers should also complete an incident report and submit the report to the volunteer’s supervisor.
Sexual Harassment in the Workplace
NASC is committed to providing volunteers with an environment that is free from discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated. NASC encourages volunteers to bring any incidents of sexual harassment to the immediate attention of a direct supervisor and/or the Board of Directors.
2.6 Dress Code
As representatives of the NASC, volunteers, like staff, are responsible for presenting a good image to clients and to the community. Volunteers shall dress appropriately for the conditions and performance of their duties. Volunteers that serve in a capacity of a presenter, speaker or other face-to-face constituent contact will wear an NASC name tag. Volunteers who work as support in an office situation will dress according to the code of that particular office. Individual volunteers will be informed of the dress standard for their duties at the time of assignment.
2.7 Conduct
Volunteers are expected to follow rules of conduct that will protect the interest and safety of all volunteers, staff and NASC. The following are only some examples of inappropriate conduct which could lead to dismissal:
Smoking
NASC intends to provide a safe and healthy environment. Smoking in the workplace is prohibited except in outside locations specifically designated as smoking areas. For information regarding the location of smoking areas, consult with your supervisor.
Drug-Free Environment
NASC provides a drug-free, healthy, and safe environment. While on NASC premises and while conducting NASC-related activities off NASC premises, a volunteer may not use, possess, distribute, sell or be under the influence of alcohol or illegal drugs. Occasionally, NASC may sponsor events where alcohol is served. In such situations, volunteers who consume alcohol are expected to act in a responsible manner.
The legal use of prescribed drugs is permitted during volunteer service only if it does not impair a volunteer’s ability to perform the essential functions of the volunteer position effectively and in a safe manner that does not endanger other individuals in the workplace. Volunteers must advise their supervisor if they are taking any prescription or over-the-counter drug which could adversely affect safety or performance.
2.8 Timesheets
Volunteer attendance is important to the operation of each program. Volunteers should be punctual, stay to the end of their assignment and notify their supervisor in advance if they are unable to be present on their scheduled day or presentation. Volunteers are responsible for completing and submitting their volunteer time to their supervisor. Time not accounted for is the responsibility of the volunteer.
3.0 Volunteer Recruitment and Selection
3.1 Position Descriptions
Volunteer staff, just as paid staff, require a clear, complete, and current description of the duties and responsibilities of the position which they are expected to fill. Prior to any volunteer assignment or recruitment effort, a position description must be developed for each volunteer position. This position will be given to each accepted volunteer and utilized in subsequent management and evaluation efforts. Position descriptions should be reviewed and updated at least every two years, or whenever the work involved in the position changes substantially.
All position descriptions shall include a description of the purpose and duties of the position, a designated supervisor and worksite, a timeframe for the performance of the job, a listing of job qualifications, and a description of job benefits. The Volunteer Management Committee is available to assist staff in the development of volunteer jobs and position descriptions.
3.2 Staff Requests for Volunteers
Requests for volunteers shall be submitted in writing by interested staff, complete with a draft position description and a requested timeframe. All parties should understand that the recruitment of volunteers is enhanced by creative and interesting jobs and by advance notice. The Volunteer Management Committee reserves the right to refuse to recruit or place any volunteers until staff are prepared to make effective use of volunteer resources.
3.3 Recruitment
Volunteers shall be recruited by NASC on a proactive basis, with the intent of broadening and expanding the volunteer involvement of the community. Volunteers shall be recruited without regard to gender, handicap, age, or race. The sole qualification for volunteer recruitment shall be suitability to perform a task on behalf of NASC. Volunteers may be recruited through either an interest in specific functions or through a general interest in volunteering which will later be matched with a specific function. No final acceptance of a volunteer shall take place without a specific written volunteer position description for that volunteer.
3.4 Recruitment of Minors
Volunteers who have not reached their age of majority must have the written consent of a parent or guardian prior to volunteering. The volunteer services assigned to a minor should be performed in a non-hazardous environment and should comply with all appropriate requirements of child labor laws.
Students volunteering for service learning credit hours for their school, must submit school name and contact information before volunteering.
3.5 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, their commitment to fulfill the requirements of the position, and should answer any questions that the volunteer might have about the position. Interviews may be conducted either in person or by other means.
3.6 Health Screening
In cases where volunteers will be working with clients with health difficulties, a health screening procedure may be required prior to volunteer assignment. In addition, if there are physical requirements necessary for performance of a volunteer task, a screening or testing procedure may be required to ascertain the ability of the volunteer to safely perform the task.
3.7 Criminal Records Check
As appropriate for the protection of clients, volunteers in certain assignments may be asked to submit to a background criminal check. Volunteers who do not agree to the background check may be refused assignment.
3.8 Placement with At Risk Clients
Where volunteers are to be placed in direct contact with at risk clients, additional screening procedures may be instituted. These procedures may include reference checks, direct background investigation, criminal investigation, etc. Volunteers who refuse permission for conduct of these checks will not be accepted for placement with clients.
3.9 Certificate of Ability
Any potential volunteer who indicates that they are under the care of a physician for either physical or psychological treatment may be asked to present a certificate from the physician as to their ability to satisfactorily and safely perform their volunteer duties. Volunteers under a course of treatment which might affect their volunteer work will not be accepted without written verification of suitability from their physician.
Any volunteer who, after acceptance and assignment by NASC, enters a course of treatment which might adversely impact upon the performance of their volunteer duties must disclose this information for determination if the volunteer can continue in their position until the treatment is successfully completed and in consultation with the Volunteer Program Committee Chair.
3.10 Placement
In placing a volunteer in a position, attention shall be paid to the interests and capabilities of the volunteer and to the requirements of the volunteer position. No placement shall be made unless the requirements of both the volunteer and the supervising staff can be met: no volunteer should be assigned to a ‘make-work’ position and no position should be given to an unqualified or uninterested volunteer.
3.11 Staff
Participation in Interviewing and Placement: Wherever possible, staff who will be working with the volunteer should participate in the design and conduct of the interview. Final assignment of a potential volunteer should not take place without review and approval of appropriate staff with whom the volunteer will be working.
3.12 Acceptance and Appointment
Service as a volunteer with NASC shall begin with an official notice of acceptance or appointment to a volunteer position. Notice may only be given by an authorized representative of NASC, who will normally be the Volunteer Program Committee. No volunteer shall begin performance of any position until they have completed all necessary screening and paperwork before being officially accepted for that position. At the time of final acceptance, each volunteer shall complete all necessary enrollment paperwork and shall receive a copy of their job description and agreement of service with NASC.
3.13 Probationary Period
All volunteer placements shall initially be done on a trial period of 30 days. At the end of this period a second interview of the volunteer shall be conducted, at which point either the volunteer or NASC staff may request a reassignment of the volunteer to a different position or may determine the unsuitability of the volunteer for a position within NASC.
3.14 Re-Assignment
Volunteers who are at any time re-assigned to a new position shall be interviewed for that position and shall receive all appropriate orientation and training for that position before they begin work. In addition, any screening procedures appropriate for that specific position must be completed, even if the volunteer has already been working with NASC.
Change of Placement
Volunteers may request a change in placement anytime during their volunteer service. If a volunteer elects to be re-assigned, the volunteer must apply for the volunteer position and receive all appropriate training.
3.15 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 should be maintained by the Volunteer Management Committee.
3.16 Length of Service
All volunteer positions shall have a set term of duration and commitment of hours that volunteers must commit to. It is highly recommended that this term shall not be longer than one-year, with an option for renewal at the discretion of both parties. All volunteer assignments shall end at the conclusion of their set term, without expectation or requirement of re-assignment of that position to the incumbent.
Volunteers are neither expected nor required to accept further service in a position at the end of their set term, although they are welcome to do so in most cases, but may instead seek a different volunteer assignment within the agency, or may retire from volunteer service.
3.17 Leave of Absence
At the discretion of the supervisor, leaves of absence may be granted to volunteers. This leave of absence will not alter or extend the previously agreed upon ending date of the volunteer’s term of service.
4.00 Volunteer Training and Development
4.1 Orientation
All volunteers will receive a general orientation on the nature and purpose of NASC, an orientation on the nature and operation of the program or activity for which they are recruited, and a specific orientation on the purposes and requirements of the position which they are accepting in that effort.
4.2 On-the-Job Training
Volunteers will receive specific on-the-job training to provide them with the information and skills necessary to perform their volunteer assignment. The timing and methods for delivery of such training should be appropriate to the complexity and demands of the position and the capabilities of the volunteer.
4.3 Staff Involvement in Orientation and Training
Staff members responsible for delivery of services should have an active role in the design and delivery of both orientation and training of volunteers. Those staff who will be in a supervisory capacity to volunteers shall have primary responsibility for design and delivery of on-the-job training to volunteers assigned to them.
4.4 Volunteer Involvement in Orientation and Training
Experienced volunteers should be included in the design and delivery of volunteer
orientation and training.
4.5 Continuing Education
Just as staff, volunteers should attempt to improve their levels of skill during their terms of service. Additional training and educational opportunities should be made available to volunteers during their connection with NASC. This continuing education may include both additional information on performance of their current volunteer assignment as well as more general information, and might be provided either by NASC or by assisting the volunteer to participate in educational programs provided by other groups. Volunteers will have discounted or free access to NASC learning programs and opportunities.
4.6 Conference Attendance
Volunteers are authorized to attend conferences and meetings which are relevant to their volunteer assignments, including both those of NASC and any other organization. Prior approval from the volunteer’s supervisor should be obtained before attending any conference or meeting if attendance will interfere with the volunteer’s work schedule or if reimbursement of expenses is sought.
5.0 Volunteer Supervision and Evaluation
5.1 Requirement of a Supervisor
Each volunteer who is accepted to a position with the agency must have a clearly identified supervisor who is responsible for direct management of that volunteer. 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.
5.2 Volunteers as Volunteer Supervisors
A volunteer may act as a supervisor of other volunteers, provided that the supervising volunteer is under the direct supervision of a paid staff member.
5.3 Volunteer/Staff Relationships
Volunteers are staff are considered to be partners in implementing the mission and programs of NASC, with each having an equal but complementary role to play. It is essential for the proper operation of this relationship that each partner understand and respect the needs and abilities of the other.
5.4 Acceptance of Volunteers by Staff
Since individual staff are in a better position to determine the requirements of their work and their own abilities, no volunteer will be assigned to work with a staff person without the consent of that staff person. Since volunteers are considered a valuable resource in performing the NASC’s work, staff are encouraged to seriously consider creative ways in which volunteers might be of service and to consult with the Volunteer Management Committee if they feel in need of assistance or additional training.
5.5 Staff Volunteer Management Training
An orientation on working with volunteers will be provided to all staff. In-service training on effective volunteer utilization will be provided to those staff who are highly involved in volunteer management.
5.6 Volunteer Involvement in Staff Evaluation
Examination of their effective utilization of volunteers may be a component in the evaluation of staff persons who are assigned to work with volunteers. In such cases, supervisors should ask for the input and participation of volunteers in evaluating staff performance.
5.7 Staff Involvement in Volunteer Evaluation
Affected staff should be involved in all evaluation and work assignments of volunteers with whom they are connected.
5.8 Lines of Communication
Volunteers are entitled to all necessary information pertinent to the performance of their work assignments.
Accordingly, volunteers should be included in and have access to all appropriate memos, materials, and meetings relevant to the work assignments. To facilitate the receipt of this information on a timely basis, volunteers should be included on all distribution schedules and should be assigned a site or mailbox for receipt of information distributed in their absence. Primary responsibility for ensuring that the volunteer receives such information will rest with the direct supervisor of the volunteer.
Lines of communication should operate in both directions, and should exist both formally and informally.
Volunteers should be consulted regarding all decisions which would substantially affect
the performance of their duties.
5.9 Absenteeism
Volunteers are expected to perform their duties on a regular scheduled and timely basis. If expecting to be absent from a scheduled duty, volunteers should inform their staff supervisor as far in advance as possible so that alternative arrangements may be made (a minimum of 2 weeks where practicable). Continual absenteeism will result in a review of the volunteer’s work assignment or term of service.
5.10 Substitution
Volunteers may be encouraged to find a substitute for any upcoming absences which might be filled by another volunteer. Such substitution should only be taken following consultation with a supervisor and care should be taken to find a substitute who is qualified for the position. Substitutes may only be recruited from those who are currently enrolled as volunteers with NASC.
5.11 Standards of Performance
Standards of performance shall be established for each volunteer position. These standards should 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. Creation of these standards will be a joint function of staff and the volunteer assigned to the position, and a copy of the standards should be provided to the volunteer along with a copy of their job description at the beginning of their assignment.
5.12 Evaluations
Volunteers shall receive periodic evaluations to review their work. The evaluation session is utilized to review the performance of the volunteer, to suggest any changes in work style, to seek suggestions from the volunteer on means of enhancing the volunteer’s relationship with NASC, to convey appreciation to the volunteer, and to ascertain the continued interest of the volunteer in serving in that position. Evaluations should include both an examination of the volunteer’s performance of position responsibilities and a discussion of any suggestions that the volunteer may have concerning the position or project with which the volunteer is connected.
The evaluation session is an opportunity for both the volunteer and the agency to examine and improve their relationship.
5.13 Written Basis for Evaluation
The position description and standards of performance for a volunteer position should form the basis of an evaluation. A written record should be kept of each evaluation
session.
5.14 Staff Responsibility for Evaluation
It shall be the responsibility of each staff person in a supervisory relationship with a volunteer to schedule and perform periodic evaluation and to maintain records of the evaluation.
5.15 Corrective Action
In appropriate situations, corrective action may be taken following an evaluation. Examples of corrective action include the requirement of additional training, re- assignment of a volunteer to a new position, suspension of the volunteer, or dismissal from volunteer service.
5.16 Dismissal of a Volunteer
Volunteers who do not adhere to the rules and procedures of NASC or who fail to satisfactorily perform their volunteer assignment are subject to dismissal. No volunteer will be terminated until the volunteer has had an opportunity to discuss the reasons for possible dismissal with supervisory staff. Prior to dismissal of a volunteer, staff should seek the consultation and assistance of the Volunteer Program Committee.
5.17 Reasons for Dismissal
Possible grounds for dismissal may include, but are not limited to, the following: gross misconduct or insubordination, being under the influence of alcohol or drugs, theft of property or misuse of NASC equipment, information or materials, abuse or mistreatment of clients or co-workers, failure to abide by NASC policies and procedures, failure to meet physical or mental standards of performance, failure to keep confidentiality agreements and failure to satisfactorily perform assigned duties.
5.18 Concerns and Grievances
Decisions involving corrective action of a volunteer may be reviewed for appropriateness. If corrective action is taken, the affected volunteer shall be informed of the procedures for expressing their concern or grievance.
5.19 Notice of Departure or Re-Assignment of a Volunteer
In the event that a volunteer departs NASC, whether voluntarily or involuntarily, or is re-assigned to a new position, it shall be the responsibility of the Volunteer Management Committee to inform those affected staff and clients that the volunteer is no longer assigned to work with them. In cases of dismissal for cause, this notification should be given in writing and should clearly indicate that any further contact with the volunteer is outside any scope of relationship with NASC.
5.20 Resignation
Volunteers may resign from their volunteer service with NASC at any time. It is requested that volunteers who intend to resign provide advance notice of their departure and a reason for their decision.
5.21 Exit Interviews
Exit interviews, where possible, should be conducted with volunteers who are leaving their positions. The interview should ascertain why the volunteer is leaving the position, suggestions the volunteer may have to improve the position, and the possibility of involving the volunteer in some other capacity with NASC.
5.22 Communication with the Volunteer Management Department
Staff who are supervising volunteers are responsible for maintaining regular communication with the Volunteer Management Committee on the status of volunteers, and are responsible for the timely provision of all necessary paperwork to the committee. The committee should be informed immediately of any substantial change in the work or status of a volunteer and should be consulted in advance before any corrective action is taken.
5.23 Evaluation of Agency Volunteer Utilization
The Volunteer Management Committee shall conduct an annual evaluation of the utilization of volunteers by the agency. This evaluation shall include information gathered from volunteers, staff, and clients.
6.0 Volunteer Support and Recognition
6.1 Reimbursement of Expenses
Volunteers may be eligible for reimbursement of reasonable expenses incurred while undertaking business for NASC. NASC shall advise volunteers regarding specific reimbursable items. Prior approval must be sought for any major expenditure. Upon the approval of a supervisor, volunteers need to track and submit receipts for all actual out-of-pocket expenses for which they seek reimbursement. Reimbursement for travel to and from volunteer service by motor vehicle is based on mileage and the standard rate per mile at which NASC reimburses volunteer drivers. Contact the Volunteer Chair for the current mileage reimbursement rate. Reimbursement for travel to and from volunteer service by public transportation is based on actual out-of-pocket expense which must be substantiated by receipts.
Reimbursement requests must be submitted to the Volunteer Management Committee.
6.2 Access to Agency Property and Materials
As appropriate, volunteers shall have access to NASC property and materials necessary to fulfill their duties, and shall receive training in the operation of any NASC equipment. Property and materials shall be utilized only when directly required for NASC purposes.
Use of NASC Property
Equipment and Vehicles —Any equipment, machines, tools, or vehicles which appear to be damaged, defective, or in need of repair should be reported to the volunteer’s supervisor. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to others. An individual supervisor can answer any questions about the volunteer’s responsibility for maintenance and care of equipment or vehicles used during a volunteer assignment.
NASC owned or leased equipment and vehicles are to be used for NASC’s business purposes only and may not be borrowed or otherwise used for personal use. Each office is responsible for managing the use of vehicles owned or leased by NASC for the use of that office.
Volunteers must submit a NASC vehicle use form if they are required or asked by a supervisor to drive a NASC owned or leased vehicle. The NASC vehicle use form must be submitted annually if the volunteer is expected to drive over the course of more than one year. NASC may decide, in its sole discretion, to deny certain volunteers the use of NASC owned or leased vehicles.
Volunteers must have a valid driver’s license to operate a NASC owned or leased vehicle. There is a continuing obligation on the volunteer’s part to notify a supervisor if the volunteer’s driver’s license is suspended or revoked at any time throughout the volunteer’s service. NASC will perform random checks with appropriate state motor vehicle departments on the status of the licenses of those volunteers who use NASC vehicles. Volunteer use of a NASC vehicle without a valid driver’s license may result in disciplinary action up to and including dismissal.
Volunteers who are involved in an accident while using a NASC owned or leased vehicle must report the accident that same day (or the next business day if a holiday or weekend) to their supervisor. Any vehicle owned or leased by NASC is covered under NASC’s Business Auto Policy.
Telephones and Mail Services —Telephones are for business purposes. When permitted, personal phone calls should be kept to a minimum and should not interfere with volunteer service. In addition, long distance charges resulting from a volunteer’s personal use of a NASC telephone must be reimbursed to NASC. The use of NASC paid postage for personal correspondence is prohibited by Federal law.
Computer Usage
NASC provides computers, e-mail, and Internet access to assist volunteers in performing their duties. Computers, e-mail and Internet access should be used for business related purposes. Personal business should not be conducted during volunteer time. No downloading of NASC resources and information.
Return of Property
Volunteers are responsible for NASC property which includes all materials, files, keys, passwords or any other written or electronic information issued to volunteers or in volunteers’ possession or control. All NASC property must be returned on or before your last day. NASC may take all actions deemed appropriate to recover or protect its property.
6.3 Insurance
Liability and accident insurance is not provided for all volunteers engaged in NASC business. Volunteers are encouraged to consult with their own insurance agents regarding the extension of their personal insurance to include community volunteer work.] Specific information regarding such insurance is available from the Volunteer Management Committee.
In some instances, volunteers must sign a release absolving NASC of liability when NASC volunteers voluntarily and knowingly subject themselves to certain risks while performing volunteer services on behalf of NASC.
Contact the Volunteer Manager with questions or for more information about insurance and liability.
6.4 Recognition
NASC sponsors recognition events for volunteers to highlight the contributions of volunteers to the organization. Continuing recognition of volunteers is vital and will occur throughout the year.
6.5 Informal Recognition
All staff and volunteers responsible for volunteer supervision are encouraged to undertake on-going methods of recognition of volunteer service on a regular basis throughout the year. These methods of informal recognition should range from a simple "thank you" to a concerted effort to include volunteers as full participants in program decision making and implementation.
6.6 Volunteer Career Paths
Volunteers are encouraged to grow and develop their skills while serving with NASC and are to be assisted through promotion to new volunteer jobs to assume additional and greater responsibilities. If so desired by the volunteer, NASC should assist the volunteer in maintaining appropriate records of volunteer experience that would assist the volunteer in future career opportunities, both paid and volunteer.
6.7 Staff Recognition
The Volunteer Management Committee shall design a program for recognition of staff
who work well with volunteers and shall consult with volunteers to identify appropriate staff to receive such awards.
6.8 Letters of Recommendation
Letters of Recommendation will not be provided by NASC.
The achievement of the NASC goals is best served by the active participation of members of the community. To this end, NASC accepts and encourages the involvement of volunteers at all levels of NASC and within all appropriate programs and activities. All are encouraged to assist in the creation of meaningful and productive roles in which volunteers might serve and to assist in recruitment of volunteers from the community.
1.1 Purpose of Volunteer Policies
The purpose of these policies is to provide overall guidance and direction to everyone engaged in volunteer involvement and management efforts. These policies are intended for internal management guidance only, and do not constitute, either implicitly or explicitly, a binding contractual or personnel agreement. NASC reserves the exclusive right to change any of these policies at any time and to expect adherence to the changed and communicated policy. Changes to or exceptions from these policies may only be granted by NASC, and must be obtained in advance and in writing. Areas not specifically covered by these policies shall be determined by NASC.
1.2 Scope of Volunteer Policies
Unless specifically stated, these policies apply to all non-elected volunteers in all programs and projects undertaken on or on behalf of NASC, and to all committees, departments, groups and sites of operation of the NASC.
1.3 Role of the Volunteer Management Committee
The productive management of volunteers requires a planned and organized effort. The function of the volunteer management committee is to provide a central coordinating point for effective volunteer management within NASC, and to direct and assist staff and volunteer efforts to jointly provide more productive services. The committee shall also bear responsibility for maintaining liaison with other volunteer-utilizing programs in the community and assisting in community-wide efforts to recognize and promote volunteering. The volunteer management committee chair shall bear primary responsibility for planning for effective volunteer utilization, for assisting staff in identifying productive and creative volunteer roles, for recruiting suitable volunteers, and for tracking and evaluating the contribution of volunteers to NASC.
1.4 Definition of ‘Volunteer’
A ‘volunteer’ is anyone who without compensation or expectation of compensation beyond reimbursement performs a task at the direction of and on behalf of NASC. A ‘volunteer’ must be officially accepted and enrolled by NASC prior to performance of the task. Unless specifically stated, volunteers shall not be considered as ‘employees’ of NASC.
1.5 Special Case Volunteers
NASC also accepts as volunteers those participating in student community service activities, student intern projects, alternative sentencing or diversion programs, corporate volunteer programs, and other volunteer referral programs. In each of these cases, however, a special agreement must be in effect with the organization, school, or program from whom the special case volunteers originate and must identify responsibility for management and care of the volunteers.
1.6 Employees as Volunteers
NASC can accept the services of staff as volunteers as long as this service is provided totally without any coercive nature, involves work which is outside the scope of normal staff duties, and is provided outside of usual working hours. Family members of staff are allowed to volunteer with NASC. When family members are enrolled as volunteers, they will not be placed under the direct supervision or within the same department as other members of their family who are employees.
1.7 Clients and Relatives as Volunteers
NASC clients may be accepted as volunteers, where such service does not constitute an obstruction to or conflict with provision of services to the client or to others.
Relatives of clients may also serve as volunteers, but will not be placed in a position of direct service or relationship to members of their family who are receiving services.
1.8 Service at the Discretion of the NASC
NASC accepts the service of all volunteers with the understanding that such service is at the sole discretion of NASC. Volunteers agree that NASC may at any time, for whatever reason, decide to terminate the volunteer’s relationship with NASC.
The volunteer may at any time, for whatever reason, decide to sever the volunteer’s relationship with NASC. Notice of such a decision should be communicated as soon as possible.
1.9 Volunteer Rights and Responsibilities
Volunteers are viewed as a valuable resource to NASC, its staff, and its clients. Volunteers shall be extended the right to be given meaningful assignments, the right to be treated as equal co-workers, the right to effective supervision, the right to full involvement and participation, and the right to recognition for work done. Volunteers have the right to sufficient training for the assignments they are given as well as a welcome package that provides information about NASC.
In return, volunteers shall agree to actively perform their duties to the best of their abilities and to remain loyal to the goals and procedures of NASC.
1.20 Scope of Volunteer Involvement
Volunteers may be utilized in all programs and activities of NASC, and serve at all levels of skill and decision-making. Volunteers should not, however, be utilized to displace any paid employees from their positions.
2.0 Volunteer Management Procedures
2.1 Maintenance of Records
A system of records will be maintained on each volunteer with NASC, including dates of service, training, positions held, duties performed, evaluation of work, and awards received. Volunteers and appropriate staff shall be responsible for submitting and updating all appropriate records and information of their files with the Volunteer Management Committee in a timely and accurate fashion.
Volunteer personnel records shall be accorded the same confidentiality as staff personnel records.
Board members - Further duties will be dependent on volunteer’s skillset.
2.2 Conflict of Interest
No person who has a conflict of interest with any activity or program of NASC, whether personal, philosophical, or financial shall be accepted or serve as a volunteer with NASC. NASC is judged, in large part, by the individual and collective performance of its volunteers. NASC must recognize the importance of a volunteer’s duty to NASC, and to its members and supporters, to act in a manner that merits public trust and confidence.
Each volunteer must act in all matters in a manner that will safeguard the reputation and integrity of NASC and will preserve and strengthen public confidence in NASC activities. Likewise, volunteers must refrain from engaging in any transaction in which personal interests conflict, potentially conflict or appear to conflict with those of NASC.
An actual or potential conflict of interest occurs when a volunteer is in a position to influence a decision that may result in a personal gain including related interests.
Participation in any activity prohibited by this Policy can result in the termination of volunteer service.
Some conflict of interest situations are easily identifiable, whereas others are more subtle. Some of the more common situations pertaining to volunteers rise to the potential conflicts set out below:
- Accepting Payment or Gifts: No volunteer shall accept payment of any kind (including gifts, cash, discounts, concessions, services or other similar item or benefits) for services rendered as part of his or her volunteer service . This includes payment for speaking engagements or for participation in workshops or similar activities.
- Improper Influence: Any volunteer, or close relative, should not, when acting on his or her own behalf or when acting on behalf of another person, business or organization, attempt to influence NASC’s position on any issue, matter or transaction nor participate in any discussions pertaining to a related organization.
- Inside Information: Inside information should not be used either for the purposes of gaining advantage for one’s self, a close relative, or another organization or for any other purpose not specifically approved by NASC.
- Competing with NASC: No volunteer shall prevent or hinder NASC from lawfully competing with others or divert business or personnel from NASC.
- Political or Religious Activities: Except for registered lobbyists and others authorized to act on behalf of NASC, volunteers who participate in political or religious activities do so as individuals and not as representatives of NASC. To avoid any inference of support or sponsorship by NASC, a volunteer must never represent that his or her political donation, endorsement or other political activity was made or engaged in with the approval, or on behalf, of NASC. Likewise, volunteers must not engage in political activities during their volunteer service on behalf of NASC.
- The Making of Statements: No volunteer shall use NASC stationery or any title of NASC or refer to NASC or misidentify themselves as an employee thereof in connection with any matter as to which he or she is not authorized as a representative of NASC and to express an opinion on its behalf.
2.3 Representation of NASC
Prior to any action or statement which might significantly affect or obligate NASC, volunteers should seek prior consultation and approval from appropriate staff (or direct report). These actions may include, but are not limited to, public statements to the press, coalition or lobbying efforts with other organizations, or any agreements involving contractual or other financial obligations. Volunteers are authorized to act as representatives of NASC as specifically indicated within their job descriptions and only to the extent of such written specifications.
2.4 Confidentiality
Volunteers are responsible for maintaining the confidentiality of all proprietary or privileged information to which they are exposed while serving as a volunteer, whether this information involves a single staff, volunteer, client, or other person or involves overall NASC business.
Failure to maintain confidentiality may result in termination of the volunteer’s relationship with NASC or other corrective action.
2.5 Worksite
When NASC has its own facility, an appropriate worksite shall be established prior to the enrollment of any volunteer. This worksite shall contain necessary facilities, equipment, and space to enable to volunteer to effectively and comfortably perform their duties. When volunteering remotely, volunteers will be responsible for providing all of their own facilities, equipment/software and space unless otherwise agreed to in writing prior to volunteering
Safety and Security
NASC desires to provide a safe volunteer environment. Volunteers are responsible for using the following common-sense suggestions to help ensure a safe environment.
Be aware of any unknown person who comes into your area and is not accompanied by a staff member.
Never leave your purse, wallet, or other valuable items on or under your desk. Keep these items out of sight. Keep your wallet or purse with you at all times or keep them in a secure drawer or cabinet. Avoid carrying large sums of money.
Desks, lockers, and other storage devices may be provided for a volunteer’s convenience but remain the sole property of NASC. Accordingly, they, as well as any articles found within them, can be inspected by any agent or representative of NASC at any time, either with or without prior notice.
NASC is not responsible for lost or stolen personal property. NASC will not reimburse a volunteer for any personal property which disappears from a volunteer site.
Emergency Closings
NASC strives to ensure the safety of all volunteers. In the event of inclement weather, volunteers will be responsible for contacting their volunteer site to inform their supervisor that they will not be performing their scheduled service. If a NASC office should close, the Volunteer Management Office will notify volunteers scheduled to perform service via phone of the closing.
Safety and Liability
NASC aims to provide a safe and healthy environment for all volunteers. If a volunteer is injured in the course of the volunteer’s service, it is important that the volunteer notify his or her supervisor immediately. Volunteers should also complete an incident report and submit the report to the volunteer’s supervisor.
Sexual Harassment in the Workplace
NASC is committed to providing volunteers with an environment that is free from discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated. NASC encourages volunteers to bring any incidents of sexual harassment to the immediate attention of a direct supervisor and/or the Board of Directors.
2.6 Dress Code
As representatives of the NASC, volunteers, like staff, are responsible for presenting a good image to clients and to the community. Volunteers shall dress appropriately for the conditions and performance of their duties. Volunteers that serve in a capacity of a presenter, speaker or other face-to-face constituent contact will wear an NASC name tag. Volunteers who work as support in an office situation will dress according to the code of that particular office. Individual volunteers will be informed of the dress standard for their duties at the time of assignment.
2.7 Conduct
Volunteers are expected to follow rules of conduct that will protect the interest and safety of all volunteers, staff and NASC. The following are only some examples of inappropriate conduct which could lead to dismissal:
- Theft or inappropriate removal or possession of NASC’s property or that of any NASC volunteer, staff, agent or visitor, including failing to cooperate fully in any NASC investigation.
- Altering NASC reports or records.
- Volunteering under the influence of alcohol or illegal drugs and/or illegal or unauthorized possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the volunteer environment.
- Creating a disturbance on NASC premises, at sponsored activities or in areas which could jeopardize the safety of others.
- Improper use of NASC’s property or property owned by any other individual or organization.
- Lack of cooperation, or other disrespectful conduct.
- Violation of NASC, federal, state, or local safety and health rules.
- Inappropriate use of telephones, computer equipment or systems, mail system, e-mail system, facsimile machines, or other NASC-owned equipment.
- Unauthorized disclosure of NASC proprietary or confidential information.
- Unsatisfactory performance or conduct including punctuality and/or lack of accountability.
Smoking
NASC intends to provide a safe and healthy environment. Smoking in the workplace is prohibited except in outside locations specifically designated as smoking areas. For information regarding the location of smoking areas, consult with your supervisor.
Drug-Free Environment
NASC provides a drug-free, healthy, and safe environment. While on NASC premises and while conducting NASC-related activities off NASC premises, a volunteer may not use, possess, distribute, sell or be under the influence of alcohol or illegal drugs. Occasionally, NASC may sponsor events where alcohol is served. In such situations, volunteers who consume alcohol are expected to act in a responsible manner.
The legal use of prescribed drugs is permitted during volunteer service only if it does not impair a volunteer’s ability to perform the essential functions of the volunteer position effectively and in a safe manner that does not endanger other individuals in the workplace. Volunteers must advise their supervisor if they are taking any prescription or over-the-counter drug which could adversely affect safety or performance.
2.8 Timesheets
Volunteer attendance is important to the operation of each program. Volunteers should be punctual, stay to the end of their assignment and notify their supervisor in advance if they are unable to be present on their scheduled day or presentation. Volunteers are responsible for completing and submitting their volunteer time to their supervisor. Time not accounted for is the responsibility of the volunteer.
3.0 Volunteer Recruitment and Selection
3.1 Position Descriptions
Volunteer staff, just as paid staff, require a clear, complete, and current description of the duties and responsibilities of the position which they are expected to fill. Prior to any volunteer assignment or recruitment effort, a position description must be developed for each volunteer position. This position will be given to each accepted volunteer and utilized in subsequent management and evaluation efforts. Position descriptions should be reviewed and updated at least every two years, or whenever the work involved in the position changes substantially.
All position descriptions shall include a description of the purpose and duties of the position, a designated supervisor and worksite, a timeframe for the performance of the job, a listing of job qualifications, and a description of job benefits. The Volunteer Management Committee is available to assist staff in the development of volunteer jobs and position descriptions.
3.2 Staff Requests for Volunteers
Requests for volunteers shall be submitted in writing by interested staff, complete with a draft position description and a requested timeframe. All parties should understand that the recruitment of volunteers is enhanced by creative and interesting jobs and by advance notice. The Volunteer Management Committee reserves the right to refuse to recruit or place any volunteers until staff are prepared to make effective use of volunteer resources.
3.3 Recruitment
Volunteers shall be recruited by NASC on a proactive basis, with the intent of broadening and expanding the volunteer involvement of the community. Volunteers shall be recruited without regard to gender, handicap, age, or race. The sole qualification for volunteer recruitment shall be suitability to perform a task on behalf of NASC. Volunteers may be recruited through either an interest in specific functions or through a general interest in volunteering which will later be matched with a specific function. No final acceptance of a volunteer shall take place without a specific written volunteer position description for that volunteer.
3.4 Recruitment of Minors
Volunteers who have not reached their age of majority must have the written consent of a parent or guardian prior to volunteering. The volunteer services assigned to a minor should be performed in a non-hazardous environment and should comply with all appropriate requirements of child labor laws.
Students volunteering for service learning credit hours for their school, must submit school name and contact information before volunteering.
3.5 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, their commitment to fulfill the requirements of the position, and should answer any questions that the volunteer might have about the position. Interviews may be conducted either in person or by other means.
3.6 Health Screening
In cases where volunteers will be working with clients with health difficulties, a health screening procedure may be required prior to volunteer assignment. In addition, if there are physical requirements necessary for performance of a volunteer task, a screening or testing procedure may be required to ascertain the ability of the volunteer to safely perform the task.
3.7 Criminal Records Check
As appropriate for the protection of clients, volunteers in certain assignments may be asked to submit to a background criminal check. Volunteers who do not agree to the background check may be refused assignment.
3.8 Placement with At Risk Clients
Where volunteers are to be placed in direct contact with at risk clients, additional screening procedures may be instituted. These procedures may include reference checks, direct background investigation, criminal investigation, etc. Volunteers who refuse permission for conduct of these checks will not be accepted for placement with clients.
3.9 Certificate of Ability
Any potential volunteer who indicates that they are under the care of a physician for either physical or psychological treatment may be asked to present a certificate from the physician as to their ability to satisfactorily and safely perform their volunteer duties. Volunteers under a course of treatment which might affect their volunteer work will not be accepted without written verification of suitability from their physician.
Any volunteer who, after acceptance and assignment by NASC, enters a course of treatment which might adversely impact upon the performance of their volunteer duties must disclose this information for determination if the volunteer can continue in their position until the treatment is successfully completed and in consultation with the Volunteer Program Committee Chair.
3.10 Placement
In placing a volunteer in a position, attention shall be paid to the interests and capabilities of the volunteer and to the requirements of the volunteer position. No placement shall be made unless the requirements of both the volunteer and the supervising staff can be met: no volunteer should be assigned to a ‘make-work’ position and no position should be given to an unqualified or uninterested volunteer.
3.11 Staff
Participation in Interviewing and Placement: Wherever possible, staff who will be working with the volunteer should participate in the design and conduct of the interview. Final assignment of a potential volunteer should not take place without review and approval of appropriate staff with whom the volunteer will be working.
3.12 Acceptance and Appointment
Service as a volunteer with NASC shall begin with an official notice of acceptance or appointment to a volunteer position. Notice may only be given by an authorized representative of NASC, who will normally be the Volunteer Program Committee. No volunteer shall begin performance of any position until they have completed all necessary screening and paperwork before being officially accepted for that position. At the time of final acceptance, each volunteer shall complete all necessary enrollment paperwork and shall receive a copy of their job description and agreement of service with NASC.
3.13 Probationary Period
All volunteer placements shall initially be done on a trial period of 30 days. At the end of this period a second interview of the volunteer shall be conducted, at which point either the volunteer or NASC staff may request a reassignment of the volunteer to a different position or may determine the unsuitability of the volunteer for a position within NASC.
3.14 Re-Assignment
Volunteers who are at any time re-assigned to a new position shall be interviewed for that position and shall receive all appropriate orientation and training for that position before they begin work. In addition, any screening procedures appropriate for that specific position must be completed, even if the volunteer has already been working with NASC.
Change of Placement
Volunteers may request a change in placement anytime during their volunteer service. If a volunteer elects to be re-assigned, the volunteer must apply for the volunteer position and receive all appropriate training.
3.15 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 should be maintained by the Volunteer Management Committee.
3.16 Length of Service
All volunteer positions shall have a set term of duration and commitment of hours that volunteers must commit to. It is highly recommended that this term shall not be longer than one-year, with an option for renewal at the discretion of both parties. All volunteer assignments shall end at the conclusion of their set term, without expectation or requirement of re-assignment of that position to the incumbent.
Volunteers are neither expected nor required to accept further service in a position at the end of their set term, although they are welcome to do so in most cases, but may instead seek a different volunteer assignment within the agency, or may retire from volunteer service.
3.17 Leave of Absence
At the discretion of the supervisor, leaves of absence may be granted to volunteers. This leave of absence will not alter or extend the previously agreed upon ending date of the volunteer’s term of service.
4.00 Volunteer Training and Development
4.1 Orientation
All volunteers will receive a general orientation on the nature and purpose of NASC, an orientation on the nature and operation of the program or activity for which they are recruited, and a specific orientation on the purposes and requirements of the position which they are accepting in that effort.
4.2 On-the-Job Training
Volunteers will receive specific on-the-job training to provide them with the information and skills necessary to perform their volunteer assignment. The timing and methods for delivery of such training should be appropriate to the complexity and demands of the position and the capabilities of the volunteer.
4.3 Staff Involvement in Orientation and Training
Staff members responsible for delivery of services should have an active role in the design and delivery of both orientation and training of volunteers. Those staff who will be in a supervisory capacity to volunteers shall have primary responsibility for design and delivery of on-the-job training to volunteers assigned to them.
4.4 Volunteer Involvement in Orientation and Training
Experienced volunteers should be included in the design and delivery of volunteer
orientation and training.
4.5 Continuing Education
Just as staff, volunteers should attempt to improve their levels of skill during their terms of service. Additional training and educational opportunities should be made available to volunteers during their connection with NASC. This continuing education may include both additional information on performance of their current volunteer assignment as well as more general information, and might be provided either by NASC or by assisting the volunteer to participate in educational programs provided by other groups. Volunteers will have discounted or free access to NASC learning programs and opportunities.
4.6 Conference Attendance
Volunteers are authorized to attend conferences and meetings which are relevant to their volunteer assignments, including both those of NASC and any other organization. Prior approval from the volunteer’s supervisor should be obtained before attending any conference or meeting if attendance will interfere with the volunteer’s work schedule or if reimbursement of expenses is sought.
5.0 Volunteer Supervision and Evaluation
5.1 Requirement of a Supervisor
Each volunteer who is accepted to a position with the agency must have a clearly identified supervisor who is responsible for direct management of that volunteer. 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.
5.2 Volunteers as Volunteer Supervisors
A volunteer may act as a supervisor of other volunteers, provided that the supervising volunteer is under the direct supervision of a paid staff member.
5.3 Volunteer/Staff Relationships
Volunteers are staff are considered to be partners in implementing the mission and programs of NASC, with each having an equal but complementary role to play. It is essential for the proper operation of this relationship that each partner understand and respect the needs and abilities of the other.
5.4 Acceptance of Volunteers by Staff
Since individual staff are in a better position to determine the requirements of their work and their own abilities, no volunteer will be assigned to work with a staff person without the consent of that staff person. Since volunteers are considered a valuable resource in performing the NASC’s work, staff are encouraged to seriously consider creative ways in which volunteers might be of service and to consult with the Volunteer Management Committee if they feel in need of assistance or additional training.
5.5 Staff Volunteer Management Training
An orientation on working with volunteers will be provided to all staff. In-service training on effective volunteer utilization will be provided to those staff who are highly involved in volunteer management.
5.6 Volunteer Involvement in Staff Evaluation
Examination of their effective utilization of volunteers may be a component in the evaluation of staff persons who are assigned to work with volunteers. In such cases, supervisors should ask for the input and participation of volunteers in evaluating staff performance.
5.7 Staff Involvement in Volunteer Evaluation
Affected staff should be involved in all evaluation and work assignments of volunteers with whom they are connected.
5.8 Lines of Communication
Volunteers are entitled to all necessary information pertinent to the performance of their work assignments.
Accordingly, volunteers should be included in and have access to all appropriate memos, materials, and meetings relevant to the work assignments. To facilitate the receipt of this information on a timely basis, volunteers should be included on all distribution schedules and should be assigned a site or mailbox for receipt of information distributed in their absence. Primary responsibility for ensuring that the volunteer receives such information will rest with the direct supervisor of the volunteer.
Lines of communication should operate in both directions, and should exist both formally and informally.
Volunteers should be consulted regarding all decisions which would substantially affect
the performance of their duties.
5.9 Absenteeism
Volunteers are expected to perform their duties on a regular scheduled and timely basis. If expecting to be absent from a scheduled duty, volunteers should inform their staff supervisor as far in advance as possible so that alternative arrangements may be made (a minimum of 2 weeks where practicable). Continual absenteeism will result in a review of the volunteer’s work assignment or term of service.
5.10 Substitution
Volunteers may be encouraged to find a substitute for any upcoming absences which might be filled by another volunteer. Such substitution should only be taken following consultation with a supervisor and care should be taken to find a substitute who is qualified for the position. Substitutes may only be recruited from those who are currently enrolled as volunteers with NASC.
5.11 Standards of Performance
Standards of performance shall be established for each volunteer position. These standards should 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. Creation of these standards will be a joint function of staff and the volunteer assigned to the position, and a copy of the standards should be provided to the volunteer along with a copy of their job description at the beginning of their assignment.
5.12 Evaluations
Volunteers shall receive periodic evaluations to review their work. The evaluation session is utilized to review the performance of the volunteer, to suggest any changes in work style, to seek suggestions from the volunteer on means of enhancing the volunteer’s relationship with NASC, to convey appreciation to the volunteer, and to ascertain the continued interest of the volunteer in serving in that position. Evaluations should include both an examination of the volunteer’s performance of position responsibilities and a discussion of any suggestions that the volunteer may have concerning the position or project with which the volunteer is connected.
The evaluation session is an opportunity for both the volunteer and the agency to examine and improve their relationship.
5.13 Written Basis for Evaluation
The position description and standards of performance for a volunteer position should form the basis of an evaluation. A written record should be kept of each evaluation
session.
5.14 Staff Responsibility for Evaluation
It shall be the responsibility of each staff person in a supervisory relationship with a volunteer to schedule and perform periodic evaluation and to maintain records of the evaluation.
5.15 Corrective Action
In appropriate situations, corrective action may be taken following an evaluation. Examples of corrective action include the requirement of additional training, re- assignment of a volunteer to a new position, suspension of the volunteer, or dismissal from volunteer service.
5.16 Dismissal of a Volunteer
Volunteers who do not adhere to the rules and procedures of NASC or who fail to satisfactorily perform their volunteer assignment are subject to dismissal. No volunteer will be terminated until the volunteer has had an opportunity to discuss the reasons for possible dismissal with supervisory staff. Prior to dismissal of a volunteer, staff should seek the consultation and assistance of the Volunteer Program Committee.
5.17 Reasons for Dismissal
Possible grounds for dismissal may include, but are not limited to, the following: gross misconduct or insubordination, being under the influence of alcohol or drugs, theft of property or misuse of NASC equipment, information or materials, abuse or mistreatment of clients or co-workers, failure to abide by NASC policies and procedures, failure to meet physical or mental standards of performance, failure to keep confidentiality agreements and failure to satisfactorily perform assigned duties.
5.18 Concerns and Grievances
Decisions involving corrective action of a volunteer may be reviewed for appropriateness. If corrective action is taken, the affected volunteer shall be informed of the procedures for expressing their concern or grievance.
5.19 Notice of Departure or Re-Assignment of a Volunteer
In the event that a volunteer departs NASC, whether voluntarily or involuntarily, or is re-assigned to a new position, it shall be the responsibility of the Volunteer Management Committee to inform those affected staff and clients that the volunteer is no longer assigned to work with them. In cases of dismissal for cause, this notification should be given in writing and should clearly indicate that any further contact with the volunteer is outside any scope of relationship with NASC.
5.20 Resignation
Volunteers may resign from their volunteer service with NASC at any time. It is requested that volunteers who intend to resign provide advance notice of their departure and a reason for their decision.
5.21 Exit Interviews
Exit interviews, where possible, should be conducted with volunteers who are leaving their positions. The interview should ascertain why the volunteer is leaving the position, suggestions the volunteer may have to improve the position, and the possibility of involving the volunteer in some other capacity with NASC.
5.22 Communication with the Volunteer Management Department
Staff who are supervising volunteers are responsible for maintaining regular communication with the Volunteer Management Committee on the status of volunteers, and are responsible for the timely provision of all necessary paperwork to the committee. The committee should be informed immediately of any substantial change in the work or status of a volunteer and should be consulted in advance before any corrective action is taken.
5.23 Evaluation of Agency Volunteer Utilization
The Volunteer Management Committee shall conduct an annual evaluation of the utilization of volunteers by the agency. This evaluation shall include information gathered from volunteers, staff, and clients.
6.0 Volunteer Support and Recognition
6.1 Reimbursement of Expenses
Volunteers may be eligible for reimbursement of reasonable expenses incurred while undertaking business for NASC. NASC shall advise volunteers regarding specific reimbursable items. Prior approval must be sought for any major expenditure. Upon the approval of a supervisor, volunteers need to track and submit receipts for all actual out-of-pocket expenses for which they seek reimbursement. Reimbursement for travel to and from volunteer service by motor vehicle is based on mileage and the standard rate per mile at which NASC reimburses volunteer drivers. Contact the Volunteer Chair for the current mileage reimbursement rate. Reimbursement for travel to and from volunteer service by public transportation is based on actual out-of-pocket expense which must be substantiated by receipts.
Reimbursement requests must be submitted to the Volunteer Management Committee.
6.2 Access to Agency Property and Materials
As appropriate, volunteers shall have access to NASC property and materials necessary to fulfill their duties, and shall receive training in the operation of any NASC equipment. Property and materials shall be utilized only when directly required for NASC purposes.
Use of NASC Property
Equipment and Vehicles —Any equipment, machines, tools, or vehicles which appear to be damaged, defective, or in need of repair should be reported to the volunteer’s supervisor. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to others. An individual supervisor can answer any questions about the volunteer’s responsibility for maintenance and care of equipment or vehicles used during a volunteer assignment.
NASC owned or leased equipment and vehicles are to be used for NASC’s business purposes only and may not be borrowed or otherwise used for personal use. Each office is responsible for managing the use of vehicles owned or leased by NASC for the use of that office.
Volunteers must submit a NASC vehicle use form if they are required or asked by a supervisor to drive a NASC owned or leased vehicle. The NASC vehicle use form must be submitted annually if the volunteer is expected to drive over the course of more than one year. NASC may decide, in its sole discretion, to deny certain volunteers the use of NASC owned or leased vehicles.
Volunteers must have a valid driver’s license to operate a NASC owned or leased vehicle. There is a continuing obligation on the volunteer’s part to notify a supervisor if the volunteer’s driver’s license is suspended or revoked at any time throughout the volunteer’s service. NASC will perform random checks with appropriate state motor vehicle departments on the status of the licenses of those volunteers who use NASC vehicles. Volunteer use of a NASC vehicle without a valid driver’s license may result in disciplinary action up to and including dismissal.
Volunteers who are involved in an accident while using a NASC owned or leased vehicle must report the accident that same day (or the next business day if a holiday or weekend) to their supervisor. Any vehicle owned or leased by NASC is covered under NASC’s Business Auto Policy.
Telephones and Mail Services —Telephones are for business purposes. When permitted, personal phone calls should be kept to a minimum and should not interfere with volunteer service. In addition, long distance charges resulting from a volunteer’s personal use of a NASC telephone must be reimbursed to NASC. The use of NASC paid postage for personal correspondence is prohibited by Federal law.
Computer Usage
NASC provides computers, e-mail, and Internet access to assist volunteers in performing their duties. Computers, e-mail and Internet access should be used for business related purposes. Personal business should not be conducted during volunteer time. No downloading of NASC resources and information.
Return of Property
Volunteers are responsible for NASC property which includes all materials, files, keys, passwords or any other written or electronic information issued to volunteers or in volunteers’ possession or control. All NASC property must be returned on or before your last day. NASC may take all actions deemed appropriate to recover or protect its property.
6.3 Insurance
Liability and accident insurance is not provided for all volunteers engaged in NASC business. Volunteers are encouraged to consult with their own insurance agents regarding the extension of their personal insurance to include community volunteer work.] Specific information regarding such insurance is available from the Volunteer Management Committee.
In some instances, volunteers must sign a release absolving NASC of liability when NASC volunteers voluntarily and knowingly subject themselves to certain risks while performing volunteer services on behalf of NASC.
Contact the Volunteer Manager with questions or for more information about insurance and liability.
6.4 Recognition
NASC sponsors recognition events for volunteers to highlight the contributions of volunteers to the organization. Continuing recognition of volunteers is vital and will occur throughout the year.
6.5 Informal Recognition
All staff and volunteers responsible for volunteer supervision are encouraged to undertake on-going methods of recognition of volunteer service on a regular basis throughout the year. These methods of informal recognition should range from a simple "thank you" to a concerted effort to include volunteers as full participants in program decision making and implementation.
6.6 Volunteer Career Paths
Volunteers are encouraged to grow and develop their skills while serving with NASC and are to be assisted through promotion to new volunteer jobs to assume additional and greater responsibilities. If so desired by the volunteer, NASC should assist the volunteer in maintaining appropriate records of volunteer experience that would assist the volunteer in future career opportunities, both paid and volunteer.
6.7 Staff Recognition
The Volunteer Management Committee shall design a program for recognition of staff
who work well with volunteers and shall consult with volunteers to identify appropriate staff to receive such awards.
6.8 Letters of Recommendation
Letters of Recommendation will not be provided by NASC.