11 February 2021
Volunteer Policies and Procedures
Record Management
The Management Office maintains records on each volunteer throughout the organization. Records include dates of volunteer service, positions held, duties performed, evaluation of volunteer performance, briefs given and any training attended as well as awards/recognitions received. Volunteer records, including application, reference checks and background checks, are confidential. Volunteers are responsible for submitting and updating information contained in their files to the Management Office.
Dress Code
Volunteers are representatives of RFTS and are responsible for presenting a positive image to constituents and the community. Volunteers will dress appropriately for the conditions and performance of their duties. Volunteers that serve in the capacity of a presenter, speaker or other face-to-face constituent contact will wear an RFTS name tag if available. 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. However at no time will any volunteer present themselves in a manner that might offend client's or customers. The goal is to be sure that we maintain a positive appearance and not to offend customers, clients, or colleagues. Volunteers must always present a clean, professional appearance. Everyone is expected to be well-groomed and wear clean clothing, free of holes, tears, or other signs of wear. Clothing with offensive or inappropriate designs or stamps are not allowed. Clothing should not be too revealing. Clothing and grooming styles dictated by religion or ethnicity are exempt.
Attendance and Time
Volunteer attendance is important to the operation of each program. Volunteers should notify their supervisor in advance if they are unable to be present on their scheduled day or presentation. Volunteers are responsible for signing in and out at the designated sign in sheet. Time not accounted for is the responsibility of the volunteer.
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/briefings prior to the change of placement.
Service Requirement
Volunteers agree to commit to a minimum number of hours of service over one year. At the end of a service term, depending on review of service, volunteers may elect to renew their volunteer service agreement with RFTS. The number of service hours requested is approximately 50 hours each year. However, this service requirement varies by opportunity.
Leave of Absence
Volunteers may request a leave of absence with the approval of their supervisor. This leave of absence will not alter or extend beyond the previously agreed ending date of service.
Training
Volunteers will receive training and/or briefings as part of their volunteer service with RFTS. All volunteers must complete an applicable brief, training, on-the-job training, and/or participate in continuing program training.
Details
If an orientation is provided, it will provide an overview of RFTS, its mission, history and goals.
Volunteer briefs, on-the-job training, assignment or Program Training is provided by the supervisor or trainer for a particular placement. The training will provide skills and knowledge necessary to perform their volunteer assignment.
Youth Volunteer
Volunteers, under 18, must have a waiver on file by a parent or guardian before volunteering. Students volunteering for service learning credit hours for their school, must submit school name and contact information before volunteering.
Evaluation
Volunteers receive periodic evaluations to review their performance. The evaluations allow for a volunteer and supervisor to suggest changes, seek suggestions and enhance the relationship between the volunteer, staff and RFTS. The evaluation is a discussion period, and both supervisor and volunteer should establish an open line of communication.
Recognition
RFTS recognizes the time given by their volunteers and will ensure to provide them with recognition. If a volunteer needs a Letter of Recommendation or Letter of Appreciation, RFTS would gladly provide this as long as their performance has not had any violations.
Conduct
Volunteers are expected to follow rules of conduct that will protect the interest and safety of all volunteers, clients and RFTS staff. The following are only some examples of inappropriate conduct which could lead to dismissal:
• Theft or inappropriate removal or possession of RFTS’s property or that of any RFTS volunteer, staff, agent, client or visitor, including failing to cooperate fully in any RFTS investigation.
• Altering RFTS 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 RFTS premises, at sponsored activities or in areas which could jeopardize the safety of others.
• Improper use of RFTS’s property or property owned by any other individual or organization.
• Lack of cooperation, or other disrespectful conduct.
• Violation of RFTS, 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 RFTS-owned equipment.
• Unauthorized disclosure of RFTS proprietary or confidential information.
• Unsatisfactory performance or conduct.
Smoking
RFTS 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
RFTS provides a drug-free, healthy, and safe environment. While on RFTS premises and while conducting RFTS-related activities off RFTS premises, a volunteer may not use, possess, distribute, sell or be under the influence of alcohol or illegal drugs. Occasionally, RFTS 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. This is especially important when in a position of driving.
Safety and Liability
RFTS 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 call 911 (if appropriate) then notify his or her supervisor immediately. Volunteers should also complete an incident report and submit the report to the volunteer’s supervisor. RFTS’s general liability coverage, with some limitations and exclusions, protects volunteer workers for covered injury or damage that results from activities or service that volunteers conduct or perform at RFTS’s direction and within the scope of their duties for RFTS. RFTS’s general liability coverage does not provide coverage to volunteers themselves for liabilities they may have incurred for their actions. RFTS’s volunteer accident insurance coverage covers some injuries to volunteers while volunteers are performing volunteer service on behalf of RFTS. In some instances, volunteers must sign a release absolving RFTS of liability when RFTS volunteers voluntarily and knowingly subject themselves to certain risks while performing volunteer services on behalf of RFTS. Contact the CEO with questions or for more information about insurance and liability.
Reimbursement of Expenses
Volunteers are not eligible for reimbursement, no out-of-pocket expenses should be made expecting a reimbursement. If a volunteer decides to deliver meals, they are agreeing to cover all expenses including transportation expenses incurred while engaging in volunteer service for RFTS. However, for tax purposes the volunteer is encouraged to track and keep receipts for all actual out-of-pocket expenses for which they seek tax exemptions (RFTS cannot guarantee exemptions, this must be discussed with a tax advisor).
Emergency Closings
RFTS strives to ensure the safety of all volunteers. In the event of an emergency, or 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 RFTS office should close, the Volunteer Management Office will notify volunteers scheduled to perform service via phone of the closing.
Safety and Security
RFTS 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.
• Never leave your purse, wallet, or other valuable items out in the open. Keep these items out of sight. Keep your valuables, wallet or purse with you at all times or keep them in a secure place. Avoid carrying large sums of money.
Any articles found on RFTS property, can be inspected by any agent or representative of RFTS at any time, either with or without prior notice.
RFTS is not responsible for lost or stolen personal property. RFTS will not reimburse a volunteer for any personal property which disappears from a volunteer site.
Use of Reach for The Stars Property, Equipment OR Vehicles
Any equipment, telescopes, tools, or vehicles which appear to be damaged, defective, or in need of repair should be reported to the volunteer’s supervisor promptly. 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.
RFTS owned or leased equipment and vehicles are to be used for RFTS’s business purposes only and may not be borrowed or otherwise used for personal use.
Volunteers must have a valid driver’s license to operate a RFTS owned or leased vehicle or if they become a delivery volunteer. 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. RFTS will perform random checks with appropriate state motor vehicle departments on the status of the licenses of those volunteers who use RFTS vehicles. Volunteer use of a RFTS 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 RFTS 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 RFTS is covered under RFTS’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 RFTS telephone must be reimbursed to RFTS. The use of RFTS paid postage for personal correspondence is prohibited by Federal law.
Computer Usage
RFTS does not provide computers. However if a volunteer uses a RFTS e-mail, Internet access or RFTS computer to assist volunteers in performing their duties access should be used for business related purposes only. Personal business should not be conducted during volunteer time.
Return of Property
Volunteers are responsible for RFTS 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 RFTS property must be returned on or before your last day. RFTS may take all actions deemed appropriate to recover or protect its property.
Sexual Harassment in the Workplace
RFTS 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.
RFTS encourages volunteers to bring any incidents of sexual harassment to the immediate attention of a direct supervisor, Human Resources, COO, or any person that the volunteer feels comfortable talking to .
Conflict of Interest
RFTS is judged, in large part, by the individual and collective performance of its volunteers. Due to being a public nonprofit organization RFTS must recognize the importance of a volunteer’s duty to RFTS, and to its members and supporters, and act in a manner that merits public trust and confidence. Each volunteer must act in a manner that will safeguard the reputation and integrity of RFTS and will preserve and strengthen public confidence in RFTS activities. Likewise, volunteers must refrain from engaging in any transaction in which personal interests conflict, potentially conflict or appear to conflict with those of RFTS.
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 for yourself or for a relative as a result of RFTS’s business dealings. For the purposes of this policy, a relative is a person who is related by blood or marriage, or whose relationship with the volunteer is similar to that of persons who are related by blood or marriage.
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. This list is illustrative only and should not be regarded as all-inclusive:
Accepting Payment or Gifts
No volunteer shall accept payment of any kind (including large 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 RFTS’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 any other purpose not specifically approved by RFTS.
Competing with RFTS: No volunteer shall prevent or hinder RFTS from lawfully competing with others or divert business or personnel from RFTS.
Political Activities: Volunteers are encouraged to take an active interest and to participate in the political and governmental process. However, except for registered lobbyists and others authorized to act on behalf of RFTS, volunteers participating do so as individuals and not as representatives of RFTS. To avoid any inference of support or sponsorship by RFTS, 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 RFTS. Likewise, volunteers must not engage in political activities during their volunteer service on behalf of RFTS.
The Making of Statements: No volunteer shall use RFTS stationery or any title of RFTS or refer to RFTS or misidentify him or herself as an employee thereof in connection with any matter as to which he or she is not authorized as a representative of RFTS and to express an opinion on its behalf.
Participation in any activity prohibited by this Policy can result in the termination of volunteer service.
Approved by Board of Directors –