VOLUNTEER JOB DESCRIPTIONS

APPLICATION

POLICIES & PROCEDURES

FAQ

EVENTS

Volunteer Program
Policies and Procedures

Policies

Volunteers are vital to the success of our organization. Volunteers will work together with staff to provide the best possible programs and services to our girls.

Volunteer Reporting and Management
The appropriate staff member will be assigned oversight for each volunteer depending on the activity. 
The Director of Operations (Director) will provide a central coordinating point for effective volunteer management within the agency, and will assist staff and volunteer efforts. The Director will be responsible for recruiting suitable volunteers, and for tracking and evaluating the contribution of volunteers to PEARLS For Teen Girls Inc. (PEARLS). All staff should be prepared to supervise volunteers when appropriate.

Definition of ‘Volunteer’
A volunteer is anyone who performs a task at the direction of and on behalf of PEARLS, without compensation or expectation of compensation. A volunteer must be officially accepted and enrolled by PEARLS staff before performing any tasks. Volunteers are not considered employees of PEARLS For Teen Girls Inc. Relatives of our girls will not be placed in a position of direct service or relationship to the girls receiving services.

Code of Ethics
The PEARLS Leadership Compass is a guide that points to the purpose of everything we do at PEARLS. It is imperative that each volunteer have a basic belief in the PEARLS Leadership Compass, maintain the highest standards of conduct, and demonstrate their ability to perform the requirements of the volunteer position.  A copy of the PEARLS Leadership Compass will be provided to each volunteer.   

Service at the Discretion of PEARLS For Teen Girls Inc.
PEARLS accepts the service of all volunteers with the understanding that they serve at the sole discretion of our agency. PEARLS may at any time, for whatever reason, decide to terminate the volunteer’s relationship with the agency. The volunteer may at any time, for whatever reason, decide to end their relationship with PEARLS.

Volunteer Job Descriptions
Duties and qualifications for all volunteer positions are on file at the PEARLS offices.  Staff will request volunteers through the Director using the job description format.  Each volunteer is given a copy of the written Volunteer Job Description. 

Volunteer Recruitment
Volunteers will be recruited by PEARLS on a pro-active basis, with the intent of expanding the volunteer involvement of the community with the agency. Volunteers shall be recruited without regard to gender, handicap, age, race or other condition. All volunteer recruitment is coordinated through the Director with all staff assisting in this effort. 

Volunteer Placement
All potential ongoing volunteers must complete an application and must be interviewed by staff to ascertain their suitability for and interest in a 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. Volunteers may be asked to provide references and/or submit to a background check.  Volunteers who do not agree to the background check will be refused assignment. All volunteers will be given written job descriptions and will sign an agreement. Interviewing of special event or one-time volunteers may not be required. These individuals will volunteer at the discretion of staff.

Volunteer Information
A current list of volunteers, schedules, contact information and dates/times available will be kept up to date. In addition, the volunteer hours, with date and times, will be recorded. Volunteer personnel records shall be accorded the same confidentiality as staff personnel records.

Volunteer Expenses
Reimbursement for “out of pocket” expenses is available for certain appointed volunteers. The volunteer’s supervisor must approve any reimbursement requests before the purchase is made. Appropriate documentation of the expenses must be provided (such as a receipt).

Transportation
Any motor vehicle used to transport PEARLS For Teen Girls participants, staff, and volunteers must be duly licensed, insured, and operated by a responsible adult with a valid driver’s license and clean driving record.

Volunteer Rights and Responsibilities
Volunteers are viewed as a valuable resource to this agency, its staff, and the girls. Volunteers who meet the criteria for placement, have the right to be given meaningful assignments, the right to effective supervision, and the right to recognition for work done.  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 the agency.

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 agency business. Failure to maintain confidentiality may result in termination of the volunteer’s relationship with the agency or other corrective action.

Orientation
All volunteers will receive a general orientation on the nature and purpose of PEARLS, the operation of the program for which they are recruited, and specific information on the position which they fill. 

Dismissal of a Volunteer
Volunteers who do not adhere to the rules and procedures of the agency or who fail to satisfactorily perform their volunteer assignment are subject to dismissal by the Executive Director. 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 agency equipment or materials, abuse or mistreatment of participants, staff or other volunteers, failure to abide by agency policies and procedures, failure to meet physical or mental standards of performance, excessive absenteeism, and failure to satisfactorily perform assigned duties.

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 for improving the position, and the possibility of involving the volunteer in some other capacity with the agency.

Volunteer Recognition
Volunteers will be recognized to highlight and reward their contribution to PEARLS. All staff and volunteers responsible for volunteer supervision are encouraged to undertake on-going methods of recognition of volunteer service. 

Procedures

1. Application - Prospective volunteers will complete an application which will be reviewed and used during the interview.

2. Interview - Each volunteer will be interviewed to determine their skills, commitment, and interests. An initial indication of the “fit” can be determined during the initial telephone call. A standard interview questionnaire is available to assist in the process. Interviews will be conducted by the staff member who will supervise the volunteer, unless other arrangements are made. 

3. References – References will be checked and a criminal background check will be completed for each volunteer before they begin any assignment.  Volunteers will be denied if they have a negative reference or have violence or theft in their background, at the discretion of the staff.

4. Job Description - A job description will be developed for each position indicating duties and qualifications.  This information will be reviewed with the volunteer.

5. Schedule - If the person has the skills, interests and background required, a volunteer schedule will be established. 

6. Agreement - A Volunteer and PEARLS For Teen Girls Inc. Agreement will be signed.

7. Orientation - Each volunteer will get an orientation, using a standard checklist. Each volunteer will receive a packet of information.  (Packet will include a welcome letter, information about staff, information about all programs, the Annual report, brochures and any other relevant information.)

8. Sign-in - Volunteers will sign-in and out when they volunteer so their hours can be tracked.

9. Recognition - Volunteers will be thanked every day and will be recognized formally.

10. Evaluation - Regular informal follow-up on performance will be completed on a regular basis.  Evaluation information will be shared with the volunteers.

11. Information - Volunteers will receive information on programs and new initiatives. When appropriate they will be invited to attend staff meetings.  Volunteers will be added to our regular mailing list.

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