1 Module 3: HR for Volunteers Revised 2010 INDIANA VIRGINIA OHIO NEW YORK PENNSYLVANIA NEW JERSEY VT...
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Transcript of 1 Module 3: HR for Volunteers Revised 2010 INDIANA VIRGINIA OHIO NEW YORK PENNSYLVANIA NEW JERSEY VT...
1
Module 3: HR for VolunteersRevised 2010
INDIANA
VIRGINIA
OHIO
NEW YORK
PENNSYLVANIANEW JERSEY
VT
Puerto Rico
2
Participant Outcomes
Understand basic policies and practices that all volunteers must follow
Volunteer Manual
To understand lines of supervision within your own division
To understand who to ask and where to go to get questions answered, and
To understand your rights and responsibilities as an volunteer of PathStone
Module 3: HR for Volunteers
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Personnel Policies and ProceduresEmployee Manual
PathStone Mission Statement & Volunteer MissionAction PledgeService Area and Agency StructureCommittee for Social Justice Opportunities for You at PathStoneOverview of PathStone Service CategoriesVolunteer RequirementsDriving for Business PurposesVolunteer ConductPathStone Volunteer Policies Disciplinary Action for Volunteers
Volunteer Grievance Procedure
The Volunteer Manual provides information on volunteer-related policies and procedures , and is distributed to all volunteers.
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Mission Statement
PathStone builds family and individual self-sufficiency by strengthening farmworker, rural and urban communities. PathStone promotes social justice through programs and advocacy.
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Action Pledge
Many clients served by PathStone personally suffer the effects of racism and discrimination because of their color, occupation or economic status.
We commit ourselves to the 9 principles in the Action Pledge
Value Cultural Diversity Use Inclusive Language
Create Opportunities Educate selves about others
Improve relationships Speak & act against violence
Political/social action Respond to poverty
Oppose discrimination
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San Juan
Bayamon
GuayamaPonce
AreciboAguadilla
MayaguezHumacao
Vieques Island
Culebra Island
Puerto Rico
OHIO
VERMONT
PENNSYLVANIA
NEW JERSEY
Geographic Diversity
INDIANA
NEW YORK
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Communication Procedures
E-mail as arranged by your supervisor
Volunteer Manual at Orientation
Documents as arranged by your supervisor
PathStone Library- electronic resources for Volunteers
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Board of Directors
President/CEO
Chief Financial Officer
Planning& ResearchProperty
Management
FinanceDepartment
Community& EconomicDevelopmt
(All States &Puerto Rico)
Human Resources
Real Estate
Develpmt
(All States &Puerto Rico)
New York/ Vermont Pennsylvania/
New JerseyOhio/
Indiana
Virginia SCSEP
Corporate Communications
& Fundraising
Puerto Rico Training & Employment
CorporateOperations
AssetManagement
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Volunteer Job Descriptions
Your volunteer activities are described in a written Job Description
Your supervisor will provide additional information about your volunteer activities
Your supervisor and/or their designee will provide you with direction and guidance
Training will be provided as required
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Prerequisites
Identity VerificationVolunteers must be prepared to show appropriate identification
TelephonesVolunteers are required to provide a telephone number to their immediate supervisor
OtherCertain funding sources have other requirements
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Drug Free Work Place
Provide a work place free of Drugs and Alcohol
Prohibited BehaviorUse, possession, manufacture, sale or other involvement with illegal substances during PathStone work time.
Use of alcohol during PathStone work time
Reporting to work impaired by drugs or alcohol
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Training
Volunteer training may be required based upon your volunteer activities.
Other training may be optional – your supervisor will speak with you about these opportunities.
13
Volunteer Conduct Policies
Every volunteer of PathStone shall conduct herself/himself in a manner to reflect a professional and positive image for PathStone.
Specific policies regarding conduct follow
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Public Statements
When can you speak on behalf of PathStone?
Only with the prior approval of the President/CEO
When can you speak as an individual volunteer with experience in PathStone?
Any time
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Conflict of Interest
Volunteers have a duty to put welfare of PathStone and the people we serve over their personal interests.
Volunteers must disclose actual or potential conflict of interest
Conflict may be:
Financial
Personal Relationships
Status or power
Other
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Conflict of Interest Policy: Purpose
Protect PathStone, its funding sources, and those that the corporation seeks to serve when the corporation is involved in financial transactions or contractual arrangements that may benefit the interests of a volunteer.
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Conflict of Interest: Who is covered?
Personal and financial relationships between volunteers and:A PathStone employee,A PathStone Board, Affiliate or Advisory Committee memberA supplier of goods to PathStone or its affiliates (a vendor)A PathStone program participantA PathStone/affiliate service or programA consultant to PathStone or its affiliatesA PathStone funding source
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Conflict of Interest: Examples
Any individual uses his or her volunteer position, or the knowledge gained there from, in a manner that results in hurting the best interest of the Corporation or its affiliates.
When a volunteer does not place the interest of the organization over a Personal or Financial Relationship with any individuals or entities.
Any volunteer obtains for themselves, their relatives, or their friends a material interest of any kind as a result of their association with PathStone, its affiliates, or committees.
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Confidentiality
PathStone is dedicated to ensuring the confidentiality of sensitive information related to employees, volunteers, programs, and program participants.
All PathStone employees are required to follow PathStone’s policy regarding confidential information.
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Confidential Information
What are some examples of confidential information?Social Security Numbers, dates of birth, home address, home telephone numbers, medical information, etc.
What is your responsibility as it relates to confidential information?Share only with other PathStone employees who have a business purpose for having the information such as case management teams.
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Relations with others
Treat everyone – PathStone volunteers, employees, children, families, participants, etc. – with RESPECT
Do not discriminate against any other person
Take responsibility for your own actions and the quality of service you provide
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Fraud and Abuse
We have a responsibility to protect agency resources
Violations may result in dismissal and criminal charges
Definition of fraud and abuse:Misuse of agency funds and resources, such as
• Taking money or equipment
• Misusing work OR leave time, falsifying timesheets
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Harassment Policy
PathStone expressly prohibits any and all forms of harassment in the work place.
All employees and volunteers have the right to work in an environment that is free of discrimination, including sexual harassment.
It is the responsibility of management to keep the workplace free of any type of harassment based on race, color, religion, national origin, sex, age, sexual orientation or disability.
Harassment is illegal and against company policy.
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Use of Computers & the Internet
ComputerPathStone business only
Properly licensed software only
Basic practices for virus protection
E-mailBusiness related e-mail only
No jokes or other messages that could be taken as harassment or discriminatory
InternetBusiness purposes only
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PathStone Telephones
Business purposes except for personal emergencies
Personal long distance calls must be logged and reimbursed to PathStone
Personal cell phone use should be limited to break times
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Time Sheets
Bi-weekly time periods
26 time periods per year
Record volunteer time
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Holidays – closed for business
New Years DayMartin Luther King DayPresident’s DayMemorial Day4th of JulyLabor DayVeteran's DayThanksgiving Friday after ThanksgivingChristmas Day
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Health and Safety
PathStone conducts its operations in a manner to ensure proper safety and health protection for all employees and volunteers
All employees and volunteers share in the responsibility to keep the work environment healthy and safe for all
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Health & Safety, Continued
PathStone will provide training to those who work in environments where they might be exposed to
Blood Borne Pathogens
Other potentially infectious materials
Universal Precautions
Treat all human blood and certain bodily fluids as if they are infectious and protect yourself
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Injuries/Illnesses at work
Report Work Related injuries/illnesses to your supervisor IMMEDIATELY!
Use the Incident Report Form
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Management of Program Operations & Offices
A volunteer must receive advance authorization from their supervisor to receive reimbursement for preapproved expenses
A volunteer’s supervisor should be notified and authorize in advance any Services provided to the volunteer’s family members
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Requests for Personal InformationStaff and volunteer personal information is confidentialWritten requests on official letterhead only
Possession of Client CashNeither staff nor volunteers shall accept cash from or obtain cash for clients or vendorsClients should be instructed to obtain money orders or bank checks
Management of Program Operations & Offices
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Smoking is prohibited in PathStone Offices
Your supervisor will inform you of local procedures for office closings due to Weather/Emergencies
Management of Program Operations & Offices
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Chain of Command
Volunteers should speak with their direct supervisor about any concerns or complaints
If a volunteer feels s/he is being discriminated against by her/his supervisor, the volunteer should contact the Sr. VP of Human Resources or the CEO (see Volunteer Manual for specifics steps)
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Quality Control:
Community Feedback FormProvides an opportunity for you to express your views directly to the CEO.
Your input can be designated confidential.
Not intended to replace supervisory communication.
Does not replace the volunteer grievance procedure as detailed in your Volunteer Handbook.