Volunteer Handbook

Effective Date2016

©2016

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Table of ContentsWelcome p. 3

Preface p. 4

History of PIHMA p. 5

Mission, Vision, Core Values and Core Principles of the Foundation

and of PIHMA p. 6

Volunteer Policies and Procedures p. 7-8

Volunteer Positions Available p. 9-12

Volunteer Benefits Program p. 13

Appendix A: Volunteer Application p. 14-15

Appendix B: FERPA Acknowledgement Form p. 16

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Welcome from the Executive Director for the PIHMA Foundation for PIHMA Research and Education

Dear PIHMA Volunteer

Welcome to the Foundation for PIHMA Research and Education. We are excited to have you become part of our community and look forward to working with you as we work to grow our non-profit programs, some of which support the PIHMA College and Clinic, and their related entities. Your support is vital to the success of these projects which benefit the community.

Our mission is to support the Phoenix Institute of Herbal Medicine & Acupuncture (PIHMA) College and Clinic, and all its programs, services and entitties through research, library resources, international outreach, non-profit clinics, scholarships and fellowships.

For more information about PIHMA College & Clinic, please consult the PIHMA Catalog, Clinic Handbook, and Student and Faculty Handbooks, where relevant. This Volunteer Handbook guides our wonderful team of volunteers in helping grow our nonprofit programs and serve others. We thank you for your time, commitment and willingness to give.

Please don’t hesitate to let us know if you have any questions or concerns. We look forward to working with each of you.

Gratefully,

Todd Rowe MD, MD(H), CCH, DHtExecutive DirectorPIHMA Foundation for Research and Education

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Preface

The PIHMA Volunteer Handbook provides policies, procedures and materials relating to volunteering at the any of the Foundation for PIHMA Research & Education projects and programs, or any of the PIHMA programs, services and entities that the Foundation supports. This does not constitute a contract. The Foundation reserves the right to make changes in terms, conditions, regulations, rules and polices set forth in this Handbook at any time and without notice; however, we will make every attempt to communicate these changes with reasonable notice to interested parties. Volunteers are responsible for understanding and complying with all policies and procedures contained in this handbook and other publications distributed by the Foundation. This Handbook supersedes all previous editions. If you have any questions, or wish further clarification on material contained in this Handbook, please contact the Executive Director. The policies, procedures and standards serve as guidelines and are not inclusive. The Foundation reserves the right to change the contents of this Handbook at any time with appropriate advance notice.

This handbook is available in both electronic and written versions. If you would like to receive a written version of the handbook, please contact PIHMA at 301 E. Bethany Home Rd., Suite A-100, Phoenix AZ, 85012.

Legal Status

The PIHMA Foundation for Research and Education is a tax-exempt, 501c3 non-profit corporation.

Equal Opportunity Statement

The Foundation for PIHMA Research and Education, in compliance with state and federal laws and regulations, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, marital status, age, disability, or veteran’s status in any of its policies, procedures, or practices. This nondiscrimination policy covers admission and access to, and treatment and employment in, Foundation programs and activities, including but not limited to research, library servcies, and employment.

Foundation for PIHMA Research and Education

301 E. Bethany Home Rd.Suite A-135Phoenix, AZ 85012602-274-1885trowe@pihma.edu

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A History of the Foundation The Foundation for PIHMA Research & Education was incorporated in Phoenix on February 23, 2001 by the Phoenix Institute of Herbal Medicine & Acupuncture (PIHMA). The nonprofit was intended to provide support and funding for scholarships, research, library, medical clinics, education and charitable assistance to the general public. Designed as a nonprofit partner to PIHMA which was established in 1996, the Foundation received federal tax exempt status as a 501(c)(3) on January 22, 2004, and was later confirmed as a public charity on May 2, 2006. Together, with PIHMA, the Foundation seeks to bring greater awareness of and support in Asian and traditional medicines to the public.

Since that time, the Foundation formed the National Library of Traditional Medicine (www.nloftm.org) to house and manage collections from several colleges, including PIHMA and the American Medical College of Homeopathy (AMCH).

Most recently, the Foundation expanded its research capabilities with the assumption of the nonprofit Institutional Research Board (IRB) in homeopathy and the Non-Governmental Organization(NGO) of AMCH (which was acquired by PIHMA in 2015). The IRB and NGO were since expanded to include acupuncture research and activities. The Foundation conducts research in acupuncture, homeopathy and for other projects.

The Foundation’s current Executive Director, Todd Rowe, MD(H), manages Foundation activities. The Board of Directors is led by Dominick Grillas, and includes Paul Sugar, Dan Bedgood, L.Ac, Cristina Whitehawk, and David Farren, Esq.. There is also a group of Advisory members. Fundraising events include the Celebrity Chef Fundraiser, and the Author’s Series at the National Library of Traditional Medicine.

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Vision, Mission, Core ValuesPIHMA College and Foundation Values These are the values by which we choose to and strive to guide our decisions, actions and interactions:

Act With Integrity

Grow Thoughtfully

Commit to Excellence

Build Community

Serve Compassionately

Respect the Individual

Practice Gratitude

Foster Innovation

Cultivate Success

PIHMA Vision Become an educational Center of Excellence in Integrative Medicine that provided community service.

PIHMA Mission StatementSupport the Phoenix Institute of Herbal medicine and Acupuncture and all its programs through research, library resources, international outreach, non-profit clinics, scholarships and fellowships..

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Policies and Procedures

Definition of ‘Volunteer’A volunteer is someone who, without compensation or expectation of compensation beyond reimbursement, performs a task at the direction of a staff member at the Foundation, or at one of the Foundation beneficiaries (such as at PIHMA College & Clinic). A volunteer will be accepted by the Foundation and are not considered employees of Foundation, or any of its related programs or beneficiaries (such as PIHMA).

Community Service Volunteers

The Foundation gladly accepts volunteers that are participating in service based upon alternative sentencing or diversion programs, student community service activities or some student intern projects. In other cases, a conflict of interest may exist between the volunteer and another interest or organization. In each of these cases however, it must be disclosed to the Volunteer Coordinator before one will be accepted as a volunteer. The Volunteer Coordinator will then attempt to find a volunteer position within PIHMA that provides appropriate tasks and responsibility necessary for what the volunteer is seeking.

Volunteers Under 18

Currently volunteers under 18 are not accepted.

Service at the Discretion of the Foundation

The Foundation (and its beneficiaries) accept the service of all its volunteers with the understanding that such service is at the sole discretion of the Foundation. Volunteers agree that the Foundation (and any of its related programs and beneficiaries) at any time, reserves the right to sever its relationship with a volunteer.

The volunteer may at any time, for whatever reason, decide to sever their relationship with Foundation. (and any of its beneficiaries) Notice of said decision should be communicated as soon as possible to the Volunteer Coordinator and the volunteer’s supervisor.

Confidentiality

Volunteers are responsible for maintaining the confidentiality of all proprietary or privileged information they may be exposed to while serving as a Foundation volunteer. Whether this information involves a staff member, fellow volunteer, client, patient,

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student or anyone else involved with Foundation or any of its beneficiaries. Failure to maintain confidentiality may result in termination of the volunteer’s service with the Foundation.

Screening/Resumes/Work Samples

For some positions or tasks, volunteers will be asked to submit samples of work and/or a professional resume. If such is needed, it will be submitted to the Volunteer Coordinator or the volunteer’s supervisor and outlined in the task description.

Copyright/Ownership Issues

Volunteers will grant non-exclusive permission to the Foundation and PIHMA for use of any materials produced for the Foundation or PIHMA. This includes, graphics materials, web page designs, instructional designs, etc.

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Volunteer Positions for the Foundation for PIHMA Research and EducationThe Foundation has need of a variety of volunteer positions. These vary over time depending on need and whether these positions have been filled. Please consult with the most up to date listing on the Foundation website for further information.

Committees

1. Information Technology (IT) CommitteeChair: Todd Rowe

Purpose: Provides advisory input to the Foundation regarding information technology.

Meets: Monthly, in person or by phone, for about 90 minutes.

2. Fundraising CommitteeChair: Todd Rowe

Purpose: Carries out fundraising for capital campaigns.

Meets: Monthly in person or by phone for 90 minutes.

3. LIbrary CommitteeChair: Aniko Pinter

Purpose: Provides advisory input regarding National Library of Traditional Medicine.

Meets: Meets Monthly for one hour by phone

4. Marketing CommitteeChair: Jonathan Lindsey

Purpose: Markets all Foundation and PIHMA programs.

Meets: Meets weekly to review PIHMA Marketing efforts and marketing plan.

5. Newsletter CommitteeChair: TBD

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Purpose: Writes and distributes the Foundation Newsletter.

Meets: Monthly.

6. Curriculum CommitteeChair: Debbie Major

Purpose: Helps review curriculum or other related projects for all PIHMA programs.

Meets: Monthly

7. Events Committee

Chair: Todd Rowe

Organize conferences, events and dinners in support for the Foundation.

Meets: Monthly

8. Research Committee

Chair: Todd Rowe

Purpose: Directs all research activities.

Meets: Monthly

Volunteer Positions Working for the Foundation or Beneficiaries

1. Library Assistant

Contact: Aniko Pinter

Description: Assisting NLTM Library coordinator with cataloging.

2. Medicinary Assistant (Pharmacy Assistant)

Contact: Kirby Woods

Description: Assisting in the medicinary.

3. Administrative Assistant

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Contact: Marilee Rudin or Todd Rowe

Description: Helping PIHMA or Foundation with administrative assistance.

4. Technology Assistant

Contact: Gravele Quashie

Description: Assists technology department with technology development

and implementation.

5. Marketing Assistant

Contact Jonathan Lindsey

Description: Assists marketing director with community events and local

marketing.

6. Editing Assistant

Contact: Todd Rowe

Description: Assists in editing of PIHMA publications and documents.

8. Event Planning Assistant

Contact: Todd Rowe

Description: Provides event planning assistance for conferences, events and

healthcare delivery events.

9. Database Coordinator

Contact: Marilee Rudin

Description: Assists with database entries.

10. Grant Writer

Contact: Todd Rowe

Description: Assists with grant writing for the Foundation.

11. Web Content Assistant

Contact: Jonathan Lindsey

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Description: Helps to organize changes to the website and promotes

search engine optimization.

12. Fundraising Assistant

Contact: Todd Rowe

Description: Assists with fundraising projects, recruitment and thanking of donors.

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PIHMA Public Volunteers Benefit PolicyThe Foundation for PIHMA Research and Education is grateful to our volunteers. They are important to the organization and make possible much of the work that we do. In an effort to support our volunteers, we have created the following benefits:

1. Discount (10%) at the PIHMA Medicinary.

2. Discount (10%) at the PIHMA Clinics.

2. Discount (10% reduction) in tuition for the PIHMA CPED Programs if they are volunteering at least 4 hours per week.

4. All Foundation volunteers who work an eight-hour day are entitled to a $10 voucher for lunch at a nearby restaurant.

5. All Foundation Volunteers who work a total of 250 hours in one year are entitled to a $50 gift certificate from Harkins Theaters.

6. All Foundation Volunteers who work for a total of 500 hours in one year are entitled to a $100 gift certificate for dinner at a restaurant of their choice.

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Appendix A: Volunteer ApplicationPIHMA encourages the participation of volunteers who support our mission. If you are willing to be interviewed for a volunteer position, we encourage you to complete this application. The information on the form will be kept confidential and will help us find the most satisfying and appropriate volunteer opportunity for you. Thank you for your interest in PIHMA.

Name:___________________________________

Address:__________________________________

________________________________________

Phone:__________________ Email:__________________________

Current Employer:______________________Position:___________________

Any special skills or talents that you have feel would benefit our organization?_____________________________________________

Please indicate days available: Mon Tues Wed Thur Fri Sat Sun

Times available: From_____ to _________

Any physical limitations?______________________________________

In case of emergency contact (name and contact phone):___________________________

Have you ever been convicted of, pled guilty or no contest to, or forfeited bail for any criminal conduct under law or ordinance, excluding only minor traffic violations (if yes, please attach a full explanation)?

As a volunteer for the Foundation (and its beneficiaries, I agree to abide by the policies and procedures. I understand that I will be volunteering at my own risk and that the organization, its

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employees and affiliates, cannot assume any responsibility for any liability for any accident, injury or health problem which may arise from any volunteer work I perform for the organization. Accordingly I release and hold harmless for any claims or injuries, the Foundation for PIHMA Research & Education, its subsidiaries and its beneficiaries, including the PIHMA Health & Education Network, LLC, dba the Phoenix Institute of Herbal Medicine & Acupuncture (PIHMA) and dba the PIHMA Medicinary. I agree that the work I do is on a volunteer basis and I am not eligible to receive any monetary payment or reward.

Signature________________________________ Date______________

Please return the completed application to:

Foundation for PIHMA Research & Education

301 Bethany Home Road, Suite #A135

Phoenix, AZ 85012

www.pihma.edu

PIHMA, in compliance with state and federal laws and regulations, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, marital status, age, disability, or veteran’s status in any of its policies, procedures, or practices. This nondiscrimination policy covers admission and access to, and treatment and employment in, College programs and activities, including but not limited to academic admissions, financial aid, educational services, and employment.

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Appendix B: FERPA Acknowledgement Volunteer Form for PIHMA

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