MIAG CENTRE FOR DIVERSE WOMEN & FAMILIES

Name of the Policy: Volunteer Management Date Next Review: May 2013

VOLUNTEER MANAGEMENT POLICY

TABLE OF CONTENTS

POLICY PAGE #

1.0 VOLUNTEER PROGRAM 2,3

2.0 VOLUNTEERS MANAGEMENT PROCEDURES 4

3.0 VOLUNTEER RECRUITMENT & SELECTION 5

4.0 VOLUNTEER TRAINING & DEVELOPMENT 6,7

5.0 VOLUNTEER SUPERVISION & EVALUATION 8,9

6.0 VOLUNTEER SUPPORT & RECOGNITION 10

Name of the Policy: Volunteer Management Date Next Review: May 2013

1.0 THE VOLUNTEER PROGRAM

1.1 Overall policy on the use of volunteers

The achievement of the goals of MIAG is best served by the active participation of citizens of the
community. To this end, the organization accepts and encourages the involvement of volunteers at all
levels in the organization and within all appropriate programs and activities. All staff and board
members are encouraged to assist in the recruitment of volunteers from the community.

1.2 Purpose of the volunteer policy

The purpose of the policy is to provide overall guidance and direction to the staff and volunteers of
MIAG engaged in volunteer involvement and management efforts. The policy is intended for internal
management guidance only, and does not constitute, either implicitly, or explicitly, a binding contractual
or personnel agreement. The organization reserves the exclusive right to change any aspect of the policy
at any time and to expect adherence to the changed policy. Alterations to or exceptions from these
policies may only be granted by the Executive Director, and must be obtained in advance and in writing.
The Executive Director shall decide matters in areas not specifically covered by these policies.

1.3 Scope of the volunteer policies

Unless specifically stated, the policies applied to all non-elected volunteers in all programs and projects
undertaken by or on behalf of the organization and to all departments and sites of operation of the
organization.

1.4 Role of the volunteer management committee

The productive use of volunteers requires a planned and organized effort. The function of the volunteer
management department is to provide a central coordinating point for effective volunteer involvement
within the organization, and to direct and assist staff and volunteer efforts jointly to provide more
productive services. The department shall also bear responsibility for maintaining liaison with other
volunteer programs in the community and assisting in community-wide efforts to recognize and
promote volunteer. The Executive Director shall bear primary responsibility for planning for effective
 MIAG CENTRE FOR DIVERSE WOMEN & FAMILIES

Name of the Policy: Volunteer Management Date Next Review: May 2013

volunteer deployment, for assisting staff in identifying productive and creative volunteer roles, for
recruiting suitable volunteers, and for tracking and evaluating the contributions of volunteer to MIAG.

1.5 Definition of ‘volunteer’

A “volunteer” is anyone who without compensation or expectation of compensations beyond

1.6 Service at the discretion of the organization

The organization accepts the service of all volunteers with the understanding that such service is at the
sole discretion of the organization. Volunteers agree that the organization may at any time, for
whatever reason, decide to terminate the volunteer’s relationship with the organization or to make
changes in the nature of their volunteer assignment.

1.7 Volunteer rights and responsibilities

Volunteers are viewed as a valuable resource to MIAG, its staff and its clients. Volunteers shall be
extended the right to be given meaningful assignments, the right to effective supervision, the right to
be treated as equal co-workers, the right to recognition of work done. In return, volunteers shall agree
to actively perform their duties to the best of their abilities and to remain loyal to the value, goals and
procedures of the organization.

1.8 Scope of volunteer involvement

Volunteers may be involved in all programs and activities of the organization, and serve at all level of
skill and decision-making. Volunteers should not, however, be used to displace any paid employees from
their positions.

2.0 VOLUNTEERS MANAGEMENT PROCEDURES

2.1 Maintenance of records

A system of records will be maintained on each volunteer, including dates of service, position held,
duties performed, evaluation of work and awards received. Volunteers and appropriate staff shall be
responsible for submitting all appropriate records and information to the volunteer management
department in a timely and accurate fashion.

2.2 Confidentiality
 MIAG CENTRE FOR DIVERSE WOMEN & FAMILIES

Name of the Policy: Volunteer Management Date Next Review: May 2013

Volunteers are responsible for maintaining the confidentiality of all proprietary or privileged information
to which they are exposed while serving as a volunteer, and if they decide to leave. Whether this
information involves a single member of the staff, volunteer, client or other person or involves the
overall business of the organization.

2.3 Dress Code

As representative of MIAG, 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.

2.4 Timesheets

Individual volunteers are responsible for the accurate completion and timely submission of timesheets.

3.0 VOLUNTEER RECRUITMENT AND SELECTION

3.1 Position descriptions

Volunteers, 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 efforts, a position description must be developed for each volunteer post. This will be given
to each accepted volunteer and used 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.

3.2 Recruitment of minors

Volunteers who have not reached the age of maturity must have the written consent of a parental or
legal 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.

3.3 Criminal record check

As appropriate for the protection of clients, volunteers in certain assignments may be asked to submit to
a background criminal record check. Volunteers who do not agree to the background check may be
refused assignment.
 MIAG CENTRE FOR DIVERSE WOMEN & FAMILIES

Name of the Policy: Volunteer Management Date Next Review: May 2013

3.4 Placement

In placing a volunteer in a position, attention will 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.

3.5 Probationary period

All volunteer placements shall initially be done on a trail period of 30 days. At the end of this period, a
second interview with the volunteer shall be conducted at which point either the volunteer or staff may
request a reassignment of the volunteer to a different position or may determine the unsuitability of the
volunteer for a position within the organization.

3.6 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 the organization.

3.7 Length of service

All volunteer positions shall have a set term of duration. 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 this set term, without expectation nor requirement of re-
assignment of that position to the incumbent.

Volunteers are neither expected nor required to continue their involvement with the organization at the
end of their set term, although in most cases they are welcome to do so. They may instead seek a
different volunteer assignment within the organization or with another organization, or may retire from
volunteer service.
 MIAG CENTRE FOR DIVERSE WOMEN & FAMILIES

Name of the Policy: Volunteer Management Date Next Review: May 2013

3.8 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.

4.0 VOLUNTEER TRAINING AND DEVELOPMENT

4.1 Orientation

All volunteers will receive a general orientation on the nature and purpose of the organization, and the
nature and operation of the program or activity for which they are recruited, and a specific orientation
on the purpose and requirements of the position, which they are accepting.

5.0 VOLUNTEER SUPERVISION AND EVALUATION

5.1 Line 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
information (materials, meetings, etc.) relevant to the work assignment. To facilitate the receipt of this
information on a timely basis, volunteers should be included on all relevant
distribution schedules and should be given a method for receipt of information circulated in their
absence. Primary responsibility for ensuring that the volunteer receives such information will rest
directly with the direct supervisor of the volunteer.

5.2 Absenteeism

Volunteers are expected to perform their duties on a regular scheduled and punctual basis. When
expected to be absent from a schedules duty, volunteers should inform their staff supervisor as far in
advance as possible so that alternative arrangement may be made. Continual absenteeism will result in
a review of the volunteer’s work assignment or term of service.

5.3 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 to
the required standards, and appropriate timeframes for accomplishment of the work. Creation of these
 MIAG CENTRE FOR DIVERSE WOMEN & FAMILIES

Name of the Policy: Volunteer Management Date Next Review: May 2013

standards will be a joint function of staff and the volunteer assigned to the position, and a copy of their
job description at the beginning of their assignment.

5.4 Evaluations

Volunteers shall receive periodic evaluation to review their work. The evaluation session will review the
performance of the volunteer, suggest any changes in work style, seek suggestion from the volunteer
and ascertain the continued interest of the volunteer in serving in that position. Evaluation should
include both an examination of the volunteer’s performance of his/her responsibilities and a discussion
of any suggestions that the volunteer may have concerning the position or project with which the
volunteer is connected.

5.5 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.

5.6 Corrective action

In appropriate situation, corrective action may be taken following an evaluation. This may include such
actions such as: additional training, reassignment, suspension or even dismissal.

5.7 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 drugs or alcohol, theft of property or misuse of
organization equipment or materials, abuse or mistreatment of clients or co-workers, failure to abide by
organization policies and procedures, failure to meet physical or mental standards of performance, and
failure to perform assigned duties satisfactorily.

5.8 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.
 MIAG CENTRE FOR DIVERSE WOMEN & FAMILIES

Name of the Policy: Volunteer Management Date Next Review: May 2013

6.0 VOLUNTEER SUPPORT AND RECOGNITION

6.1 Access to organization to property materials

As appropriate, volunteers shall have access to property of the organization and those materials
necessary to fulfill their duties, and shall receive training in the operation of any equipment. Property
and materials shall be used only when directly required for the volunteer task. This policy does not
include access to and use of organization vehicles.

6.2 Recognition

An annual volunteer recognition event will be conducted to highlight and reward the contribution of
volunteers to the organization. Volunteer will be consulted and involved in order to develop an
appropriate format for the event.