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Module 3: HR for VolunteersRevised 2010

INDIANA

VIRGINIA

OHIO

NEW YORK

PENNSYLVANIANEW JERSEY

VT

Puerto Rico

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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.

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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.