RSVP Partnered

Agency Handbook

RSVP is sponsored by:

3 E. Pulteney Square

Bath, NY 14810 607-664-2298

Patricia Baroody, Director

Last Update: January, 2019 CT

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Table of Contents: 1. Purpose and Design 3 2. Contact Information 3 3. Structure and Governance 4 3.1 Federal Affiliation – CNCS 4 3.2 Senior Corps 4 3.3 RSVP 5 3.4 The Steuben County Office for the Aging 5 4. The Benefits of Using RSVP Volunteers 5 4.1 Volunteer Insurance Coverage 5 4.2 Volunteer Vetting 6 4.3 Experienced Volunteer 6 4.4 Volunteer Training Scholarship 6 5. Partnered Agencies (Volunteer Stations) 6 5.1 Characteristics of Volunteer Stations 7 5.2 Memorandum of Understanding 7 5.3 Roles and Responsibilities of Volunteer Stations 8 6. Volunteer Assignments (Jobs) 7 6.1 Range of Options 8 6.2 Developing Volunteer Assignments 9 6.3 National Service Performance Measures 10 6.3.1 RSVP Focus Areas 10 7. Managing RSVP Volunteers 11 7.1 On-boarding RSVP Volunteers 11 7.2 Volunteer Attendance and Expenses 12 7.3 Other Volunteer Reporting Requirements 13 8. Special Limitations Including Prohibited Activities 13 Appendix 1: Example of a Memorandum of Understanding (MOU) 15 Appendix 2: RSVP Volunteer Mileage Reimbursement Form 18 Appendix 3: Recording Volunteer Attendance 19 1. The Web Assistant 19 2. Basic Volunteer Attendance Form 24 3. Email and Other Attendance Reporting Methods 25

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1. Purpose and Design This handbook has been developed to strengthen the relationship between Steuben County RSVP and its partnered agencies by outlining key components of the partnership. The handbook is organized into a series of chapters designed to familiarize agency executives and staff of the provisions guiding RSVP programs in order to better achieve the goal of engaging older adults in activities that are meaningful to the volunteer, the community in which they are serving, and the agency they are supporting. For ease of use, notable information concerning the partnership is underlined and italicized. In addition, several links are embedded in the handbook that will allow users to gather further information on various aspects of the program, if they so choose. 2. Contact Information Steuben County RSVP is sponsored by the Steuben County Office for the Aging, a department of Steuben County Government. Office hours are:

Monday – Friday, 8:30 a.m. – 5:00 p.m., excluding holidays recognized by Steuben County Government

Office locations:

Main Office: Steuben County Office Building 3 E. Pulteney Square Bath, NY 14810 607-664-2298 Fax: 607-664-2371

Steuben County OFA at the Senior Citizens’ Center 1 Park Lane Corning, NY 14830 607-936-7425 **Office hours by appointment. Contact Bath office to schedule

Steuben County OFA at the Senior Citizens’ Center 20 Broadway Mall Hornell, NY 14843 607-281-3635 **Office hours by appointment. Contact Bath office to schedule

Staff: Patricia Baroody, Director, Steuben County Office for the Aging PBaroody@SteubenCountyNY.gov

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Christine Towner, RSVP Coordinator CTowner@SteubenCountyNY.gov Mary Dugo, RSVP Volunteer Coordinator MDugo@SteubenCountyNY.gov Kathleen Burns, RSVP Special Projects Coordinator KBurns@SteubenCountyNY.gov RSVP staff may also be contacted at RSVP@SteubenCountyNY.gov You can also find program information at www.steubencony.org/RSVP. We encourage all of our partnered agencies to “Like” Steuben County RSVP on Facebook and follow @SteubenRSVP on Twitter. 3. Steuben County RSVP Structure and Governance

3.1 Federal Affiliation - CNCS Steuben County RSVP is a project under the umbrella of the Corporation for National and Community Service (CNCS), also referred to as “National Service.” The two titles can be used interchangeably to represent the same federal agency. CNCS was established under the National and Community Service Trust Act of 1993 to connect Americans of all ages and backgrounds with opportunities to give back to their communities and their nation. There are three main National Service programs:

Senior Corps, which incorporated the Foster Grandparent, Senior Companion and the Retired and Senior Volunteer Program (RSVP) programs

AmeriCorps, which incorporated the Vista and National Civilian Community Corps (NCCC) programs

Learn and Serve America, formerly known as Serve America 3.2 Senior Corps Each year Senior Corps taps the skills, talents, and experience of persons age 55 and older to meet a wide range of community challenges through three programs; RSVP, the Foster Grandparents Program, and the Senior Companion Program. RSVP volunteers recruit and manage other volunteers, participate in environmental projects, mentor and tutor children, deliver meals to the homebound and respond to natural disasters, among many other activities. Foster Grandparents serve one-on-one as tutors and mentors to young people with special or exceptional needs. Senior Companions help adults maintain independence in their homes.

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3.3 RSVP Since 1971, RSVP has been matching older adults who are willing to help with local organizations on the front lines of meeting community needs. RSVP is one of the largest volunteer efforts in for people 55 and over with nearly 300,000 volunteers nationwide. In Steuben County, RSVP has been an active part of our community since 1973. Our longevity has garnered us the reputation for being the premier source for volunteerism in the county.

3.4 The Steuben County Office for the Aging Every RSVP project must be sponsored by a larger agency. Typically the project assumes the priorities of that agency when developing opportunities of volunteer impact. Since 1984, RSVP has been under the sponsorship of the Steuben County Office for the Aging (SCOFA). The partnership is ideal for supporting SCOFA’s mission motto, “…the new age of aging – working together for innovative solutions.” Mounting evidence indicates that volunteerism by older adults is not only good for the agencies and communities they serve, but also increases the wellbeing of the volunteers by decreasing feelings of social isolation and increasing overall personal health. Therefore, it is with pleasure that Steuben County RSVP partners with a broad variety of agencies serving Steuben County in an effort to facilitate perfect service matches for volunteers (National Service, 2016). 4. The Benefits of Using RSVP Volunteers There are advantages to utilizing RSVP volunteers, either as part of your regular volunteer group or engaging a RSVP volunteers exclusively. 4.1 Volunteer Insurance Coverage The RSVP program carries insurance on all of its volunteers. This can translate to cost savings for your station, as you may reduce the number of volunteers carried on your policies by the number of RSVP volunteers engaged. RSVP volunteer coverages include:

Accidental Injury, Death and Dismemberment Coverage: RSVP carries supplemental coverage for its volunteers should they experience an injury while on assignment with your station. Additionally, RSVP volunteers can receive up to $2,500.00 should an accidental death or dismemberment occur while on assignment.

Personal Liability Coverage: RSVP maintains liability coverage on its volunteers should they be involved in an incident resulting in harm to another person or property while on assignment.

Excess Auto Liability Coverage: RSVP will provide volunteers with coverage for personal or property damage resulting from use of their personal vehicles while on assignment for your station.

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4.2 Volunteer Vetting

RSVP volunteers undergo a background check which includes:

A self-certification attesting that the volunteer has never committed murder

Screening through the National Sex Offenders Public Website (www.nsopw.gov/en/)

These checks are minimal but assure a standard of integrity for individuals we place with your agency. Some assignments may require further background checks, as required by funders or your agency’s policies and procedures, and are the responsibility of the station. 4.3 Experienced Volunteers The goal of RSVP is to engage older adult volunteers in meaningful community service. As a result, RSVP volunteers come equipped with a lifetime of skills, knowledge and experience. As older volunteers, they typically require less training and can work more self-sufficiently than less-experienced individuals. RSVP volunteers tend to focus their energy supporting those causes they feel strongly about as well. By engaging RSVP volunteers, your agency can take advantage of their perspectives to build program capacity in new and unique ways. 4.4 Volunteer Training Scholarship The RSVP Advisory Council proudly sponsors the Brenda West Memorial Scholarship. This scholarship was developed to assist RSVP volunteers in making the greatest impact by financially supporting their participation in advanced training opportunities relevant to their assignment. With many agencies operating on lean budgets, it’s difficult to send staff to attend training conferences, certification courses, and other training events – especially if travel is involved. Often, these cost barriers cause agencies to not even consider sending volunteers to trainings. The Brenda West Memorial Scholarship uniquely supports building your agency’s capacity by empowering your RSVP volunteers to better serve with you. Please contact the RSVP Project Coordinator for more information. 5. Partnered Agencies (Volunteer Stations) RSVP volunteers are recruited and enrolled by Steuben County RSVP and placed with or through local service agencies. In the language of CNCS, these agencies are referred to as volunteer stations. Volunteer stations are encouraged to support RSVP by referring prospective volunteers to the project.

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5.1 Characteristics of Volunteer Stations A volunteer station is a public agency, secular or faith-based private non-profit organization, or proprietary health care organization that accepts the responsibility for assignment and supervision of RSVP volunteers. Each volunteer station must be licensed or otherwise certified, when required, by the appropriate state or local government. Neither informal groups nor private home qualify as volunteer stations. [Federal regulation: 45 CFR 2553.12(s)] Proprietary health care organizations are health care facilities that are privately owned and operated for profit. As noted above, licensed proprietary health-care organizations may be volunteer stations. All such placements must be limit volunteer assignments to those which provide direct and traditional assistance to patients, such as visiting, teaching, counseling, entertaining, etc. It is important to note that placements at all volunteer stations must not displace paid employees, must not support the hiring of paid employees, and must avoid assignments that would accrue profitability. (Prohibited Activities, page 13).

5.2 Memorandum of Understanding (MOU)

The Memorandum of Understanding (MOU), which must be negotiated prior to placing volunteers, describes program requirements, working relationships, and mutual responsibilities between RSVP and the volunteer station. The MOU includes general conditions applicable to all projects and volunteer stations, and special conditions applicable to the local volunteer station. The MOU must be reviewed and renegotiated at least every three years with the effective date on or after the date in which it is signed. The MOU may be amended at any time by mutual agreement. Volunteer stations are encouraged to notify RSVP if circumstances arise which could affect or require changing the provisions of the MOU, such as the volunteer station’s ability to meet commitments for providing agreed data requirements or changing the sites where volunteers serve. (See Appendix 1; page 15) A MOU may be terminated at will by either the volunteer station or Steuben County RSVP. Notification of termination should be provided on agency letterhead, signed by the staff member responsible for authorizing such agreements, and include an “effective by” termination date. 5.3 Roles and Responsibilities of Volunteer Stations In order to ensure that RSVP can act as the agent of change that both RSVP and the volunteer station desire, certain roles and responsibilities must be assumed. These roles are outlined not only in the MOU, but also in Federal Regulation: 45 CFR 2553.62. RSVP project staff members are always willing to help volunteer station staff

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understand these responsibilities and achieve best practices. Most notably, these responsibilities include:

Signing the MOU prior to the placement of volunteers

Assisting RSVP with written volunteer assignment descriptions and performance measures that lead to accomplishing mutual output and outcome targets

Assigning a volunteer station staff member to be responsible for the supervision of the RSVP volunteers assigned to the station. The supervisor should be able to verify volunteer time at the site.

Collecting and keeping the records and other data needed for RSVP reports, and preparing reports as required

Providing for the safety of RSVP volunteers assigned to the station. Annually, RSVP will request volunteer stations to affirm that a safe work environment is provided and that volunteers are not requested to engage in prohibited activities. It is also recommended that volunteer stations implement regular volunteer training schedules to assure that their volunteers, both RSVP and otherwise, are up to date with volunteer station policies and procedures as well as assignment tasks.

Volunteer stations are encouraged to undertake other responsibilities that may be necessary to the successful performance of RSVP volunteers in their assignments or as agreed to in the MOU. These additional responsibilities may include providing volunteers with:

Recognition

Meals

Transportation RSVP can work with volunteer stations to support additional responsibilities providing that the project has sufficient funding available. 6. Volunteer Assignments (Jobs)

6.1 Range of Options Assignments and terms of service, including service hours, should reflect individual RSVP volunteer preferences, experience, skills and desires. Special consideration will be given by RSVP to assignments that align with specific project goals. RSVP and volunteer station staff should ensure that a range of service opportunities are available to provide a variety of choices that will have a measurable impact on the community. Below are a few examples of appropriate and inappropriate RSVP volunteer assignments. This list is not all-inclusive. Contact the Steuben County RSVP Project to review new or current volunteer assignment possibilities to ensure appropriateness.

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Appropriate Assignment Inappropriate Assignment

Organizing Neighborhood Watch Programs

Street traffic control

Tutoring and mentoring disadvantage or disabled children

Participating in a “ride-along” with police officers

Delivering meals to homebound individuals Performing emergency duties assigned to fire or police employees

Providing companionship (“friendly visits) to in-community veterans

Serving as paramedics, emergency medical technicians (EMT) or other in other emergency medical service roles

Helping community members plan for disasters

Serving as a cashier in a gift shop sponsored by and/or financially supporting the volunteer station

Instructing health and/or wellness classes Any role that would otherwise be performed by an employed worker

6.2 Developing Volunteer Assignments Volunteer assignments, also referred to as “jobs” are the backbone to any service project. RSVP’s goal is to engage older adults into meaningful community service. “Meaningful community service” means that the activity not only supports community concerns being addressed by the volunteer station, but it also is an activity the volunteer feels is worthwhile of their time. While preparing a mass mailing may be important to the volunteer station for outreach and service promotion and some volunteers may view this activity as enjoyable and worthwhile, this particular activity may not attract some volunteers with skillsets, talents and interests that can help build your agency’s capacity in other ways. Steuben County RSVP is engaged with achieving specific project goals that may already align with your agency’s goals. Working with RSVP to develop volunteer assignments can help your agency reach new volunteers, learn of new data trends that potential funders may be considering, and boost your agency’s overall efficiency. Several considerations should be made with developing a new, or reevaluating a current volunteer assignment. These include:

The community need that is being addressed, the specific goal(s) trying to be achieved and how utilizing volunteers will help in reaching stated goal(s)

The specific duties that will be assigned to the volunteers with any special skills needed to perform these duties

The number volunteers will be needed to achieve the goal(s)

The frequency in with volunteers are needed

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The location or base of operations where volunteers will be engaged

The person assigned to supervise volunteers on the assignment including contact information

The method success from volunteer engagement measured

How evidence (data) is collected to evaluate success. 6.3 National Service Performance Measures The CNCS Strategic Plan provides a roadmap for using national service to address critical challenges facing our communities and our nation. It builds on the strong foundation of national service that has developed over the past decades and the vision set forth in the bipartisan Edward M. Kennedy Service America Act of 2009. As a national service project, Steuben County RSVP makes efforts to leverage the strengths of its partners and volunteers in building programs that offer effective solutions in six priority areas: Disaster Services, Economic Opportunity, Education, Environmental Stewardship, Healthy Futures and Veterans and Military Families. Within each priority area, several subsets of service are outlined, allowing RSVP to work with its volunteer stations and community partners to develop volunteer opportunities that bring measured results to these needs. 6.3.1 RSVP Focus Areas The versatility of the RSVP program allows for RSVP volunteers to be assigned in a wide variety of opportunities. However, as a national service project, Steuben County RSVP channels a majority of its efforts into the Healthy Futures priority area. Subsets of this priority area include:

Aging in Place – assisting older adults, people with disabilities and their caregivers with social support and improved capacity for independent living

Obesity and Food – assisting individuals with increased food security, health knowledge, and changes in behaviors that improve their health

Access to Care – assisting individuals with increased health knowledge, improved health and access to medical care including various evidence-based programs

Steuben County RSVP volunteers are currently engaged in nearly all priority areas, not just Healthy Futures exclusively. In addition, RSVP volunteers are engaged in supporting the services of agencies beyond the CNCS priority areas, such as museums, animal shelters, libraries and other hubs of community support and service. Volunteer stations with service activities that support these goals are encouraged to work closely with RSVP. Together we can create volunteer assignments and improve data collection to show the gains our agencies are making towards these goals through partnership and collaboration.

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7. Managing RSVP Volunteers Once RSVP volunteers have been assigned to a station, the roles and responsibilities agreed upon in the Memorandum of Understanding begin. It is never RSVP’s intention to add to the workload of volunteer station staff through the agreement. RSVP will work with volunteer stations’ current data collection and reporting procedures and help strengthen station practices. This could turn into tangible data demonstrating the impact your agency provides the community that can be used with funding applications, public service announcements and annual reports. 7.1 On-boarding RSVP Volunteers RSVP spends a great deal of time getting to know potential volunteers. We explore their interests, experiences and skills in order to best determine their personal goals in volunteer service and match volunteers with assignments they will enjoy. A volunteer passionate about the cause they are involved with will become a valuable resource for your agency. Once matched with an assignment, it is the station’s responsibility to ensure that the volunteer is prepared for service. This includes:

Completing documentation required for service, including applications, confidentiality agreements, etc.

Administering any background checks required for the specific assignment o Prior to service, RSVP volunteers undergo minimal background checks

which include a self-certification that the volunteer has not ever committed murder, and assurance that the volunteer is not a registered sex-offender. Additional background checks are the responsibility of the volunteer station, according to the requirements of the assignment and the policies of the agency.

Training appropriate for the duties of the assignment

Providing ongoing support to assure that the volunteer(s) have the resources they need in order to perform their assignments

RSVP recommends that volunteer stations develop a best practice of regular training sessions with volunteers. Trainings may range from an annual training to more frequently scheduled trainings, depending on the complexity of the assignment. The advantages of holding regularly scheduled trainings include:

Reviewing agency polices and the procedures for the assignment, assuring that high-quality service is provided to your clients

Updating volunteer profiles and complete any regularly scheduled documentation the agency may require

Touching base with volunteers and review the particulars of the assignment(s), allowing for troubleshooting difficulties and sharing successes

Obtaining documentation of ongoing trainings for volunteers, which may be view favorably by funding sources

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Recognizing volunteers for their service. Never underestimate the power of the words “thank you.”

Volunteers are a precious resource. They give freely of their time, knowledge and skills to assist in causes they care about. This translates into significant cost savings for the agencies they serve. RSVP recommends developing assignments that are mindful of the volunteers’ generous contributions of their time, efforts and skills. Good volunteer management and assignment development will contribute to the longevity of volunteers’ service – volunteers are less likely to remain with your agency if they feel overworked, underprepared for their duties, or that their efforts are unappreciated. 7.2 Volunteer Attendance and Mileage Specific data required by Steuben County RSVP will be outlined in the MOU. All volunteer stations will be required to report volunteer attendance on assignments. Typically, volunteer attendance is reported monthly, and Steuben County RSVP provides online access to our database, called the Web Assistant, to record volunteer hours. The web assistant can be accessed through the RSVP webpage under the “Reporting Volunteer Hours” tab. If utilizing the Web Assistant is not convenient for the supervisor reporting volunteer hours, then arrangements can be made with RSVP to record the information by paper form or in an email. Volunteer hours reported to RSVP should accurately reflect the volunteer attendance records of the volunteer station. When reporting hours to RSVP, stations may do so either for each specific day the volunteer served, or tally the total week’s or month’s service. If your agency is reporting cumulative monthly hours in the Web Assistant, use the last day of the month as the “service date” even if your agency was not operating on that day. If volunteers drive their vehicles as part of their assignment, it is helpful to document the mileage they accrue. (Please refer to Appendix 3, “Recording Volunteer Attendance”; page 19) RSVP volunteers are entitled to mileage reimbursement through Steuben County RSVP. Volunteers may claim mileage for either travel from their home to their assignment or for any documented mileage accrued while performing assignment duties. Reimbursement from RSVP is supplemental to any reimbursement offered by the volunteer station. In order to receive reimbursement, volunteers will complete a RSVP Mileage Reimbursement Form, which will document trip information for each day of travel by the volunteer. The information provided by the volunteer on the form MUST match the volunteer station’s records, and be authorized by the assignment supervisor before the volunteer may be reimbursed. Specific terms of reimbursement for your agency may be outlined in the MOU for convenience. There are certain circumstances in which RSVP volunteers may submit claims for other expenses directly related to their service with your agency. These expenses are required to be part of the description for the assignment. For example, if an assignment requires the volunteer to obtain a medical exam prior to beginning service, RSVP will

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reimburse its volunteers for their out-of-pocket medical expenses if your agency’s guidance and procedures does not allow for the reimbursement. Please contact the RSVP Project discuss the details and update the job description accordingly. Steuben County RSVP maintains contact with our volunteers. However, should a volunteer inform you of changes to their assignments or contact information, it is appreciated that the changes are shared with RSVP as well either by encouraging the volunteer to contact us, or by relaying the information directly.

7.3 Other Volunteer Reporting Requirements Certain volunteer assignments will require additional data reported to RSVP. Typically, this information will consist of the number of clients served, and/or information that evaluates efficacy of service. These requirements will be negotiated between RSVP and volunteer station executives in advance and outlined in the MOU. 8. Special Limitations Including Prohibited Activities Terms of RSVP’s federal fund excludes volunteers in participating in certain activities under RSVP. These activities include:

1. Political Activities: Volunteers under RSVP affiliation may not engage in activities that may influence the outcome of an election, endorse candidates, parties or factions, interfere with the results of an election, provide transportation to or assistance at polls for voter or perspective voters, lobby or advocate for specific political causes or legislation, and other like activities.

2. Religious Activities: RSVP projects are encouraged to partner with faith-based organization in addressing community needs. However, volunteers may not under RSVP affiliation engage in activities that give religious instruction, conducts worship services, or engages in any form of proselytization as part of their duties.

3. Non-Discrimination: Volunteer stations may not discriminate against a RSVP volunteer, or with respect to any activity or program, on the bases of race; color; national origin; gender; sexual orientation; religion; age; disability; political affiliation; marital or parental status; or military service.

4. Labor or Anti-Labor Activities: Volunteers may not be used under RSVP affiliation to directly or indirectly finance or support labor or anti-labor organizations or related activities.

5. Non-Displacement of Employed Workers and Non-Impairment of Contracts for Service: a volunteer under RSVP affiliation may not perform any service or duty or engage in any activity which would otherwise be performed by an

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employed worker or which would supplant the hiring of or result in the displacement of employed workers, or impair existing contracts for service.

6. Prohibition on Fee-for Service: Under no circumstance may a volunteer under RSVP affiliation receive a fee for service from service recipients, their legal guardian, members of their family, or friends. No person, organization or agency may request or receive any compensation for serves of RSVP volunteers.

a. In some cases, determining whether a payment requested or received by a volunteer station is permissible in light of the prohibition is relatively straightforward. In other cases, however, making determinations as to whether the arrangement is permissible in light of the prohibition requires a more in-depth review, including an assessment by CNCS. If you have questions about volunteers handling payments for goods and services your station provides, please contact the Steuben County RSVP Project Coordinator to arrange an assignment review.

7. Volunteer Status: RSVP volunteers are not employees of Steuben County

Government, the Steuben County Office for the Aging or any of its affiliated programs including Steuben County RSVP, the volunteer station, CNCS, or the Federal Government.

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Appendix 1: Example of a Memorandum of Understanding (MOU)

MEMORANDUM OF UNDERSTANDING (MOU)

BETWEEN

STEUBEN COUNTY RETIRED AND SENIOR VOLUNTEER PROGRAM (RSVP)

AND

Volunteer Station: Address: Telephone: ____________________________ Fax: _____________________________ Email: _______________________________________________________________________ Period Covering: _______________________________________________

This Memorandum of Understanding (MOU) contains basic provisions, which will guide the working relationship between RSVP and the Volunteer Station. This MOU may be amended, in writing, at any time with concurrence of both parties and must be renegotiated at least every three years.

BASIC PROVISIONS OF THE MEMORANDUM OF UNDERSTANDING

A. THE STEUBEN COUNTY RETIRED AND SENIOR VOLUNTEER PROGRAM (RSVP) WILL: 1. Recruit, interview, and enroll volunteers in RSVP and place volunteers at non-profit

community agencies/organizations who have a signed MOU agreement with RSVP. 2. Provide orientation of RSVP which includes information about the Corporation for

National and Community Service, information about local volunteer opportunities, and program benefits to all new volunteers.

3. RSVP will perform background checks that meet minimal Corporation for National and Community Service standards, which include assuring the volunteer candidate is not listed on the National Sex Offenders Registry, and obtaining a self-certification stating that the volunteer has not committed a murder in the past. Additional background checks required for the assignment will be the responsibility of the station (section B.5).

4. Instruct RSVP volunteers and stations in proper use and completion of monthly reports, reimbursement guidance, and program procedures.

5. Furnish accident, personal liability and excess auto liability insurance for RSVP volunteers to and from the station during hours of volunteer services. Insurance coverage is secondary coverage, and is not primary insurance.

6. Follow up with volunteers and agencies to ensure needs have been met for both parties. 7. Provide information and assistance to those designated to work with volunteers and

other supervisory personnel at the Volunteer Station as appropriate (ex. agency packet)

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8. Publicize Station needs through media such as radio, television, local newspapers and internet-based social media.

9. Work with Stations to determine pressing community need to be impacted by volunteer assignment. RSVP staff will allocate performance measure requirements as outlined by CNCS to Station executives. RSVP staff will negotiate performance measures and collection methods with appropriate Station personnel and only for Stations specifically identified by RSVP’s work plan.

B. VOLUNTEER STATION WILL:

1. Work with the RSVP Project Coordinator to create volunteer assignments that meet the project needs of both organizations.

2. Create, to the best of their ability, a safe environment for volunteers to work. Stations will verify annually that they are continuing to maintain a safe environment for volunteers.

3. Notify RSVP of proposed changes in the nature of volunteer assignments. 4. Interview and make final decision on assignment of volunteers. 5. Conduct volunteer background checks, implement orientation, provide in-service

instruction, and/or special training necessary for volunteer assignment. 6. Furnish volunteers with material required for assignment. 7. Provide supervision of RSVP volunteers who are assigned to the station. Station also

agrees to provide for adequate safety of volunteers. 8. Validate and approve appropriate volunteer reports for submission to RSVP office on a

monthly basis. Continue feedback of submission procedure with RSVP in an effort to simplify the process.

9. Investigate and report any accidents and injuries involving RSVP volunteers immediately to the RSVP office. All reports will be submitted in writing.

10. Determine pressing community need to be impacted by volunteer assignment. Collect and report data as allocated by RSVP that demonstrates changes/improvements in need as a result of volunteer efforts. RSVP staff will negotiate performance measures and collection methods with appropriate Station personnel and only for Stations specifically identified by RSVP’s work plan.

C. OTHER PROVISIONS: 1. Station Requirement: Station must be a public agency, private non-profit organization, or

proprietary health-care agency that accepts the responsibility for an assignment and supervision of RSVP volunteers. Station’s EIN# will attest as evidence of qualification.

2. Separation from Volunteer Service: The volunteer station may request the removal of an RSVP volunteer at any time. The RSVP volunteer may withdraw from service at the volunteer station or from the Retired and Senior Volunteer Program at any time. Discussion of individual separations will occur among RSVP staff, volunteer station staff and the volunteer to clarify the reasons, resolve conflicts, or take remedial action, including placement with another volunteer station.

3. Religious Activities: The volunteer station will not request or assign RSVP volunteers to conduct or engage in religious, sectarian, or political activities.

4. Displacement of Employees: The volunteer station will not assign volunteers to any assignment which would displace employed workers or impair existing contracts for services.

5. Accessibility and Reasonable Accommodation: The volunteer station will maintain the programs and activities to which RSVP volunteers are assigned accessible to persons with disabilities and provide reasonable accommodation to allow persons with disabilities to participate in programs and activities.

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6. Prohibition of Discrimination: The Volunteer Station will not discriminate against RSVP volunteers on the basis of race, color, national origin, sex, sexual orientation, age, political affiliation, religion, or on the basis of disability, if the volunteer is a qualified individual with a disability.

7. Publicity: Stations will specify, either by written information or verbally, that RSVP volunteers are participants in the Volunteer Station’s program in all publicity featuring such volunteers, whether it be radio, TV, internet-based media, print or verbal presentation.

This Station is a:

501(C) Organization

Local or Tribal Government Agency

Proprietary Health Care Facility _____________________________ Agency EIN # ________________________________________ Volunteer Station Representative (Printed) _________________________________________ ____________________________ Volunteer Station Representative (Signature) Date _________________________________________ __________________________ RSVP Project Coordinator (Signature) Date

Christine Towner Approved RSVP Volunteer Assignments: The assignments below are listed in RSVP’s database and eligible for active recruitment. Assignments may be terminated or added at the request of the Station Representative, or supervisory person designated by the Station Representative, by contacting the RSVP Program Coordinator.

Assignment Title Supervisor Name Location and Contact Info Data Reported to RSVP

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Appendix 2: RSVP Volunteer Mileage Reimbursement Form This form must be filled out completely by the volunteer, and then submitted to the assignment supervisor for verification before submitting to RSVP. Hours and mileage must match any records recorded and retained by the station. This form is available on the RSVP website (www.steubencony.org/RSVP/Volunteer Mileage Form)

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Appendix 3: “Recording Volunteer Attendance” Volunteer Attendance is reported to Steuben County RSVP based on your agency’s records. Your agency should have guidelines in place concerning volunteers documenting their service time. Volunteers should be educated on these guidelines when they are oriented to your agency and their assignments.

It is not our intention to add undue burden to your agency by creating additional tasks for your staff to perform. Therefore, RSVP staff will work with your agency to create a reporting system that works best for you. It is recommended that you report your RSVP volunteers’ service hours by the 15th of each month. If you are not able to follow this recommendation, please contact the RSVP staff to make arrangements that fit with your agency’s schedule. Here are some suggestions based on current practices:

1. The Web Assistant – Online Hours Reporting The Web Assistant is Steuben County RSVP’s online volunteer hours reporting system. To access the system, visit the following website: https://www.steubencony.org/pages.asp?PID=246, then click on the “Reporting Volunteer Hours” tab, located on the left.

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This will bring you to the initial login screen for the Web Assistant, which will look like this:

RSVP will provide your agency with a default username and password. At initial login, the Web Assistant will prompt you to update both username and password. Only one account is available per station, regardless of the number of volunteer assignments, or “jobs”, RSVP is actively recruiting for.

In some cases, especially with larger stations, several assignment supervisors may be recording RSVP volunteer hours. Therefore, RSVP recommends creating a username and password that is unique for the station and may be shared among supervisors, and not the individual creating the initial account.

Your agency’s username and password are kept in RSVP’s database. If you should ever forget this information, simply contact the RSVP office at 607-664-2298, and a RSVP staff member will be happy to retrieve them for you. Once your agency’s account is created, the Web Assistant will list all RSVP volunteers assigned to you, and the job that they are assigned to, in alphabetical order. If a RSVP volunteer has more than one assignment with your agency, you will see their name more than once with each job they work at listed. Be sure to select the volunteer and the correct assignment you wish to record service hours, and click on their name. The volunteer’s name and assignment will be highlighted in blue:

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Once the correct volunteer and assignment have been selected, press the “OK” button. You will then see the volunteer’s service screen. On this screen will be listed the volunteer’s name and past service for this assignment, as well as space to enter new hours and driving mileage, if applicable.

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RSVP will accept service hours recorded in two different ways:

1. Daily hours – you may choose to record volunteer service hours for each day they work with you. Simply change the “The hours were served on” date to the day of service, and then record the number of hours the volunteer worked. Minutes are rounded in 15 minute increments. If your agency tracks any mileage the volunteer may have driven during this assignment, you may record this information here as well. This is helpful, especially if the volunteer plans to request mileage reimbursement from RSVP.

2. Monthly hours – you may review your records and record the total number of hours the volunteer worked, and mileage, on this assignment for the entire month. Be sure to change “The hours were served on” date to the last day of the month for the month, even if your agency was not open on that day (example: a weekend or holiday).

**Always maintain your records and attendance sheets. In some instances, RSVP may be asked to verify a volunteer’s service record. At that time, RSVP will contact you for documentation to support the hours recorded for that volunteer by your agency. On this screen, there is also an area to write a comment. Please indicate the volunteer’s name with the message you wish to send. This is a great place to note things like complements about your RSVP volunteer’s performance, if the volunteer is ending service with you, or other information. In order to record a comment, a unit of service time must be entered. It is not necessary to write a note for each entry.

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If a volunteer has worked no (0) hours with you during a month, it is not necessary to document anything on this screen. The smallest increment of time the Web Assistant will record is 15 minutes. If the volunteer did not work, simply skip past their name. It is not necessary to document 15 minutes of service time to record a comment that they did not work during the month. Once you have completed entering your volunteer’s service time and written any notes, click the “OK” button. This will save the information and bring you to the next screen:

You may now click on the link to record more volunteer hours, log out, or return back to the Steuben County RSVP webpage. **Please note: You will not see the hours you just entered. RSVP must download the hours from the server and accept them before they are populated onto the volunteer’s service screen. If you have any concerns about hours you recently recorded, contact the RSVP office and a staff member will assist you. 2. RSVP Volunteer Attendance Form If your preference is to record volunteer hours on paper, RSVP can send you an attendance form populated with the names of your RSVP volunteers and their assignments. An attendance form can be created for the entire station, listing all volunteers including those with multiple assignments, or for a specific job. Attendance forms can be sent to you either by email or postal service. Please make RSVP staff aware if your station prefers to use a paper form. **Always maintain your records and attendance sheets. In some instances, RSVP may be asked to verify a volunteer’s service record. At that time, RSVP will contact you for documentation to support the hours recorded for that volunteer by your agency.

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This form is available on the RSVP website (www.steubencony/RSVP/Volunteer Attendance).

RSVP….Lead With Experience

Monthly Volunteer Attendance Sheet for Month of __________________

Station Name: ____________________________________________________________________________ Job Name:_______________________________________________________________________________ Supervisor:__________________________________

Phone: ( ___ ) _______________________

Address:____________________________________

Email:______________________________________

Volunteer Activities Date Time In Time Out

Service Hours

Supervisor Signature: ________________________________________________ Total Hours __________ (Or Authorized Representative) (Electronic Signature is valid for use)

Please make any notes regarding staff changes on the reverse of this form. RETURN THIS FORM BY THE 15TH TO: Steuben County RSVP 3 East Pulteney Square Bath, NY 14810

Ph: 607-664-2298 Fax: 607-664-2371 E-mail: rsvp@steubencountyny.gov

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3. Email and Other Attendance Reporting Methods In certain instances, RSVP will accept an email or customized form from the assignment supervisor listing the RSVP volunteers’ names and their service for the month. Please contact RSVP to make arrangements for reporting hours in this manner. In short, RSVP will always work with your agency to obtain the data that we require, rather than imposing a method your staff may find cumbersome.

**Always maintain your records and attendance sheets. In some instances, RSVP may be asked to verify a volunteer’s service record. At that time, RSVP will contact you for documentation to support the hours recorded for that volunteer by your agency.