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Volunteer Management Policies

Volunteers are a welcome, enriching, and integral part of our organization and its programs.  In order to make your time with us most beneficial, we’d like to share with you our volunteer management policy.


Definition of a GRIP Volunteer

Regular Volunteer
A Regular Volunteer is anyone who volunteers at GRIP, or in a GRIP program, 5 or more times per year without compensation or expectation of compensation and does not qualify as a Special Case Volunteer. You must be officially interviewed, accepted, provide references, and attend our Volunteer Orientation.  Lastly, Regular Volunteers must register with our Volunteer Registry prior to doing any volunteer work with us.

Special Case Volunteer
A Special Case Volunteer is anyone who Volunteers at GRIP, or in a GRIP program, fewer than 5 times per year, or who would like to lend a hand for a specific event or holiday meal, for example. These volunteers require special supervision due to their limited familiarity with GRIP’s policies and procedures. Special Case Volunteers don’t have to undergo the regular interview and orientation process. All Special Case Volunteers, however, must read and sign the Volunteer Commitment Statement and sign the Volunteer Tracking Sheet upon arriving at the facility, before they can begin their volunteer service.


Volunteer Selection and Orientation

Regular Volunteer Interviews
All regular volunteers are interviewed to discover their strengths, interests and skills and in what capacity they are interested in volunteering. The interview is also a time to explain GRIP’s
mission, our programs, and what we generally expect from our regular volunteers. All prospective regular volunteers will be asked for three business and/or personal references.

Regular Volunteer Personnel Files
All regular volunteers must complete the required paperwork. A complete copy of the volunteer file must be sent to the Human Resource Department and entered into the Volunteer Registry Program. Volunteer files are accorded the same confidentiality as staff personnel records. The following forms must be included in each volunteer file:

  • Completed volunteer application (those under 17 must have parent signature)
  • 3 written reference checks
  • Regular Volunteer Job Description
  • Code of Conduct acknowledgement
  • Volunteer Commitment Statement
  • Background check / fingerprinting

Regular Volunteer Orientation Once the regular volunteer’s tracking form has been approved by the appropriate department, the new volunteer will be given an orientation by their supervisor. Each orientation includes:

  • A tour of the facility
  • Discussion of GRIP’s Mission and Philosophy.
  • GRIP’s Emergency & Evacuation policy
  • Volunteer Commitment Statement
  • Specific program information and requirements
  • Volunteer Support, Tracking of Hours and Recognition
  • Written description of job duties and responsibilities

Volunteer Management

Volunteer Rights and Responsibilities
Volunteers are an invaluable resource to GRIP. Volunteers have the right to be given meaningful assignments, the right to be treated as equal coworkers, the right to effective supervision, the right to full program involvement and participation, and the right to be recognized for work they’ve done. In return, volunteers agree to actively perform their duties to the best of their abilities and to remain loyal to the policies, procedures and goals of the agency.

Maintenance Records
Each volunteer’s file will be maintained in GRIP’s Volunteer Registry. The Registry will also maintain hours and dates of service, positions held, and activities performed. Volunteers and supervising staff are responsible for submitting all appropriate records and information to the Registry in a timely and accurate fashion.

Conflict of Interest
No person who has a conflict of interest with any activity or program of GRIP, whether
personal, philosophical, or financial, shall serve as a GRIP volunteer.

Representation of the Agency
Volunteers are not authorized to represent, speak for, or obligate GRIP in any manner. These actions might include, but are not limited to, public statements to the press, coalition-building or lobbying efforts with other organizations, or any agreements involving contractual or other financial obligations. Volunteers are authorized to act as representatives of GRIP as specifically indicated within their job descriptions and only to the extent of such written specifications.

Confidentiality
Volunteers are responsible for maintaining the confidentiality of all proprietary or privileged
information to which they are exposed while serving as a volunteer, whether this information
involves a single staff, volunteer, client, family or several clients, or involves overall GRIP business. Failure to maintain confidentiality may result in termination of the volunteer’s relationship with GRIP or other corrective action being taken.

Dress Code
As representatives of GRIP, 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.

Volunteer Tracking
Individual volunteers are responsible for accurately signing in and out each time they
volunteer. The volunteer tracking notebook should be kept in a convenient location at GRIP’s front desk.

Requirement of a Supervisor
Each volunteer who is accepted to a position with GRIP must have a clearly identified supervisor who is responsible for directly managing that volunteer. This supervisor shall be responsible for day-to-day management and guidance the volunteer’s work, and shall be available to the volunteer for consultation and assistance. The supervisor is responsible for conducting a formal conversation with each volunteer at least every six months to discuss the volunteer’s performance, seek suggestions from the volunteer, and to convey our appreciation to the volunteer.

Volunteer/ Staff Relationships
Volunteers and staff are considered to be partners in implementing GRIP’s mission and programs, with each having an equal but complementary role to play. It is essential for the proper operation of this relationship that each partner understands and respects the needs and abilities of the other.

Lines 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
and relevant memos, materials, and meetings. Volunteers should be given a mailbox for receipt of information distributed in their absence. Primary responsibility for ensuring that the volunteer receives such information will rest with their direct supervisor. Lines of communication should operate in both directions, and should exist both formally and informally.

Absenteeism
Volunteers are expected to perform their duties on a regular schedule and on a timely basis. If a volunteer is going to be absent from a scheduled duty, they should inform their supervisor as far in advance as possible so that alternative arrangements can be made. Continual absenteeism will result in a review of the volunteer’s work assignments, schedule, or term of service.

Dismissal of a Volunteer
Volunteers who do not adhere to the rules and procedures of GRIP or who fail to satisfactorily perform their duties are subject to dismissal. No volunteer will be terminated until the volunteer has had an opportunity to discuss the reasons for possible dismissal with supervisory staff.

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 alcohol or drugs, theft of property or misuse of agency equipment or materials, abuse or mistreatment of clients or co-workers, failure to abide by GRIP’s policies or procedures, failure to meet physical or mental standards of performance, excessive absenteeism, and/or failure to satisfactorily perform assigned duties.

Resignation
Volunteers may resign from their volunteer service with GRIP at any time. It is requested that volunteers intending to resign provide advance notice of their departure and a reason for their decision.

Exit Interviews
Exit interviews, where possible, should be conducted with volunteers who are leaving their
positions or the organization itself. The interview should ascertain why the volunteer is leaving, suggestions the volunteer may have to improving the position or work environment, and the possibility of involving the volunteer in some other capacity within GRIP.