HR for Volunteers PathStone Library

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					                                 VT




                      NEW YORK


                                 NEW
                 PENNSYLVANIA
                                 JERSEY
INDIANA   OHIO




                    VIRGINIA

                                          Puerto Rico




  Module 3: HR for Volunteers
         Revised 2010
                                                        1
Module 3: HR for Volunteers

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
                                                2
    Personnel Policies and Procedures
           Employee Manual
The Volunteer Manual provides information on volunteer-related policies
and procedures , and is distributed to all volunteers.
           PathStone Mission Statement & Volunteer Mission
           Action Pledge
           Service Area and Agency Structure
           Committee for Social Justice
           Opportunities for You at PathStone
           Overview of PathStone Service Categories
           Volunteer Requirements
           Driving for Business Purposes
           Volunteer Conduct
           PathStone Volunteer Policies
           Disciplinary Action for Volunteers
           Volunteer Grievance Procedure

                                                                3
Mission Statement

PathStone builds family and individual
 self-sufficiency by strengthening
 farmworker, rural and urban
 communities. PathStone promotes social
 justice through programs and advocacy.




                                   4
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
                                                    5
          Geographic Diversity
                                                                     VERMONT



                                  NEW YORK




                   PENNSYLVANIA

            OHIO
INDIANA

                                              NEW JERSEY




                                              Arecibo
                                                           San Juan         Culebra Island
                                  Aguadilla
                                                           Bayamon

                                  Mayaguez
                                                                 Humacao

                                                 Ponce   Puerto Rico
                                                           Guayama
                                                                                      6
                                                                           Vieques Island
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




                                               7
                                                          Board of Directors



                                                          President/CEO
                                                                                           Corporate
                                                                                                              Corporate             Asset
                                                                                         Communications
                                                                                                              Operations         Management
                                                                                          & Fundraising


  Chief Financial Officer


                                                           Community
                               Human          Planning                           Real             New York/
              Property                                     & Economic                                            Pennsylvania/         Ohio/
                              Resources      & Research                          Estate            Vermont
             Management                                    Developmt                                              New Jersey          Indiana
                                                                                Develpmt
                                                           (All States &
                                                                               (All States &
                                                           Puerto Rico)
                                                                               Puerto Rico)
                                  Puerto Rico
                            Training & Employment
 Finance
Department
                                  Virginia SCSEP




                                                                                                                            8
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


                                         9
Prerequisites
Identity Verification
  Volunteers must be prepared to show appropriate
  identification
Telephones
  Volunteers are required to provide a telephone
  number to their immediate supervisor
Other
  Certain funding sources have other requirements

                                             10
    Drug Free Work Place
Provide a work place free of Drugs and
Alcohol
Prohibited Behavior
  Use, 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


                                          11
               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.




                                      12
  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




                                     13
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

                                      14
        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
                                           15
   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.




                                           16
              Conflict of Interest:
               Who is covered?

Personal and financial relationships between volunteers and:
     A PathStone employee,
     A PathStone Board, Affiliate or Advisory Committee
     member
     A supplier of goods to PathStone or its affiliates (a
     vendor)
     A PathStone program participant
     A PathStone/affiliate service or program
     A consultant to PathStone or its affiliates
     A PathStone funding source
                                                      17
          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.
                                                     18
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.

                                       19
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.
                                            20
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


                                         21
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


                                                 22
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.
                                             23
Use of Computers & the Internet
 Computer
   PathStone business only
   Properly licensed software only
   Basic practices for virus protection
 E-mail
   Business related e-mail only
   No jokes or other messages that could be taken as
   harassment or discriminatory
 Internet
   Business purposes only
                                                   24
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


                                       25
Time Sheets

 Bi-weekly time periods
 26 time periods per year
 Record volunteer time




                            26
Holidays – closed for business
       New Years Day
       Martin Luther King Day
       President’s Day
       Memorial Day
       4th of July
       Labor Day
       Veteran's Day
       Thanksgiving
       Friday after Thanksgiving
       Christmas Day

                                   27
        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



                                      28
  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



                                            29
   Injuries/Illnesses at work
Report Work Related injuries/illnesses to
your supervisor IMMEDIATELY!
Use the Incident Report Form




                                      30
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


                                        31
Management of Program Operations & Offices


  Requests for Personal Information
     Staff and volunteer personal information is
     confidential
     Written requests on official letterhead only

  Possession of Client Cash
     Neither staff nor volunteers shall accept cash
     from or obtain cash for clients or vendors
     Clients should be instructed to obtain money
     orders or bank checks
                                               32
Management of Program Operations & Offices


  Smoking is prohibited in PathStone Offices

  Your supervisor will inform you of local
  procedures for office closings due to
  Weather/Emergencies




                                        33
       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)


                                      34
Quality Control:
Community Feedback Form
  Provides 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.

                                        35

				
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