Volunteers

Huron-Perth Children's Aid Society

Policy and Procedure Manual

Table of Content

1.0 Adoption

2.0 Governance

3.0 Community

4.0 Child Care

5.0 Family Services

6.0 Finance

7.0 Foster Care

8.0 Human Resources

9.0 Volunteers

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9.0 VOLUNTEERS

9.0 Volunteers

9.0-002 General Policy

9.1 The Volunteer Service Program

9.2 The Volunteer Service Records

9.3 Program Planning

9.4 Organizational Structure

9.5 Volunteer Recruitment

9.6 Orientation and Training

9.7 Managing the Service Provided by Volunteers

9.8 Recognition and Retention of Volunteers

9.9 Termination of Services of Volunteers

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Table of Contents

1.0 Adoption

2.0 Governance

3.0 Community

4.0 Child Care

5.0 Family Services

6.0 Finance

7.0 Foster Care

8.0 Human Resources

9.0 Volunteers

10.0 Information Systems & Technology

11.0 Administration

12.0 Health & Safety

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Approved By: Executive Director Number: 9.0-002

Date: February 29, 2008

VOLUNTEERS
General Policy

Policy:

It is the policy of the Society that all volunteer services provided by the Society shall endeavour to ensure that such services reflect the principles defined in Section 1 of the Child and Family Services Act.
Paramount Purpose (Child & Family Services Act, Section 1):
The paramount purpose of this Act is to promote the best interests, protection and wellbeing of children.
Other Purposes:
The additional purposes of this Act, so long as they are consistent with the best interests, protection and wellbeing of children, are:
1. To recognize that while parents often need help in caring for their children, that help should give support to the autonomy and integrity of the family unit and, wherever possible, be provided on the basis of mutual consent.
2. To recognize that the least restrictive or disruptive course of action that is available and is appropriate in helping a child or family should be followed.
3. To recognize that children’s’ services should be provided in a manner that respects children’s needs for continuity of care and for stable family relationships, and takes into account physical and mental developmental differences among children.
4. To recognize that whenever possible, services to children and their families should be provided in a manner that respects cultural, religious, and regional differences.
5. To recognize that services to Indian and Native people should be provided in a manner that recognizes their culture, heritage, traditions and the concept of extended family.
6. To ensure, where appropriate, that children and their parents have an opportunity to be heard and represented when decisions affecting their interests are made and to be heard whenever they have concerns about the services they are receiving.
7. To ensure that decisions affecting the interests and rights of children and their parents are made according to clear, consistent criteria and are subject to procedural safeguards.
It is also the policy of the Society that all volunteer services provided by the Society shall endeavour to ensure that such services reflect the principles defined in the Society’s mission statement. The mission statement of the Huron-Perth Children’s Aid Society is “To advocate for and protect children’s rights; to support and strengthen families; and to be leaders for change in our community”.

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Approved by: Executive Director Number: 9.0 - 002

Date: March 31, 1998

VOLUNTEERS
General Policy

Policy:

It is the policy of the Society that all volunteer services provided by the Society shall endeavour to ensure that such services reflect the principles defined in Section 1 of the Child and Family Services Act:
1. To promote the best interests, protection and well being of children.
2. To recognize that while parents often need help in caring for their children, that help should give support to the autonomy and integrity of the family unit and, wherever possible, be provided on the basis of mutual consent.
3. To recognize that the least restrictive or disruptive course of action that is available and is appropriate in helping a child or family should be followed.
4. To recognize that children’s services should be provided in a manner that respects children’s needs for continuity of care and for stable family relationships, and takes into account physical and mental developmental differences among children.
5. To recognize that whenever possible, services to children and their families should be provided in a manner that respects cultural, religious, and regional differences.
6. To recognize that services to Indian and Native people should be provided in a manner that recognizes their culture, heritage, traditions and the concept of extended family.
7. To ensure, where appropriate, that children and their parents have an opportunity to be heard and represented when decisions affecting their interests are made and to be heard whenever they have concerns about the services they are receiving.
8. To ensure that decisions affecting the interests and rights of children and their parents are made according to clear, consistent criteria and are subject to procedural safeguards.
It is also the policy of the Society that all volunteer services provided by the Society shall endeavour to ensure that such services reflect the principles defined in the Society’s mission statement. The mission statement of the Huron - Perth Children’s Aid Society is “Working together to build a brighter future for children and families.“

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9.0 Volunteers

9.0 - 002 General Policy

9.1 The Volunteer Service Program

9.2 The Volunteer Service Records

9.3 Program Planning

9.4 Organizational Structure

9.5 Volunteer Recruitment

9.6 Orientation and Training

9.7 Managing the Service Provided by Volunteers

9.8 Recognition and Retention of Volunteers

9.9 Termination of Services of Volunteers

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9.0 Volunteers

9.1 The Volunteer Service Programs

9.1 - 002 Volunteer Service Programs
9.1 - 002.005 Volunteer Service Programs
9.1 - 004 Volunteer Drivers Program
9.1 - 004.005 Volunteer Drivers Program
9.1 - 006 Summer Camps Program
9.1 - 006.005 Summer Camps Program
9.1 - 008 Huron County Christmas Bureau
9.1 - 008.005 Huron County Christmas Bureau
9.1 - 010 Parent Support Program
9.1 - 010.005 Parent Support Program
9.1 - 012 Supervised Access Program
9.1 - 012.005 Supervised Access Program
9.1 - 014 Friend to a Child Program
9.1 - 014.005 Friend to a Child Program
9.1 - 016 Office Support Program
9.1 - 016.005 Office Support Program

9.2 The Volunteer Service Records
9.3 Program Planning
9.4 Organizational Structure
9.5 Volunteer Recruitment
9.6 Orientation and Training
9.7 Managing the Service Provided by Volunteers
9.8 Recognition and Retention of Volunteers
9.9 Termination of Services of Volunteers

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9.0 VOLUNTEERS

9.0 Volunteers

9.1 The Volunteer Service Program

9.1-002 Volunteer Service Program
9.1-002.005 Volunteer Service Program
9.1-004 Volunteer Driver Program
9.1-004.005 Volunteer Driver Program
9.1-006 Summer Camps Program
9.1-006.005 Summer Camps Program
9.1-008 Christmas Bureau
9.1-008.005 Christmas Bureau
9.1-010 Parent Support Program
9.1-010.005 Parent Support Program
9.1-012 Friend to a Child Program
9.1-012.005 Friend to a Child Program
9.1-014 Office Support Program
9.1-014.005 Office Support Program

9.2 The Volunteer Service Records

9.3 Program Planning

9.4 Organizational Structure

9.5 Volunteer Recruitment

9.6 Orientation and Training

9.7 Managing the Service Provided by Volunteers

9.8 Recognition and Retention of Volunteers

9.9 Termination of Services of Volunteers

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Approved by: Executive Director Number: 9.1-002

Date: February 29, 2008

VOLUNTEERS
Volunteer Service Program

Policy:

It is the policy of the Society that the Society volunteer service programs shall:
1. have formalized programs description;
2. have policies and procedures to guide the programs in matters related to its use of volunteers.

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Approved by: Executive Director Number: 9.1-002.005

Date: February 29, 2008

VOLUNTEERS
Volunteer Services Program

Procedure:

The Society’s documentation of the Volunteer Service will include:
1. a written program description which:
  1. states the purpose of the volunteer service and relates it to the Society’s mission statement;
  2. reflects the philosophy of the volunteer service;
  3. describes which functions or assignments will be performed by the volunteers to implement the program’s purpose and meet the needs identified by the Society; and
  4. describes the organizational structure of the volunteer program;
2. policies and procedures governing the use of volunteers will:
  1. be found in written form in the Society’s policy and procedures manuals and in a Volunteer Programs Handbooks and guidelines;
  2. be shared with staff and volunteers.

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Approved by: Executive Director Number: 9.1-004

Date: February 29, 2008

VOLUNTEERS
Volunteer Driver Program

Policy:

It is the policy of the Society that a Volunteer Driver Program shall be part of the Volunteer Services.
It is the policy of the Society that all children will be transported in a safe and appropriate manner and in keeping with legislative requirements.

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Approved by: Executive Director Number: 9.1-004.005

Date: February 29, 2008

VOLUNTEERS
Volunteer Driver Program

Procedure:

A volunteer driver is a person approved by the Society who is prepared, at the request of the Society, to provide transportation for:
1. a ward of the Society; or
2. a child who is not in the care of the Society but receiving services from the Society; and
3. the parent(s) of a ward or a child receiving services from the Society.
4. contracted service agreements with other agencies.
In order to be approved by the Society as a volunteer driver, the person must satisfy the Society that:
1. his/her vehicle is in good condition;
2. approved infant and child seats for the transportation of young children will be used, adhering to the provincial regulations regarding the use of child safety seats;
3. $2,000,000.00 liability insurance is in force and will advise the Society of the name of the carrier and any changes in carrier thereafter; (it is the responsibility of the volunteer to advise the carrier of his/her service to the Society);
4. must be thoroughly screened by Intake, and this process includes:
  1. signing an “Oath of Confidentiality”;
  2. holding a valid Ontario Drivers License, (class G drivers license requirements); operators are expected to know and comply with:
    - Provisions, regulations and operating guidelines of the Highway Traffic Act;
    - Ministry of Transportation regulations for passenger safety;
    - The agency policy or guidelines related to travel, transportation and operation of a vehicle for the purposes of transporting self or passengers.
  3. having a police check completed prior to commencing to drive for the Society, and every five years thereafter;
  4. providing three reference checks;
  5. participating in a screening interview;
  6. abiding by the Society’s policy and procedures on corporal punishment (4.11 - 012);
  7. abiding with the Society’s policy on volunteers (9.0 - 002) and the procedures found in the “Drivers’ Handbook;
  8. agreeing never to involve the child/parent in a setting, activity or behaviour that could be interpreted as being inappropriate, dangerous or abusive;
  9. agreeing to never transport youth of the opposite sex aged 13 years or older unless accompanied by a driving partner approved by the Society;
  10. agreeing to immediately report to the Society any suspicions that a child may be in danger of abuse;
5. must have:
  1. completed the Society’s orientation and training modules for volunteers; and
  2. must sign the “Volunteer Undertaking”, whereby he/she agrees to the above requirements.
The person should:
1. enjoy driving;
2. enjoy being around children;
3. be committed to volunteering;
4. be reliable and dependable;
5. be non-judgmental, and accepting of different lifestyles, values and cultures;
6. be able to maintain confidentiality.
7. be able to accurately and promptly complete the required paper work, reports, expense and mileage sheets where applicable.
The volunteer driver may specify:
1. the area they are willing to drive; and
2. the hours or days they will be available to drive.
The volunteer coordinator will ensure that the volunteer driver is aware of the Society’s complaint procedure (5.1 - 010.010)
For all approved transportation, the volunteer driver will be compensated for the following expenses. The volunteer driver will complete an agency expense statement form, which will be submitted for approval to the Volunteer Coordinator.
1. for his/her mileage at a rate set by the Society;
2. for his/her expenses, including meals in an amount set by the Society; up to $10.00 for drives between 5 and 7.5 hours in length and up to $20.00 for drives 8 hours in length or greater.
3. for expenses incurred in parking;
4. will submit his/her expenses with receipts to the Society on the procedural expense forms; and
5. will immediately report any difficulties/problems encountered.
6. Cell phone and toll route charges will not be approved without proof of necessity and attached paperwork (cell phone bill). Exceptions may be given based on individual circumstances and review by the manager.
For all approvals for a volunteer driver, the workers, will:
1. make a volunteer drive request in the Volunteer Driver database under “NEW” and fill out the request noting the following:
  1. date and time the driver is needed;
  2. the “from to” or the “from to and return” destinations;
  3. any information that the volunteer driver may require for his/her own safety and that of the client being driven;
2. the assigned administrative assistant will make the arrangements with a volunteer driver obtained from the “volunteer drivers list”.
3. if the caseworker later determines that the requested transportation is no longer needed, the caseworker will:
  1. notify the administrative assistant accordingly, and they will;
  2. will ensure that the selected volunteer driver is informed of the cancellation.
The volunteer driving coordinator will report any consistent problems identified with:
1. a particular driver to the program manager; and
2. a particular worker to his/her manager.
For any formal complaints against a volunteer driver refer to the procedure (5.1 - 016.005).

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Approved by: Executive Director Number: 9.1-006

Date: February 29, 2008

VOLUNTEERS
Summer Camps Program

Policy:

It is the policy of the Society that the Summer Camps Program shall be financed through the Children’s Benefit Fund and shall be operated through the Community Development and Communications Team of which Volunteer Services is a part.
It is the policy of the Society that the Summer Camps Program shall only use the camps that have been accredited by the Ontario Camping Association or camps that can demonstrate to the Society that they have policies that are compatible with the Ontario Camping Association’s stated goals and mission.
It is the policy of the Society that the Summer Camps Program shall use camps where the camp cost per person per week are reasonable, and high cost and speciality camps shall not be funded except under special circumstances.

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Approved by: Executive Director Number: 9.1-006.005

Date: February 29, 2008

VOLUNTEERS
Summer Camps Program

Procedure:

The budget for summer camps for children is developed under the direction of the Manager of Community Development and Communications and submitted to the Executive Director for approval.
The Summer Camps Program is financed through the Children’s Benefit Fund.
The management of the approved budget is the responsibility of the Manager of Community Development and Communications.
In order to register a child for the Summer Camps Program, the child must be referred to the camp director by completing a “Summer Camps Request Form.”
A worker may refer a child to a high cost and/or speciality camps only with prior approval and recommendation of his/her manager.
Upon receipt of the confirmation, the camp director will contact the child’s parents and will:
1. confirm that the child still wants to attend camp;
2. that any transportation arrangements to and from the camp have been made; and
3. than any other contingencies have been addressed.
**Policy & Procedure to be used in conjunction with the Summer Day Camp Manual (2007).

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Approved by: Executive Director Number: 9.1-008

Date: February 29, 2008

VOLUNTEERS
Christmas Bureau

Policy:

It is the policy of the Society that the Huron and Perth County Christmas Bureaux shall be financed through the Children’s Benefit Fund and shall be operated through the Community Development and Communications Team of which Volunteer Services is a part..
It is the policy of the Society that the Huron and Perth County Christmas Bureaux shall be conducted in cooperation with other Christmas programs in the Counties, keeping in mind the Society’s policy and procedures on confidentiality (5.1-002).

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Approved by: Executive Director Number: 9.1-008.005

Date: February 29, 2008

VOLUNTEERS
Christmas Bureau

Procedure:

The budget for the Huron and Perth County Christmas Bureaux is developed under the direction of the Manager of Community Development and Communications and submitted to the Executive Director for approval, and is dependent on community resources available through the Society’s “Children’s Benefit Fund”.
The management of the approved budget is the responsibility of the Manager of Community Development and Communications.
Families wishing to partake in the services of the Huron and Perth County Christmas Bureaux will need to contact the Huron and Perth County Christmas Bureaux and meet the criteria for the program.
If the request is accepted, the Volunteer Coordinator will ensure that the family is registered and an appointment time is given to them to attend at the Huron and Perth County Christmas Bureaux.
The persons working for the Huron and Perth County Christmas Bureau Program must sign an Oath of Confidentiality.

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Approved by: Executive Director Number: 9.1-010

Date: February 29, 2008

VOLUNTEERS
Parent Support Program

Policy:

It is the policy of the Society that the Parent Support Program shall be part of Volunteer Services.

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Approved by: Executive Director Number: 9.1-010.005

Date: February 29, 2008

VOLUNTEERS
Parent Support Program

Procedure:

The budget for the Parent Support Program is developed at the direction of the Manager of Community Development and Communications and submitted to the Executive Director for approval, and is dependent on community resources available normally through the Society’s “Children’s Benefit Fund”.
Services provided by the Parent Support Program may include but are not restricted to:
1. matching a volunteer with a family to enable and encourage parents of young children to identify personal strengths, set goals and develop relationships in order to increase self-esteem and enhance their effectiveness as parents; or
2. matching a volunteer with a family to assist parents to learn new skills on how to deal with disruptive behaviour from their children; or
3. matching a volunteer with a family to provide emotional and practical support and to assist families in enhancing their social network and accessing other community services; or
4. matching a volunteer with a family to assist the parents in learning new skills by teaching and/or role modelling such as caring for a new infant,(bathing, preparing formulas...), cooking, budgeting, setting up and monitoring a behaviour modification program, etc..; or
5. matching a volunteer with a family to assist the family in learning a specific skill identified by the family’s worker;
In order to be accepted in the Parent Support Program, the volunteer may need to:
1. have a vehicle, and if part of the assignment includes driving the parent or children, the person will also need:
  1. to have his/her vehicle in good condition;
  2. to use approved infant and child seats for the transportation of young children;
  3. to carry $2,000,000.00 liability insurance and will advise the Society of the name of the carrier and any changes in carrier thereafter; (it is the responsibility of the volunteer to advise the carrier of his/her service to the Society);
2. must be thoroughly screened by the Volunteer Coordinator, and this process includes:
  1. signing an “Oath of Confidentiality”;
  2. holding a valid Ontario Drivers License;
  3. having a police check completed prior to commencing his/her duties for the Society, and every five years thereafter;
  4. providing three reference checks;
  5. participating in a screening interview;
  6. abiding by the Society’s policy and procedures on corporal punishment (4.11 - 012);
  7. abiding with the Society’s policy on volunteers (9.0 - 002) and the procedures found in the Society’s Handbook for Parent Support Program;
  8. agreeing never to involve the child/parent in a setting, activity or behaviour that could be interpreted as being inappropriate, dangerous or abusive;
  9. agreeing to immediately report to the Society any suspicions that a child may be in danger of abuse;
3. must have:
  1. completed the Society’s orientation and training modules for volunteers; and
  2. have completed the Society’s Parent Support Training (applicable to the position); and
  3. must sign the “Volunteer Undertaking”, whereby he/she agrees to the above requirements.
The Volunteer Coordinator will ensure that the volunteer is aware of the Society’s complaint procedure found at (5.1 - 010.010)
The person must:
1. demonstrate a strong interest in families;
2. demonstrate a high level of maturity and personal and emotional stability
3. be non-judgmental, and accepting of different lifestyles, values and cultures;
4. be reliable, resourceful, and flexible;
5. be able to work independently;
6. be able to take direction;
7. have good communication and writing skills;
8. be committed to volunteering;
9. be able to maintain confidentiality; and
10. be able to accurately and promptly complete the required paper work, reports, expense and mileage sheets where applicable.
In order to access the Parent Support Program, the worker will:
1. discuss the referral with his/her manager;
2. prepare a written request for a parent support worker and will forward the request to the Volunteer Coordinator;
3. the written request will include:
  1. location and composition of family;
  2. services requested;
  3. projected duration of the assignment;
  4. any other information which the worker believes is pertinent to the assignment;
4. the Volunteer Coordinator:
  1. may consult with the referring worker if clarification of the request is needed; and
  2. will attempt to assign an appropriate volunteer for the assignment;
5. once an appropriate volunteer has been selected, the referring worker and volunteer will meet and will formalize the assignment in writing in the form of a “Parent Support Contract” which will establish:
  1. the duties expected from the volunteer;
  2. the reporting requirements; and
  3. the supervisory requirements,
6. the referring worker will:
  1. supervise the involvement of the volunteer; and
  2. ensure that there is contact with the volunteer including consultation prior to any changes in the agreement;
  3. where required, inform all collaterals of the arrangements;
7. the volunteer will forward to the referring worker at the beginning of each month:
  1. his/her report; and
  2. his/her expense sheet
8. the referring worker will:
  1. file the volunteer’s report in the case file;
  2. will recommend to his/her manager the approval of the volunteer’s expenses and once approved will:
    - forward the expense sheet to accounting for payment; and
    - forward a copy of both the progress report and expense sheet to the Volunteer Coordinator;
9. upon termination of the assignment, the referring worker will evaluate the volunteer in regards to his/her assignment and will share the evaluation:
  1. with the Volunteer Coordinator; and
  2. with the volunteer;
10. upon termination of the assignment, the Volunteer Coordinator will write a letter to the volunteer parent support worker stating:
  1. that the Society no longer requires the services of the volunteer case aid;
  2. thanking the volunteer case aid for the services he/she provided on behalf of the Society;
  3. that the Society will not be accountable for any further involvement the volunteer case aide may have with the family.
Any serious complaints made against the volunteer case aid during the performance of his/her assignment will be investigated in accordance with the procedure found at (5.1 - 016.005).

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Approved by: Executive Director Number: 9.1-012

Date: February 29, 2008

VOLUNTEERS
Friend to a Child Program

Policy:

It is the policy of the Society that a Friend to a Child Program shall be part of the Volunteer Services.

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Approved by: Executive Director Number: 9.1-012.005

Date: February 29, 2008

VOLUNTEERS
Friend to a Child Program

Procedure:

Services provided by the Friend to a Child Program may include but are not restricted to:
1. assigning a volunteer to a specific child to provide additional educational support;
2. assigning a volunteer to a specific child to increase a child’s social skills;
3. assigning a volunteer to a specific child to increase the child’s self esteem;
4. assigning a volunteer to a specific child to facilitating the child’s development through role modelling;
In order to be accepted in the Friend to a Child Program, the person may need to:
1. have a vehicle, and if part of the assignment includes driving the parent or children, the person will also need:
  1. to have his/her vehicle in good condition;
  2. to use approved infant and child seats for the transportation of young children;
  3. to carry $2,000,000.00 liability insurance and will advise the Society of the name of the carrier and any changes in carrier thereafter; (it is the responsibility of the volunteer to advise the carrier of his/her service to the Society);
2. must be thoroughly screened by the volunteer coordinator, and this process includes:
  1. signing an “Oath of Confidentiality”;
  2. holding a valid Ontario Drivers License;
  3. having a police check completed prior to beginning his/her duties for the Society, and every five years thereafter;
  4. providing three reference checks;
  5. participating in a screening interview;
  6. abiding by the Society’s policy and procedures on corporal punishment (4.11 - 012);
  7. abiding with the Society’s policy on volunteers (9.0-002) and the procedures found in the Society’s Friend to a Child Handbook;
  8. agreeing never to involve the child/parent in a setting, activity or behaviour that could be interpreted as being inappropriate, dangerous or abusive;
  9. agreeing to immediately report to the Society any suspicions that a child may be in danger of abuse;
3. must have:
  1. completed the Society’s orientation and training modules for volunteers; and
  2. have completed the Society’s training applicable to the position; and
  3. must sign the “Volunteer Undertaking”, whereby he/she agrees to the above requirements.
The volunteer coordinator will ensure that the volunteer is aware of the Society’s complaint procedure (5.1 - 010.010).
The person must:
1. demonstrate a strong interest in children;
2. demonstrate a high level of maturity and personal and emotional stability
3. be non-judgmental, and be accepting of different lifestyles, values and cultures;
4. be reliable, resourceful, and flexible;
5. be able to work independently;
6. be able to take direction;
7. enjoy play activities and tutoring;
8. be a positive role model;
9. enjoy friendship and fun;
10. have good verbal and writing skills;
11. be committed to volunteering;
12. be able to maintain confidentiality; and
13. be able to accurately and promptly complete the required paper work, reports, expense and mileage sheets where applicable.
In order to access the Friend to a Child Program, the worker will:
1. discuss the proposed program with his/her manager;
2. prepare a written request and forward the request to the volunteer coordinator.
3. the request must include:
  1. the name, age, and location of the child;
  2. services requested;
  3. projected duration of the assignment;
  4. the expected outcomes of the assignment; and
  5. any other information which the worker believes is pertinent to the assignment;
4. the volunteer coordinator:
  1. may consult with the referring worker if clarification of the request is needed; and
  2. will attempt to assign an appropriate volunteer for the assignment;
5. once an appropriate volunteer has been selected, the referring worker and volunteer will meet and will formalize the assignment in writing in the form of a “Contract” which will establish:
  1. the duties expected from the volunteer;
  2. the expected outcomes of the assignment;
  3. the reporting requirements; and
  4. the supervisory requirements,
6. the referring worker will:
  1. supervise the involvement of the volunteer; and
  2. ensure that there is contact with the volunteer including consultation prior to any changes in the agreement;
  3. where required, inform all collaborative people of the arrangements;
7. the volunteer will forward to the referring worker at the beginning of each month:
  1. his/her report; and
  2. his/her expense sheet
8. the referring worker will:
  1. file the volunteer’s report in the proper case file(s); and
  2. will recommend to his/her manager the approval of the volunteer’s expenses and once approved will:
    - forward the expense sheet to accounting for payment; and
    - forward a copy of both the progress report and expense sheet to the volunteer coordinator;
9. upon termination of the assignment, the referring worker will evaluate the volunteer in regards to his/her assignment and will share the evaluation:
  1. with the volunteer coordinator; and
  2. with the volunteer;
10. upon termination of the assignment, the volunteer coordinator will write a letter to the volunteer stating:
  1. that the Society no longer requires the services of the volunteer;
  2. thanking the volunteer for the services he/she provided on behalf of the Society; and
  3. that the Society will not be accountable for any further involvement the volunteer may have with the child.
Any serious complaints made against the volunteer during the performance of his/her assignment will be investigated in accordance with the procedure found at (5.1 - 016.005).

source for 9.1 - 012.005
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Approved by: Executive Director Number: 9.1 - 012.005

Date: March 31, 1998

VOLUNTEERS
Supervised Access Program

Procedure:

The budget for the Supervised Access Program is developed by the volunteer coordinator in consultation with his/her manager and submitted to the Executive Director for approval, and is dependent on community resources available through the Society’s “Children’s Benefit Fund”.
The management of the approved budget is the responsibility of the volunteer coordinator.
Services provided by the Supervised Access Program may include but are not restricted to:
1. supervising access at the Society’s offices;
2. supervising access at the family or foster home;
3. supervising access at a third party’s home such as relative, grandparents, etc...;
4. supervising access in the community;
In order to be accepted in the Supervised Access Program, the person may need to:
1. have a vehicle, and if part of the assignment includes driving the parent or children, the person will also need:
  1. to have his/her vehicle in good condition;
  2. to use approved infant and child seats for the transportation of young children;
  3. to carry $1,000,000.00 liability insurance and will advise the Society of the name of the carrier and any changes in carrier thereafter; (it is the responsibility of the volunteer to advise the carrier of his/her service to the Society);
2. must be thoroughly screened by the volunteer coordinator, and this process includes:
  1. signing an “Oath of Confidentiality”;
  2. holding a valid Ontario Drivers License;
  3. having a police check completed prior to beginning his/her duties for the Society, and every five years thereafter;
  4. providing three reference checks;
  5. participating in a screening interview;
  6. abiding by the Society’s policy and procedures on corporal punishments (4.11 - 012);
  7. abiding with the Society’s policy on volunteers (9.0 - 002) and the procedures found in the Society’s Handbook for Supervised Access;
  8. agreeing never to involve the child/parent in a setting, activity or behaviour that could be interpreted as being inappropriate, dangerous or abusive;
  9. agreeing to immediately report to the Society any suspicions that a child may be in danger of abuse;
3. must have:
  1. completed the Society’s orientation and training modules for volunteers; and
  2. have completed the Society’s training applicable to the position; and
  3. must sign the “Volunteer Undertaking”, whereby he/she agrees to the above requirements.
The volunteer coordinator will ensure that the volunteer is aware of the Society’s complaint procedure (5.1 - 010.010).
The person must:
1. demonstrate a strong interest in families;
2. demonstrate a high level of maturity and personal and emotional stability
3. be non-judgmental, and accepting of different lifestyles, values and cultures;
4. be reliable, resourceful, and flexible;
5. be able to work independently;
6. be able to take direction;
7. be able to give directions, and if need be, terminate an access visit early;
8. have good communication and writing skills;
9. be committed to volunteering;
10. be able to maintain confidentiality; and
11. be able to accurately and promptly complete the required paper work, reports, expense and mileage sheets where applicable.
In order to utilize the Supervised Access Program, the caseworker will:
1. discuss the referral with his/her manager;
2. prepare a written request to the Supervised Access Program and will forward the request to the volunteer coordinator;
3. the written request will include:
  1. location and composition of family;
  2. services requested;
  3. projected duration of the assignment;
  4. any other information which the caseworker believes is pertinent to the assignment;
4. the volunteer coordinator:
  1. may consult with the referring caseworker if clarification of the request is needed; and
  2. will attempt to assign an appropriate volunteer for the assignment;
5. once an appropriate volunteer has been selected, the referring caseworker and volunteer will meet and will formalize the assignment in writing in the form of a “Contract” which will establish:
  1. the duties expected from the volunteer;
  2. the reporting requirements; and
  3. the supervisory requirements,
6. the referring caseworker will:
  1. supervise the involvement of the volunteer; and
  2. ensure that there is contact with the volunteer including consultation prior to any changes in the agreement;
  3. where required, inform all collaborative people of the arrangements;
7. the volunteer will forward to the referring caseworker following the end of each supervised visit;
  1. his/her report; and
  2. his/her expense sheet
8. the referring caseworker will:
  1. file the volunteer’s report in the case file; and
  2. will recommend to his/her manager the approval of the volunteer’s expenses and once approved will:
    - forward the expense sheet to accounting for payment; and
    - forward a copy of both the progress report and expense sheet to the volunteer coordinator;
9. upon termination of the assignment, the referring caseworker will evaluate the volunteer in regards to his/her assignment and will share the evaluation:
  1. with the volunteer coordinator; and
  2. with the volunteer;
10. upon termination of the assignment, the volunteer coordinator will write a letter to the volunteer stating:
  1. that the Society no longer requires the services of the volunteer;
  2. thanking the volunteer for the services he/she provided on behalf of the Society; and
  3. that the Society will not be accountable for any further involvement the volunteer may have with the family
Any serious complaints made against the volunteer during the performance of his/her assignment will be investigated in accordance with the procedure found at (5.1 - 016.005).

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Approved by: Executive Director Number: 9.1-014

Date: February 29, 2008

VOLUNTEERS
Office Support Program

Policy:

It is the policy of the Society that the Office Support Program shall be part of Volunteer Services.

source for 9.1 - 014
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/9-0VOLUN/9-1SERVI/014.DOC

Approved by: Executive Director Number: 9.1-014.005

Date: February 29, 2008

VOLUNTEERS
Office Support Program

Procedure:

Services provided by the Office Support Program include but are not restricted to providing assistance to volunteer services such as:
1. filing;
2. typing;
3. mailing;
4. telephones; and
5. special projects such as:
  1. Huron-Perth Children’s Aid Society Clown Alley;
  2. Huron County Christmas Bureau;
  3. Summer Camp for Kids;
  4. Kids Booster Club Fund;
  5. process servers; etc...
In order to be accepted in the Office Support Program, the person may need to:
1. provide his/her own transportation to the Society’s office(s);
2. must be thoroughly screened by the volunteer coordinator, and this process includes:
  1. signing an “Oath of Confidentiality”;
  2. having a police check completed prior to beginning his/her duties for the Society, and every five years thereafter;
  3. participating in a screening interview;
  4. abiding with the Society’s policy on volunteers (9.0-002) and the procedures found in the Society’s Handbook for Volunteers;
  5. providing three reference checks;
3. must have completed the Society’s orientation and training modules for volunteers.
The person must:
1. demonstrate a high level of maturity;
2. be reliable, resourceful, and flexible;
3. be able to work independently;
4. be able to take direction;
5. have good office skills;
6. have good verbal and writing skills;
7. be able to maintain confidentiality; and
8. be able to accurately and promptly complete the required tasks given to him/her.
The volunteer coordinator will ensure that the volunteer is aware of the Society’s complaint procedure; (5.1 - 010.010)
In order to access the Office Support Program the staff person will:
1. discuss the proposed program with his/her manager;
2. prepare a written request and forward the request to the volunteer coordinator.
3. the request must include:
  1. the services required;
  2. date and time of the assignment;
  3. duration of the assignment; and
  4. any other information which the worker believes is pertinent to the assignment;
4. the volunteer coordinator:
  1. may consult with the referring person if clarification of the request is needed; and
  2. will attempt to assign an appropriate volunteer for the assignment;
5. once an appropriate volunteer has been selected, the referring person and volunteer will meet, where appropriate and will clarify the assignment and the supervisory requirements.
6. the referring person where appropriate, or the office manager will:
  1. monitor the involvement of the volunteer; and
  2. ensure that there is contact with the volunteer including consultation prior to any changes in the assignment;
7. upon termination of the assignment, the person who supervised the volunteer will evaluate the volunteer in regards to his/her assignment and will share the evaluation:
  1. with the volunteer coordinator; and
  2. with the volunteer;
8. upon termination of the assignment, the volunteer coordinator will write a letter to the volunteer stating:
  1. that the Society no longer requires the services of the volunteer;
  2. thanking the volunteer for the services he/she provided on behalf of the Society.

source for 9.1 - 014.005
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/9-0VOLUN/9-1SERVI/014005.DOC

Approved by: Executive Director Number: 9.0 - 002

Date: March 31, 1998

VOLUNTEERS
General Policy

Policy:

It is the policy of the Society that all volunteer services provided by the Society shall endeavour to ensure that such services reflect the principles defined in Section 1 of the Child and Family Services Act:
1. To promote the best interests, protection and well being of children.
2. To recognize that while parents often need help in caring for their children, that help should give support to the autonomy and integrity of the family unit and, wherever possible, be provided on the basis of mutual consent.
3. To recognize that the least restrictive or disruptive course of action that is available and is appropriate in helping a child or family should be followed.
4. To recognize that children’s services should be provided in a manner that respects children’s needs for continuity of care and for stable family relationships, and takes into account physical and mental developmental differences among children.
5. To recognize that whenever possible, services to children and their families should be provided in a manner that respects cultural, religious, and regional differences.
6. To recognize that services to Indian and Native people should be provided in a manner that recognizes their culture, heritage, traditions and the concept of extended family.
7. To ensure, where appropriate, that children and their parents have an opportunity to be heard and represented when decisions affecting their interests are made and to be heard whenever they have concerns about the services they are receiving.
8. To ensure that decisions affecting the interests and rights of children and their parents are made according to clear, consistent criteria and are subject to procedural safeguards.
It is also the policy of the Society that all volunteer services provided by the Society shall endeavour to ensure that such services reflect the principles defined in the Society’s mission statement. The mission statement of the Huron-Perth Children’s Aid Society is “Working together to build a brighter future for children and families.“

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9.0 Volunteers

9.0 Volunteers
9.1 The Volunteer Service Program

9.2 The Volunteer Service Records

9.2 - 002 Volunteer Service Record
9.2 - 002.005 Volunteer Service Record
9.2 - 004 Volunteer Statistical Data
9.2 - 004.005 Volunteer Statistical Data
9.2 - 006 Disclosure of Volunteer Service Records
9.2 - 006.005 Disclosure of Volunteer Service Records

9.3 Program Planning
9.4 Organizational Structure
9.5 Volunteer Recruitment
9.6 Orientation and Training
9.7 Managing the Service Provided by Volunteers
9.8 Recognition and Retention of Volunteers
9.9 Termination of Services of Volunteers

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/9-0VOLUN/9-2RECOR/9-2REC.DOC
/9-0VOLUN/9-2RECOR/9-2RECORDS.DOC

9.0 VOLUNTEERS

9.0 Volunteers

9.1 The Volunteer Service Program

9.2 The Volunteer Service Records

9.2-002 Volunteer Service Records
9.2-002.005 Volunteer Service Records
9.2-004 Volunteer Statistical Data
9.2-004.005 Volunteer Statistical Data
9.2-006 Disclosure of Volunteer Service Records
9.2-006.005 Disclosure of Volunteer Service Records

9.3 Program Planning

9.4 Organizational Structure

9.5 Volunteer Recruitment

9.6 Orientation and Training

9.7 Managing the Service Provided by Volunteers

9.8 Recognition and Retention of Volunteers

9.9 Termination of Services of Volunteers

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/9-0VOLUN/9-2RECOR/9.2Title Page.DOC

Approved by: Executive Director Number: 9.2-002

Date: February 29, 2008

VOLUNTEERS
Volunteer Service Record

Policy:

It is the policy of the Society that the Society shall:
1. maintain a comprehensive and current system of records of all volunteers; and
2. compile statistical information bases on these records.

source for 9.2 - 002
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/9-0VOLUN/9-2RECOR/002.DOC

Approved by: Executive Director Number: 9.2-002.005

Date: February 29, 2008

VOLUNTEERS
Volunteer Service Record

Procedure:

The person responsible for the volunteer program will maintain a confidential record for each volunteer.
The record for each volunteer will contain:
1. identifying background information, including interest and skills of the volunteer;
2. application form;
3. signed oath of confidentiality;
4. evidence that three references from individuals or agencies have been checked (i. e. written or verbal notation of reference);
5. criminal record check;
6. if driving tasks are assigned, obtain a photocopy of their driving license;
7. volunteer assignments and/or contracts;
8. record of training received;
9. information which may preclude specific assignments, such as prior abuse or driving convictions;
10. evaluation of volunteer service on assignments;
11. list of agency property in volunteer’s possession if applicable; and
12. reason for termination if applicable.
The person responsible for the volunteer program will ensure that these records are kept up to date
The person responsible for the volunteer program will ensure that the volunteer service records are maintained in a secure area.

source for 9.2 - 002.005
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/9-0VOLUN/9-2RECOR/002005.DOC

Approved by: Executive Director Number: 9.2-004

Date: February 29, 2008

VOLUNTEERS
Volunteer Program Statistical Data

Policy:

It is the policy of the Society that the statistical data of the Volunteer Program shall be reviewed annually in order to:
1. evaluate the Volunteer Program in general;
2. evaluate each volunteer service program as to:
  1. frequency of referrals
  2. frequency of use; and
    elision effectiveness;
3. evaluate the current training program in meeting the needs of the volunteers;
4. evaluate any service gaps that may be filled by volunteers; and
5. evaluate any current volunteer service programs that may no longer be required.
The person responsible for the Volunteer Program will provide, when requested, statistical reports on the Program to:
1. the Board of Directors, and/or a committee of the Board;
2. to the Ontario Association of Children’s Aid Societies, Human Resources Survey; and
3. to the Ministry of Community and Social Services through the Society’s Service Plan.

source for 9.2 - 004
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/9-0VOLUN/9-2RECOR/004.DOC

Approved by: Executive Director Number: 9.2-004.005

Date: February 29, 2008

VOLUNTEERS
Volunteer Program Statistical Data

Procedure:

In order to evaluate the Society’s Volunteer Program, the person responsible for the volunteer program will, prior to the end of each year:
1. review the statistical data from each of the volunteer service programs in order to determine:
  1. the program’s need by looking at the frequency of referrals made to the program;
  2. the number of volunteers in each service program by looking at the ability of the volunteer coordinator to meet the referrals made;
  3. the relevance and quality of the training programs by looking at the effectiveness of the workers in meeting the service needs of their assignments;
2. identify service gaps that may be met by the Volunteer Program by canvassing:
  1. the current volunteers and current foster parents;
  2. the intake and family service workers; and
  3. the child care workers;
  in order to:
  1. review the profiles of the children and families served by the Society;
  2. review the geographic locations of the children and families served by the Society;
  3. review the geographic locations of the current foster families;
  4. review the projected number and types of children and families the Intake and Family Services units are projecting will require service during the coming year;
  5. epenthesis
  6. epenthesis
  7. review the current volunteer service programs and explore other service programs that the staff feel would be of assistance to their clients; and
  8. review the number and location of volunteers assigned to each volunteer service programs.
The person responsible for the Volunteer Program will then:
1. prepare a work plan addressing, where appropriate:
  1. the volunteer service programs that may be terminated;
  2. the volunteer service programs that may be created;
  3. amendments to the volunteer training program; and
  4. volunteer recruitment plans;
2. in the preparation of the volunteer recruitment plan, and to explore the possibilities of combining the volunteer recruitment plan with other recruitment plans, the person responsible for the Volunteer Program workers will seek contribution from:
1. the current volunteers;
2. the Society staff;
3. community and/or board representatives; and
4. the youth in care.
The person responsible for the Volunteer Program will submit the statistical analysis and recommendations, as well as the volunteer recruitment plan to his/her manager for approval.
The manager will submit the Volunteer Program analysis and plans for approval at the Society’s service planning group.
The approved annual Volunteer Program plans will be incorporated in the Society’s annual service plan.
The person in charge of the Volunteer Program will also keep statistical information of:
1. the number of active volunteers;
2. the number of clients served by volunteers;
3. the number of kilometres driven by volunteer drivers, and the number of hours of volunteer services.

source for 9.2 - 004.005
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/9-0VOLUN/9-2RECOR/004005.DOC

Approved by: Executive Director Number: 9.2-006

Date: February 29, 2008

VOLUNTEERS
Disclosure of Volunteer Service Records

Policy:

It is the policy of the Society that Volunteer Service Records:
1. shall be designated as “Confidential Records”; and
2. disclosure of these records shall be strictly governed by the Society’s procedures.

source for 9.2 - 006
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/9-0VOLUN/9-2RECOR/006.DOC

Approved by: Executive Director Number: 9.2-006.005

Date: February 29. 2008

VOLUNTEERS
Disclosure of Volunteer Service Records

Procedure:

A volunteer requesting to review his/her service record will need to put his/her request in writing.
All information in his/her service record, other than personal references put forward on his/her behalf, will be shared.
A staff person, supervising a volunteer may request to review the volunteer’s service record at any time.
Other professionals requesting to review the file must have a consent signed by the volunteer giving permission to the Society to share the file, however, only those documents which have been authorized for review will be shared with an outside professional.
A volunteer must give written permission for any information to be released from his/her file to persons requesting references.
The worker who has shared information contained within a volunteer service record will document in the volunteer’s service record:
1. the name of the person who reviewed the service record;
2. the signed consent; and
3. the information made available for review.

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/9-0VOLUN/9-2RECOR/006005.DOC

9.0 Volunteers

9.0 Volunteers
9.1 The Volunteer Service Program
9.2 The Volunteer Service Records

9.3 Program Planning

9.3 - 002 Volunteer Services Planning
9.3 - 002.005 Volunteer Services Planning

9.4 Organizational Structure
9.5 Volunteer Recruitment
9.6 Orientation and Training
9.7 Managing the Service Provided by Volunteers
9.8 Recognition and Retention of Volunteers
9.9 Termination of Services of Volunteers

source for 9.3 - 000
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/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-3PLAN/9-3-PROGRAM PLAN.DOC
/9-0VOLUN/9-3PLAN/9-3-PLAN.DOC
/9-0VOLUN/9-3PLAN/9-3-PROGRAM PLAN.DOC

9.0 VOLUNTEERS

9.0 Volunteers

9.1 The Volunteer Service Program

9.2 The Volunteer Service Records

9.3 Program Planning

9.3-002 Volunteer Services Planning
9.3-002.005 Volunteer Services Planning

9.4 Organizational Structure

9.5 Volunteer Recruitment

9.6 Orientation and Training

9.7 Managing the Service Provided by Volunteers

9.8 Recognition and Retention of Volunteers

9.9 Termination of Services of Volunteers

source for 9.3 - 000
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/9-0VOLUN/9-3PLAN/9.3 Title Page.DOC

Approved by: Executive Director Number: 9.3-002

Date: February 29, 2008

VOLUNTEERS
Volunteer Program Planning

Policy:

It is the policy of the Society that the Volunteer Program shall be an integrated part of the Society’s services and therefore shall be incorporated the Society’s service plan.
It is the policy of the Society that through the service planning process, the Society shall:
1. specify the goals and objectives of the volunteer services and projects;
2. project the numbers of volunteers required to meet the needs identified in the Society’s strategic plan and service plan.

source for 9.3 - 002
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/9-0VOLUN/9-3PLAN/002.DOC

Approved by: Executive Director Number: 9.3-002.005

Date: February 29, 2008

VOLUNTEERS
Volunteer Program Planning

Procedure:

The manager responsible for the Volunteer Program will ensure that the volunteer services participate and are represented in:
1. Society-wide strategic planning;
2. service planning; and
3. budget activities which affect the service.
The manager responsible for the Volunteer Program will ensure that the goals and objectives for the volunteer service are:
1. supportive of the Society’s goals and the statement of purpose of the volunteer service;
2. concrete and measurable, with identified time lines and responsibility assignments;
3. consistent with statistical data collected and financial resources available;
4. communicated to all volunteers and staff;
5. reviewed, evaluated, and reviewed as necessary during the service planning process; and
6. included in the Society’s annual service plan.
In completing the review, evaluation, and planning of the volunteer services, the worker will adhere to the procedures described at (9.2 - 004.005).

source for 9.3 - 002.005
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/9-0VOLUN/9-3PLAN/002005.DOC

9.0 Volunteers

9.0 Volunteers
9.1 The Volunteer Service Program
9.2 The Volunteer Service Records
9.3 Program Planning

9.4 Organizational Structure

9.4 - 002 Organizational Structure
9.4 - 002.005 Volunteer Coordinator’s Duties
9.4 - 002.010 Supervising Caseworkers Role Descriptions
9.4 - 002.015 Supervising Caseworkers - Duties
9.4 - 004 Relationship within Society and Community
9.4 - 004.005 Relationship within Society and Community

9.5 Volunteer Recruitment
9.6 Orientation and Training
9.7 Managing the Service Provided by Volunteers
9.8 Recognition and Retention of Volunteers
9.9 Termination of Services of Volunteers

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/9-0VOLUN/9-4STRUC/9-4STRUC.DOC
/9-0VOLUN/9-4STRUC/9-4STRUCTURE.DOC

9.0 VOLUNTEERS

9.0 Volunteers

9.1 The Volunteer Service Program

9.2 The Volunteer Service Records

9.3 Program Planning

9.4 Organizational Structure

9.4-002 Organizational Structure
9.4-002.005 Organizational Structure
9.4-004 Relationship within Society and Community
9.4-004.005 Relationship within Society and Community

9.5 Volunteer Recruitment

9.6 Orientation and Training

9.7 Managing the Service Provided by Volunteers

9.8 Recognition and Retention of Volunteers

9.9 Termination of Services of Volunteers

source for 9.4 - 000
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/9-0VOLUN/9-4STRUC/9.4 Title Page.DOC

Approved by: Executive Director Number: 9.4-002

Date: February 29, 2008

VOLUNTEERS
Organizational Structure

Policy:

It is the policy of the Society that the Volunteer Program shall be organized to achieve its stated purpose, goals and objectives through:
1. assigning a qualified individual to direct or coordinate the volunteer service;
2. clearly establishing that person’s authority, responsibility and accountability; and
3. providing for a system for:
  1. recruiting, selecting, and training volunteers;
  2. assigning volunteer job duties and responsibilities;
  3. supervising and evaluating the volunteer service.

source for 9.4 - 002
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/9-0VOLUN/9-4STRUC/002.DOC

Approved by: Executive Director Number: 9.4-002.005

Date: August 31, 2009

VOLUNTEERS
Family Support Program, Friend to a Child Program, Office Support Program

Procedure:

When a volunteer provides services through the “Family Support Program”, the “Friend to a Child Program”, or the “Office Support Program” the volunteer coordinator will be directly responsible for the screening, orientation and training of the volunteer. All prospective volunteers for the “Family Support Program” and the “Friend to a Child Program” will be required to complete PRIDE training as per the training schedule of the Resources Department prior to receiving an assignment.
The volunteer coordinator will:
1. Meet with the volunteer and social worker or administrative staff to review as required:
  1. the assignment;
  2. location and composition of family (Family Support, Friend to a Child Programs);
  3. services requested;
  4. projected duration of the assignment;
  5. any other information which the social worker or administrative staff and volunteer coordinator believe is pertinent to the assignment;
2. In conjunction with the volunteer, supervising social worker or administrative staff who requests the volunteer service formalize the assignment in writing in the form of a “Contract” which will establish:
  1. the duties expected from the volunteer;
  2. the reporting requirements as decided on by the supervising social worker or administrative staff; and
  3. the supervisory requirements of the social worker or administrative staff,
3. Receive the volunteer’s expense sheet and
  1. promptly recommend to his/her manager approval of the volunteer’s expenses, and, once approved, forward the expense sheet to accounting for payment,
  2. provide encouragement and support to the volunteer during the assignment.
Any serious complaints made against the volunteer during the performance of his/her assignment will be investigated in accordance with the procedure found at 5.1-016.005.

source for 9.4 - 002.005
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-4STRUC/002005.DOC
/9-0VOLUN/9-4STRUC/002005.DOC

Approved by: Executive Director Number: 9.4-004

Date: February 29, 2008

VOLUNTEERS
Relationship within Society and Community

Policy:

It is the policy of the Society that the Society shall promote good relationships between a volunteer and:
1. the Society;
2. the client(s); and
3. the community.
It is the policy of the Society that any complaints about a volunteer shall be addressed.

source for 9.4 - 004
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-4STRUC/004.DOC
/9-0VOLUN/9-4STRUC/004.DOC

Approved by: Executive Director Number: 9.4-004.005

Date: February 29, 2008

VOLUNTEERS
Relationship within Society and Community

Procedure:

The volunteer coordinator will ensure that the Volunteer Program as well as the individual volunteers have a good relationship within the Society and the community by:
1. promoting, wherever possible, the value of the Volunteer Program to both the Society and the community;
2. ensuring, wherever possible, that any new volunteer program is well publicized within the Society and within the community;
3. ensuring, wherever possible, that:
  1. volunteers who accept an assignment understand the valued contribution they are providing to both the Society and to the clients; and
  2. volunteer programs are delivered in cooperation with community partners, such as Summer Camps, Kids Booster Club Fund; Christmas Bureau; Huron County Clown Alley, etc..
The volunteer coordinator will ensure that:
1. any complaints/concerns made about either a volunteer program or a specific volunteer are promptly addressed, and in those situations where the complaints/concerns cannot be solved informally:
  1. internal complaints will be dealt with using the Society’s internal problem solving procedures (5.1 - 010); or
  2. community complaints will be dealt with using the complaint procedures (5.1 - 016).

source for 9.4 - 004.005
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-4STRUC/004005.DOC
/9-0VOLUN/9-4STRUC/004005.DOC

9.0 Volunteers

9.0 Volunteers
9.1 The Volunteer Service Program
9.2 The Volunteer Service Records
9.3 Program Planning
9.4 Organizational Structure

9.5 Volunteer Recruitment

9.5 - 002 Recruitment - Policy
9.5 - 002.005 Recruitment - Procedure
9.5 - 004 Screening and Selection - Policy
9.5 - 004.005 Screening and Selection - Procedure

9.6 Orientation and Training
9.7 Managing the Service Provided by Volunteers
9.8 Recognition and Retention of Volunteers
9.9 Termination of Services of Volunteers

source for 9.5 - 000
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-5RECRU/9-5-RECR.DOC
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-5RECRU/9-5-RECRUITMENT.DOC
/9-0VOLUN/9-5RECRU/9-5-RECR.DOC
/9-0VOLUN/9-5RECRU/9-5-RECRUITMENT.DOC

9.0 VOLUNTEERS

9.0 Volunteers

9.1 The Volunteer Service Program

9.2 The Volunteer Service Records

9.3 Program Planning

9.4 Organizational Structure

9.5 Volunteer Recruitment

9.5-002 Recruitment
9.5-002.005 Recruitment
9.5-004 Screening and Selection
9.5-004.005 Screening and Selection

9.6 Orientation and Training

9.7 Managing the Service Provided by Volunteers

9.8 Recognition and Retention of Volunteers

9.9 Termination of Services of Volunteers

source for 9.5 - 000
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-5RECRU/9.5 Title Page.DOC
/9-0VOLUN/9-5RECRU/9.5 Title Page.DOC

Approved by: Executive Director Number: 9.5-002

Date: February 29, 2008

VOLUNTEERS
Recruitment

Policy:

It is the policy of the Society that the Society shall recruit, screen, and select, without prejudice, sufficient numbers of qualified volunteers to meet the needs identified in the Society’s service plan.

source for 9.5 - 002
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-5RECRU/002.DOC
/9-0VOLUN/9-5RECRU/002.DOC

Approved by: Executive Director Number: 9.5-002.005

Date: February 29, 2008

VOLUNTEERS
Recruitment

Procedures:

The volunteer coordinator’s recruitment plan will be based on the volunteer programs needs identified in the review completed for the Society’s service plan (9.2 - 004.005) and (9.3 -002.005).
In planning for volunteer recruitment, the volunteer coordinator will consider the use of the following means:
1. networking with community colleagues and local volunteer centres;
2. public speaking opportunities;
3. display at distribution of literature; and
4. news media.
In addition to active outreach, the volunteer coordinator will use at least two different recruitment methods.

source for 9.5 - 002.005
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-5RECRU/002005.DOC
/9-0VOLUN/9-5RECRU/002005.DOC

Approved by: Executive Director Number: 9.5-004

Date: February 29, 2008

VOLUNTEERS
Screening and Selection

Policy:

It is the policy of the Society that the Society’s screening and selection process shall include:
1. the completion of an application form;
2. checking three personal references;
3. a criminal record check;
4. confirmation that the applicant has a valid driver’s license if driving tasks are to be assigned;
5. confirmation that the applicant has a vehicle in good working order and $2,000,000.00 liability insurance is in force and will advise the Society of the name of the carrier and any changes in carrier thereafter; (it is the responsibility of the volunteer to advise the carrier of his/her service to the Society);
6. a personal interview.
7. oath of confidentiality.

source for 9.5 - 004
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-5RECRU/004.DOC
/9-0VOLUN/9-5RECRU/004.DOC

Approved by: Executive Director Number: 9.5-004.005

Date: February 29, 2008

VOLUNTEERS
Screening and Selection

Procedure:

Once a request to become a volunteer is received, a meeting is arranged including:
1. an application form;
2. reference form; and
3. police check permission.
At the interview, the following topics will be discussed:
1. the volunteer opportunities within the Society;
2. the volunteer’s preference for type of work;
3. volunteer’s needs, motivation, and experiences;
4. information about the Society;
5. mileage/expense compensation guidelines;
6. any concerns on the part of the volunteer and the coordinator;
7. assessment by the interviewers of the suitability of the applicant;
8. the offer of acceptance as a volunteer will be contingent on the result of the police check.
If the person is interested in becoming a volunteer, a volunteer application is given.
If the application is not returned within a few weeks, the volunteer coordinator, at his/her discretion, may follow-up to see if the individual is still interested in volunteering.
Upon receipt of the application from the volunteer applicant, the Intake department will complete screening, including:
1. the checking of three references, making notes of the conversation in the applicant’s case file; or
2. if the reference checks are not received, at his/her discretion:
  1. make another reference request from the volunteer applicant; or
  2. end the process at this point;
3. send the criminal reference check to the local police department.
Through the references, application, and interview with the applicant, it will be determined if the volunteer is suitable for the Society according to the following criteria:
1. the qualification for acceptance as a driver include:
  1. valid driver’s license (class G drivers license requirements);
  2. minimum of $2,000.000.00 liability insurance;
  3. personality traits will depend upon the type of volunteer placements the volunteer has indicated his/her preference (9.1 - 004.005), (9.1 - 010.005),(9.1 - 012.005), (9.1 - 014.005) and (9.1 - 016.005).
2. clear of any conviction through the police check.
Where an applicant does not qualify, the volunteer coordinator will develop a plan and review the plan with the volunteer program manager to:
1. share with the applicant, the reasons for unacceptability; and
2. identify alternative opportunities in the community;
3. document in the applicant’s case file both the reasons for unacceptability and the date the applicant was informed.
4. the volunteer coordinator will schedule the meeting with the volunteer applicant within a reasonable time frame.
If the volunteer applicant is accepted, the volunteer coordinator will inform the applicant in writing, and will invite the applicant to attend an orientation meeting.
The volunteer coordinator will, at the orientation meeting:
1. review with the new volunteers:
  1. the role of the volunteers in the Society’s services;
  2. the referral process;
  3. the volunteer “contract”;
  4. the mileage/expense forms;
2. where appropriate, give the volunteer an identification card;
3. will have all new volunteer drivers sign an undertaking;
4. will invite all new volunteers to the Society’s training program.
The volunteer coordinator will:
1. document in the applicant’s case file the acceptance of the volunteer; and
2. ensure that the signed oath of confidentiality is placed in the volunteer’s case file; and
3. where applicable, the Volunteer Driver’s Undertaking is placed in the volunteer’s case file.
4. append the volunteer to the Society’s volunteer list including name, address, telephone number, and classification of volunteer.

source for 9.5 - 004.005
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-5RECRU/004005.DOC
/9-0VOLUN/9-5RECRU/004005.DOC

9.0 Volunteers

9.0 Volunteers
9.1 The Volunteer Service Program
9.2 The Volunteer Service Records
9.3 Program Planning
9.4 Organizational Structure
9.5 Volunteer Recruitment

9.6 Orientation and Training

9.6 - 002 Orientation and Training
9.6 - 002.005 Orientation and Training of Staff
9.6 - 004 Core Training for Volunteers
9.6 - 004.005 Core Training for Volunteers
9.6 - 006 In-Service Training
9.6 - 006.005 In-Service Training

9.7 Managing the Service Provided by Volunteers
9.8 Recognition and Retention of Volunteers
9.9 Termination of Services of Volunteers

source for 9.6 - 000
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-6TRAIN/9-6TRAIN.DOC
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-6TRAIN/9-6TRAINING.DOC
/9-0VOLUN/9-6TRAIN/9-6TRAIN.DOC
/9-0VOLUN/9-6TRAIN/9-6TRAINING.DOC

9.0 VOLUNTEERS

9.0 Volunteers

9.1 The Volunteer Service Program

9.2 The Volunteer Service Records

9.3 Program Planning

9.4 Organizational Structure

9.5 Volunteer Recruitment

9.6 Orientation and Training

9.6-002 Orientation and Training
9.6-002.005 Orientation and Training of Staff
9.6-004 Core Training for Volunteers
9.6-004.005 Core Training for Volunteers
9.6-006 In-Service Training
9.6-006.005 In-Service Training

9.7 Managing the Service Provided by Volunteers

9.8 Recognition and Retention of Volunteers

9.9 Termination of Services of Volunteers

source for 9.6 - 000
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-6TRAIN/9.6 Title Page.DOC
/9-0VOLUN/9-6TRAIN/9.6 Title Page.DOC

Approved by: Executive Director Number: 9.6-002

Date: February 29, 2008

VOLUNTEERS
Orientation and Training

Policy:

It is the policy of the Society that the Society shall:
1. have an ongoing and documented volunteer service orientation and in-service training program which orient both volunteers and staff to the volunteer service; and
2. prepare volunteers to assume their respective responsibilities.

source for 9.6 - 002
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-6TRAIN/002.DOC
/9-0VOLUN/9-6TRAIN/002.DOC

Approved by: Executive Director Number: 9.6-002.005

Date: February 29, 2008

VOLUNTEERS
Orientation and Training of Staff

Procedure:

The volunteer coordinator will ensure that orientation to the Volunteer Program:
1. will be contained in the written orientation of all new staff; and
2. as part of the yearly refresher orientation given to all experienced staff.
The orientation program will include:
1. how to request a volunteer service;
2. how to negotiate a “volunteer contract”;
3. what constitutes a refundable expense, and the use of the volunteer expense sheet;
4. how to supervise a volunteer placement;
5. how to record the volunteer’s involvement;
6. how to evaluate the volunteer’s performance;
7. how to obtain parental approval for volunteer involvement;
8. how to ensure that volunteers feel appreciated for their efforts;
Every four years, the volunteer coordinator will review:
1. the written orientation program for new employees; and
2. the refresher program for experienced staffs, thereby ensuring that the material contained therein is accurate and relevant.

source for 9.6 - 002.005
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-6TRAIN/002005.DOC
/9-0VOLUN/9-6TRAIN/002005.DOC

Approved by: Executive Director Number: 9.6-004

Date: February 29, 2008

VOLUNTEERS
Core Training for Volunteers

Policy:

It is the policy of the Society that prior to the first assignment of a volunteer, the volunteer coordinator shall ensure that the volunteer has received the minimum core training program.

source for 9.6 - 004
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-6TRAIN/004.DOC
/9-0VOLUN/9-6TRAIN/004.DOC

Approved by: Executive Director Number: 9.6-004.005

Date: February 29, 2008

VOLUNTEERS
Core Training for Volunteers

Procedure:

The volunteer coordinator will not assign any volunteer to an assignment prior to the volunteer completing at a minimum, the core training program.
The core training program will address:
1. the mandate of the Society;
2. the definition of child abuse;
3. the reporting legislation for child abuse;
4. the Society’s internal complaint policy;
5. the volunteer complaint policy;
6. the community of children and families served by the Society;
7. the roles that volunteers can play within the Society;
8. expectations that the Society has of volunteers;
9. the support that the Society will provide to volunteers; and
10. the value that the community derives from volunteer involvement with the Society.
11. current legislation regarding the proper use and instalment of car seats.
The volunteer coordinator will document in the volunteer’s record his/her attendance at the core training program.

source for 9.6 - 004.005
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-6TRAIN/004005.DOC
/9-0VOLUN/9-6TRAIN/004005.DOC

Approved by: Executive Director Number: 9.6-006

Date: February 29, 2008

VOLUNTEERS
In-Service Training

Policy:

It is the policy of the Society that the Society’s volunteer in-service training program shall:
1. have written goals and objectives;
2. shall be integrated, where applicable, with:
  1. staff training programs;
  2. foster parent training programs;
  3. community training programs.

source for 9.6 - 006
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-6TRAIN/006.DOC
/9-0VOLUN/9-6TRAIN/006.DOC

Approved by: Executive Director Number: 9.6-006.005

Date: February 29, 2008

VOLUNTEERS
In-Service Training

Procedure:

The volunteer coordinator, in designing the volunteer training plans, will consult with:
1. the foster parents’ training coordinator;
2. the Society’s staff and volunteers;
3. review and seek approval from the manager responsible for volunteer services.
The volunteer coordinator will prepare a training calendar integrating training sessions, wherever possible, with the staff, foster parents, and community training plans.
The volunteer coordinator will ensure that the training sessions will be relevant to the Society’s various “Volunteer Programs” (9.1 - 002).
The volunteer coordinator will also inform the volunteers of other agency training opportunities in which the volunteers may participate.
The volunteer coordinator will document in the volunteers’ records their participation in training programs.

source for 9.6 - 006.005
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-6TRAIN/006005.DOC
/9-0VOLUN/9-6TRAIN/006005.DOC

9.0 Volunteers

9.0 Volunteers
9.1 The Volunteer Service Program
9.2 The Volunteer Service Records
9.3 Program Planning
9.4 Organizational Structure
9.5 Volunteer Recruitment
9.6 Orientation and Training

9.7 Managing the Service Provided by Volunteers

9.7 - 002 Managing Volunteer Services
9.7 - 004 Nature of Volunteer Services
9.7 - 004.005 Volunteer Service Contracts

9.8 Recognition and Retention of Volunteers
9.9 Termination of Services of Volunteers

source for 9.7 - 000
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-7MANAG/9-7MAN.DOC
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-7MANAG/9-7MANAGING.DOC
/9-0VOLUN/9-7MANAG/9-7MAN.DOC
/9-0VOLUN/9-7MANAG/9-7MANAGING.DOC

9.0 VOLUNTEERS

9.0 Volunteers

9.1 The Volunteer Service Program

9.2 The Volunteer Service Records

9.3 Program Planning

9.4 Organizational Structure

9.5 Volunteer Recruitment

9.6 Orientation and Training

9.7 Managing the Service Provided by Volunteers

9.7-002 Managing Volunteer Services
9.7-004 Nature of Volunteer Services
9.7-004.005 Volunteer Service Contracts

9.8 Recognition and Retention of Volunteers

9.9 Termination of Services of Volunteers

source for 9.7 - 000
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-7MANAG/9.7 Title Page.DOC
/9-0VOLUN/9-7MANAG/9.7 Title Page.DOC

Approved by: Executive Director Number: 9.7-002

Date: February 29, 2008

VOLUNTEERS
Managing the Services Provided by Volunteers

Policy:

It is the policy of the Society that the Society shall clearly define:
1. the nature of its relationship with volunteers;
2. its expectations of volunteers who are given assignments.
It is the policy of the Society that the Society shall:
1. supervise volunteers who provide volunteer services; and
2. evaluate volunteers who provide volunteer services.

source for 9.7 - 002
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-7MANAG/002.DOC
/9-0VOLUN/9-7MANAG/002.DOC

Approved by: Executive Director Number: 9.7-004

Date: February 29, 2008

VOLUNTEERS
Nature of Volunteer Services

Policy:

It is the policy of the Society that volunteers who provide service for the Society shall:
1. not be paid for their services;
2. be compensated for any reasonable expenses they incur in providing services;
3. command the same respect accorded others associated with the Society such as staff, foster parents.
It is the policy of the Society that it shall promote to its staff and community:
1. that volunteers provide a useful and often essential services to:
  1. children in the care of the Society;
  2. families who are clients of the Society and their children;
  3. the Society and its staff; and
  4. to the community;
2. that although unpaid for their services, the clients of the Society deserve the best service possible from the Society’s volunteers;
It is the policy of the Society that services provided by volunteers as all services provided by the Society shall:
1. be adequately supervised; and
2. be adequately evaluated.

source for 9.7 - 004
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-7MANAG/004.DOC
/9-0VOLUN/9-7MANAG/004.DOC

Approved by: Executive Director Number: 9.7-004.005

Date: February 29, 2008

VOLUNTEERS
Volunteer Service Contracts

Procedure:

To ensure that services provided by the Society’s volunteers meet the Society’s policy on volunteer services (9.7 - 005), prior to assigning a volunteer to a program or task, the volunteer coordinator will:
1. provide to the volunteer a description for each classification of volunteer assignment for which the volunteer is eligible, interested and suitable (9.1 - 002.005), (9.1 - 004.005), (9.1 -006.005), (9.1 - 008.005), (9.1 - 010.005), (9.1 - 012.005), (9.1 - 014.005), and (9.1 - 016.005).
2. provide to the volunteer information about specific client and/or projects or task; and
3. provide to the volunteer the Society’s expectations of the volunteer;
If the volunteer accepts the project or task, the volunteer coordinator will ensure that a written contract describing, for a specific assignment:
1. the roles and responsibilities of both parties; and.
2. the consequences of non compliance with the contract.
When a volunteer consents to undertake a specific assignment, the volunteer and the Society representative sign the contract.
The volunteer coordinator will ensure that:
1. the person supervising the volunteer:
  1. meets with the volunteer as agreed upon by the terms of the agreement;
  2. provides assistance and support to the volunteer as required;
  3. provides, at the end of the assignment, a written evaluation of the volunteer’s performance;
  4. discusses the evaluation with the volunteer; and
  5. forwards a copy of the evaluation to the volunteer coordinator.
The volunteer coordinator will file a copy of the evaluation in the volunteer’s record.

source for 9.7 - 004.005
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-7MANAG/004005.DOC
/9-0VOLUN/9-7MANAG/004005.DOC

9.0 Volunteers

9.0 Volunteers
9.1 The Volunteer Service Program
9.2 The Volunteer Service Records
9.3 Program Planning
9.4 Organizational Structure
9.5 Volunteer Recruitment
9.6 Orientation and Training
9.7 Managing the Service Provided by Volunteers

9.8 Recognition and Retention of Volunteers

9.8 - 002 Recognition and Retention of Volunteers
9.8 - 002.005 Recognition and Retention of Volunteers

9.9 Termination of Services of Volunteers

source for 9.8 - 000
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-8RETEN/9-8RETEN.DOC
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-8RETEN/9-8RETENTION.DOC

9.0 VOLUNTEERS

9.0 Volunteers

9.1 The Volunteer Service Program

9.2 The Volunteer Service Records

9.3 Program Planning

9.4 Organizational Structure

9.5 Volunteer Recruitment

9.6 Orientation and Training

9.7 Managing the Service Provided by Volunteers

9.8 Recognition and Retention of Volunteers

9.8-002 Recognition and Retention of Volunteers
9.8-002.005 Recognition and Retention of Volunteers

9.9 Termination of Services of Volunteers

source for 9.8 - 000
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-8RETEN/9.8 Title Page.DOC

Approved by: Executive Director Number: 9.8-002

Date: February 29, 2008

VOLUNTEERS
Recognition and Retention of Volunteers

Policy:

It is the policy of the Society that the Society shall strive to create and sustain an environment in which volunteer contributions are recognized on a regular basis.
It is the policy of the Society that the Society shall recognize the contribution of volunteers on an annual basis.

source for 9.8 - 002
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-8RETEN/002.DOC

Approved by: Executive Director Number: 9.8-002.005

Date: February 29, 2008

VOLUNTEERS
Recognition and Retention of Volunteers

Procedure:

The manager responsible for volunteer services will ensure that the Society recognizes the contribution of volunteers annually at a Volunteer Appreciation Dinner.
The volunteer coordinator will ensure that the contribution of volunteers is recognized during the National Volunteer Week;
The volunteer coordinator will ensure that contributions of volunteers are acknowledged:
1. through the Society’s newsletter;
2. through committee/board minutes and annual report;
3. personal letters;
The volunteer coordinator will ensure that, where applicable, volunteers are included in:
1. consultations;
2. planning sessions;
3. public relations activities;
4. training programs; and
5. recognition and/or feedback from staff.

source for 9.8 - 002.005
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-8RETEN/002005.DOC

9.0 Volunteers

9.9 Termination of Services of Volunteers

9.9 - 002 Recognition and Retention of Volunteers
9.9 - 002.005 Recognition and Retention of Volunteers

source for 9.9 - 000
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-9TERMI/9-9TERM.DOC
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-9TERMI/9-9TERMINATION.DOC

9.0 VOLUNTEERS

9.0 Volunteers

9.1 The Volunteer Service Program

9.2 The Volunteer Service Records

9.3 Program Planning

9.4 Organizational Structure

9.5 Volunteer Recruitment

9.6 Orientation and Training

9.7 Managing the Service Provided by Volunteers

9.8 Recognition and Retention of Volunteers

9.0 Termination of Services of Volunteers

9.9-002 Termination of Services of Volunteers
9.9-002.005 Termination of Services of Volunteers

source for 9.9 - 000
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-9TERMI/9.9 Title Page.DOC

Approved by: Executive Director Number: 9.9-002

Date: February 29, 2008

VOLUNTEERS
Termination of Services of Volunteers

Policy:

It is the policy of the Society that it shall address the termination of services of volunteers by an exit interview in order to:
1. clarify the reasons for termination and/or to express appreciation; and
2. obtain information about improving the services of volunteers,

source for 9.9 - 002
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-9TERMI/002.DOC

Approved by: Executive Director Number: 9.9-002.005

Date: February 29, 2008

VOLUNTEERS
Termination of Services of Volunteers

Procedure:

The services of a volunteer will terminate when:
1. a volunteer has decided to withdraw their services; and/or
2. the services of the volunteer do not meet the expectations of the Society, and following managerial consultation, the volunteer is dismissed from service.
When a volunteer service is terminated, the volunteer coordinator will:
1. conduct an exit interview to:
  1. clarify the reasons for termination and/or to express appreciation; and
  2. obtain information about improving the services of volunteers, and
  3. document in the volunteer records the results of the exit interview;
2. retrieve, where applicable, Society property kept by the volunteer;
3. retrieve, where appropriate, the volunteer identification card;
4. forward a letter to the volunteer, filing a copy in the volunteer record:
  1. confirming the termination of service; and
  2. acknowledging the contribution the volunteer has made to the Society;
5. ensure that all outstanding expenses due are paid.
The volunteer coordinator will ensure that the Society’s volunteer list is updated appropriately.
The volunteer coordinator will file the closed volunteer record in the closed files of the Society.
The volunteer records will be permanently kept by the Society.

source for 9.9 - 002.005
/1-0ADOPT/HP CAS P&P/9-0VOLUN/9-9TERMI/002005.DOC

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