Loading...
HomeMy WebLinkAboutCUL 080 Volunteer PolicyCfy o61 PICKERING Policy Policy Title: Volunteer Policy Policy Number CUL 080 Reference Volunteer Canada National Centre for Volunteering Volunteer Calgary Volunteerism Australia Resolution # 131/19 Date Originated (m/d/y) September 23, 2019 Date Revised (m/d/y) Pages 5 Approval: Chief Ad 'nistr t (7 Officer Point of Contact Supervisor, Cultural Services VVLWw‘-r.../ Policy Objective The purpose of this policy is to establish rules and guidelines governing the recruitment, training, retention, management and recognition of volunteers, in order that the City ensures that volunteers have work that is safe, significant, fulfilling and appreciated. The City of Pickering relies on the unpaid work, talent and skills of volunteers and values their contributions. Index 01 Purpose 02 Scope 03 Application 04 Definitions 05 Principals and Conditions 06 Volunteer Management 07 Delegation of Authority 08 Policy Review 01 Purpose The purpose of this policy is to establish a consistent management of City volunteers; to encourage and develop volunteerism in the City, and safeguarding the health and wellness of volunteers, as well as the City's corporate image, assets and interests. 02 Scope This policy applies to all relationships between the City, Volunteers and Volunteer applicants inclusive of: recruitment, hiring, training, management, service, recognition, and termination. This policy does not apply to registered program participants providing unpaid work to the City, as part of their program commitment. 03 Application This policy applies to all City employees. This policy does not apply to the City's elected officials, or Advisory Boards. 04 Definitions 04.01 Active Volunteer — a volunteer who meets mandatory interview and training requirements; attends mandatory training as required; and participates in a minimum of one special event, program or activity each year. 04.02 Inactive Volunteer — a volunteer who has not met, in the course of one calendar year, the minimum requirements to maintain active status. 04.03 Registered Volunteer — a volunteer who has submitted an application, required references, proof of health and safety training, proof of online Accessible Customer Service training, an acceptable Criminal Reference Check and/or Vulnerable Sector Screening (if 16 years of age or older), and has been interviewed and accepted into the Volunteer Program; but has not completed the position -specific training to become an active volunteer. 04.04 Responsible Person — a City staff person assigned the responsibility to supervise volunteers in their duties. Responsible Persons have passed all required training, including successful completion of the provincial health and safety training for supervisors and has demonstrated the knowledge and ability required for the role. 04.05 Staff — an individual paid by the Corporation of the City of Pickering, and scheduled to work. 04.06 Staff Lead — refers to a qualified City staff person who leads the activities of a specific group of volunteers. A Staff Lead will have Supervisor's Health and Safety training, the necessary skills to be the Responsible Person, and will develop/collect the required materials to lead and oversee volunteers within their area: position description, training documents. Policy Title: Volunteer Policy Page 2 of 5 Policy Number: CUL 080 04.07 Volunteer — a person who voluntarily undertakes an assigned task or service without expectation of payment. 04.08 Volunteer Position Description — refers to a document outlining the roles and responsibilities assigned to a particular group of volunteers. The document includes the positions descriptions, required skills and training, as well as the list of duties and responsibilities assigned. Active volunteers will sign a position description for each role they take on. 05 Principles and Conditions 05.01 Volunteer positions are offered to: i. assist the City's ability to deliver quality programs and events to the public in a sustainable manner; ii. foster relationship building and community connectivity; iii. encourage community development and citizenship; and, iv. build leadership, knowledge, and skills within the community. 06 Volunteer Management 06.01 The City of Pickering will dedicate staff and program resources to the management, recruitment, recognition, and training of volunteers. 06.02 The City will assign a Staff Lead to each area utilizing volunteer resources. The staff lead will manage volunteer activities in accordance with this policy and supporting volunteer procedures. 06.03 A report on City volunteerism will be prepared annually, with recommendations, highlights, opportunities and risks for ongoing program development. 06.04 Staff Leads managing volunteers will work collaboratively with other municipal and City staff, and other professional associations in order to encourage, and sustain the effectiveness of the City volunteer program. 06.06 Volunteer positions will be actively promoted through social media, recruitment fairs, in-person outreach and online. 06.07 All City volunteers must be registered with the City. 06.08 The City of Pickering will maintain adequate general liability insurance coverage to ensure that volunteers protected in the event of bodily injury, death and/or property damage to third parties during the course of their volunteer duties. 06.09 City volunteers do not handle monies or spend monies on behalf of the City. Policy Title: Volunteer Policy Page 3 of 5 Policy Number: CUL 080 06.10 A City volunteer will be terminated without prejudice, under the following circumstances: failure to comply with the policies and procedures of the City of Pickering; ii. failure to adhere to the volunteer position description, assigned tasks and/or work plan; iii. failure to provide notice of absence, or arrive for assigned shifts and commitments on 3 occasions within one calendar year; and, iv. theft, devaluing, defacing, misuse or destruction of City property. 07 Delegation of Authority 07.01 The Mayor and Members of Council to: a) direct inquiries related to volunteerism to the City web portal for volunteers, or to the appropriate City staff; b) consider and approve, as appropriate City staff reports to Council recommending changes or budget monies to support the Volunteer Policy. 07.02 Chief Administrative Officer to: a) support the allocation of staff resources to coordinate the Volunteer Policy. 07.03 Directors and Division Heads to: a) consider and approve, as appropriate the allocation of staff resources and budget monies to develop and manage volunteer positions; b) ensure their department meets the obligations related to volunteer management; c) consider and approve/deny applications made by terminated or resigned volunteers for reinstatement; d) consider and approve, as appropriate Staff Lead decisions to terminate volunteers; and e) consider and approve, as appropriate staff recommendations to accept volunteer applicants whose Criminal Reference Check includes a record of charges; and, f) consider, and where appropriate approve Volunteer position descriptions. Policy Title: Volunteer Policy Page 4 of 5 Policy Number: CUL 080 07.04 Managers and Supervisors to: a) assign staff resources to manage volunteer activities; and b) oversee Staff Leads to ensure policy and procedures are being followed. 07.05 Staff Leads to: a) attend Volunteer Committee meetings; b) create opportunities for volunteer participation within their departments/division/section; c) promote available positions and opportunities; d) screen applications and provide timely responses; e) approve, or accept volunteer applicants; f) collect and track required documentation; g) keep an up-to-date listing of training: offered, available and completed; h) manage and supervise volunteer activities as appropriate; i) collect feedback from volunteers and community partners; j) complete an annual report on volunteers; and, k) recognize volunteers equitably where appropriate. 08 Policy Review This policy will be reviewed every three years. Please refer to all associated Policies and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. Policy Title: Volunteer Policy Page 5 of 5 Policy Number: CUL 080