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HomeMy WebLinkAboutCUL 080-001 Volunteer Procedure Procedure Procedure Title: Volunteer Procedure Procedure Number CUL 080-001 Reference Volunteer Policy CUL 080 Date Originated (m/d/y) February 2020 Date Revised (m/d/y) March 2025 Pages 9 Approval: Chief Administrative Officer Point of Contact Special Advisor, Community Initiatives Procedure Objective The Corporation of the City of Pickering (City) values and encourages the involvement of volunteers within a range of programs, events, and services. The purpose of this procedure is to establish rules and guidelines governing the recruitment, training, retention, management and recognition of volunteers, to ensure the work is safe, significant, and meaningful. The City appreciates and depends on the dedication, expertise, and efforts of volunteers, recognizing the significant value they bring. Index 01 Definitions 02 Volunteer Management 03 Recruitment and Intake of Volunteers 04 Orientation, Training and Skills Development 05 Rights and Responsibilities 06 Volunteer Status 07 Insurance 08 Supervision 09 Cash Handling and Reimbursement of Expenses 10 Recognition 11 Termination 12 Procedure Review Procedure Title: Volunteer Procedure Page 2 of 8 Procedure Number: CUL 080-001 01 Definitions 01.01 Accessible Customer Service and Integrated Standards for Accessibility Training – training sessions mandated by the Accessibility for Ontarians with Disabilities Act. 01.02 Active Volunteer – a Volunteer who meets all mandatory application and training requirements; attends mandatory training as required; and participates in a minimum of one special event, program or activity each year. 01.03 Direct Supervision – Volunteer work requires that Staff are available to provide leadership and guidance to Volunteers. Volunteer Coordinator/Staff Leads will schedule, plan, and assign work, check -in with volunteers during their shifts, provide feedback, ensure safety, provide or arrange for necessary training, and deal with issues as they are reported as per the Occupational Health and Safety Act. 01.04 Inactive Volunteer – a Volunteer who has not met, in the course of one calendar year, the minimum requirements to maintain active status. 01.05 Reactivation – the steps required to return to an active Volunteer status. 01.06 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 Vulnerable Sector Check (if 16 years of age or older), and has been accepted into the Volunteer Program but has not completed the Volunteer orientation to become an Active Volunteer. 01.07 Staff – an employee of the City and scheduled to work. 01.08 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, and will develop/collect the required materials to lead and oversee Volunteers within their area, i.e., position description, training documents, etc . 01.09 Volunteer – a person who voluntarily undertakes an assigned task or service without expectation of payment. 01.10 Volunteer Coordinator – refers to a staff position that oversees the corporate Volunteer program. The Volunteer Coordinator is responsible for accepting and onboarding all new Volunteers. The Volunteer Coordinator work s with Staff Leads and assists them in overseeing Volunteers within their area. 01.11 Volunteer Position Description – refers to a document outlining the roles and responsibilities assigned to a particular group of Volunteers. The document includes the position descriptions, required skills and training, as well as the list of duties and responsibilities assigned. Procedure Title: Volunteer Procedure Page 3 of 8 Procedure Number: CUL 080-001 01.12 Volunteer Waiver – a signed document required to volunteer with the City. This waiver must be signed by all Volunteers/Volunteer Parent/Guardians, prior to participation in the Volunteer program. The Volunteer Waiver must be signed by a Parent or Guardian for all Volunteers younger than 18 years of age (see Appendix 1). 02 Volunteer Management 02.01 The City will dedicate staff and program resources to the management, recruitment, recognition, and training of Volunteers. 02.02 The Volunteer Coordinator in conjunction with the Staff Leads will maintain a database that will include active and inactive volunteers, current contact information, training sessions attended, skills acquired, and hours accrued, for the purpose of applying for Volunteer recognition awards, and calculating an annual in-kind dollar value for Volunteer services rendered to the City . The Staff Leads will provide an annual report on Volunteer activities to the Volunteer Coordinator . The Volunteer Coordinator will c ompile a report on City volunteerism with recommendations, highlights, opportunities and risks. This report will form the basis for program improvements and remediation in the coming year. 02.03 The Volunteer Coordinator and Staff Leads managing Volunteers will work collaboratively with other City staff, and other professional associations in order to encourage and sustain the effectiveness of the City Volunteer program. 02.04 Volunteer positions are offered to: a) assist the City’s ability to deliver quality programs and events to the public in a sustainable manner; b) foster relationship building and community connectivity; c) community development and citizenship; and, d) build leadership, knowledge and skills within the community. 02.05 Formal Volunteer position descriptions will exist for all Volunteer roles, and will include duties, responsibilities, skills required, time, and training required, as well as dress code and PPE requirements. Volunteer Positions Descriptions created by Staff Leads/Volunteer Coordinator will be reviewed with Human Resources, authorized by the area non-union Supervisor, and approved by area Directors and/or Division Heads. All updates and changes will be made and posted as required. 03 Recruitment and Intake of Volunteers 03.01 Volunteers will be actively recruited by means of promotional/social media, recruitment fairs, promotion, outreach, and by word of mouth. Procedure Title: Volunteer Procedure Page 4 of 8 Procedure Number: CUL 080-001 03.02 Volunteer positions will be openly advertised at pickering.ca/volunteer. 03.03 Volunteers will be recruited without discrimination according to the Ontario Human R ights Code. 03.04 Volunteer candidates must complete and submit a Volunteer application form. 03.05 The City Volunteer application form will be available online, and in paper format upon request. Applications will be reviewed by the Volunteer Coordinator. 03.06 The Volunteer Coordinator will confirm receipt of application form with the applicant, and request the submission of required documents and training, as well as providing a letter certifying that the Volunteer is seeking a role with the City, and requesting a Vulnerable Sector Check (VSC) depending upon the volunteer ’s age. 03.07 All City volunteers must provide a minimum of two written references, and a VSC (if over 16 years of age), as well as proof of accessibility and health & safety training. 03.08 The minimum age required for a VS C is 16 years of age. 03.09 The City requires volunteers over 16 to provide a satisfactory VSC. An applicant with convictions listed on a VSC may still be considered, and can be interviewed at the discretion of the Director, Community Services and C hief Administrative Officer. 03.10 Volunteer applicants will be scheduled for orientation once the Volunteer Coordinator has received and vetted all required documents. 03.11 If further training is required for a specific Volunteer position, such training will be scheduled following the confirmation of position. Volunteers will be credited Volunteer hours for position-specific training hours. 03.12 The City reserves the right to deny applicants, and may choose to set a term or end date for Volunteer service. 03.13 Volunteers under the age of 14 may be accepted at the discretion of the Volunteer Coordinator . A parent or guardian who is also a registered Volunteer, and is over the age of 18, will accompany Volunteers aged 14 and under during Volunteer duties. The City will not assign a guardian to Volunteers, this is the responsibility of the parent, and must be confirmed prior to the acceptance of the Volunteer. 03.14 Volunteers will receive copies of the Volunteer position description, and be given the opportunity to ask questions regarding the position, prior to their accepting the position and Volunteering with the City. The Volunteer Procedure Title: Volunteer Procedure Page 5 of 8 Procedure Number: CUL 080-001 Coordinator will manage all Volunteer profiles and files within the Volunteer Database. 03.15 Volunteer profile contents will be restricted to access by Volunteer Coordinator, Staff Lead, immediate non-union Supervisors, and Human Resources. The profile will contain a scanned copy of all documentation, application, and training certifications associated with the individual Volunteer. 04 Orientation, Training and Skills Development 04.01 The City will take every reasonable step to ensure Volunteers feel confident and competent in their roles. 04.02 The Volunteer Coordinator and Staff Leads will work with volunteers to provide training, certification, and skills development, reflective of the tasks and roles for which the Volunteers are responsible. 04.03 Staff Leads will identify and provide required supplementary training. Training requirements will be included in Volunteer position descriptions. Staff Leads will budget for, schedule, and track supplemental training for Volunteers in their areas. 04.04 Volunteers understand that hazards may be present and identify these hazards to Volunteer Coordinator or Staff Leads, who will take steps to alleviate or minimize risks. 04.05 Volunteers will not be registered until they have completed the required training; thereafter, all volunteers must complete a refresher course in health and safety, accessibility and orientation training, a minimum of every three years. 04.06 All Volunteers will be provided with training for each task they are assigned, as well as any associated emergency response training. 04.07 The Volunteer Coordinator and Staff Leads must complete the supervisor’s health and safety online training every three years. The Volunteer Coordinator and Staff Leads will be responsible to track their own certification. 05 Rights and Responsibilities 05.01 Volunteers have the right to: a) be treated with respect; b) be provided with meaningful work; c) a suitable and mutually agreed-upon assignment; d) be prepared for the job by orientation and training sessions that are thoughtfully planned and effectively presented; Procedure Title: Volunteer Procedure Page 6 of 8 Procedure Number: CUL 080-001 e) advice and support from a designated Staff Lead or Responsible Person, continued training on the job, information on new developments, and training for greater responsibility ; f) know if their work is effective and how it may be improved; g) be kept informed about programs, activities, and happenings at the City; h) be heard, free to make suggestions, and to have respect shown for an honest opinion; and i) be appreciated and recognized for contributions to the success of the programs they support. 05.02 Volunteers will be responsible to: a) be aware of the City Priorities, Values & Vision; b) be knowledgeable regarding programs, services and events related to their Volunteer position; c) be sincere in their offer of service, undertaking only work that is assigned; d) maintain a good working relationship with staff and other volunteers in accordance with the City’s Respect in the Workplace Policy; e) act as ambassadors for the City Volunteer Program and City, in the performance of their duties in accordance with their job descriptions and the City Policies and Procedures; f) be cheerful and pleasant; g) welcome leadership and guidance graciously , and consult with Staff Leads when unclear on policy or action; h) undertake training as required and be willing to learn from all sources including reading material, staff, other Volunteers, and the public ; i) maintain the integrity and confidentiality of the City; bring concerns directly to the attention of staff, and commit to keeping negativity out of the workplace; j) work as a team member to carry out duties reliably, to be on time, and to call with as much notice as possible if not available for the agreed-upon assignment; k) act in the best interests of the City, and its visitors without any intention of attaining direct or indirect benefit; and l) refer questions unrelated to their assigned position, donations, and Volunteer enquiries directly to staff. 06 Volunteer Status 06.01 City Volunteers must be registered (as outlined in S ection 3.0). 06.02 Volunteers who meet initial mandatory training, have signed the City Volunteer Waiver, provided an acceptable VSC, and who attend annual training and participation requirements will be considered active. Procedure Title: Volunteer Procedure Page 7 of 8 Procedure Number: CUL 080-001 06.03 Volunteers on leave will be archived after one year in which they have not met mandatory training and participation requirements. 06.04 Volunteers who have resigned or were terminated will be considered immediately archived. 06.05 Volunteers who have resigned or were terminated will be reactivated only at the discretion of the Department Director. 07 Insurance 07.01 The City will maintain adequate insurance coverage to ensure that Volunteers are covered for general liability during the course of their Volunteer duties. 07.02 Volunteers are insured only when they: a) are fully registered; b) have maintained active status; c) are performing their duties as assigned, outlined in their Volunteer position description; d) have recorded their hours; and e) are conducting assigned work under the direct supervision of their designated Staff Lead. 08 Supervision 08.01 Supervision of Volunteers is provided by the Volunteer Coordinator or Staff Leads. 08.02 Volunteers are permitted to meet and work under the supervision of a Staff Lead for the purpose of City mandated work. 08.03 Volunteers will receive supervision according to their Volunteer position description, work plan, or task. 08.04 The complexity and risk of each assignment will determine the level of supervision required. 08.05 Volunteer work must be assigned by the Volunteer Coordinator or Staff Lead, and fulfill the goals of the City. 09 Cash Handling and Reimbursement of Expenses 09.01 Volunteers do not handle monies or spend monies on behalf of the City. 09.02 All monies related to Volunteer activities will be handled by the Volunteer Coordinator or a Staff Lead. Procedure Title: Volunteer Procedure Page 8 of 8 Procedure Number: CUL 080-001 10 Recognition 10.01 The City will dedicate resources for the appreciation, and recognition of Volunteers. 10.02 Volunteers will be consulted regarding Volunteer recognition and award nominations. 10.03 Volunteers may be recognized in a variety of ways that will include informal and personal thank you notes/emails, peer recognition, and appreciation, formal internal and external (provincial and federal agency) awards, and public notices. 11 Termination 11.01 A Volunteer may voluntarily choose to terminate their services by providing written resignation to the Staff Lead. 11.02 Resignations and terminations will be documented by the Volunteer Coordinator in a letter. The letter will be mailed to the Volunteer, copied to the Special Advisor, Community Initiatives and saved in the Volunteer’s profile. 11.03 The Volunteer Coordinator , in discussion with their immediate non-union supervisor, has the authority to dismiss a Volunteer on the following grounds: a) failure to comply with the Policies and Procedures of the City; b) failure to adhere to the Volunteer position description, assigned tasks and/or work plan; c) failure to provide notice of absence, or arrive for assigned shifts and commitments on three occasions within one calendar year, theft, devaluing, defacing, misuse or destruction of City property; and d) for demonstrating inappropriate or offensive conduct. 11.04 Situations requiring reprimand and dismissal will be dealt with fairly and consistently while respecting the safety, confidentiality, and dignity of all concerned. 12 Procedure Review 12.01 This Procedure will be reviewed every three years. Please refer to all associated Policies and Standard Operating Procedures, if applicable, for detailed processes regarding this Procedure. Appendices Appendix 1 Volunteer Waiver Volunteer Waiver and Photo Release I hereby give permission for images of myself/my child, captured during special event activities through video, photo and digital camera, to be used solely for the purpose of the City of Pickering promotional material and publications, and waive any rights of compensation or ownership thereto. I acknowledge that I will provide service to the City of Pickering on a volunteer basis only. I understand that in performing volunteer duties, I will not perform in any supervisory capacity or operate any machinery or equipment. I understand the foregoing services will be rendered without payment and I will not be entitled to any benefits normally provided by the municipality. I will be responsible for my own health insurance. I acknowledge that there are certain potential risks inherent in participating in this volunteer program including but not limited to slipping, tripping, falling, coming into contact with other persons, equipment malfunctioning, the consumption of food or beverage, and an unlimited assortment of additional potential risks. I acknowledge that all risks cannot be prevented and I assume those risks beyond the control of the City and City staff. If I am signing this application as a parent or guardian I hereby acknowledge and assume the aforementioned risks on behalf of the minor person. I hereby release and discharge the City of Pickering, its elected officials, directors, officers, employees, contractors, volunteers and agents from any and all liability in respect of any bodily and personal injury, death, illness, property damage, or other loss and liabilities whatsoever of any nature or kind arising out of or in any way connected with my participation in volunteer services I perform on behalf of the City of Pickering. In addition to the acknowledgement and assumption of risk, as well as the waiver and release, I further agree that in the event of any claim, action, or charge, I shall indemnify and save harmless the City, including its directors and officers, employees, elected officials, volunteers and agents (the City) , from all manners of claims, actions, damages , losses, expenses, costs, and proceedings of every kind or nature whatsoever which may be brought against the City, either directly or indirectly, in respect of any matter or thing in consequence of or in connection with or arising from the applicants participation in this program. Under 18 Age 18+ To be completed by a Parent or Guardian if the volunteer/applicant is between 14-18 years old. Date: Signature: *Please enter N/A in signature box if volunteer is over 18 and sign below To be completed by the volunteer/applicant 18 years of age or older Date: Signature: Appendix 1