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HomeMy WebLinkAboutCUL 080-001 Volunteer Procedurec4 �h DICKERING Procedure Procedure Title: Volunteer Procedure Procedure Number CUL 080-001 Reference Date Originated (m/d/y) Date Revised (m/d/y) Volunteer Policy CUL 080 ' February 2020 Approval: Chief Adrp. nistr tiOfficer Point of Contact Supervisor, Cultural Services Pages 9 Procedure Objective The City of Pickering relies on the unpaid work, talent and skills of volunteers and values their, contributions. The purpose of this Procedure is to establish rules and guidelines governing the recruitment, training, retention, management and recognition of volunteers, in order for the City to ensure that volunteers have work that is safe, significant, fulfilling and appreciated. Index 01 Definitions 02 Volunteer Management 03 Recruitment and Intake of Volunteers 04 Orientation, Training and Skill 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 01 Definitions 01.01 Accessible Customer Service and Integrated Standards for Accessibility Training — training sessions mandated by the Accessibility for Ontarians with Disabilities Act (A ODA). 01.02 Active Volunteer — a volunteer who meets all mandatory interview 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 Leads are available to provide leadership and guidance during volunteer work. 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 (OHSA). 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 Qualified Staff — have workplace health and safety training for supervisors, are knowledgeable of City Policies/Procedures and Standard Operating Procedures (SOP) that guide volunteer activities. 01.06 Reactivation — the steps required to return to an active volunteer status. 01.07 Registered Volunteer — a volunteer who has submitted an application, required references, proof of health and safety training, proof of online Accessible Customer Service training, has provided an acceptable Criminal Reference Check (CRC) and/or Vulnerable Sector Screening (VSS) (if 16 years of age or older), and has been interviewed and accepted into the Volunteer Program but has not completed the training to become an active volunteer. 01.08 Responsible Person — a City staff person who has been assigned and accepted the responsibility to supervise volunteers in their assigned 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. Responsible Persons have acknowledged the responsibilities of the role, and have signed a copy of this Procedure, which will be kept in their personnel file. Persons who have agreed to be listed as a Responsible Person to supervise work, and meet the requirements under the OHSA, are designated as competent to direct work for which they have the correct training, including Personal Protective Equipment (PPE). Responsible Persons must ensure correct training and PPE are in place, prior to assigning work. No person is to undertake work without competent supervision by a Responsible Person, the correct training, or PPE. 01.09 Staff — an individual paid by The Corporation of the City of Pickering and scheduled to work. Procedure Title: Volunteer Procedure Page 2 of 9 Procedure Number: CUL 080-001 01.10 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: including a position description, and training documents. 01.11 Volunteer — a person who voluntarily undertakes an assigned task or service without expectation of payment. 01.12 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 to be assigned. Active volunteers will sign a position description for each role they take on. 01.13 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 opportunities or training. 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 of Pickering will dedicate staff and program resources to the management, recruitment, recognition, and training of volunteers. 02.02 Staff Leads responsible for coordinating volunteer activities 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 Corporation of the City of Pickering. The Staff Leads will provide an annual report on volunteer activities to the Coordinator, Cultural Services. The Coordinator, Cultural Services will compile 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 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. Procedure Title: Volunteer Procedure Page 3 of 9 Procedure Number: CUL 080-001 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 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. 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 Rights 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 City facilities. Applications will be forwarded to the Staff Lead for each area by the Clerk - Typist, Community Services. 03.06 Staff Leads 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 of Pickering, and requesting either a CRC or VSS depending upon the volunteer role. 03.07 All City volunteers must provide a minimum of two written references, and a clear Criminal Reference Check (CRC) and/or a Vulnerable Sector Screening (VSS), as well as proof of accessibility and health & safety training. 03.08 The minimum age required for a CRC and VSS will be 16 years of age. Volunteers below this age will be required to provide a clear CRC and VSS upon turning 16. 03.09 The City requires volunteers to provide a satisfactory CRC and/or VSS. An applicant with convictions listed on a CRC may still be considered, and can be interviewed at the discretion of the Director, Community Services and Deputy CAO. 03.10 Volunteer applicants will be scheduled for an interview once the Staff Lead has received and vetted all required documents and proof of training. 03.11 After the interview, selection or non-acceptance is confirmed by the Staff Lead. Procedure Title: Volunteer Procedure Page 4 of 9 Procedure Number: CUL 080-001 03.12 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. 03.13 The City of Pickering reserves the right to deny applicants, and may choose to set a term or end date for volunteer service. 03.14 Volunteers under the age of 12 may be accepted at the discretion of the Staff Lead. A parent or guardian who is also a registered volunteer, and is over the age of 18, will accompany volunteers aged 12 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. 03.15 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. Volunteers must sign a copy of the position description indicating that they accept the position, and have been provided an opportunity to ask questions related to the position description, prior to volunteering with the City. 03.16 Volunteers will be provided with a copy of their signed volunteer position description and a copy will be kept in their file with the Staff Lead. 03.17 Staff Leads will create a volunteer file for each volunteer hired within the central volunteer folder R: Staff Leads — Volunteer Committee. Prior to hiring a volunteer, Staff Leads will check central files for a volunteer folder, and call the relevant Staff Lead for a reference. Where no volunteer folder exists, staff will: a) review application, references, and collect required certifications; b) interview the candidate for suitability; and, c) collect a signed copy of the volunteer position description, photo model release form, and volunteer waiver form. 03.18 Folder contents will be restricted to access by Staff Lead, immediate non-union supervisors, and Human Resources. The folder 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 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. Procedure Title: Volunteer Procedure Page 5 of 9 Procedure Number: CUL 080-001 04.03 Volunteers who work in a volunteer position that directly impacts the safety of others must have supervisors health and safety training. 04.04 Staff Leads will identify and provide required supplementary training. Training requirements will be included in volunteerposition descriptions. Staff Leads will budget for, schedule, and track training for volunteers in their areas. 04.05 Volunteers understand that hazards may be present and identify these hazards to Staff Leads, who will take steps to alleviate or minimize risks. 04.06 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. 04.07 All volunteers will be provided with training for each task they are assigned, as well as any associated emergency response training. 04.08 Staff Leads must complete the supervisor's health and safety online training every three years. 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; 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; Procedure Title: Volunteer Procedure Page 6 of 9 Procedure Number: CUL 080-001 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 of Pickering; 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 of Pickering, and its visitors without any intention of attaining direct or indirect benefit; and, I) 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 Section 3.0). 06.02 Volunteers who meet initial mandatory training, have signed the City Volunteer Waiver, provided an acceptable CRC and VSS, and who attend annual training and participation requirements will be considered active. 06.03 Volunteers on leave will be considered inactive 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 inactive. 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 of Pickering 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; Procedure Title: Volunteer Procedure Page 7 of 9 Procedure Number: CUL 080-001 c) are performing their duties as assigned, outlined in their volunteer position description and/or approved work plans; 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 City staff who are 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 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 a Staff Lead. 10 Recognition 10.0.1 The City of Pickering 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 Staff Lead in a letter. The letter will be mailed to the volunteer, copied to Community Services and saved in the volunteer's central file. Procedure Title: Volunteer Procedure Page 8 of 9 Procedure Number: CUL 080-001 11.03 The Staff Lead, 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 of Pickering; 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 3 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 Procedure Title: Volunteer Procedure Page 9 of 9 Procedure Number: CUL 080-001 lily ql PICKERING Volunteer Waiver Release of Liability, Waiver of Claims, Assumption of Risks and Indemnity Agreement Name: Address: City/Province: Postal Code: Home Tel. No.: ( Cell No.: ( ) Bus. Tel. No.: ( ) Email Address: Birth Date (yy/mm/dd) To: The Corporation of the City of Pickering (the "City"), and its respective agents, servants, contractors, representatives, elected and appointed officials, directors, officers, employees, successors and assigns (collectively, the "Releasees"): (the "Volunteer") freely accept and fully assume all such risks, dangers and hazards and the possibility of personal injury, death, property damage or loss resulting from my participation as a volunteer in the City volunteer program. I agree to comply with all policies, rules and regulations which may be established by the City, and I understand that failure to do so may result in my immediate termination as a volunteer. I acknowledge that my services are provided solely on a volunteer basis, without pay or compensation of any kind, and without any liability of any nature on behalf of the City. All volunteer services I perform on behalf of the City are undertaken at my own risk. In consideration of the Releasees permitting me to participate as a volunteer in the City volunteer program, I hereby agree as follows: 1. To Waive Any and All Claims that I have or may have in the future against the Releasees and to release the Releasees from any and all liability for any loss, damage, expense or injury, including death, that I may suffer or that my heirs, executors, administrators, successors and assigns may suffer by reason of my participation as a volunteer due to any cause whatsoever, including, but not limited to, negligence, breach of contract, or breach of any statutory or other duty of care, including any duty of care owed under the Occupiers' Liability Act, R.S.O. 1990, C.O.2, as amended, on the part of the Releasees, and including the failure on the part of the Releasees to safeguard or protect me from any risks, dangers and hazards by reason of my participation as a volunteer. 2. To hold harmless and indemnify the Releasees from any and all liability for any property damage or personal injury to any third party resulting from my participation as a volunteer. 3. This Agreement shall be effective and binding upon my heirs, executors, administrators, successors and assigns, in the event of my death or incapacity. In entering into this Agreement, I am not relying on any oral or written representations or statements made by the Releasees with respect to the safety of participating as a volunteer other than what is set forth in this Agreement. 1 of 2 czy DICKERING I agree that by participating as a volunteer I am not provided with any disability, accident or medical insurance or compensation and that 1 am not covered by the Workplace Safety and Insurance Act, 1997, S.O. 1997c. 16, Schedule A, as amended, should I become injured while participating as a volunteer. I confirm that I have read and understood this Agreement prior to signing it, and I am aware that by signing this Agreement I am waiving certain legal rights which I or my heirs, executors, administrators, successors and assigns may have against the Releasees. Signed this day of , 20 Signature of Volunteer: Print Name Clearly: If under 18 years of age, Parent/Guardian to sign below Signature of Parent/Guardian: Print Name Clearly: I allow the City to use any photographs, film, videotapes, or other visual representation taken of me in my volunteer services for use in public relations efforts of the City. ❑ I agree ❑ I do not agree Personal information on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, 2001, S.O. 2001 c.25, as amended, and will be used for the purpose of confirming the eligibility and suitability for volunteer placement in the City volunteer program. Questions about the collection of personal information should be directed to the City Clerk, The Corporation of the City of Pickering, One The Esplanade, Pickering, Ontario, L1 V 6K7, 905.420.4611. 2 of 2