GVSP MANUAL OF OPERATIONS

GVSP VOLUNTEER MANAGEMENT SYSTEM MANUAL OF OPERATIONS

Gualandi Volunteer Service Programme, Inc. [GVSP] of 49

Gualandi Volunteer Service Programme, Inc. The Volunteering Programme of the Gualandi Mission for the Deaf

MANUAL OF OPERATIONS



TABLE OF CONTENTS I. INTRODUCTION ……………………………………………………………………………………………………. 5

Brief History Our Vision Our Mission Our Goal GVSP Core Values Objectives

II. GVSP ORGANIZATIONAL STRUCTURE ………………………………………………………………………. 6

A. The Programme Office B. Organizational Chart

III. VOLUNTEER AND PLACEMENTS ………………………………………………………………………………. 7

A. Volunteer Placement B. Volunteer Qualifications

IV. VOLUNTEER PLACEM ENT ASSESSMENT ……………………………………………………………………. 8

A. Policy Statements B. Placement Assessment Strategy. C. Volunteer Job Description

a. Procedure in designing volunteer job description b. Volunteer Job Description Elements

V. DIVERSITY MANAGEMENT POLICY …………………………………………………………………………….. 12

A. Policy Statements B. Definitions C. Policy Applications

a. Policies b. Responsibilities c. Reasonable Accommodations

D. Responsibility VI. PROMOTION & RECRUITMENT SCHEME …………………………………………………………………….... 13

A. Policy Statements B. The Recruitment Committee

a. Responsibilities b. Do’s and Don’ts for Recruitment Committee Members

C. Recruitment Process/Procedures D. Recruitment Plan/Strategy

VII. SCREENING AND SELECTION SCHEME …………………………………………………………….………..16

A. Policy Statements B. The Screening Committee C. Responsibilities

VIII. VOLUNTEER CRITERIA & RATING SYSTEM ………………………………………………………..……… 17

A. Policy Statements B. GVSP DIMENSIONS C. GVSP DIMENSIONS RATING CRITERIA

AN OVERVIEW: PROMOTIONS, RECRUITMENT, SCREENING AND SELECTION ……………………..…. 19 IX. VOLUNTEER ORIENTATION, TRAINING & FORMATION ………………………………………………..… 20

A. Policy Statements B. Training Program and Formation

X. GUALANDIAN VOLUNTEER HANDBOOK/JOURNAL …………………………………………………..…… 21

A. Policy Statements B. Volunteer Handbook/Journal Contents



XI. CONFLICT OF INTEREST ………………………………………………………………………………………… 22 A. Policy Statement B. Procedures c. Board Members

XII. NEGOTIATING THE VOLUNTEER PLACEMENT CONTRACT ……………………………………………... 24

A. Policy Statement a. With the Volunteer/s: b. With the Host Organization: c. With the GVSP Programme Office:

XIII. WELCOMING AND SENDING-OFF VOLUNTEERS ………………………………………………………….. 25

A. Welcome of Volunteers a. Objective of the welcome: b. Strategies in welcoming the volunteer

B. Sending-Off Volunteers a. Objective of the send-off:

XIV. SUPPORT FACILITIES FOR VOLUNTEERS …………………………………………………………………. 25

A. Space and Other Facilities: B. Furniture and Equipment C. Miscellaneous Support D. Support Facilities for Specific Positions or Jobs

XV. WORKING ARRANGEMENT POLICIES ……………………………………………………………………….. 26

A. Attendance, Hours of Work & Overtime Policy Statements B. Leave Policy Statements C. Holiday Policy Statements

XVI. CONFIDENTIALITY AND RECORD KEEPING POLICY …………………………………………………….. 28

A. Collecting Subject Data Policy Statement B. Data Storing and Processing Policy Statement C. Archives and Record Management Policy

1. PERMANENT RECORDS 2. MEDIUM TERM RECORDS 3. SHORT TERM RECORDS

D. Procedures E. Responsibilities

XVII. RESOURCE MOBILIZATION …………………………………………………………………………………… 30

A. Policy Statement B. Procedures

XVIII. TRAVEL, ALLOWANCES, REIMBURSEMENT AND OTHER RELATED EXPENSES ………….…….. 30

A. Policy Statements XIX. RISK MANAGEMENT ……………………………………………………………………………………….……. 32

A. Policy Statement B. Risk Classification

XX. HEALTH & SAFETY MANAGEMENT ……………………………………………………………………….….. 33

A. Policy Statement XXI. SMOKING, ALCOHOL AND DRUG ABUSE POLICY ……………………………………………………….. 33

A. Policy Statement XXII. HARASSMENT IN THE WORKPLACE ……………………………………………………………………….. 34

A. Policy Statement B. Definitions C. Policy Application

a. Prevention b. Rights c. Obligations



D. Procedures E. Confidentiality F. Disciplinary Action

XXIII. WORKPLACE VIOLENCE ……………………………………………………………………………………… 34

A. Policy Statement XXIV. HANDLING VOLUNTEER COMPLAINTS, DISCIPLINE …………………………………………………... 39

A. Grievance Mechanism Policy Statements B. Procedure

XXV. STAFF/VOLUNTEER DISCIPLINE …………………………………………………………………………….. 39

A. Policy Statement B. Procedure

XXVI. TERMINATION OF VOLUNTEERS/STAFF FOR JUST CAUSE …………………………………………. 40

A. Policy Statements XXVII. VOLUNTEER/STAFF NURTURANCE AND DEVELOPMENT …………………………………………… 41

A. Policy Statements B. Volunteer-Staff Relations Strategies

a. Volunteer Recognition and Motivation b. Annually c. Quarterly d. As often as possible e. On special occasion f. During Recalls

C. Rewards and Recognition Plans/Strategies D. Support for Former Volunteers

a. Policy Statement XXVIII. VOLUNTEER-INITIATED PROJECTS ……………………………………………………………………… 43

A. Policy Statements B. Procedure

XXIX. VOLUNTEER RETENTION AND HIRING AS REGULAR STAFF ………………………………………... 43

A. Basis for absorbing volunteers as regular staff B. Probationary Hiring

a. Policy Statements XXX. VOLUNTEER PERFO RMANCE APPRAISAL ……………………………………………………………….. 44

A. Objectives B. Policy Statements C. Procedures D. Responsibilities E. Frequency F. Remedies for Poor Performance

a. Policy Statement G. Performance-related Rating System

XXXI. TERMINATION OF VOLUNTEER PLACEMENT CONTRACTS …………………………………………..47

A. Pre-termination of Contract a. Policy Statements b. Procedures:

B. End of Contract a. Policy Statements: b. Procedures:

XXXII. VOLUNTEER PROGRAM ASSESSMENT ………………………………………………………………….. 48

A. Policy Statement B. Procedure



MANUAL OF OPERATIONS I. INTRODUCTION This manual of operations contains the policies and procedures of the Gualandi Volunteer Service Programme (GVSP). The objectives of this manual are to:

• provide a standard reference for the Board of Directors, personnel, supervisors, staff and volunteers in understanding their rights and carrying out their responsibilities; ‘

• encourage continuity and consistency in the administration and application of volunteer management policy, and

• provide direction and authority in the day-to-day operation of the volunteer programme. .

These policies and procedures are approved by Board of Directors, administered by Programme Office and apply to all personnel, supervisors, staff, and volunteers of the Gualandi Volunteer Service Programme. Brief History The Gualandi Mission for the Deaf was founded by Venerable Joseph Gualandi in Bologna, Italy and was officially established in 1872 as a religious congregation of Priests, Sisters, Brothers, Deaf Sisters, and Deaf Brothers. From Italy, the Mission spread to Brazil in December 1973 and to the Philippines in Cebu and Manila in October 1988. The members of the Congregation, called the Gualandians whose mission is to enable the Deaf to grow and develop as independent, integrated, fully human and empowered citizens in the hearing society and in the Church, have established the Gualandi Social Center for Deaf to meet the socio-economic, educational, and psycho-spiritual needs of the Deaf. Part of the program is the Gualandi Volunteer Service Programme whose raison d'être is to train and form volunteers and/or Lay Missionaries to augment human resources for the delivery of service to the Deaf Community. Our Vision A group of volunteers who in being fully human and fully Christian share a love-life relationship with the Deaf as a Friend and Sister/Brother. Our Mission To enable the Deaf to grow and develop as independent, integrated, fully human and empowered citizens in the hearing society and in the Church through volunteering efforts. Our Goal To establish a pool of volunteers who are able to discern, internalize, and articulate his/her response to God from a free decision to total personal commitment as volunteers for/with/to the Deaf. GVSP Core Values The GVSP aims to train and form volunteers with the necessary knowledge, skills and values to become competent & creative persons; who are open to change; having a deep sense of justice and faith bringing about communion expressed in their concern and commitment to the service of the disadvantage especially to the Deaf.”



Objectives This volunteer service program provides a system for recruitment, assessment & screening, training & formation, placement monitoring and regular evaluation for the volunteers with the main aim of helping the volunteers to:

• deepen the volunteer’s acceptance of self and others and to develop inner freedom to make a responsible and permanent commitment as volunteers.

• develop the volunteer’s being as a person-for-others in relationship with the Deaf, with fellow volunteers, co-workers, and the people of God as a whole.

• deepen the volunteers’ conviction to serve and love unconditionally so as to intensify her/his appreciation and exercise of her/his volunteer involvement especially her/his work with the Deaf.

• provide support system and continuing education for volunteers. II. GVSP ORGANIZATIONAL STRUCTURE A. The Programme Office The GVSP Programme Office is composed of the following personnel and staff:

• Programme Officer • Financial/Budget Officer • Promotion/Marketing Manager • Recruitment Committee • Screening and Selection Committee • Training and Formation Committee • Placement Officer • Secretariat • Volunteer Coordinator

B. Organizational Chart

BOARD OF DIRECTORS

Training & Formation Committee

Screening & Selection

Committee

Promotions & Recruitment Committee

Programme Officer

Ad hoc Committees

Placement Officer

Volunteer Supervisor or Coordinator

Personnel and Staff

Volunteers



III. VOLUNTEER PLACEMENTS A. Volunteer Placement GVSP’s volunteer programme will constitute two (2) types of volunteering; i.e. the SHORT-TERM VOLUNTEERING PROGRAM and the LONG-TERM VOLUNTEERING PROGRAM. SHORT-TERM VOLUNTEERING – Refers to the quarterly volunteering programme, i.e. covering the period of at least 48 hours to utmost 60 days of volunteer service. Such duration of volunteer service will be reflected on the Short-Term Volunteer Placement Contract. Renewal of contracts and re-entry of short-term volunteers will be governed in accordance to GVSP’s Volunteer Re-entry Policies and Procedures on and of the Volunteer Retention and Absorption Policies and Procedures. LONG-TERM VOLUNTEERING – Refers to the one-year volunteer placement programme to the different host/partner organization/institution approved by the Volunteer Programme as stated, identified, and defined in the Placement Assessment Policies GVSP short-term and long-term volunteers work by helping or assisting in different programs, fields & areas of concern such as:

• Managing Deaf Ministries • Deaf Community Organizing • Capacity building of Deaf Organizations • Deaf Rights Advocacy • Deaf Education (formal, non-formal & catechism/religious instructions) • FSL Interpreters of the Deaf • Liturgical Activities for the Deaf • Human Resource such as facilitators, logistics, coordinators for seminars,

workshops, retreats and recollections and Deaf camps B. Volunteer Qualifications a. LONG-TERM (one–year volunteering placement)

Criteria Qualifications

Age: 18-32 years old Education: College graduate, young professional Religion: Preferably Catholic Language: • Able to read, speak, and write English

• Must have basic sign language skills Others: • Willing to be placed for one year in a place where he/she is most needed;

• Willing to accept a volunteer allowance; • Willing to work with and for the Deaf.



b. SHORT-TERM (Quarterly placements)

Criteria Qualifications

Age: 15-60 years old

Religion: Preferably Catholic;

Education: At least in secondary level of education (high school)

Others: • Willing to work with or for the deaf; • Preferably knows basic sign language; • Must willing to give at least 48 hours of volunteer work; • Willing to accept the work assigned.

IV. VOLUNTEER PLACEMENT ASSESSMENT

A. Policy Statements

1. Organizational or placement assessment will be the responsibility of the GVSP Placement Officer.

2. The placement officer reports directly to the Programme Officer and Board of Directors and works with the volunteer coordinator.

3. Organizations/institutions who are qualified to become a GVSP host organization or placement site will be the following types:

• Organizations of Deaf people themselves (POs/NGOs) • Non–governmental organizations (NGOs) that are working with or for the Deaf

as their main trust. • Non- governmental organizations (NGOs) having program/s that are related to

the welfare of the Deaf in general. • Church-based or faith-based institution such as dioceses, parishes and religious

denominations that are doing or having ministerial work to their Deaf parishioners or congregants.

• Any private, government, or a religious educational institution that is catering the formal, non-formal, and religious education of the Deaf.

• Institutions (either GO, NGO, PO and faith-based) that does neither work directly nor indirectly with and for the Deaf, however, may request for a placement assessment, if the said institution wants a volunteer with the intention of starting a program in relation to the Deaf.

4. The above-mentioned organizations and institution will be assess, screen and evaluation using a set criteria and standards developed by the Volunteer Service Programme.

5. No volunteer will be placed or sent to an organization, parish or educational institution/schools without first undergoing the process of placement assessment and approval of the board of directors.

6. Organizations, parishes, or educational institution that passed the placement assessment process does not guarantee volunteer placement.

7. Formal relationship between GVSP and host institutions and organizations, in a form of partnership will start with the placement of the volunteer. The Volunteer Placement Contract wherein the contracting parties will be GVSP, the Host Organization/institution and the Volunteer binds this relationship.

8. GVSP after doing the appropriately assessment process, and with a clear and valid grounds and justifications, reserves the right to refuse and/or deny an institutions/organizations request for a volunteer or becoming a partner organization.



9. With regards to the short-term volunteering programme, volunteer placement will originate and be defined against the annual Pastoral Programs and Strategies of the Gualandi Mission for the Deaf and the Gualandi Volunteer Service Programme wherein short-term volunteers will be placed. No short-term volunteer placement will be defined outside the main trust of the Pastoral Program of the Gualandi Mission for the Deaf and strategic plans of the Gualandi Volunteer Service Programme.

10. In its capacity, the Gualandi Mission for the Deaf may request a long-term volunteer for its program; this however, will now follow the guidelines set by GVSP for the long-term volunteering programme.

11. All information, data, and documents in the placement assessment process will be handled with absolute confidentiality in accordance of the Record Keeping Policy of GVSP.

B. Placement Assessment Strategy.

The Placement Officer upon request of the institution/organization will do placement assessment on a time amenable for both parties. The placement assessment will be in one-day workshop type participated by the requesting organizations head/chairman, the would be volunteer’s supervisor, a staff and if possible a person of whom the volunteer will be working with e.g. Deaf Leaders in the Community, Deaf teachers or the teachers for the Deaf, Deaf Ministers etc… The expected output of the workshop would be a Placement Report Outline by the GVSP Placement Officer and the Placement Request form filled-up by the requesting organization/institution. The following would be the dimensions involve in assessing a Placement Request:

A. Organizational capacity

i. Institutions history and “being”

ii. Vision

iii. Mission

iv. Goals and Strategies employed

v. Program of Activities

vi. Organizational Structures

vii. Authority and Decision Making

viii. Documents, Systems and Procedures

ix. Networks

B. Technical Capacity

i. Funding and Financial Resources

ii. Human Resources and Staffing

iii. Material Resources and Logistics

C. Project specific

D. Volunteer Roles



C. Volunteer Job Description a. Procedure in designing volunteer job description The Placement Officer, Volunteer Coordinator and the host/partner organization will be involved in designing the Volunteer Job Description and should bear in mind the following steps:

Step 1. Review the mandate i.e. it’s VMG and strategies of the requesting organization/institution and work it against the volunteer placement.

Step 2. Identify the functions that support of the organization’s mandate. Look at how various functions/components/tasks are carried out to achieve the mission/mandate (task analysis, task identity, task significance).

Step 3. Identify the skills necessary for the task. Establish the qualities that will be needed to perform the various components or tasks, as defined (skill analysis, skill variety, and autonomy).

Step 4. Identify and describe volunteer assignments (job descriptions). Step 5. Match volunteers to assignments.

b. Volunteer Job Description Elements The GVSP will use the following elements in making and developing its volunteer job description.

Job Description Elements Item details, description and context

Job Title This will give the title of the volunteer in his/her placement.

Job description This item will put in a summarize description of the volunteers job placement

Assignment/Placement This item will explain what will be the main task or assignment of the volunteer and what will s/he will be doing. This will be given a title that will clearly reflect the task. It can later be renamed or re-titled according to the nature of the assignment/placement and when it has been fully defined.

Purpose This item will explain the things needed to be accomplished by the volunteers and the objectives of the placement, and states the reason of the placement.

Tasks This item elucidates the individual activities related to the fulfillment of the job description and purpose. It is a list everything that is part of the job (or assignment) that the volunteer has to do in congruence to its purpose.

Time Commitment This item states a realistic time frame for the volunteers to finish or accomplished a task/assignment given to him/her.



Job Description Elements Item details, description and context

Firm vs. flexible time This is related to the specific number of hours/days/weeks or months needed by the volunteers to finish the job placement. This point the duration of the volunteer placement/assignment.

Skill Requirements and Qualification

This item of the Job description describes the needed hard skills and soft skills in performing the job.

Training and Skill development

This item describes the training and skill development that the volunteers will be receiving during the period of the placement. This will include the programs and the support system to help the volunteer in learning and developing a needed skill for the job either human resources, logistics, materials, and manuals that may be necessary for the volunteer and the training.

Supervision GVSP volunteers deserve to know to whom they will answer. This will give a clear definition to whom shall the volunteer will work with directly. The supervisors will be their guide and will give them a clear picture of the reporting system of the volunteer programme. The item also will explicate on how the volunteer will be evaluated and on what basis s/he will be evaluated.

Authority/Decision Making

This item explains the limits and boundaries of the volunteer vis a vis his/her placement. This will guide the volunteer on how s/he will make decisions on certain things like handling money, authority, speaking for the organization, networking and so on.

Supporting Policies This item will state the required policies and guidelines that will affect or govern the volunteer’s job placement. These can be either internal (bylaws or a volunteer manual, for example) or external (such as government imposed non-smoking policy or Health and Welfare standards or Church policies). Examples would be the Volunteer Placement Contract which will bind the volunteer to the programme.

Working Conditions This item will establish where the GVSP volunteer will be working in the job placement. This will also take into account physical conditions should such items as special footwear needs, the accessibility of your building, physical strength required for the job, manual dexterity, or the ability to handle heights, etc. … This will also include list any special equipment needed for the accomplishment of the job placement.

Benefits This item of the job description will state the benefits the volunteers will be receiving during the placement.

Agreement/Approval The Volunteer should sign the agreement as an act of commitment and conformity to the job that s/he accepted.



IV. DIVERSITY MANAGEMENT POLICY A. Policy Statements

1. In keeping with basic principles, that all people are created equal before God and wo/men, the Gualandi Volunteer Service Programme is committed to social justice and to being a leader in supporting and valuing the diversity of the people, organizations, and communities. Valuing diversity is recognizing and respecting human differences and similarities. We welcome all who share our vision, our mission and want to help. GVSP therefore, is committed to opportunity diversity with respect to all aspects of employment, volunteer placement work and delivery of services. All decisions regarding recruitment, hiring, promotion, screening and selection, compensation, volunteer and staff development decisions such as training, and all other terms and conditions of staff/volunteer work, will be made without regard to race, ancestry, place or origin, color, ethnic origin, citizenship, creed, religion, gender, sexual orientation, age, marital status, same-sex partnership status, family status, or physical or mental disability.

2. To ensure our services are free of barriers, staff and volunteer diversity is an integral part of the programme office’s operations. Individual differences are respected and valued. Fair and equitable treatment will apply to all aspects of employment. To ensure this, GVSP will actively remove barriers to ensure that each person has equal access to the benefits of employment.

3. Everyone at GVSP has a role to play in supporting our commitment to diversity and employment equity. Each personnel, volunteer or staff, regardless of position, is responsible for applying this policy on an ongoing basis. Each staff and volunteer is expected to treat all other staff and volunteer with dignity and respect and in a fair and non-discriminatory manner in all work related dealings.

4. Pro-active accommodation at work will be provided, where necessary and reasonably practical, to provide ways that support the employee’s dignity, worth and productivity, or to hire or retain qualified employees disabled through either injury or illness.

5. This policy applies to all personnel, staff, and all volunteers of GVSP as well as in the partner or host organizations and/or placement sites where GVSP volunteers and staff are working.

B. Definitions Discrimination: Discrimination is defined as any action, behaviour or attitude, whether intentional or unintentional, which negatively affects or could negatively affect the employment of a staff/volunteer, on the basis of one or more of the prohibited grounds contained in the legislation. Discrimination that is prohibited can be intentional and direct, or can take the form of indirect, unintentional, or “systemic” discrimination. Barriers: Generally fall into three areas: attitudinal/behavioral, procedural, and physical. Barriers prevent people from maximizing their contribution to GVSP because of their race, ancestry, place or origin, color, ethnic origin, citizenship, creed, religion, gender, sexual orientation, age, marital status, same-sex partnership status, family status, or disability. Work Accommodation: Work accommodation is any modification made to the way in which an individual works that enables that person to fulfill the essential job tasks for his or her assigned position. Modifications may be temporary or permanent.



Reasonably Practical: Efforts to accommodate a worker will be deemed to be reasonably practical based on several factors. Those that should be considered include sources of funding, undue hardship, health and safety requirements, and cost. Factors that may be excluded are business inconvenience and third party preferences. C. Policy Applications a. Policies: GVSP will be free of structures or actions that oppress, exclude, limit, or discriminate. Fair and equitable treatment will apply to all aspects of employment and work including but not limited to, recruitment, selection, placement, training and development, promotion, compensation, benefits, termination, and the work environment. b. Responsibilities: It is the responsibility of programme office to ensure that all policies, practices, guidelines and/or procedures do not permit intentional or unintentional (systemic) discrimination, and on an ongoing basis, to review and assess their policies, practices, and environments to ensure they are free of barriers and biases. In so doing, supervisors/coordinators will make every effort to ensure that the volunteer and staff workforce is reflective of the communities in which GVSP services are provided. c. Reasonable Accommodations: In order to discharge its obligations under this policy, GVSP will make all reasonable efforts to accommodate the particular needs of staff and volunteers, subject to operational requirements. Such initiatives may include, but are not limited to:

• The modification of job tasks and/or the physical workplace to accommodate for temporary and permanent physical disabilities.

• The modification of work hours • Religious Holiday Exchange: An employee may be permitted to exchange a religious

holiday with any current non-statutory holiday where appropriate work accommodations can be arranged.

D. Responsibility:

1. Board of Directors is responsible for advising partner organizations, maintaining, monitoring, and revising this policy; and for authorizing exceptions.

2. All staff and volunteers in the programme office, and the different committees are responsible for applying and implementing this policy in each of their respective areas.

VI. PROMOTION & RECRUITMENT SCHEME A. Policy Statements

1. There will be committee to handle the recruitment program. 2. GVSP will not accept/recognize any person to volunteer unless he/she undergoes the

recruitment process. 3. All information in the recruitment process will be handled with absolute confidentiality in

accordance of the Record Keeping Policy of GVSP. 4. GVSP will not discriminate any person in the recruitment process in accordance with the

Diversity Management Policy. 5. Any person found with civil and/or criminal record will be automatically disqualified in the

volunteer programme.



6. The following are the pertinent papers the applicant should furnished together with the GVSP volunteer application form:

A. LONG TERM-VOLUNTEERING • Resume with four 2x2 I.D. picture • Birth Certificate * • Baptismal Certificate (if available) * • Transcript of Record * • Recent Community Tax Certificate * • Guardian/Parent’s permit (18 – 24 years old) • Barangay Clearance * • Police Clearance* • Certificate of Good Moral Character * At least two (2) Rec ommendation Letter

B. SHORT TERM-VOLUNTEERING • Resume with four 2x2 I.D. picture • Birth Certificate * • Recent Community Tax Certificate * (for volunteers 18 years old above) • Guardian/Parent’s permit (15 – 24 yrs. old) • Barangay Clearance * • Certificate of Good Moral Character * (for college and High School Students)

(* - Must be in certified true copy)

7. Original volunteer application forms may be reproduced. 8. Submission and acceptance application form and papers will be done during office

hours. 9. For short term volunteering: submission of application form should be at most a quarter

before the intended volunteering quarter so as to give enough time for processing. 10. For Long term volunteering: deadline of submission of application form will be on the end

of the calendar year. B. The Recruitment Committee

The Recruitment committee will be composed of a five-man body comprising of a chair,

vice chair and three members. Three (3) out of the five-man committee should be members of the Board of Directors and the other two may either be a staff, a former volunteer, an external person invited by the Board of Directors or another board member him/herself. By its structure and nature, the committee will be working and reporting to the Board of Directors together with the Programme Officer and is answerable directly to the Board of Directors.

They are to work, in their capacity and mandate, independently from other committees and have authority and decision making in matters involving the promotions and recruitment scheme, though such may be put into review, critic and revisions of the Board of Directors for the good of the Volunteer Programme. The committee, therefore, has the responsibility to inform and/or report to the board of directors all the plans and program regarding promotions and recruitment. a. Responsibilities

Chair

• as the Recruitment Officers which direct /coordinate all the recruitment schemes

Vice-Chair • as the Promotions Officer and coordinates and promotion strategies

and mechanisms

1. Member • as the Marketing Officer works with the promotion offer in “selling’

the volunteer programme to prospective clients.

2. Member • in charge of promotion/information drive/ dissemination

3. Member • serves as secretariat of the committee



b. Do’s and Don’ts for Recruitment Committee Members

DO’s DON’Ts • Follow standard operating

policies and procedures always • Attend regular consultative

meeting • Prompt submission of reports

and pertinent papers • Coordinate with the committee

members • Have regular updates to the

Board of Directors • Update yourselves with new

trends

• Work on anything in the program without the knowledge of the committee

• Have hidden agendas • Be late for the applicant’s interview,

meeting, etc. • Forget to inform committee of

conflicting schedule that may affect operations

C. Recruitment Process/Procedures

Step 1. Information dissemination campaign Step 2. Networking

4Tri-media (posters, flyers, brochure) 4Series of talks, symposia and seminar forums in universities

and colleges Step 3. Giving out of application forms Step 4. Filling/gathering of application forms Step 5. Pre-screening of application forms Step 6. List of applicants for selection process Step 7. Submission to the selection process committee Step 8. Contacting final list of applicants for schedule of screening/selection process

D. Recruitment Plan/Strategy

Methods of Recruitment Where To Recruit Who To Approach When To Recruit •Tri-media

oTV oRadio oPrint

Studio News Advertising

Program Manager Advertising

•School Visits oPoster oVolunteer Forum

and seminar

Schools, Colleges Universities

School President, Dean, Principal, Campus Ministry, Office of Research and Extension

•Volunteer Orientation o Poster o Brochures o Flyers

Parishes Churches Mosque

Priest, Parish Pastoral Council Presidents Pastor, Imam

Short-term volunteering: Any time available Long-term Volunteering: Beginning of the Second Semester



VII. SCREENING AND SELECTION SCHEME A. Policy Statements

1. A five-man screening/selection committee shall manage the screening programs and the processes that it entails.

2. The screening/selection committee shall present to the Board of Directors all approved schedules, programs and activities of the screening process.

3. GVSP will not discriminate any person in the screening and selection process in accordance with the Diversity Management Policy.

4. Any person involved in the screening and selection process; a committee member, a selector, or an observer shall be automatically prohibited when there would be applicants related to him/her by virtue of consanguinity or affinity to the third degree.

5. The Committee shall screen and select only those applicants recommended and approved by the recruitment committee.

6. The screening and selection process will be done by selectors invited by the committee. 7. The committee shall follow the set of criteria set by the programme in inviting and

choosing a selector. 8. Selectors shall observe, critic, evaluate, and choose an applicant according to the

criteria and dimensions set by the volunteering program. 9. Selector/s who does not undergo the orientation for screening and selecting the

volunteers will be automatically disqualified in joining the selection process. 10. A board of director or a committee member may become a selector in the screening

process provided there are no grounds for his/her disqualification. 11. Decisions made by the committee/selectors should in an absolute majority vote, and is

irrevocable and final. 12. GVSP will not, in its capacity whatsoever, accept/recognize any person to volunteer or

place without first undergoing the selection process required by the programme. 13. All information, data and documents receive during the screening and selection process

will be keep with absolute secrecy and confidentiality in accordance with the Record Keeping Policy of GVSP

B. The Screening Committee

The Screening committee is a five-man body comprising of a chair, vice chair and three members. Three (3) out of the five-man committee should be members of the Board of Directors and one may be either a staff, a former volunteer or another board member him/herself and another member would be an external person invited and decided upon by the Board of Directors. They are to plan, design, implement, and manage the screening and selection process of the Volunteer Programme. The committee will be working and reporting to the Board of Directors together with the Programme Officer and is answerable directly to the Board of Directors.

The Committee, in their capacity, to work independently from other committees and have authority and decision making in matters involving the selection and screening of volunteers, its schemes and programs. However, such autonomy and capacity may be put into review, critic, and revisions of the Board of Directors for the good of the Volunteer Programme.

As mentioned in the policy, the screening/selection committee shall therefore present to the Board of Directors all approved schedules, programs and activities of the screening process. On the other hand, as mentioned by the policy, decisions made by the committee/selectors concerning accepting and rejecting a volunteer applicant in a screening process during assessment day is absolute and therefore irrevocable, final and executory.



C. Responsibilities

Chair • direct/coordinate all the screening and selection programme Vice Chair • Assist the Chair in coordinating the screening and selection programs

• Responsible in coordinating in the invitation and selection of selectors for each screening process.

1. Member • Serves as secretariat of the committee • Handles all the pertinent papers related to the screening process like

reports, forms and kits 2. Member • Serves as coordination and facilitator in the screening and selection

process

3. Member • In-charge of logistics during the selection process and activities

VIII. VOLUNTEER CRITERIA & RATING SYSTEM A. Policy Statements

1. There are SIX DIMENSIONS that the Volunteer Programme is looking in a staff/volunteer applicant. Such dimension will be the basis for the screening and selection of staff/volunteers for the GVSP programme. The Volunteer Programme deemed that these dimensions are essential in a GVSP volunteer/staff and therefore to be held in esteem. These six dimensions are henceforth, the essential criteria, and play a critical role in the selection and screening of volunteer/staff applicants.

2. Only the Board of Directors en banc with an absolute majority vote has the power and authority to redefine, change, delete, and add to these Dimensions. Moreover, only the Board of Directors en banc with an absolute majority vote has the power & authority to dispense anybody from these dimensions.

3. These dimensions apply to staff and both long-term and short tern volunteer applicants. 4. It is agreed that staff/volunteer applicant demonstrating contradictory attitudes and

actions against a particular dimension will automatically be deselected. Hence, during assessment day if a staff/volunteer fail in just one dimension; such applicant will automatically be deselected.

B. GVSP Dimensions

• COMPETENCE AND CREAT IVITY (resourcefulness/ innovative)

i. The capacity to make intellectual enterprise for the service of the greater community. ii. The ability to accept new visions, missions, and strategies of the programme. iii. The ability to comprehend the role of a volunteer as a servant of the community. iv. Being resourceful in difficult and challenging situations. v. The ability to adapt to the socio-linguistic culture of the Deaf community.

• SENSE OF COMMUNITY

i. The ability to work with others in solving problems and persuade to implement a plan. ii. The ability to develop a working relationship. iii. Taking part in building up communion and fellowships in the community. iv. Being a steward of the resources and facilities of the community. v. Being sensitive to concrete life experiences and problems of the community.



• CONCERN FOR DISADVANTAGE i. Being charitable and kind to those in need, to the poor, marginalized and oppressed

especially the Deaf. ii. The ability to raise the consciousness of others and empowering them. iii. The ability to reflect, to interpret, and to articulate from the perspective of the

disadvantage. iv. Has special concern to and for the disadvantage especially the Deaf. v. The capacity to accept others as they are.

• COMMITMENT TO SERVICE

i. Is interested and enthusiastic in working with and for the community especially the Deaf.

ii. Availability to extend oneself to others. iii. The ability to offer what s/he has for the needs of others. iv. Ability to go beyond what is demanded and expected by work. v. Joyful and enthusiastic in carrying out assigned task and responsibilities in the

community. • OPENNESS TO CHANGE

i. The ability to read the “signs of times” vis-à-vis personal experience. ii. Being open-minded to new ideas and insights. iii. Being sensitive and critical to new cultures and values. iv. Being aware that the human person is always in need of change and renewal. v. Openness to correction and guidance.

• SENSE OF JUSTICE AND FAITH

i. Being fair, just to others, and respectful of their rights. ii. The ability to nurture a faith that seeks understanding. iii. The ability to reflect, to interpret, and to articulate in the light of faith and experience. iv. The ability to guide others to do the same. v. To be transparent and being open to examination and critique.

b. GVSP DIMENSIONS RATING CRITERIA

Dimensions Rating Rater Method

1. Competence and Creativity

2. Sense of community

3. Commitment to service

4. Concern for disadvantage

5. Openness to change

6. Sense of justice & faith

Strong Weak Contradictory

2 1 0

Multi-rater with

absolute majority

• Individual Interview • Group activity (in assessment day) • Personality Test



AN OVERVIEW: PROMOTIONS, RECRUITMENT, SCREENING AND SELECTION

POLICIES PROCEDURES DOCUMENTS PERSON Diversity Management

Policy 1.Info dissemination

and campaign Flyers, brochures,

posters, and campaign materials

Promotion officer

Promotion and Recruitment Policy 2.Give out application

forms

Record-Keeping Policy 3.Receiving of application form

Evaluation Policy

4.Pre-screening of application form

Application form Volunteer Selection/ Screening

Policy 5.Final list of

applicants for screening process

Master list of qualified applicants for screening

Rec

ruit

men

t C

om

mit

tee

Risk Management Policy 6.Submission of list to

screening committee

Recruitment

Officer

7.Contacting final applicants for schedule of screening process

Screening Committee

8.Gathering of pertinent papers fro applicants

Submission of pertinent documents

Screening Officer

9.Reviewing of individual pertinent papers

Screening Committee

10. Individual schedule interview

Interview/evaluation form

Invited selectors / interviewer

11.Group assessment Assessment kit Schedule of activities

Manual Evaluation forms

12.Evaluation of the committee

13.Deliberation of the finalist of the selected volunteers

Evaluation form

Committee &

Invited selectors

14.Contacting of selected volunteers

Master list of selected applicants for training

Screening Officer

Scr

een

ing

Co

mm

itte

e P

olic

y

Notification letter



IX. VOLUNTEER ORIENTATION, TRAINING & FORMAT ION

A. Policy Statements 1. The Volunteer Orientation Training and Formation shall be planned, implement and

manage by the training and formation committee composed of a chair and two (2) members.

2. The training and formation committee shall present to the Board of Directors all approved training programs, schedules, and activities.

3. It is the responsibility of the committee to invite external trainers to handle the volunteer training in specific areas wherein certain fields of expertise are needed and that such field of expertise can only be avail from an external human resource.

4. GVSP will not discriminate any person to undergo training as stated in the Diversity Management Policy.

5. The Committee shall orient and train only those selected volunteers endorsed and approved by the screening and selection committee.

6. GVSP will not accept any volunteer to undergo the training program without first signing the Volunteer Placement Contract.

7. No volunteer–trainee shall start the training program without first undergoing medical check-up and chest X-ray to be paid by GVSP.

8. Volunteer-trainee who makes more than one-week unexcused absences, either consecutive or cumulative, will automatically be deselected from the pool of volunteer–trainee and will automatically nullify the Volunteer Placement Contract in accordance to the policies and procedure in negotiating volunteer placement contracts.

9. GVSP with grave and valid reasons reserves the right exclude any volunteer-applicant from the training program for the good of the Volunteer Programme.

10. Volunteer–trainee who has valid and excuse absences not more that one-week, either consecutive or cumulative, shall make up for the activities s/he fail to take, with a schedule decided upon by the training and formation committee.

11. A volunteer who finishes the training but will not pursue the placement will be dealt in accordance to the policies and procedures in Termination of Contacts.

B. Training Program and Formation

The following will be an overview of the training and formation program for the GVSP volunteers. This will be a 30-day training and formation program that will prepare the volunteer for hard and soft skills needed in their placement areas. The following would be part of the training and formation program in modular form:

1. Orientation and recollection – 1 day 2. Deaf Issues and concerns, Deaf Culture – 1 day 3. Basic Filipino Sign Language Course – 8 days 4. Sunday exposure in the Deaf Community – 4 days 5. Spirituality and the role of the Laity – 1 day 6. Project proposal making – 3 days 7. Fundraising Workshop – 2 days 8. Critical Reflection (theory and concept) – 1 day 9. Area Integration and Exposure – 5 days 10. Conflict management – 1 day 11. Retreat – 5 days

30 days



X. GUALANDIAN VOLUNTEER HANDBOOK/JOURNAL A. Policy Statements

1. GVSP will only provide a handbook to long-term volunteers only. 2. Each volunteer is entitled to acquire the Volunteers’ Handbook/Journal. 3. In any case whatsoever, with grave reason and justification, GVSP have the right to

withhold acquisition of the Volunteer Handbook/Journal. 4. In case that a volunteer pre-terminate the Volunteer Placement Contract within the first

three-months, GVSP reserves the right to demand to the volunteer to return the handbook in accordance of the Termination of Contract Policy.

5. Issuance of the handbook/journal should be documented in accordance of the Record Keeping Policy of GVSP.

6. The Board of Directors has the authority and power to determine, revise and change the design and content of the Volunteer Handbook/Journal

B. Volunteer Handbook/Journal Contents

• Introduction

• Volunteer Basic Info Sheet

• Brief History (Mission For the Deaf)

• VMG (PMS and GVSP)

• Organizational Chart

• Board of Directors and Staff Directory

• Gen. Job Description

• General Policies and Systems

4 Reporting Policy 4 Reimbursement Policy 4 Health/Security Policy 4 Termination Policy

• Sample Forms and Reports

• Dress Code

• Volunteer Benefits

• Calendarium

• Glossary

• Deaf Protocol

• Liturgical Calendar

• Journal Log

• Address and Phonebook

• Cebu/Phil. Map



XI. CONFLICT OF INTEREST A. Policy Statement

1. The Gualandi Volunteer Service Programme recognized the importance of protecting the Volunteer Programme while preserving the rights of staff, volunteers, and board members to participate as private citizens in the life of the community.

2. The purpose of this policy is to establish a standard of conduct to ensure that all personnel, staff and volunteers of GVSP act in the best interests of the programme office and its beneficiaries and, in pursuing this goal, maintain standards relating to conflict of interest. These standards are intended to enhance peoples’ confidence in the integrity of the programme office and its personnel, staff and volunteers. GVSP benefits from the expertise of individuals with a multiplicity of interests; however, those interests must not conflict with the interests of the Volunteer Programme nor impair the public support and respect necessary for the operation of the Volunteer Programme. This policy applies to all employees and volunteers of GVSP.

3. Conflict of Interest is defined as a situation where an individual, or the organization he/she represents or has an interest in, has a direct or indirect competing interest with the GVSP’s activities. This competing interest may result in the individual being in a position to benefit from the situation or in the Volunteer Programme not being able to achieve a result in the best interest of GVSP. Conflict of Interest includes, but is not limited to situations:

• Where an staff or volunteer’s private affairs or financial interests are in conflict with their work duties, responsibilities and obligations, or result in a public perception that a conflict exists

• Which could impair the staff or volunteer’s ability to act in the public interest • Where the actions of a staff or volunteer would compromise or undermine the

trust which the public places in the Volunteer Programme. 4. Where an individual fails to disclose a conflict or an interest according to this policy,

GVSP reserves all rights it may have to deal with the contract, conflict, and individual involved.

5. Employees and volunteers are required to consult with their supervisor/manager whenever they have any question as to whether a particular circumstance may place them in a conflict of interest. Persons who fail to comply with these standards during the course of their employment will be subject to such appropriate measures as may be determined by GVSP including dismissal from employment. Persons who fail to comply with these standards following termination of employment with GVSP hereby acknowledge that the disclosure of confidential information will result in irreparable harm to GVSP and shall have the right to enforce its lawful rights and remedies against any offending person.

6. Staff and volunteers must avoid the appearance of favoritism in all of their dealings on behalf of GVSP and not accept personal gifts from those doing business or seeking to do business with GVSP.

7. A staff, volunteer or a Board of Director will not vote on, or participate in, any discussion about a resolution to approve a contract in which he/she has an interest, nor will a staff, volunteer or a Board of Director approve and/or sign off on such circumstances. In the performance of their duties, a staff, volunteer or a Board of Director must not:

• place themselves in a position of obligation to persons who might benefit or appear to benefit from special consideration with respect to GVSP business;

• have a monetary interest that would conflict with the discharge of the duties owed to the Volunteer Programme;



• disclose, discuss, use, take advantage of, benefit or appear to benefit from the use of information not generally available to the public and which has been acquired during their official duties;

• assist private entities or persons in their dealings with GVSP where this could result in preferential treatment to any person;

• directly or indirectly use, or allow the use of, GVSP property or information for anything other than officially approved activities.

b. Procedures

1. As the working relationship is founded on trust and commitment to strive for mutual benefits, it is expected that the staff/volunteer time/labour/skill and attention will be devoted to the business of the volunteer programme as specified in the employment contract or volunteer placement contract.

2. The GVSP’s property, materials, and services will be utilized only as requested or authorized by the working contract.

3. Participation of the staff/volunteer in other business, organizations, or activities that compromise the employment relationship or disadvantage the programme will be considered conflict of interest.

4. Supervisors and/or volunteer coordinators shall be responsible for identifying potential conflict of interest activities to staff/volunteers. Where a staff/volunteer persists in activities that may disadvantage the programme, the Board of Directors is to be informed.

5. Staff/volunteers must consult with their supervisor prior to engaging in any activities that may be seen as conflict of interest, such as, but not limited to:

• Having a vested interest in an external business which may provide materials or service to the programme office;

• Being offered services or materials as a result of employment or position with the programme office;

• Making use of a position with the programme office to solicit services or materials for personal gain;

• Utilizing programme office’s equipment, services or materials for an external business;

• Pursuing personal gain over the well-being or needs of people supported. 6. Staff, volunteers and members of the Board of Directors may engage in remunerative

employment with another employer, volunteer activity, carry on a business, or receive remuneration from public funds for activities outside their position provided that:

• it does not interfere with the performance of their duties; • it does not bring GVSP into disrepute; • they do not have an advantage derived from their employment in the Volunteer

Programme; • it is not performed in such a way as to appear to be an official act or to represent

the organization’s public positions or policies, • it does not involve the use of GVSP premises, services, equipment or supplies to

which the staff, volunteer and a member of the Board of Directors has access by virtue of their position or employment, unless official authorization is secured.

7. Staff/volunteers who fail to honour the provisions of this policy will be considered to be in breach of the contract or with GVSP and may be subject to disciplinary action up to and including termination of employment.



c. Board Members 1. Members of the Board of Directors shall disclose to the board, prior to engaging in any

activities that may be seen as conflict of interest, such as, but not limited to: • Having a vested interest in an external business which may provide materials or

service to the Association; • Being offered services or materials as a result of employment or position with the

Association; • Making use of a position with the agency to solicit services or materials for

personal gain; • Utilizing Association equipment, services or materials for an external business; • Pursuing personal gain over the well being or needs of people supported.

2. Non-compliance of this policy and procedures and the By-Law pertaining to conflict of interest on the part of the Board members shall constitute cause for removal from the board.

3. Board members shall confirm in writing that they have received and read this policy and procedure at the first meeting of the board of directors that they attend following their election.

XII. NEGOTIATING THE VOLUNTEER PLACEMENT CONTRACT A. Policy Statements a. With the Volunteer/s:

1. Finalization of pertinent papers should be done two weeks before signing of contract. 2. Only selected volunteer should be presented with the contract 3. All volunteers ranging from 15-24 years old whether short or long term must submit

guardian/parent’s permit unless it is impossible otherwise. 4. Conduct guardian/parents’ meeting 5. Documentation upon signing of contract is necessary. 6. In case there are discrepancies and incongruity GVSP reserves the right not to enter into

the contract. b. With the Host Organization:

1. Completion of host organization’s assessment and requirements 2. Partner organization must undergo placement visitation and area assessment 3. Host shall meet with GVSP to finalize the content of the contract before signing 4. Presentation of the final contract to the GVSP – Board of Directors

c. With the GVSP Programme Office:

1. GVSP and partner organization visits. 2. GVSP and host shall meet to finalize the content of the contract before signing 3. GVSP Programme officer must present the final contract to the Board of Directors 4. The Chair of the Board of Directors will represent GVSP in entering contracts. 5. GVSP must ensure that all contracts are legally notarized. 6. GVSP reserves the right to terminate and/or nullify the contract in circumstances

evaluated by the Board of Directors as breach of contract. NOTE: All shall be done a month before contract signing. The contract will be furnished in three original copies; each contracting parties will received their own original copy of the contract.



XIII. WELCOMING AND SENDING-OFF VOLUNTEERS A. Welcome of Volunteers a. Objective of the welcome:

1. To provide a system and mechanism of welcoming volunteers. 2. To be able to create a welcoming atmosphere in the organization for the volunteer.

b. Strategies in welcoming the volunteer

1. Plan and anticipate for the welcoming program 2. Tasking of preparations 3. Preparing materials and logistics 4. Welcome program for the volunteers.

B. Sending-Off Volunteers

a. Objective of the send-off:

1. To come up with a pre-departure / send-off activity for the volunteer. 2. Prepare the volunteer’s psycho-emotional and spiritual self to his/her volunteer

assignment. b. Send-off to do’s

1. Prior to send-off day: One (1) day recollection, to be ended with a missionary commissioning within the mass.

2. Preparation of the sending-off program. 3. On the day of send-off: Fellowship with the host organization. 4. Giving of “reminder checklist”. 5. Message from GVSP. 6. Giving of missionary cross (or other alternatives/substitutes applicable for non-Christian

volunteers). 7. Community singing. 8. A representative from host organization to accompany the volunteer to area of

assignment. XIV. SUPPORT FACILITIES FOR VOLUNTEERS The following would be the support systems and facilities the Programme Office will offer to its volunteers: A. Space and Other Facilities:

1. Easy access from the entrance of the building. 2. Parking arrangement for volunteers who drive. 3. Accommodation of the Volunteer if necessary. 4. Volunteers are welcome to come and use the GVSP office. 5. The volunteers can use the space for orientation sessions and in-service training

sessions in the Mission for the Deaf. 6. The volunteer can use all the comfort rooms in the Mission for the Deaf except in the

cloister areas of the Religious community. 7. Volunteers are allowed to post in the GVSP bulletin board, provided that it is not

obscene, malicious, and scandalous information.



8. Volunteers may use the guestroom of the Mission of the Deaf if necessary or in times of needed rest periods.

B. Furniture and Equipment

1. Volunteer may have access to the computer access and other equipment is per request basis. They may use such equipments if their volunteer work requires then to do so.

2. Volunteers can use the GVSP bulletin board in post pertinent information. 3. Volunteers may have access to the use of the telephone. 4. They may us the GVSP stationery for volunteers’ use

C. Miscellaneous Support

1. Each volunteer will be given a GVSP pin. 2. On special occasion and events and within budget limits, volunteers may receive GVSP

T-shirts or uniforms. 3. Long-term volunteers will be having insurance during his/her placement duration. 4. Free lunch/snacks for Sunday volunteers. 5. GVSP will issue identification card for the volunteers.

D. Support Facilities for Specific Positions or Jobs

POSITION OR JOB SUPPORT FACILITIES

Deaf Ministry Volunteer Liturgical guides Catechist Basic catechism guide for the deaf FSL Interpreters Interpreters’ Module Deaf Advocate Deaf Advocacy Module

Note: Special support systems and facilities for specific jobs or positions will be defined according to each volunteer job placement description. XV. WORKING ARRANGEMENT POLICIES A. Attendance, Hours of Work & Overtime Policy Statements

1. The GVSP programme office has a standard workweek of Monday to Friday. The office hours are generally between 8:30 a.m. to 4:30 p.m.; this may be varied depending on the Volunteer Programme’s operational needs.

2. Staff and volunteers working in the programme office are expected to report and be prepared to work at the set times. Personnel, staff, and volunteer staff receive (2) two fifteen-minute breaks one in the morning and another in the afternoon. Lunch break is between noon and 1:00 p.m.

3. There are instances where personnel, staff, or volunteers will arrive late or need to leave early; this should be discussed with the programme officer or Volunteer coordinator or supervisor. A written confirmation sent to the designated timekeeper for reporting purposes must be done.

4. If a pattern of tardiness arises; the personnel, staff and/or volunteer will be required to discuss the issue with the Programme Officer and be dealt in accordance of the Staff/volunteer Disciple policies and procedures.

5. No overtime shall be planned or worked by personnel, staff, or volunteers unless approved by the supervisor and the programme officer.



6. With a mutual agreement between the personnel or staff and his/her supervisor, compensation for overtime hours worked by staff may either be in the form of a cash reimbursement or time off in lieu. Volunteer and/or volunteer staff are not entitle to overtime compensation in any form whatsoever.

7. All regular personnel, staff, with the exception of the volunteers and volunteer support staff, shall be eligible for one (1) seven (7) hour flex day per month provided a minimum of seven (7) hours of overtime has been accumulated during that month. The flex day must be taken during the same month or the month following the overtime, or the flex day is forfeited.

8. Personnel or staff wishing to attend or present at weekend conferences, presentations, training sessions, etc., shall submit their request together with a “value added” justification and associated costs, or projected revenues within fifteen (15) working days, to the programme officer, for approval.

9. Should personnel or staff be required to work weekends a time in lieu entitlement may be taken either the week prior or week following the weekend worked. Time in lieu for weekend work cannot be accumulated.

10. Albeit, this general policy and guidelines is operative for the personnel, staff and volunteers working in the programme office. Volunteers in placement area (i.e. long-term volunteering programme) will follow the policies and guidelines set by his/her host organization with regards to attendance, hours of work and overtimes or as may be defined in the Volunteer Placement Contract and stated in the volunteer job description. Moreover, attendance, hours of work and overtimes for short-term volunteering programme will be govern by the provisions set in the Volunteer Placement Contract and as stated in the volunteer’s job description.

B. Leave Policy Statements

1. Volunteers may have a leave of absence of not more than fifteen (15) working days to be approved by the Volunteer Coordinator/Supervisor.

2. Volunteers are discourage to make leave of absence, however, emergency leave of absence made by a volunteer but should not exceed seven (7) consecutive working days for it may affect work performance and the implementation of projects the volunteer is working on. In any case that a volunteer exceeds the limit number of days, s/he is to cover for the number of days s/he was absent to be deliberated upon by the grievance committee in accordance to the Volunteer/Staff Discipline Policy and Procedures.

3. If a volunteer is unable to work because of sickness or ill health, it is the responsibility of the volunteer to notify his/her supervisor/volunteer coordinator immediately. Volunteers need not to recover sick leaves.

4. All volunteers shall be granted seven (7) consecutive working days of compassionate leave as a result of death or other crisis in the volunteer’s or staff’s immediate family. Compassionate leave for the death of any other relative shall be at the discretion of the supervisor/volunteer coordinator. Compassionate leave may be extended up to a maximum of three (3) days for travel purposes.

5. The supervisors must record the absence in the volunteer’s personnel files of an employee’s absence for record keeping purposes

6. No deduction will be made in the volunteer’s allowance for approved and emergency leave of absences.

7. Excessive absences on the part of the volunteer which affects work performance and placement work will be dealt with accordingly in accordance of the Volunteer/Staff Discipline Policy and Termination for a Cause Policy.



8. Short-term volunteering placement involving 360 hours of volunteers work or lesser is exempted from this policy. They are however, to comply the period of time as stated in their Volunteer Job Description. Nonetheless, nothing in this statement of policy is to be interpreted as constituting a waiver of GVSP’s right to maintain discipline or the right to take disciplinary measures in the case short term volunteers exhibit excessive absences which requires appropriate actions.

C. Holiday Policy Statements

1. GVSP will acknowledge all regular non-working and special non-working holidays recognized and declared by both the local and national government.

2. GVSP is also sensitive to the cultural and religious differences among its personnel, staff, and volunteers and encourage them to make personal arrangements with their respective supervisors as required to observe their cultural and/or religious holidays not covered in the regular and special non-working holidays.

3. Other holiday observance deemed by GVSP to be significant will be put into writing and communicated into a memorandum for everybody.

4. All personnel and staff with exception to volunteer support staff are entitled to take holidays off with pay.

5. Full time or salary paid personnel or staff who are required to work on regular or special holidays will be granted another day off with pay, to be arranged at a time mutually agreeable with the programme officer/supervisor.

6. Volunteer support staffs are entitled to take holidays off during regular and special holidays. Volunteers who work on regular or special holidays will be granted another day off, to be arranged at a time mutually agreeable with the programme officer/supervisor.

7. Volunteers working in their respective placements will consider the holiday policies and guidelines set by their host organizations.

XVI. CONFIDENTIALITY AND RECORD KEEPING POLICY A. Collecting Subject Data Policy Statement

1. GVSP and the Programme Office will gather or collect data in ways to carry out its legitimate purposes and functions.

2. GVSP and the Programme Office will treat with absolute confidentiality the storing, collecting, and disclosing of sensitive data.

3. GVSP and the Programme Office will collect and keep all data accurate, timely, and secure and ensuring that all regular data care procedures and are fully and conscientiously followed.

4. GVSP is responsible for ensuring that sensitive data are identified when colleted and will inform the subject how this data will be stored at the time of collection.

5. All data, documents, and papers should be dated on the time of collection so record can be archives at an appropriate time.

B. Data Storing and Processing Policy Statement

1. GVSP will record and keep all information related to the volunteer programme and volunteer placement work.

2. All volunteers (i.e. short and long term) will have his/her own Volunteer Personnel File divided into the following:

4 Volunteer Personnel Information, 4 Work Assignment,



4 Records of trainings, 4 Appraisal, reviews and evaluation, 4 Awards and Recognition and 4 Others.

3. Disclosing of data shall always be done with a written consent approved by the programme officer.

4. Disclosing subject data to third parties must have consent from the subject unless GVSP is obliged to legally disclose the data.

5. All data requests shall be recorded and kept at all times. 6. Acquisition and or issuance of pertinent papers, documents, archives, volunteer

handbooks, books, magazine, and other library resources will always in written forms. 7. If documents are tampered, sanctions will be imposed per gravity of the violation to be

referred and decided upon by the grievance committee. C. Archives and Record Management Policy GVSP recognizes three principal categories for retention of records viz.

4. PERMANENT RECORDS – to be kept in perpetuity 4GVSP Incorporation Papers and By-laws 4Memorandums and Articles 4Annual Reports and Accounts 4Annual Strategic Plans 4Board of Directors Papers 4Policy and Procedure Papers 4Board of Directors minutes 4Board Resolutions 4Record policy Decisions 4Titles and Ownership Certificates 4Historical Documents

5. MEDIUM TERM RECORDS – to be kept between two to six years i.e. 4Records that show development of major policy 4Records showing how GVSP is funded and how the money was spent. 4Records that shows nature of GVSP supporters 4Records involving the nature of partnerships and relationship with other

organizations. 4Volunteer Files and Reports

6. SHORT TERM RECORDS – to be kept until two years i.e. 4Records that charts the size structures and staffing of the programme office 4Materials that can be use long-term to support and promote GVSP objectives 4Information on the volunteers; their selection, training, posting supports,

placement experience and care on their return D. Procedures

1. The volunteer shall fill-up an issuance and/or acquisition form if s/he would request any personal documents, documents, archives, handbooks, books, magazine, and other library resources.

2. The request related to personal documents and pertinent papers of the volunteer must pass the approval of the volunteer coordinator, programme officer, and chair of the Board. Otherwise, other request must be approved by the programme officer.

3. All released documents must have the seal of GVSP.



E. Responsibilities

1. Programme Officer: Oversees the coordinated all the processing, securing, and movements of documents and pertinent data or papers in the programme office.

2. Secretariat: Process the papers and pass it to the programme officer and board of directors.

3. Host / Volunteer: Must accomplish all required pertinent papers 4. Other staffs who work closely with the volunteer: If staff receives any pertinent papers,

s/he must submit it to the volunteer coordinator.

XVII. RESOURCE MOBILIZATION A. Policy Statement

1. The Finance Officer shall coordinate all resource mobilization schemes. 2. The Chair of the Board of Directors and Programme Officer has the authority to approve

all resource mobilization schemes after proper endorsement from the financial officer. 3. Fund raising and other resource mobilization schemes shall be in a proposal form

addressed to the Chair of Board of Directors through the financial officer and program officer.

4. GVSP shall not submit two proposals to a donor/funding agency in a given fiscal year. 5. All resource mobilization scheme proposals shall include a control mechanism to ensure

confidentiality, check and balance. 6. GVSP shall not solicit any kind of resources from questionable individuals /agencies.

B. Procedures

1. Resource mobilization scheme must be in a written form to be submitted to the finance officer for endorsement.

2. The program officer with the Board of Directors should evaluate, criticize, and approve all resource mobilization schemes before implementation.

3. The finance officer should monitor the conduct/ launching of the resource mobilization scheme.

4. After the launching, the finance officer shall submit all final reports and documents to the programme officer and the chair of the Board of Directors.

XVIII. TRAVEL, ALLOWANCES, REIMBURSEMENT AND OTHER RELATED EXPENSES A. Policy Statements

GVSP will pay all normal and reasonable expenses for staff and volunteers who must be away from their regular place of work, when Programme Officer and Finance Officer - prior to spending - have approved expenses. Reimbursement is contingent upon a properly completed and approved Monthly Expense Report. Receipts are necessary for all expenses turned in on the expense report.

1. Authorization for Travel • The Finance Officer and the Programme Officer must authorize all travel,

expenses for business purposes. The programme office must receive the application form for authority to travel 15 working days before the intended date of travel to give ample time for evaluation and deliberation.



2. Automobile (except to and from work). • Staff and volunteers who are required to use their own vehicle while on GVSP

business shall be reimbursed on the basis of a claim according to a per kilometer traveled rate. The rate per kilometer is contingent upon a properly completed and approved Monthly Expense Report.

3. Transportation (except to and from work). • For travel by other means than a personal automobile, GVSP shall pay the

equivalent of an economy class fare (air, train, ferry, or bus). 4. Meal Expenses

• Staff and volunteers who are traveling on GVSP business may claim the actual cost (including any applicable sales tax) of the meal.

• Tips and gratuities will be reimbursed up to a limit of 15 % of the value of the goods and service.

• The daily maximum rate for meals is also contingent upon a properly completed and approved Monthly Expense Report

5. Accountable Travel Expense • A travel advance is available upon request, with the approval of the Programme

Officer endorsed by the finance officer, provided such a request is received 15 working days before the date required.

• A staff or a volunteer who receives a travel advance must prepare an expense form, an account for all travel advance received, within 5 working days of their return from a business trip.

• Staff and volunteers must substantiate any travel expenses by submitting receipts and/or vouchers for any allowable expenses paid during such travel.

• Claims for travel expenses must be made on the appropriate form and approved by the Volunteer Coordinator or supervisor.

6. Hospitality and Entertainment • Hospitality expenses may occur when hosting a business associate to a meal

when necessary and for legitimate business reasons. All such expenses can only be paid if the Programme Officer, the Finance Officer, or the Chair of the Board of Director has given prior approval.

7. Accommodations • When a staff or a volunteer is required to be away overnight on GVSP business,

he/she will be reimbursed for a standard single room by GVSP. The staff or volunteers should first pay for such accommodation expenses by cash or personal credit card.

8. Other Expenses • Reimbursement will be made for all business expenses and for other

miscellaneous expenses incurred, including jeepneys, tricycle and taxi fare, airport transfer, terminal fees, and parking charges.

• Long distance telephone calls directly relating to GVSP business will be reimburse.

9. In Town Expenses • Meal expenses for personnel, staff or volunteers who are not on travel status

(out of town) will only be allowed when such expenses are incidental to conducting GVSP’s business or are expenses incurred while in attendance at seminars, workshops, etc. unless otherwise decided.



XIX. RISK MANAGEMENT A. Policy Statement

1. GVSP holds the safety, welfare and health of its staff, volunteers and beneficiaries as a high priority in all its operations. Since risk is inherent in all our programs and activities, it is the objective and responsibility of this Volunteer Programme to create and implement mechanisms and systems on risk management that will achieve the following:

a. Preserve and protect the health and safety of all staff, volunteers, partner organizations, placements, beneficiaries and the general public;

b. Maintain the continuity of the mission of the volunteer programme c. Preserve and maintain the property, assets and goodwill of GVSP d. Ensure compliance with the professional, legal, and ethical standards. e. Ensure that management, staffs and volunteers will execute their responsibilities

with due care while exercising reasonable judgment f. Volunteers will be informed of any hazardous materials, practices, or process

they may encounter while engaging in the volunteer placement work. 2. Risk management scheme will be included in the annual budget plans of the Volunteer

Programme and will be the responsibility of the placement officer to handle risk management.

3. Assessing levels of risk of volunteer placement and positions is necessary before every volunteer placement. No volunteer shall be placed without first undergoing risks level assessment.

4. Every volunteer job description and Volunteer Placement after properly assessed will have its risk management strategies distinctively designed for a specific volunteer or placement work.

5. Strategies on risk management will also undergo assessment and evaluation before it will be applied or implemented to the volunteer or placement.

6. GVSP will adopt the five-step risk management process in managing possible and impending risk to the volunteer.

B. Risk Classification All volunteer placements will be examined in light of the relevant factors to determine the degree of risk involve. Therefore, all volunteer position and placements will be designated as “High Risk”, “Medium Risk”, or “Low Risk”. When there is doubt as to the degree of risk, a volunteer job position or placement will automatically categorized as “High Risk”

a. “High Risk” volunteer position and placement are positions that meet any of the following criteria:

i. The position requires a volunteer to be alone and unsupervised with a client.

ii. The position requires the volunteer to develop a close, supportive relationship with a client or group of clients.

iii. The position may require or encourage driving with a client as a passenger.

iv. The position requires a volunteer to be left unsupervised in a building/office by the host organization on a regular scheduled basis.

b. “Medium Risk” volunteer positions and placements are positions that meet any of the following criteria:

i. The position requires a volunteer to give information to clients or potential clients with minimum supervision.

ii. The position requires a volunteer to act on the behalf of the organization in an unsupervised setting.



iii. The position requires a volunteer to handle money or food with a minimum of supervision

iv. The volunteer has access to the organizations confidential files and data. c. “Low risk” volunteer position or placement are position that meet all of the

following criteria: i. The position does not require close contact with clients or the public. ii. The position is supervised at all times. iii. The position does not require the volunteer to handle money or food. iv. The position does not require or encourage driving.

XX. HEALTH & SAFETY MANAGEMENT A. Policy Statement

1. GVSP acknowledges that it has a duty to take all reasonable precautions to protect all persons working in the volunteer programme (staff, volunteers, personnels and placement agencies) and all visitors.

2. Safety is everyone’s business; GVSP enjoins all staff and volunteers about safe methods and actively intervene to stop unsafe practices.

3. Maintaining a safe work environment requires the continuous co-operation of all staff and volunteers.

4. All staff and volunteers are to immediately report all hazards or unsafe conditions, materials or equipment and all accidents and injuries to the programme officer/supervisor/volunteer coordinator for immediate action.

5. All persons are required to refrain from any unsafe practices or hazardous actions and to exercise due care and diligence. No person shall carry out any action, practice, or process, which may jeopardize the health and safety of others.

XXI. SMOKING, ALCOHOL AND DRUG ABUSE POLICY A. Policy Statement

1. GVSP endorses a no smoking policy on its premises or anywhere in public places in compliance of the Clean Air Act and no smoking ordinance of the city. All persons on site are required to abide by this rule. Volunteers while working in their placement areas are enjoined not to smoke during working hours or while engaging in work related to placement programs and activities.

2. This policy applies to all personnel, staff, and volunteers (short-term and long-term) in the Volunteer Programme.

3. It is the policy of GVSP that no alcohol may be brought onto or consumed on site without the express permission of the Programme Officer. No personnel, staff or volunteer may work while under the influence of drugs, alcohol, any intoxicants or other substances except when medically prescribed and with a written Doctors assurance that the person may safely work while taking the prescribed substance. This must be presented to the Programme Officer to be placed on the individual’s staff/volunteer record.

4. All personnel, staff, and volunteers have the responsibility to encourage a safe and harmonious work environment. Where substance abuse is suspected, it is to be raised to the Programme Officer.

5. Any individual reporting for duty while their ability to work is affected by alcohol, drugs or other substances will not be permitted to remain on the premises and may be subject to disciplinary action.



6. Volunteers who report to their work or placement sites under the influence of alcohol, drugs, or other substances will be subjected to disciplinary action in accordance of the Volunteer Discipline Policy.

7. Any individual drinking on the programme office premises without permission will be subject to disciplinary action.

8. Nothing in this statement of policy is to be interpreted as constituting a waiver of GVSP’s right to maintain discipline or the right to take disciplinary measures in the case of misconduct resulting from alcoholism or drug abuse problems, up to and including termination.

XXII. HARASSMENT IN THE WORKPLACE A. Policy Statement

1. GVSP is committed to providing a work environment which is free of harassment and supportive of the self-esteem and dignity of every person within the Volunteer Programme. GVSP’s intent is to ensure there is a climate of understanding, cooperation, and mutual respect.

2. To be successful in this objective, it is incumbent upon all personnel, staff, and volunteers of the Volunteer Programme not to condone or tolerate behaviour which constitutes harassment.

3. The Volunteer Programme will provide for a fair and prompt investigation of any complaint or concern without fear of reprisal, as long as the complaint is not found to be frivolous or vexatious.

4. This policy applies to complaints of harassment that involves all personnel, staff, and volunteers in the Volunteer Programme as well as to the partner organizations, host organizations and/or placement sites where GVSP volunteers are working.

5. This policy covers complaints of harassment and sexual harassment in the workplace, as defined below. Problems or issues not covered by these definitions fall under the grievance policy.

6. As the GVSP employs minors taking volunteer roles, express reference is made to the fact that this policy will also apply to minors. A minor or a minor's parent or guardian may file a complaint(s) in accordance with this policy.

B. Definitions Harassment: Harassment comprises any unwelcome or objectionable, physical, visual or verbal conduct, comment or display, whether intended or unintended, that is insulting, humiliating or degrading to another person, or creates an intimidating, hostile or offensive environment and/or is on the basis of race, ethnicity, language, financial ability, religion, gender or sexual orientation, disability or age, or any other kind of discrimination which is prohibited by particular civil law:

• made by an member of the Board of Directors, personnel, staff, volunteer, client or partner of the Volunteer Programme;

• directed at and offensive to any other personnel, staff, employer, volunteer, client or partner of the Volunteer Programme, or any other individual or group; and

• that the person knew or reasonably ought to have known would be offensive (e.g., unintended).

Examples of harassment include, but are not limited to: • threats made or perceived, that are malicious, vexatious or based on any of the

prohibited grounds;



• derogatory written or verbal communication or gestures (e.g. name-calling, slurs, taunting pictures or posters, bullying, graffiti), that are malicious, vexatious or that relate to any of the prohibited grounds;

• application of stereotypes or generalizations based on any of the prohibited grounds under Philippine Civil or Criminal Law.

Sexual Harassment: Sexual Harassment means any unwelcome conduct, comment, gesture or contact of a sexual nature, whether on a one-time basis or in a continuous series of incidents that:

• might reasonably be expected to cause offense, embarrassment or humiliation; or • might reasonably be expected to be perceived as placing a condition of a sexual

nature on employment, services, or on any opportunity for training or advancement. Examples of sexual harassment include, but are not limited to:

• remarks, jokes, innuendoes or other comments regarding someone’s body, appearance, physical or sexual characteristics or clothing;

• displaying of sexually offensive or derogatory pictures, cartoons or other material; • persistent unwelcome or uninvited invitations or requests; • unwelcome questions or sharing of information regarding a person’s sexuality,

sexual activity or sexual orientation; • conduct or comments intended to create, or having the effect of, creating an

intimidating, hostile or offensive environment. Bullying: Bullying is an offensive, cruel, intimidating, insulting or humiliating behaviour which includes physical violence or the threat of physical violence. It can be physical or verbal, direct or indirect such as gossip. Bullying is considered harassment in general, unless there is physical contact or a threat of violence, where it is considered violence. Workplace: For the purposes of this policy, workplace includes any location in which personnel, employee, staff, and volunteers are engaged in GVSP business activities necessary to perform their work/assignments. This includes, but is not limited to, GVSP office, staff/volunteer parking lots, staff/volunteer organized social events, field locations, clients’ homes, in all placement areas where GVSP volunteers are working with partner/host organizations and during business related travel. Abuse of Power: Abuse of power happens whenever a personnel, employee, staff/volunteer abuses or misuses his/her power and discretion for personal benefit, or in benefit of another person. Abuse of power, for the purposes of this policy, includes situations involving a minor, situations that involve a reporting relationship. Incidents that involved an abuse of power are considered by GVSP as being, generally, of a more serious nature than peer-to-peer situations. Mediator: A mediator is an impartial, neutral party, without decision-making powers, whom both parties accept. The mediator may be the applicable GVSP representative or other internal or external party. The goal of mediation is to assist both parties to reach a mutually beneficial agreement. C. Policy Application a. Prevention:

Prevention is always the first line of defense against occurrences of harassment. All committees, personnel, employee, staff, and volunteers are reminded of their obligation to follow



and to adhere to policies and procedures aimed at ensuring a positive work environment. Beyond this, there is a duty upon all to prevent harassment by discouraging inappropriate activities and by reporting incidents, as per this policy. b. Rights: Everyone has the right to:

• an environment that is free from harassment, • file a complaint when the environment is not free from harassment, • be informed of complaints made against them, • obtain an investigation of the complaint without fear of embarrassment or reprisal, • have a fair hearing, • be kept informed throughout the process and of remedial action taken, • a fair appeal process for both the respondent and complainant, • confidentiality to the degree possible under the circumstances • representation by a third party.

c. Obligations:

It is everybody’s responsibility to ensure the safety and health of all those who come in contact with GVSP, whether that contact is as clients, personnel, employee, staff, volunteers or partners.

1. Partner organizations wherein our volunteer works are obligated legally to take all complaints seriously by:

• using due diligence, which is the obligation to take reasonable • measures to provide appropriate service, • being very familiar with the harassment policy and following it closely, • following the process without bias, • documenting all information from the first disclosure to the final • resolution, • recording only relevant facts – no feelings, • signing and dating all documents, • using common sense.

2. Personnel, Staff and Volunteers responsibilities: • All personnel, staff, and volunteers are responsible for contributing to a positive work

environment and for identifying and discouraging comments or activities that are contrary to this policy. This includes advising people or the alleged harasser that his/her behaviour is unwelcome.

• Where a situation occurs or where an employee or volunteer believes a situation has occurred, he/she is obligated to report it to their supervisor/coordinator.

• If a situation occurs which involves their supervisor/ coordinator, or if their supervisor/ coordinator does not intervene appropriately, the staff/volunteer may report the situation to Chair of the Board of Directors.

3. Supervisors and Volunteer Coordinators responsibilities: • Supervisors and volunteer coordinators are expected to eliminate any aspects of the

work environment that are not in keeping with this policy, whether or not a complaint has been made. Supervisors/volunteer coordinators are obligated to implement this policy.

4. Board of Directors responsibilities: • In cases that involves harassment especially its nature is either sexual or involves a

minor; the Board of Directors en banc will handle the case, otherwise it is the



grievance committee that will handle cases regarding harassment in accordance of Grievance Mechanism and Staff/Volunteer Disciple Policy.

D. Procedures 1. Situations where there has been an accusation of harassment are extremely sensitive

and often complex. At all times, the emotional and physical safety of the complainant is paramount, and this may involve taking steps that are not outlined herein. The test to determine whether harassment has occurred is two-fold:

• Whether a person knew or ought to have known that the behaviour would be considered unwelcome or offensive by the recipient;

• The recipient found the behaviour offensive. 2. If an individual(s) believes they are being harassed, they should:

• Immediately make the individual(s) aware that the behaviour is unwelcome and ask him/her to stop.

• Report the incident to his/her to the Grievance Committee. • The recipient should keep a record of the incidents in question, which may

include: 4 Name(s) of the individual(s) in question. 4 The date, place, and time the incident(s) occurred. 4 Name(s) of any witnesses. 4 The event(s) that led up to the incident(s) in question. 4 Any particular reason why the event(s) occurred. 4 The actual incident that led to a complaint.

• The confidentiality of the individuals concerned will be maintained. An investigation into the incident(s) will be undertaken immediately along with any additional steps necessary to resolve the problem. If the individual requires support or advice, they should contact their Supervisor or Volunteer Coordinator.

• The complainant and the individual in question will both have individual interviews along with any individuals who may be able to provide additional and relevant information. Once all relevant information has been gathered, it will be reviewed with the appropriate departments to determine whether harassment has taken place. If the investigation reveals the occurrence of harassment or other unacceptable conduct appropriate disciplinary action, up to and including termination, will be taken and all documents will be placed on the offenders file.

• The complainant will be advised of the results of the investigation and no reference to the incident will appear in their work record.

• Should the investigate fail to find fault, all document will be destroyed and both parties will be notified of the results of the investigation.

3. Nothing in this policy shall be deemed to limit the right of personnel, staff or volunteer to seek assistance from the office of the Commission on Human Rights. All individuals have the right to contact the Commission on Human Rights to file a complaint of harassment after the internal process has been completed, but may file during the process if the process is taking along period of time.

E. Confidentiality

1. Complaints of harassment will be received and investigated in a confidential manner in accordance with the procedures, including prescribing corrective action. Information that must be shared will be disclosed on a ‘need-to know’ basis.

2. Any allegation or complaint of discrimination, harassment, or sexual harassment will be considered personal information ‘supplied in confidence’. The name of the complainant or the circumstances of the complaint will not be disclosed to any person except where



disclosure is necessary for the purpose of investigating the complaint. The substance of investigative reports and the substance of meetings held by those in authority regardless of whether it is substantiated will be protected from disclosure to third parties, except where required for legal reasons.

3. Strict confidentiality cannot be guaranteed to anyone who wants to make a complaint of harassment. If a complaint goes through an investigation, the respondent and other people involved will have to learn about the complaint. The complainant can be assured that only people who ‘need-to-know’ will be told of the complaint.

4. No investigation information is to be kept on the employee/volunteer’s personnel file with the exception of official disciplinary/termination papers. Similar to problem resolution cases, harassment investigation information should be kept indefinitely in a separate file. Proven allegations of harassment or sexual harassment, including disciplinary action taken shall be documented and form part of the employee/volunteer’s permanent record all in accordance of the Record Keeping Policy of GVSP.

F. Disciplinary Action:

1. Harassment by a personnel, staff or volunteer is a serious offense. If an accusation is substantiated, the harasser will be subject to immediate disciplinary action, up to and including dismissal. Intentionally accusing someone of harassment, known to be false, is a serious offence and is subject to disciplinary action. The Volunteer Programme reserves the right to discipline those whose complaints are frivolous or vexatious.

2. Any interference with the conduct of an investigation, or retaliation against a complainant, respondent, or witness, may itself result in disciplinary action. Criteria in determining level of disciplinary action shall be based on fact scenario and will take into account harm to the individual, harm to GVSP and its reputation, and whether or not there was an unequal power relationship. Where the conduct involves, or may involve, criminal activity, GVSP reserves the right to invoke criminal charges. Personnel, staff, and volunteers have a duty to disclose criminal activity.

XXIII. WORKPLACE VIOLENCE A. Policy Statement

1. GVSP is committed to providing a safe work environment and recognizes that workplace violence is a health and safety issue.

2. Everyone has the right to an environment that is free from violence, and threat of violence, and to file a complaint when the environment is not free from violence.

3. Prevention of workplace violence is the most important part of any plan. At its core, it involves awareness by Programme Office management, staff, employees, and all volunteers on the potential of violence and steps that can be taken to lessen the possibilities of an incident.

4. All incidents and alleged incidents of workplace violence, no matter of what magnitude or whom it may involve, must be treated seriously and handled in a manner which includes immediate reporting to the programme officer/supervisor and, when required, the police. Whatever the cause or whoever the perpetrator, workplace violence is not to be accepted or tolerated.

5. Workplace violence includes acts of physical violence, abuse (verbal or physical), bullying, intimidation, or other threatening behaviour that occurs in the work place.

6. Process and procedures will be governed by the Grievance Mechanism Policy, Volunteer/Staff Discipline Policy, and the Harassment in the Workplace Policy.

7. Sanctions will include immediate dismissal for perpetrators and criminal charges.



8. This policy applies to all personnel, staff, and all volunteers of GVSP as well as the partner or host organizations and/or placement sites where GVSP volunteers and staff are working.

XXIV. HANDLING VOLUNTEER COMPLAINTS, DISCIPLINE A. Grievance Mechanism Policy Statements

1. All grievances and complaints will be handled by the Grievance Committee composed of one (1) chair and two (2) members. The Chair should be a Board of Director while the other members may be another Board of Director or a staff.

2. All grievances and complaints should be in formal letter addressed to the Grievance Committee.

3. Complaints should be reported within 30 days from the time of the incident. 4. All information will be handled with confidentiality in accordance to the Record Keeping

Policy of GVSP 5. Staff and volunteers should have a weekly evaluation, which will include agenda on

staff-volunteer relationship, “kumustahan”. 6. Person/s who is/are respondent/s will be informed about the incident within seven (7)

days. 7. Grievance committee to present the result of the investigation to the Board of Directors. 8. Only the Board of Directors en banc has the absolute power and authority to deliberate

and decide on penalties and punishment to be imposed to the guilty party. 9. Penalties and punishment would depend on the weight of the case filed. 10. Parties are given seven (7) working days to make an appeal to the Board of Directors

through the grievance committee after which the decision of the Board of Directors is final and will be executed.

11. Volunteers, Programme office staff and even members Board of Directors with cases involving legal or criminal in nature will be automatically be suspended and will follow SOPP concerning filing charges in courts as prescribe by civil or criminal law.

B. Procedure: Formal

Step 1. The Grievance Committee should receive the letter of complaint within 30 days from the date of incident.

Step 2. The Grievance Committee will do preliminary investigation on both parties within a week after receiving the letter. If necessary, a series of investigation depending on the severity of the case being handled before coming up to a final investigation.

Step 3. The grievance Committee will announce the outcome of the investigation through formal communication and present it to the Board of Directors.

Step 4. The Grievance Committee with the Board of Directors en banc will meet with the respondent/s and complainant/s to settle and/or deliberate the case and impose appropriate sanctions if necessary.

Step 5. Both parties are given seven (7) days to appeal; if no appeal/s, the decision of the committee is final and will be executed

XXV. STAFF/VOLUNTEER DISCIPLINE A. Policy Statement

1. GVSP reserves the right to call the attention of a volunteer and staff in certain unacceptable behaviors and action and apply appropriate and equitable disciplinary measure for the good of the Volunteer Programme.

2. The Grievance Committee will handle cases concerning staff/volunteer discipline.



3. If the culpable person is a member of the committee, s/he will be automatically disqualified from the committee and replacement will be decided upon by the Board of Director.

4. The degree and gravity of individual offense and imposition of sanctions will be determined and deliberated by grievance committee.

5. Penalties and punishment would depend on the weight of each offense committed. 6. All decisions and deliberations made by the committee will be put into writing. 7. If found guilty and no appeal was made within 5-days, decision of grievance committee

is irrevocable, final and executory. B. Procedure: Sanctions and disciplinary measures would be the following:

Step 1. First offense – verbal warning Step 2. Second offense – written warning Step 3. Third offense – suspension (Number of days depending on the gravity of offense) Step 4. Fourth offense – Termination of volunteer contract

XXVI. TERMINATION OF VOLUNTEERS/STAFF FOR JUST CAUSE A. Policy Statements

1. GVSP reserves the right to terminate a volunteer/staff, for just cause after following proper consultation, procedures, and deliberation by the Board of Directors and proven to be a breach of Volunteer Placement Contract.

2. This policy statement will be in congruence to other governing policies such as the Volunteer Discipline Policy, Grievance Policy, Harassment Policy, Violence in the Workplace Policy, Termination of Contract Policy, and Alcohol & Drug Abuse Policy.

3. Terminations are to be treated in a confidential, professional manner by all concerned. GVSP will ensure thorough, consistent, and evenhanded termination procedures. Notice of termination and resignations of any volunteer and staff shall be given in writing and be documented in accordance of the record keeping policy.

4. Resignations will be given, in writing address to the chair of Board of Directors. The notice period required is a minimum of fifteen (15) working days.

5. The following are the grounds of termination for just cause but not limited to: • Gross misconduct or insubordination • Sexual harassment • Performance of assignment(s) while under the influence of alcohol or mind-

altering drugs. • Theft • Misappropriation of GVSP funds • Abuse of GVSP equipment or materials • Falsification of GVSP records • Misrepresentation of personal information • Illegal, violent or unsafe actions • Abusive treatment of clients or co-workers, either physically or mentally • Failure or inability to project a positive image of the services of GVSP

6. Prior to dismissal, all property belonging to GVSP will be returned to the programme officer.

7. Prompt notification to the staff and other personnel regarding the immediate dismissal of a GVSP volunteer/staff shall be the responsibility of the programme officer.

8. Should any statement of this policy is inconsistent or contradictory to other above-stated policies and procedure, such statement shall be severed from the remainder of the



policy, and such action shall not affect the enforceability of the remaining statement of this policy.

XXVII. VOLUNTEER/STAFF NURTURANCE AND DEVELOPMENT A. Policy Statements

1. GVSP will include in its annual program and plans volunteer/staff development scheme which may be but not limited to workshops, seminars, fora, symposiums, conferences, educational tours and other training opportunities on skills and personal development of all staff and volunteers. Schedules of such are flexible and vary annually depending on the calendar of activities established in the GVSP’s annual plans and programs.

2. An annual budget will be established to pay for staff and volunteer development, workshops, seminars, fora, symposiums, conferences, and other training opportunities which will be is contingent upon a properly completed and approved Annual Expense Report.

3. Staff or volunteers wishing to attend a workshop, conference or training opportunity outside the volunteer programme annual plans and programs must submit a written request to the Volunteer Coordinator/supervisor seven (7) workings days prior to the date of the intended workshop, conference or training.

4. Request shall be approved by the Finance Officer and endorse to the Programme Officer for the approval the request, prior to registration, in order to ensure that adequate funds are available and that all staff has an opportunity for staff/volunteer development.

B. Volunteer-Staff Relations Strategies a. Volunteer Recognition and Motivation

• Coordination meeting between staff and volunteer • Task-sharing • Posting weekly work plan for staff and volunteer • Fellowship / kumustahan; outing • Retreat/ recollection • Home visits within Cebu City • Gift giving on special occasions

b. Annually

• Placement in a job that matches skills and passions • Recognition programs with testimonials, award to volunteers for excellent service

done, hours, months, years or number of projects completed, of length of service • Public recognition through newspapers, annual reports, etc. • Nomination for appropriate rewards • Recognition dinners or fun events that include volunteers’ friends & family • Annual Family Day

c. Quarterly

• Placement in a job that matches skills and passions • Opportunities for development like joining symposiums, workshops and seminars

d. As often as possible

• Have an attitude that extends basic courtesy and consideration towards them • Constant supervision and clear communication



• Give them ownership of the organization by listening to them and adopting their suggestions whenever possible

• Provide support facilities to them • Involve them in meetings and discussions • Be sincere and thank them for their contributions • Sending notes on festive or special occasions e.g. birthdays, Christmas, Easter etc… • Keep challenging volunteers to excel • Celebrate victories with them no matter how small

e. On special occasion

• Surprise volunteers by taking them out on a meal or drink. • Celebrate annually Internal Volunteer’s Day through volunteer gathering/fellowship. • Giving volunteers useful and memorable gifts • Allow them to involve their friends and family in their volunteer work

f. During Recalls

• Good orientation and training on a continuous basis • Opportunities for development like joining symposiums, workshops and seminars

C. Rewards and Recognition Plans/Strategies

1. GVSP has established a Rewards and Recognition Program, applicable to virtually any situation, and flexible enough to consider individual preferences. Specifically, the Staff/Volunteer Rewards and Recognition Program has been designed to:

• foster a spirit of “one for all and all for one”; • reinforce organizational values, behaviors and operating principles; • recognize outstanding contribution by individuals and by teams.

2. The plan applies to all staff, and volunteers. The objectives of the GVSP Reward and Recognition Program are:

• To foster a “thank you” culture overall. • To tangibly reward staff and/or volunteers in a small way (i.e., on a very small

budget) on a close to real-time basis. • To highlight the behaviors the Volunteer Programme would like to see emulated

by other personnel, staff, and volunteers. • To reassure employees that while GVSP management appreciates staff and

volunteers ongoing commitment to the Volunteer Programme’s goals, they especially value when staff and volunteers go beyond what is expected.

3. Recognition simply involves saying thank you, either verbally or in writing and a reward can be any gift, within established guidelines, that staff would most appreciate.

4. In keeping with GVSP culture and in response to employees’ preferences, recognition, and rewards are to be presented privately if there is a single recipient, but can be presented publicly if there are two or more recipients.

D. Support for Former Volunteers a. Policy Statement

1. GVSP will include in its annual strategic and budget plans program and support for former volunteers. Strategies and plans for former volunteers should be within agreed and approved budget.



2. Former GVSP volunteers are encouraged to stay always in contact with the programme office. They are to be encouraged to take part in advocating for the programme and to extend their support to the programme in anyway they can.

3. GVSP will create mechanism and system that would allow connection of previous GVSP volunteer to ensure that former volunteers are valued and seen as part of the bigger GVSP family.

4. Strategies for former GVSP volunteers will include the following but not limited to: • Reunion of volunteer batch • Annual Volunteer Summit • Fellowship, kumustahan; outing and party • Retreat/ recollection • Remembering Volunteers on special occasions and holidays thru gift giving,

sending of card or the likes. • Sending of quarterly newsletter and updates

XXVIII. VOLUNTEER-INITIATED PROJECTS A. Policy Statements

1. The volunteer should consult the supervisor and program officer with regards to his proposed project plans.

2. All volunteer-Initiated projects should put into a writing project proposal. 3. Project plans should be presented and approved by the program officer, host

organization, and the target beneficiary. 4. Proposed project/program must be in line with the community needs assessment. 5. Support mechanisms/systems and sustainability of the program/project should be

included in the volunteer’ proposed plans. 6. Ownership of project/program should be by the host organization or by the target

beneficiary and not by the volunteer. 7. Transparency and accountability is a must through constant giving of reports.

B. Procedure

1. The volunteer should have consultation meetings with the program officer and host organization supervisor and target beneficiary.

2. Written proposal should be presented to the program officer and host organization supervisor and target beneficiary.

3. Define roles and responsibilities of the persons involved in the implementation of the project / program.

4. Define limits when it comes to usage and access of resources for the implementation of the project.

5. Submission of monthly progress report on the implementation is a must. XXIX. VOLUNTEER RETENTION AND HIRING AS REGULAR STAFF A. Basis for absorbing volunteers as regular staff

• The availability of staff item i.e. item vacancy that the programme office needs. • The availability of resources of the Programme Office i.e. financial capacity to

support another staff, availability of material resources, logistics and space for a new staff.

• Performance appraisal / evaluation show a positive and promising result.



• The volunteer must follow the usual standard operating procedure of applying as a regular employee

B. Probationary Hiring a. Policy Statements

1. GVSP recognizes that new staff will need a period of time to become familiar with the Volunteer Programme and to move toward competency in their position. The first few months of employment represent an opportunity for both the staff and GVSP to determine if the original hiring decision was best for all involved.

2. This policy applies to all volunteers and staff, including transfers, promotions, and new hires of the Volunteer Programme.

3. GVSP will not discriminate any person in the hiring process in accordance with the Diversity Management Policy.

4. Upon being hired, a staff member will be required to sign a letter of appointment agreeing to GVSP Volunteer and Staff Policies and Procedures.

5. Appointment to the staff will be, in the normal case, by a probationary appointment. The probationary appointment shall normally be for a period of six months from the date of appointment.

6. Variations from the normal case may be made at the discretion of the Board of Directors. 7. At least two (2) months before the last day of the probationary appointment, the

programme officer shall advise the staff member in writing, of his or her recommendation as to whether or not the staff member will be granted a continuing appointment upon the completion of the probationary appointment.

8. The Programme Officer shall keep the staff member apprised of his or her progress during probation and, in this respect, shall meet with the staff member at least twice during the six (6) month period in order to discuss that progress.

9. The staff member's supervisor/volunteer coordinator shall submit the recommendation in writing, to the Board of Directors.

10. The decision by the Programme Officer authorized to grant a continuing appointment shall constitute the decision of the Board of Directors shall so advise the staff member of the decision, in writing, at least one month prior to the last day of the probationary appointment.

11. Continuing appointment will be offered on the basis of performance during the probation period. The performance of the staff member during probation shall indicate that he or she will in future be capable of contributing effectively in the performance of those duties to GVSP.

12. If a continuing appointment is not offered, the staff member shall receive notice in writing.

13. The probationary appointment of a staff member may be terminated upon provision of two (2) weeks notice of such termination. The effective date of the termination will be two weeks from the date of notice.

14. A staff member terminated under the provisions of this policy shall receive severance pay as required by the Labor Code of the Philippines.

15. The duties of the staff member will cease on the effective termination date.



XXX. VOLUNTEER PERFORMANCE APPRAISAL

The prime purpose of volunteer/staff performance evaluation is to allow everybody to evolve a method of appraisal and feedback that reflects their personal relationship, the demands of the work, and current events, for the purpose of improving the one’s value and potential within GVSP. The performance of each volunteer/staff will be reviewed formally and in writing on at least an annual basis. Additional appraisals may be conducted in developmental stages or when performance is not meeting standards. A. Objectives

1. To come up with a comprehensive and standardized performance evaluation mechanism for GVSP;

2. To determine and evaluate the performance of the volunteer and staff. 3. To be able to appraised the atmosphere of critical reflection of a volunteer in relation to

his/her daily work; 4. To have a tool that will serve as a criteria to the general condition of the volunteer work 5. To have an objective tool in evaluating volunteer works; 6. To have a standardized evaluation and performance appraisal for the volunteers and

staff. 7. To determine strengths and weaknesses efficiency and efficacy of the program and the

volunteer 8. To ensure that goals are realistic and attainable 9. To determine what training and development is required 10. To continually monitor volunteer’s or staff’s progress and communicate any ongoing

issues to assist the volunteer/staff in reaching goals and aligning expected performance levels with programme’s goals and objectives.

11. It will serve as added information in the database of the volunteer. 12. To gauge and assess the level of understanding of the volunteer and staff vis-à-vis the

status and conditions of the volunteer programme against with the VMG; 13. It will serve as archives of evaluation and performance appraisal for both staff and

volunteers. B. Policy Statements

1. All records pertaining to the volunteer performance appraisal should be kept confidential in accordance of the Record keeping Policy.

2. The evaluation committee should be a three-man body headed by the Programme Director as chair and two members, one serving as secretariat and another as staff/logistics.

3. There will be two sets of criteria to be use in evaluating volunteer and staff performance, first will be the evaluation form using the GVSP six Dimensions and; second set of criteria will be work-related criteria i.e. to be evaluated according to their Attitude, Skills and Knowledge. Therefore, two (2) separate evaluation forms will be given all volunteers and staff to be evaluated.

4. All active volunteers and staff are subject for evaluation as scheduled. 5. Short and long term volunteer shall have their own specific performance evaluation 6. All standard evaluation forms will be synthesized by the Board of Directors



C. Procedures 1. STANDARDIZED FORMS WILL BE GIVEN INDIVIDUALLY 2. Two days is given to answer the form 3. All gathered forms should be placed in a sealed envelope and submitted to the Program

Officer. 4. Programme Officer is responsible for the submission to the Board of Directors 5. Board of Directors themselves will evaluate and collate the outputs and give it back to

the Programme Officer. 6. Feed backing among the volunteers, staff and some member of Board of Directors may

join but as an observer. D. Responsibilities

• Staff - to evaluate, co-workers, volunteer and work • Program Officer -responsible for coordinating the evaluation scheme • Supervisor -to evaluate the volunteer, staff and progress of program • Volunteers - to evaluate self, co-volunteers, staff, organization and work • Supervisor / Placement Officer

4 Monthly (short term) 4 Exit (Short/ long term) 4 Visits / Recalls (long term)

E. Frequency a. Volunteers (short term)

4 monthly 4 exit

b. Volunteers (long term)

4 Program Officer visits (twice) 4 Recalls (twice) 4 Mid-year (after 6 months) 4 Exit

F. Remedies for Poor Performance a. Policy Statement

1. Remedies for poor performance will follow the policies and guidelines set in the Staff/volunteer Discipline Policy and Termination of Volunteer for Cause Policy.

2. Everybody is enjoined to report the following behaviors identified as poor performance but not limited to:

• Absence and Tardiness • Poor relationship with co-workers (volunteers and staff) • Intimate relationship with staff or co-volunteer affecting work • Insubordination (or volunteer does not want to be supervised at all)

3. Remedies and/or discipline shall be respectful and equitable. Discipline measures shall be appropriate to the infraction and may include termination of volunteer placement contract. Examples of infractions include unsatisfactory work performance, misrepresentation, insubordination, policy contravention, and/or theft.



G. Performance-related Rating System Dimensions to Evaluate Rating to used Sources of Data Methods of Collecting

Data

Attitude

9-10 excellent/always 7-8very good/most of the time 5-6 good/occasionally 3-4 fair/rarely 0-2 poor/not at all N/A not applicable

Knowledge

9-10 excellent/always 7-8very good/most of the time 5-6 good/occasionally 3-4 fair/rarely 0-3 poor/not at all N/A not applicable

Skills

9-10excellent/always 7-8very good/most of the time 5-6 good/occasionally 3-4 fair/rarely 0-4 poor/not at all N/A not applicable

Supervisor (Host/ GVSP) 4IC result 4Minutes of

meeting 4Reports

Staff 4IC 4Reports 4evaluation forms 4retreat,

recollection, activities, meeting

4fellowship Volunteers 4result of IC 4reports (monthly,

quarterly, annual/ exit)

4fellowship 4retreats /

activities

•Fellowship and activities •Interviews and

Individual Conference (IC)

•Standardized Evaluation Forms

•Accomplishment reports (monthly, quarterly, exit)

•Reports (written and oral)

XXXI. TERMINATION OF VOLUNTEER PLACEMENT CONTRACT A. Pre-termination of Contract a. Policy Statements

1. Volunteer decides to end contract prematurely must see the programme officer to inform him/her about the intention as soon as possible.

2. Volunteer shall fill-out and submit the volunteer exit form to the programme officer. 3. Volunteer who decides to end the Volunteer Placement Contact after training and/or

before his/her placement without just, grave and/or valid reason as appraised and evaluated by the Board of Directors en banc, will not be given recognition in any form whatsoever by GVSP. Only the Board of Directors en banc in an absolute majority vote may decide to re-accept in the Volunteer Programme.

4. The program officer and host organization shall discuss and validate the reason for pre-termination as soon as possible.

5. Volunteers that pre-terminated the contract within the first three-months must return the Volunteer Handbook/Journal as soon as the convenient possible time.

6. In case of emergency pullout and termination of contract, the volunteer will be permitted to end without necessary completing the forms and requirements. However, with the



assurance from the volunteer and/or host organization to comply or complete the needed volunteer exit requirements as much as possible.

7. The placement officer and host organization will determine the gravity and validity of the reason for the volunteer’s early termination.

8. In case of valid but non-emergency and non-critical nature of pre-termination, the volunteer has to submit all the needed volunteer exit requirements before ending the contract.

b. Procedures:

1. The volunteer must inform the program office of the intention to pre-terminate the contract through phone, mail or by visiting the office.

2. The volunteer must fill-up the volunteer exit form, submit it to project officer and undergo the volunteer exit interview.

3. The placement officer will contact the volunteer supervisor to discuss about the volunteer exit plans.

4. Approval of exit paper will be released after the volunteer submits pertinent papers and reports.

B. End of Contract a. Policy Statements:

1. No volunteer should terminate the placement work without going through the proper volunteer exit procedure.

2. The volunteer, host and GVSP will all be involved in the volunteer exit scheme. 3. All pertinent reports and papers should be furnished, completed, and submitted within

fifteen (15) working days before exit. 4. The Placement Officer shall be responsible in the exit process of the volunteer. 5. Volunteer benefits should be given two weeks before exit i.e. after the completion and

submission of needed reports. b. Procedures:

1. Programme officer to give the volunteer exit contract to the volunteer and host organization.

2. Placement officer to visit the placement to perform exit interview to the volunteer and host organization one month prior to exit.

3. Volunteer to submit pertinent papers within 15 working days before exit as well as the host organization.

4. After filing and submission of papers, volunteer benefits will be given. 5. Volunteer to report for final interview to the project officer’s office at GVSP.

XXXII. VOLUNTEER PROGRAM ASSESSMENT

The prime purpose of Volunteer Program Assessment and Evaluation is to give a clear and objective picture on how the Volunteering programme is being directed and managed annually with the aim of making the volunteer programme most effective and efficient in the delivery of its services to its staff, volunteers, partners, and Deaf Community. This mechanism will help GVSP know and understand its limitation and weakness and at the same time its strengths, accomplishments, and opportunities.



A. Policy Statement 1. GVSP will have a mid-year and annual Volunteer Program Assessment. 2. This assessment will be handle by a committee compose of three (3) member; the Chair

of the Board of Directors, Programme Officer and the Secretary of Board of Directors. 3. Volunteer Program Assessment and evaluation will be analysis by an external body to

be decided upon by the committee. 4. All personnel, staff, and volunteers including the Board of Directors will be part of this

Volunteer Program Assessment. 5. GVSP will include in its annual budget the Volunteer Program Assessment activity 6. The result of the communicated to all personnel, staff and volunteers including the Board

of Directors of GVSP. 7. The result of the Volunteer Program Assessment and Evaluation will be taken into

account in the making of GVSP annual programmes and plans. 8. The result of this assessment and evaluation will be kept in the archives in accordance

of Record Keeping Policy B. Procedure

1. Program Officer will be responsible to give out the standard assessment form for to all people involve and will be given a day to complete the evaluation.

2. After collection, the Board of Directors together with the Programme Officer submits the form or an agency selected by the Board of Directors to handle the synthesis and collation of data and results.

3. There will be a one-day organizational assessment and evaluation to be handled by an external entity or organization contacted by the Board of Directors.

4. Result of the forms and evaluation workshop will be again synthesis collated and interpreted and will be presented to the Board of Directors.

5. The programme Officer will be responsible for inform other staff and volunteers on the result of the volunteering program.

COPYRIGHT © February 2005 Cebu City, Philippines All rights reserved. No part of this manual can be reproduced or transmitted in any form. GUALANDI VOLUNTEER SERVICE PROGRAMME, INC. The Volunteering Program of the Gualandi Mission for the Deaf # 5 Emerald Street, St. Michael Village, Banilad Cebu City, Philippines Mailing Address: P.O. Box 650 6000 Cebu City Philippines

GVSP MANUAL OF OPERATIONS

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