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VOLUNTEER SUPERVISOR’S

HANDBOOK

674 Hillsdale Drive, Suite 9 │Charlottesville, VA 22901 │ (434)817-5272 │ www.jabacares.org

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TABLE OF CONTENTS

DEAR VOLUNTEER SUPERVISORS: ..................................................................... 4

SUPPORT ............................................................................................................ 5

BACKGROUND ..................................................................................................... 6

THE POWER OF COMMUNITY SERVICE ............................................................... 7

ESSENTIALS ........................................................................................................ 8

RESPONSIBILITIES .................................................................................................................... 8

SITE SUPERVISOR │LIAISON│COORDINATOR ............................................................ 8

JABA’S VOLUNTEER SERVICES TEAM ............................................................................ 8

VOLUNTEER ............................................................................................................................. 9

GENERAL GUIDELINES ............................................................................................................ 9

PROSE............................................................................................................... 12

PLANNING FOR VOLUNTEERS ............................................................................................ 12

RECRUITING & PLACING VOLUNTEERS .......................................................................... 13

VOLUNTEER REQUEST FORM ......................................................................................... 13

POSITION DESCRIPTIONS ................................................................................................ 13

RECRUITMENT .......................................................................................................................... 14

PLACEMENT ........................................................................................................................... 15

ORIENTING& TRAINING ......................................................................................................... 15

ORIENTATION INTERVIEW ................................................................................................ 15

TRAINING ................................................................................................................................ 16

ORIENTATION ........................................................................................................................ 16

CONTINUED TRAINING OPPORTUNITIES..................................................................... 16

SUPERVISING ............................................................................................................................ 16

THINK OF YOURSELF AS A COACH ............................................................................... 16

GET OFF TO A GRRRRREAT START! ............................................................................. 17

KEEP VOLUNTEERS ENGAGED ....................................................................................... 17

RETAINING YOUR VOLUNTEERS .................................................................................... 17

OCCASIONALLY VOLUNTEER ISSUES ARISE ............................................................. 17

RECORD KEEPING ............................................................................................. 19

HOURS REPORTING ................................................................................................................ 19

TRAVEL REIMBURSEMENT RESPONSIBILITIES ............................................................ 20

EVALUATION BY VOLUNTEERS ....................................................................... 21

RECOGNIZING VOLUNTEERS ............................................................................ 22

PRESIDENT’S VOLUNTEER SERV ICE AWARD ............................................................... 22

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PRESIDENT’S VOLUNTEER SERVICE AWARD ELIGIBILITY ................................... 22

ONGOING RECOGNITION FOR ALL VOLUNTEERS ....................................................... 23

SITE SUPERVISOR IDEAS FOR VOLUNTEER RECOGNITION ................................ 23

JABA’S VOLUNTEER SERVICES DEPARTMENT RECOGNITION EFFORTS ....... 24

BEYOND PLAQUES & PINS: VOLUNTEER REWARD & RECOGNITION FROM A

NEW PERSPECTIVE ................................................................................................................ 25

SUMMARY ......................................................................................................... 27

MEMORANDUM OF UNDERSTANDING ................................................................ 28

JABA’S CODE OF ETHICS .................................................................................. 31

CONSENT TO PERFORM CRIMINAL HISTORY BACKGROUND CHECK IN

COMPLIANCE WITH THE FCRA AND THE DPPA ................................................. 32

(FAIR CREDIT REPORTING ACT AND THE FEDERAL DRIVER’S PRIVACY

PROTECTION ACT) ............................................................................................ 32

GROUP VOLUNTEER REGISTRATION ................................................................ 33

INDIVIDUAL VOLUNTEER REGISTRATION .......................................................... 34

REQUEST FOR TRAVEL REIMBURSEMENT‒HDM ............................................... 36

REQUEST FOR TRAVEL REIMBURSEMENT ........................................................ 37

INDIVIDUAL VOLUNTEER TIME & JOB RECORD ................................................. 38

REQUEST FOR VOLUNTEER .............................................................................. 39

POSITION DESCRIPTION ................................................................................... 40

VOLUNTEER ORIENTATION ON-SITE CHECKLIST .............................................. 41

VOLUNTEER BACKGROUND SCREENING POLICY AND PROCEDURES .............. 43

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DEAR VOLUNTEER SUPERVISORS:

JABA partners with approximately 100 agencies and JABA staff who work directly with

1,500 volunteers from the communities in the City of Charlottesville, and the counties of

Albemarle, Fluvanna, Greene, Louisa and Nelson to carry out essential program

components. These staff members are our “Volunteer Supervisors.” Your role as a

Volunteer Supervisor is very important to the engagement and retention of these

volunteers. JABA’s Volunteer Services department aims to support you in your direct work

and towards that end we have developed this guide. We would like to encourage you to

use it as a tool as you welcome and collaborate with the volunteers on your team. We

want to help you continue to develop the specific skills and best practices to provide the

volunteers with a superior experience and strengthen your programs. We are available to

answer questions or inspire you with innovative ways to improve the management of

volunteers. We are excited to partner with you in our joint responsibility for building and

sustaining successful relationships with volunteers. Thank you for helping them connect

with your program and mission as they help you meet the needs of the community.

JABA’s Volunteer Services Department Goal

Collaborate with JABA’s program managers and community partners as we focus on

volunteer retention, engagement and recruitment to meet the ever changing demands of

the community needs in JABA’s service area while acknowledging and responding to what

motivates volunteers.

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SUPPORT

For nearly 40 years, JABA’s Volunteer Services Program has been committed to

working in partnership with all community members – including individuals, groups,

local businesses, government and foundations – to promote healthy aging in

Charlottesville, and Albemarle, Fluvanna, Greene, Louisa, and Nelson counties.

Volunteerism begins with a sense of responsibility towards making our community

the best that it can be. We come together to share our time, talent, and treasures to

make a difference in the lives of those around us.

As a nonprofit, JABA relies on the generosity of volunteers, donors and sponsors to

fulfill our mission and goals. We welcome the participation of local businesses

through sponsorship of our programs such as Volunteer Services. There are three

sponsorship levels: Gold, Silver and Bronze. If you know of a business or individual

that might be interested in investing in JABA’s work to promote the health and

independence of older adults in our area, please contact Kim Peel, JABA’s Director

of Philanthropy, at (434) 817-5221 or kpeel@jabacares.org.

With gratitude, we recognize Hancock Financial Group, a private wealth advisory

practice of Ameriprise Financial Services, Inc. as a 2014-15 silver-level sponsor of

JABA’s Volunteer Services Program.

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BACKGROUND

JABA has had a volunteer program since the early 1970’s. Volunteers provide vital support

to JABA and also to its community partners. Historically, we have focused primarily on

providing rewarding volunteer experiences for adults 55 and older. Their direct service

and dedication have enabled us to reach our goals and fulfill our mission in providing

services to the elderly in Central Virginia. As we continue to look forward and respond to

community needs, JABA’s cornerstones of healthy aging, intergenerational programing

and sustainability are considered. Currently we serve individuals of all ages with

volunteers that range from their early teens to late 90’s.

JABA provides services in Virginia’s Planning District 10, which consists of the City of

Charlottesville and the counties of Albemarle, Fluvanna, Greene, Louisa and Nelson.

Community residents have the opportunity to volunteer at JABA and at over 90 other

nonprofits and schools in our service area. JABA is a sponsor agency for the AmeriCorps

VISTA program, which provides individuals who commit to a year of service to build

capacity for programs aimed at ending poverty. The volunteer program at JABA

welcomes individuals of all ages and backgrounds, (i.e. retired, employed, student,

experienced, and newly trained). Volunteers under the age of sixteen can be

accompanied by their parents, grandparents, or school staff.

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THE POWER OF COMMUNITY SERVICE

Community service is a powerful concept, no matter how you look at it.

Everybody benefits - the givers, the receivers, the facilitators, the sponsors.

Bottom line profit and materialism are de-emphasized. Helping and serving others

becomes the primary mission.

Collaboration and partnerships are formed.

Community connections are increased.

Support is provided to the community that might typically need to be purchased.

● ● ●

Success Breeds Success!

Strong community service programs

create a positive dynamic, fostering

openness to the possibilities

for learning, growing, and changing.

● ● ●

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ESSENTIALS

RESPONSIBILITIES

SITE SUPERVISOR │LIAISON│COORDINATOR

Provide a professional and safe work environment.

Provide orientation to site using suggested On-Site Orientation Checklist or a similar

document from your organization.

Provide trust and respect from agency staff and co-workers.

Provide ongoing support to the volunteers.

Provide day-to-day recognition for contributions.

Submit volunteer sign-in sheets and signed mileage reimbursement forms to JABA’s

Volunteer Services Department by the 5th business day of the following month or the first

Friday, whichever comes first.

Submit clear and concise requests for volunteers to JABA’s Volunteer Services team.

Bring any issues relating to possible volunteer reassignment or violation of the Code of

Ethics to the attention of the Volunteer Services Coordinator.

JABA’S VOLUNTEER SERVICES TEAM

Help plan for volunteers.

Receive Volunteer Request Form from Supervisor │Liaison│ Coordinator

Assist with Volunteer Request Forms and Position Descriptions

Process Volunteer Registration forms.

Conduct orientation interview.

Refer volunteer to training if required of position.

Complete background screenings.

Provide JABA’s Volunteer Handbook to volunteer.

Recruit new volunteers or identify current volunteers with interest in position.

Conduct effective placement in volunteer position assignment.

Process all volunteer hours and produce statistical reports.

Assist with volunteer issues

Provide leadership and resources to supervisors and program coordinators

Conduct annual volunteer satisfaction survey.

Recognize volunteers with occasional hand-written thank you notes. Provide special

recognition items as funding permits.

Recognize volunteers with annual anniversary card.

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Host Award Reception for recipients of the President’s Volunteer Service Award.

Participate in Charlottesville Albemarle Area Volunteer Administrators meetings.

Attend workshops and conferences to support Volunteer Administrator role.

VOLUNTEER

Complete the initial registration process, including signing all appropriate forms and

criminal background check if applicable to position

Participate in orientation and all required training

Accept work assignments that are best suited to interests, skills, talents, and availability.

Be on time, dependable, and report as scheduled. In case of a planned absence,

provide advance notice to workstation supervisor.

Provide good customer service with a smile, courtesy and positive attitude.

Record all hours worked on the Volunteer Sign-In sheet provided by the Volunteer

Supervisor │Liaison │Coordinator or respond to end-of-month hours email from

Volunteer Services team.

Be respectful of the confidentiality and sensitivity of participant needs. A breach of

confidentiality will result in termination of the volunteer position.

Report any accidents or injuries while volunteering or while traveling to or from an

assignment to your Workstation Supervisor and to the Volunteer Services Coordinator.

Bring work-related issues to the attention of the Workstation Supervisor or Program

Coordinator.

GENERAL GUIDELINES

JABA is an Equal Opportunity Employer (EOE) and complies with the Americans with

Disabilities Act (ADA), which means volunteers will not be discriminated against for

physical or mental disabilities relating to job performance and the work environment.

Comply with the JABA Employee and Volunteer Code of Ethics.

All JABA facilities are smoke-free, drug-free, and alcohol-free. Follow defined

procedures for security upon entering and exiting JABA buildings.

If an injury or accident occurs on the job, the Workstation Supervisor and Volunteer

Services Coordinator will provide assistance regarding liability insurance through JABA.

Volunteers will not use their positions with any volunteer workstations for any financial

gain.

Activities which would supplant the hiring of employed workers.

Volunteers are prohibited from participating in activities for the purpose of promotion

while volunteering at a site that include the following:

o Political or lobbying activities having to do with any election to public office or

voter registration or legislation

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o Labor or anti-labor activities

As a representative of JABA, a volunteer’s appearance, hygiene and dress should be

appropriate, presentable and consistent with his or her job responsibilities.

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PLANNING

RECRUITING AND PLACING

ORIENTING AND TRAINING

SUPERVISING

EVALUATING AND RECOGNIZING

Like good prose a well-managed volunteer

program should have a natural flow

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PROSE

PLANNING FOR VOLUNTEERS

Why Plan for Volunteers?

As with everything we do, a good plan makes things run more smoothly and helps stop potential

problems before they start. Before making a Request for Volunteers to the Volunteer Services

Department, consider these all-important questions.

1. Why do I need a volunteer?

2. What specifically do I want them to do?

3. How many do I need?

4. How long do I need them?

5. What is needed for the project and who will supervise?

6. Are there any particular traits that I am looking for in a volunteer?

7. Are there any special requirements?

8. Am I able to spend the time to adequately orient and supervise the volunteer?

9. Do I already know of a resource to recruit the volunteer(s) from?

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RECRUITING & PLACING VOLUNTEERS

VOLUNTEER REQUEST FORM

Complete the Request for Volunteer form (See Appendix) and submit it to the Volunteer Support

Specialist. Be as specific as possible in requesting your volunteer following the questions on

the form:

Requested by (your name)

Date (of request)

Program Name- Example Ombudsman, Twice is Nice, Community Support

Services/Neighbor to Neighbor, Community Centers

Date Needed (start-by date)

Ongoing or Episodic- this would be regular ongoing needs vs. project base or substitute

volunteer

Days of Week & Time- please be specific and base it on your availability to supervise,

access to tools or space, and individuals served and program needs

Key Tasks- details here are inserted into the Position Description that we give to the

volunteer and send to you. Specifics are appreciated.

Training Required- this can include orientations that are mandatory for your organization

or certifications or ongoing workshop attendance requirements

Name of Volunteer Supervisor- this is the person who we will be communicating with

and who the volunteer reports to.

Phone (Your Phone)

Email- email of Volunteer Supervisor

When we receive your request we may contact you for clarification or for more details. We want

to make sure that we are informed when coordinating placement of volunteers on your behalf.

POSITION DESCRIPTIONS

The Volunteer Services Team will amend a Position Description based on the information

contained in the request. The Key Tasks reported on the Volunteer Request Form will be

customized on the position description template for the particular volunteer requested. This

document is given to the Volunteer and to the Volunteer Supervisor and should be used as a

reference document when orienting the volunteer and if clarification is needed by the volunteer

as to what they are responsible for.

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RECRUITMENT

The Volunteer Services Team will write, if needed, a recruitment blurb for the position and will

publish the opportunity. We also strategize with JABA’s Marketing and Communications Team

towards recruitment efforts. Often, JABA’s Marketing and Communication team will publish

volunteer articles and volunteer announcements to the media through press releases, email

news, and posts on Twitter and Facebook. If there are recurring initiatives we will build your

volunteer recruitment needs into an annual plan. The Volunteer Services Team will query the

data base for appropriate volunteers to fill the request and will send out targeted emails to

community partners. There are also several community In which we advertise such as Church

bulletins, and neighborhood newsletters. There are also several websites, including JABA’s, in

which we post volunteer openings.

Network, network, and more network!

The biggest single inducement to volunteering is being asked by someone familiar (i.e., family

member, coworker, social acquaintance). JABA’s staff and partners are our best recruiters to

spread our needs through word of mouth, at community outreach presentations, health fairs,

and to targeted audiences such as independent senior living facilities and volunteer fairs. The

Volunteer Services Department can provide limited promotional materials for use at events

where community members are present.

The Volunteer Services Coordinator will monitor the results of these recruitment efforts and will

update you on your particular request within two weeks to let you know what progress is being

made.

Website Postings‒

JABA www.jabacares.org│AARP www.createthegood.com│United Way www.unitedwaytja.org│

CNE www.thecne.org│Learning in Action www.virginia.edu/publicservice/

Print‒ Newsletters│Bulletins│Newspapers (free postings)

Email‒ Monthly to Volunteers│JABA’s e newsletter

Direct appeal ‒Targeted list of appropriate Volunteers│Annual Got an Hour campaign

Outreach‒ Speaking Opportunities│Volunteer Fairs│Community Events

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PLACEMENT

Potential volunteers must register to volunteer through JABA by filling out an Individual

Volunteer Registration Form or Group Volunteer Registration Form.

Potential volunteers can obtain a registration form from the Volunteer Services Department, at

volunteer sites, at the receptionist’s desk on Hillsdale or they can apply online at JABA’s

website www.jabacares.org.

Once the application is received by a Volunteer Services team member the all-important

screening process begins. Screening has a purpose related to risk management – to rule out

unsuitable or unreliable individuals and to make the best match possible. For volunteers

interested in positions that are in schools, working with the public, in the Neighbor to Neighbor

program, or the Ombudsman program, a personal orientation interview is mandatory and

conducted by a Volunteer Department team member. In rare cases, the orientation interview

may be done by telephone or email for other positions.

Once the Volunteer Services Team and volunteer have agreed on a desired placement, the

Volunteer Services Team member will contact the Site Supervisor/Liaison to arrange a start

date, training date, further screening or make an introduction, whichever has been prearranged.

It is important to note that the first days of a placement are considered on-the-job training and

not all placements are permanent. Should the placement not be working for whatever reasons,

the Volunteer and volunteer site Supervisor should contact the Volunteer Services Coordinator

for possible reassignment.

ORIENTING& TRAINING

Training is an integral part of the volunteer experience; it begins during the orientation

conducted by the Volunteer Services Department.

ORIENTATION INTERVIEW

The orientation interview serves many purposes but the main ones are: getting to know the

volunteer and their interests, orienting the volunteer to JABA’s mission and the availability of

volunteer positions, reviewing the Volunteer Handbook including how to submit hours, signing

the JABA Code of Ethics and determining the need for a criminal background check. Additional

areas discerned by the Volunteer Services Staff during the screening process are incompatible

behaviors, personal preferences of the volunteer that are too restrictive, lack of job skills and

abilities that match the specific needs. Conversely it also helps to determine transferable skills

or interests which would be assets to a position. Sometimes we new identify possibilities for the

volunteer which may be of interest to our site supervisors.

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TRAINING

Many programs have training that is required before the volunteer may begin their position. If

this is the case the Volunteer Services Department will inform the volunteer of the training dates

and confirm attendance with the Program Coordinator/Site Supervisor. Attendance at a training

does not necessarily guarantee that the volunteer will be selected to serve in the particular

capacity.

ORIENTATION

It is the responsibility of the Workstation Supervisor to orient the volunteer to the site and go

over their responsibilities. We have included an On-Site Orientation Checklist to make the task

easier which we encourage you to use if you do not already have one that you follow.

CONTINUED TRAINING OPPORTUNITIES

Whenever possible or appropriate include volunteers in in-service training or educational

opportunities. Professional development opportunities for volunteers will serve many purposes:

increasing skills, bonding with your program and agency’s mission and making them feel valued

and an important part of programmatic success. Often JABA and community partners offer

orientations to volunteers to acquaint them with the organization. Please check with us if you

are unsure if the volunteer is a candidate to include.

SUPERVISING

THINK OF YOURSELF AS A COACH

A good coach knows how to balance the tasks of teaching strategies, leadership, skills and

techniques. It’s all about focusing on his or her players succeeding. Too much supervision may

result in volunteers feeling frustrated, not enough freedom to move about, be creative, make

some decisions. Too little supervision, on the other hand, may send a message of indifference

or send the wrong message – ‘just too busy to attend to the details’.

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GET OFF TO A GRRRRREAT START!

Greet your volunteer warmly. Their first impression is priceless!

Take time to do the On-Site Orientation Checklist and give clear instructions.

Check in with volunteer to answer any questions.

Be sure to say “Thank You” and “See You Next Time” when they leave.

Be specific when offering feedback. The volunteer needs to know that they are making a

difference and need reassurance.

KEEP VOLUNTEERS ENGAGED

According to a Dale Carnegie Training white paper, supervisors who are successful in making

employees feel “valued” and “confident” are then motivating them to make “decisions about their

work, and that generates enthusiasm, which inspires them to try harder.” Consider volunteers

as your fellow employees. “Those who emotionally connect in a positive way with an

organization feel a sense of ownership and are more likely to stay with it, delivering superior

work in less time and reducing turnover,” the white paper said. Volunteers give from their

hearts. If the work environment is respectful and positive, they are better able to share their

gifts. This will enhance both their lives and your services.

RETAINING YOUR VOLUNTEERS

Be a good coach and help volunteers be energized and passionate about their work.

Ask “How is it going?” on a regular basis and make adjustments if needed.

Give feedback on performance and use constructive language if necessary.

Include volunteers in staff meetings, trainings or celebrations if possible.

Remember, volunteers work without the benefit of a salary so helping others and feeling

needed is their reward. Make them feel valued and important!

OCCASIONALLY VOLUNTEER ISSUES ARISE

Like any good coach, from time-to-time a volunteer supervisor must address work-related

issues with a volunteer. Maybe the volunteer has overstepped their boundaries or is having

poor attendance. It is ok to require excellent job performance from a volunteer. Here are

some tips for addressing these issues:

Ask to speak to the volunteer privately and away from paid staff and clients.

Start the conversation by getting their feedback on how the job is going.

Address the issue forthrightly and honestly.

Refer to their agreed-upon duties and responsibilities as written in the original position

description.

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Give clear guidance of expectations.

Refer volunteer to procedures in the Volunteer Handbook and JABA Code of Ethics if

necessary

Make a plan for resolving the issue

Document behaviors and your subsequent actions

In the event of unresolved performance related issues with a volunteer, refer the matter to the

Volunteer Services Coordinator. This process is in place for problem solving and complaint

resolution and possible reassignment of the volunteer or dismissal of the volunteer. Consult with

the JABA’s Volunteer Manager if assistance is needed in resolution management or potential

reassignment.

Dismissal of a volunteer is a last resort and often results from a failure due to the volunteer

management system. This could be due to inappropriate placement, insufficient training, unclear

expectations, insufficient knowledge and training in the behaviors of volunteers, or insufficient

supervision. Some preventative measures for volunteer issues are

Maintain regular contact

Regularly monitor the actions and performance

Provide ongoing feedback so they can better perform their roles or know that they are

doing tasks well

Develop plans for improving performance and monitor progress on these plans

If there are egregious issues that put your organization or an individual at risk contact JABA’s

Volunteer Services immediately to assist you in dismissing the volunteer.

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RECORD KEEPING

As a Work Site Supervisor you are responsible for insuring that volunteers have completed all

necessary paperwork with the Department of Volunteer Services before beginning their

assignment (if they did not come to you through the Volunteer Services Department). If a

prospective volunteer completes an Volunteer Application at your worksite it should be

forwarded to the Volunteer Support Specialist who will contact the volunteer for the orientation

interview if necessary.

Many groups perform service at locations in the jurisdiction and they are not required to have

the orientation interview. However, you should have the Group Registration Form completed

and hours and number of volunteers in the group listed on it or on the Volunteer Sign-In sheet.

Every group needs this form updated and resubmitted annually the next time they volunteer

after the start of our new fiscal year, October 1.

All questions concerning volunteer hours, registration forms and general recordkeeping should

be directed to the Volunteer Services Department Administrator or Volunteer Support Specialist.

HOURS REPORTING

During the on-site orientation you will be reiterating the importance of the volunteer recording

hours served on the Volunteer Sign-In Sheet at your site. If a volunteer is serving at a site

without a sign-in sheet, he or she will be given instructions on how to submit individual hours,

preferably in response to the end-of-the-month email sent by the Volunteer Support Specialist.

Some JABA sites report their hours to Volunteer Services through record keeping on a

document on JABA’s shared drive. Some JABA sites have binders set up for reference for the

volunteers that also contain sign in sheets which are turned into Volunteer Services

Department. We request that hours be submitted by the fifth of the month.

Many volunteers are uncomfortable with our request for hours since they feel it reflects that they

expect “credit” for their volunteering. Please take the time to explain some of the reasons why it

is important for JABA to capture both numbers of volunteers and hours served:

All of JABA’s funders (federal, state, local, grants and foundations) want to know the

impact of volunteers in achieving our mission. The service by volunteers often has a

direct impact on funding.

Each volunteer hour is given a dollar value by the Virginia Office of Volunteerism and

Service. In 2012 this amount was $24.64 an hour. In 2014, 1,840 JABA Volunteers

gave 45,155 hours of volunteer service in the City of Charlottesville and the counties of

Albemarle, Fluvanna, Greene, Louisa and Nelson. This represents over $1 million in

service given to our communities for much-needed services and support.

We simply want to recognize and appreciate all of our volunteers who give so much of

their time in service to others.

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TRAVEL REIMBURSEMENT RESPONSIBILITIES

If a volunteer is requesting travel reimbursement, it is the responsibility of the Volunteer

Supervisor │Liaison │Coordinator to approve and sign the Travel Reimbursement Form (See

Appendix). Forms are due to the Volunteer Services Administrator by the 5th of every month.

Home Delivered Meals mileage reimbursement is paid at 100% with no cap. General Volunteer

Service mileage reimbursement has a monthly maximum reimbursement of $15. The

volunteers can turn in several months at a time. If they have forgotten one month, please

reassure them that they can still submit a request. If a person is unable to volunteer due to the

monetary hardship of traveling to and from the position, they are an excellent candidate for

reimbursement. If the volunteer travels by public transportation, they must attach receipts to the

reimbursement request.

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EVALUATION BY VOLUNTEERS

Evaluation of the volunteer program provides important feedback to our administrators, boards,

funders and individual volunteers themselves on how our volunteers feel about their volunteer

experience at JABA Partner Sites, such as schools and nonprofit agencies, where we place

volunteers. Feedback from all participants helps us to determine ways to improve our

processes, identify the trends and best practices in volunteering, and understanding how

demographics are influencing volunteerism.

Sampling of 2014 Volunteer Satisfaction Survey Questions Results

Questions Strongly Agree

Agree Disagree Strongly Disagree

I feel a sense of purpose 57% 37% 2% 0%

Improves my mood 46% 46% 2% 1%

Reduces my isolation 36% 50% 8% 1%

I have used existing skills and talents 46% 46% 3% 0%

I make a difference 42% 51% 2% 0%

I feel connected to the community 40% 52% 4% 0%

I feel supported by the staff at the site 46% 46% 1% 1%

I feel appreciated by the staff at the site 52% 39% 2% 0%

I do meaningful work 46% 40% 2% 0%

I am satisfied with my tasks 41% 48% 2% 0%

I have contributed to the sustainability of a program or service

36% 46% 3% 1%

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Lifetime Achievement All Ages 4,000 + hours Gold Level Youth 100 hours or more Young Adult 250 hours or more Adult 500 hours or more Family/Groups 1,000 hours or more Silver Level Youth 75 - 99 hours Young Adult 175 - 247 hours Adults 250 - 499 hours Family/Groups 500 - 999 hours Bronze Level Youth 50 - 74 hours Young Adult 100 - 174 hours Adult 100 - 249 hours Family/Group 200 - 499 hours

RECOGNIZING VOLUNTEERS

Our volunteers tell us that the best thanks they receive for their service rests on the impact they

make on people’s lives and how their experience and passion is making their community a

better place to live. JABA makes every effort to share results, publicize successes and educate

the community on both accomplishments of theirservice and on what their ongoing commitment

to serve will mean for the future of aging in central Virginia

PRESIDENT’S VOLUNTEER SERVICE AWARD

JABA is a certified agency for the President’s Volunteer Services Award.

The President’s Volunteer Service Award is the premier U.S. volunteer awards program,

encouraging its citizens to live a life of service through Presidential recognition.

All award Recipients are invited to attend a reception in their honor. The volunteers can invite

guests and the Site Supervisors are also invited to attend. The volunteers are honored by

elected officials and JABA Leadership.

PRESIDENT’S VOLUNTEER SERVICE AWARD ELIGIBILITY

Any individual, family or group can receive Presidential recognition for volunteer hours earned

over a 12-month period or over the course of a lifetime. Recipients must be U.S. citizens or

permanent residents. Below are the eligibility requirements for each age group.

Youth Ages 5-14 Young Adults Ages 15-25 Adults Ages 26 +

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ONGOING RECOGNITION FOR ALL VOLUNTEERS

As a Workstation Supervisor, we depend on you to let the Volunteer Services Coordinator know if one of

your volunteers should receive special recognition. We have a limited amount of money in our budget to

provide for these special recognitions. We send out an anniversary card during National Volunteer Week

in April. It is personalized for each volunteer and includes the number of years that they have served as a

JABA Volunteer. There are also numerous no-cost ways to express appreciation and gratitude.

SITE SUPERVISOR IDEAS FOR VOLUNTEER RECOGNITION

Simple thank-you

A Smile

Celebrate achievement

Put up a volunteer suggestion box

Nominate them for awards

Invite volunteers to staff meetings and

events

Greet them by name

Provide good orientation and training

Take time to explain

Motivate management to speak with them

Say “Good Morning”

Say “Good Afternoon”

Write a thank-you note

Write a reference letter

Encourage personal growth

Honor their preferences

Invite them to join a volunteer leadership

team

Send them a holiday card

Give them organization updates

Give them a Birthday card signed by the

department staff

Celebrate their six month then annual

anniversary with you

Create a volunteer bulletin board

Make sure they have beverages

Invite them to workshops

Ask Leadership to say hello and thank them

Add your own ideas:

________________________________

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24 | P a g e

JABA’S VOLUNTEER SERVICES DEPARTMENT RECOGNITION EFFORTS

Thank you notes

Occasional cards sent such as get well, sympathy, congratulations

Feature stories in print and electronically

Awards nominations

Recognition gifts when funding allows

President’s Volunteer Service Award Reception and Award

25 | P a g e

BEYOND PLAQUES & PINS: VOLUNTEER REWARD & RECOGNITION FROM A

NEW PERSPECTIVE

BY TOBI JOHNSON

I'm often asked for recommendations on how to reward and recognize volunteers. Naturally,

leaders of volunteers want to express their gratitude for the contributions oftheir volunteers and

want to encourage them to continue their efforts. Unfortunately, more often than not, they don't

have the budget or can't convince senior management, or the fiscal department, to approve the

expense. As I work on a volunteer recognition and retention plan for one of my consulting

clients, I've taken a step back to reconsider - What really motivates us? How can that be

integrated into how we reward and recognize volunteers? Does recognition really require a big

budget and lots of bling, or are we missing the point entirely? For author Daniel Pink, most

business (of which I assume nonprofits are a part) miss the point when they design their

employee reward systems. In his TED talk "The Puzzle of Motivation" he explains what science

has only recently discovered - contingent motivators don't work. When we attempt to inspire

using a transactional approach - "if you do X, we'll give you X" - performance actually gets

worse. Unfortunately, extrinsic motivators are still what most of the world relies on to reward

employees (through pay for performance, for example) - as well as volunteers (through gifts and

awards). "There's a mismatch between what science knows and what business does," explains

Pink. Extrinsic rewards or incentives don't increase productivity or motivate, he argues, because

they actually make us focus on a limited action and consequence and thus restrict possibility.

This is especially true when it comes to jobs that require cognitive skills over merely mechanical

ones. Consider motivating the elusive skilled or leader volunteer. How do we limit their potential

by the way we recognize them? During countless interviews and conversations with volunteers

I've heard similar themes expressed, They really don't need to see the plaque, trophy, or fancy

dinner to feel appreciated. They want to see and experience the change in the world they work

so hard to bring about. And yet, our recognition planning continues as before.

But if the old paradigm doesn't work, what does? In his book "Drive: The Surprising Truth About

What

Motivates Us," Pink identifies three basic human drives:

Mastery - The need to create and learn new things

Autonomy - The need to direct our own lives

Purpose - The need to be part of something that improves our world and ourselves

In fact, Pink's arguments point to the very premise of volunteering itself - volunteers are driven

to help organizations and communities, without pay, because they can bring about

improvements in society and because they matter. So, rather than using outdated ideas about

what motivates people, how can leaders of volunteers use what science has discovered to

improve their recognition practices? Here are some ideas:

26 | P a g e

Encourage Mastery

Give volunteers leeway to create new work processes and tools for your program and agency;

develop style guides so that they know the minimum expectations and can work within agency

guidelines.

Help volunteers learn new things; invite guest speakers in for monthly "Teach Ins" (or webinars)

that relate to your cause or their work for your organization. Hold annual "Idea Mash Ups" where

volunteers and staff come together for a day of problem solving around the organization or

program's biggest challenges; then, have them pitch their ideas and vote on which should be

considered for implementation.

Provide Autonomy

If extensive training is required, allow volunteers to direct at least some of their our own

learning; offer them a Learning Checklist and goals with which they can track their own

progress.

Provide robust online resources and tools for learning, personal exploration, and growth; set up

a volunteer team to develop a wiki where volunteers can connect and share resources

(www.wikispaces.com). Set up a process and technology (Le., Google Calendar) for team-

based scheduling; appoint one or two volunteer schedule coordinators, but allow the team to

work together to plan shift coverage (and offer back up in case issues arise).

Reinforce Purpose

Take every opportunity to demonstrate how the world has improved because of volunteer efforts

- from both the individual level, by sharing thank you notes from service beneficiaries, and the

program level, by reporting program outcomes and achievements.

Present an annual "State of the Community" report to volunteers that details the impacts the

organization has had in furthering its mission or cause (both measurable and anecdotal), what

challenges it has encountered, and what still needs to be done.

Forms a Volunteer Advisory Team to not only guide your program decision making, but to also

evaluate or audit your program operations to find ways to improve.

By changing the way you approach volunteer recognition activities, you may be able to better

tap into what really drives human motivations and, along the way, help volunteers feel truly

acknowledged and appreciated.

What ideas do you have to engage, reward, and motivate volunteers?

This article has been reprinted with permission from Tobi Johnson http://www.tobijohnson.com/20

13/03/13/volunteer-reward-recognition-from-a-new-perspe... 4116/2014

tobijohnson.com http://www.tobijohnson.com/2013/03/13/volunteer -reward-recognition-from-a-new-

perspectivel

27 | P a g e

SUMMARY

Your role as a Workstation Supervisor or Program Coordinator is important! We depend upon

your skills, your leadership, and your wisdom to engage volunteers to successfully carry out the

mission of your organization.

You are building those relationships and helping build the capacity of JABA to better serve the

aging population into the future. Our goal in Volunteer Services is to instill confidence, promote

leadership, provide resources and support to you. We are a team!

Thank you for the time, dedication, and appreciation that you invest in our volunteers! Together

we will develop the most well-respected and effective volunteer program in central Virginia!

MEMORANDUM OF UNDERSTANDING

The Jefferson Area Board for Aging (JABA) - Volunteer Services Program

674 Hillsdale Drive, Suite 9, Charlottesville, VA 22901

Phone (434) 817-5272 Fax (434) 817-5230 Email Lprobst@jabacares.org

AND

Organization/Agency:

Address:

City: __________________________________________ State: _________ Zip: ___________

Telephone: ( ) ____ ______ Fax:( ) ____ _____ E-Mail: ______________________

This Memorandum of Understanding (MOU) contains basic provisions, which will guide the

working relationship between both parties. This MOU may be amended, in writing, at any time with

concurrence of both parties and must be re-negotiated at least every three years.

This agreement covers the period: __________ to ___________.

Purpose of the JABA’s Volunteer Services Program

JABA’s Volunteer Services Program offers a wide variety of engaging volunteer opportunities for

individuals looking to make a positive difference in their communities and in the lives of older adults

and people with disabilities. Volunteer service is an integral part of the growing need to create

communities for healthy aging where individuals can live independently and with dignity in the

home of their choice. Our program is intergenerational, representing the full spectrum of age. JABA

recruits volunteers to help in our community centers and other programs, but we also place

volunteers for dozens of other nonprofits and schools throughout Charlottesville and the surrounding counties of Albemarle, Fluvanna, Greene, Louisa and Nelson.

BASIC PROVISIONS

JABA’s Volunteer Services Program agrees to assume the following responsibilities:

1. Provide a representative who will serve as liaison with the partner agency.

2. Recruit, interview and enroll JABA volunteers and refer volunteers to the Partner Agency

Volunteer Site.

3. Provide orientation to Partner Agency staff prior to placement of volunteers.

4. Furnish liability coverage for registered volunteers acting in official capacity as volunteer.

Insurance is secondary coverage and is not primary insurance.

5. Periodically monitor volunteer activities at Partner Agency/Volunteer Site to assess and/or

discuss needs of volunteers and Partner Agency.

6. Reimburse volunteers for transportation cost, as the budget allows, between their home and

Partner Agency in accordance with JABA policies.

7. Provide recognition to volunteers for their service.

The Partner Agency/Volunteer Site agrees to assume the following responsibilities:

1. Provide a representative who will serve as liaison with JABA’s Volunteer Services Program.

2. Interview and make final decision on assignment of volunteers.

3. Provide a written position description and, upon placement, an orientation and any special

training and materials necessary for the successful performance of the volunteers.

4. Provide supervision of volunteers on assignments.

5. Collect and validate volunteer hour reports for submission to JABA’s Volunteer Services

office monthly.

6. Supply statistical and anecdotal data on volunteer impact that JABA can share with

community stakeholders.

7. Provide for adequate safety of volunteers and investigate and report any accidents or injuries

involving volunteers immediately to the JABA’s Volunteer Services office.

The Partner Agency representative who will serve as liaison with JABA’s Volunteer Services

Program is:

Name:

Title:

Phone:

Email:

OTHER PROVISIONS

1. Definition of a Partner Agency/Volunteer Site – A public agency, private nonprofit organization,

or proprietary health-care agency or organization that accepts the responsibility for assignment,

training, and supervision of JABA volunteers. Each Partner Agency must be licensed or

otherwise certified, when required, by the appropriate state or local government.

2. Separation from Volunteer Service: The Partner Agency may request the removal of a JABA

volunteer at any time. The volunteer may withdraw from service at the Partner Agency or from

JABA’s Volunteer Services Program at any time. Discussion of individual separations will occur

among JABA staff, Partner Agency staff and the volunteer to clarify the reasons, resolve

conflicts, or take remedial action, including placement with another Partner Agency/Volunteer

Site.

3. Accessibility and Reasonable Accommodation: The Partner Agency will make reasonable

accommodations to allow persons with disabilities to participate in programs and activities as

much as possible.

4. Prohibition of Discrimination: The Partner Agency will not discriminate against JABA

volunteers or in the operation of its program on the basis of race, color, national origin, sex, age,

political affiliation, religion, or on the basis of disability, if the volunteer is a qualified individual

for the assignment.

5. Licensed Proprietary Health-Care Organizations: Licensed proprietary health-care organizations

or facilities may be Partner Agency/Volunteer Sites. All such placements must limit volunteer

assignments to those that provide direct and traditional assignments to patients, such as visiting,

teaching, counseling, entertaining, etc.

6. Release of Liability: The Partner Agency does hereby release and forever discharge and hold

harmless Jefferson Area Board for Aging (JABA) and its officers, directors, trustees, employees,

agents, insurers and representatives, successors and assigns from any and all liability claims and

demands of whatever kind of nature, either in law or in equity, which arise or may hereafter arise

from volunteers’ activities with the Partner Agency. The Partner Agency understands that this

Release discharges JABA from any liability or claim that the Partner Agency may have against

JABA with respect to any bodily or personal injury, illness, death or property damage that may

result from a volunteer’s activities with the Partner Agency, whether caused by the negligence of

JABA or its officers, directors, employees, volunteers or agents or otherwise.

7. Publicity: Acknowledge participation of JABA volunteers in publicity featuring such volunteers,

whether it be radio, TV, print, or verbal presentation. Display JABA-provided logo/signage as

appropriate.

8. This MOU contains all the terms and conditions agreed upon by the contracting parties. No other

understanding, oral or otherwise, shall be deemed to exist or to bind any of the parties hereto.

This MOU will be in effect upon the last date of the signature of all parties.

By signing this MOU, the Partner Agency representative certifies that the Agency is a public or

non-profit organization or a proprietary health care agency.

Partner Agency/Name, Title Date

JABA/Leanne Probst, Volunteer Services Manager Date

JABA/Kim Peel, Director of Philanthropy Date

JABA’S CODE OF ETHICS

As JABA volunteers and employees we work within a culture of highest ethical

standards (or values) in our relationships with JABA stakeholders. Our

stakeholders include clients and their families, staff members, employees,

volunteers, contributors, vendors, business partners, government and other

agencies, the community, and the organization itself.

We show our respect for stakeholders in our compassion, tact, courtesy, and maintenance of

confidentiality.

We act with fairness, honesty, transparency, and accountability within the organization and toward our

outside stakeholders.

We strive for excellence through conscientious work and continuing education.

We share responsibility for the efficient and effective management of our resources in ways that support

JABA’s Mission and comply with all the rules, laws, and regulations appropriate for a public trust.

As an employee or volunteer of JABA I enthusiastically endorse this Code of Ethics and agree to abide by

these core values for as long as I am engaged in the work of JABA and its clients. I further assert that I

will maintain confidentiality for all client information and JABA business information after I leave JABA. I

will likewise follow JABA’s Code of Conduct while I am actively involved in JABA activities.

________________________________ ____________________________

Signature Date

________________________________

Date:_____________________

This authorization and consent for release of personal information acknowledges that the Jefferson Area Board for Aging (hereafter referred to as JABA) and/or its agent, IntelliCorp, may now, or at any time I am assigned to volunteer with this organization, conduct investigations whether the records are of a public, private or confidential nature. These investigations might include, but are not limited to, searches of criminal history information of file in local, state or federal agencies and motor vehicle records. I understand that these searches will be used to determine volunteer assignments under JABA’s volunteer policies. Therefore, I authorize and consent for full release of records (either orally or in writing) to the authorized representative of JABA. In addition, I release and discharge JABA and its agent to the full extent permitted by law from any claims, damages, losses, liabilities, costs, expenses or any other charge or complaint filed with any agency arising from retrieving and reporting this information. I understand that according to the Federal Fair Credit Reporting Act, I am entitled to know whether volunteering was denied based upon the information obtained and to receive, upon written request, a disclosure of the background report. I also understand that I may request a copy of the report from JABA who has contracted with IntelliCorp Records, Inc, 3000 Auburn Drive, Suite 410, Beachwood, Ohio, 44122, at telephone number 216-450-5200 and email info@intellicorp.net.

I HEREBY CERTIFY THAT ALL INFORMATION PROVIDED IN THIS AUTHORIZATION IS TRUE, CORRECT AND COMPLETE. I UNDERSTAND THAT IF ANY INFORMATON PROVES TO BE INCORRECT OR INCOMPLETE THAT GROUNDS FOR THE CANCELLING OF ANY AND ALL OFFERS OF A VOLUNTEER POSITION WILL EXIST AND MAY BE USED AT THE DISCRETION OF The ORGANIZATION

____________________________ ____________________________ ____________

Printed Name Applicant Signature Date

CONSENT TO PERFORM CRIMINAL HISTORY BACKGROUND CHECK IN COMPLIANCE WITH

THE FCRA AND THE DPPA

(FAIR CREDIT REPORTING ACT AND THE FEDERAL DRIVER’S PRIVACY PROTECTION ACT)

Print Name:

(First) (Middle) (Last)

Former Name(s) and Dates Used:

Current Address Since:

(Mo/Yr) (Street) (City) (Zip/State)

Previous Address From:

(Mo/Yr) (Street) (City) (Zip/State)

PPrevious Address From:

(Mo/Yr) (Street) (City) (Zip/State)

Social Security Number: DOB:

Driver’s License

For volunteers transporting clients

State Number

GROUP VOLUNTEER REGISTRATION

JABA 674 Hillsdale Drive, Suite 9 Charlottesville, VA 22901 (434) 817-5222 WWW.JABACARES.ORG Date _________________

Group Name _____________________________________

# Participants__________ Total # of hours volunteered by Group_______________________

Activity ______ Location____________________________________

Recurring Activity? YES or NO How often? ____________________

Group Volunteer Contact Information (the person responsible for reporting hours):

Name________________________________ Address __________

City ________Zip _______County ___________________________

Daytime Phone ( )______________ Cell( )____________________________________

E-mail _____________________________

Each time the group volunteers - performs, works, etc., please fill out this form to ensure accuracy of group information and hours volunteered. If the group returns weekly or monthly they can record their hours on the Individual Volunteer Record and file it alphabetically in the binder, capturing the total hours of the group per visit under the correct column.

INDIVIDUAL VOLUNTEER REGISTRATION

Salutation_____ Name ________________________________________________________________________________________

E-mail ___________________________________________ Cell Phone __________________ Home Phone __________________

Mailing Address ____________________________________________________________________________ Zip _______________

DOB _______________ Gender M F County ______________________________

Emergency Contact:

Name& Relationship

______________________________________________________________________Ph___________________________________

Volunteer Experience

___________________________________________________________________________________________________________

Current Availability: Days │Evenings │Days of the Week & Times _______________________________________________________

I learned about volunteering through JABA (circle all that apply): Referral│ Media│ Website│ Print Publication │JABA │Location

Please Specify_______________________________________________________________________________________________

Please Circle One Student │Employed │Retired │Community Center Member │Veteran

Race (optional)__________Disability (optional)____________________________Transportation mode_________________________

By my signature below, I hereby verify that information on this application is true and correct and I agree to the following:

I hereby give permission to JABA to submit my name for a criminal check if required of the position.

I agree to keep confidential all information pertaining to participants that I may work with during my volunteer assignment. I understand that participant and agency information is privileged, and is not to be disseminated by me. Failure to abide by this agreement can result in my immediate dismissal.

I give permission for JABA to use my photograph for promotional purposes.

I understand the job description for the position I will be doing and am aware of any potential risks and benefits associated with it.

If I use my personal automobile to transport a client and/or I am a RSVP volunteer, I will arrange to keep in effect my automobile liability insurance equal to (at least the minimum) requirement of the Commonwealth of Virginia.

I hereby release and discharge JABA and any of its management staff, program managers, volunteer leaders, volunteer station supervisors, employees, affiliates, and their successors from any and all liability or responsibility for any accident or injury sustained in connection with my volunteer activity.

Volunteer Signature _________________________ Date__________

Staff Signature _________________________ Date__________

JABA│674 Hillsdale Drive, Suite 9 Charlottesville VA 22901 │ (434) 817-5272│WWW.JABACARES.ORG

SKILLS:

VOLUNTEER INTERESTS

COMMUNITY & ADULT CARE

CENTERS Activities Admin Support Congregate Meals Entertainment Exercise Friendly Visiting Gardening Intergenerational Activities Pet Therapy Special Programs Special Events

NEIGHBOR TO NEIGHBOR

Friendly Visiting Home Assistance Nutritional Delivery Driver Shopper Telephone Reassurance Transportation Driver

BUILDING COMMUNITY

Admin support Events Food Initiatives Mentoring/Student Assistance Recreation Programs Thrift Shop Assistance Volunteer Leadership Outreach

HEALTH & NUTRITION

Financial Wellness Food Bag Assistance Health Assistance Insurance Counseling Mobile Food Pantry Ombudsman

Admin Support Exercise Certifications Photography

Art/Craft/Design Farming Personal Care & Services Athletics Finance Publicity Bilingual Fund raising Quilting Bldg & Grounds Care Gardening Recreation Business Graphic Design Research Coding Handyman Computer Software Computer Health/Medical Sales Cooking Hospitality Sewing Construction Human Resources Speaking Customer Service Information Technology Social Media Data Entry Installation & Repair Transportation

Education Knitting/Crocheting Videography Electrician Law Enforcement Writing Engineering Legal Other Entertainment Managerial Other Event Planning Marketing Other

REQUEST FOR TRAVEL REIMBURSEMENT‒HDM

MONTH ________________ 20____ Location of Nutritional Site Pick Up__________________________________ Name ___________________________________________Phone Number _____________________ E-mail _____________________________________________________________________________ Mailing Address ____________________________________________________________________ City & County ______________________________________________________ Zip____________

DATE # of Hours # of Miles Amt. Due (@ .50/Mile)

Totals

_____________________________________ ______________________________________ Signature of Volunteer Signature of HDM Coordinator

___________________________________ ______________________________________ Date Date Please complete this form and return it to your HDM Coordinator by the 3

rd of the month

For Office Use Only Date Recorded ________________ Staff Initials_______________ Date Submitted________________ Staff Initials_______________

Code______-___________-_____-___________

REQUEST FOR TRAVEL REIMBURSEMENT

MONTH________________20_______

JABA will reimburse volunteers for mileage costs at $.50/mile (up to $15.00/month) or for your fares paid to JAUNT. This is subject to change depending on the availability of funds. PLEASE PRINT CLEARLY

Name ________________________________________Phone Number___________ E-mail _______________________________________________________________ Mailing Address _______________________________________________________ City & County _________________________________________Zip_____________

DATE VOLUNTEER STATION OR

CLIENT

CITY OR COUNTY

ACTIVITY # OF HRS

MILES AMT. PAID JAUNT

AMT. Req

TOTALS

Please email, mail or fax this form by the last day of the month, mileage reimbursement is submitted the first Friday of each month or by the fifth of the month whichever is later. JABA Volunteer Services Dept. 674 Hillsdale Drive Ste. 9 Charlottesville, VA 22901 FAX # 434.817.5230

For Office Use Only Date Recorded ________________ Staff Initials_______________ Date Submitted________________ Staff Initials_______________

Code______-___________-_____-___________

INDIVIDUAL VOLUNTEER TIME & JOB RECORD

This form is to be used by individual volunteers, who volunteer at sites other than JABA locations, i.e.: FISH, Literacy Volunteers, and Friendly Visitor etc.

Date Name

Address Phone

City/County Zip

C’ville City Resident? E-Mail

Date Position Name/Description (refer to Position Description provided by

JABA)

Work Station/Site/Location # of Hours

It is very important to report all of the valuable volunteer service that you are providing to your community! Please send a record of your hours to JABA’s Volunteer Service’s Department by the 5th of the month. We can accept your unreported hours from previous months as well. Please mail, fax or e-mail. JABA 674 Hillsdale Drive St. 9 Charlottesville, VA 22901 Fax: 817-5230 For Questions call the Volunteer Support Specialist at (434) 817-5226.

____________________________ ____________________________ Supervisor Signature (if applicable) Volunteer Signature

REQUEST FOR VOLUNTEER

Requested by Date

Program Name County/Jurisdiction

Volunteer Site Address

Date Needed by Ongoing or Episodic?

How Many Volunteers Day(s) of week Time(s)

Key Tasks

Training Required

Name of Volunteer Supervisor Phone

Email

Please allow lead time for request to be met. Some requests take longer than others to fill.

Questions and form submission are to be directed to:

Volunteer Services Department’s Support Specialist

Carleigh Showalter 434-817-5226 cshowalter@jabacares.org fax 434-817-

5230

For Office Use Only Date Received Received by

Notes

Postings/Recruitment Efforts

Title & Blurb

Name of Volunteer Date of Correspondence

Every

POSITION DESCRIPTION

Title:

Goal:

Station:

Address:

Phone:

Time Commitment:

Key Tasks:

Benefits:

Qualifications:

Training:

Reporting

Relationship:

VOLUNTEER ORIENTATION ON-SITE CHECKLIST

This checklist is intended to be a guide for you in orienting a new volunteer to your program.

Should the volunteer require office work space, telephone, email account, mailbox or

prerequisite training, this should be arranged prior to the volunteer start date.

New Volunteer: _______________ Start Date: ___________

Before Arrival of New Volunteer

Set up email account, if appropriate (1 week notice to IT)

Request mailbox, if appropriate

Identify designated work area

Clean office and work area

Stock supplies

Inform current staff or client of volunteer’s arrival date and time

Order business cards, if appropriate, from Purchasing

Order ID badge from Purchasing

Have updated Position Description and Volunteer Handbook available for reference

Day 1

Greet volunteer warmly with your name and title

Conduct site tour including building security and safety

Introductions to available staff and clients

Introduction to Program Supervisor

Introduction to desk space, phone (if applicable)

Explain the following:

What your program does

Tasks volunteer will be doing (refer to job description)

Volunteer’s intended work schedule

Where to park

Signing in and out on volunteer sign-in sheet

Wearing name badge (if applicable)

Ordering Lunch (if applicable)

Who to report absences to and number to call

Who to report incidents or accidents to

Volunteer Handbook (where located)

Use of copier, printers, fax, and mailboxes (if applicable)

Answer any questions

Check in with volunteer during assignment

Say good-bye and “See you next time!”

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

For questions please contact Volunteer Services Manager at 434-817-5272.

VOLUNTEER BACKGROUND SCREENING POLICY AND PROCEDURES

Purpose:

It is the intent of this policy to establish guidelines and procedures for JABA to protect

service recipients and youth by investigating the background of volunteers who have one-

to-one contact on a regular basis with service recipients or youth in an unsupervised

setting.

In addition to basic screening of volunteers which begins with the registration form,

interviews and position descriptions, a criminal history check will be completed. A criminal

history check serves as a means to review an individual’s background with respect to their

volunteer participation. Knowing an individual’s criminal background can provide more

certainty that people with a history of inappropriate behavior will not have access to

children and the participants involved in our programs who are not in a supervised setting.

Therefore, the objective of our background checks is to ensure the safety and well-being

of participants and provide citizens with a peace of mind.

Policy:

All volunteers who are directly responsible for the safety and wellbeing of homebound

service recipients and are in an unsupervised setting will be subject to a background

screening consisting of a sexual offender registry search and a criminal history search. In

addition, if the volunteer’s duties require driving a client, a State Driver’s License check will

be included. At present these positions include Friendly Visitors, Friendly Callers and

Friendly Drivers, Home Delivered Meals Drivers and Ombudsman Volunteers. Friends in

Schools Helping (FISH) volunteers will be subjected to the background check required of

all volunteers in the school system. At present this consists of a check of the National Sex

Offender Registry only

Screening Process:

1. Volunteer Services staff will distribute the Authorization for Background Check

Consent Forms to volunteers who will be serving as Friendly Visitors, Friendly

Callers, Friendly Drivers, Ombudsmen or Home Delivered Meals Drivers.

Information required on the authorization form includes name, address, social

security number, driver’s license number and state issued, date of birth, phone

number and signature. If a driver’s license check is to be done, volunteer will

supply their driver’s license number and state issued. All forms must be completed

by the volunteer and returned to the Volunteer Services Manager. In the case of

a FISH volunteer an authorization form is not required; however, first, middle and

last name plus date of birth is required as well as a signed volunteer registration

form.

2. The Volunteer Services staff will submit the background information on-line to

IntelliCorp. If the results of the screening indicate that an individual has a record,

the results of the screening will be discussed with the Manager of Human

Resources to decipher the level of severity of the crime(s).

3. If any disqualifying offenses are reported in the background check, the Volunteer

Services Manager will notify the volunteer that they are disqualified. The volunteer

will be given information on the appeals process.

4. Volunteer Services will record the date of the background check into Volunteer

Reporter and submit all paperwork to the Manager of Human Resources for

safekeeping.

Disqualifying Crimes:

No individual will be permitted to volunteer for JABA if the results of the background check

show that the person has ever been convicted or has a charge pending against them in

which it is alleged that they have committed a crime that falls under one of the following

categories. Examples of crimes under each category are not exclusive.

All Felony Offenses-kidnapping, aggravated burglary, carjacking, arson, drug

related crimes, etc.

All Sex Offenses-child molestation, sexual assault, rape, sexual battery, indecent

exposure, child exploitation, etc.

All Violence Offenses-murder, manslaughter, aggravated assault, robbery, an

offense involving a weapon, etc.

Confidentiality:

To help ensure confidentiality, after Volunteer Services has entered the date of a

background check into Volunteer Reporter, the paper file will be given to the Manager of

Human Resources to be maintained and secured as confidential records.

Appeals Process:

If a volunteer feels the information on a record is in error, it is his or her responsibility to

contact the agency that provided the information and have the record corrected and obtain

written verification that an error was made.

Evaluating Record:

A conviction of a crime, other than a disqualifying crime, does not automatically preclude

volunteer service, and individual circumstances will be considered. For crimes that do not

fall into a disqualifying category, Volunteer Services will follow the same criteria used for

JABA employees as dictated by EEOC regulations.

1. the nature and gravity of the offense,

2. the time elapsed since the conviction or completion of sentence, and

3. the nature of the volunteer position sought

Policy for volunteer not wanting to release SSN:

1. JABA will incur the cost and conduct the background check through a

reliable/secure service for those volunteers that provide the necessary information

to complete such. As stated above, an Authorization form will be provided to the

volunteer to complete, and all information is necessary in order to conduct the

check including SSNs.

2. All documentation associated with the background checks prior to and after

investigations are completed will be maintained in a locked cabinet.

3. In lieu of a background check paid for by JABA through its vendor, a volunteer can

provide a copy of a background report conducted by a reliable and credible

investigative service as long as the search occurred within a year of the volunteer’s

registration date.

4. In lieu of a background check conducted at the direction of JABA, a volunteer can

choose to pay for one to be conducted through a reliable and credible investigative

service and provide a copy of the final report to JABA.