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Wheaton Franciscan Community

Volunteer Guidelines

Table of Contents

WELCOME...................................................................................................................................................................3

WISDOM STATEMENT.............................................................................................................................................4

VALUES........................................................................................................................................................................5

REWARDS OF VOLUNTEERING............................................................................................................................6

VOLUNTEER PROGRAM GUIDELINES...............................................................................................................7

Purpose of Volunteer Guidelines..........................................................................................................................7Definition of “Volunteer”.....................................................................................................................................7Associates/Employees as Volunteers.....................................................................................................................7Minors...................................................................................................................................................................7Volunteer Rights and Responsibilities...................................................................................................................7Confidentiality.......................................................................................................................................................8Workspace.............................................................................................................................................................8Work Outline/Role Description.............................................................................................................................8Agreement of Commitment, Assignment and Scheduling......................................................................................8

VOLUNTEER PROCESS............................................................................................................................................9

Application and Agreement...................................................................................................................................9Interviewing...........................................................................................................................................................9Criminal Records Check.......................................................................................................................................9Alcohol, Drug and Controlled Substances............................................................................................................9Smoke-Free Environment......................................................................................................................................9Possible Reasons for Dismissal...........................................................................................................................10Resignation..........................................................................................................................................................10

APPENDIX..................................................................................................................................................................11

Sample: Volunteer Agreement.............................................................................................................................11Sample Volunteer work outline/Role Description...............................................................................................13

VOLUNTEER APPLICATION................................................................................................................................14

VOLUNTEER OPPORTUNITIES...........................................................................................................................16

With Wheaton Franciscan Community...............................................................................................................16With Organizations connected to the Wheaton Franciscan Community............................................................17

Volunteer Guidelines-Approved. July-2010 of 17

Welcome

Welcome and Thank You,

We are very happy that you have chosen to share your time and talent with the Wheaton Franciscan Community. Volunteers allow us to continue to provide a variety of programs and services to meet the needs of the people of God through our Justice, Peace and Integrity of Creation (JPIC) ministry, our spirituality ministry (Tau Center), and Upendo Village. Volunteers also assist in a variety of ways to meet the needs of our Sisters living and working at Our Lady of the Angels motherhouse.

The purpose of our volunteer process is to help you get to know the Wheaton Franciscans and our ministries better, and for us to get to know you better. Knowledge about your interests, skills and background will help make a better match between your volunteer interests and our current needs.

Components of our volunteer process include completing a volunteer application form, meeting with the designated department/ministry contact person, and signing a volunteer agreement.

We also maintain a list of volunteer opportunities with organizations connected to the Wheaton Franciscans. If the needs within the Wheaton Franciscan Community do not match your gifts and time, or if you wish to share more of your time, we encourage you to contact one of these organizations directly. The Wheaton Franciscan volunteer process does not apply to these organizations.

Thank you again for generously sharing your time and talent with us. We understand that you have many choices and opportunities, and we are grateful that you have chosen to share your gifts with us.

We wish you joy in your work.

Peace and All Good,

Wheaton Franciscan Community

Preach the gospel always, when necessary use wordsSt. Francis of Assisi


Mission

In the spirit of Francis of Assisi and our foundress, Clara Pfaender, the Mission of our Province is to live the gospel life, discovered in prayer and community. Through loving presence and service, we foster personal and community growth as we respond to the needs of the church and the times.

Wisdom Statement

Groundedin the Light of the Gospel

and our Franciscan way of life,We deepen our commitment

through contemplation and action:

To leadership in issues of justice, peace and integrity of creation.

To conscious use and sharing of resources that are faithful to our values of sustainability, solidarity and collaboration.

To live compassionately and creatively in the chaos and brokenness of the Church and the world.

To grapple courageously with the challenges of the changing face of the province.

To integrate the Circle Process as a respectful holding of one another and as a form of shared leadership.

We face what Life presents,returning only blessing

that we might be instrumentsof peace, transformation, hope and healing.

Wheaton FranciscansChapter 2008


Values

RESPECT: We value each person as sacred, created in the image and likeness of God, which gives worth and meaning to each person’s life. Indicators of effective behavior include Treat all people with dignity, respect and compassion. Show interest and tolerance for the diversity among us in practices of faith, tradition and culture. Recognize the good work and accomplishments of those with whom you serve beside Invite and acknowledge the concerns, suggestions and opinions of others by listening, thinking before speaking

and by taking time to help. Involve, when appropriate, others in decisions that affect them by sharing information. Protect privacy of others by holding confidences, by not gossiping, and by respecting the confidentiality of those

served.

INTEGRITY: We value honesty and words and actions that build trust. Indicators of effective behavior include: Promote peace, fairness, loyalty and compassion. Be intolerant of injustice, meanness, negativity and favoritism. Reflect on the values of the Wheaton Franciscan Community when making decisions. Follow expectations and policies. Communicate truthfully and expect others to do the same. Identify and resolve difficult issues

DEVELOPMENT: We value personal and professional growth that combines the physical, emotional, spiritual and relational aspects of life and work. Indicators of effective behavior include: Understand and live out of our values. Participate in opportunities for self-growth. View change as opportunity. Accept and offer constructive feedback. Seek out education and training to build skills. Begin meetings and events with spiritual reflection.

EXCELLENCE: We value superior performance in our work and service. Indicators of effective behavior include: Timely, accurate completion of service assigned. Look for ways to improve the way we serve so it is done efficiently and safely. Address challenges quickly and creatively and have pride in service done well. Balance multiple and sometimes competing priorities Work with others in the spirit of teamwork by speaking up, being open and pitching in. Evaluate what we do in view of constant improvement. Look for ways to improve/enrich the lives of those we serve.

STEWARDSHIP: We value responsibility to use human, financial, and natural resources entrusted to us for the common good. Indicators of effective behavior include:- Be thoughtful about the use of resources.- Be accountable for the successful and accurate completion of assignment- Be sensitive to those among us with limited resources.- Make decisions about our time and work resources that avoid waste and duplication.- Be thoughtful in the use of natural resources such as water and energy consumption, recycling, and treatment of

our land.- Maintain health, safety, beauty and security in this place.- Balance the needs of the organization and personal needs.


Rewards of Volunteering

The truly meaningful rewards of volunteering are not always tangible. The rewards are to be found in:

Experiencing the giving of ourselves in the service of others. Having a place to share talents and skills. Using free time in a meaningful way. Being with others who share a commitment to compassion and quality of

service. Being with others who desire an environment of peace, hope,

transformation, and healing. Building relationships with Sisters, staff, and with other volunteers. Learning about and sharing in the mission and ministry of the Wheaton

Franciscans.

It cannot be stressed strongly enough that any task that a volunteer participates in (whether answering phones, helping with a mailing, assisting in organizing a special event, being a Eucharistic minister, or driving someone to a doctor appointment) is equally a contribution to the fulfillment of our mission. There are no insignificant tasks! Each contribution, no matter how small it may seem, is a contribution to an environment of peace, hope and transformation.


Volunteer Program Guidelines

Purpose of Volunteer Guidelines

The purpose of these guidelines is to provide overall guidance and direction to staff and volunteers engaged in volunteer involvement and management efforts. These guidelines are intended for internal management guidance only, and do not constitute, either implicitly or explicitly, a binding contractual or personnel agreement. The Wheaton Franciscans reserve the right to change or modify these guidelines at any time and to expect adherence to the changed policy.

Definition of “Volunteer”

A “volunteer” is anyone who, without compensation or expectation of compensation, performs a task at the direction of, and on behalf of, the Wheaton Franciscan Community. Unless specifically stated, volunteers shall not be considered as “associates/employees/staff” of the organization.

Associates/Employees as Volunteers

The Wheaton Franciscans accept the services of staff as volunteers if the volunteer service is provided totally without any coercive nature, involves work, which is outside the scope of normal assigned duties, and is provided outside of usual working hours.

Minors

Volunteers who have not reached 18 years of age or graduated from high school must have the written consent of a parent of guardian prior to volunteering.

Volunteer Rights and Responsibilities

Volunteers are important to the Wheaton Franciscans, our staff, and the services and programs we provided. Volunteers have the right:

To be welcomed as a valued part of the Wheaton Franciscan Community and to be given respect;

To be given meaningful work; To be assigned to a volunteer area where she or he feels comfortable and confident; To effective and appropriate supervision; To have questions and concerns addressed clearly and promptly; To receive necessary information to do the task that has been assigned; To offer appropriate suggestions to the staff.

In return, volunteers shall agree to actively perform their assignment to the best of their abilities and to remain respectful and loyal to the goals and procedures of the Wheaton Franciscan Community.


Additionally, volunteers are responsible for:

Arriving on time and staying for the agreed-upon time; Being dependable and reliable; Canceling only for valid and serious reasons; Communicating with the contact person on a timely basis when unable to meet

scheduled time commitment so alternative plans can be made. Understanding that we value the services of volunteers, but may not always be able to

honor preferences for days, times and places of service.

Confidentiality

Volunteers are responsible for maintaining the confidentiality of all proprietary or privileged information to which they are exposed while serving as a volunteer, whether this information involves a single staff member, volunteer, Sister, Covenant Member, or other person, or involves overall Community business.

Failure to maintain confidentiality will result in termination of the volunteer relationship with the Wheaton Franciscan Community.

Workspace

An appropriate workspace shall be provided. This workspace shall include necessary equipment that will allow the volunteer to effectively and comfortably perform his/her duties.

Work Outline/Role Description

Each volunteer position shall include a description of the purpose and duties of the position, a designated supervisor or contact person and a work location, a time frame for the performance of the job, and a listing of necessary knowledge, skills, and abilities. The work outline will also include any certification, licensing or insurance that may be required.

Agreement of Commitment, Assignment and Scheduling

Commitment is vital to a successful volunteer program as well as to a meaningful, individual volunteer experience. The Wheaton Franciscan Community requests the following commitments from its volunteers:

An initial six month commitment to presence and participation. Confidentiality with regard to any information obtained in the course of volunteer work. Commitment to consistency and reliability regardless of the type of volunteer

involvement. Volunteers are expected take their commitment as seriously as they would a job.

.If a volunteer is going away on vacation or for an extended period of time, the contact person should be notified as soon as possible so alternative plans can be


made.

Volunteer Process

Application and Agreement

A volunteer providing service directly with the Wheaton Franciscan Community must complete a Volunteer Application form and sign a Volunteer agreement prior to performance of the task.

Interviewing

Prior to being assigned or appointed to a position, time will be spent with each volunteer to reach a mutual decision regarding which type of assignment(s) would be most appropriate. The interview should also determine the qualifications of the volunteer, their commitment to fulfill the requirements of the position, and answer any questions that the volunteer might have about the position. Interviews may be conducted either in person or by other means.

Criminal Records Check

As appropriate for the protection of the organization and the people we serve, volunteers in certain assignments may be asked to submit to a criminal background check. Volunteers who do not agree to the background check may be refused assignment.

Alcohol, Drug and Controlled Substances

Our policies prohibit any volunteers from being on the premises or worksites while under the influence of or in possession of alcohol, drugs or controlled substances except legally-prescribed medication.

Smoke-Free EnvironmentIt is the policy of the Wheaton Franciscan Community to provide an environment that offers the opportunity and resources to optimize their personal health and well-being. In accordance with this philosophy and the convincing evidence of the negative effect of tobacco usage and side-stream (passive) smoke, it is the policy that all facilities and grounds are smoke-free.


Possible Reasons for Dismissal Possible grounds for dismissal may include, but are not limited to, the following:

Acting in a way that violates the Values of the organization and/or causes harm to the organization through damaged reputation or damaged relationships;

Gross misconduct or insubordination; Suspicion of being under the influence of alcohol or drugs; Theft of property; Failure to abide by organization policies and procedures; Failure to meet physical or mental standards of performance; Failure to satisfactorily perform assigned duties.

ResignationThe contact person will work with a volunteer who wants to be removed from an assignment. Volunteers may resign from their volunteer service at any time. It is requested that a volunteer who intends to resign provide advance notice of their departure and a reason for their decision.


Appendix

Sample: Volunteer Agreement

VOLUNTEERING WITH THE WHEATON FRANCISCANS

This is a sample agreement and should be altered according to the specific person involved. The Agreement describes the arrangement between the volunteer and the Wheaton Franciscans and should be used alongside the volunteer's work outline/role description and after reading the Volunteer guidelines.

Part 1: The Wheaton Franciscan Community

Volunteers are an important and valued part of how the Wheaton Franciscans serve others and one another. We hope that you enjoy volunteering with us and feel a part of our ministry. We, Wheaton Franciscans, will do our best to:

Introduce you to how the organization works and your role in it, and to provide any training that you need. Your initial training is _____________

Explain the standards we expect for our services and to encourage and support you to achieve and maintain those expectations.

To provide a contact person who will meet with you regularly to discuss your volunteer role and any achievements and problems. Your contact person is _____________.

Do our best to help you develop a meaningful volunteer role that respects your skills, dignity and individual wishes.

Reimburse you for unexpected out-of-pocket expenses incurred while carrying out your volunteer assignment.

Be as flexible as possible with regard to your service hours, recognizing your need for commitments to family and friends, vacation, employment, and other reasons as agreed with your supervisor.

Honor the time commitment you have agreed to give to us and not to expect more, unless offered and agreed upon.

Provide a safe place to work and to insure you against injury while performing voluntary services approved and authorized by us.

Try to resolve justly any problems, grievances or difficulties you may have while you volunteer with us. In the event of an unresolved problem, to offer an opportunity to discuss the issues in accordance with procedures set out in volunteer guidelines.


Part 2: The Volunteer

I, (full name printed) agree to be a volunteer with the Wheaton Franciscans and am committed to the following:

To help the Wheaton Franciscans fulfill their purpose through (name of function/ministry service).

To meet my agreed time commitment as described in my work outline.

To perform my volunteering role to the best of my ability and endeavor to make my work of the highest quality.

To uphold the traditions, and Mission of the Wheaton Franciscans in my volunteer work and my life in the community at large.

Conduct myself with dignity, courtesy, and consideration at all times remembering that I am serving the people of God.

Be punctual and conscientious in the fulfillment of my duties and accept supervision graciously.

To follow the Wheaton Franciscans’ procedures and standards, including health and safety and equal opportunities, in relation to its staff, volunteers and anybody they work with.

To consider confidential all information which I may hear, or see, directly or indirectly, concerning the Sisters, Covenant Members, program participants, or others I may serve.

To take any problems, criticisms, or suggestions to my contact person, the Director of Outreach and no one else.

To meet time and other commitments as agreed except in exceptional circumstances, and to give reasonable notice so other arrangements can be made.

To work as agreed in my work outline/job description except where agreed by both parties.

To provide references as agreed who may be contacted, and to agree to criminal background check as necessary.

To provide proof of insurance and valid driver’s license if my volunteer assignment assists with transportation or use of vehicle for running errands.

To obtain and maintain appropriate licensure or certification if required to fulfill my volunteer role.

This agreement is binding in honor only; it is not intended to be a legally binding contract between us and may be cancelled at any time at the discretion of either party. Neither of us intends any employment relationship to be created either now or at any time in the future.

Agreed to: ___________________________ (Volunteer's signature)

Date: ___________________

Agreed to: ___________________________ (on behalf of the Wheaton Franciscans)


Sample Volunteer work outline/Role Description

Volunteering With the Wheaton Franciscans - Volunteer Work Outline

Position _____________________ Date: ___________________

Position Title: Please remember that the word volunteer only describes the status not the position.

Location: Which office will the volunteer be based in, or will they be based at home?

Purpose and Objectives: Why do you want a volunteer and what are you hoping to get out of it?

Responsible to: Who will be their supervisor/contact person?

Responsibility for Other Volunteer Staff: Will they have any kind of responsibility for volunteer staff?

Other Responsibilities: Will the volunteer have any responsibilities such as budget or outcomes?

Relationships: Other than the supervisor who will the volunteer be relating to internally or externally?

Main Tasks: What do you want the volunteer to do? Be as specific as possible.

Meetings to Attend: Are there any meetings that need to be attended? For example: team meetings.

Reporting: Do you want the volunteer to make any reports of their work if so who to and how often?

Time Commitment: Do they need to do a certain number of hours or does the task just need to be done as suits? Are there certain days they need to work or is it completely flexible. It is good practice to at least discuss the expectations of both sides and write that down.

Training To Be Undertaken: Will the volunteer need training?

Support and Supervision: How are you going to support them? Will they have a workplace supporter to help them settle in? How will you supervise them and how often?

Equipment Provided: Does the volunteer need any extra equipment? If they are working from home do they need a computer or software for their own computer?

Trial Period: Both you and the volunteer may find it helpful to have a kind of tester period even if it is just a couple of weeks. You may find that during this time the work outline needs to change or that another position would be more suitable. Hopefully you will both find that everything is wonderful.

Review Procedures: How often will the work of the volunteer be reviewed? How is their progress going to be measured? How will the volunteer be involved in this process?


Volunteer ApplicationContact Information

Name: Date of Birth:

Mailing Address:

City: State: ZIP:

Home Phone Cell Phone

E-Mail Address

How did you find out about the Volunteer Program?

Are you volunteering to fulfill a requirement? Yes No

If yes, what program?

Other groups for whom you have volunteered or currently volunteer:

Employer Information

Employer:

Position: Phone:

Work E-Mail

Education (check all that apply)

High School Graduate Currently attending High School Graduate School:

Currently attending collegeSchool:

Undergrad Degree Graduate DegreeSchool: Major:School: Major:

Other relevant Training, Skills, or Interests:

Describe any physical limitationsyou may have:

List day/time of availability

Do you have a preference as to which ministry/volunteer opportunity you'd like to be placed? Yes No

If yes, where?

Volunteer Guidelines-Approved by PC-July-2010 of 17

FOR INTERNAL USE ONLYContact Date:

Interview Date:

Time:

Start Date: Time: Dept.: Job:

Volunteer Opportunities

With Wheaton Franciscan Community

Volunteer Opportunity Contact Information

Covenant Membership- Ad hoc team member- Orientation & Integration Companion1

Jeanne ConnollyDirector, Outreach and Covenant Membership

[email protected]

Hospitality- Host Sisters and Covenant Members

overnight during Province Gatherings, Funerals, Retreats2

Diane AndersonProvince Secretary

[email protected]

Justice, Peace and Integrity of Creation (JPIC)- Dinner and Dialogue –

o Speakero small group leadero greeter/host

- DGAANo Advocacyo Special Events

- Ad hoc Team Member- Writers – Mother Earth, Sister Peace

Sr. Glenna CzachorJPIC Leader

[email protected]

Liturgy- Sacristan Assistant- Lector- Eucharistic Ministers- Joyful Sunday Choir

Fr. Tom BorkowskiDirector, Faith Development/Chaplain

[email protected]

Our Lady of the Angels Motherhouse- Assist with large mailings- Driver3

- Front desk reception- Assist with Holiday decorating


[email protected]

Province Outreach- Speaker’s bureau4

- Graphic designer- Web Assistance- Grant writer- Database Developer- Photographer- Photographer Assistant- Prayer Connection Coordinator5


[email protected]

1 Must be a Wheaton Franciscan Vowed or Covenant Member2 Must be a Wheaton Franciscan Vowed, Covenant or Prospective Covenant Member3 Must have valid drivers license and proof of insurance4 Must be a Wheaton Franciscan Vowed or Covenant Member5 Must be a Wheaton Franciscan Vowed, Covenant or Prospective MemberVolunteer Guidelines-Approved by PC-July-2010 of 17

mailto:[email protected]






Wheaton Franciscan Community LibraryScan books and other resources for catalogingEnter books and other resources for catalogingCheck books and other resources inShelf books


[email protected]

Tau Center – Spirituality Ministry- Babysitting- Host/greeter- Mailing/flyers distribution- Maintain indoor plants/environment- Liaison with local churches/organizations- Ad hoc team member- Special Events (various)- Fundraising- Program facilitator/teacher

Karen TornbergProvince and Outreach Specialist

[email protected]

Upendo Village- Computer/Web assistance- Fundraising- Special events (various)- Assist with mailings- Baking (as needed)

Sr. Theresa LangfieldExecutive Director, Upendo Village

[email protected]

With Organizations connected to the Wheaton Franciscan Community6

Volunteer Opportunity Contact Information

Canticle Ministries- Client transportation- Newsletter- Bi-lingual client support- Scholarship mentor- Speakers bureau- Clerical work- Special Events

o Plant Saleo AIDS Walko World AIDS Dayo Baking (as needed)

Jenna Stewart / David AllenCo-Directors

630-588-9165

Marianjoy Rehabilitation Hospital Jo Lange630-909-7400

PADS (Public Action to Deliver Shelter) Ann Rowland630- 682-3846 ext. 234

PRC (People’s Resource Center) Lisa Doyle630-682-5402

6 Please note that these organizations should be contacted directly for their volunteer guidelines and application process.

Volunteer Guidelines-Approved by PC-July-2010 of 17




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