Volunteer Guidelines
INTRODUCTION
Welcome to TR Hoover CDC Inc. This guideline is intended to help clarify the policies and procedures for TR Hoover CDC Inc.’s volunteers.
We will be asking you to sign a statement indicating you understand and accept these policies.
ABOUT THE COMPANY
TR Hoover CDC, Inc. is a nonprofit 501(c)(3) dedicated to enhancing, empowering, and delivering comprehensive, cooperative solutions that have a positive influence on the South Dallas community by offering affordable housing, economic opportunities, and community development. Our organization actively supports and tackles the challenges of poverty, education, economic disinvestment, urban decay, deteriorating infrastructure, neighborhood security, and the increasing rates of joblessness.
PURPOSE OF VOLUNTEER POLICIES
These policies are written to provide overall guidance and direction to staff and volunteers engaged in volunteer involvement and management efforts. These policies do not constitute, either implicitly or explicitly, a binding contractual or personnel agreement. TR Hoover CDC Inc. reserves the exclusive right to change any of these policies at any time and to expect adherence to the changed policy. Changes to or exceptions from these policies may only be granted by the Executive Director, and must be obtained in advance and in writing. Areas not specifically covered by these policies shall be determined by the Executive Director.
DEFINITION OF 'VOLUNTEER'
A "volunteer" is anyone who, without compensation or expectation of compensation beyond reimbursement, performs a task at the direction of and on behalf of the organization. A "volunteer" must be officially accepted and enrolled by the center prior to performance of the task. Unless specifically stated, volunteers shall not be considered as "employees" of the organization.
VOLUNTEER STANDARDS AND RESPONSIBILITIES
Volunteers represent a valuable resource for TR Hoover CDC Inc., its staff, and its clients. Volunteers should be given meaningful assignments and effective direction, and be recognized for work done. In return, volunteers should actively perform their duties to the best of their abilities, volunteer at their assigned times, and remain loyal to the mission and procedures of the center.
VOLUNTEER ASSIGNMENTS
Volunteers should have clear, complete, and current descriptions of the duties and responsibilities of the assignment.
RECRUITMENT OF MINORS
Volunteers who have not reached 18 years of age must present a written consent of a parent or guardian to Volunteer Services prior to volunteering. The volunteer assignment for a minor should be in a nonhazardous environment and should comply with all appropriate requirements of child labor laws.
INTERVIEWING
Prior to being assigned, all regular volunteers should be interviewed to ascertain their suitability for and interest in that assignment. The interview should determine the qualifications of the volunteer and their commitment to fulfill the requirements of the assignment; and it should answer any questions that the volunteer has about the assignment.
ORIENTATION
Volunteers are given an opportunity to attend a general orientation on the nature, purpose, and mission of the organization; review of the volunteer program; and, a tour of the facility.
TRAINING
Volunteers should receive guidance/training by their volunteer supervisor to provide them with the information on 1) knowledge and skills necessary to perform their volunteer assignment, 2) the operation of the program encompassing their volunteer activity, and 3) the purpose and requirements of the assignment. The timing and methods for delivery of such training should be appropriate to the complexity and demands of the assignment and the capabilities of the volunteer.
VOLUNTEER/STAFF RELATIONS
Volunteers and staff are considered to be partners in implementing the mission and programs of the institution, with each having a complementary role to play. Each partner should understand and respect the needs and abilities of the other.
MINOR VOLUNTEERS
Minor volunteers must have parental or guardian consent forms signed to participate. If you need signatures for community service hours, please inform us during orientation for prompt assistance. For any inquiries, please contact us at 214-421-2420 or admin@trhoovercdc.org.
HOURS OF OPERATION / WORK SCHEDULE
Our regular hours of operation are from Monday to Thursday, 9:00AM to 6:00PM central Time, Fridays from 9:00AM to 3 PM, and Saturdays from 8:30am to 1:00PM. We also offer flexibility for outreach events outside of these hours, including evenings and weekends. Volunteers are required to sign in and out on the volunteer sheet. Volunteers are expected to fulfill their entire scheduled shift hours. If you anticipate needing to leave early, please notify us before each volunteer orientation, enabling us to make alternative arrangements accordingly. In case of any delays, please inform the front office at 214-421-2420.
ATTENDANCE POLICY
If volunteers anticipate being unable to fulfill their scheduled duty, it is important for them to notify their staff supervisor as early as possible. This allows for alternative arrangements to be made. Consistent absenteeism may lead to a review of the volunteer's work assignment or term of service, and could potentially result in the termination of the volunteer's affiliation with the institution. If there are any delays or questions, please contact the front office at 214-421-2420.
CONFLICT OF INTEREST
A “Conflict of Interest” arises when a person in a position of authority in an organization, such as a director, officer, expert volunteer or key staff member, may benefit personally from a decision he or she could make. Volunteers must disclose any conflict of interest to the Director in charge in order to make sure a Disclosure form is completed and to make sure the conflict will not interfere with the volunteer’s work.
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, volunteer, client, or other person or involves overall agency business. Failure to maintain confidentiality will result in termination of the volunteer's relationship with the agency or other corrective action.
POLITICAL AND CIVIC ACTIVITIES
TR Hoover CDC Inc. recognizes the right of every staff member and volunteer to participate in political and civic activity. However, all such activity must be conducted on the volunteer’s own time and without the use of TR Hoover CDC Inc.’ name or materials unless specific approval has been granted by the executive director and/or the executive board members. As a general rule, all political and civic activities should be conducted outside of volunteer assignment. A volunteer may not display or distribute political or civic materials on TR Hoover CDC Inc.’ property or at a location where TR Hoover CDC Inc. is conducting business.
HOLIDAYS
TR Hoover CDC Inc. will observe the following Holidays: ● New Year's Day ● Birthday of Dr. Martin Luther King, Jr ● Presidents' Day ● Memorial Day ● Independence Day ● Labor Day ● Columbus Day ● Presidential Election Day ● Veteran's Day ● Thanksgiving Day ● American Indian Heritage Day (The day after Thanksgiving) ● Christmas Day*
VOLUNTEER RECORDS
Volunteer records are kept for each volunteer. Your volunteer record contains your application, a copy of your ID and any information we may have about your volunteer hours at TR Hoover CDC Inc.. You may have access to your entire volunteer record.
EQUAL EMPLOYMENT POLICY
It is the policy of TR Hoover CDC Inc. to provide equal opportunity to all qualified persons and not discriminate against any volunteer or applicant from volunteering because of race, color, religion, sex, age, national origin, veteran status, disability or any other protected status.
SEXUAL HARASSMENT
TR Hoover CDC Inc. does not tolerate sexual harassment. Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when Submission of such conduct is made either explicitly or implicitly a term or condition of a volunteer’s placement; or Submission to or rejection of such conduct by a volunteer is used as the basis for volunteer placement; or Such conduct has the purpose or effect of unreasonably interfering with a volunteer’s work performance or creating an intimidating, hostile, or offensive work environment. If a volunteer feels harassed or offended by another staff member or volunteer, a supervisory or management person, a customer/patron, or any other person whom s/he encounters in the course of volunteer placement, whether the opposite sex or same sex, and does not want to deal with the problem directly, the volunteer should contact his/her supervisor, volunteer manager, or the executive director.
ZERO TOLERANCE OF VIOLENCE
TR Hoover CDC Inc. will not tolerate violence on or around its premises either by or against staff members, volunteers, or members of the public. Volunteers are expected to treat other human beings with respect and dignity. Any incident of violence should be reported promptly to the appropriate supervisor, volunteer manager, and/or the executive director Violence includes, but is not limited to, verbal or physical intimidation, contact, or threats. Reported incidents are subject to investigation or corrective action. Any volunteer who does not comply with this policy may be subject to discipline, up to and including dismissal
DRUG AND ALCOHOL POLICY
TR Hoover CDC Inc. realizes that the misuse of drugs and alcohol impairs employees and volunteer’s judgment and productivity. Drug and alcohol problems result in unsafe working conditions for all employees, volunteers and customers. TR Hoover CDC Inc. is committed to maintaining a productive, safe, and healthy work environment, free of unauthorized drug and alcohol use. Any employee or volunteer involved in the unlawful use, sale, manufacturing, dispensing and possession of controlled substances, illicit drugs and alcohol in center premises or work sites, or working under the influence of such substances, will be subject to disciplinary action up to and including dismissal and referral for prosecution.
DISMISSAL OF A VOLUNTEER
Volunteers who do not adhere to the rules and procedures of TR Hoover CDC Inc. or who fail to satisfactorily perform their volunteer assignment are subject to dismissal. Possible grounds for dismissal may include, but are not limited to, the following: gross misconduct or insubordination, theft of property or misuse of the organization’s materials, abuse or mistreatment of clients, staff or other volunteers, failure to abide by TR Hoover CDC Inc.’s policies and procedures, and failure to satisfactorily perform assigned duties.
DRESS CODE POLICY
TR Hoover CDC Inc. maintains a business casual working environment. No open toe shoes. No slippers. No spaghetti strap shirts. Pants should be up the waist. No shorts. No Mini skirts/dresses. For some events, specific attire is requested.
TELEPHONE USE POLICY
Cell phones are not allowed during work hours at the facility for safety reasons. However, in case of emergency, please inform staff if you need to take an urgent call and step out accordingly.
MEDIA USE POLICY
For media and social media purposes, you may take photos after completing your volunteer work. However, as our facility involves many minors, please ensure that when you post on social media, you tag @TRHooverCDC and/or use #TRHooverCDC to inform us of your post, prioritizing the security and privacy of our community's minors.
DONATED ITEMS
Volunteers are not allowed to shop or take donated items from the facility. Volunteers must remember that the TR Hoover CDC Inc. is to help the needy and to serve our clients. Clients or consumers have the priority when dealing with donations.