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The written position description shall be discussed with each prospective volunteer at the time of the interview. A copy of the position description shall be given to each new volunteer.
2.2 Requests for Volunteers
Requests for volunteers shall be submitted in writing by interested staff complete with a draft position description and a requested time frame. Requests for the creation of new volunteer groups shall be submitted to the Volunteer Services department and must be approved by the Volunteer Services Committee and Women's Board.
The request shall include goals and objectives mutually developed between the requesting department and Volunteer Services, as well as anticipated training requirements. If appropriate, a new service area may be piloted with a small group of volunteers.
2.3 Recruitment of Volunteers
Volunteers shall be recruited without regard to gender, disability, age, race or other conditions. Volunteer groups and individual volunteers are encouraged to conduct recruitment efforts frequently and independently. Recruitment ads will be placed in appropriate publications at regular intervals.
2.4 Application and Interview Process for Adult Volunteers
All prospective volunteers must complete an application for service and submit at least two reference forms. Upon the receipt of applications and references, the prospective volunteer will be interviewed and placed by the Assistant Chairman of the Volunteer Services Committee. If the timing is appropriate and/or convenient, a prospect may be interviewed and placed by the Volunteer Services department staff. Prospects who have been referred by a current SHS volunteer or associate shall complete a yellow application, identifying the referral source, and will not have to submit reference forms. An interview with the Assistant Chairman is not required.
2.5 Application and Interview Process for Teen Volunteers
All prospective Teen volunteers shall complete applications and be interviewed by the SHS Teen Advisor. Teens must have the written consent of a parent or guardian prior to volunteering.
2.6 Health Screening
With the exception of TB skin testing, health screenings are not required of SHS volunteers.
2.7 Criminal Records/ Background Checks
Criminal records and/or background checks are not routinely conducted on prospective SHS volunteers.
2.8 Staff Participation in Interviewing and Placement
If desired, staff who will be working with volunteers have the prerogative to interview prospective volunteers before a placement is made.
2.9 Volunteer Group President Involvement in Interviewing and Placement
If desired, a group President shall have the prerogative to interview a prospective volunteer before a placement is made. If the group President determines after a placement is made that the volunteer is not suitable for a position, the Assistant Chairman of Volunteer Services shall attempt another placement.
3.0 General Orientation of Volunteers
All volunteers must attend a general orientation session conducted by the Volunteer Services Director and the Orientation Chairman. The orientation sessions will include information on the following: standard precautions, safety policies, mission and values of SHS as well as the Volunteer Services program, confidentiality, benefits of being a volunteer, and history of the volunteer program.
Volunteers will sign an acknowledgment that standard precautions and safety codes have been reviewed with them. Volunteers will also sign a statement regarding their understanding of patient confidentiality. Both documents shall be kept in the individual volunteer's file.
Each new volunteer shall attend a general orientation session within three months of becoming a volunteer. Exceptions to this policy would be: all volunteers in Category I and some Category II shall attend before they begin their assignments.
New volunteers' names shall not be added to the volunteer database until they have attended general orientation. The names of those volunteers who have not attended orientation after three months shall be reported to the group President by the Orientation Chairman. In the absence of extenuating circumstances, the names of volunteers who have not attended orientation after three months will be dropped.
3.1 Orientation to Volunteer Position
All volunteers in direct service positions shall be oriented by a group trainer and/or group President. All training plans shall be in writing and training completion shall be documented for each volunteer. Training plans shall include: position duties, the group's operating procedures for absences, dues, etc., relationship with department staff, confidentiality/safety codes, standard precautions specific to the position and customer service expectations.
3.2 Probationary Period
All groups shall be expected to establish a probationary period for new volunteers suitable to the group's method of scheduling. (For example, if volunteer is scheduled to work once a week, a 30-day probationary period would be reasonable and so on.) At the end of the probationary period, it may be determined by the group leadership and/or associate supervisor that the volunteer’s original placement is not suitable. The volunteer may be assigned to a different position or may be deemed unsuitable for a position within the health system. The Director of Volunteer Services shall be informed in advance of any re-assignment and/or dismissal of a volunteer.
3.3 Definition of In Good Standing
A volunteer is considered to be in good standing if the following criteria are met: the volunteer has active status within his/her group or league, the volunteer satisfies the minimum number of hours required by the group or league, the volunteer is current in payment of dues, the volunteer is current in compliance with the annual TB skin test screening.
3.4 Performance Problem Resolution
In cases where an individual volunteer's performance does not meet the standards of the individual group and/or of SHS, the Performance Problem Resolution Policy (as outlined in the President's Handbook) shall be implemented.
3.5 Grounds for Suspension/Dismissal
Grounds for suspension/dismissal may include but are not limited to the following: gross misconduct or insubordination, being under the influence of alcohol or drugs, theft of property, misuse of SHS equipment or materials, abuse or mistreatment of patients, visitors or co-workers, failure to abide by SHS policies and procedures. Suspension shall be discussed with the group President, Liaison, the Chairman of the Volunteer Services Committee or Director of Volunteer Services for agreement on a plan of action.
Based on the severity or nature of the performance problem, SHS reserves the right to suspend or dismiss a volunteer without regard to the steps outlined in the Policy. Such action shall be communicated to the group President and the Director of Volunteer Services.
3.6 Resignation
Volunteers may resign from volunteer service at any time. It is requested that volunteers who intend to resign provide advance notice and a reason for their decision. When a volunteer resigns, a letter is sent from the Volunteer Services department to the volunteer acknowledging his/her years of service along with a form to complete regarding reasons for leaving the program, feedback regarding the program and an opportunity to request a follow-up phone call from the department staff.
3.7 Dissolution of a volunteer group.
When an entire volunteer group discontinues service, the following steps shall be taken: 1) The group's total hours shall be carried for the remainder of the calendar year and recorded in the annual summary of volunteer contributions. 2) Individual members of the group shall maintain active status within the volunteer program for up to one year and shall be eligible for volunteer privileges and benefits from the time the group discontinues service to the end of the one year period following discontinuation of service. 3) Each member of the group shall be encouraged to transfer to another volunteer group. This will be accomplished through personal letters to the volunteers regarding additional opportunities, presentations made to the group and through personal contact by the Volunteer Services Director and the Assistant Chairman of Volunteer Services.
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