Record Management

 

The Business Office of the Flat Rock Community Center, Inc. (FRCC) maintains records on each volunteer throughout the organization. Records include dates of volunteer service, positions held, duties performed, evaluation of volunteer performance, training attended and awards/recognitions received. Volunteer records, including application, reference checks and background checks, are confidential. Volunteers are responsible for submitting and updating information contained in their files to the Business Office.

 

Dress Code

 

Volunteers are representatives of FRCC and are responsible for presenting a positive image to the community. Volunteers will dress appropriately for the conditions and performance of their duties. If necessary, individual volunteers will be informed of the dress standard for their duties at the time of assignment.

 

Attendance and Time

 

Volunteer attendance is important to the operation of each program. Volunteers should notify their coordinator in advance if they are unable to be present on their scheduled day. Volunteers are responsible for logging their work hours on forms provided by FRCC at the end of each work day.

 

Training

 

Volunteers may receive training as part of their volunteer service with FRCC. Volunteers may be asked to complete an orientation, on-the-job or program training.

 

Volunteer Orientation provides an overview of FRCC, its mission, history and goals.

 

The orientation is designed to provide a framework for volunteering.

 

Volunteer Assignment or Program Training is provided by an officer or experienced volunteer for a particular placement. The training details the skills and knowledge necessary to perform their volunteer assignment.

 

Youth Volunteer and/or Service Learning

 

Volunteers, under 18, must have a parent or guardian complete and sign the FRCC Waiver of Liability for Minors before volunteering. Students volunteering for service learning credit hours for their school must submit school name and contact information before volunteering.

 

Evaluation

 

Volunteers receive periodic evaluations to review their performance. The evaluations allow for a volunteer and coordinator to suggest changes, seek suggestions and enhance the relationship between the volunteer and FRCC. The evaluation is a discussion period and both coordinator and volunteer should establish an open line of communication.

 

Conduct

 

Volunteers are expected to follow rules of conduct that will protect the interest and safety of all volunteers and FRCC. The following are only some examples of inappropriate conduct which could lead to dismissal:

 

• Theft or inappropriate removal or possession of FRCC property or that of any FRCC volunteer, agent or visitor, including failing to cooperate fully in any FRCC investigation.

 

• Altering FRCC reports or records.

 

• Volunteering under the influence of alcohol or illegal drugs and/or illegal or unauthorized possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the volunteer environment.

 

• Creating a disturbance on FRCC premises, at sponsored activities or in areas which could jeopardize the safety of others.

 

• Improper use of FRCC's property or property owned by any other individual or organization.

 

• Lack of cooperation, or other disrespectful conduct.

 

• Violation of FRCC, federal, state, or local safety and health rules.

 

• Inappropriate use of telephones, computer equipment or systems, mail system, e-mail system, facsimile machines, or other FRCC-owned equipment.

 

• Unauthorized disclosure of FRCC confidential information.

 

• Unsatisfactory performance or conduct.

 

Smoking

 

FRCC intends to provide a safe and healthy environment. Smoking in the workplace is prohibited except in outside locations specifically designated as smoking areas. For information regarding the location of smoking areas, consult with your coordinator.

 

Drug-Free Environment

 

FRCC provides a drug-free, healthy, and safe environment. While on FRCC premises and while conducting FRCC-related activities off FRCC premises, a volunteer may not use, possess, distribute, sell or be under the influence of alcohol or illegal drugs. The legal use of prescribed drugs is permitted during volunteer service only if it does not impair a volunteer’s ability to perform the essential functions of the volunteer position effectively and in a safe manner that does not endanger other individuals in the workplace. Volunteers must advise their coordinator if they are taking any prescription or over-the-counter drug which could adversely affect safety or performance.

 

Safety and Liability

 

FRCC aims to provide a safe and healthy environment for all volunteers. If a volunteer is injured in the course of the volunteer’s service, it is important that the volunteer notify his or her coordinator immediately. Volunteers should also complete an incident report and submit the report to the volunteer’s supervisor. FRCC’s general liability coverage, with some limitations and exclusions, protects volunteer workers for covered injury or damage that results from activities or service that volunteers conduct or perform at FRCC’s direction and within the scope of their duties for FRCC. FRCC's general liability coverage does not provide coverage to volunteers themselves for liabilities they may have incurred for their actions. FRCC’s volunteer accident insurance coverage covers some injuries to volunteers while volunteers are performing volunteer service on behalf of FRCC. In some instances, volunteers must sign a release absolving FRCC of liability when FRCC volunteers voluntarily and knowingly subject themselves to certain risks while performing volunteer services on behalf of FRCC. Contact the Business Office with questions or for more information about insurance and liability.

 

Reimbursement of Expenses

 

Volunteers may be eligible for reimbursement of pre-approved, actual out-of-pocket expenses, including transportation expenses, incurred while engaging in volunteer service for FRCC. Upon the approval of a coordinator, volunteers need to track and submit receipts for all actual out-of-pocket expenses for which they seek reimbursement. Reimbursement requests must be submitted to the Business Office.

 

Emergency Closings

 

FRCC strives to ensure the safety of all volunteers. In the event of inclement weather, volunteers will be responsible for contacting their coordinator to inform them that they will not be performing their scheduled service. If the FRCC Thrift Store or Food Bank should close, the Business Office will notify volunteers scheduled to perform service via phone of the closing.

 

Safety and Security

 

FRCC desires to provide a safe volunteer environment. Volunteers are responsible for using the following common-sense suggestions to help ensure a safe environment.

 

• Be aware of other people around you.

 

• Never leave your purse, wallet, or other valuable items on or under a desk, table or counter. Keep these items out of sight. Keep your wallet or purse with you at all times or keep them in a secure drawer or cabinet.

 

• Avoid carrying large sums of money. Desks, lockers, and other storage devices may be provided for a volunteer’s convenience but remain the sole property of FRCC. Accordingly, they, as well as any articles found within them, can be inspected by any agent or representative of FRCC at any time, either with or without prior notice. FRCC is not responsible for lost or stolen personal property. FRCC will not reimburse a volunteer for any personal property which disappears from a volunteer site.

 

Use of Flat Rock Community Center, Inc, Property

 

Equipment and Vehicles - Any equipment, machines, tools, or vehicles which appear to be damaged, defective, or in need of repair should be reported to the volunteer’s coordinator. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to others. An individual coordinator can answer any questions about the volunteer’s responsibility for maintenance and care of equipment or vehicles used during a volunteer assignment.

 

Telephones and Mail Services - Telephones are for business purposes. When permitted, personal phone calls should be kept to a minimum and should not interfere with volunteer service. In addition, long distance charges resulting from a volunteer’s personal use of an FRCC telephone must be reimbursed to FRCC. The use of FRCC paid postage for personal correspondence is prohibited by Federal law.

 

Computer Usage – FRCC provides computers, e-mail, and Internet access to assist volunteers in performing their duties. Computers, e-mail and Internet access should be used for business related purposes. Personal business should not be conducted during volunteer time.

 

Accepting Payment or Gifts

 

No volunteer shall accept payment of any kind (including gifts, cash, discounts, concessions, services or other similar item or benefits) for services rendered as part of his or her volunteer service. This includes payment for speaking engagements or for participation in workshops or similar activities.

 

Improper Influence

 

Any volunteer, or close relative, should not, when acting on his or her own behalf or when acting on behalf of another person, business or organization, attempt to influence FRCC’s position on any issue, matter or transaction nor participate in any discussions pertaining to a related organization.

 

Inside Information

 

Inside information should not be used either for the purposes of gaining advantage for one’s self, a close relative, or another organization or for any other purpose not specifically approved by FRCC.

 

The Making of Statements

 

No volunteer shall use FRCC stationery or any title of FRCC or refer to FRCC or misidentify him or herself as a volunteer thereof in connection with any matter as to which he or she is not authorized as a representative of FRCC and to express an opinion on its behalf.

 

Participation in any activity prohibited in the Volunteer Handbook can result in the termination of volunteer service.

 

Federal Law

 

The Volunteer Protection Act of 1997; Public Law 105-19

 

The act protects unpaid volunteers acting within the scope of their organizational responsibilities at the time, provided their actions adhere to organizational policies, procedures and do not lead to criminal misconduct or gross negligence.