Volunteer

VOLUNTEER PROGRAM

There are many different reasons why people volunteer. Some are interested in working with youth as a profession. Some are in the middle of their careers and desire to bring a new dimension to their lives. Others are retired and choose to give their time and share their wealth of experience.

Whatever the reason for volunteering, everyone receives personal benefits from their work. There is a great deal of satisfaction that comes from being involved in the lives of others as wells as positive psychological advantages. Personal maturity is developed by meeting and interacting with club members, staff, and volunteers.

Everyone connected with the Boys & Girls Club works together as a team to provide a positive place for kids. The needs of the Boys & Girls Club are a priority for all who work here. Together, we all can make a difference.

As volunteers we hope that you sharpen your skills and enhance your talents during your involvement with the Boys & Girls Club and its members.

Boys & Girls Club Volunteers:

  • Submit an application
  • Have returned police checks showing no record
  • Interview with a professional staff member
  • Attend an orientation on the organization
  • Sign an agreement form verifying that they understand procedures and what is expected of them.

What is most important in volunteer placement is that an individual’s skills, talents, and time commitments match and meet the needs of the Boys & Girls Club. The application process assists in determining placement.

The term volunteer refers to any individual who, by choice and without monetary reward, contributes time and service in one or more of the core program areas on a regular basis to assist the Boys & Girls Club in the accomplishments of its mission.

Responsibility for Activating a Volunteer

Professional Staff approves and activates a volunteer.When a volunteer’s qualifications and experience are such that the person can fulfill a volunteer position, a position will be assigned.A Professional Staff Member will be responsible for activation and termination of all volunteers.

Voluntarism At-Will

Every Boys & Girls Club volunteer has an at-will relationship with the Boys & Girls Club. Volunteers are free to resign their position at any time, just as the Boys & Girls Club is free to terminate a volunteer for any reason at any time.

Recognition

Volunteers will be formally recognized on an annual basis. Informal recognition of volunteers will also take place year ‘round in a variety of ways through Boys & Girls Club employees and members.

Volunteer Count

The number of volunteers, volunteer hours and a variety of other data will be collected on a monthly basis.

HARASSMENT FREE

Harassment

It is the policy of the Orrville Area Boys & Girls Club to provide, at all times, an environment free of harassing conduct, better enabling us to focus on and fulfill the mission of the Orrville Area Boys & Girls Club. The Orrville Area Boys & Girls Club will not tolerate any form of harassing conduct that is based upon an individual’s race, color, religion, sex, age, national origin, disability, marital status, veteran’s status, sexual orientation, or other protected status.For these purposes, the term "harassing conduct” includes, but is not limited to, slurs, jokes, or other verbal, graphic, or physical conduct relating to an individual’s race, color, religion, sex, age, national origin, sexual orientation, disability, or marital status. The term "harassing conduct” includes sexual advances, requests for sexual favors, and other conduct of a sexual nature.Any employee or volunteer violating this policy will be subject to corrective action up to and including discharge.

Harassment is any conduct that has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment.  Examples of items that could be construed as harassment include, but are not limited to:

  • Degrading a group or class of people
  • Assigning less desirable work or working conditions to members of such protected groups based solely on their group membership.
  • Treating protected individuals in a demeaning fashion

Sexual Harassment

Sexual harassment is defined as unwelcome physical or verbal sexual conduct where:

  1. Submission to the conduct is either an explicit or implicit term of condition of employment.
  2. Submission to or rejection of the conduct is used as a basis for employment decisions affecting the person doing the submitting or rejecting or the conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating and intimidating, hostile, or offensive work environment.

Examples of behavior that could be construed as sexual harassment, include, but are not limited to:

  • Explicit or implicit threats to withhold pay increases, benefits, or working conditions
  • Promises to improve pay, benefits, or working conditions in exchange for sexual favors or sexual activities
  • Demanding sexual favors or sexual activity of another employee
  • Subtle pressure for sexual favors or sexual activity of another employee
  • Deliberate, repeated, or unsolicited verbal comments, gestures, or physical actions of a sexual nature toward another employee (e.g., lewd or lascivious remarks or unnecessary touching, patting, or pinching)
  • Comments, jokes, or slurs that are demeaning or demoralizing, and directed to one gender over the other

If you believe that you or another employee or volunteer is being subjected to harassing conduct, you should immediately contact the Chief Professional Officer. You have a duty to report any harassing conduct you experience or observe.Under no circumstances will a person’s employment be jeopardized because of a bona fide report of what he or she perceives to be an incident of harassing conduct or behavior.

VOLUNTEER PROCEDURES

Assignment

A volunteer can be assigned to a position when all the application paperwork and processes have been returned in satisfactory condition meeting the guidelines and procedures of the Orrville Area Boys and Girls Club.  Assignment to a specific position will occur when a volunteer appears to have the skills and abilities to meet the needs of the Boys & Girls Club and its members.

Attendance

Volunteers are vital to our Boys & Girls Club members.Therefore, it is essential that volunteers be punctual and regular in attendance.Volunteers need to sign in and out at the front desk. Volunteers are expected to remain on duty for the full time agreed upon, except when conditions vary and are approved by the supervisor. Volunteers should notify the supervisor as soon as possible of any planned or unexpected absence.

Criminal History Check

All potential volunteers who have direct contact with children will be required to authorize a criminal history check with the appropriate law enforcement agency or agencies. The Boys & Girls Club will incur all expenses related to this procedure. The result of such an inquiry is reviewed and accepted before the assignment of a volunteer. A potential volunteer can not be guilty of a disqualifying crime as defined in the Ohio Revised Code. The Chief Professional Officer will review the results of the background checks.

Grievance Procedures

Any volunteer who has a complaint concerning the application or interpretation of any volunteer personnel policy should discuss the matter with his/her immediate supervisor. If the volunteers and the immediate supervisor cannot reach a mutually satisfactory solution to the grievance, it may be taken to the Chief Professional Officer for a final determination.

Orientation

All new volunteers will receive an orientation to the Boys & Girls Club covering issues such as Club philosophy, policies, and the core programs.

Volunteer Record

Individual volunteer records are maintained and kept confidential.

Position Descriptions

Written position descriptions are maintained for all volunteer positions. Position descriptions are the responsibility of the professional staff and will be updated as needed.

Resignations

Resignation is defined as a separation from the Boys & Girls Club initiated by the volunteer. A few weeks notice of intent to resign would be appreciated and should be given in writing to the volunteer’s immediate supervisor.Volunteers who resign are requested to schedule an exit interview.This interview can be by phone or in person. The purpose of the exit interview is to:

  • Review reasons for the resignation
  • Discuss possible changes that might be needed in the position description
  • Express our appreciation for their involvement with the Boys & Girls Club
  • Verify the return of all documents and property of the Boys & Girls Club

Supervision

Each volunteer will be assigned an immediate supervisor. All concerns, problems, criticisms and suggestions should be brought to your immediate supervisor.Please feel free to express yourself. Volunteers often offer a fresh perspective, so your suggestions are welcomed.

If you are troubled by something, it is best to address the situation at the onset. Resolving concerns as early as possible avoids stressful situations and hurt feelings.Please fell free to express your concerns.

Terminations

All volunteerism by the Boys & Girls Club is at-will and may be terminated at any time, with or without cause and with or without prior notice by the Boys & Girls Club. All terminations will be documented in writing and a copy will be placed in the volunteer’s file.

Training

Provision is made for a planned program of in-service training, adapted to the different categories of volunteers at the expense of the Boys & Girls Club within budget limitations.

YOUR RELATIONSHIP WITH MEMBERS

Guidelines to follow:

  • Introduce yourself to the members
  • Treat members will respect and dignity
  • Be dependable.Keep your promise
  • Leave your personal problems at home
  • Do not take members out of the Boys & Girls Club without prior approval from your supervisor and the member’s parent or legal guardian.
  • Pass along any member concerns which you feel need further attention to your immediate supervisor.Balance this with confidentiality.

The safety and security of members is of utmost concern. Inappropriate toughing or contact with youth by volunteers is prohibited. Whenever possible, avoid being alone with a child in a Boys & Girls Club setting, particularly behind closed doors. If a volunteer has any knowledge of or becomes aware of any circumstances which may endanger the health, safety, or well being of members, the matter must be brought to the attention of their supervisor immediately and/or take appropriate action. The immediate supervisor will then inform the Chief Professional Officer.

GENERAL INFORMATION

After Hours Use of the Building

All volunteers must receive permission from the Chief Professional Officer to use the Club facility or equipment after hours.

Confidentiality

Information regarding Club members, staff, and volunteers both verbal and written, is often privileged and confidential. Personal information is not to be released without written consent of the individual involved. Because of the very serious implications which a breach of confidentiality could have, one condition of volunteerism is to maintain this confidentiality.

Dress and Grooming

All volunteers should be dressed and groomed in appropriate good taste.

Drug and Alcohol Free Workplace

The Orrville Area Boys & Girls Club is committed to creating and maintaining a Drug Free Workplace. This policy applies to all applicants for employment and to all employees and volunteers in all job classifications. Substance abuse that includes the possession, use, or sale of illegal drugs or the unlawful use of lawful substances including alcohol and prescription drugs will not be tolerated during working hours, on Orrville Area Boys & Girls Club premises, or at any non-personal, Orrville Area Boys & Girls Club sponsored or Orrville Area Boys & Girls Club-related functions. It is a condition of employment to refrain from using drugs and the unlawful use of lawful substances, including alcohol and prescription medicines and to abide by the guidelines of the Drug Free Workplace Policy. Employees determined to be under the influence of drugs and alcohols, including the unlawful use of lawful substances, or who violate this policy in other ways, are subject to immediate discharge. In addition, the Orrville Area Boys & Girls Club may exercise its right to drug screen at any time and to require an employee to secure a physical examination and submit a medical report to the administrative office. This will be done at no expense to the employee.

Holidays

The following days are observed by the Boys & Girls Club:

  • New Year’s Eve
  • New Year’s Day
  • Martin Luther King Jr. Day
  • Good Friday
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Day after Thanksgiving
  • Christmas Eve
  • Christmas Day

Hours of Operation

Normal Club operating hours are as follows:

Fall/Winter/Spring

Monday – Friday 2:40 pm – 7:00 pm

Saturday 11:00 am – 6:00 pm

Sunday CLOSED

Summer

Monday – Friday 11:00 am – 6:00 pm for regular members

Monday – Friday 6:45 am – 6:00 pm for KIDSTOP members

Saturday and Sunday CLOSED

Please check the Club for special events and special operating hours.

Injuries

All injuries or accidents must be reported to the immediate supervisor at once and appropriate paperwork completed.

Smoking

Smoking is prohibited in Club vehicles, on Club property, and at all Club functions.

Transportation

The use of a club vehicle, or transporting a member in a private vehicle, must be approved by the Chief Professional Officer or his/her designee.

STANDARDS OF CONDUCT

Members of the Boys & Girls Club deserve the best possible examples of conduct, decorum and good citizenship. The behavior of volunteers sets the example for our youth to follow. It is expected that all volunteers will conduct themselves at all times in a manner reflecting credit on the Boys & Girls Club.

The Boys & Girls Club tries to keep rules to a minimum.  However, a few regulations are always needed to provide clear understanding for all volunteers. This list is not intended to be all-inclusive or to cover every situation.  If a volunteer violates any rules established by the Boys & Girls Club, including the following rules, that person may be subject to discipline up to and including immediate discharge.  Notwithstanding, volunteerism is considered to be at-will and the volunteer may be terminated with or without cause.

Disciplinary action may include the following: oral reprimand, written reprimand, probationary period, or termination.

The following violations are subject to disciplinary action:

  • Inappropriate contact with youth
  • Falsifying volunteer information
  • Unsatisfactory work performance
  • Excessive tardiness or absenteeism
  • Absence without notice
  • Creating or contributing to a disturbance
  • Insubordination
  • Lying, cheating, or stealing
  • Use of club facility and/or equipment without permission
  • Malicious damage to Club property
  • Gambling or conducting unlawful games of chance
  • Illegal conduct of any kind.