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Center for Nonprofit Leadership of the Sierra (CNL)Volunteer Program Policies and ProceduresPolicies:I. IntroductionA. Volunteer/ Staff RelationsVolunteers are critical to the success of CNL, and are essential to the organization’s dayto-day operations. Volunteers and paid staff are considered partners in implementingthe mission and programs of the organization, each with complementary roles to play.Designated staff can be expected to provide orientation, training, supervision, andfeedback to volunteers.B. A volunteer is anyone who, without compensation or the expectation of compensation,performs one or more tasks at the direction of and on behalf of CNL.C. Equal Opportunity PolicyCNL maintains a strong policy of equal volunteer opportunity. We recruit, accept, train,promote and release volunteers on the basis of personal competence and positionperformance, without regard to race creed, color, religion, sex, sexual orientation, age,marital status or handicap.II. Volunteer Rights and ResponsibilitiesVolunteers are viewed as a valuable resource to CNL, its staff, and its clients. Volunteerswill be extended the opportunity to be given meaningful assignments, the right to betreated fairly, the right to effective supervision, the right to involvement andparticipation, and the right to receive recognition for services which are well done. Inreturn, volunteers shall agree to actively perform their duties to the best of theirabilities and to remain loyal to the policies, goals and procedures of the CNL.Procedures:I. Volunteer Program Procedures/ DevelopmentA. Application FormProspective volunteers are required to complete an application form for considerationin the volunteer program.B. Interviewing/ScreeningPrior to being assigned or appointed to CNL responsibilities, volunteers who areexpected to provide regular assistance will be interviewed to ascertain their suitabilityfor, and interest in the assignment(s). The interview will offer the opportunity to learnmore about the prospective volunteer, and give the prospective volunteer theopportunity to learn more about the organization. Volunteers will also be given theopportunity to ask any questions they may have about the tasks and responsibilities thatApproved by CNL Board – 8/28/20101
Center for Nonprofit Leadership of the Sierra (CNL)they will be expected to perform. Background and reference checks ( may also be)required for volunteer responsibilities within CNL.C. Orientation and TrainingAll volunteers who are expected to provide regular assistance will receive a generalorientation on the nature and purpose of CNL, all pertinent policies and procedures, andto the duties which the volunteer has been assigned. Volunteers will receive specifictraining to provide them with the information and skills necessary to perform theirvolunteer assignment.All volunteers who are expected to provide regular assistance will have a description ofthe responsibilities for the services they perform on behalf of CNL.D. SupervisionEvery volunteer will have a clearly identified supervisor who will be responsible forsupport and direction. The supervisor will be responsible for the management andguidance of the work of the volunteer, and will be available to the volunteer forconsultation and assistance.E. Feedback and EvaluationVolunteers who are expected to provide regular assistance shall receive periodicevaluations to review the performance of their service. These evaluations will include areview of the volunteer’s level of performance in meeting their responsibilities and adiscussion of any suggestions the volunteer may have concerning their responsibilitiesand the volunteer program it.F. Recognition and Opportunities for AdvancementVolunteer service is very valuable to CNL and CNL will recognize volunteers on both aninformal and formal level.Exemplary volunteers will be made aware of other volunteer opportunities available forwhich they may be interested in participating, and will be given opportunity foradvancement to other volunteer assignments.G. Volunteer Record Keeping SystemA records system will be maintained on each volunteer who provides regular assistancewith the CNL. The record will include volunteer application, any volunteer agreement(s),and emergency information, dates of services, responsibilities held, duties performedand performance evaluations received.H. Scheduled Volunteer Time/ Record of Volunteer HoursA volunteer sign-in form will be present at each volunteer program or event, andvolunteers should sign in and out each time they provide service on any project.Approved by CNL Board – 8/28/20102
Center for Nonprofit Leadership of the Sierra (CNL)Volunteers will be accountable to uphold their commitments to volunteer at establishedtimes/places.II. Volunteer ConductA. Description of ResponsibilitiesA description of responsibilities will be defined for each volunteer or group ofvolunteers who are expected to provide regular assistance. Each volunteer will receivea copy his/her description of responsibilities during the orientation program.B. Standard of ConductThe lasting impression that volunteers make on those they serve and provide servicewith reflects directly on all staff, volunteers and board members of CNL. All words anddeeds should help build CNL’s volunteer program and its reputation for quality.C. AbsenteeismVolunteers should do their best to be present and on time for each event or activity forwhich they are scheduled. If you know that you will be late or absent, please contactthe person in charge of the event or your supervisor at least 24 hours before you areexpected to report or as soon as possible so that alternate plans can be made.D. Grievance ProcedureA volunteer who has a complaint should discuss the issue with their supervisor as soonas possible. If the complaint is not resolved, the volunteer may address their concernsin writing as a grievance, along with written suggestions as to how to remedy the issueat hand, to the Executive Director, who in turn, will issue a written response to theemployee. If the volunteer is not satisfied with this response, they have the option ofappealing the grievance in writing along with their proposed remedy to the Chair of theExecutive Committee of the Board of Directors. The Executive Committee Chair willthen determine whether to review the grievance and if so, how the committee plans toreview the dispute and issue an answer. If the volunteer is not satisfied with this finalresponse, they have exhausted CNL’s internal complaint/grievance procedure.E. Discontinuation of Volunteer ServiceIf a volunteer decides to leave service for any reason, they should contact the ExecutiveDirector so that appropriate arrangements can be made. Volunteers have the right toterminate volunteer service for any reason. CNL reserves the same right.F. Media ConductVolunteers should be careful not to represent themselves as spokespersons orrepresentatives for the CNL under any circumstances without prior written approval.Only the Board President and Executive Director or Board designated representativeserve as spokespeople for CNL.Approved by CNL Board – 8/28/20103
Center for Nonprofit Leadership of the Sierra (CNL)G. Alcohol/DrugsWhen participating in CNL activities, volunteers are prohibited from purchasing,transferring, using or possessing illicit drugs, alcohol, or prescription drugs in any waythat is inappropriate and/or illegal. Adhering to this policy provides a drug and alcoholfree environment in order to ensure a safe, healthy, and productive environment for allvolunteers and employees. If a volunteer is in violation of this policy, an action up toand including termination may result. (Note: Volunteers are subject to the CNL HumanResources Drug Free Workplace policies and procedures).H. Non Discrimination and Anti-Harassment PolicyVolunteering should be an enjoyable experience. Harassment is not only illegal, but italso creates uncomfortable conditions and unpleasant experience for everyoneinvolved. Any volunteer who feels harassed should speak to his/her volunteersupervisor or the executive director in attempt to reach a solution. All volunteers aresubject to the CNL Human Resource policy regarding Non Discrimination and AntiHarassment.I. Dress CodeDepending on the assignment and the occasion, dress while working at CNL may rangefrom casual to business formal. Any Volunteer in direct contact with the public, CNLmembers, donors, or vendors is expected to dress in a professional and appropriatemanner. Likewise, a volunteers’ overall appearance and personal hygiene must bereasonable and appropriate.If at any time a volunteer has concerns or questions regarding the appropriateness ofhis/her attire, the volunteer should discuss the matter with the Executive Director prior toreporting to work with that attire or appearance.J. ConfidentialityCNL routinely gathers information from its member individuals and agencies during thecourse of its capacity building, educational and consulting activities. This informationmay not be known outside CNL or even known by all of its employees. Examples couldinclude financial information, costs, strategic and marketing plans and as well as anyinformation that is marked confidential. Keeping this information confidential couldvery well be critical to CNL’s success. Hence, all Board members, employees andvolunteers must exercise the highest degree of care not to disclose any confidentialinformation, even inadvertently (such as formal or informal conversations outside of theoffice in community settings), to any unauthorized persons in or outside of CNL.Sometimes even the most innocent acts or requests can result in disclosure ofconfidential information. Both employees and volunteers should always think beforediscussing information with a third party. If a Board member, employee or volunteerbelieves confidential information must be disclosed to a third party, they must firstconsult with the Board Chair. There is no excuse for unauthorized disclosure of suchApproved by CNL Board – 8/28/20104
Center for Nonprofit Leadership of the Sierra (CNL)information. Volunteers are required to sign the confidentiality policy receipt form priorto beginning their volunteer service.K. Conflict of InterestIt is the policy of CNL to avoid potential and actual conflicts of interest, including theappearance thereof, in all of our efforts. CNL abides by a board approved conflict ofinterest policy. Volunteers will receive a copy of this policy at their initial orientation.Certain volunteers with significant independent decision making authority may be askedto complete and sign a conflict of interest statement at their initial orientation andannually thereafter.L. PartisanshipWhile it is the intent of CNL to foster open communication at all times, actions andbeliefs must be expressed in a way that does no harm to CNL. This concept applies tothose associated with CNL in an official capacity, whether in direct businesscommunication or outside of CNL business activities.M. ProselytizingCNL’s program participants, staff and volunteers hold a variety of political, social,religious, and personal beliefs. Volunteers must be respectful of the views and opinionsheld by others with whom they come in contact while volunteering with theorganization. Unless instructed to do so as part of the organization’s mission andprogram, volunteers must refrain from advocating or proselytizing for or against aspecific political, social, and/or religious belief in these situations.N. Change of PlacementIf a volunteer wishes to seek a change in their volunteer assignment or placement, theyshould contact the Volunteer Coordinator or immediate supervisor. Assignment to anew volunteer responsibilities may require additional screening, background checks,training, and application acceptance.O. Reimbursement of ExpensesIn certain situations, volunteers who are expected to provide regular assistance may beeligible for reimbursement of actual out of pocket expenses when performing theirresponsibilities with CNL. Such expenses must be pre-approved by the volunteer’ssupervisor or the Executive Director.III. Safety and LiabilityA. SafetyAlthough CNL will work to provide safe conditions for volunteers, volunteers should bethe best protector of their own personal safety. Volunteers should always be aware ofwhere they are and what they are doing. Volunteers should pay particular attention toApproved by CNL Board – 8/28/20105
Center for Nonprofit Leadership of the Sierra (CNL)safety instructions and proper equipment use. Volunteers should speak up if they have asafety concern and report any injuries to the Executive Director as soon as possible.B. Legal LiabilityVolunteers, when providing services for CNL, are covered by CNL’s General LiabilityPolicy. Additional information on Liability coverage will be addressed at the volunteerorientation as well as any questions on this subject that the volunteer may have. Inaddition, if a volunteer has a liability question at any time he/she should contact theExecutive Director.C. Automobile Insurance CoverageWhen CNL assigns a volunteer to drive a vehicle that CNL owns, leases, or rents in thename of CNL, the volunteer is covered by he CNL’s business auto liability insurance.When volunteers drive their own vehicle or some other vehicle not owned, leased orrented by CNL, CNL’s automobile liability policy is normally not in effect. A volunteer’spersonal automobile insurance policy is usually the primary coverage in the event of anaccident occurring while a volunteer is conducting business on behalf of CNL. If avolunteer has questions regarding coverage under their own automobile insurancepolicy they are encouraged to contact their insurance company or agent for moreinformation.D. Statement of Ability to Perform One’s Duties and ResponsibilitiesAny potential volunteer who indicates that they are under the care of a physician forany physical or mental/behavioral health condition which might impede their ability toperform their assigned duties may be asked to present a statement from their physicianas to any limitations they may have on their ability to satisfactorily and safely performtheir responsibilities and duties.Any volunteer who, after beginning an assignment with CNL, is diagnosed by aphysician with a condition (including a course of treatment) which might adverselyimpact the performance or safety of the volunteer when performing their duties shouldconsult with the Executive Director.Approved by CNL Board – 8/28/20106
Approved by CNL Board - 8/28/2010 1 Volunteer Program Policies and Procedures Policies: I. Introduction A. Volunteer/ Staff Relations Volunteers are critical to the success of CNL, and are essential to the organization's day-to-day operations. Volunteers and paid staff are considered partners in implementing
