VOLUNTEERING POLICIES & REQUIREMENTS
VOLUNTEER POLICY GUIDE
All volunteers are requested to read and adhere to the following policies and procedures. They have been created to sustain a fair, safe and productive work environment for both the volunteers and the clients.
Volunteers who breach this “Policy Guide” will be asked to attend a review with the Coordinator to address their behavior and the possible consequences, depending on the nature of the violation. Theft or breach of confidentiality Will NOT BE TOLERATED.
SECTION 1 – PROTOCOLS
1.1 Volunteers will register with the Coordinator. Upon registration, volunteers will be asked to:
• Fill out a Registration Form
• Read and sign a Volunteer Agreement
• Attend an interview with the Coordinator
1.2 Volunteers will report for their volunteer obligations on time or notify the Coordinator immediately if they are going to be absent due to sickness, vacation or personal issues so that a suitable replacement can be found.
1.3 Volunteers must be polite in dealing with clients, customers and co-workers and will refrain from using profane or obscene language.
1.4 Volunteers are not expected to be subjected to any form of abuse from either clients or co-workers and will report such occurrences to their supervisor immediately.
1.5 Volunteers will not report to the premises under the influence of drugs or alcohol, nor will they use such substances on the premises.
1.6 Knights Table is a NON-SMOKING facility.
1.7 Volunteers must not remove any item from the premises without the permission of a staff member.
1.8 Volunteers are advised to leave all valuables at home. Knights Table is not responsible for any personal property lost, damaged or stolen.
1.9 Volunteers are asked to refrain from using Knights Table’s telephones except in cases of emergency or to arrange transportation. The telephone and computer systems are for business services and the lines must be kept open as much as possible.
SECTION 2 – CONFIDENTIALITY
2.1 Volunteers must keep any information regarding clients CONFIDENTIAL.
2.2 Volunteers must not speak to the media on behalf of Knights Table. Only the Executive Director or his/her designate will handle media inquiries.
2.3 Volunteers will refrain from criticizing the organization in front of the clients and report any concerns or recommendations that they have to the Coordinator or other staff members.
2.4 Knights Table agrees to respect the privacy of volunteers. Complaints or suggestions presented by the volunteer to a member of the Management Staff will be kept confidential unless the volunteer specifically permits their disclosure.
2.5 The management of Knights Table will also ensure that the “Volunteer’s Evaluation” and “Feedback Forms” are kept confidential.
2.6 Volunteers are encouraged to listen and chat with clients but must refrain from offering counseling
SECTION 3 – ORGANIZATIONAL DEVELOPMENT & EFFECTIVENESS
3.1 The volunteer’s supervisor, and/or a knowledgeable volunteer will train the individual for their position.
3.2 Volunteers will receive ongoing training that is deemed necessary or beneficial by Management.
3.3 Volunteers may be asked to attend an annual review to provide Knights Table feedback regarding their experiences as a volunteer.
3.4 Volunteers are encouraged to work with the Coordinator to develop additional skills or investigate other areas of interest to them within the organization.
3.5 Volunteers will record their hours on the forms posted in their work area. This is required for insurance, public relations, funding and recognition purposes.
SECTION 4 -HEALTH & SAFETY
4.1 Volunteers will work in compliance with the provisions of the Ontario Health and Safety Act (OHSA) and the regulations of this organization.
4.2 Volunteers will follow all the procedures, regarding hygiene and Volunteer Protocols as outlined during the “Orientation”.
4.3 Long hair must be tied up, and hands must be washed before their shift begins and while handling food.
4.4 Aprons must be worn at all times.
4.5 Volunteers will dress neatly and modestly. Walking shorts are allowed during the summer months.
4.6 For safety reasons, open-toed shoes are not to be worn.
4.7 Volunteers must work in a manner that is both safe to themselves and to other workers. Work areas will be kept clean and orderly to protect the health and safety of all.
4.8 Volunteers will report cases of illness, injury or hazardous conditions to their supervisor.
4.9 Volunteers are advised to report to Management and Staff, any contravention of the “OHSA” or the regulations or the existence of any hazard of which he or she knows.
4.10 Volunteers will not use or operate any equipment, machine or device, or work in a manner that may endanger him/herself or any other worker.
4.11 Volunteers will not engage in any park, contest, feat or strength, unnecessary running, or rough and boisterous conduct.
Things to consider as a Volunteer/Group Applicant
All Volunteer applicants are required to first attend an Orientation session, followed by an interview with our Volunteer Manager.
Orientations are for (1) hour and are held every Thursday from 4:30PM -5:30PM.
Volunteer interviews are scheduled with the volunteer applicant based on their availability.
Volunteer interviews act as our way to assess the skills, capabilities, strengths and weaknesses of the applicant, and to properly match the volunteer applicant skills and interests with the available opportunities.
Knights Table volunteers are required to commit to a 3-month volunteer commitment. As we have to ensure that our mandate is served today, tomorrow, next week, a month from now, a year from now, etc…
For your first volunteer shift, you are asked to arrive 20 minutes early for proper training.
Volunteers must contact the office with any scheduling conflicts and tentative absence so that we may adjust or reschedule their shift.
Two (2) consecutive uninformed Volunteer absences are grounds for immediate termination as a Volunteer.
Volunteers are responsible for keeping track of their volunteer hours.
VOLUNTEER CODE OF CONDUCT
As a Knights Table volunteer, I realize that I am an “Ambassador” for the organization with the fundamental objective of treating the clients of Knights Table with due dignity and respect. I also agree to adhere to the following “Code of Conduct” during my tenure at the Knights Table facility.
1. I will report for my volunteer obligations on time or notify the coordinator or my supervisor as soon as possible if I am going to be absent due to sickness, vacations or personal issues so that a suitable replacement can be found. I also recognize that any successive two (2) missed shifts without any proper notification to the above will result in the termination of my tenure as a volunteer.
2. I will follow all the procedures, regarding hygiene and volunteer protocols as outlined to me during my orientation/training sessions.
3. I will be polite in dealing with clients, customers and co-workers and will refrain from using profane or obscene language.
4. I am not expected to be subjected to any form of abuse from other clients or co-workers and substances on the premises.
5. I will not report to the premises under the influence of ANY drugs or alcohol, NOR will I use such substances on the premises.
6. I will not smoke on the premises, including the front and back entrances of Knights Table.
7. I will refrain from criticizing the organization in front of the clients and will report any concerns or recommendations that I have to the coordinator or other members of management.
8. I will maintain a work environment free from all forms of discrimination, including sexual harassment.
9. I agree to keep any information regarding clients confidential.