WelcomeWelcome to the Don Moyer Boys & Girls Club Online Orientation! Onbehalf of the board of directors, we are pleased to have you working withus and trust your volunteer experience will be interesting, pleasant andrewarding.Your work with youth carries agreat responsibility. Theexamples you set and theinfluence you have may be thedetermining factor as to whetheror not Club kids becomeresponsible citizens or liabilitiesin society.This orientation, along with the accompanying manual presents thevolunteer policies and practices in effect at the Club. The Club reservesthe right to change from time to time, any or all of the policies, procedures,rules or benefits described in this manual. Copies of changes will beavailable to all volunteers.
Mission StatementTo provide all youth with diverse programming and services in a nurturingenvironment that encourages them to maximize their full potential.Our Vision for Youth is to equip them with the tools they need to beconfident, responsible citizens.Our Vision for the Organization is to be a stable environment that offersrelevant programs and services making us the most trusted and valuedyouth development organization of choice.
The Club’s ValuesConsistency & all individuals– We insist thatAccountability associated with the club are consistent andaccountable in their words and actions.Personal & to be honest, ethical, respectful and exemplary stewards who– We strive Organizational Integritymake decisions in the best interest of youth, their families and community.Purpose & Competence– We approach each day with the excitement that we can make adifference in the lives of youth.Synergy– We encourage differing points of view and the possibilities that can beachieved with freshness of thought and energy.
The Club’s Values Diversity – We value and respect the differences in our communities and the possibilities that can be achieved with full inclusion. Fun & Creativity – We strive to provide opportunities to have fun and exercise creativity. Safety – Youth, families, staff and volunteers should expect to be safe and free from exploitation in the club, its programs and in the community. Advocacy – We advocate for the health and well-being of youth and their families through community partnerships. Education – We reinforce the importance of continuous learning. Entrepreneurial Spirit – We strive to invigorate youth, families, partner agencies, communities and ourselves with a zest of adventure and reasonable risk that transforms dreams and possibilities into realities.
Chapter 1 – Volunteer Program Whatever the reasoning for your volunteering, everyone receives personal benefits from their work. Boys & Girls Club Volunteer staff usually: •Are at least 16 years old •Submit an application •Have returned police checks showing no record •Complete this online orientation •Sign an agreement form verifying that they understand procedures and what is expected of them A volunteer is an individual who by choice and without monetary reward contributes time and service to assist the Boys & Girls Club. Voluntarism At-Will : Every volunteer has an at-will relationship with the club. Volunteers are free to resign their position at any time, just as the Club is free to terminate a volunteer for any reason at any time.
Chapter 2 – Harassment Free The club will not tolerate any harassment of any volunteer staff relating to race, color, sex, religion, national origin, age or disability. Harassment includes: •Slurs •Jokes •Verbal graphic or physical conduct relating to an individuals race, color, sex, religion, national origin, age or disability The club will not tolerate any unwelcome sexual advance, request for sexual favors or any other conduct of the sexual nature. Harassment or retaliation to harassment will not be tolerated and will result in action up to and including discharge
Chapter 3 – Volunteer Procedures Assignment A volunteer can be assigned to a position when all the application paperwork has been returned. Assignment to a specific position will occur when a volunteer appears to have the skills and abilities to meet the needs of the Club and its members. Attendance The positions volunteer staff fill are very vital to our Club member. Therefore, it is essential that volunteers be punctual and regular in attendance. Volunteers need to sign in and out according to regulations established by the Club. 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 volunteer staff of the Club, who have direct contact with children, will be required to authorize a criminal history check with all the appropriate law enforcement agency or agencies. The 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. Exceptions to this policy, i.e., voluntarism prior to receipt of criminal history check(s), may be made after prior approval by the executive director.
Chapter 3 – Volunteer Procedures Evaluations All Club volunteers assigned a position will be provided with the opportunity for and objective review of their performance measured against the position description to help them reach their potential. A position evaluation of each volunteer will be completed annually, or when a position assignment change occurs. 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 volunteer and the immediate supervisor cannot reach a mutually satisfactory solution to the grievance, it may be taken to the executive director. Personnel Record Individual volunteer records are maintained and kept confidential. Position Descriptions Written position descriptions are maintained for all volunteer staff positions. Position descriptions are the responsibility of the paid staff and will be updated as needed. Recording Hours All volunteers must record their hours of service. This should be done at the site of the Club where they volunteer.
Chapter 3 – Volunteer Procedures Resignations Resignation is defined as a separation from the 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 done by phone or in person. The purpose of the exit interview is to: •Review reasons for resignation •Discuss possible changes that might be needed in the position description •Express our appreciation for their involvement with the Club •Verify the return of all documents and property of the 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 feel free to address your concerns.
Chapter 3 – Volunteer Procedures Trial Period and Transfers It is generally accepted that new volunteers are on a “trial period” status for the first three months. If service is satisfactory and interest level remains high, volunteers will automatically be placed on a regular status. Where the frequency of the volunteer work has not been adequate for the supervisor or the volunteer to determine whether or not the placement is satisfactory for both parties, the initial trial period may be extended.t Terminations All voluntarism by the Club is at-will and may be terminated at any time, with or without cause and without prior notice by the Club. All terminations will be documented in writing and a copy will be placed in the volunteer’s personnel 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 Club within budget limitation. There will be continuous training of all Club workers, under the direction of the executive director or a person assigned by the executive director, through regular staff meeting and other unit programs.
Chapter 4 – Member Relationships Guidelines to follow: – Introduce yourself to the members – Treat members with respect and dignity – Be dependable. Keep your promise – Leave your personal problems at home – Do not take club members out of the Club area without prior approval from your supervisor – Pass along any member concerns which you feel need further attention to your immediate supervisor. Balance this with confidentiality. Do not repeat what they have told you in confidence – Do not accept money, good or gifts from members The safety and security of Club members is of utmost concern. Inappropriate touching or contact with youth by volunteers is prohibited. Whenever possible, avoid being alone with a child in a 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 Club members, the matter must be brought to the attention of their supervisor immediately and take appropriate action.
Chapter 4 – Member Relationships Volunteers should not have contact with Club members outside regular Club activities. If there is evidence of inappropriate, non-Club interaction between a volunteer and Club member(s), the following steps may be taken: – The volunteer will be suspended – Meetings will be held with the volunteer and Club member to gather facts. Staff or other members will be consulted as needed. – The executive director will review the facts to determine if a policy violation has occurred – If a violation is established, the volunteer will be dismissed
Chapter 5 – General Information After-Hours Use of Building All volunteer must receive permission from the executive director to use the Club facility or equipment after hours Confidentiality Information regarding Club members, paid 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. Controversial Issues All volunteers are responsible for maintaining a broad and inclusive environment. Children need to hear a variety of viewpoints in order to form their own opinions and convictions. For this reason volunteer staff are free to exercise their full liberties as citizens, including the right to express their personal convictions on social, economic, religious and politics issues. Dress and Grooming All volunteer staff should be dressed and in appropriate good taste. Closed- toe shoes must be worn. Volunteers should wear the provided club t-shirt with nice pants (such as khakis).
Chapter 5 – General Information Drug-Free Workplace The club desires to maintain a drug-free workplace. The possession, use, or distribution of illegal drugs and/or alcohol is prohibited within our workplace environment. All volunteer staff are prohibited from entering the workplace under the influence of illegal substances and/or alcohol and are required to abide by the policy. All volunteers, staff and consultants are required to inform appropriate supervisors of policy violations. Persons violating this policy will be subjected to disciplinary action which may result in dismissal. Smoking of tobacco is prohibited in Club vehicles and on Club property. Hours of Operation Normal club program hours are generally after school Monday-Friday 2:30p.m. to 5:30 p.m. with special activities and events on the weekends. Club hours are expanded in the summer months. Injuries All injuries or accidents must be reported to the immediate supervisor or executive director at once.
Chapter 5 – General Information Personal Belongings The Club cannot be responsible for the loss of personal funds or belongings, nor is it covered by insurance for such loss. Therefore, it is the responsibility of each volunteer to adequately safeguard personal belongings. Telephone Usage Volunteers should inform their friends and relatives that they are to restrict personal calls except in the case of an emergency. Likewise, volunteers are asked to make calls of a personal nature only when absolutely necessary. Transportation Volunteers are forbidden to transport Club members for Club activities in their personal vehicles unless specifically approved by a supervisor or the executive director. Volunteers may transport Club members only if previously approved by the executive director and a copy of their driver’s license and insurance policy number are on file. Working Conditions The physical working conditions in the Club must comply with legal requirements “of safety and sanitation.” It is the responsibility of all volunteer staff to immediately report and correct, if possible, hazards which may come to their attention.
Chapter 6 – Standards of Conduct Members of the Club deserve the best possible examples of conduct, decorum and good citizenship. It is expected that all volunteers will conduct themselves at all times in a manner reflecting credit on the Club. If a volunteer violates any rules established by the Club, that person may be subject to discipline up to, and including immediate discharge. Disciplinary action may include the following: oral and/or written reprimands, a 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 without permission – malicious damage to club property – gambling or conducting unlawful games of chance – illegal conduct of any kind
Comprehension Quiz 1. Which of the following is considered harassment? a. Slurs b. Jokes c. Sexual advances/favors d. All of the above are considered harassment Slurs, jokes, sexual advances and favors are ALL considered harassment. Harassment may lead to an eventual discharge. 2. What should you do when you go into the club and when you leave? a. Nothing, just walk straight in and out b. Sign (and scan) yourself in and out c. Just sign yourself in when you arrive, but don’t sign out when you leave d. Sign out when you leave, but don’t sign in. It is important that you sign yourself in and out when you arrive and leave. There will be a clipboard at the front desk to sign as well as a secretary to help you if necessary.
Comprehension Quiz 3. Which of the following need to be completed to be able to volunteer at the club? a. An application b. A criminal history check c. This orientation d. All of the above You will need to complete an application, a criminal history check, and an orientation to be able to volunteer. The application and criminal history check are available as attachments on the Don Moyer Boys and Girls Club website for you to print out and bring to the club. 4. How should a volunteer resign from the club? a. Just leave without saying anything b. Write a note c. Schedule an exit interview to be conducted on phone or in person When a volunteer wants to resign from the club, he/she should schedule an exit interview to be conducted on phone or in person. A few weeks notice of intent to resign would be appreciated and should be given in writing to the volunteer’s immediate supervisor.
Comprehension Quiz5. It is appropriate to accept money, goods, or gifts from members. a. True b. False False. It is not appropriate to accept money goods, or gifts from members. It IS appropriate to accept handmade crafts, notes, etc.6. All voluntarism at the club is at will and may be terminated at any time. a. True b. False True. Every Club volunteer has an at-will relationship with the Club. Volunteers are free to resign their position at any time, just as the Club is free to terminate a volunteer for any reason at any time.
Comprehension Quiz 7. What steps may be taken if there is evidence of inappropriate, non-club interaction between a volunteer and a club member? a. Suspension b. Nothing c. Meetings d. Dismissal e. A, b, and d Suspension, meetings, and dismissal are all possible outcomes if there is evidence of inappropriate, non-club interaction between a volunteer and club member. 8. What is an appropriate uniform to wear when volunteering? a. Sweatpants, shirt, and sandals b. Tank top, jeans, and flip flops c. Khakis, provided club t-shirt, closed toe shoes All volunteer staff should be dressed and groomed in appropriate good taste. You will be provided with a t-shirt to wear. It is necessary that you wear closed toe shoes and nice pants (such as khakis).
Comprehension Quiz 9. What should volunteers do with their personal belongings? a. Ask to put them in office b. Hold on to them c. Leave them at home d. All of the above The club cannot be responsible for the loss of personal funds or belongings. It is the responsibility of each volunteer to adequately safeguard personal belongings. This means that you can either ask to leave your belongings in the office, you can hold on to them while volunteering, or you can simply leave them at home or in your car.
Your Next Steps! You must complete the volunteer application and background check that are available as attachments on the home page of the website. Once completed, bring them in to the Club, located at 201 E. Park Street, Champaign, IL. Wait for a phone call from the Volunteer Coordinator. Once s/he has called, you will go in for a tour. There, you will learn about the layout and you will also receive the t-shirt you will be wearing. Once again, thank you for your interest in volunteering at the Don Moyer Boys and Girls Club. You will have an opportunity to provide feedback about you experience as a volunteer. It is welcomed and valued!