800.05 duties of the volunteer coordinator

1. Number: 800.05
SUBJECT: DUTIES OF THE VOLUNTEER COORDINATOR Page: 1
Date: 06/23/06
Approved: Jennifer Phillips, Director Revised: 7/1/10
I. PURPOSE
To outline and define the duties and responsibilities of the Volunteer Coordinator employed by
Orange County Animal Care Services (OCACS).
II. POLICY
The Volunteer Coordinator shall perform all duties specified in this document and work
collaboratively with all OCACS staff.
III. SCOPE
Applicable to the Volunteer Coordinator.
IV. FORMS
Not applicable.
V. REFERENCES
Not applicable.
VI. DEFINITIONS
Not applicable.
VII. PROCEDURE
A. Volunteer Coordinator Responsibilities
Under the direction of the Community Outreach Supervisor, the individual assigned as
the Volunteer Coordinator may perform, but is not limited to the following functions:
1. Assist and advise the Community Outreach Supervisor in the operation of the
Volunteer Program.
2. Train and supervise all volunteers, Regional Occupational Program (ROP)
students, interns, and foster caretakers.
3. Develop policies and procedures for the operation of the volunteers program.
4. Develop standards of performance and training for volunteers.

2. Number: 800.05
SUBJECT: DUTIES OF THE VOLUNTEER COORDINATOR Page: 2
Date: 06/23/06
Approved: Jennifer Phillips, Director Revised: 7/1/10
5. Explain department policies and procedures to volunteers, city officials,
members of the public and staff.
6. Conduct quarterly recruitments for potential volunteers.
7. Track and maintain the foster program and animal inventory.
8. Conduct Sanction Screening on all potential volunteers (P&P 800.02).
9. Generate monthly and bi-annual reports regarding Sanction Screening.
10. Track and monitor volunteer hours.
11. Create and maintain volunteer files.
12. Conduct quarterly volunteer meetings.
13. Create quarterly staff reports for the Animal Care Community Outreach
Committee.
B. Volunteer Files and Record Keeping
1. File Requirements
Volunteer files are audited annually by the Office of Compliance. The following
items shall be included in the file:
a) Volunteer Orientation Sign In Sheet, if applicable.
b) Volunteer’s Cover Letter, if applicable.
c) Interview Questions, if applicable.
d) Sanction Screening results from Office of Inspector General (OIG) and
US General Services Administration (GSA) lists.
e) The volunteer’s application.
f) Foster application, if applicable.
g) Code of Conduct Acknowledgement, if registered prior to 02/09/06.
h) Compliance Training Certificate, if registered after 02/09/06.
i) Code of Ethics Form.
j) Confidentiality Agreement.
k) Volunteer/Intern Service Agreement.
l) Release of Waiver, if under 18-years of age.
m) Copy of Identification/Drivers License.
n) Volunteer Manual Acknowledgement.
o) Foster Care Agreement, if applicable.
2. Timesheets
Timesheets shall be created each quarter to track the number of service hours
each volunteer has completed. At the beginning of each quarter, new timesheets

3. Number: 800.05
SUBJECT: DUTIES OF THE VOLUNTEER COORDINATOR Page: 3
Date: 06/23/06
Approved: Jennifer Phillips, Director Revised: 7/1/10
are placed in the volunteer shed and the previous quarter timesheets are logged
in an excel spreadsheet.
C. Annual Volunteer Utilization Survey
The Annual Volunteer Utilization Survey shall be completed at the beginning of the
year and report the previous years total service hours for OCACS. A survey shall be
completed for both the Volunteer Program and the Explorer Post.
D. Volunteer Recognition
1. Volunteer of the Year
A volunteer shall be selected for their outstanding services to the community,
number of service hours, etc. A nomination form is completed by the Volunteer
Coordinator and submitted to the County of Orange Health Care Agency’s
Volunteer Services for review. Photos of the nominee in action shall also be
submitted. Nominees will be recognized by the County in an annual ceremony.
2. Annual Volunteer Hours Recognition
A certificate of appreciation shall be created annually and presented to each
volunteer reflecting their hours of service.
E. Volunteer Evaluations
Evaluations are to be completed annually for each volunteer. The evaluations shall be
used as a tool to help measure the success of both the volunteer and the program.
F. Foster Program
The Volunteer Coordinator shall be responsible for the oversight of the foster care
program (P&P 800.01).