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Polices Organizational Values Statement The following set of policies has been designed to reflect the mission and values held by Executive Service Corps of Washington (ESC) as an organization. Specifically, the following closely held values impact the volunteer within ESC. Professionalism
Personal & Professional Growth of Volunteers
The Volunteer Program 1.1 Overall Policy on the Utilization of Volunteers Volunteers provide the resource for the achievement of the fundamental mission of Executive Service Corps of Washington. Volunteers serve as consultants, assist in completion of administrative tasks, provide assistance in development and marketing efforts of the organization and serve as board members. 1.2 Purpose of Volunteer Policies The purpose of these policies is to provide overall guidance and direction to staff and volunteers engaged in volunteer involvement and management efforts. These policies are intended for internal management use, and do not constitute, either implicitly or explicitly, a binding contractual or personnel agreement. ESC reserves the exclusive right to change any of these policies at any time and to expect adherence to the changed policy. Changes to or exceptions from these policies may only be granted by the Executive Director, and must be obtained in advance. The Executive Director, often in consultation with the Chairman of the Board of Directors, shall determine areas not specifically covered by these policies.
Unless specifically stated, these policies apply to all volunteers in all program and projects undertaken on or on behalf of ESC, and to all sites of operation of ESC.
A 'volunteer' is anyone who, without compensation or expectation of compensation beyond reimbursement of out-of-pocket expenses performs a task at the direction of and on behalf of ESC. A 'volunteer' must be officially accepted and enrolled by ESC prior to performance of the task. Unless specifically stated, volunteers shall not be considered as employees of ESC.
1.5 Service to ESC ESC accepts the services of screened and qualified volunteers with the understanding that such service is at the discretion of ESC. As a professional offering service, volunteers understand that ESC reserves the right to end the volunteer's relationship with ESC, should such action become necessary. The volunteer may, at any time, for whatever reason, decide to end his or her relationship with ESC. Notice of such a decision should be communicated as soon as possible to the Executive Director. 1.6 Volunteer Rights and Responsibilities Volunteers are viewed as an essential resource to ESC, its staff and its clients. Volunteers shall be extended the right to be given meaningful assignments, to be treated as equal co-workers, to receive effective training and supervision, to full involvement and participation, and to recognition for work done. In return, volunteers shall agree to actively perform their duties to the best of their abilities, in a professional manner and to remain loyal to the goals and procedures of ESC. Volunteer Management Procedures 2.1 Maintenance of Records A system of records shall be maintained on each volunteer with the agency, including dates of service, consultancies assigned and completed, duties performed, evaluation of work, trainings attended and awards or recognition received. Volunteer personnel records shall be accorded the same confidentiality as staff personnel records. 2.2 Conflict of Interest Any volunteer who discovers a conflict of interest, either personal, philosophical or financial, with an activity, assignment or program of ESC is asked to remove his or herself from the specific project, activity or assignment promptly. 2.3 Representation of the Agency Volunteers are unable to enter into any contractual relationships on behalf of ESC. If confronted with such a possibility, volunteers should seek consultation from appropriate staff. These actions may include, but are not limited to, public statements to the press, coalition or lobbying efforts with other organizations or any agreements involving contractual or other financial obligations. Volunteers are authorized to act as representatives of the agency as specifically indicated within their job descriptions and only to the extent of such written specifications.
Volunteers are expected to recognize the limitations of their expertise and are expected to only offer services to clients, which fall within their areas of expertise. If a volunteer cannot provide a client with expertise in an area that falls outside of their knowledge, the volunteer should consult with ESC staff so that a referral can be made. Legal advice, financial advice, referrals to other agencies, or counseling services may not to be offered to the client by volunteers. 2.5 Confidentiality Volunteers are responsible for maintaining the confidentiality of all proprietary or privileged information to which they are exposed while serving as a volunteer, whether this information involves a single staff, volunteer, client or other person, or involves overall ESC business. Failure to maintain confidentiality is viewed with the utmost seriousness and as cause for reconsideration of the use of the particular volunteer on future client projects. 2.6 Timesheets Individual volunteers are responsible for the accurate completion and timely submission of quarterly timesheets. Volunteers will be provided with timesheets by the ESC office.
Volunteer Recruitment and Selection 3.1 Position Descriptions Volunteers should have a clear, complete and current description of the duties and responsibilities of the position that they are requested to fill. A position description will be given to each accepted volunteer and utilized in subsequent management and evaluation efforts. Position descriptions are to be reviewed and updated at least every two years or whenever the work involved in the position changes substantially. All position descriptions shall include a description of the purpose and duties of the position, a designated supervisor, a timeframe for the performance of the job, a listing of job qualifications, and a description of job benefits. 3.2 Recruitment Volunteers shall be recruited proactively by ESC, with the intent of broadening and deepening the volunteer involvement in the community. Volunteers shall be recruited without regard to gender, disability, age, race or other conditions. 3.3 Application Procedures Applicants for volunteer positions with ESC must submit a written application via post, fax or on-line. This application must be completed within its entirety for consideration and must include two professional references to be contacted by ESC staff or assigned volunteer. As part of the application, an up-to-date CV or resume must be included. 3.4 Interviewing Prior to being assigned or appointed to a position, all volunteers are interviewed by the Executive Director. The interview determines the qualifications of the volunteer, their commitment to fulfill the requirements of the position, and should answer any questions that the volunteer might have about the position. Interviews are conducted in person, at the ESC offices. 3.5 Placement When a volunteer is placed in a position, attention shall be paid to the interests and capabilities of the volunteer and to the requirements of the specific assignment. No placement shall be made unless the requirements of the volunteer, ESC staff and the client can be met, no volunteer should be assigned a 'make-work' position and no position should be given to an unqualified or uninterested volunteer. 3.6 Acceptance and Appointment Service as a volunteer with ESC shall begin with an official notice of acceptance or appointment to a volunteer position. Notice may only be given by an authorized representative of ESC. No volunteer shall begin performance of any position until he or she has been officially accepted and have completed all necessary screening and paperwork. At the time of final acceptance, each volunteer shall complete all necessary enrollment paperwork and shall receive a copy of the job description. 3.7 Leave of Absence Volunteers are requested to notify the Executive Director should they require a leave of absence from ESC. This leave of absence should be noted in all volunteer records, and should include specific dates of absence. Volunteer Training and Development 4.1 Orientation All volunteers will receive, and are required to attend, a general orientation on the nature and purpose and operations of ESC. It is highly recommended that the general orientation be completed prior to the assignment of the volunteer to a project. 4.2 Consultant Competency Training ESC volunteer assignments require a basic set of core competencies. These competencies are stated in the Consultant Job Description and include skills, knowledge and abilities in providing consulting services to clients and specifics within one or more of the key services provided by ESC. ESC's basic training sequence for new members is designed to facilitate the development of (or, in many instances, the enhancement of) such core competencies. 4.3 On-the-Job Training Volunteers serve as 'interns' on their first two ESC assignments. During this time, the Executive Director or an experienced consultant will provide volunteers with specific on-the-job training to provide the new consultant with the information and skills necessary to perform their volunteer assignment. The timing and methods of delivery of such training should be appropriate to the complexity and demands of the assignment and the capabilities of the volunteer. Volunteers will be given opportunities to provide feedback upon this training process, as well as receive feedback from the mentor regarding his or her contribution to the ESC team. 4.4 Special Topic Workshops To offer opportunities for consultants to expand skills, knowledge and abilities, special topic workshops in key areas of consulting are offered throughout the year. Workshops are designed to strengthen skills or address issues of topical concern in the not-for-profit arena. Volunteers are expected to attend at least two special topic workshops per year. For some assignments, successful participation in a special topic workshop may be required. 4.5 Project Manager Training Consultants with at least one year of experience with ESC and service on two or more successful projects may be invited to become a Project Manager for ESC. The Project Manager position, as described in detail in the Project Manager job description, serves to coordinate the efforts of the ESC team assigned to the project, serves as primary client contact and overseer of project completion and delivery. Additionally, the Project Manager provides on-the-job training to any new team member assigned to the project, which they are leading. The position of Project Manager requires attendance at a workshop prior to assignment. 4.6 Volunteer Involvement in Orientation and Training Experienced volunteers may be invited to serve on a training team. The training teams assist in the design and delivery of volunteer orientation and training. Volunteer Supervision and Evaluation 5.1 Consultant Supervision and Mentoring During the first two assignments, consultants are under the leadership of the Project Manager. This on-the-job training is a crucial element in the development of the consultant for future responsibilities.
All volunteers have access to the staff of ESC to provide guidance and information as needed for the successful completion of projects. Consultants are encouraged to utilize the Project Manager leading their team and Project Managers are encouraged to utilize the Executive Director as needed for supervision and guidance. 5.3 Lines of Communication Lines of communication should operate in both directions and should exist both formally and informally. Volunteers are entitled to all necessary information pertinent to the performance of their work assignments. Availability for assignments is critical to the volunteer assignment process, and all volunteers need to inform appropriate staff of any change in their availability. For planning purposes, volunteers need to respond promptly to all notices regarding meetings and trainings. 5.4 Absenteeism Volunteers are expected to perform their duties on a regular scheduled and timely basis. If expecting to be absent from a scheduled duty, the volunteer should inform their Project Manager or appropriate staff as far in advance as possible so that alternative arrangements can be made. Continual absenteeism will result in a review of the volunteer's assignment. 5.5 Evaluation Evaluation of the team assigned to a project occurs throughout the life of the project, as well as at the completion of each project. Every effort is made to keep the project on track and to avoid problems before they happen. Upon the completion of a project, feedback in the form of a questionnaire is requested from clients. In addition, annual volunteer evaluation shall be implemented on an as-needed basis. Such evaluation would include input from clients, peer co-consultants and staff. Evaluation will consider the effectiveness of the consultancy project including completion of duties assigned to the volunteer; punctuality and professionalism exhibited; ability to represent ESC to the community and client; value of the volunteer's contribution to the project; ability to work as a team member. Evaluation is used to review the performance of the volunteer, to suggest any changes in work style, to seek suggestions from the volunteer on means of enhancing the volunteer's relationship with ESC, to convey appreciation of the volunteer, and to ascertain continued interest of the volunteer in serving with ESC. All evaluation sessions are regarded as opportunity for both the volunteer and ESC to examine and improve their relationship. Evaluation shall include a written component with copies for both the volunteer and ESC files. 5.6 Corrective Action In appropriate situations, corrective action may be taken following an evaluation. Examples of corrective action include the requirement of additional training, re-assignment of a volunteer to a new assignment, suspension of the volunteer or discontinuation of volunteer service. 5.7 Dismissal of a Volunteer Volunteers who do not adhere to the rules and procedures of the agency or who fail to satisfactorily perform their volunteer assignments may be dismissed. No volunteer will be dismissed until the volunteer has the opportunity to discuss the reasons for possible dismissal with appropriate staff. 5.8 Reasons for Dismissal Possible grounds for dismissal may include, but are not limited to, the following: gross misconduct or insubordination, being under the influence of alcohol or drugs, theft of property or misuse of ESC equipment or materials, abuse or mistreatment of clients or co-workers, failure to abide by agency policies and procedures, failure to meet physical or mental standards of performance, and failure to satisfactorily perform assigned duties. 5.9 Concerns and Problem Resolution Decisions involving corrective action of a volunteer are not undertaken lightly and may be reviewed for appropriateness. If corrective action is taken, the affected volunteer shall be informed of the procedures for expressing their concern or making a request for review. 5.10 Resignation Volunteers may resign from their volunteer service with the agency at any time. It is requested that volunteers who intend to resign provide advance notice of their departure in writing and a reason for their decision. 5.11 Exit Interviews Exit interviews, whenever possible, will be conducted with volunteers who are leaving their positions. The interview should ascertain why the volunteer is ending his or her commitment to ESC and suggestions the volunteer may have to improve the services and experiences of ESC. Volunteer Support and Recognition 6.1 Reimbursement of Expenses When traveling to client or ESC facilities during work on projects or administrative matters, volunteers will incur expenses. ESC volunteers, guided by Publication #526, Charitable Contributions, of the Internal Revenue Service, are encouraged to deduct these costs on their federal income tax returns as contributions to charity. A copy of Publication #526 is available for volunteers to review at the ESC office. Exceptional out-of-pocket expenses, such as airfare or hotel accommodations, are reimbursed by ESC. Prior arrangements for such exceptions must be made with the Project Manager and Executive Director.
The Financial Accounting Standards Board (FASB) requires not-for-profits such as ESC to report contributed services. This gives a clear and accurate picture of ESC and its resources. In addition, ESC may be required to report the value of these services to clients for their financial statements or funding requests. It is also very important to be able to accurately inform our clients and funders about the number of hours given annually by our volunteers. This information greatly influences ESC funding and community use of our services. Volunteers are required to report their hours on a quarterly basis. Reportable hours fall into two categories: Client Projects and Administrative Hours. Forms are supplied to volunteers quarterly, and prompt completion and return is necessary for ESC compliance with Federal regulations. 6.3 Access to ESC Property and Materials As appropriate, volunteers shall have access to ESC property and materials necessary to fulfill their duties, and shall receive training in the operation of any equipment. Property and materials shall be used only when directly required for ESC purposes. 6.4 Insurance Liability insurance is provided for all volunteers engaged in ESC business. Volunteers are encouraged to consult with their own insurance agents regarding the extension of their personal insurance to include community volunteer work. Specific information regarding such insurance is available from ESC staff. 6.5 Recognition An annual
luncheon is held to recognize the accomplishments and contributions
of volunteers to ESC.
If you are interested in becoming an ESC consultant please fill out our online Volunteer Application or printable form. For more information, please e-mail Nancy Long at execdir@escwa.org or call her at (206) 682-6704.
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