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Procedure

03.01.090.a Volunteer Assistance Overview

 

 

 

 

Volunteers may provide assistance to Western Piedmont Community College in a variety of ways to be determined by the appropriate Division Deans and Vice Presidents.  For efficient use of staff and volunteer time, volunteers will be asked to do only tasks that require minimal training.

Each volunteer shall receive an orientation session which will include: introduction to staff and facilities, review of appropriate policies, the College’s expectations and supervision and work review procedures.

Each volunteer will be trained and supervised by a full-time staff or faculty member.  The staff or faculty member who provides the volunteer’s training and supervision will be determined by the task the volunteer is asked to perform.

If a volunteer has difficulty performing a task (i.e., finding the task too tiring, making numerous errors, etc.), the volunteer may ask or be asked to perform a different task.  If there are no tasks that the volunteer can perform successfully, the volunteer will be asked to seek another agency for possible volunteer service.  Volunteer service may be discontinued at any time by either the volunteer or the College.

The use of volunteers should provide increased efficiency and effectiveness of College operations.  If the College determines that the use of a particular volunteer is having a negative impact on College services, that volunteer will be asked to discontinue his/her service.

Volunteer Requirements

Individuals who wish to provide volunteer service to the College shall meet the following requirements:

  1. Must complete a Volunteer Assistance Information Form to be placed on file with the Office of Human Resources;
  2. Must be at least 18 years of age or older and pass a satisfactory criminal background check, as required by law.
  3. Will dress cleanly, neatly, and appropriately for the tasks they will be performing;
  4. Will be required to work out a schedule with the College staff or faculty member who supervises them. The agreed upon schedule is to be posted so that others can be informed as to the volunteer’s duty schedule;
  5. Will regularly report at their scheduled times. If a volunteer cannot come at the scheduled time, the volunteer will call his/her supervisor so that necessary adjustments in workflow can be made; and
  6. A Request for Approval for the use of a volunteer must be submitted to the Office of Human Resources and approved by the appropriate Division Dean and Vice President.
Length of Service and Volunteer Reports and Evaluation
  1. Volunteer Service: Specific tasks assigned for volunteer service are to be determined by the designated supervisor.  Unless otherwise stated, the initial volunteer period will be until the end of the semester during which the volunteer service first begins.  After the initial service period and based upon a satisfactory volunteer evaluation, volunteer service will be extended on a semester-by-semester basis as needed.
  2. Evaluation: Volunteers will be evaluated at the end of each service period.  A volunteer will be required to have an “acceptable” evaluation to continue in a volunteer capacity at the College.
  3. Volunteer Reports: Service records and reports will be maintained on each volunteer for a minimum of five (5) years. These reports will be maintained in the Office of Human Resources and will be available for review by College staff or faculty and the individual volunteer upon request.  Volunteer records and reports are confidential and shall not be shared with third parties except at the request of the volunteer.
  4. Volunteer Service Information: Upon request, the following information regarding periods of volunteer service may be disclosed:
    • Name of volunteer;
    • Date or dates of service or time period(s) of volunteer service completed; and/or
    • Whether volunteer services performed during the service period were “acceptable” or “unacceptable.”