• COCOA Volunteer Policies

EXPECTATIONS & SUPERVISION

As a representative of COCOA, we ask that you conduct yourself in the best interest of the agency and those we serve. Each volunteer will be assigned a staff supervisor. The supervisor and the Program Coordinator will establish schedules, provide job-specific training, and give on-going support. Follow the volunteer policies at all times that were part of your orientation.

VOLUNTEER RECORDS

Volunteer records provide a way to document the volunteer’s work history, training, and application forms. The Program Coordinator will also keep track of volunteer hours so that hours can be easily recorded on a monthly basis.

CONFIDENTIALITY

COCOA has a confidentiality statement that we ask you to sign. Information about a participant served by this agency is private and to be kept confidential. We must always guard against discussing their issues with anyone other than those necessary to provide the services. This is to protect the privacy of the participant, as well as to maintain the integrity of our program.

CONFLICT OF INTEREST

Conflicts of interest can arise when there is a financial, personal or work-related conflict with the volunteer service being provided. We discourage volunteerism that may conflict with serving in a specific capacity. Volunteers may not sell or attempt to sell goods or services, request contributions, or solicit persons to sign or distribute political petitions on COCOA premises, or within the area of your volunteer service. Not following this policy may result in ineligibility of volunteer services.

SAFETY

Your safety is very important to us. Observe safety precautions at all times and do not hesitate to contact the Program Manager if you have any concerns for a task you have been asked to perform.

Accident reporting: Volunteers need to immediately report all personal injuries and vehicle accidents to the Program Manager. We ask that you maintain contact with the work site, and provide updates on your condition when off due to injury or accident.

SEXUAL HARASSMENT

COCOA will not tolerate sexual harassment of its volunteers or staff. Any person having a complaint of sexual harassment against a superior, a co-volunteer or staff person, vendor, or person we serve, should bring the problem to the attention of the Program Manager or Executive Officer.

SMOKING

COCOA offers a smoke free environment. No smoking is allowed inside any building housing COCOA programs or within any vehicle owned or operated by COCOA or the properties of clients. Smoking is allowed in designated outside areas only.

OUT-OF-POCKET EXPENSES / REIMBURSEMENT

On rare occasions, a volunteer may need to make an out of pocket purchase, while performing their volunteer service. Approval from the Program Manager is required prior to any purchase. The Program Manager will provide the volunteer with any appropriate reimbursement forms. COCOA will provide a “donor receipt”, for tax purposes, on items not reimbursable by our agency.

Some mileage and meal reimbursement may be available to you, depending on your volunteer assignment. The Program Manager will explain what reimbursement is available. Any appropriate mileage is reimbursed at the current state authorized rate.

DAYS OF CLOSURE

COCOA offices are closed on the following days:

New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day.

Some sites are also closed on other days.

TELEPHONE CALLS

As COCOA is a non-profit agency, volunteers are discouraged from making personal phone calls at the sites. If you have an emergency or other special problem, please speak with the Program Manager.

TERMINATION

Our staff is committed to help volunteers enjoy their jobs, benefit from training, and receive help as needed, so that the experience is a good one. At the same time, we realize that there may be times when the volunteer is not a match for the volunteer position. In rare situations, a volunteer may be relieved of his or her duties, for conduct that is inconsistent with the policies and procedures of this or affiliated partner agencies. If that becomes necessary, the decision to terminate a volunteer will be made jointly by the Program Manager and the Executive Officer.

EQUAL OPPORTUNITY

At COCOA we are an Equal Opportunity Agency and as such, we ensure that all personnel decisions, volunteer placement such as recruitment, hiring, training, promotion, compensation, benefits, transfers, termination, etc., are administered without regard to race, color, religion, age, national origin, sex, disability, sexual orientation, marital status, veteran status or any other reason prohibited by law. This commitment to Equal Opportunity applies to all of our clients, volunteers, and staff as well.

It is the responsibility of each manager, supervisor, employee and volunteer to help ensure that this policy is carried out. If you believe you have been discriminated against while volunteering with us you are encouraged to bring the matter to the attention of the Program Manager or Executive Officer. All complaints of discrimination or harassment will be dealt with promptly and confidentially, except as necessary to investigate the allegation.

NON DISCRIMINATION

It is the policy of this program that there will be no discrimination or harassment in its programs, activities or employment based on race, color, sex, sexual preference, marital or parental status, religion, national origin, age, mental or physical disability, or veteran status.

Questions or concerns related to affirmative action, nondiscrimination or equal opportunity should be directed to the Program Manager.

 

 

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