Quail Volunteer Policy
- Quail
- May 20, 2024
- 7 min read
May 20, 2024
INTRODUCTION AND PURPOSE
QUAIL Association Québécoise de logement intégré (QUAIL) since its creation has relied on the support of community volunteers to help it fulfill its mission. Community volunteers’ spirit and engagement have contributed to making QUAIL what it is today – a caring and supportive home where residents can live life to the fullest.
The purpose of this policy is to establish the process for engaging volunteers and ensure that volunteers recruited by QUAIL are properly equipped to accompany and assist our clients.
DUTY OF CARE
QUAIL has a moral, ethical, and legal duty to protect the vulnerable people we serve. This is called the “Duty of Care.” To fulfill this duty, we have adopted the 10-step ‘Safe Steps’ recommended by Volunteer Canada. The 10-step ‘Safe Steps’ include: (1) a clear description of volunteer tasks (2) a formal recruitment process, (3) using an application form, (4) conducting interviews, (5) following up on references, (6) requesting a Police Records Check, (7 & 8) conducting orientation and training sessions, (9) supervising, and (10) volunteer review.
GENERAL
Rights and Responsibilities of Volunteers
QUAIL believes volunteers play a vital role in helping to enrich the lives of our residents and commits to the appropriate infrastructure to support volunteer engagement. Volunteers have rights and responsibilities.
Rights
Volunteers have the right to:
A safe & healthy workplace
A supportive environment in which to participate and contribute
Effective and meaningful volunteer involvement practices
Assignments that utilize and develop their skills
Adequate information and training to carry out assignments
Clear, specific directions and adequate resources to perform tasks
● Offer comments and ask questions, as well as expect to receive regular feedback
● Ask for and receive support from their supervisor when required
● Receive recognition and appreciation for their contributions
● Be respected in the workplace
Responsibilities:
Volunteers at QUAIL have a responsibility to:
Act with respect for QUAIL, its work, residents, staff, other volunteers, and members of the community
Act responsibly and with integrity
Fulfill the duties of the role as agreed to with the Manager, efficiently and effectively
Respect this policy
Be punctual and maintain scheduled appointments to the best of their ability
Notify the manager or designated QUAIL staff member if for some reason they are unable to fulfill their duties or they must miss a scheduled volunteer activity
Keep confidential all information received about QUAIL residents, staff, and other volunteers. Volunteers will be asked to sign a confidentiality pledge
Be sensitive to others in a non-judgmental and non-discriminating manner
Follow the direction of the Manager or designated staff member
Immediately, inform the Manager or QUAIL staff about any situation that they deem to be a problem. If in doubt, the volunteer should always ask.
Offer feedback and suggestions
Attend orientation/trainings and scheduled meetings
Contact the Manager with questions and concerns.
PROCEDURES RELATING TO APPLICATION AND SCREENING
1. Application
Anyone wishing to volunteer at QUAIL must complete an application form.
2. Screening
As part of the screening process, candidates will:
● Fill out an Application Form
● Be interviewed by the Manager or designated staff member
● Submit personal and/or professional references if requested for the purposes of selection
● Attend orientation & training sessions if selected for a volunteer role
● Because QUAIL’s clients are vulnerable adults, volunteers will be asked to consent to a criminal record check for persons working with vulnerable clientele. The check will not
be requested until the final round of the screening process (after interviews) to ensure the candidate is a right fit for the role. Any information found on the check that is not relevant to the role or its requirements will be disregarded and have no impact on decision making
The Manager will:
● Interview candidates via phone and/or in-person
● Describe the volunteer position/role, the responsibilities and expectations
● Contact references if required for the purposes of selection
● Decline candidates who do not meet the requirements of the role
● Provide orientation & training for new volunteers
In the event there are no suitable volunteer opportunities, with the volunteer’s consent, their application may be kept by QUAIL should future opportunities arise.
3. Orientation & Training
Each volunteer will be given an orientation to QUAIL as well as training by the Manager or designated staff member. The trainer will go over the individual’s role, scope of the assignment, rights, relevant policies and procedures, will introduce staff and (if appropriate) clients, and answer any questions the volunteer may have about their role. They will also provide basic training in tasks, health and safety issues and specific client needs to ensure that volunteers can carry out their assignments safely and effectively.
Precautions and guidance will be given as required at the onset of the volunteer’s participation and on an ongoing basis by the Manager or staff designate
VOLUNTEER’S PERSONAL INFORMATION
QUAIL is committed to protecting the privacy of personal information of all stakeholders in the organization, including volunteers.
QUAIL collects and uses personal information from volunteers to support program delivery and for the following specific reasons:
Application and recruitment process of volunteers
Maintaining contact with volunteers to ensure coverage of assignments and responsibilities and letting volunteers know of opportunities
Supporting ongoing training and supervision
It is the responsibility of QUAIL to request consent for a new use of personal information.
QUAIL is expected to only disclose specific information where required by provincial and federal law. No personal information will be disclosed without prior consent from volunteers with the exception of information made anonymous.
It is the responsibility of volunteers to provide consent for the collection of their personal information.
QUAIL will protect the confidentiality of volunteers’ files by ensuring that:
files and their contents are kept in a locked cabinet The Manager and designated staff have access to files of all volunteers nothing will be placed in any volunteer’s file without his/her knowledge. A copy of the material will be given to the volunteer upon request
volunteers’ criminal record checks will be kept in a separate, secure file
SUPERVISION
The Manager or designated staff member is responsible for the day-to-day supervision of the volunteer and will ensure that each volunteer:
is introduced to the staff, other volunteers, and residents as relevant; and
receives on-going supervision, guidance and feedback as appropriate.
ATTENDANCE
Both staff and residents depend on the volunteer’s consistent attendance and punctuality.
Volunteers should contact QUAIL as soon as possible if they aren’t able to attend their scheduled time commitment.
In turn, program staff must advise volunteers of any scheduling changes with respect to clients, programs, locations, times, etc.
USE OF PERSONAL VEHICLES
Volunteers who agree to drive as part of their assignment must provide the Manager with a photocopy of their current driver’s license and a driver’s abstract or driving record from the SAAQ prior to acceptance of the assignment. Driving must be for purposes related to their role.
Prior to using a personally owned vehicle in relation to volunteer activities (e.g. transportation of clients to appointments or activities and events), volunteers must ensure that their personal vehicle insurance permits such use. The Manager has the right to and will request proof of driver's licence and insurance.
VOLUNTEER CONCERNS
QUAIL encourages ongoing communication between volunteers and the Manager and staff. If a volunteer has a concern, it should first be brought to the attention of the Manager. If the concern is not resolved, it will be brought to the attention of the QUAIL Board.
Concerns regarding the safety and well-being of participants should be brought to the attention of the Manager or another staff person immediately.
PUBLIC STATEMENTS
No volunteer may act as an official spokesperson for QUAIL without authorization by the Board of Directors. Volunteers are encouraged to promote QUAIL’s work in formal and informal settings which do not include media interviews.
REVIEW
The Manager will ensure that the volunteer’s work is reviewed on a regular basis including, if appropriate, after a designated probationary period.
PROBATION AND DISMISSAL
It is the responsibility of the Manager and designated staff to ensure volunteers are aware of their expectations and responsibilities, and all possible consequences for failing to meet these expectations, breaching a boundary, or inappropriate behaviour.
There will be a probationary period for all volunteers. During this probationary period, volunteers may be dismissed for any reason without receiving a warning for improvement.
The following are considered grounds for immediate dismissal:
● Illegal, violent and/or unsafe acts (will also involve MRC des Collines Police Services)
● Theft of property or misuse of QUAIL’s or a resident’s funds, equipment or materials
● Being under the influence of alcohol or drugs while performing volunteer duties
● Any action or behaviour that causes harm to residents or staff
RESIGNATION
Volunteers may wish to resign from their position for a variety of reasons. A volunteer should notify the Manager of their intention to resign at their earliest convenience, ideally in writing at least a week in advance of their next volunteering day.
EMERGENCY CONTACT
Volunteers must complete an Emergency Contact information form to ensure that QUAIL has information on file in the event of an emergency. By signing this form, volunteers consent to this
information being stored for the duration of the volunteer’s engagement and only used in emergency situations.
CONFIDENTIALITY PLEDGE
Volunteers must complete a Confidentiality Pledge Form and an Acknowledgement agreeing to respect the terms of the Volunteer Policy.
VOLUNTEER CONFIDENTIALITY PLEDGE
In my capacity as a volunteer at QUAIL I may learn personal facts about staff, volunteers, clients and member agencies. I may become aware of confidential information related to the operation of the organization. I understand that I must exercise due diligence and caution in any discussion related to QUAIL House and its activities.
I understand that confidential information may be disclosed to me in the course of my duties and will not be divulged unless I believe that it is necessary and would only do so to the Manager.
I also understand that the obligation of confidentiality is not limited to my current volunteer assignment and continues in perpetuity.
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