Volunteer Management Procedures
Confidentiality The safety of our clients is a primary concern, and all volunteers are expected to protect our clients. As outlined in the Confidentiality Agreement, volunteers are not to disclose any information about the client to anyone other than an HRI employee without the express written permission of HRI's legal director. In the confidentiality agreement, the volunteer acknowledges that they will be exposed to confidential information and documents pertaining to HRI clients, their legal matters, and their personal situations, and that the volunteer understands and acknowledges that such information and documents are legally protected against disclosure and may fall within the definition of attorney/client privileged communication. Such information may only be disclosed to the client, those authorized by the client, and his/her legal counsel. Volunteers working from home or from their own office must remember at all times that the information they are working with is of confidential nature and that exposure of such information to unauthorized parties may cause severe problems for the client. Volunteers must abstain from sharing such information with friends or family members, and must make sure the documents they are working with are not in plain sight and are kept in a safe place when working from home. Breach of Confidentiality Failure to maintain confidentiality may result in termination of your participation with HRI and legal actions may be taken against you. Record Keeping HRI keeps personnel records of volunteers in order to evaluate programs, run background checks to ensure a safe working environment, to maintain contact information with the volunteer, and create recognition events. Personal information is kept confidential and will only be used for professional purposes. Volunteer Service Record (Time Sheets) The volunteer service record is the method of reporting volunteer hours to the volunteer's supervisor, and it must be completed after any length of volunteer service. Different programs have different reporting procedures as outlined below. Translators must let their supervisor know how much time it took them to translate each document. Time should be recorded in 15 (fifteen) minute increments. This information must be submitted to HRI when the document has been translated and the certificate of translation is submitted. This information must be in writing and can be submitted via email. After each assignment, interpreters must submit the number of hours worked to their supervisor. This information must be in writing and can be submitted via email or with the time sheet provided. Pro bono attorneys should submit their hours through their law firm at the end of the fiscal year, June 30th. Forensic physicians will submit the number of hours worked at the end of each assignment. Mentors must track their hours and email the Client Services Administrator of the number of hours volunteered on a monthly basis. Make sure to keep a log of your hours rather than trying to rely on memory. Other volunteers must track their hours throughout each month using the volunteer service record form. Either at the end of each month or at the end of each project, the volunteer service record forms must be submitted to the respective volunteer supervisor.
Reimbursement for Expenses Volunteers will not be expected to incur an out of pocket expense on behalf of HRI. In the rare situation where this occurs, any expenses that a volunteer feels should be covered during their service to HRI must be approved in writing and in advance by their supervisor. After approval is received, the purchase or fee may be paid. A reimbursement form should then be submitted along with the receipts within 30 days of the payment. Because we value our donors' contributions and wish to maintain financial transparency, this policy is designed to avoid frivolous spending on events and planning. Standards of Performance and Volunteer Work Plan As expressed in the Expectations of Volunteer Letter, all volunteers are expected to complete their assignments in a professional and compassionate manner that reflects the mission and purpose of HRI. Volunteers must inform HRI as soon as possible if they are unable to fulfill their duties for any reason so that HRI can make necessary arrangements. The Volunteer Work Plan is the job description that has been provided as an outline for the volunteer's duties. Work plans are management tools that can serve as a guide for the volunteer and provide specific goals and timeframes for them to keep in mind as they perform their duties. Analysis and Use of Evaluation Information Collected The information collected in any Evaluation Session will be used to identify the strengths of the volunteer program and areas in the program that need improvement. This is an opportunity for the volunteer to provide suggestions and input so that HRI can create rewarding experiences for current and future volunteers. Some of the questions that we consider when evaluating the program may include the following: How has your experience been? Were the policies and procedures helpful? Did the training we provided enhance your experience? Did you feel that more training was needed? Did you feel that you had enough support and information to complete
your assignment successfully? Are you happy to be working at HRI? Did HRI meet your expectations as a volunteer? What recommendations do you have for HRI to improve the program?
Conflict of Interest A person that for any given reason has a conflict of interest with any program or project of HRI, or with any of HRI's objectives, mission or goals, or with any client of HRI, whether personal, philosophical, political, or financial, shall not be accepted to participate as a volunteer in any of HRI's volunteer programs. All volunteers shall disclose to HRI before being accepted to participate in any volunteer programs if they have a conflict of interest in any way, as mentioned above. Representation of the Agency Volunteers representing HRI outside of HRI's premises may not engage in discussions about politics, religion, race, gender or other topics that may be of sensitive nature for other people around them or for the clients, even when they are not present. It is important that volunteers keep in mind HRI's Code of Ethics (Chapter 1.5 of this manual) at all times when representing the organization inside and outside of its facilities. Worksite Depending on the assignment, volunteers may work from home, at the HRI office, at their own office, or various locations. Volunteers should use their better judgment and are never expected to perform their duties in an unsafe manner or environment. If volunteers need accommodations to complete their assignments, this can be arranged with the volunteer's supervisor. Volunteers can reserve office space or a conference room when needed. Reservations can be made through the volunteer's supervisor. After an initial introduction with the client at HRI's facilities, mentors will meet with the client at different locations. Mentor volunteers should make sure they meet in places that do not offend the client or themselves, and that are convenient for both the client and the volunteer. Taking the Mentee to an inappropriate location will not be tolerated and could result in removal from the assignment. Dress Code Professionalism is one of HRI's core values. Employees and volunteers must project their professionalism and commitment to the clients through their image. Clothing must be clean, and not excessively short or revealing. Clothing containing offensive text and/or graphic artwork in clothing should be avoided. HRI is a business casual environment. Volunteers should be guided by sensitivity to our clients and the nature of the agency's work when choosing various aspects of their personal appearance. Volunteers should bathe and use deodorant/antiperspirant on days they are scheduled to work. Items which are unacceptable are as follows: shorts; sleeveless shirts; hats; ripped, soiled, patched or stained clothing; clothing containing offensive language, display alcohol or tobacco logos and/or advertisements; mini-skirts; exposed midriff/tops; sweat or stretch pants; pants that are excessively baggy or hanging below the waist; excessively short, tight or revealing clothing; visible undergarments; strong perfume or aftershave. Language with Clients HRI volunteers should not use derogatory language in their written or verbal communications to or about clients. Volunteers should use accurate and respectful language in all communications to and about clients. Ethical Standards All volunteers are expected to conduct themselves in an ethical manner. Pro Bono Legal Volunteers will be required to adhere to the ethical standards as outlined by the American Bar Association ("ABA") for Attorneys and Legal Assistants.
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