Policy 7-14 Policy on Volunteerism

I. Purpose of the Policy: The purpose of this Policy is to establish guidelines and standards for implementing and operating a professional volunteer program for Catholic Charities of the Archdiocese of Chicago (Catholic Charities). Catholic Charities goal is to actively recruit qualified people who will promote and maintain the values and mission of the Agency. Staff is encouraged to utilize the services of volunteers whenever possible. II. Definition and Role/Responsibilities of a Volunteer A. Definition of a Volunteer. A volunteer is a person who donates his/her time to help assist the Agency in fulfilling its mission of service, including direct client contact. A volunteer is not an employee of Catholic Charities and therefore does not and shall not receive any payment or benefits that Agency employees receive. The use of minors as volunteers will be governed by regulations of safety and other appropriate factors determined in advance by the Office of Volunteer Relations, including parental/guardianship consent. a. Group Volunteers. In the event that a group of individuals would like to provide volunteer services, the Agency staff member who would be supervising the group should contact the Office of Volunteer Relations prior to the acceptance of such services. The Office of Volunteer Relations in consultation with the Legal and Compliance Services Department shall determine how to proceed. B. Role/Responsibilities of Volunteers. a. Each volunteer is expected to behave in a professional, courteous manner while acting as a volunteer for Catholic Charities. As such, volunteers are expected to treat clients, visitors, business contacts, other employees and volunteers, and anyone else they may have contact with in their capacity as a volunteer for Catholic Charities with respect and courtesy. b. Confidentiality Agreement. Volunteers are required to maintain confidentiality and sign a Confidentiality and Non-Disclosure agreement, which prohibits disclosure, without proper consent, of client and agency information, case records and other information deemed Confidential. c. Declarations Form and Photo Permission. Volunteers are required to complete a Declarations Form and a Photo Permission Sheet indicating the volunteers approval for Catholic Charities to publish their photo should the occasion arise.

d. Volunteers will be treated with courtesy, dignity and appreciation.

III.

Volunteer Supervision and Training A. Supervision. a. All volunteers are to be assigned a designated Agency staff member who is responsible for communicating to the volunteer what is expected of him/her, and who is responsible for monitoring the performance and activities of the volunteer. b. Volunteers will be notified of any changes applicable to their volunteer duties and responsibilities by the staff person supervising them. c. Tracking Volunteer Hours. An accurate record of each volunteers hours shall be kept by the Program and provided to the Catholic Charities Office of Volunteer Relations on a periodic basis, as established by procedure. Quarterly and yearly reports must be submitted in a timely manner and may require additional information upon request. d. Annual Volunteer Services Review for Volunteers Providing Ongoing Services. To facilitate the provision of effective volunteer services, people who volunteer on a weekly basis and have ongoing volunteer responsibilities in an administrative capacity or with a direct service Program will receive an annual review of the volunteer services he/she provided. Such reviews will be conducted jointly between each volunteer and the person who supervises the volunteer. Sample Volunteer Services Review templates may be obtained through the Office of Volunteer Relations.

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Annual Volunteer Services Reviews include: 1. an assessment of volunteer services performed in relation to the quality and quantity of volunteer work defined in the Volunteer Responsibility Description and to the objectives established in the most recent review; 2. clearly stated objectives for future volunteer service performance; and 3. recommendations for further training and skill building, if applicable.

ii. Volunteers will be given the opportunity to sign the Volunteer Services Annual Review, to obtain a copy, and to include written comments before entry of the report into the Volunteers file. B. Training. a. Programs/Administrative areas are responsible for training their own volunteers and for assuring that each volunteer attends/completes all mandatory training. b. Training should be appropriate to the volunteers demonstrated competence, and requirements of assigned tasks. skills,

c. Mandatory training will be made available through Staff Development and the Office of Volunteer Relations when appropriate and copies of certificates issued for mandatory trainings must be provided to the Office of Volunteer Relations. C. Programs/Administrative areas are responsible for maintaining and distributing volunteer guidelines, which contain essential policies, operational procedures, and information regarding the protection of the rights of persons served by the Agency Virtus Training. Some volunteer positions may require Virtus Training (Protecting Gods Children) and certification of completion. If this training is required, the volunteer must present their certification in writing to the Office of Volunteer Relations to be included in their file.

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IV. Volunteer Service Coordinators Role and Responsibility. Catholic Charities Staff who are responsible for coordination of volunteer services: A. are responsible for recruitment, selection, assignment, training, supervision, evaluation, and recognition of volunteers or for supervision of those staff members to whom such responsibilities have been delegated; B. are identified in the organizations table of organiza tion or other written plan for lines of accountability; and C. V. report regularly to members of Administration or designee.

Confidentiality and Volunteer Records A. Volunteer Application. A written application/registration shall be completed for each volunteer, with an exception for some Group Volunteers. Required information to be obtained through such application/registration shall

include the volunteers name, address, phone number, and emergency information, as well as his/her education and current employment. Such information shall be updated regularly. Other than the one-time volunteer or group volunteer projects where Catholic Charities staff is present, all prospective volunteer applicants must be properly vetted through the Office of Volunteer Relations. This process includes, but is not limited to, the completion of a volunteer application and an interview with the Office of Volunteer Relations and the production of three letters of personal referral. If a Program/Administrative area would like to conduct the interview of a volunteer, the Office of Volunteer Relations should be notified when the volunteer application is submitted to such Office.

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Volunteer Files. a. For people who consistently volunteer on a weekly basis and have ongoing responsibilities in an administrative capacity or with a direct service Program, individual volunteer files must be kept. b. The Program/ Administrative area for which the volunteer provides services shall maintain the volunteers file at the site where the volunteer provide such services. Volunteer files shall be available to the staff member supervising the volunteer, the staff members supervisor, the Associate Vice President and Vice President of the Service Area, the Office of Volunteer Relations and Senior Administration upon request. c. A volunteers file shall contain, as appropriate, identifying information and emergency contacts, volunteer application, and Volunteer Responsibility Description, any reference documentation, training records, and any review documentation if applicable. d. Confidentiality of Volunteer Files. Volunteer files are to be kept confidential and properly maintained. e. Volunteers will have access to their files upon request, and are entitled to view them within a reasonable period of time after making such a request.

VI.

Reference Checks. a. All volunteers must agree to submit to reference checks when requested. Some volunteer positions may require additional reference checks (state police background checks, national background checks, fingerprinting, and/or background checks conducted by the Department of Children and Family Services) for protection of clients and staff.

b. Human Resources conducts all background checks for volunteers, employees and others as required. Based on the confidential nature of such information, all forms related to the results of such reference checks will be maintained by the Human Resources Department. c. In addition to the Human Resources Department, the results of a criminal background check may be released to the volunteers supervisor and the Director of Volunteer Relations or his/her designee. For programs with specific contractual or regulatory obligations requiring proof of such reference checks to be maintained at the site where the volunteer is providing services, the volunteers super visor must make every reasonable effort to protect and maintain the confidential nature of such reports, including without limitation, maintaining such reports in a locked cabinet. d. Volunteers may work during the time background checks are being conducted but may not be left unsupervised by Catholic Charities staff. e. Criminal History. i. If a Background Check report indicates a criminal history, Human Resources shall notify the Vice President for the Operating Division and the Director of Volunteer Relations as soon as practicable of the conviction and a copy of the report will be sent to the volunteer. The Director of Volunteer Relations shall notify other Senior Administration as deemed appropriate. ii. In cases where a criminal history is indicated, the volunteers ability to provide volunteers services will be contingent upon the criminal background check(s) showing no criminal conviction that, in the sole judgment of the Agency, is deemed disqualifying. A volunteer with a criminal history will not be allowed to provide services unless and until a determination that the conviction is not disqualifying is made. iii. In determining whether a criminal conviction will be deemed disqualifying, the Agency will consider all relevant information, including the following: 1) date of conviction; 2) offense involved; 3) nature of Volunteers Responsibilities; 4) age of the volunteer at the time of conviction; and 5) volunteers effort at rehabilitation.

iv. Given the nature of the inquiry, the determination of whether a criminal conviction is or is not disqualifying must be referred to the Vice President of the Operating Division, Director of

Volunteer Relations and other Senior Administration as deemed appropriate to make a final decision. v. Volunteers are required to promptly notify their respective supervisors in writing of any new criminal conviction(s) (including pleas of guilty or no contest) for anything other than minor traffic violations. The nature of the conviction and the volunteers responsibilities will determine whether retention of the volunteer poses an unreasonable risk to the Agency.

VII.

Policies Relating to Agency Liability A. Automobiles: a. Volunteers who are authorized to operate an agency vehicle or use their personal vehicle for agency business are subject to the rules and requirements set forth in Catholic Charities Policy 7-7 as applicable to volunteers. B. Use of Ladders by Volunteers. In accordance with Archdiocesan policy, volunteers are not allowed to climb ladders or scaffolding. Each volunteer is expected to support and cooperate with loss prevention/safety efforts. Disregard for safe practices and procedures by any volunteer will be considered a violation of Agency Policy. Incidents Involving Volunteers. a. Injury, Sickness, Exposure to an Occupational Disease. i. In the event a volunteer is involved in any significant incident while performing volunteer services, including without limitation injury, sickness or exposure to an occupational disease while providing volunteer services for Catholic Charities, the volunteer should seek immediate medical attention. ii. The immediate supervisor of the volunteer is responsible for reporting the incident in compliance with Agency Policy 9-1. In addition to completing an Incident Report, an Illinois Form 45 must be completed within 24 hours after the occurrence. b. Other Significant Incidents. In the event a volunteer is involved

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in any other significant incident while performing volunteer services, Agency Policy 9-1should be followed, including without limitation the completion of an Agency Incident Report Form. E. Volunteers Personal Property. Catholic Charities will not be held responsible for volunteers personal belongings lost or stolen on agency premises. Volunteers are covered under Catholic Charities liability insurance as long as the volunteer is acting within the scope of their defined volunteer duties as authorized by Catholic Charities. Volunteers will not be covered for willful or intentional acts that inflict harm or injury or from criminal acts.

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VI.

Other Policies Applicable to Volunteers. The following is a non-exhaustive list of Agency Policies applicable to all volunteers: A. Non-discrimination/Harassment. Catholic Charities is committed to providing an environment that is free of violence or unlawful discrimination and harassment. Actions, words, jokes, printed material, or comments based on an individuals race, color, religion, gender, sexual orientation, ancestry, age, disability, or other legally protected characteristics are prohibited. Catholic Charities prohibits any acts of verbal threats, physical violence, or harassment toward any employee, volunteer, client, or business contact. No authorized staff position is to be eliminated because of the use of volunteers. Volunteer Referral. Agency staff to whom a volunteer referral has been made should follow up promptly on the referral by directing the referral to the office of Volunteer Relations. Ethical Conduct/Whistleblower Hotline: Volunteers must adhere to high ethical standards by avoiding conduct that may discredit the Agency, disrupts operations, staff, clients or other volunteers, or is offensive to clients or staff. If, while providing volunteer services for Catholic Charities, a volunteer becomes aware of activity he or she in good faith believes is in violation of the law, ethical standards or Catholic Charities policies, they are strongly encouraged to discuss such with their direct supervisor or program director or contact the Whistleblower Hotline at 1-877-767-7781 or report a violation by email to TellCatholicCharitiesChicago@ GetInTouch.com, 24 hours a day 7 days a week. The Hotline is operated by an outside company, not by Catholic Charities, and is completely

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anonymous, unless you leave your names and telephone number for a direct response from Catholic Charities. E. Drug and Alcohol Free Policy. The use, manufacture, distribution, possession or transfer of illegal drugs or alcohol by a volunteer while providing volunteer services for Catholic Charities is strictly prohibited. Volunteer Grievance Policy: In the event a volunteer would like to file a grievance regarding an issue or issues that have arisen during the volunteers provision of volunteer services, the volunteer may do so in accordance with the procedure set forth herein. Initially, the volunteer should attempt to resolve the issue by discussing the issue with his or her immediate supervisor, unless the grievance is in regard to the immediate supervisor. If the grievance is in regard to the volunteers immediate supervisor or cannot be resolved through discussion with the immediate supervisor, a written grievance may be submitted to the Direct of Volunteer Relations. The Director of Volunteer Relations will review the grievance in consultation with the Vice President of the Operating Division or Chief of Staff for volunteers in Administration and a decision will be made on how to proceed to resolve the grievance. The Director of Volunteer Relations may consult with other members of Senior Administration and the Department of Legal and Compliance Services as necessary. Through this procedure, the Agency will make a reasonable attempt to resolve a volunteers grievance. Termination of Volunteer Relationship: The volunteer relationship may be terminated, in the Agencys sole discretion, in the event a volunteer disregards and/or violates any applicable Agency Policy or engages in inappropriate behavior or behavior that puts the Agency at risk. Dismissal information will be maintained in the volunteers file. Public Representation of Catholic Charities. If a volunteer is asked to make a public statement or give a testimonial to any outside body on behalf of Catholic Charities, the policy entitled Communication Policies and Practices (Operations Manual, Policy 5-1) must be consulted in advance and complied with. Social Media: The Catholic Charities Social Media Policy and Guidelines shall be applicable to volunteers as indicated therein. Technology: All use of Agency owned electronic equipment (including but not limited to computers, copy machines, fax machines, beepers, hand held devices, PDAs, laptops, and cellular phones) shall be in compliance with the Agencys Technology Policy 7-13.

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