1027.0
VOLUNTEER EMPLOYMENT AND PERSONNEL POLICY
This policy establishes general guidelines for the recruitment
and selection of volunteers within the Department of Human Services (DHS) in
compliance with Act 42 of 1981, Section 1. The policy applies to all voliinteer
services, programs and positions within DHS.
1027.1.0
Volunteer
Opportunities
1027.1.1 DHS
will provide individuals an equal opportunity to participate in meaningful
volunteer programs without regard to age, color, disability, national origin,
race, religion, creed, or gender.
1027.1.2 Each division/office is authorized
to develop meaningful service opportunities for volunteers and will have
written policies for the recruitment, selection, orientation, training,
supervision and separation of volunteers consistent with this policy and the
employment and personnel policies of DHS.
1027.2.0
Volunteer
Responsibilities
1027.2.1
Volunteers are subject to the rules, regulations and policies of DHS and of the
division/office where they are assigned. The volunteer is responsible for
knowing, understanding and adhering to the regulations and policies.
1027.2.2 Voliinteers are subject to the
confidentiality statutes and regulations governing disclosure of information
concerning DHS and its clients.
1027.3.0
Supervisor
Responsibilities
The voliinteer supervisor is responsible for informing the
volunteer of all applicable rules and regulations.
1027.4.0
Recruitment
A voliinteer position within DHS may be advertised without
regard to the standards applied to State employment practices. Advertisements
may be placed with the Division of Community Service and Nonprofit Support
(DCSNS), posted in appropriate locations, and announced elsewhere as
appropriate. Advertisements should list major job qualifications or
requirements including those which may limit particular classifications of
volunteers in specific job functions (e.g., age limitations for volunteers who
work with clients).
1027.5.0
Agreements with Volunteer
Agencies
1027.5.1
Divisions/offices may enter agreements with volunteer agencies for the
fulfillment of particular job functions by volunteers (e.g., addressing and
stamping envelopes for bulk mailings or church choirs performing for Human
Development Center residents). Such volunteers will be considered under the
supervision of the agency/division and employed on an occasional or one-time
basis.
1027.5.2 The agreement
should define the job function(s) to be fulfilled, times and location, and the
name of the employee coordinating the job activities. For such occasional
volunteers the only necessary records are the number of volunteers, number of
contributed hours, and the job function completed. Terms of such agreements
should be consistent with any applicable division policies.
1027.6.0
Service Learning
Programs
1027.6.1 DHS
encourages the development of service-learning volunteer programs that involve
students from educational entities and programs. Service-learning provides
direct knowledge and skills through volunteer experience. Combining learning
and community service is beneficial to all involved: students are afforded
opportunities for practical experience and development of skills; faculty is
offered a method for reinforcing classroom instruction; and DHS
divisions/offices are provided effective volunteers to fulfill particular
needs. The goal of service-learning programs is to blend educational concepts
with significant service activities in such a way that the two reinforce each
other while fulfilling a need.
1027.6.2. Divisions may enter into agreements
between faculty and administrations of educational entities for service-leaming
programs. These agreements should define the learning objectives, volunteer
placement and activities, monitoring and evaluation methods, reimbursement and
stipend arrangements (if any), and assign responsibilities to participants.
Terms of such agreements should be consistent with any applicable division
policies.
1027.7.0
Job
Descriptions
Every volunteer position will have a formal written document
that describes the responsibilities, qualifications, training or preparation,
time and location, length of commitment, supervision, and name and title of
supervisor. The volunteer supervisor will be required to provide a copy of this
job description to each volunteer.
1027.8.0
Applications
1027.8.1 Divisions/offices using volunteers
will develop a standard application form for volunteer service. Applicants for
volunteer positions will be required to complete this form. The completed
application must be filed with divisions and DCSNS. Resumes may accompany the
applications. This application will be used initially for screening purposes
and to provide the information necessary for selection and placement. The
application and resume will be reviewed and evaluated in comparison with the
job description to determine qualified applicants. ,
1027.8.2 When an individual is accepted for a
volunteer position, the division/office volunteer supervisor will keep this
application in his or her permanent volunteer personnel file.
1027.9.0
Interviews
Interviews of prospective volunteers will be consistent with
federal, state and DHS policies and procedures. Information obtained from
interviews should be evaluated with the volunteer applicant's background
information. The types of questions asked during an interview will be carefully
considered prior to the interview and the interview results, especially
applicant responses, clearly documented.
1027.10.0
Reference and Background
Checks
Reference and background checks may be used to verify
information which applicants submit in their volunteer application and resume,
and to learn more about the applicant. Criminal background checks are required
on all volunteers working with special populations, i.e., youth, the elderly,
and individuals with disabilities, in '
accordance with DHS Policy 1080, Employee Criminal Record
Check. Applicants will be informed on the application form that reference and
background checks may be conducted and written consent will be obtained on this
form.
1027.11.0
Selection and Placement
Selection and placement are those processes for volunteer
applications being accepted, referred to other agencies, or transferred. The
primary objective of selection and placement is to find the individual
volunteer best suited for a specific vacancy based upon education, experience,
knowledge, interest and enthusiasm.
1027.12.0
Appointment
All prospective volunteers are subject to acceptance by the
volunteer supervisor or coordinator. Prospective volunteers will be notified of
their appointment or referral in writing after all references have been checked
and documented. Applicants accepted for volunteer work will be informed of the
assignment, orientation date, time and location, and provided any other
pertinent information. Applicants not accepted for the volunteer position will
be referred to other agencies or programs, including DCSNS. Applicant
information should be forwarded to DCSNS Volunteer Clearinghouse for
registration.
1027.13.0
Orientation
Divisions/offices will initiate orientation procedures for new
volunteers consistent with new paid employee orientations. Divisions/offices
are responsible for the initial introduction of volunteers to the work
environment; to applicable policies,
regulations and procedures; to paid employees and volunteers;
and to job duties and responsibilities.
1027.14.0
Training
Divisions/offices will provide training to volunteers that
allow them to fulfill their responsibilities. Training may be prior to
beginning work, on-the-job, in-service, or a combination of the three. The
manner of training will be appropriate to the needs of the volunteer(s) and the
program.
1027.15.0
Observation Period
1027.15.1
Volunteers will serve an observation period determined by the volunteer
coordinator. During the observation period the volunteer can expect, and will
receive from the volunteer supervisor, orientation and guidance in an effort to
assure the volunteer's success in the job assignment.
1027.15.2 Supervisors will document
orientations, training, commendations and disciplinary actions during the
observation period as appropriate.
1027.15.3 The observation period may be
extended by mutual agreement between supervisor and volunteer.
1027.16.0
Supervision
The volunteer supervisor will direct, monitor and evaluate the
volunteer. Supervision will provide technical assistance, guidance in the
performance of duties, and assistance with forming good interstaff
relationships.
1027.17.0
Records
Records of the volunteer's work-related experiences and
contribution of goods, services and time may be used to evaluate the program.
This documentation may be used to verify the volunteer's service credit for
income tax and work experience and to provide information for recognition
activities.
1027.18.0
Evaluation
1027.18.1
Volunteer supervisors will periodically review and evaluate each volunteer's
performance of assigned duties. The purposes of evaluation are to measure the
performance of, the volunteer against established standards and program goals,
identify successes and problems, and determine volunteer needs and methods of
correcting problems.
1027.18.2 At
least once a year an evaluation will be performed, documented, and the results
placed in the volunteer's personnel file. An oral interview with the volunteer
will be done to provide the opportunity for discussion, feedback, and the
exchange of information.
1027.19.0
Discipline
If rules are violated, supervisors, managers, and
administrators will follow the principles of progressive discipline to ensure
objective and uniform treatment of all volunteers consistent with treatment of
paid State employees in accordance with DHS Policy 1084, Employee Discipline:
Conduct/Performance. DHS Policy 1086, DHS Mediation/Grievance Policy, however,
applies only to employees and does not include volunteers among those eligible
to grieve.
Originating Section/Department Contact
Office of Finance & Administration
Policy and Administrative Program Management
P.O. Box 1437-Slot WG3
Little Rock, AR 72203-1437
Telephone: 682-5835
1027.20.0
Exit
Interview
1027.20.1
Volunteers may terminate their association with the agency but are asked to
provide two (2) weeks notice. Upon notification volunteer supervisors will make
arrangements for an exit interview.
1027.20.2 An exit interview will also be held
when a volunteer is discharged from service. The purpose of this interview is
to inform the volunteer of the reasons for terminating employment, the date of
termination, and of the appeal process. This interview will be documented on
the standard interview form and in a letter to the volunteer.
1027.21.0
Volunteer
Benefits
1027.21.1
Volunteers, to the extent of their services, are exempt from all State
employment laws, work hours, compensation, leave time and employee benefits
including salaries, payroll deductions, retirement benefits, and credit
union.
1027.21.2 Divisions/offices
using volunteers and accepting their services may provide reimbursements for
expenses, including transportation, lodging, and subsistence.
' Reimbursement must be consistent with allowances set by law
for State employees,
except in circumstances where special authorizations applicable
to volunteers have been issued.
1027.21.3 Meals can be furnished without
charge to volunteers provided that scheduled work assignments occur during
established meal times. DHS Travel Policy restricts meal reimbursements without
overnight stay; this limitation does not apply to volunteers. To be eligible
for lunch, the volunteer work time should begin prior to established mealtime
and extend through the end of the same period.
1027.21.4 Lodging can be provided temporarily
at no charge to the volunteer if it is available and at the discretion of the
division/office.
1027.21.5
Volunteers can be reimbursed for transportation expenses under applicable state
travel regulations. Volunteers may use division/office vehicles in the
performance of their duties. Use of vehicles is subject to availability and
those rules and regulations governing use of State vehicles by paid
staff.
1027.22.0
Insurance
1027.22.1
Liability insurance may be provided by the division/office using volunteer
services to all volunteers to the same degree provided to paid employees,
including vehicular, professional and personal liability insurance. Coverage to
volunteers will be provided only during the performance of their
responsibilities and duties within the time scheduled or determined for
service.
1027.22.2 It is the
responsibility of the division/office to develop a volunteer position(s) that
offers the best possible services and which affords reasonable liability
protection for the volunteer. The volunteer will be informed, prior to assuming
duties, of the extent of liability coverage and protection. The volunteer will
be carefully oriented and trained to avoid unnecessary liability.
1027.22.3 Volunteers delivering services are
subject to all of the same events that may affect paid staff and can create a
condition usually protected against by insurance coverage. Protection through
insurance is therefore as natural for volunteer staff as for paid staff. The
determination to provide insurance coverage for volunteers is made in the same
manner as if the decision were made for paid staff The type of insurance
protection provided necessarily depends on the precise job and work situation
of each volunteer program. Not all types of insurance will be appropriate for
every volunteer position, and some volunteer jobs may require specialized
coverage.
1027.23.0
Worker's
Compensation (i.e., medical and death benefits), by Act 511 of
1973
1027.23.1 Worker's
Compensation may be provided to duly qualify and registered emergency service
volunteers as state employees. Act 408 of 1977 provides for a determination of
compensation rate.
1027.23.2
According to the state's Attorney General's office," a strong argument could be
made in a case where other eligibility criteria are met to entitle" volunteers
to Worker's Compensation. Other criteria would include job descriptions,
training, supervision, and evaluation. Coverage would be provided only during
the volunteer's performance of duties and scheduled work hours.
1027.23.3 Each division/office is responsible
for establishing appropriate and necessary safeguards for eligibility for
benefits and for determining sufficient funds are available to the Department
to defray the cost of such benefits. Nothing in this policy shall provide a
lawfial claim or right of volunteers to meals, lodging, transportation, or
liability insurance unless the respective division/office has made provision
for such benefits.
1027.23.4 By Act
42 of 1981, sovereign immunity is extended to volunteers. Volunteers acting
within the scope of their duties are generally protected from personal
liability to the same extent as paid employees.
1027.23.5 Volunteers are, by state and
federal laws, allowed deductions in computing their net income for the Arkansas
Income Tax and United States Income Tax. Deductions are allowable for
unreimbursed meals, lodging and transportation, or incidental expenses incurred
by the volunteer in the performance of voluntary service to the
division/office. The volunteer must not have received reimbursement from public
funds and these expenses must be reimbursable if incurred by paid employees of
the division/office. The volunteer is responsible. for maintaining accurate and
appropriate records of all reimbursed and non-reimbursed expenses for tax
deduction purposes.
1027.23.6 The
division/office may verify the voluntary service record, but not the expenses
used in computing tax deductions.
1027.23.7 When job vacancies occur the
division must look for applicants. DHS generally advocates open competition for
job vacancies. However, the Department's right to seek qualified applicants
from its present work force is retained. Volunteers are an integral part of
this workforce and will be considered for hire (paid employment) in keeping
with State personnel policies and procedures.
1027.23.8 Volunteer service is recognized as
partial fulfillment of State employment requirements for training and
experience under applicable personnel rules and regulations. This volunteer
service must be capable of documentation.
1027.23.9 The Department of Finance and
Administration has made provision for the listing of [GREATER THAN]. volunteer
service and experience on personnel forms and other records so that appropriate
credit can be given in evaluating work history and making position
evaluations.
1027.23.10 Personnel
Administrators will make provision for the listing of volunteer service
experience on records reflecting work history so that appropriate credit may be
given in evaluating work history and in making position evaluations.
1027.24.0
Volunteer
Records
1027.24.1 As
required by Act 42 of 1981, each division/office shall maintain in its files,
and include in its annual report, information on and about volunteers
including:
A. Programs, positions, location,
service hours, and number.
B.
Personnel files on each volunteer.
C. Records that authenticate services
rendered, expenses incurred, and donations appropriate for tax
authorities.
1027.25.0
Volunteer Recognition
1027.25.1 Each division/office will be
responsible for developing and implementing appropriate recognition events,
activities and awards that demonstrate appreciation for individual volunteers'
services and for volunteerism as a whole.
1027.25.2 Standard certificates of
appreciation may be developed for presentation to individuals or groups meeting
specific written criteria developed by each division/office.
1027.25.3 The State of Arkansas award,
specifically reserved for recognition of State volunteers, may be presented to
individuals, organizations, or businesses whose service, dedication, support
and continued efforts are evidence of outstanding volunteer endeavors. These
certificates may be requested from DCSNS and will be provided consistent with
qualification guidelines.
1027.25.4
The Governor's Award for Volunteer Excellence is for outstanding volunteer
endeavors by individuals, organizations or businesses whose service,
dedication, support, and loyalty are of statewide significance. These
certificates may be requested from DCSNS and will be provided consistent with
qualification guidelines.
1027.26.0
Originating Section/Department Contact
Division of Community Service and Nonprofit Support
700 South Main Street
PO Box 1437, Slot Number S230
Little Rock, AR 72203-1437
Telephone: (501)682-7540
Replacement Notation:This policy replaces DHS
Policy 1027, previously issued effective
December 1, 1988, and June 29, 2001.