Volunteers

Policy

Category: Human Resources
Subject: Volunteers
Division: Administrative Services
Policy Number: CA.52.01.125
Effective Date: January 30, 2017

POLICY STATEMENT

Wellington-Dufferin-Guelph Public Health (WDGPH) utilizes the services offered by volunteers to support our community-centered approach. Volunteering provides an opportunity for individuals to acquire or share knowledge, develop new skills or enhance existing ones related to the services offered by WDGPH. These activities will be undertaken in a manner consistent with the following principles. 

WDGPH will:

  • Implement volunteer programs consistent with WDGPH’s vision, mission and values;
  • Engage volunteers to extend and enhance program goals;
  • Ensure the safety of our clients, our volunteers and our employees;
  • Ensure qualified volunteers are willing and able to contribute in meaningful ways;
  • Create and promote an environment that will successfully attract, support, train, retain and manage volunteers;
  • Provide orientation for all volunteers to ensure a thorough understanding of public health, the programs and services provided;
  • Inform volunteers of their rights and responsibilities;
  • Promote best practice in volunteer management; and
  • Acknowledge and thank volunteers for their work in accordance with this policy.

All volunteer opportunities will be made available at the sole discretion of WDGPH.  Volunteer opportunities will only be established and maintained where it is beneficial to the Agency’s needs and requirements.  It is understood that it is not possible, efficient or practical for the Agency to create volunteer opportunities solely based on the needs of a potential volunteer. 

WDGPH will include volunteers as additional insured’s under WDGPH’s policy for commercial general liability, errors and omissions insurance.

VOLUNTEER RENUMERATION

Volunteers will not receive any cash or near-cash gifts (i.e. gift certificates, gift cards, etc.) for their services.  Volunteers will not be covered for Workplace Health & Safety Insurance or automobile insurance coverage. Volunteers will not be eligible to submit and be reimbursed for expenses incurred due to their volunteering activities. 

VOLUNTEER AND JOB POSTINGS

Volunteers will not be given preferential treatment and will not be considered “internal” applicants if they apply for job vacancies with WDGPH.  

IMMUNIZATION REQUIREMENTS

WDGPH strongly recommends and encourages all volunteers to follow the Agency’s immunization policy. All immunizations required under the policy will be provided at no cost to the volunteer.  Should a volunteer choose not to follow the Agency’s immunization policy, WDGPH reserves the right to exclude the volunteer from any activity at any time without notice in order to safeguard the wellbeing of the volunteer and clients. 

Volunteers’ personal health information collected by WDGPH is considered confidential information and will only be used for the purpose of safeguarding the wellbeing of the volunteer, WDGPH employees and clients.  WDGPH will comply with the Personal Health Information Protection Act (PHIPA), 2004.

SCOPE

This policy applies to all volunteers who provide volunteer services to, and for, WDGPH and to all employees who oversee volunteers.

TYPES OF VOLUNTEERS

The type of volunteer relationship that is required falls into two different categories: Ongoing and Occasional. The table below outlines the general difference between an ongoing volunteer and an occasional volunteer.   

Table 1
Type

Frequency of volunteering

Typical Training Volunteer Example

Ongoing

- Multiple times
- Ongoing Relationship
- Ongoing project

Expanded Training
- Mandatory Statutory
- On-the-job orientation
- Specialized training (as determined by the program)

Breastfeeding  Clinic Volunteer

Ongoing

- One time or several times
- Fixed term project

Limited Training
- Mandatory Statutory
- On-the-job orientation

Public Health Survey Volunteer

DEFINITIONS

Volunteer – a person who freely chooses to provide services to WDGPH without being remunerated for such service in any way. 

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure:  CA.52.02.125 Volunteers
CA.52.01.111 Immunization
CA.52.01.112 Orientation – Employees, Students and Volunteers
CA.30.01.105 Obligation of Confidentiality-Student/Volunteer*  (*student volunteers 18 years and older)
CA.30.01.118 Volunteer Data Form
CA.30.01.119 Volunteer Agreement
CA.30.01.123 Consent Form Youth Volunteer Participation

CONTACT FOR INQUIRIES

Manager, Human Resources

APPROVED BY

Director, Administrative Services 


Procedure

Category: Human Resources
Subject: Volunteers
Division: Human Resources and Corporate Services
Procedure Number: CA.52.02.125
Effective Date: January 30, 2017

PROCEDURE

Types of Volunteers

As outlined in the policy, the Agency utilizes ongoing volunteers and occasional volunteers.

Immunization Requirements

Wellington-Dufferin-Guelph Public Health (WDGPH) strongly recommends that all volunteers follow the Agency’s immunization policy. All immunizations required under the policy will be provided at no cost to the volunteer. Should a volunteer choose not to follow the Agency’s immunization policy, the Agency reserves the right to exclude the volunteer from any activity at any time without notice in order to safeguard the wellbeing of the volunteer and clients. See policy CA.52.01.125 Volunteers, for additional information.  

Process for ongoing and occasional volunteer opportunities
  1. Volunteer opportunities are posted on the WDGPH website, and/or other locations. The manager/designate will create a “volunteer posting” in the Applicant Tracking System, (ATS) and send for appropriate approval.  Once the approval is received, Human Resources (HR) will review and post as required.
  2. Volunteers will apply using the ATS or other solution as indicated in the posting.  If anyone in the Agency receives a volunteer application directly, they must communicate to the potential volunteer that they are required to apply through the ATS, or as indicated in the posting.
  3. The manager will review all expressions of interest submitted and if interested, will contact the volunteer.
  4. The manager will schedule a meeting with the individual to determine if a mutual benefit exists and assess the individual’s skills and experience. The manager will determine, based on the type of the volunteer, if reference checks are required. If a benefit does exist, generally speaking, at least one reference check should be conducted.
  5. Once the volunteer selection process is completed, the manager will advise the individual and HR
  6. The manager will coordinate with HR, as applicable, for ID badges. 
  7. The manager will provide and review the required documents with the volunteer as outlined below under Initiating a Volunteer Agreement: Document Requirements. The completed documentation will be forwarded to HR
  8. Volunteers will have access to a basic Agency orientation available online. The manager is required to arrange a program-specific orientation and provide the information to the individual for Agency orientation, as required. Orientation will depend upon the duties the volunteer will be assigned to in order for the volunteer to be safe and effective with their volunteer opportunity.
  9. The manager will notify HR for record purposes when the volunteer resigns, completes their assignment or the volunteer relationship is ended.
Volunteers and Photo Release

The Agency may utilize volunteer photos from time-to-time for promotional videos, Agency events and reports.  All volunteers are notified about the Agency’s practice of potentially using their image for WDGPH-related business.  Volunteers who have not granted permission to utilize their photo have the responsibility to remove themselves from the activity

Initiating a Volunteer Agreement: Document Requirements

Prior to the commencement of any volunteer duties, volunteers are required to complete and return the required documents and participate in required training (see Appendix ‘A’ for additional information): 

  • Read and sign CA.30.01.119 Volunteer Agreement and Photo Release Form (legacy CA.30.01.122 Photo Release Form);
  • Read and sign CA.30.01.105 Obligation of Confidentiality-Student/Volunteer;
  • Read and complete CA.30.01.118 Volunteer Data Form;
  • Read and sign CA.30.01.123 Consent Form for Youth Volunteer Participation (Note: This is only required if the volunteer is under the age of 18.); and
  • Read and complete the Optional Volunteer/Student Immunization Form (Note: This is only required if the volunteer voluntarily agrees to be immunized and is not a mandatory document for the volunteer to complete.)

Depending on the program and the nature of the duties to be performed by the volunteer, WDGPH reserves the right to request volunteers to provide references and/or a criminal background check prior to starting volunteering duties.

Volunteers will maintain confidentiality of all information including personal, personal client health information and all other confidential information as detailed in their confidentially agreement and in accordance with MFIPPA and PHIPA.

Ending a Volunteer Agreement

Volunteers agree WDGPH may at any time, for whatever reason, decide to end the volunteer’s relationship with WDGPH.

The volunteer may at any time, for whatever reason, decide to end the volunteer’s relationship with WDGPH.

Notice of a decision to end the relationship by either party should be communicated in writing to the other party as soon as possible.

RESPONSIBILITIES

The volunteer selection, retention, monitoring, training, record keeping and management of the volunteer program is a joint responsibility between management and HR

Senior Management will:
  • Review and approve requests for volunteers when entered into the ATS; and
  • Review and approve postings and task details for volunteers.
The Manager will:
  • Conduct the volunteer selection, ensure all necessary documentation is identified, discussed and completed, and forward all documentation to HR when completed by volunteers;
  • Inform HR of all volunteers and programs they are working in;
  • Identify and provide all necessary program-specific training and required “on-the-job” training as required; 
  • Ensure that all volunteers receive appropriate orientation;
  • Ensure all volunteer policies and procedures are understood and followed;
  • Confirm all required immunization has been obtained where required;
  • Provide direction and outline assigned tasks for the volunteers;
  • Promote ongoing communication with the volunteers and provide relevant feedback as required;
  • Ensure that each volunteer is thanked  by their immediate supervisor for their services; and
  • Notify HR for record purposes when the volunteer resigns, completes their assignment or volunteer relationship is ended.
Human Resources will:
  • Provide statutory training as required for the volunteer;
  • Provide basic Agency orientation (as required) for the volunteer; 
  • Monitor and allocate all volunteer requests received electronically or by mail to the appropriate managers;
  • Confirm each volunteer signs all required documentation;
  • Ensure receipt of all necessary documentation prior to the volunteer’s start date;
  • Maintain all volunteers’ personnel files with up-to-date contact information; and
  • Complete the required records once notified that a volunteer has resigned, completed their assignment or volunteer relationship has ended.
Volunteers will:
  • Ensure completion and submission of all necessary documentation;
  • Review, understand, and sign required forms as discussed with the manager or designate prior to commencing tasks;
  • Ensure all policies and procedures provided during orientation are understood and followed;
  • Complete all mandatory training as required;
  • Complete any required immunization as required;
  • Commit to a schedule mutually agreed upon;
  • Complete volunteer tasks as assigned;
  • Notify the manager or designate if resigning from the volunteer program; and
  • If a volunteer who has not signed a photo release form has their picture taken, the volunteer must inform the individual responsible for the program immediately.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy:  CA.52.01.125 Volunteers
CA.30.01.105 Obligation of Confidentiality – Student/Volunteer (required for student volunteers 18 years and older)
CA.30.01.118 Volunteer Data Form
CA.30.01.119 Volunteer Agreement and Photo Release Form
CA.30.01.123 Consent Form for Youth Volunteer Participation

CONTACT FOR INQUIRIES

Manager, Human Resources 

APPROVED BY

Director, Administrative Services 

APPENDIX A 

Initiating a Volunteer Agreement – Document and Training requirements

Requirements

Ongoing Volunteers

Occasional Volunteers

Documents

Read and sign CA.30.01.119 Volunteer Agreement & Photo Release Form (legacy  CA.30.01.122 Photo Release Form)

X

X

Read and sign CA.30.01.105 Obligation of Confidentiality-Student/Volunteer

X X

Complete CA.30.01.118 Volunteer Data Form 

X X

Read and sign CA.30.01.123 Consent Form for Youth Volunteer Participation (Note: This is only required if the volunteer is under the age of 18.)

TBD by Mgr based on role

TBD by Mgr based on role

Read and complete the Optional Volunteer/Student Immunization Form (Note: This is only required if the volunteer voluntarily agrees to be immunized and is not a mandatory document for the volunteer to complete.)

TBD by Mgr based on role

TBD by Mgr based on role

Read and sign off on Volunteer P+Ps

X

TBD by Mgr based on role

Trainings

Accessibility for volunteers

X X

WHMIS

TBD by Mgr based on role

TBD by Mgr based on role

Privacy online training

X

TBD by Mgr based on role

Emergency codes training

X X

Agency orientation

X

X may be condensed based on the role

Violence and Sexual Harassment in the Workplace – Bill 168

X X

Baby Friendly Initiative (BFI

X

TBD by Mgr based on role

Other  Agency  trainings

TBD by Mgr based on role TBD by Mgr based on role

Policy and Procedures

Volunteer Policy and procedure

X X

Conduct in the Workplace

X

TBD by Mgr based on role

Accessibility

X X

Privacy Governance

X

TBD by Mgr based on role

Note: TBD by Manager Based on role – Volunteer duties vary at WDGPH depending upon the program they are assisting, where tasks are being performed (i.e. on-site or off-site), anticipated duration of the volunteer agreement, what tasks are being performed (i.e. conversations via phones vs. breast feeding clinics), etc.  Recognizing this, the manager has flexibility to decide if a volunteer role requires certain training as outlined above.