Volunteer Guidebook

PURPOSE The Volunteer Handbook provides volunteer guidelines for everyday operations. The guidelines may, at the discretion of the volunteer coordinator or city department director and staff, be modified or changed. The handbook does not address every possible situation. If volunteers have questions regarding a situation, guidelines or other volunteer-related comments, please contact the volunteer coordinator in the respective area.

TABLE OF CONTENTS

Chapter 1: Welcome Chapter 2: Mission Statement Chapter 3: Volunteers Opportunities Chapter 4: Customer Service Chapter 5: Safety & Risk Management Procedures Chapter 6: Emergency Procedures Chapter 7: Volunteer Policies & Procedures Chapter 8: Volunteer Training Chapter 9: Volunteer Evaluations Chapter 10: Code of Conduct & Volunteer Agreement Chapter 11: Guidebook Agreement

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CHAPTER 1 WELCOME

We would like to extend a warm welcome to you as a volunteer of the Provo Parks and Recreation Department. We appreciate your interest in volunteering and are grateful that you have chosen to share your time and talents as part of our team. Volunteers like you are one of the keys to helping provide great services and programs. We value your contribution of time and service to the city. In appreciation, a number of benefits are available to you.

BENEFITS

- Serve your local community

- Protect the environment

- Gain New Skills

- Better your physical and mental fitness by being outdoors (diminish the chance of sickness, reduce stress, etc.)

- Reduce Crime

- Network opportunities, gaining on-the-job experience and enhancing your resume.

- Meeting people with similar interests.

- Opportunities to work with and learn from talented and experienced city staff.

- Intrinsic rewards such as helping others, giving back to the community, and being a part of a larger community.

- Feeling good about your contribution of time and expertise.

- Being invited to Volunteer Appreciation events.

- Gaining personal satisfaction by helping others

- Acquiring skills that can lead to new employment opportunities

- Learning about and being an integral part of City government and services

- Making a difference in someone’s life - Have FUN!

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YOUR VALUE TO THE CITY

Our volunteers provide a great resource to our city by:

- Contributing to make Provo a great place to live, play and work - Providing resources to supplement city staff in our departments - Enhancing and expanding services provided to the community - Giving departments an opportunity to test new ideas and initiate new services - Promoting understanding of municipal programs and activities within our community

CHAPTER 2 MISSION STATEMENT

The mission of the volunteer program is to enhance the quality of life for people through the professional and coordinated stewardship of the Parks and Recreation Operation. Citizens are offered the opportunity to serve with integrity, civility and accountability; to make a difference.

CHAPTER 3 VOLUNTEER OPPORTUNITIES

The Parks and Recreation Department provides for a variety of opportunities for service projects for citizens of any age or ability. - Group Volunteers - Adult Volunteers - Youth Volunteers

Volunteer and service opportunities in the Parks and Recreation Department include:

- Sport Programs- coaches - Special Events - College Internships - Business and corporate groups - Religious organizations - College clubs - Family activities (children, parents, grandparents, etc.) - Neighborhood projects - Eagle Scout projects 3

CHAPTER 4 CUSTOMER SERVICE

Volunteers are expected to provide a high-level of customer service to exhibit visitors in accordance with the Provo City’s mission statement. Deliver exceptional services and promote a high quality of life for residents, visitors and business.

CHAPTER 5 SAFETY & RISK MANAGEMENT PROCEDURES

SAFETY

The Provo City regards its paid and unpaid personnel (staff & volunteers) as its most valuable asset. Provo City is committed to taking the appropriate safety precautions, and has policies to ensure your safety and to prevent accidents. Therefore, the practice of safety and the prevention of accidents are important responsibilities for all volunteers. Please follow the following guidelines for safety:

- Please report any unsafe conditions or behaviors to your supervisor immediately. - Volunteers should follow strict observance of all safety rules during activities and equipment use when volunteering. Ensuring the safety of participants in a program that you are volunteering is very important. - Visually inspect the programs and facilities you are responsible for, noting any potentially hazardous equipment or areas. If, in your opinion, any aspect of the program area is unsafe, please notify your Supervisor and take actions so as to ensure the safety of the participants. - Do not allow participants or other volunteers to use unsafe equipment or participate in or around unsafe areas. If in doubt, don’t use the equipment or area. - Use proper techniques for lifting and do not lift anything that is too heavy.

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WHAT TO DO IF YOU ARE INJURED

Volunteers are covered by the City’s Workers’ Compensation Policy for any injury or illness related to their volunteer assignment. Your Supervisor or the staff member onsite will be able to provide you with all of the necessary information regarding how to report an injury, how to get medical care and more information about your rights. At any time that you feel there may be cause for a Workers’ Compensation claim, please speak with your Supervisor immediately. The steps listed below for the EMPLOYEE are the same steps followed by the Volunteer.

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CHAPTER 6 EMERGENCY PROCEDURS PROCEDURES

PARTICIPANT MINOR ACCIDENTS/ILLNESS

- If a participant in a program where you are volunteering is injured, please notify your Supervisor or another Provo City staff member immediately. Regardless if the injury is minor or not, staff must be made aware of it as soon as possible. Respond to all injuries in a quick and efficient manner. - Always use personal protective equipment depending on the situation when administering first aid to anyone (i.e. protective gloves). - If you are CPR/First Aid certified, you are protected by the Good Samaritan Law.

SERIOUS ACCIDENTS/ILLNESS - Immediately notify the closest Provo City Staff member. - Call 911 Do not hang up until directed to do so by the Dispatcher. Be sure you know the street address or cross streets of your work site. - DO NOT MOVE the injured participant unless their life is in immediate danger. - DO NOT discuss the accident with anyone at any time other than emergency personnel or your Supervisor. Your Supervisor will provide the necessary information to parents, other program participants or the press. - DO NOT transport an injured participant yourself. Stay with the injured participant until a parent/guardian or Emergency Personnel transports or releases the injured person. - AED Information –Please become familiar with the location of the AED in each facility where you are volunteering and access the AED as soon as possible.

CONCUSSIONS

A concussion is a type of traumatic brain injury-or TBI-caused by a bump, blow, or jolt to the head or by a hit to the body that causes your head and brain to move rapidly back and forth. This sudden movement can literally cause the brain to bounce around or twist in the skull, stretching and damaging the brain cells and creating chemical changes in the brain. Not giving the brain enough recovery time after a concussion can be dangerous. A repeat concussion that occurs before the brain recovers from the first, can slow recovery or increase the chances for long-term problems. For more information on concussion signs, symptoms and protocols, please review the attached information from the Center for Disease Control or visit www.cdc.gov/Concussion. If, while you are volunteering, you suspect a participant might have sustained a concussion, please immediately follow the Serious Accident/Illness steps above.

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CHAPTER 7 VOLUNTEER POLICES & PROCEDURES

DISCRIMINATION/ HARASSMENT Provo City values respectfulness, collaboration and teamwork in the workplace and prohibits any form of discrimination and harassment that would otherwise conflict with these values. Discrimination and harassment of any kind is expressly prohibited and will not be tolerated. Because of the City’s strong disapproval of offensive or inappropriate behavior at work, all volunteers must avoid any action, conduct, or behavior which could be viewed as discrimination, harassment or sexual harassment. Any volunteer who believes he or she has been subjected to discrimination or harassment by anyone is strongly encouraged to report the matter promptly to his or her department supervisor. If the immediate supervisor is involved, the volunteer should report the matter to the Volunteer Coordinator

EQUAL EMPLOYMENT STATEMENT Provo City is an equal opportunity employer. Provo City provides equal employment without regard to race, color, religion, sex, national origin, age or disability in accordance with applicable federal laws These same terms apply to volunteers.

AMERICANS WITH DISABILITIES ACT (ADA) Provo City will make all reasonable accommodations to ensure participation in all programs by any person desiring to participate. If you are asked about making an accommodation for a person with a disability, work with your Volunteer Supervisor on finding the best arrangement to accommodate full participation.

ALCOHOL AND DRUGS Provo City provides a drug-free, smoke-free, healthy and safe environment. While volunteering in Provo City buildings or facilities and conducting Provo City volunteer activities away from city premises, a volunteer may not use, possess, distribute, sell or be under the influence of alcohol, marijuana or illegal drugs.

The legal use of prescribed drugs is permitted during volunteer service only if it does not impair a volunteer’s ability to perform his/her duties. Volunteers must advise their supervisor if they are taking any prescription or over-the-counter drug that could adversely affect safety or performance.

ATTENDANCE Volunteers are expected to perform their duties as scheduled and agreed upon with their volunteer supervisor. The positions that volunteers fill and the tasks that they are assigned to accomplish are critical to the Provo City's success.

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Volunteers are an integral part of our programs and their absence may significantly affect staff schedules and programs. If a scheduling conflict arises and you are unable to fulfill your commitment or are going to be late, please contact your supervisor at least 24 hours in advance so staffing can be adjusted.

RECORDING HOURS A valid record of volunteer hours is one of the clearest ways to show the benefits of your volunteer efforts. Volunteers are required to keep track of all service hours. You may log your volunteer hours using the Volunteer Tracking Log.

BACKGROUND CHECK The city conducts background checks if a volunteer works with sensitive populations such as youth or seniors. All Volunteer Coaches receive a soft background check conducted through the Utah State Courts.

CONFIDENTIALITY Volunteers are responsible for maintaining the confidentiality of all proprietary or privileged information to which they are exposed while serving as a volunteer. Information, both verbal and written, regarding clients, volunteers and employees is to be kept confidential at all times and not to be discussed with anyone other than the appropriate Provo City staff members. Failure to maintain confidentiality may result in disciplinary action or termination of the volunteer’s relationship with the city.

CONFLICT OF INTEREST Conflict of interest occurs when a volunteer is in a position to influence a decision that may result in a personal gain or benefit to oneself, other people, organizations, institutions or businesses as a result of Provo City business dealing. Participation in any activity prohibited by this Policy can result in disciplinary action or termination of volunteer service.

Some of the more common situations pertaining to a volunteer's potential for conflict of interest are set out below:

- Any employment-related gifts you received in excess of fifty dollars ($50.00):

- Any personal benefits, special privileges, or compensation you received for your assistance to any person or business in transactions involving Provo City. Include your name, the name of the person or business involved, and a brief explanation of your activity, transaction, and/or involvement.

- Whether or not you are an officer, director, agent, employee and/or owner of a substantial interest3 in any business entity regulated by Provo City and the nature and value of your interest in that business entity

- Whether or not you are an officer, director, agent, employee and/or owner of a substantial interest3 in any business entity doing business with Provo City and the nature of your interest in that business entity

- Any personal interest or investment which creates a conflict between your public duties and that personal interest or investment 8

DRESS CODE As a representative of the City, volunteers are responsible for presenting a professional image to the public. Volunteers should dress appropriately for the conditions and performance of their duties as well as maintain good hygiene and grooming while working.

DISMISSAL The Provo City reserves the right to terminate or modify volunteer service for any or no reason. All volunteers are expected to respect and comply with local, state and federal laws, rules and regulations as a condition of continued service. Volunteers who do not adhere to the policies and procedures of the Provo City or who fail to satisfactorily perform their volunteer assignment may be subject to disciplinary action disciplinary action or dismissal. Possible grounds for or dismissal may include, but are not limited to, the following:

- Discourteous treatment or abuse of any other person (public, staff or other volunteer). - Theft of property or misuse of agency materials. - Violation of agency policies including, but not limited to, conflict of interest and confidentiality. - Dishonesty or misrepresentation about the city or volunteer-related matters to supervisors, other volunteers, staff, other agencies, the public or social media. - Neglectful or willful actions that endanger the public, staff or other volunteers - Failure to perform volunteer assignment or accept supervision. - Insubordination, gross misconduct or violent behavior.

PERSONAL VEHICLE USE POLICY If you use a personal vehicle to conduct your volunteer work, you must complete the city’s background and motor vehicle report check. Additionally, you must provide proof of insurance and a valid driver's license. A volunteers’ personal insurance is the primary coverage in the event of an accident. Anything not covered by your insurance will be evaluated under the city's coverage. In most cases, volunteers are prohibited from transporting community members in their personal vehicle for city volunteering purposes. If a special situation arises, volunteers must seek prior approval from their supervisor.

Volunteers are also prohibited from using city vehicles.

RESIGNATION Volunteer assignments may end when the project or event is completed, or when you have completed a specific time commitment, or if you must for any reason end your volunteer service. Please notify the individual overseeing your assignment and make them aware of your particular situation. We ask that you let us know with as much advance notice as possible and the reason for the decision. 9

SOLICITATION Volunteers who solicit donations on behalf of the city must seek prior approval from their supervisor. You must inform the vendor that you are seeking the donation for the designated program that is part of Provo City.

INFORMATION TECHNOLOGY POLICY Volunteers who have access to city technology resources and volunteers who use technology on behalf of the city in the course of their service are expected to help protect the city from security incidents. Computers are used for city purposes only.

REFERENCES Many employers recognize the value of a volunteer’s experience. Please contact your Volunteer Coordinator to request a letter of reference after you complete your assignment.

SAFETY AND SECURITY The Provo City is not responsible for lost or stolen personal property. Please do not bring valuables with you or take all measures to keep them safe.

CHAPTER 9 VOLUNTEER ORIENTATION & TRAINING

Volunteers receive a general orientation to volunteering with the Provo City. You will receive specific, on-the-job training to provide you with the information and skills necessary to perform your assignment. Special event volunteers will be contacted regarding event specific orientations.

CHAPTER 10 VOLUNTEER EVALUATIONS

Volunteers will be asked to fill out an evaluation on their volunteer experience and offer feedback for the program. The Volunteer Coordinator will also evaluate each Volunteer on their assignment. This valuable feedback will helpful in future assignments.

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CHAPTER 11 CODE OF CONDUCT AND VOLUNTEER AGREEMENT

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VOLUNTEER “CODE OF CONDUCT” FOR SPORTS POSITIONS

I understand and agree to the following stipulations relative to serving as a volunteer coach with the Provo Parks & Recreation Department.

1. I agree to follow all policies and procedures established by the Provo Parks & Recreation Department during my volunteer coaching assignment.

2. I will place the importance of sportsmanship, skill development, and physical well-being of assigned players ahead of any personal desire to win. I will adhere strictly to the rules of the game and not attempt to change or manipulate those rules to win or for any personal benefit.

3. I will do my best to provide safe playing and practicing situations.

4. I will do my best to organize practices that are fun and challenging.

5. I will lead, by example, in demonstrating fair play and sportsmanship to all players. I will refrain from yelling, arguing, or showing disrespect of any kind to players, officials, coaches, parents, or spectators.

6. I will not teach or allow rough or dirty tactics of play.

7. I will remember that I am a youth sports coach, and that the game is for children and not adults. I will remember that all participants deserve a right to fairness and equal playing time.

8. I will refrain from smoking, drinking alcoholic beverages, or being under the influence of alcohol or drugs in the dugouts, on the playing fields, or at any times while coaching.

9. I will not use profanity of any kind while coaching in games or practices. I will not put down or demoralize any players, coaches, parents, spectators, officials or Parks & Recreation Staff.

10. I understand that failure to abide by the “Code of Conduct” may result in disciplinary action up to and including termination of being a volunteer coach.

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Volunteer Agreement Letter

I, the undersigned, do hereby acknowledge that I have received, read, and understand the policies, guidelines, and procedures outlined in my volunteer usher guidebook.

I understand that I have made a commitment to the Parks and Recreation Department and I will fulfill my commitment to work as a:

Volunteer Assignment:

I agree to follow the policies and guidelines detailed in this handbook and willingly accept the consequences of failure to do so, which may include refusal of my services as a volunteer and dismissal from the volunteer program.

______Name ______Address ______City State Zip Code ______Home Phone ______Work Phone ______Cell Phone ______Email

______Signature of volunteer Date

Please sign and turn in to your Volunteer Supervisor at the end of orientation. You will not be permitted to work until this form is submitted.

Thank you for your commitment!

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