VOL UNTE ER

HANDBOOK VOLUNTEER HANDBOOK ______

MISSION STATEMENT

The goal of Reaching for Rainbows is to create a safe and nurturing environment where girls are celebrated and encouraged to develop life skills, academic skills and a vision of their own success.

Our curriculum is based on learning by playing. For example, when the girls play “store”, they develop their math skills. When the girls practice “bowling”, they hone their gross motor skills. When they build a “volcano”, they discover science. When they pretend to be snacking with the Queen of England, they learn social skills.

PERSONNEL

Children

Reaching for Rainbows began in 2011, offering a three-day-a-week program for 12 girls between six and eight years of age. In 2012, Reaching for Rainbows expanded, offering a two-day-a-week program for senior girls and another two-day-a-week program for junior girls. Both sectors had the potential to include 12 girls. In 2013, Reaching for Rainbows became licensed to provide space for 15 senior girls and 15 junior girls with permission for three of the junior girls to be 44 to 67 months old (JK/SK); however, in that same year, the Steering Committee decided to focus on girls in grades one to four.

Staff

Reaching for Rainbows operates under the guidance of a salaried Director who must be over 18 years of age, a Registered Early Childhood Educator, CPR and First Aid certified, and proficient with the policies and procedures of the program.

Steering Committee

A Steering Committee oversees the operations of Reaching for Rainbows. The Committee currently has six members, the Convenor, the Director, the Program Advisor, the Volunteer & Ministry Coordinator and two Co- operative Giving Team-mates.

Volunteers

Volunteers are the backbone of Reaching for Rainbows and they come in three flavours, Playmates who work directly with the children and Snackmates who make snacks for the children. About 20 volunteers are needed to keep Reaching for Rainbows humming along. 2 DATES & HOURS OF OPERATION

Reaching for Rainbows runs in sync with the Hastings & Prince Edward Counties School Board calendar. When the kids aren’t going to school, then they’re also not coming to Rainbows. Equally, when the school buses aren’t running, Rainbows is closed. Generally, the program starts up at the beginning of October and closes around the third week in June.

Reaching for Rainbows is open from 2:00 p.m. to 5:15 p.m. on Mondays and Tuesdays for older girls and on Wednesdays and Thursdays for younger girls.

Volunteers choose and book their own shifts using the Reaching for Rainbows scheduling web site at www.theauctionadvertiser.com/Rainbows. Each volunteer will be given training on using this site and provided with a password. Volunteers may also contact the Volunteer & Ministry Co-ordinator to assist with scheduling. In the event a volunteer cannot fulfil his/her commitment to a chosen shift, or will be late for that shift, it is important to either find a replacement or contact the Volunteer & Ministry Co-ordinator or the Director.

GENERAL POLICIES

1. Application

Volunteers must complete an Application Form which is kept on file.

2. Confidentiality

Standard human service practice regarding child/client/family information must be respected in both formal and informal discussions and documentation. Volunteers must sign a Confidentiality Agreement which will be kept on file.

3. Emergency Record

Volunteers must provide medical information by completing an Emergency Record, a copy of which will be kept on file and in the Emergency Record Binder. This Record is renewed annually.

4. O.P.P. Vulnerable Sector Check

By the end of September each year, all volunteers must submit an O.P.P. Vulnerable Sector Check. A letter of authorization to apply for an application will be provided by Reaching for Rainbows. There is no cost involved for non-profit organizations. Volunteers under the age of 18 do not need an O.P.P. Vulnerable Sector Check, but are required to provide two letters of reference from non-family members.

5. Volunteer Required Reading Binder

Volunteers are required annually to read the Volunteer Required Reading Binder and familiarize themselves with the policies and procedures therein, including the Anaphylaxis, Behaviour Guidance, Fire Evacuation, Health, Lead Flushing, Medical Administration, O.P.P. Vulnerable Sector Check, Playground Safety, Sanitary Practices, Serious Occurrence, Supervision and Suspected Child Abuse Policies & Procedures. After reviewing this Binder, volunteers must fill out a Policies & Procedures Review & Sign-off Form and have it signed and dated by a Steering Committee member. This form will be kept on file.

VOLUNTEER RESPONSBILITIES

All Volunteers

1. Volunteers are responsible for setting and maintaining their own schedules via the Reaching for Rainbows web site (www.theauctionadvertiser.com/Rainbows). Shifts for Playmates run from 2:00 p.m. to 5:15 p.m. each day from Monday to Thursday and for Snackmates from 2:00 p.m. to about 3:15 p.m. The Reaching for Rainbows calendar runs on the same timetable as the Hastings & Prince Edward Counties School Board calendar. When school buses aren’t running, Rainbows is closed.

2. Volunteers are responsible for finding a replacement in the event they are unable to be on hand for a shift to which they previously committed. For this purpose, volunteers can consult the Volunteer Personal Data Summary.

3. Volunteers will liaise with the Volunteer & Ministry Coordinator to discuss scheduling and any concerns they would like to bring before the Steering Committee.

4. Volunteers are responsible for signing in on the calendar when they report for a shift.

5. An outreach file has been set up for each volunteer and these files are kept on top of the filing cabinets in the northwest corner of the play centre. Volunteers should check these files on the days they attend Reaching for Rainbows to determine if there are any handouts or documents they need to pick up.

6. Volunteer meetings, largely focused on training, are held on a monthly basis and, if possible, Playmates should attend these meetings. Snackmates should consider doing so as well.

7. Volunteers are responsible for completing and submitting paperwork required by the Ministry of Education. These documents are provided to volunteers via a Volunteer Registration Package and a Volunteer Required Reading Binder. The Ministry requires that the documents included in the Packages and Binder be respectively updated and reviewed annually.

8. Volunteers will familiarize themselves with the emergency and medical policies and procedures of the program which can be found in the Policies & Procedures Binder.

9. Volunteers will follow the Sanitary Practices Policy to avoid the spread of infection.

10. Volunteers will dress in a safe, comfortable and appropriate manner; turn off cell phones while in the play centre; avoid bringing valuables to Reaching for Rainbows; keep purses locked in the volunteer cupboard; and adhere to the no smoking and no nut rules of St. Andrew’s Presbyterian Church.

Playmates

1. See the last two pages of this handbook for the Volunteer Daily Routine.

2. Volunteers who are Playmates will play with the children during their chosen shifts. Playmates will follow the Director’s lead with regard to programming and, at all times, assist the Director in her endeavors. Playmates may also be asked to take over the duties of a Snackmate if a Snackmate is not available. 4 3. The Playmate’s goal in playing with the children will be to instill personal, social, physical, language, science, discovery, creative and mathematic learning. Happiness too!

VOLUNTEER RESPONSBILITIES

Playmates (Continued)

4. Playmates will ensure that the children are never left unattended.

5. Playmates will report all accidents and injuries (falls, cuts, one child hitting another) to the Director.

6. If a parent should ask a Playmate for advice, he/she will direct the parent to the Director.

7. The Playmate will immediately and personally call the Children’s Aid Society if he/she suspects child abuse.

Snackmates

1. Volunteers who are Snackmates are responsible for making a snack and serving it to the children each day at around 3:00 p.m. The Snack Menu will be provided by the Director and posted on the bulletin board in the kitchen. The food will be purchased in advance by the Director (or other personnel) and appropriately stored in the Reaching for Rainbows fridge and cupboards.

2. Snackmates may be asked to meet with a selected group of older girls each week on either Monday or Tuesday to help the girls plan a snack for the following week. The girls will be given a budget and the Snackmate will help them to plan healthy, nutritious snacks that fit within that budget. Again, the snacks will be purchased by the Director and stored as required.

3. When the Snackmate arrives at the centre, she is responsible for disinfecting the kitchen counters and the tables at which the day’s snack will be eaten. Bottles of disinfectant will be provided by the Director.

4. Once the snack is eaten, the Snackmate will collect the dishes, load them in the dishwasher and start the dishwasher cycle.

5. The Snackmate will put away any uneaten or unused food and wipe down the tables and counters.

ORIENTATION, TRAINING & SUPPORT

Orientation

1. When volunteers join Reaching for Rainbows, they should receive a tour of the indoor and outdoor areas of the centre.

2. Volunteers will be apprised of emergency evacuation procedures.

3. Volunteers will be included in a discussion with respect to the special needs of individual children, including medical conditions, such as allergies and food restrictions. Unless parents have agreed beforehand, the special needs of children will only be discussed in an abstract manner. Training & Support

Although not mandated, it is expected that Playmates attend monthly training sessions whenever possible. Snackmates may attend at their own discretion. Some of the monthly sessions may simply be support forums. OTHER STUFF

Liability Insurance

Volunteers are covered by St. Andrew’s liability insurance policy.

Ministry of Education

Reaching for Rainbows runs under the auspices of the Ministry of Education and is licensed by this organization. The Day Nurseries Act and its accompanying regulations form the basis for the licensing procedure; hence, all the rules, regulations and paperwork described above.

Fees

Reaching for Rainbows is free for the children who attend. Our budget is supported by donations from individuals, community groups and granting agencies.

Partners

We are assisted by the following organizations which offer us their resources and recommend our clients to us.

Alternatives for Women, Children’s Aid Society, Children’s Mental Health, Community Living., Etc.

Phone Numbers, Email & Web Addresses

St. Andrew’s Presbyterian Church (613) 476-6024 or www.reachingforrainbows.com

Jane Wollenberg, Director (613) 885-5391 or [email protected]

Judie McLauchlin, Steering Committee (613) 476-5653 or [email protected]

6 REACHING FOR RAINBOWS

VOLUNTEER DAILY ROUTINE

TIME ACTIVITY NOTES 2:00 Meet with the Director Prior to the arrival of volunteers, the director will fill out “Volunteer Daily & Ongoing To-Do Lists” for the volunteers to refer to for direction. This time is meant for the director to describe the day’s activities to volunteers and to set up the playroom with the volunteers’ help.

2:20 Leave for Pick-Up Each day the director will choose a volunteer to accompany her to Queen Elizabeth Public School to pick up the girls.

Snack-Making Time The volunteers who remain in the playroom will make a snack, including disinfecting counters and tables. Volunteers can also use this time to do assigned and needed chores.

2:30 At the School The director and her accompanying volunteer will meet the girls from Queen Elizabeth Public School in the foyer.

2:40 At the School The girls from St. Gregory Catholic School will be bused to Queen Elizabeth Public School and the director and her volunteer will meet these girls in the bus area.

2:45 Walk Back to Rainbows Volunteers will position themselves at the front of the pack and the director at the back. The director and volunteer will use this opportunity to talk to the girls about safety and respect for other people’s property. The group will wait at all corners in order to cross the street together.

2.55 Arrive at Rainbows The girls will hang up their coats and backpacks and go to the carpet to put on their sneakers.

3:00 Carpet Time The director will tell the girls what projects and activities are available for the day.

3:05 Washroom Time The girls will go to the washroom two-by-two in the company of one or two volunteers. The remaining children can play with fidget toys while the washroom routine is going on.

REACHING FOR RAINBOWS

VOLUNTEER DAILY ROUTINE

TIME ACTIVITY NOTES 3:10 Snack Time Volunteers will serve the snack to the girls and tidy up afterward. The girls will help with taking food and dishes to the kitchen pass-through. During snack time, the director and volunteers will seize the opportunity to chat with the girls and to reinforce mannerly behaviours.

3:30 Play Time The girls will be offered a choice of activities designed to enhance learning and behaviour. At this time, talent scouts may also offer special programs, such as, music and yoga. In good weather, the girls may also play outdoors.

During this time, the director and volunteers will interact with the girls, providing support and encouragement.

4:30 Tidy-Up Time The girls will be encouraged to clean as they go. Everyone will take part at tidy-up time. A tidy-up tool may be used.

4:35 Group Time The girls will return to the carpet where they can share what they’ve done during the day; i.e., a song they’ve practiced, a story they’ve written or a piece of art they’ve made. This is also time for a short group activity such as a song or a story.

4:55 Closing Time A tool will be used to provide a visual marker for day’s end.

4:58 Getting Ready Time The girls will grab their backpacks and put on their outdoor clothes, then remain on the carpet until their parents arrive.

5:00 Departure Time While parents sign the “Pick-up Sign-off Form”, the girls will walk over to meet them in the company of a volunteer.

From 5:00 to 5:15, the director and volunteers will fine tune clean-up of the playroom and hold a debriefing on the day.

5:15 Lights Out The director and volunteers will turn off the lights and head home. The director will lock the door behind her.

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