Volunteer
Selection
Screening Techniques
Depending on the nature of the
volunteer assignment, any or all of the following screening techniques may be
utilized:
Detailed application forms
requesting information on prior convictions and prior misconduct.
- Contacting personal and
employment references.
- Criminal background checks,
including the use of information from the National Crime Information
Center (NCIC), state crime information center, and state/local sex
offender registries.
- Motor vehicle record checks.
- Prior employment and military
background checks.
- Verification of education,
training, certifications, and licenses.
- Credit and financial history,
and other information from consumer reporting agencies.
- Personal interviews with the
applicant.
Background Checks
Each volunteer must complete a
Volunteer Application Form and a Liability Waiver Form. The city must be kept
informed of any changes in address or telephone number. It is also important to
notify the supervisor of any medical conditions which may affect the volunteer
relationship. No one may serve as a volunteer unless a completed liability
waiver form is on file with the City Administrator’s office.
All volunteers go through a
formal screening process and must be accepted by the city as a volunteer. The
degree of screening may depend upon the type of volunteer opportunity chosen.
A minimum of two references will be contacted.
All volunteers will be required
to have a background check prior to acceptance as a volunteer. The volunteer
application will serve as the signed consent for the background check. A
conviction will not automatically disqualify a volunteer for a particular
project. The seriousness of the crime and the frequency of violations will be
considered.
After an initial interview and
general orientation, volunteer candidates will meet with the individual staff
member with whom they will be volunteering. During this meeting the volunteer
candidate and the staff member will determine if the volunteer opportunity is a
good fit for all parties involved.
Policies
Policies and Work Rules
Although this section summarizes
several City policies, please refer to the City Work Rules, various City policies,
and policies specific to the department in which you are volunteering, as
applicable.
Absences
and Tardiness
Volunteers
are expected to be reliable in the performance of their volunteer duties. Attendance
is expected to be dependable and punctual.
If you are unable to report, or
if you will arrive late, please contact your supervisor immediately. Please
give us as much time as possible to arrange for someone else to cover your
position.
Attendance
It is
important to keep track of volunteer hours for several reasons. Sign-in time
sheets are required in order for us to keep an accurate record of your
contribution of service. Keeping track of volunteer time is also important for
the purposes of recognition and evaluating the volunteer program.
Private, Sensitive or
Protected Information
Volunteers are responsible for
maintaining the confidentiality of all information to which they are exposed
while serving as a volunteer and in regard to overall city business. Private,
sensitive or protected information is not to be shared with your family,
friends or acquaintances. Please do not discuss private city business with
anyone who does not volunteer for us. No private information about city
business from any source is to be disclosed.
If you are questioned by someone
and you are concerned about the appropriateness of giving him or her certain
information, politely refer the request to your supervisor. Violations could
lead to individual criminal and/or civil liability.
Resident/Customer Relations
As a volunteer you are the
city’s ambassador. Our success depends on the quality of your relationship with
other volunteers and residents/customers. Treat others, whether volunteers or
residents/customers, in a courteous and respectful manner. Reply to inquiries
promptly and in a businesslike manner.
Driving Record &
Insurance
Volunteers whose service
requires operation of a motor vehicle must maintain a valid driver’s license
and proof of insurance. Any change in either of these must be reported to the
supervisor immediately.
Harassment
As a volunteer, you are
responsible for keeping our volunteer environment free of harassment. A volunteer
who becomes aware of an incident of harassment, whether by witnessing the
incident or being told of it, must report it to the supervisor. The city is
obligated by law to take prompt and appropriate action. (See City of Oak Creek
Harassment Policy.)
Harassment of any sort—verbal,
physical, visual—will not be tolerated. The city intends to provide a volunteer
environment that is pleasant, healthful, comfortable and free from
intimidation, or other hostile action, which might interfere with volunteer
performance. Harassment can take many forms, including, but not limited to:
abusive language, signs, jokes, pranks, unwelcome physical contact or violent
acts.
Sexual harassment may include
unwelcome sexual advances, requests for sexual favors, other verbal or physical
contact of a sexual nature when such conduct creates an intimidating environment,
prevents an individual from effectively performing the duties of their
position, or when such conduct is made a condition of volunteering, either
implicitly or explicitly.
Dress
Code
Volunteers are expected to dress
and groom themselves in accordance with accepted business standards,
particularly if their job involves dealing with the public. Volunteer attire
must be clean and non-offensive and maintain personal safety in the work
environment.
Expense Reimbursement
Pre-approved out-of-pocket
expenses may be reimbursed by submitting a request for reimbursement to your
supervisor. The reimbursement request must be accompanied by a receipt for
purchase or invoice.
Telephone System
To dial out from a phone within
a city facility, you must dial “9” and then the number you are trying to reach.
You do not need to dial the prefix for internal calls. Simply dial the last
four digits of the person’s telephone number. Please keep personal phone calls
to a minimum. You are permitted to make local area calls for essential personal
business. Long distance calls require the permission of the supervisor and
charges must be reimbursed to the city.
Personal
Use of Property
Personal use of city property is
not allowed by city employees under the City of Oak Creek Work Rules. Volunteers
are held to the same standards as city employees.
Computers
Volunteers
are expected to use computer equipment in a manner consistent with the city’s
policies and procedures. Volunteers using computer equipment must understand
and sign the city’s Computer Security Policy and the city’s Internet Usage and
E-mail Policy.
Safety
Safety is everybody’s business.
We want to protect you against injury and illness. Please report all injuries
to the supervisor, as well as anything that needs repair or is a safety hazard.
Please become familiar with the
city’s evacuation policy. Know the location of fire extinguishers, emergency
exit doors and familiarize yourself with alarm systems.
The City does not provide
insurance for bodily injury or property damage for volunteers.
Security
Develop habits that insure
security as a matter of course:
• Keep cash and other valuables
properly secured.
• Familiarize yourself with the
security system at the facility where you volunteer.
Smoking
All city facilities are smoke-free.
Smoking must be done outside the building. Ash containers are provided.
Theft
Theft of any type will not be
tolerated. Theft is considered to be the unauthorized use of city services or
facilities or the taking of city property. No item should ever be removed from
the city premises without the authorization of your supervisor.
Supervisors
For day-to-day activities
related to your volunteer job, your supervisor will likely be of most help in answering
questions or dealing with concerns. Job descriptions indicate who your
supervisors are.
Job Descriptions
There is a job description for
every volunteer activity. When duties and responsibilities are changed, job
descriptions will be updated.
Standards
of Conduct
Unacceptable Activities
All volunteers will be held to
the same standards of behavior and rules that city employees are held to regarding
safety and unacceptable activities. To avoid any possible confusion, some of
the more obvious unacceptable activities are noted below:
• Willful violation of city
rules, policies and procedures.
• Failure to observe safety
practices, which may endanger the life or safety of the volunteer or another
person.
• Tampering with city equipment
and negligent damage of property.
• Being intoxicated or under the
influence of a controlled substance while volunteering, except medications
prescribed by a physician.
• Failing to obey the
instructions of the supervisor.
• Threatening or coercing fellow
volunteers, city staff or residents/customers.
• Theft of property, including
unauthorized removal from the city premises without permission from management.
• Breaching confidentiality of
information, and especially resident/customer information.
• Engaging in malicious gossip
or spreading rumors designed to create discord among staff and volunteers.
• Willfully misrepresenting
information on the volunteer application form and unauthorized altering of city
records.
Disciplinary Actions
The disciplinary process shall
be generally viewed as a progressive process designed to correct behavior
problems. Volunteers are subject to dismissal for failure to perform
satisfactorily or for behavioral deficiencies without the necessity of
following a specific procedure. Depending on the nature of the offense, unacceptable
behavior may be dealt with at any step in any of the following manners:
Verbal warning
Written warning
Dismissal
Pertinent facts will be
carefully reviewed and the volunteer will be given a full opportunity to
explain his or her conduct before any decision is reached. Management will
give a second joint opinion concerning the unacceptable behavior before
dismissal occurs.
Dismissal
Volunteers
who do not adhere to the rules of the City or who fail to perform their
volunteer assignment satisfactorily are subject to dismissal. A terminated volunteer
may request an appeal of their termination to the Personnel Committee.
The city has the right to
request a volunteer to leave immediately under certain circumstances. Grounds
for immediate dismissal may include, but are not limited to:
• Being under the influence of
alcohol or drugs while performing a volunteer assignment.
• Exhibiting insubordinate
behavior.
• Committing illegal, violent or
unsafe acts.
• Abusing or mistreating other
volunteers, city staff or residents/customers.
Due
to a change in business or department operations, the City may terminate the
use of volunteer service at any time without notice.
_______________________________________
Approval/Date
File Name: s:\council
agendas 2004\0316\volunteer policy.doc
Printed: 03/11/2004 12:09 PM
Volunteer
Application Form
City of Oak Creek
8640 S.
Howell Avenue
Oak
Creek, WI 53154
(414)
768-6500
Date:
________________________________
Personal Information
Name: ______________________________ Social
Security Number: ______________________
First Middle Last
Address:
_____________________________________________________________
Phone Number: _______________________________________________________
What department would you like to volunteer for?
____________________________
How did you hear about this opportunity?
________________________________________
FOR DRIVING JOBS ONLY
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Do you have a valid driver’s license? (circle one) Yes No
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Driver’s License Number:
Expiration Date:
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Have you had your driver’s license suspended or
revoked in the past 3 years? (circle one)
Yes No
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Do you have a commercial driver’s license? (circle one) Yes No
If yes, what classifications do you have?
______________________________
(If asked to drive during the
course of volunteering, we may require proof of insurance.)
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EDUCATION/KNOWLEDGE/SKILLS:
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Highest grade/degree completed
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If in school at the present, name of the school:
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Occupation/Work experience:
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If employed, place of employment and job title:
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Volunteer experience:
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Special Training/Courses (including computer
training)
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Please list all skills, hobbies, training and
interests that would help you contribute to the City
_________________________________________________________________________
Have you ever worked for the city in a paid or
volunteer position? (circle
one) Yes No
If yes, what type of work did you do? ___________________________________________
While performing volunteer duties, the volunteer may
be required to use hands to finger, handle, feel or operate objects, tools or
controls and reach with hands and arms. The volunteer may be required to stand
and talk or hear. The volunteer is occasionally required to walk; sit; climb or
balance; stoop, kneel, crouch, or crawl; and smell. The volunteer must
occasionally lift, pull and/or move up to 50 pounds. Specific vision abilities
required include close vision, distance vision, color vision, peripheral
vision, depth perception, and the ability to adjust focus. Are you able to
perform these essential tasks, with or without reasonable accommodation? Yes
No
Why do you wish to volunteer for the City of Oak Creek?
____________________________
_________________________________________________________________________
Indicate day(s) and time(s) available to volunteer:
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Sunday
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Monday
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Tuesday
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Wednesday
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Thursday
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Friday
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Saturday
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Morning
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Afternoon
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Evening
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Time
Commitment: (circle
one category) 3 months 6 months 1
year
Hours available per week: (circle one) 1-10 11-20 21-30 31-40
What would you like to get out of volunteering? What
would make you feel that you have been successful?
________________________________________________________________________________
________________________________________________________________________________
Are you fluent in any other languages other than
English? (circle one) Yes No
If yes, please list:
_________________________________________________________________
What areas of interest are you hoping to learn more
about by volunteering for the City?
________________________________________________________________________________
________________________________________________________________________________
The City of Oak
Creek does not place volunteers in
positions of direct supervision by a relative. Please list any relatives
(including spouse) employed by the City of Oak Creek.
Name:
____________________________________ Position:
_________________________
Name:
____________________________________ Position:
_________________________
I certify that my
statements in this application are true and correct to the best of my knowledge
and are made in good faith.
Signature
______________________________________________ Date: ___________________
IN CASE OF EMERGENCY FORM
FOR VOLUNTEERS
Please list two people to notify in case of emergency
Name: __________________________________________________________________________
Address:
________________________________________________________________________
City: ____________________________________ State:
_____________ Zip: _______________
Phone: (H) _______________________________ Relationship:
__________________________
(W) _______________________________
Name:
__________________________________________________________________________
Address:
________________________________________________________________________
City: ____________________________________ State:
_____________ Zip: _______________
Phone: (H) _______________________________ Relationship:
__________________________
(W) _______________________________
Volunteer
Reference Form
Volunteer Name: __________________________________
1. How long have you known the applicant?
2. In what capacity have you known the applicant?
3. Following is a list of personal qualities.
Please indicate your perception of the applicant for each quality by entering the
appropriate number using the following scale:
1 = poor 2 = fair 3
= moderate 4 = good 5 = excellent
___ Dependability – follows through on
accepted responsibilities
___ Trustworthiness – keeps other
people’s private or personal information confidential
___ Empathy – listens to others with
acceptance/compassion, without being overly involved
___ Flexibility – open to new ideas
and changes in routine
___ Leadership – ability to make
decisions, to provide direction for others
___ Ability to communicate – able to
present ideas clearly, to explain one’s thoughts to others; able to comprehend
and respond to others’ viewpoints.
___ Creativity – able to apply new
ideas to standard situations; able to keep self occupied with meaningful tasks;
able to link thoughts and/or actions together.
___ Stability – ability to respond to
crisis situations in a calm and organized fashion.
4. Is there any information you wish us to know
about this applicant?
Reference Name: __________________________________
City of Oak Creek
AUTHORIZATION FOR RELEASE OF INFORMATION
(For official use
only, not to be released to unauthorized persons)
I hereby empower an employee of the City of Oak Creek,
Wisconsin or other authorized representative bearing this release to, within
one year of its date, obtain information and records pertaining to me from any
or all of the following sources:
1. Municipal,
State or Federal law enforcement agencies
2. Selective Service
System
3. Any banking
institution
4. Any place
of business (for purposes of obtaining credit or employment data)
5. Credit
rating bureaus or institutions maintaining individual credit rating files
6. Any
previous employer
7. Present
employer
8. Any school,
college, university or other educational institution
9. Any
office, clinic, sanitarium or hospital where illnesses, injuries and/or
deterioration (physical and/or mental in nature) are diagnosed and treated.
I hereby release any Municipal, State or Federal law
enforcement agency, individual or institution, including its officers,
employees, or related personnel, both individually and collectively, from any
and all liability for damages of whatever kind, which may at any time result to
me, my heirs, family or associates because of compliance with this authorization
and request to release information or any attempt to comply with it.
Exceptions to this blanket authorization
1.
2.
3.
________________ ______________________________
Date Signature
(full name)
______________________________
Address
(Street and Number)
______________________________
City State Zip
Witness: ___________________________
City of Oak Creek Personnel
Policies