Volunteer And Hosted Program Handbook
February 14, 2017
RECEIPT AND ACCEPTANCE
I hereby acknowledge that I have access to the Community Link ABQ (CLABQ) (DBA as Community Link) Volunteer and Hosted Program Handbook on the internet. I understand that it is my continuing responsibility to read and know its contents. I also understand and agree that the Volunteer and Hosted Program Handbook is not an employment contract. Therefore, I acknowledge and understand that unless I have a written employment agreement with CLABQ that provides otherwise, I have the right to resign from my volunteering with CLABQ at any time with or without notice and with or without cause, and that CLABQ has the right to terminate my volunteering at any time with or without notice and with or without cause.
CONFIDENTIALITY POLICY AND PLEDGE
Any information that a volunteer or a Hosted Program participant (Staff) learns about CLABQ, or its members or donors, as a result of working for CLABQ that is not otherwise publicly available constitutes confidential information. Staff may not disclose confidential information to anyone who is not a volunteer with or employed by CLABQ or to other persons who do not need to know such information to assist in rendering services.
The disclosure, distribution, electronic transmission or copying of CLABQ’s confidential information is prohibited. Any employee who discloses confidential CLABQ information will be subject to disciplinary action (including possible separation), even if he or she does not actually benefit from the disclosure of such information.
I understand that I must sign a confidentiality form in accordance with the CLABQ Confidentiality and Conflict of Interest Policy prior to being allowed access to CLABQ information
Please sign and return to the Center Director
I have read, understand and agree to all of the above. I have also read and understand the CLABQ Volunteer and Hosted Program Handbook. I understand the Handbook is available on the CLABQ.ORG website and that I will check frequently for any updates plus I will comply with posted changes to the handbook.
Volunteer and Hosted Program Handbook
To help develop caring communities where committed volunteers and adequately resourced social service organizations work together to meet all the physical, spiritual, and emotional needs of the people in their local community.
Community Link ABQ (CLABQ) started in February 2012 and is a source to help identify a potential volunteer’s passion and then links them to one or more volunteer opportunities. CLABQ currently maintains and uses for training a database of over 2,500 organizations in Albuquerque that utilize volunteers. We have a volunteer hotline and give presentations on volunteering. CLABQ’s process also serves high school and college level students with service learning requirements in their courses.
The CLABQ Volunteer and Hosted Program Handbook (the “Handbook”) has been developed to provide general guidelines about CLABQ policies and procedures for volunteers and hosted program participants (staff). It is a guide to assist you in becoming familiar with some of the privileges and obligations of your involvement with CLABQ, including policies which are posted on the CLABQ.ORG website. None of the information or guidelines in the Handbook are intended to give rise to contractual rights or obligations, to modify written policies or to be construed as a guarantee of employment for any specific period of time, or any specific type of work. These guidelines are subject to modification, amendment or revocation by CLABQ at any time, without advanced notice. The copy of this Handbook posted on the CLABQ.ORG website is the current copy of the Handbook.
The personnel policies of CLABQ are established by the Board of Directors, which has delegated authority and responsibility for their administration to the Executive Director. The Executive Director may, in turn, delegate authority for administering specific policies. Staff are encouraged to consult the Center Director or the Executive Director for additional information regarding the policies, procedures, and privileges described in this Handbook. Questions about personnel matters also may be reviewed with the Center Director or the Executive Director.
Community Link will inform everyone how to obtain a copy of this Handbook upon commencement of work at CLABQ. All individuals working with CLABQ are expected to abide by it. The highest standards of personal and professional ethics and behavior are expected of all CLABQ staff. Further, CLABQ expects each staff member to display good judgment, diplomacy and courtesy in their professional relationships with members of CLABQ's Board of Directors, committees, volunteers, other staff members, and the general public.
All personnel working with CLABQ will be entered into the CLABQ database.
For CLABQ to perform its mission effectively good relationships between people and organizations based on mutual respect are required. Lack of respect causes conflict. Respect for people’s values, faith and beliefs is required
You are encouraged to listen and ask questions to ensure you understand what is being asked of you at all times. Since we will be dealing with people from many cultural settings and dispositions your understanding and sensitivity will be very important.
If you have finished your tasks learn to ask for new assignments and be proactive in problem solving. There is a lot that can be learned while you are with us and we encourage you to develop areas that can be used throughout your life.
Please help us make this a clean and comfortable work environment by confining all food to the break room. You are required to clean the break room after you have used it. Any food or dirty dishes left out will be disposed of at the end of the work day.
Cell phone calls not relating to CLABQ business should be taken in the break room or the hall outside the offices.
Personal items will not be left in the CLABQ offices. Because desk areas are shared, personal property will be accessible to other individuals. The exception to this guidance are coffee and drink cups with lids that are stored in the kitchen/break area.
If personal items are left in the office, supervisors will collect them and secure them for one month. If they are not claimed by the owner within that time they will be disposed of.
Staffs’ personal appearance and hygiene are important to everyone. Staff are expected to maintain a good personal appearance and to give consideration to neatness and cleanliness. Staff should always dress in a manner befitting a professional office setting, with due consideration to the needs of the Company, staff, and safety.
Clothing Requirements. Staff’s clothing should always be in keeping with acceptable attire for an office setting. Clothing that is not allowed to be worn by Staff while working includes, but is not limited to, the following:
In the event that the above policy causes religious concerns or concerns based upon any other legally protected class, please contact the Executive Director to discuss an appropriate accommodation.
Buildings where CLABQ conducts business are all non-smoking facilities. Smoking should not infringe on the rights of non-smokers for a smoke free workplace. Please see the Smoking Policy on the CLABQ.ORG website for more detailed information.
CLABQ has zero tolerance for drug or alcohol use and does not allow weapons on the premises. Please refer to the written policy on the website.
Because people may be allergic to chemicals brought into the workplace, no incense, scented candles, strong perfumes, strong chemicals or wax burners will be allowed in CLABQ offices. If an individual is having a reaction to any odor in the office it needs to be brought to the Center Director’s attention immediately.
Fur bearing animals such as dogs and cats will not be brought into the office. People may have allergic reactions to them plus their hair will be left behind that may affect people later.
Service animals will be dealt with on a case by case basis. Special work locations may be designated for these animals and they will not be allowed to roam the offices freely. Service animal documentation will be furnished to the Center Director prior to the animal being allowed in the office.
Attendance is a key factor in your job performance. You are expected to report to work on time. Reasons for tardiness need to be legitimate and communicated to the worksite supervisor as soon as possible. You are expected to adhere to the work schedule you have set up and be in accordance with any program you are in. You will determine your work schedule by recording it at the Action Center. Any absences should be reported to the worksite supervisor as soon as possible. (Call 505-296-3114). If you are absent for any reason or plan to arrive late or leave early, you must notify your supervisor or the center director as far in advance as possible and no later than one hour before the start of your scheduled work day. In the event of an emergency, you must notify your supervisor as soon as possible. Excessive absences (whether excused or unexcused), tardiness or leaving early is unacceptable and may result in termination.
For all absences extending longer than one day, you must telephone your immediate supervisor prior to the start of each scheduled workday. When reporting an absence, you should indicate the nature of the problem causing your absence and your expected return-to- work date. Some programs may require a physician’s statement as proof of any illness as defined by the programs.
Except as provided in other policies, anyone who is absent from work for three consecutive days without notification to his or her supervisor or the Executive Director will be considered to have voluntarily terminated his or her time at CLABQ. Returning to CLABQ will be at the discretion of the Center Director or Executive Director.
Excessive absences, tardiness or leaving early may be grounds for discipline up to and including termination. CLABQ may counsel staff prior to termination for excessive absences, tardiness or leaving early.
If you have agreed to volunteer, please coordinate your schedule with the center director and let that person know if your schedule changes.
Everyone is required to sign in and out daily. This may be recorded on paper or electronically depending on the capabilities of the Action Center. If you are required to turn in a time sheet to a program, you alone are responsible for filling it out and submitting all paperwork. CLABQ will review and sign as needed.
Staff should schedule when they will work by entering dates and times on the office scheduling sheets.
The normal work week for CLABQ shall consist of five (5), eight and one-half (8 1/2) hour days. Ordinarily, work hours are from 9:00 a.m. - 5:00 p.m., Monday through Friday. If you are in a hosted program, after five (5) hours of work you must take 30 minutes (unpaid) for lunch (This is mandatory). Staff may request the opportunity to vary their work schedules to better accommodate personal responsibilities. Holidays and inclement weather days that result in office closures will be dealt with on a case by case basis. Most of the hosted programs have options to make up the hours needed. Refer to their guidelines to make up any hours. Please adhere to your scheduled hours. Any hours worked beyond the hours required by the particular program you are associated with, will not be reimbursed by the program or CLABQ. Some of our sponsoring agencies Do Not allow additional volunteer hours, so please keep track of your time.
After two hours of work a 15 minute break may be taken. This will be counted toward program hours but is not mandatory.
A minimum (average) of 4 hours of service per week is requested, but not required for standard volunteers. Volunteer hours are flexible. With the exception of holidays, our volunteers are welcome to come in anytime from 9 a.m. to 5 p.m., Monday – Friday.
Once you have agreed to be available for a particular shift, we count on you to be there. In the event you are unable to be at your shift, please call the supervisor at 505-296-3114 to report an absence or tardy.
CLABQ offices in Albuquerque will close to match the University of New Mexico closure schedule. This information is available by calling 277-SNOW (7669).
CLABQ will be closed on the following days:
New Year's Day
Martin Luther King Day
Good Friday (Vernal Holiday)
The Day After Thanksgiving Day
People in our organization come from several different programs or no program at all. Any time spent helping at CLABQ beyond your program requirements is considered volunteer time and your program will not pay you for it. Some programs to not allow their participants to do any volunteer time at a hosting location so be aware of what is expected of you.
Everyone is responsible for safety and security at our work sites. If you identify anything that you think is unsafe or might be a security concern bring it to your supervisor’s attention. Worksite supervisors should provide you with instruction in safety procedures and the proper use of equipment. You are required to follow all safety regulations. To minimize the risk of an accident/injury happening at the worksite, the worksite supervisor needs to provide instruction in proper tool and/or equipment handling, general safety, and emergency procedures on the first day of the job and when anything changes.
If you are injured, you must report all injuries to your supervisor, the Center Director or the Executive Director. Falls, strains and bruises are some examples of injuries that may worsen as time passes, so it is important that you report injuries immediately to the appropriate people. We do have insurance but to be covered, injuries must have occurred during work hours and been reported within 24 hours after occurrence.
Along with collecting information and entering it in the CLABQ database, personnel will be assigned projects from time to time. Supervisors will be reviewing work assignments periodically to ensure instructions are understood and the product is developed as desired.
Reimbursement is authorized for reasonable and necessary expenses incurred in carrying out job responsibilities. Any such expense must be approved by the Center Director or Executive Director in advance. Mileage or transportation, parking fees, business telephone calls, and meal costs when required to attend a luncheon or banquet, are all illustrative of reasonable and necessary expenses.
Staff serving in an official capacity for CLABQ at conferences and meetings may be reimbursed for actual and necessary expenses incurred, such as travel expenses, meal costs, lodging, tips and registration fees. When attending meetings that have been approved in advance by the Executive Director, staff are reimbursed for travel expenses, course fees, and costs of meals and lodging at the current government rates. Staff may also request a travel advance to cover anticipated expenses approved travel.
Staff are responsible for transportation costs between the office and home during normal work hours.
Forms are provided to request reimbursement for actual expenses and advance payment for travel. Receipts must be provided for all expenditures made in order to claim reimbursement.
Personnel records will be maintained for every individual working in the CLABQ offices. No sensitive information will be stored in them and staff may review their record at any time by contacting the Center Director. Only information directly related to their work at CLABQ or any program they are in will be maintained.
Either CLABQ or the staff member may initiate separation. The Executive Director has authority to utilize or separate all staff.
Circumstances under which separation may occur include:
When a person leaves or is suspended from work, their email will be suspended (not deleted) and reviewed to determine if any information in the email or Google Drive belongs to CLABQ. Any information useful to CLABQ will be either forwarded or shared from the account with the appropriate people.
Any personal information will be deleted.
All work at CLABQ is "at-will." That means that staff may be terminated from CLABQ with or without cause, and staff are free to leave CLABQ with or without cause. Reasons for discharge may include, but are not limited to:
At the sole discretion of the Center Director, the staff member may be asked to leave immediately or be given a period of notice. Decisions may be appealed to the Executive Director
Staff are responsible for CLABQ equipment, property and work products that may be issued to them and/or are in their possession or control, including but not limited to:
In the event of separation from CLABQ, or immediately upon request by the Executive Director or his or her designee, Staff must return all CLABQ property that is in their possession or control.
All project and office documentation will not be removed from the center unless being transported to another CLABQ facility or meeting.
As part of work assignments, CLABQ may assign personnel to research and/or request donations from certain organizations. This is included in the job description and is separate from the personal solicitation rules.
Staff are prohibited from soliciting (personally or via electronic mail) for membership, pledges, subscriptions, the collection of money or for any other unauthorized purpose anywhere on CLABQ property during work time, especially those of a partisan or political nature. “Work time” includes time spent in actual performance of job duties but does not include lunch periods. Non-working staff may not solicit or distribute to working staff. Persons who are not working at CLABQ may not solicit or distribute literature on CLABQ’s premises at any time for any reason.
Staff are prohibited from distributing, circulating or posting (on bulletin boards, refrigerators, walls, etc.) literature, petitions or other materials at any time for any purpose without the prior approval of the Center Director or his/her designee.
Absolutely no loaning of money amongst volunteers or staff is allowed.
Outside organizations may request the use of CLABQ facilities. Center Directors may approve the use of the facilities as long as it does not adversely affect the CLABQ mission or violate one of its policies.
Personnel in Hosted Programs may work in one of the following job descriptions.
Volunteers at Action Centers may work in the following positions:
During the course of normal operations and in accordance with CLABQ Policies, individuals will be required to sign forms such as Confidentiality Statements, Non-Disclosure Statements and Privacy Statements.
Hosted program personnel will be involved in the CLABQ Training Program. Each new person will receive an orientation prior to starting work. If the individual is in a program documentation must be received from the program outlining the responsibilities of all parties before the orientation. For TANF and Career Link this is the Workplace Participation Agreement (WPA).
Personnel in hosted programs will not drive for CLABQ business. Other individuals may drive their personal vehicles on CLABQ business but they need to understand that their personal insurance is responsible for any insurance related incident.
Personnel will only use computers and the Internet for CLABQ or hosted program business. Other activities such as personal use of social media, visiting pornographic sites and other non-business related activities are strictly prohibited. Please see the Information Technology Policy on the CLABQ.Org website.
Board Governance Policy
Code of Ethics
Conflict of Interest Policy
Document Retention and Destruction Policy
Executive Compensation Policy
General Corporate Policies
Gift Acceptance Policy
Information Technology Policy
Joint Venture Policy
Whistleblower Protection Policy.
These current policies are available online at http://www.clabq.org
Approved by the Executive Committee of the CLABQ Board of Directors
CLABQ Volunteer & Hosted Program Handbook 2/14/2017