4020 Volunteer Management Procedures | ADMINISTRATION-5600-MANUAL

DAS Volunteer policy and procedures provide structure and recommendations for DAS' Volunteer programs.

The Purpose of the DHS Division of Aging Services (DAS) volunteer program is to expand the aging network’s capacity to meet the needs of older Georgians and adults with disabilities. DAS is committed to increasing the impact of volunteers through the use of effective recruitment, placement, training, retention, and evaluation methods.

Additionally, DAS provides support to Area Agencies on Aging in the form of technical assistance, training, and recruitment assistance.

This chapter describes recommended and required procedures for the use of volunteers in DAS programs. These DAS programs list additional requirements for volunteers and may have alternative forms for volunteers to complete:

DAS recommends that Area Agencies on Aging develop procedures that are consistent with state-level policies.

Procedures refer to two types of volunteer opportunities: on-site and virtual

Location

Volunteers who serve on-site perform duties while stationed at on of DAS' office locations statewide. The work is typically performed during standard office hours.

Volunteers who serve in a virtual capacity perform functions at a remote location and communicate with a DAS supervisor by computer or by phone. The work is flexibly scheduled.

Duration

Volunteer assignments may be long-term, short-term, or episodic. The duration can vary, depending on the positions training requirements and the nature of the work. DAS recommends that supervisors set an end-date for each assignment with the option for a volunteer to recommit for additional time as needed.

Risk management procedures help to ensure that the aging network protects physical safety, client confidentiality, data integrity, and public confidence in the administration of programs and services.

Background Checks

Refer to DAS Manual 5600, Section 3036 for the Criminal History Investigations process. Also see SCREENING AND SELECTION PROCESS in this document.

Training

Appropriate, timely training is key to good risk management. DAS staff must make volunteers aware of foreseeable hazardous work, potential risks, and procedures to protect the safety of clients, volunteers, and staff. Refer to the Orientation and Training section for general standards.

Special Populations

Strong screening and placement strategies help to reduce potential risk to volunteers and clients. Refer to the Special Volunteer Populations section regarding assignments for minors and individuals fulfilling court-ordered community service requirements.

Transportation

Prospective volunteers whose volunteer responsibilities involve operation of a motor vehicle are subjected to three specific screening inquiries:

Driving offenses may disqualify applicants for roles involving driving. The nature and number of the offense(s) and when it (they) occurred will be considered in the screening decision.

Refer to DAS Manual 5300, Chapter 218 (Transportation Requirements), Section 218.9 (Volunteer Driver Programs) for policies regarding volunteers who drive DHS consumers.

Senior Centers

Refer to Manual 5300, Chapter 206 (Senior Center Requirements) for full staff requirements related to safety training, mandatory notices, and background checks. The following pertain specifically to volunteers:

All full-time staff (or volunteers at the collaborative sites) shall be trained to perform the following:

Any staff member (paid or unpaid or volunteer) who has direct contact with a participant must have a background check on file in accordance with DAS Manual 5600, Section 3036 (Criminal History Investigations).

If a volunteer experiences or causes an accident or injury of any kind, the volunteer must immediately report it to his or her DAS staff supervisor or to another DAS official. The DAS staff person who received notification is responsible for recording the incident in writing and immediately submitting the information to the appropriate Section Manager and the DAS Deputy Director.

Volunteers who violate safety standards, who cause hazardous or dangerous situations, or who fail to report such situations are subject to disciplinary action.

Refer to DHS Manual 1430, Section 1 (Liability Insurance Coverage), Part B (General Liability Coverage) for information regarding DOAS General Liability Insurance, Reference O.C.G.A §45-9-1. Broad Form State Employee Liability Coverage exclusions include the following: “Non-state employees or volunteers except when authorized by state law and only if a premium is paid by a state agency to insure non-State employees or volunteers.”

Note that some volunteer programs may offer federally based insurance coverage to volunteers. Consult program-specific volunteer policies for details.

Volunteers perform without compensation or special consideration for future employment.

Volunteers may receive small educational or promotional items in recognition of volunteer service, but such items may not be construed as payment for service. Items with a set monetary value such as gift cards or gas cards may not be purchased with State funds or monies intended to serve as a local match for State grants or allocations.

The Internal Revenue Service (IRS) does not allow volunteers to claim the value of donated volunteer time as a tax deduction. Volunteers may, however, deduct eligible out-of-pocket expenses (such as actual gas and oil costs) if such expenses are not reimbursed. For details see IRS Publication 526 and the IRS circular, Charities and Their Volunteers: Working Together to Help the Public.

The state level DAS offices listed below have developed program-specific policies and procedures for volunteer administration:

Refer to the programs' manuals for volunteer management policy and forms.

Before recruiting volunteers for a DAS program, DAS staff should assess whether they have sufficient space, equipment, projects, and supervisory time to accommodate a volunteer.

If projects are limited or resources are inadequate, staff within one or more sections may choose to share a volunteer’s time. Shared volunteers require a central supervisor who serves as a workflow coordinator.

Individuals interested in volunteering with the Division should call 1-866-552-4464 or visit the following page for more information: aging.georgia.gov/get-involved/volunteer-my-community.

Youth Volunteers

Although DAS strongly encourages young people to volunteer with older adults, some DAS programs do not accept volunteers under 18. When youth volunteering is permitted, volunteers under 18 must present the designated volunteer coordinator with a written letter of consent from a parent or guardian. Some programs may require individuals under 18 to be accompanied by a parent or guardian when volunteering.

Court-Ordered Community Service

Many programs and sites cannot accommodate court-ordered volunteers. Volunteer assignments that involve direct contact with vulnerable adults and/or access to sensitive client data are usually not available for court-ordered community service assignments.

Application

Individuals seeking a volunteer position with DAS must complete an application that includes the following elements:

DAS recommends that programs include the following supplementary questions to serve as a writing sample and provide insight into volunteers' compatibility with DAS:

Refer to Appendix D, Volunteer Application Sample.

Screening

DAS Staff must perform the following functions after receiving a completed application:

Refer to Appendix D, Volunteer Interview Questions Sample.

To be considered for a DAS volunteer position, the candidate must have the approval of the section manger or the program’s designated volunteer coordinator.

Conflicts of Interest

Each program manager should confer with his or her supervisor to determine what constitutes a conflict of interest for applicable volunteer programs. For recommendations, see LTCO Manual 5100, Part II, Chapter 400.

Non-Discrimination Policy

The Department of Human Services (DHS) is an equal opportunity employer, and does not discriminate on the basis of age, gender, color, disability, national origin, sexual orientation or political affiliation, race or religion. The Division/Office Directors and designees are responsible for ensuring compliance with this policy. Reference DHS Manual 1300, Policy 101.

Background Checks

Refer to DAS Manual 5600, Section 3036 (Criminal History Investigations) for requirements. Each prospective volunteer must submit a program-specific application, a DHS Consent for Release of Information form, and a DHS Live Scan Request form.

Criminal History Record Check forms are available in DHS Manual 1300, Section 504.

Volunteers should receive orientation within one week of the start of service. Orientation should include an introduction to HIPAA privacy standards, safety precautions appropriate to the assignment, and standards of conduct required of employees, interns, and volunteers.

Volunteers should receive training appropriate to the assignment at the start of volunteer service and at intervals to be determined by the supervisor.

Supervisors are expected to observe and consult with volunteers to determine in-service training needs during the course of the assignment. Volunteers who are moved from one assignment, section, or program to another are to receive re-training as needed.

Each volunteer should have a direct supervisor and a backup to ensure that coverage is available when needed.

Supervisors are responsible for the following:

Refer to Appendix D for the Volunteer Job Description template.

Each direct supervisor will evaluate a volunteer’s performance based on factors including, but not limited to standards regarding:

Policies and Procedures

MAN 14300, Section 1 (Liability Insurance Coverage)
MAN 5600, Section 3036 (Criminal History Investigations)
MAN 5100, Part III, Chapter 109 (Long-Term Care Ombudsman Program)
MAN 5200, Section 3000 (GeorgiaCares Program)
MAN 5300, Chapter 218 (Volunteer Driver Program)
MAN 5300, Chapter 206 (Senior Center Requirements)

Forms and Samples

MAN 1300, Section 1704 (Criminal Background Checks)
MAN5600, Section 4020,
MAN 5600 Appendix D, Forms and Templates
Contents: Sample Volunteer Application,
Sample Volunteer Interview Questions,
Sample Job Description