HomeMy Public PortalAbout103.5 - Executive Offices - Office of Community Affairs - Volunteer Program
103.5: Orlando Volunteer Program
Objective:
To recruit, screen, track, train, place recognize and reward citizen volunteers.
Authority:
This policy and procedure approved by City Council December 7, 2020, Item A-6.
Direction:
The Orlando Cares Volunteer Program Coordinator is supervised by the Community Outreach Manager under direction of the Director of the Office of Community Affairs.
Functions:
Orlando Cares Volunteer Program
The Volunteer Program Coordinator will:
Recruit, screen, train, place, recognize and reward citizen volunteers in city departments, offices, agencies and activities;
Track and report citizen volunteer hours and their impact;
Coordinate incentives, recognition, and rewards for city volunteers; and
Coordinate efforts with departmental Volunteer Supervisors to share information, develop job descriptions, assign volunteers and report their participation.
Special Mayoral Initiatives
Coordinate special volunteer initiatives or projects that address specific needs based on mayoral, departmental, or community recommendations; and
Coordinate special events and/or volunteer efforts to meet timely community needs.
Process
Requests for Volunteers
City Volunteer Supervisors will submit a clear, complete and current description of the duties and responsibilities of the position which volunteers are expected to fill, including a
description of the purpose and duties of the position, a designated supervisor and worksite location, a timeframe for the performance of the position and a listing of position qualifications.
This position description will be uploaded to the online volunteer management system. The Volunteer Program Coordinator will review each request for appropriateness, consistency and
clarity.
Recruitment of Volunteers
The City will proactively recruit volunteers with the intent of broadening and expanding citizen volunteer engagement in city operations. Volunteers will be recruited with a goal of
supporting a diverse and inclusive volunteer pool.
Eligibility
Interested applicants may apply for a volunteer position by submitting a completed online application using the Orlando Cares online volunteer portal. Applications will be reviewed on
an individual basis by prospective Volunteer Supervisors.
Minors
Volunteers aged 14 through 17 must obtain the written consent of a parent or guardian prior to volunteering. The volunteer positions assigned to a minor must be performed in a nonhazardous
environment and comply with all applicable requirements of child labor laws.
Application Process
Interested candidates who wish to volunteer with the City may apply for a posted position using the Orlando Cares online volunteer portal.
Volunteer Screening
Volunteer supervisors will screen and select candidates which meet the requirements of the position. Volunteer screening includes a mandatory criminal background check as described below.
If driving is a task for the position, a driver’s license and driving record check may be conducted.
Background Checks
The type of background check varies depending on the volunteer’s role and responsibilities. Candidates for a volunteer position who refuse to submit a criminal background check will
be precluded from volunteering with the City. Volunteers may only begin an assignment after a complete background check is conducted and the Volunteer Supervisor advises the volunteer
is cleared to begin the assignment. The Volunteer Supervisor will advise the volunteer of the next steps in the application process.
Interviewing
Prior to being assigned or placed in a position, all volunteers will be interviewed to determine the suitability and interest in a specific position. The purpose of the interview is
to determine the qualifications of the volunteer, commitment to fulfill the requirements of the position, and to answer any questions that the volunteer might have about the position.
Interviews may be conducted either in person, telephonically, or virtually.
Volunteer Orientation and Placement
Upon placement, the requesting department will conduct a general orientation regarding the purpose of the Department, Division or Office, the specific program, and the requirements of
the assigned position. The Volunteer Supervisor may also conduct an orientation session for volunteers.
Professional Services
Volunteers may only perform professional services for which currently certified or licensed. A copy of such certificate or license must be maintained in the volunteer’s profile in the
online volunteer portal.
Volunteer Training
Volunteers will receive specific on-site training to provide them with the information and skills necessary to perform their volunteer assignment. The timing and methods for delivery
of such training should be consistent with the complexity and demands of the position and the capabilities of the volunteer.
Supervision
Each volunteer who is accepted for a position with the City must have a designated supervisor who is responsible for direct management of the volunteer. The Volunteer Supervisor or designee
shall be responsible for the day-to-day management and guidance of the work of the volunteer and shall be available to the volunteer for consultation and assistance.
A volunteer may act as a supervisor of other volunteers, provided that the supervising volunteer is under the direct supervision of a paid city employee.
Maintenance of Records
Service records will be maintained on each volunteer with the City of Orlando, including dates of service, positions held, duties performed, and awards received. Volunteers and designated
Volunteer Supervisors shall be responsible for submitting all appropriate records and information to the online volunteer portal. Volunteer personnel records shall have the same confidentiality
as employee personnel records where applicable and specifically requested.
Staff Volunteer Management Training
City employees who supervise volunteers will receive an orientation training on working with volunteers and using the online volunteer portal. In-service training on effective volunteer
utilization will be provided to staff who are involved in volunteer management.
Recognition
An annual volunteer recognition event will be conducted to highlight and reward the contributions of City volunteers. Volunteer Supervisors will provide verification of volunteer service,
letters of recommendation and references as appropriate.
Department/Division/Office Volunteer Supervisors are encouraged to undertake on-going methods of recognition of volunteer service on a regular basis throughout the year.
Volunteer Separation
Volunteers may resign from volunteer service with the City at any time. Volunteers are requested to provide advance notice whenever possible.
Volunteers who do not adhere to the policies and procedures of the City or who fail to perform their assignment are subject to dismissal. Volunteer Supervisors shall report failures
to adhere to policy or failures to perform assignments to the Volunteer Program Coordinator.
The City Attorney’s Office shall be consulted by the Volunteer Program Coordinator at least one day prior to the dismissal of a volunteer. After consultation with the City Attorney’s
Office, the Volunteer Supervisor will be responsible for taking steps to officially separate the volunteer from City service.
Electronic door access cards, identification cards, and other property issued to the volunteer will be returned to the Human Resources Department on the last day of service. If an electronic
door access card and/or identification card is not returned within 24 hours of resignation or dismissal, the Volunteer Supervisor will immediately notify the Human Resources Department
in writing to take appropriate action.
A Volunteer Exit Survey and a thank you letter will be sent to volunteers leaving in good standing.
Forms:
Orlando Cares Online Volunteer Application
Orlando Cares Volunteer Handbook
Orlando Cares Volunteer Supervisor Style Guide
Committee Responsibilities:
None.
Reference:
This procedure adopted by City Council April 14, 2003; Amended by City Council December 7, 2020, Item A-6.
Date:
This policy effective December 7, 2020.
Executive Offices
Office of Community Affairs Section 103.5