Portage Township YMCA Volunteer Orientation Manual Updated: May 2013 By: Amber Alexander, Senior Program Director
Table of Contents Item Page # Overview & Purpose of this Document 2 A. Welcome Letter 3 B. Organization Details 3 1. Organization Mission Statement 3 2. Objectives/Goals for Organization 3 3. Impact of the Y 3 4. Organization Chart 4 5. Emergency Procedures 4 6. Hours of Operations 4 7. Vehicle Regulations/Parking 4 8. Communication 4 a. Dealing with Media 4 C. Volunteer Specific Information 5 1. The Importance Volunteers: Why Volunteer with the Y? 5 2. Paid Staff and Volunteer Relations 5 3. The Y s Commitment to Volunteers 5 4. Personnel Policies 6 a. Screening 6 b. Volunteer s Code of Conduct 6 c. Standard of Appearance 6 d. Rest Breaks & Related Activities 6 e. Volunteer Recognition & Benefits 7 f. Grievance Policy 7 g. Human Rights/ Sexual Harassment Policy 7 h. Resignation / Leave the Volunteer Program 7 5. Position Description 7 D. Conclusion 7 Overview & Purpose of this Document This Volunteer Orientation document is a general source of information about organizational policies, details, volunteer specific information, rights and expectations of the Portage Township YMCA. If you have any questions about the information in this handbook, please ask for clarification. Your supervisor can answer most questions, or contact the YMCA Human Resources Department directly at (219)762-9622.
Welcome to the Portage Township YMCA! Welcome Letter We are glad you have chosen to become a part of our YMCA family. Whatever your responsibilities within the YMCA, you are important as we work improve our community through youth development, healthy living, & social responsibility. We truly appreciate you embracing your social responsibility to volunteer your time with us. We truly feel that we are making an impact in our community! With over 4,400 full-time members and nearly 5,000 program members, we are reaching almost 10,000 people in Portage! Welcome, again, to the YMCA family. We hope you re just as excited to be a part of our family as we are to welcome you. Organization Details YMCA Mission and Vision Statements The Portage Township YMCA shares our mission statement with the national YMCA, Y-USA. Our Y works to put Christian principles into practice through programs that build healthy spirit, mind and body for all. Our vision is to strengthen our role and our work as the country s leader in nurturing the healthy development of children and teens, supporting families and strengthening communities. Objectives of Our Y We believe it is our essential job to give youth and adults the experiences that help them develop a set of positive values, morals and ethics by which to live. YMCA programs should nurture the successful development of all so that everyone that comes into contact with our volunteers and staff will personally learn, grow and thrive. The YMCA involves millions of children, families and individuals nationwide and worldwide in its unique forms of leadership development, character development, community involvement, youth development and family strengthening. Here at the Portage Township YMCA, we strive to achieve these common goals and visions. Impact of the Y Every day, the Y works to address the most pressing needs in the community it serves by making sure that everyone, regardless of age, income or background, has the opportunity to learn, grow and thrive. When you give your time to the Y, you help to strengthen our community and move us all forward. As one of the nations, leading nonprofits for youth development, healthy living and social responsibility, the Y uses your gift of time to make a meaningful, enduring impact right in your own neighborhood.
Organizational Chart You will receive an attachment to this document that shows the organizational chart. Listed, you will find the chain of command and the hierarchy of the YMCA department supervisors. If you should have any questions regarding this, please see your supervisor or contact the Human Resources Department at 762-9622. Emergency Procedures You will receive a copy of our Emergency Policies and Procedures regarding the YMCA facility. Please read through this document and refer to it for any information. If you should have any questions regarding this, please see your supervisor or contact the Human Resources Department at 762-9622. Hours of Operation The Portage Township YMCA building is open 4am 10pm Monday through Friday and 6am 6pm Saturday and Sunday. We are closed only on seven national holidays each year. Other facilities hosting YMCA programs may have their own hours of operations. If you should have any questions regarding this, please see your supervisor or contact the Welcome Center at 762-9622. Vehicle Regulations/Parking As a courtesy to our members, we asked that you park on the sides or near the back of the parking lot to allow the members easy access to the facility. Our YMCA does have a ticketing system for those in violation of regulations in the parking lot. We ticket for the following infractions: parking in handicap spaces without proper tagging, double parking (taking up two spaces with one vehicle), parking in the 5-minute child pick-up spaces for more than 5 minutes and also parking in the fire lane (along the curb in front of the main entrance). Communication Communication is the key to any good relationship. The YMCA is all about building positive, healthy relationships between staff, members, program participants, community members and media. All volunteers are expected to act and communicate in a respectful manner to everyone at all times. Working with the Media: There may come a time you are asked to speak to the media as a YMCA representative. If that occurs, please remember that your words are being seen as those of someone representing the YMCA and not just as an individual. YMCA employees and volunteers do not speak to the media about political views, human resource issues or any accidents/emergencies that have occurred. Please refer to your Emergency Policies and Procedures manual section XIII entitle, Working with the Media for more information.
Volunteer Specific Information The Importance of Volunteers: Why Volunteer with the Y? The Y is a cause for strengthening communities, committed every day to youth development, healthy living and social responsibility. There is no other volunteer organization quite like the Y. That s because 10,000 communities across the nation, we have the presence and partnerships to not just promise, but to deliver, lasting personal and social change. Our Y is working tirelessly to nurture the potential of kids, improve the nation s health and well-being, and give back and support our neighbors. Each of our volunteers helps deliver the benefits of good health, strong connections, greater self-confidence and a sense of security to all who seek it. Paid Staff & Volunteer Relations Paid staff and volunteers shall treat each other with mutual respect, work well together and in unison to achieve excellence in all aspects of the program. Paid staff members are to train, guide and answer volunteer questions and help the volunteer have a positive experience. Volunteers are to support and take guidance from paid staff to ensure a positive experience for all. Statement of Commitment As the nation s leading nonprofit for youth development, healthy living and social responsibility, the Y provides kids, adults, families and communities with vital support and opportunities to learn, grow and thrive. Our Y commits to provide each member, volunteer and individual with the following: An engaging and fun atmosphere with a positive approach to supporting members, staff and volunteers with a facility, equipment, and workspace that are clean, attractive, safe and well-maintained; Support to reach your personal and professional goals, words of encouragement, written notes, email or one-on-one coaching; Making connections for individuals and communities to succeed; Providing program and service options that meet the needs of the community and provide a variety in healthy spirit, mind and body for all; Inspiration for YMCA and community members to partner with us to fulfill the YMCA mission and vision and inspire others to influence and impact a movement bigger than them.
Personnel Policies Screening Each volunteer will be given the opportunity to express and discuss with the Volunteer Coordinator where their time would be most valuably spent for both themselves and the YMCA. This appointment will be set for a mutually agreeable time between the Volunteer Coordinator and the volunteer. After this meeting, the Volunteer Coordinator will discuss and attempt to retrieve approval from the corresponding Department Head about the volunteer helping in their program. Only Department Heads may approve a volunteer s presence in their program. Any person, whether staff member or volunteer, who is working with children is required by Indiana State Law to submit to a full background check. Before you are placed into a volunteer opportunity, you must sign your consent for the Portage Township YMCA to request a background check on you, using the information that you have provided. This background check comes at a $7 cost to the Y. You must pay this $7 initially and it will be returned to you upon completion of 30 volunteer hours of service to our organization. All volunteers must attend a Child Abuse Prevention class, free of charge, before they begin their volunteer time with the Y. CPR and Basic First-Aid training when it is made available free of charge to you, is optional. The Portage Township YMCA does both random and reasonable cause drug testing of both staff and volunteers. You must sign your consent to submit to a drug-test if called upon by the Y to do so as the YMCA is a drug-free environment. Volunteer s Code of Conduct Volunteers are held to the same Code of Conduct as YMCA employees. You will receive as an attachment to this packet, a document from the YMCA Employee Handbook regarding employee conduct and disciplinary measures. Standard of Appearance Each department of the YMCA has its own dress code, deemed appropriate for the tasks asked of the department. You will receive, as an attachment to this document, the dress code as stated in the YMCA Employee Handbook. The dress code for the department to which you have been assigned may differ slightly, depending on the functions of the department. Rest Breaks The Portage Township YMCA stays in compliance with all Indiana state codes regarding employee breaks. Following is the Indiana Labor Law in regards to breaks according to the Indiana Department of Labor website: Indiana state law does not generally require employers to provide rest breaks, meal breaks, or breaks for other purposes to adult employees. Minor employees (under 18 years of age) who work six or more hours in a shift must be given one or two breaks totaling at least 30 minutes. These breaks may be taken
at any point during the minor's shift. Indiana Administrative Code 610 IAC 10-3-1 requires break logs to be maintained by the employer to document all breaks provided to minor employees. Volunteer Recognition & Benefits A volunteer appreciation luncheon will be semi-annually on a Saturday. Each volunteer will be catered to by employees in the department which they serve on this day. They will be given a certificate of appreciation from the Volunteer Coordinator and any other gifts of appreciation may be offered by their departments staff. All Portage Township YMCA volunteers will be recognized annually by the Board of Directors during their April meeting. Board meetings are always the third Thursday of each month at 7:30am. Grievance Policy In all volunteer job descriptions, you will notice that it is expected that the volunteer be respectful and get along with paid staff. Like many other organizations, the Portage Township YMCA operates on a chain of command basis. This means that if an employee has an issue or concern, they must go directly to their supervisor. As volunteers, you will be welcomed to the YMCA with the same regard as staff members. You will also be held accountable in many of the same ways. If there is an issue that arises between yourself and a staff member, you should first try to work that out. If it is irreconcilable on that level, you may report it to the department head for which you are volunteering, whom will mediate the discussion between the two parties. If that still does not work, you may report it to the Volunteer Coordinator. Human Rights / Sexual Harassment Policy Volunteers are held to the same Code of Conduct as YMCA employees. You will receive as an attachment to this packet, a document from the YMCA Employee Handbook regarding the Portage Township YMCA s harassment policy. Resignation / Leave the Volunteer Program A volunteer may leave or resign from the program at any time. We ask that you turn in a hand-written resignation or email the Volunteer Coordinator directly designating your last day to volunteer with our organization before you do, but will understand if there is not time to do so. Job Descriptions All volunteer positions have a job description. Each volunteer may review all positions job description before choosing a position well-suited for themselves. Job descriptions will be available at the YMCA Welcome Desk at all times.
Conclusion Thank you for reading our volunteer orientation manual. If you should have any questions, please do not hesitate to contact the Volunteer Coordinator or your assigned Department Head for assistance. Welcome to the Y family!