POLICY REGARDING VOLUNTEER PROGRAMME Name of Policy: Reference Number: Recommended By: Volunteer Programme AKC/Residential Care/15/V2/2015-11-23 Professional Committee Date of Approval by Board: 23 November 2015 Page 1 of 12
Table of Contents 1. PRE-AMBLE... 3 2. POLICY STATEMENT... 3 3 PURPOSE... 3 4. MISSION OF ABRAHAM KRIEL MARIA KLOPPERS CHILDREN S HOME... 3 5. THE VOLUNTEER PROGRAMME... 4 5.1 Goal of the volunteer programme... 4 5.2 Definition of a volunteer... 4 5.3 Service at the discretion of the organization... 5 5.4 Volunteer rights and responsibilities... 5 5.5 Scope of volunteer involvement... 5 6. VOLUNTEER RECRUITMENT, SELECTION AND SCREENING... 6 6.1 Criteria for volunteers... 6 6.2 Selection procedures... 6 6.3 Placement of volunteer within the organization... 7 6.3.1 Placement at Trauma units... 7 6.3.2 Recruitment... 7 6.3.3 Recruitment of Minors... 7 6.3.4 Professional Services... 7 6.3.5 Length of Service... 8 7. VOLUNTEER DATA BASE... 8 8. REPRESENTATION OF THE ORGANISATION... 8 9. INDEMNITY... 8 10. CONFIDENTIALITY... 8 Volunteer Application Form... 9 Volunteer Indemnity Form... 12 Page 2 of 12
1. PRE-AMBLE The achievement of the goals of this organization is best served by the active participation of citizens of the community. To this end, the organization accepts and encourages the involvement of volunteers at all levels of the organization and within all appropriate programmes and activities. 2. POLICY STATEMENT 2.1 Abraham Kriel Childcare has the responsibility to care for all the children in their care according to the legal minimum standards of childcare. The organization is also responsible for the safety of each child. 2.2 The involvement and services of volunteers are invaluable in the tremendous challenge of developing and caring for the children. In the light of the legal responsibility mentioned above, Abraham Kriel Childcare needs to ensure that the utilization of volunteers is always for the benefit of all children and geared toward their best interest. 2.3 The screening, guidance and management of the volunteers involved is therefore of utmost importance. 2.4 As Abraham Kriel Childcare realizes and appreciates the sacrifice that volunteers are making in giving their time to the organization, the volunteer programme should always take care and nurture the volunteers involvement. 2.5 All staff of Abraham Kriel Childcare should treat volunteers with appreciation and respect and should provide guidance and information as needed. 3 PURPOSE The purpose of this policy is to provide overall guidance and direction to staff and volunteers engaged in volunteer work to deal with the selection and placement of volunteers within the boundaries of our mission, the law, the best interest of the child and the needs of the organization. 4. MISSION OF ABRAHAM KRIEL MARIA KLOPPERS CHILDREN S HOME From a Christian frame of reference, to care for committed children in our residential facilities and to develop, empower and reintegrate them and other socially disrupted and disadvantaged children and families to enable them to function independently and to contribute to society Page 3 of 12
5. THE VOLUNTEER PROGRAMME 5.1 Goal of the volunteer programme Volunteers are viewed as a valuable resource to this organization, its staff, and its clients. The goal of the volunteer programme is to utilize volunteers in expanding existing services, initiate new programmes and to provide general assistance according to the needs of the organization. 5.2 Definition of a volunteer A volunteer is anyone who without compensation or expectation of compensation performs a task at the direction of and on behalf of the organization. There is more than one type of volunteer. 5.2.1 There are people that volunteer to get involved on an individual basis and normally with the children directly. These volunteers must be officially screened and be approved by the respective Child Care Committees. 5.2.2 Then there are volunteers participating in student community service activities, student intern projects, corporate volunteer programmes, and other volunteer referral programmes. In each of these cases, however, a special agreement must be in effect with the organization, school, or programme from which the special case volunteers originate and must identify responsibility for management and care of the volunteers. 5.2.3 The organization s host parent system allows for another type of volunteer. A host family s main aim would be to provide exposure to a child from a children s home to their family life. A volunteer that wishes to become a host parent is required to undergo a separate screening process and adhere to the policy applicable to host families. 5.2.4 Members of the Board of Directors, house-committees and church committees involved in Abraham Kriel Childcare are also giving their time and expertize on a voluntary basis. Their particulars will also be needed for the volunteer database. The roles of house committee members are defined in the Procedure Manuals of individual satellite homes. 5.2.5 Another type of volunteer is the volunteer childcare worker that may receive compensation from donors or the state. These volunteers are treated according to the procedures applicable to any employee. The rest of this document does not apply to this category of volunteers. Page 4 of 12
5.2.6 The option of long term international volunteering with a contractual agreement is possible at some divisions of Abraham Kriel Childcare. An example of this option is the volunteer program that Maria Kloppers has where German volunteers will do between 3 to 12 months service while staying in at the facility. A specific programme with guidelines is in place for this type of volunteer work. See programme attached as Annexure A. 5.3 Service at the discretion of the organization The organization accepts the service of approved volunteers with the understanding that such service is at the sole discretion of the organization. Volunteers agree that the organization may at any time, for whatever reason, decide to terminate the volunteer s relationship with the organization. Notice of such a decision should be communicated in writing as soon as possible to the volunteer. The volunteer may at any time, for whatever reason, decide to sever the volunteer s relationship with the organization. Notice of such a decision should be communicated in writing as soon as possible to Abraham Kriel Childcare. 5.4 Volunteer rights and responsibilities Volunteers shall be extended the right to be given meaningful assignments, the right to be treated as equals and the right to non-financial recognition for work done. In return, volunteers shall agree to actively perform their duties to the best of their abilities and to remain loyal to the goals and procedures of the organization. All their actions should be in the best interest of the children and in partnership with the employees of AKC. 5.5 Scope of volunteer involvement Volunteers may be utilized in all programmes and activities of AKC as long as the volunteer is not utilized to displace any paid employees from their positions. Volunteers will be screened and identified to be part of one of the following categories (depending on the interests and expertise of the volunteer and the needs of the organisation): Educational Recreation Spiritual Medical and other therapeutic services Page 5 of 12
Life skills School leavers Maintenance Support of staff members General Functions and special occasions Administrative and expert assistance 6. VOLUNTEER RECRUITMENT, SELECTION AND SCREENING 6.1 Criteria for volunteers Volunteers should adhere to the following criteria: a) Be willing to co-operate during the screening process b) To participate when necessary in orientation and volunteer training c) Should be a mature, stable person with a positive mental well-being and healthy norms and values d) Have the ability to work as a team member with the involved staff members in the volunteer s specific field of service delivery 6.2 Selection procedures Volunteers that will work on an individual basis with children for an extended period of time will be screened as follows: The application form should be completed and submitted with an affidavit signed by the SAPS that the person has not been convicted of a sexual crime. An interview will be arranged with the designated staff member responsible for volunteers. Any other staff member may be invited to the interview as well. The interview should determine the qualifications of the volunteer, their commitment to fulfil the requirements of the position, and should answer any questions that the volunteer might have about the position. Interviews may be conducted either in person or by other means. The application will then be presented to the Childcare Meeting of the Business Unit and the potential volunteer will be informed of the results of the application. Volunteers that form part of a group of people that will get involved on an adhoc basis, as discussed previously, will be asked to complete the application form in order to get their particulars. Abraham Kriel Childcare will enter into an agreement with them that will state their intent, as well their awareness of the content of this policy document. Page 6 of 12
6.3 Placement of volunteer within the organization In placing a volunteer in a position, attention shall be paid to the interests and capabilities of the volunteer and to the requirements of the volunteer position. No placement shall be made unless the requirements of both the volunteer and the organization can be met: No volunteer should be assigned to a make-work position and no position should be given to an unqualified or uninterested volunteer. The organisation can require additional screening procedures or interviews at any time. 6.3.1 Placement at Trauma units Where volunteers are to be placed in direct contact with children in the trauma units, additional screening procedures must be instituted. These procedures will include reference checks, direct background investigation, criminal investigation, CPR vetting; psychometric tests and additional interviews with social workers etc. Volunteers who refuse permission for conduct of these checks will not be accepted for placement with these clients. 6.3.2 Recruitment Volunteers shall be recruited on a pro-active basis, with the intent of broadening and expanding the volunteer involvement of the community. Volunteers shall be recruited without regard to gender, handicap, age, race or other condition. The sole qualification for volunteer recruitment shall be suitability to perform a task on behalf of the organization. Volunteers may be recruited through either an interest in specific functions or through a general interest in volunteering which will later be matched with a specific function. 6.3.3 Recruitment of Minors Volunteers under the age of 18 years must have the written consent of a parent or guardian prior to volunteering, unless they form part of a group of ad-hoc volunteers. The volunteer services assigned to a minor should be performed in a non-hazardous environment and should comply with all appropriate requirements of child labour laws. (Refer to paragraph 5.2.2) 6.3.4 Professional Services Volunteers shall not perform professional services for which certification or licensing is required unless currently certified or licensed to do so. A copy of such certificate or license should be maintained by the organization. At the discretion of the organization additional information may be required. Page 7 of 12
6.3.5 Length of Service In certain cases volunteers may be required to commit themselves for predetermined length of service. 7. VOLUNTEER DATA BASE A system of records in the SCS database will be maintained on each volunteer with the organisation, including personal details, placement within the organisation and other relevant information. Volunteer personnel records shall be accorded the same confidentiality as staff personnel records. 8. REPRESENTATION OF THE ORGANISATION Prior to any action or public statement which affect or obligate the organisation, volunteers should seek prior approval from appropriate staff. These actions may include, but are not limited to, public statements to the press, coalition or lobbying efforts with other organisations, or any agreements involving contractual or other financial obligations. 9. INDEMNITY All volunteers must sign an indemnity form for any damage/injury to himself or his belongings. 10. CONFIDENTIALITY Volunteers are responsible for maintaining the confidentiality of all proprietary or privileged information to which they are exposed while serving as a volunteer, whether this information involves a single staff, volunteer, client, or other person or involves overall organisation business. Volunteers as described in category 5.2.1; 5.2.3; 5.2.4 must sign AKC s code of confidentiality. Failure to maintain confidentiality may result in termination of the volunteer s relationship with the organisation or other corrective action. Page 8 of 12
VOLUNTEER APPLICATION FORM Please answer the following as fully and accurately as possible to enable us to keep accurate statistics: Full name and title: Preferred name: Postal address: Tel (H): (W) If no telephone, please give us a number where we can leave a message for you: Cell: E-Mail: Date of birth: Age: Male/female: Marital status: Number and ages of children: Person to contact in event of emergency: Relationship to you: Tel (H) (W) When are you available to start volunteering? Why do you want to volunteer for us? Page 9 of 12
Detail any health problems that may affect you doing the voluntary task which you are interested in: Detail any health problems that you feel we need to be aware of in the event of you requiring emergency treatment e.g. diabetes, asthma, etc.: If you have any previous voluntary experience, detail what you did, where and when: If you are currently working, detail what you are doing, place, address and the date you commenced: Detail your current leisure activities and any other volunteering you intend to continue being involved in: How often, what days and what times would you be able to volunteer for us? How did you hear about our need for volunteers? Because we are committed to protecting our clients, volunteers and staff, we need two satisfactory references that we may contact. Please give names, email addresses and telephone numbers of two referees NOT family members: Page 10 of 12
1. 2. Please detail any other information that you feel we should know on a separate sheet. I, (name) confirm that the above Information is correct. Signature: Date: Page 11 of 12
VOLUNTEER INDEMNITY FORM By signing this indemnity form, I (volunteer at Abraham Kriel Childcare) agree to the terms set out below. This indemnity covers the participation of the volunteer in his/her work for AKC. The volunteer release, indemnify and shall keep indemnified, Abraham Kriel Childcare and any of their staff in respect of any and all liability, actions, suits, demands, claims, costs and/or losses directly or indirectly relating to, or arising from, any accident, illness, injury, death, loss or damage to property or any other event occurring during, or as a direct or indirect consequence, of any voluntary work done, except to the extent that the Loss is directly caused by the fault of Abraham Kriel Childcare. NAME OF VOLUNTEER SIGNATURE.. DATE... Page 12 of 12