RSVP Volunteer Handbook RSVP is sponsored by: 3 E. Pulteney Square Bath, NY 14810 607-664-2298 Patty Baroody, Director Last Update: 02/12/2018 CT Implemented: 01/01/2018
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 1 ~ Last Update 02/12/2018
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 2 ~ Last Update 02/12/2018 Table of Contents: Welcome … . RSVP Staff … . Sponsorship . . The Steuben County Office for the Aging … … National Service … … Senior Corps .
. RSVP . . CNCS Priority Areas . . Steuben County RSVP . . Funding . . Advisory Council . . Stations . . Volunteer Engagement … … Joining RSVP … … Volunteer Opportunities and Placements … . Non-RSVP Opportunities … .
Volunteer Responsibilities . . Volunteer Benefits … . Insurance . . Travel Expense and Reimbursements . . Reporting Volunteer Hours . . Other Important Information … … Special Limitations . . Background Check Guidelines . . Confidentiality Guidelines … … Inactive Status and Separation . . Grievances … . Volunteers with Disabilities … . Surveys and Evaluation . . Branding and Media . . 3 3 4 4 5 5 5 6 6 6 7 7 8 8 8 9 9 10 12 14 15 16 16 16 17 18 19 19 20 20
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 3 ~ Last Update 02/12/2018 Thank you for joining Steuben County RSVP! Whether you realize it or not, you have joined a national movement of older adults using their experience, skills and time to give back to and improve the communities of Steuben County.
With a quick glance, I’m sure that you can see many unmet needs facing our residents. The fact that you recognized and have stepped forward to help do something about these needs indicate that you are indeed a very special and precious resource.
In order to help you help others more efficiently, Steuben County RSVP would like to share our guidelines and procedures with you. Understanding our organization and polices will help you be effective in your role as a RSVP volunteer. This handbook was designed to help with that purpose. The Steuben County RSVP Volunteer Handbook should answer any general question or concern you may have in fulfilling your role as a RSVP Volunteer. Knowing the benefits and guidelines will help you have an enjoyable and productive volunteer experience. If you ever have any questions regarding your role with RSVP, or any other concern, please do not hesitate to reach out to us.
We are here to assist you in your service to Steuben County, and our door is always open!
Sincerely, Christine Towner Steuben County RSVP Project Director Steuben County RSVP Staff Christine Towner – Project Director, email: email@example.com Mary Dugo – Volunteer Coordinator, email: firstname.lastname@example.org Kathy Burns – Special Projects Coordinator, email: email@example.com Please feel free to contact any staff member email or by calling the Steuben County Office for the Aging at 607-664-2298.
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 4 ~ Last Update 02/12/2018 Sponsorship of Steuben County RSVP The Steuben County Office for the Aging Director, Patty Baroody All RSVP projects are required to be sponsored by a greater entity.
For Steuben County RSVP, our sponsor is the Steuben County Office for the Aging. RSVP Volunteers help further the goals and mission of our sponsoring agency. MOTTO: “The new age of aging – working together for innovative solutions” MISSION: To maximize quality of life, safety and independence for individuals of all ages and their caregivers through information, assistance and quality programming. HISTORY: Following the authorization of the Older Americans Act, local area agencies on aging were created to ensure the needs and rights of older persons were supported and protected. To that end, the services of the Steuben County Office for the Aging have grown by leaps and bounds since its establishment in 1984.
Supported by federal, state, county and other local funding, our programs assist with access to benefits and services to promote safe community living with emphasis on quality of life. As a result of this partnership, Steuben County RSVP promotes projects that reflect the initiatives of our sponsor. Our offices are located alongside the Office for the Aging. Office for the Aging hours are available Monday-Friday, 8:30 a.m. – 5:00 p.m., excluding recognized Steuben County holidays.
RSVP Office Locations and Contact Information: Bath: Main Office Steuben County Office Bldg 3 E. Pulteney Square Bath, NY 14810 607-664-2298 RSVP Office hours: Monday-Friday 8:30 a.m. – 5:00 p.m. (Excluding County Holidays) Corning: The Corning Senior Center 1 Park Lane Corning, NY 14830 Please contact via Bath office RSVP Office Hours: Available by appointment Hornell: The Hornell Senior Center 20 Broadway Mall Hornell, NY 14843 Please contact via Bath office RSVP Office Hours: Available by appointment
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 5 ~ Last Update 02/12/2018 National Service As a member of Steuben County RSVP, you are part of the National Service movement.
The federal agency which oversees all National Service projects is the Corporation for National and Community Service (CNCS). With the mission to “support the American culture of citizenship, service, and responsibility,” CNCS engages more than five million Americans through projects like AmeriCorps, Learn and Serve America, National Civilian Community Corps (NCCC), and Senior Corps. CNCS establishes the overall parameters of its programs, including guidelines on budget management, program development and performance measures. Each guideline is reviewed and approved by the appropriately corresponding committee of both the House of Representatives and the Senate before they are either enacted or changed.
Senior Corps Senior Corps taps the skills, talents, and experience of more than 245,000 Americans age 55 and over to meet a wide range of community challenges through three programs — RSVP, the Foster Grandparent Program (FGP), and the Senior Companion Program (SCP). The programs were originally mandated under the Domestic Volunteer Service Act of 1973 with similar aims. When the Corporation for National and Community Service was formed by then-president Bill Clinton in 1993, the three organizations were reformed into a single agency--Senior Corps. Each program has a unique history, and each was developed to meet a specific need.
But all were crafted on the same belief that older adults are valuable resources to their communities. RSVP Established in 1971 and now one of the largest senior volunteer organizations in the nation, RSVP engages more than 208,000 people age 55 and older in a diverse range of volunteer activities. Volunteers tutor children, renovate homes, teach English to immigrants, assist victims of natural disasters, provide independent living services, recruit and manage other volunteers, and serve their communities in many other ways. RSVP volunteers choose how, where, and how often they want to serve, with commitments ranging from a few hours to 40 hours per week.
RSVP is open to all people age 55 and over. Volunteers do not receive monetary incentives, but may be reimbursed for some costs incurred during service, such as transportation and meals.
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 6 ~ Last Update 02/12/2018 RSVP Summary of CNCS priority areas In 2009 Congress passed the Edward M. Kennedy Serve America Act, which laid the foundation for restructuring Senior Corps – especially RSVP. Volunteer service is concentrated in specific areas nationally, as well as having local priorities. The 6 Focus Areas of National Service are: Healthy Futures Education Economic Opportunity Disaster Services Veterans and Military Families Environmental Stewardship Steuben County RSVP has chosen Heathy Futures as our primary concentration of volunteer service as it closely aligns with the mission of our sponsor, the Steuben County Office for the Aging.
Healthy Futures includes volunteer opportunities which support older adults’ independent living, which address food insecurity and which lead to healthy lifestyles. RSVP also has many opportunities available locally in the other focus areas listed. In addition, RSVP has opportunities in other community priorities that may not fit in the focus areas but are vital to the wellbeing of the community at large.
Steuben County RSVP RSVP was established in Steuben County in 1974. Originally part of the Department of Social Services, the program’s sponsorship was changed to the Steuben County Office for the Aging (SCOFA) when that department was established in 1984. SCOFA and RSVP work together to maintain program compliance, ensure community needs are recognized, and help promote the independence of older adults through volunteerism. Since its founding, RSVP has developed partnerships with over 60 different agencies serving Steuben County, and has collaboratively developed more than 150 different volunteer assignments.
This has allowed RSVP to develop into the premier resource for volunteer engagement in Steuben County.
Funding Primary support for Steuben County RSVP comes from the Corporation for National and Community Service (CNCS). CNCS oversees the administration of the RSVP grant via its state-level office in Albany, NY. Steuben County Government supports RSVP’s
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 7 ~ Last Update 02/12/2018 sponsorship through the Steuben County Office for the Aging and contributes required- match funding. RSVP is also supported by funding from the United Way of the Southern Tier, the New York State Office for the Aging (NYSOFA) and various other local funding opportunities as they are available.
The RSVP Advisory Council The RSVP Advisory Council assists the RSVP Project Director and the sponsor in recognizing community priorities, promoting support, and evaluating the program. The Advisory Council consists of 9 – 15 community members, including RSVP volunteers, local professionals, volunteer station representatives, and other community stakeholders.
The RSVP Advisory Council is a 501(C)4 organization, and as such is able to engage in fundraising activities to support the RSVP program. The RSVP Advisory Council meets quarterly, with various committees meeting as necessary. RSVP Stations RSVP partners with 501(C) organizations, local government agencies, and proprietary health care facilities in order to develop volunteer assignments that meet both community and organizational needs. A qualified agency that is partnered with a RSVP program is called a station.
Once the volunteer need has been identified, RSVP will work with the station to develop a job description.
The job description will include what the duties of the assignment are as well as any training, background check, etc. requirement is necessary for the volunteer to begin the assignment. In addition, RSVP and the station will work together in developing ways in which the impact of volunteers can be measures. At times, RSVP volunteers may be asked to help in the collection of this information. If this is the case, such activities will be outlined in the job description.
Stations agree to several responsibilities that affect RSVP volunteers, which are outlined in a Memorandum of Understanding (MOU). RSVP stations agree to: Create a safe environment for volunteers to work in and provide accessible sites for volunteers with physical limitations Interview and make final decisions on volunteer placements Conduct volunteer background checks as necessary for the assignment
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 8 ~ Last Update 02/12/2018 Provide volunteers with an orientation, in-service instruction and special training as necessary for the assignment Furnish all materials required for the volunteer to perform their assignment, as outlined in the job description Provide adequate supervision, guidance and support for volunteers Ensure that volunteers are not assigned to activities that would displace employees Volunteer Engagement Joining RSVP RSVP is open to anyone age 55 and over.
There are no income eligibility requirements that could prevent someone from becoming a RSVP Volunteer. By joining RSVP, you have the opportunity to donate your time, experience, skills and enthusiasm to your community and create a lasting impact on the lives of those who need help most. To join RSVP, you will be asked to complete an application and interview with RSVP Staff – typically our Volunteer Coordinator. Afterwards, you will be provided with an orientation to RSVP, followed by a discussion on possible assignments. Our goal is to “match” you with volunteer opportunities that appeal to you knowledge, skills, experiences and interests.
By the end of the process, you may have one or several assignment possibilities for you to decide on, as well as the appropriate contact information. Once you have made a decision, contact the station and schedule a time to meet with them. RSVP will also provide your information to the supervisors of the assignment that you expressed interest in as well.
Volunteer Opportunities and Placements Steuben County RSVP is partnered with over 60 different agencies, and offers more than 150 different assignments. Many of these assignments promote National Service priorities, including delivering meals to homebound individuals, offer companionship to older adults, give rides for older adults to medical appointments or grocery shopping, provide respite to caregivers, assist in food pantries and free summer meal programs, lead community wellness programs, tutor children and help out in classrooms, help with administrative duties like answering phones, assist with blood drives, support disaster response and preparedness, are docents and guides in local museums, and much, much more.
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 9 ~ Last Update 02/12/2018 After deciding on an assignment, RSVP Volunteers will need to contact the station where the assignment is managed. Volunteers typically will be required to fill out an application for the station, and interview with the assignment supervisor. Some assignments require certain background checks. These requirements, along with any necessary training, will be provided by the station. RSVP Staff is available to assist you in making the most of your volunteer experience. If you would like assistance making the connections with the stations managing the assignments you are interested in, our staff will be more than happy to help you.
Non-RSVP Opportunities Occasionally, RSVP may invite you to support volunteer needs with our partner agencies that will not count towards your RSVP Volunteer service time. Typically, these are one-time events that are important to the stations and the community at large, but may contradict with some of the rules RSVP must follow, or would be very difficult to accurately track volunteers’ involvement. Examples of these would be fundraising events or large-scale community volunteer events. Whenever RSVP promotes these sorts of events, we will make it clear that the hours you serve will not count towards your service time.
Volunteer Responsibilities Perform volunteer duties to the best of your ability. Observe the days and hours agreed upon, cooperate with staff and other volunteers, and follow the policies set forth by the volunteer station. If a problem should arise, speak with the assignment supervisor or a RSVP staff member. Be sure to follow sign-in and sign-out procedures at your assignment. Your volunteer hours are a valuable commodity! Tracking your hours helps RSVP and our partnered agencies tell the whole story of how we’re impacting our communities and changing lives for the better.
Volunteers should inform the assignment supervisor if unable to report to their assignment, will be late, or must leave early.
It is understandable that emergencies or conflicts will occur, but stations rely on volunteers to be prompt and dependable. The station is responsible for helping you feel comfortable and trained for the duties you are asked to perform on your assignment. If you do not understand any part of your volunteer assignment, speak with your assignment supervisor
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 10 ~ Last Update 02/12/2018 first. If you still feel unsure, please contact RSVP so we can assist in securing the training you need for your assignment or match you with a new assignment that you may find more rewarding. Inform your assignment supervisor in advance if you have plans to be away for any extended periods of time, or if you choose to discontinue your assignment. If the decision is made to discontinue your volunteer assignment, please contact the RSVP office as well.
Report any accident you experience while on duty to your assignment supervisor and to RSVP.
RSVP maintains secondary volunteer insurance on all RSVP volunteers, and we will be happy to file a claim on your behalf. Maintain the confidentiality of any information encountered at the volunteer assignment concerning the volunteer station, its employees, the people it serves, and/or other volunteers. Notify the RSVP office of any changes in personal information – name, address, phone number, driver’s license renewal date, etc.
Timesheets and mileage reimbursement requests should be filled out completely and submitted in a timely manner. Volunteer Benefits Personalized Matching Service: At your application and orientation process, RSVP staff will spend a great deal of time getting to know you. We will ask about your experiences, your goals and what things are important to you. In this way, we can help guide you to a volunteer experience that truly fulfilling. Opportunity to Meet Critical Needs: RSVP assesses critical community needs and seeks volunteers to address them. As a RSVP Volunteer, you will be informed of new volunteer opportunities which you may choose to respond to as you desire.
Surprising Health Benefits: There is increasing research that volunteering can support an active, healthy lifestyle in older adults. Research has shown that adults age 50 and over who volunteered as little as 2 hours a week actually lived longer than those who did not (Lee at al 2010). A study of Americans over age 60 found that those who volunteer reported lower disability and higher levels of well-being relative to non- volunteers. The effects of volunteering were found to be greater than other factors including income, education level, or marriage (Morrow-Howell et al., 2003).
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 11 ~ Last Update 02/12/2018 Increased Life Satisfaction/ A Sense of Purpose: As a RSVP Volunteer, you will have the opportunity to interact with other volunteers and staff striving to help those in need. Working together to bring about a change is a great way to bond with others and become part of a community. When you are matched with an assignment that reflects your skills, interests and experience, you will have a good chance of having fun while giving your time and helping others.
Mediation Assistance: Sometimes, conflicts arise in the course of an assignment.
RSVP staff will act as a mediator between stations and volunteer as necessary. Second Season Newsletter: As an RSVP Volunteer, you will automatically be signed up to receive the Steuben County Office for the Aging’s publication, Second Season, either by mail or by email. Inside you will find helpful information that will allow you to stay connected in this “new age of aging.” Recognition: RSVP believes that recognition is an important element of service. How RSVP chooses to recognize its volunteers’ service is considered with the input of the RSVP Advisory Council. These methods may change as the Advisory Council sees necessary, or as volunteer trends and desires indicate.
Currently, RSVP holds an annual recognition event, which we try to rotate through various locations in Steuben County. Volunteers in attendance at the event will receive pins according to their time in service as follows: 60 hours of service – RSVP lapel pin 5 years of service – pin with chain 10 year of service – pin with chain 15 years of service – pin with chain 20 years of service – pin with chain 25 years of service – pin with chain Recognition for additional years of service or individual milestone will be made at the recommendation and direction of the RSVP Advisory Council.
Volunteers earning recognition pins may pick them up either at the annual recognition event, or by making arrangements to pick them up at a RSVP office. Pins cannot be mailed to recipients. RSVP presents two awards annual as special volunteer recognition. Candidates are presented to the RSVP Advisory Council for consideration and selection: The Louise Argentieri Award is awarded to the RSVP with them greatest number of service hours logged with RSVP for the calendar year. A portion of those service hours must be in service to a Nation Service strategic goal (Healthy Futures, Economic
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 12 ~ Last Update 02/12/2018 Opportunity, Education, Disaster Services, Veterans and Military Families, or Environmental Stewardship). The Spirit of Volunteerism Award is presented to a RSVP Volunteer(s) that demonstrate exemplary dedication, compassion and effectiveness, embodying the concept of service to others. Veterans and Volunteers Serving Veterans are a category of volunteers that holds special distinction with National Service projects. As a result, Steuben County RSVP will provide certain recognition for these individuals.
Special Days of Service are also a consideration for National Service projects. These days include Martin Luther King, Jr. (MLK) Day, National Volunteer Recognition Day, Senior Corps Week, Patriots Day (9/11 Day), and others. Occasionally, Steuben County RSVP may host Day of Service Events to commemorate these occasions and invite RSVP Volunteers to participate, or bring media attention to a specific volunteer assignment. Insurance All RSVP Volunteers are provided supplemental insurance coverage while on their volunteer assignments. This is a wonderful benefit for volunteers, as it helps minimize the risks associated with volunteering.
The RSVP coverages are in effect only while you are on a RSVP-approved volunteer assignment. All coverage is secondary to insurance you already carry for yourself, such as health or auto insurance. Accidental Injury, Dismemberment and Death Insurance RSVP maintains a CIMA Volunteer Insurance policy, which activates in the unfortunate event of an injury sustained while on a volunteer assignment. Your personal medical insurance will be primary for any injury, and RSVP’s policy will act as secondary insurance. This will cover unanticipated expenses such as copays or deductibles you may experience as a direct result of the reported injury.
A claim must be filed within 60 days from the date of the incident, and will provide coverage for related medical treatment up to 1 year (365 days). In addition, RSVP policy will cover up to $2,500.00 should an incident of dismemberment or death occur while on your volunteer assignment. Volunteers will be asked, but are not required, to name a beneficiary for death benefits.
To activate this benefit, contact the RSVP office as soon as possible after the incident. RSVP will ask you related questions in order to file an incident report, and assist you in
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 13 ~ Last Update 02/12/2018 contacting CIMA to file the claim. RSVP will also coordinate with the associated station to assure the incident is properly documented. Personal Liability Insurance All RSVP Volunteers are provided with liability coverage to protect you should you be involved with an occurrence resulting in harm to another person or property while performing volunteer duties.
This insurance is secondary to any collectable insurance you may currently have. However, this coverage will not apply to: Personal injury or property damage arising out of the use of an automobile, aircraft, or watercraft Personal injury resulting from assault and battery committed by or at the direction of the volunteer Damage to property belonging to the volunteer Excess Auto Liability Protection under this form of insurance covers you for bodily injury or property damage liability resulting from the use of your own auto in connection with RSVP volunteer work. The limit includes driving directly between your residence and assignment location.
The amount of protection is a $2,000,000.00 combined single limit Bodily Injury and Property Damage for each accident. This insurance is in excess of an amount equal to the applicable limits of liability of any other insurance collected by the insured. However, this insurance does not apply to any damage sustained to the volunteer’s automobile. Legal Defense Steuben County will defend any covered suit against the volunteer seeking damages on account of personal injury, bodily injury, or property damage which exceeds any other valid or collectible insurance available to the volunteer.
Filing a Claim As with all insurance plans, it is important to file your claim in a timely manner. Therefore it is important to contact both your volunteer station and the RSVP office as soon as you are able if you experience an accidental occurrence. Incident reports will be completed, and the RSVP Project Director will work with you to help you complete, file and track your claims.
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 14 ~ Last Update 02/12/2018 Travel Expenses and Reimbursement RSVP offers modest travel and expense reimbursement for RSVP Volunteers.
During your orientation process, you will be asked to complete a Steuben County Vendor Application, provided by the Steuben County Finance Department. Reimbursements cannot be issued without this form completed and on file. This form will give you the option to have reimbursements sent to you either as a mailed, paper check or as a direct deposit into the account of your choice. The reimbursement polices outlined in this handbook are effective as of January 1st , 2018.
Mileage Reimbursement RSVP will reimburse you $0.15 per mile up to 150 miles for each calendar month (up to $22.50 per month, $270.00 per year). Mileage reimbursement may be requested for documented miles driven as part of your volunteer assignment, or from your residence to your volunteer assignment and back. Mileage may not be claimed if you are the passenger sharing a ride with another RSVP Volunteer. To receive mileage reimbursement, complete the Volunteer Mileage Reimbursement Form completely. Document each day you served on your assignment, along with the number of miles you wish to be compensated for.
The Volunteer Mileage Reimbursement Form must be reviewed and signed by your assignment supervisor before sending it to the RSVP office. Once received, RSVP staff will verify that your reimbursement claim accurately reflects the hours reported for the assignment. If discrepancies are noticed, RSVP staff will contact both you and your assignment supervisor for clarification. If volunteer service cannot be verified, your mileage claim may be either reduced or denied. Should this happen, your claim for will be returned to you with a letter of explanation and instructions on how to correct the inaccuracy.
If you serve on an assignment which offers mileage reimbursement, the RSVP benefit may be claimed supplemental to the reimbursement you receive from the station. Meals Typically, RSVP will not cover meals purchased by volunteers while working on assignment. However, if your assignment requires you to perform your volunteer duties for 6 or more continuous hours in a single day and the station will not provide a meal for you during that time, please contact the RSVP office. In a situation such as this, RSVP will ask you to complete and submit a Reimbursement Request Form along with the receipt from your meal purchase.
RSVP will verify the claim with the assignment supervisor, and then reimburse up to $10.00 towards the reported cost of your meal.
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 15 ~ Last Update 02/12/2018 Other Reimbursement Requests RSVP will reimburse expenses directly related to allowing you to qualify or perform a specific RSVP volunteer assignment. Examples of such an expense would be a copay charge from a medical exam required as part of the qualifications to serve at an assignment, or paying for a background check prior to being allowed to begin service. In such instances, RSVP will reimburse the full amount of the expense, providing that the associated expense is not already reimbursed by the station.
Volunteers wishing to request reimbursement will be required to complete and submit a Volunteer Reimbursement Request Form along with the receipt associated with the request. RSVP will verify the claim with the assignment supervisor, and then reimburse the full amount to you.
Payment of Reimbursement Claims To be eligible for reimbursement, RSVP Volunteers must complete the Steuben County Finance Department Vendor Form. Volunteers may choose to have reimbursements deposited directly into a specified account, or to have a paper check mailed. Claims for reimbursement are made on a monthly basis. Please avoid placing multiple months on a single reimbursement claim, especially if making multiple requests per month (for example mileage reimbursement for several days of service). Volunteers may submit a claim for expenses up to 12 months after the date the expense accrued.
Claims filed after the 12 month limit will not be accepted. Claim amounts must total a minimum of $5.00 before they will be processed. RSVP will hold reimbursement claims until the minimum processing amount is met, then forward the claims to Steuben County Finance for payment. If the minimum processing amount is not achieved within 12 months from the date of the claim, the request(s) will be voided. Reporting Volunteer Hours Service hours are our primary unit of measure for volunteer work, so making sure they are reported accurately and consistently are very important to RSVP. Most stations are just as concerned about tracking hours as RSVP, although some may not be.
However documenting your volunteer time is an important practice, and something you should make standard in your service. Accurately reporting service hours is also critical for RSVP volunteers seeking reimbursements. Reimbursements cannot be approved unless corresponding service hours are recorded.
Typically, there will be some sort of volunteer sign-in at your assignment. Learning where and how to sign in and out of your assignment should be part of the training
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 16 ~ Last Update 02/12/2018 provided at your station. Each month, the station will report RSVP Volunteers’ service hours, and RSVP will track them accordingly. Some assignments may not have a standard sign-in for volunteers. In this case, RSVP will allow volunteers to report their own hours. Hours may be reported electronically via the Web Assistant, an online hours reporting system accessible via the RSVP website.
Paper forms which can be faxed or mailed to RSVP are also available. If you wish to report your own hours, please contact the RSVP office so that we may train you on efficiently using the reporting tool of your choice.
Service hours are truly a unique and precious gift. The time that you spend helping others is a valuable commodity worth tracking and tells a greater story of the effect volunteers have in helping others and creating positive change in communities. Please don’t take your service hours lightly – we sure don’t! Other Important Information Special Limitations RSVP Volunteers shall not promote their religious or political beliefs while on duty at their assignment. Under no circumstance shall an RSVP Volunteer receive a fee-for-service. Fee- for-service is defined as compensation for services provided that benefit the volunteer and/or station.
RSVP Volunteers are not employees of the sponsor, the Steuben County Office for the Aging, Steuben County government, the Corporation for National and Community Service (CNCS), the federal government, or the volunteer stations. RSVP Volunteers are not a replacement for employed workers. The volunteer is limited to activities that would not otherwise be performed by employed workers and which would not result in the displacement of employed workers. Eligibility to be a RSVP Volunteer may not be restricted on the basis of race, color, national origin, sex, age (with the exception of the program’s minimum age requirement), religion, sexual orientation, political affiliation, or on the basis of disability.
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 17 ~ Last Update 02/12/2018 Background Check Guideline Steuben County RSVP and its sponsor, the Steuben County Office for the Aging, are committed to protecting the wellbeing and safety of all whom we serve. RSVP serves our partnered agencies by supporting volunteer connections. Many RSVP assignment opportunities require some amount of background checks performed by the station. In an attempt to not overtax and duplicate requirements, Steuben County RSVP requires minimal procedures which align with standards set for National Service projects.
Volunteers joining RSVP after January 1st , 2018 will be asked to sign a self-certification attesting that they have not been convicted of murder, and will be processed through the National Sex Offenders Registry. Volunteers who joined RSVP prior to the above mentioned date shall be considered “grandfathered” into the program. A volunteer will not be permitted to join RSVP if: 1. The volunteer candidate self-certifies that they have been convicted of murder 2. The volunteer candidate has been identified on the National Sex Offenders Registry 3. The volunteer candidate refuses to agree to participate in the background check requirements 4.
The volunteer falsifies information related to background check requirements Background check and other placement requirements for each assignment will be made known to the volunteer as part of the assignment’s job description. Each station is responsible for developing and executing background check and assignment placement procedures. Final placement determination will be made at the discretion of the station. Confidentiality Guideline Confidentiality is the preservation of privileged information. By necessity personal and private information is disclosed in a professional working relationship.
Part of what you learn is necessary to provide services to the applicant or client; other information is shared within the development of a helping, trusting relationship. Therefore, most information gained about individual clients through an assignment is confidential in terms of the law, and disclosure could make you legally liable. Disclosure could also damage your relationship with the client and make it difficult to help the person. Many of RSVP’s stations assist community members struggling in difficult situations. During the course of volunteer assignments, you may become aware of confidential information, such as recognizing the name a person receiving assistance.
RSVP is counting on you to maintain and respect the personal and private information of persons
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 18 ~ Last Update 02/12/2018 receiving service with the stations that you are assigned to as well as any associated staff and volunteers. This confidentiality extends not only to outside of your assignment, and the highest degree of professionalism should be practiced within your assignment as well. While in orientation for your assignment, you should be educated on the confidentiality guidelines of the station. These guidelines should also contain consequences for breeches in confidentiality which may range from retraining to termination.
If you feel unclear on the confidentiality guidelines of your assignment, speak to your assignment supervisor. If you are still uncomfortable or have concerns, contact the staff at RSVP. RSVP will act as your advocate to help mediate such matters.
Inactive Status and Separation At any point, the RSVP Volunteer or the station may choose to discontinue partnership with RSVP. Decisions to separate should be handled with due consideration and respect. A volunteer who has not actively served with RSVP for 1 year (12 consecutive months) will be notified that they will be made inactive either by phone call or letter. When ready to return to service, the volunteer can contact the RSVP office to be reactivated. Reactivated volunteers my return to their previous assignments as available or work with the RSVP Volunteer Coordinator to explore new opportunities.
Enrollment records are maintained to simplify the reactivation process. However, volunteers who have remained inactive for 3 years or more will be required to reapply. RSVP Volunteers planning to be out of the area for extended periods of time (such as “snow-birds”), or just need time extended time away from their assignment are asked to contact the RSVP office as soon as possible. It is just as important to contact the RSVP office as soon as you return as well. Also, please inform the supervisors for your assignment(s) of any extended absence.
Other reasons for separations include: Reduction in volunteer workforce at the station: At times, a volunteer station may only have need of volunteers for a limited time and will require a reduction of volunteer workforce. When separation of a volunteer is required because of a reduction in workforce, every effort shall be made to transfer the volunteer to another suitable assignment.
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 19 ~ Last Update 02/12/2018 Unsatisfactory Performance: Imposed by the volunteer station for not meeting the agreed performance standards, a failure to complete assigned tasks, misconduct, repeated failure to report for assignments, etc.
Prior to separation of a volunteer for unsatisfactory performance, the volunteer station supervisor and/or the RSVP Project Director must make a reasonable effort to address and resolve the problem. Cause: Imposed by the volunteer station for gross misconduct, breach of responsibility, wrongful appropriation for personal use of goods or materials owned by the volunteer station, conviction of a crime or insubordination. Notification may come from the volunteer station with notification sent to the RSVP Project Director. Separation for cause requires no notice and may also result in the volunteer’s separation from RSVP.
Grievances If a volunteer has a concern or is involved with a situation that cannot be resolved by talking with the assignment supervisor or station representative, they may contact the RSVP Project Director to act initially as a mediator. If a successful solution is not found, the volunteer should follow the guidelines below: If the matter cannot be settled, a meeting of all concerned parties will be scheduled with the RSVP Project Director with information relayed to the Steuben County Office for the Aging Director. In certain instances, the SCOFA Director may choose to become directly involved.
If no solution is found at the meeting, the volunteer may request a meeting with the RSVP Advisory Council Executive Committee. The decision of the Committee will be final. o Requests for a grievance review should be made in writing to the RSVP Advisory Council Executive Committee, and mailed to the RSVP Office at 3 E. Pulteney Square, Bath, NY 14810. If a volunteer station has a grievance against a RSVP Volunteer that cannot be resolved by speaking with the volunteer, they should contact the RSVP Project Director to discuss the problem. A meeting of all parties concerned will be scheduled to discuss and resolve the matter.
Any concern expressed by a volunteer or a station will be treated with appropriate confidentiality and expedited as rapidly as possible.
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 20 ~ Last Update 02/12/2018 Volunteers with Disabilities Every effort is made to develop volunteer assignments that are accessible to persons with diverse physical limitations. Steuben County RSVP complies with all aspects of the Title VI Civil Rights Act of 1964, and will provide reasonable accommodations for volunteers with disabilities.
Surveys and Evaluations Any good program will take the time to review progress and evaluate effect. Steuben County RSVP will send surveys annually to RSVP Volunteers in an attempt to help our program stay updated and relevant. The information requested on these evaluations will also help RSVP demonstrate program effectiveness to our funders. These evaluations will be accompanied with a self-addressed stamped envelope for your convenience. We encourage you to take these evaluations as seriously as we do, and take just a few minutes to complete and return them. Your answers and opinions will always be held in the strictest confidentiality.
If you ever have any concerns as to why certain information is being collected, please contact the RSVP Project Director who will be happy to review your concerns.
Branding and Media An organization devoted to positively and effectively changing the lives of so many would do itself a great disservice by not promoting a public story. However, RSVP realizes that our volunteers serve out of compassion and generosity; many choose to shun any limelight altogether. There are a few small items all RSVP Volunteers should be aware of that will help share the Steuben County RSVP story. Name Badges: Upon joining, all RSVP Volunteers will be provided with a RSVP Name Badge. This badge will only display your first name. All RSVP Volunteers are asked to wear their name badge on all RSVP assignments.
Some assignments will also provide name badges, or may require specialized identification. We would appreciate it if you could wear your RSVP name badge in addition to or instead of the any other identification, so long as your assignment supervisor approves. Photo Releases: At orientation, you will be asked to sign the Steuben County Photo Release form. This form will allow RSVP to use your photographed image on Steuben County publications, such as websites, social media, newsletters, etc. You are not required to sign this form. If you choose not to sign, RSVP will not use your image in publications.
However, if you are photographed as part of a large group at a public venue, you image may be used.
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 21 ~ Last Update 02/12/2018 Social Media: Steuben County RSVP has accounts on Facebook and Twitter. RSVP volunteers who use these accounts are asked to “like” and/or follow our pages. These accounts are used exclusively to share important, relative information regarding RSVP and the Steuben County Office for the Aging, as well as to share the service stories and achievements of RSVP Volunteers.
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 22 ~ Last Update 02/12/2018 Appendix: Volunteer Enrollment Form o Volunteer Timesheet - example o Mileage Reimbursement Form o Volunteer Expense Form Web Assistant Login Instructions for Volunteers The Senior Corps Pledge Contacts
Volunteer Enrollment Form Salutation: Mr. Mrs. Ms. Dr. Other _ _ First Name Last Name I prefer to be called _ _ Address: Residence: Street City State Zip (Please note that RSVP will look up your Zip Code+4, so please enter your proper mailing address.) Home Phone _ Cell _ _ Email _ _ Alternate Address: I have another residence & typically away from ____to____ Street City State Zip Demographics: Male Date of Birth _ Gender: Female Identify as _ _ Ethnicity: Hispanic/ Latino Not Hispanic/ Latino Prefer not to answer Race: Am. Indian/Native Alaskan Asian Black or African Am. Hawaiian or Pacific Islander White Prefer not to answer Military Experience: I served in the armed forces and was honorably discharged I am the spouse/widow of an honorably discharged veteran Highest Level of Education: BA/BS Doctorate GED Grade School High School Masters Associates or Some College Prefer not to answer Are you Bi-Lingual? No Yes – what languages _ _ Are you a person with disabilities? No Yes – How can we help accommodate you?
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 1 ~ Last Update 02/12/2018 Volunteer’s Signature Date Areas of Interest: RSVP is committed to serving our community in areas of need. To help us match you with volunteer opportunities that complement your skills, talents and interests, please check any activities that you find interesting or feel is an important service. Health and Nutrition Meal Delivery Medical Transportation Friendly Visitor Grocery Delivery/Shopping Assistance Reassurance Calling Bone Builders Healthy Living (i.e. “A Matter of Balance,” Tai Chi) Support Services (i.e.
Health Education, Support Group Facilitating) Food Pantry/Soup Kitchens Meal Sites Companionship for Persons with Developmental Disabilities Children (K-12) Head Start/School Readiness Assisting in Classrooms Reading/Tutoring Disaster Services Emergency Preparedness Emergency/Disaster Response Community & Economic Development Advisory Councils/ Board Member Tax Preparation Assistance Transportation Services Arts & Culture Docent Historical Host Library Assistance Research/Recording Other Supporting our Veterans and Military Families Clerical Hospice Support Nursing Home Companionship Animal Care/Shelters *Special Events/On-Call List for Community Events Certifications: By signing below, I acknowledge that I have read and understand the following statements: I hereby state that I am 55 years of age or older and offer my services as a volunteer for the Steuben County RSVP.
I understand that I am not an employee of the RSVP Project, the Steuben County Office for the Aging, Steuben County Government, the volunteer station or the Federal Government, and agree to serve without compensation. I understand that RSVP may share my application with partnered agencies to coordinate volunteer assignments. Certain assignments may require background checks that will be performed by the agency hosting the assignment. I understand that no background checks will be performed without my prior consent or knowledge. Other conditions pertaining to my volunteer service through RSVP will apply, such as personal vehicle use, confidentiality, expense reimbursement conditions and others.
These conditions will be reviewed with me in full by RSVP staff during my orientation.
Steuben County RSVP is an equal opportunity Agency. Enrollment is done without regard to race, color, religion, national origin, sex, age or disability. Steuben County RSVP provides reasonable accommodations to the known disabilities of individuals in compliance with the Americans with Disabilities Act. For accommodation information or if you need special accommodations to complete the application process, please contact Steuben County RSVP at 607-664-2298. Staff Use: Date Received _ Date Applicant Contacted _ _ Date of Scheduled Interview/Orientation _ _
Month of _ Year _ _ Volunteer Name _ _ Phone _ _ Email _ _ Station, Job 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Total Hours Mileage Hours Mileage Hours Mileage Hours Mileage Hours Mileage Hours Mileage Hours Mileage Hours Mileage Hours Mileage 3 E.
Pulteney Square Bath, NY 14810 Tel: 607-664-2298 Fax: 607-664-2371 Please check with your assignment supervisor to be sure they are not submitting hour on your behalf before submitting for yourself. Hours should be submitted by the 15th of each month.
Volunteers requesting reimbursement must submit a separate Mileage Reimbursement Form, which must be verified and signed by your assignment supervisor. Volunteer Hours Tracking
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 1 ~ Last Update 02/12/2018
(\\County|groups)(O:)\RSVP\Volunteer On-Boarding\Volunteer Handbook-adopted 1.1.2018 ~ 2 ~ Last Update 02/12/2018 Occasionally, your volunteer assignment may have certain out-of-pocket expenses that are not reimbursable by the station you’re working with.
Such expenses are reimbursable through RSVP. Please complete the following form as thoroughly as possible. Remember to attach original receipts and/or invoices. Your assignment supervisor must sign the bottom of this form to verify that the expense request have been reviewed and approved as part of your assignment before submitting to RSVP. Examples of approved expenses: First Aid/CPR Certification and other required training/courses Copays and Deductibles for assignments requiring medical physicals and/or immunizations Supplies required to perform your assignment duties but not provided by the agency you’re working with Please check with your assignment supervisor and the RSVP Project Director before acquiring such expenses to be sure they will be reimbursed.
Meals: Volunteers working on assignment for greater the six (6) consecutive hours at a single assignment without having a meal provided by the station may be reimbursed up to $10.00 towards the cost of the meal. Please be sure that your original receipt accompanies this form. Volunteer’s Name _ _ Assignment _ _ Station _ _ Approved by Supervisor _ _ Signature Date Approved by RSVP Director _ _ Signature Date Date of Expense Type of Expense Amount Receipt Included Time In (Meal Expense) Time Out (Meal Expense) Yes No Yes No Yes No Yes No **Always check with you assignment supervisor before accruing an expense to assure that both required and not already reimbursable by the station.
Reimbursement is subject to verification of your hours served. No payments can be processed without a Steuben County Finance Department Vendor Application completed and on file. Claims must be submitted on monthly base and exceed the minimum requirement of $5.00 total. Claims less than $5.00 total will be held until the minimum amount is met. If minimum amount is not met within 12 months, the claim will be nulled. Please refer to your Volunteer Handbook for further explanation or contact RSVP office.