USOF Volunteer Dismissal Policy

Volunteer Dismissal Policy
USOF Volunteer Dismissal Policy
This policy is an aid for officers of USOF to use in the event they must ask a volunteer to resign. As our
organization changes, reorganizes or sets new priorities, our volunteers may need to be released from
their duties. We hope this policy will make things easier for those who may feel uncomfortable with
performing this duty. The policy assumes volunteers will be informed about the changes so they will
understand what is happening. If the volunteer objects to losing the job or refuses to resign, the policy
explains dismissal protocol. The Bylaws provide a way for the volunteer to file a grievance. The policy is
to insure the volunteer be informed on how to file a grievance if desired.
Here is a progressive list of protocols to follow. Only those steps needed for a satisfactory conclusion
should be used. If there is reference to a “letter” in what follows in this policy, a physical letter, not an
email, shall be used as the form of communication.
A. If the volunteer agrees to step down:
1) The volunteer should be requested to step down by the proper authority. Executive Committee
members and Board members should be approached by their respective peers. Chairmen of
committees or coordinators should be approached by the Executive committee member
responsible for that committee or function. Committee members should be approached by their
chairman.
2) The request to step down should be made through direct personal contact, followed by a written
request. Should the volunteer step down, a letter of thanks for past efforts need be the only further
action.
B. If the volunteer must be dismissed:
1) The decision for dismissal must come from the proper authority. Executive Committee members
and Board members should be dismissed by a vote of their respective peers. Chairmen of
committees or coordinators should be dismissed by the Executive Committee member responsible
for that committee or function. Committee members should be dismissed by their chairman.
2) The volunteer should be informed of the dismissal through direct personal contact, followed by a
letter. The letter should clearly state the position they are being dismissed from and the reason for
dismissal. The letter should also contain a copy of the “USOF Volunteer Dismissal Policy.”
3) A copy of the dismissal letter should be retained in case a Grievance is filed. If a Grievance is
filed, a copy must be sent to the Grievance Committee chairman. If no grievance is filed, no
further action is required and the letter may be destroyed. In the event the Grievance Committee
chairman is being dismissed, the President must be notified to appoint a new one.
C. The volunteer who objects to resigning or was dismissed may file a Grievance:
1) These steps are a synopsis; for complete details refer to the Bylaws, Article IX, Section B.6.c.
a. A Grievance should be made, in writing, to the chairperson of the Grievance Committee
within one week… after… the … action complained of, has occurred.
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Volunteer Dismissal Policy
b. All … members .. shall be bound by the majority vote of the Grievance Committee … and
appeal to the Board of Directors may be made in writing, with notice to all parties involved,
who shall be identified in such appeal as having been given notice with thirty … days
following receipt of the committee opinion. …
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