Volunteen Supervisor Handbook - JIRDC Home

VolunteenSupervisor HandbookVolunteen Supervisor Handbook –Rev. 05/10 1

Volunteen ProgramJ. Iverson Riddle Developmental CenterThe Volunteen Program was established to promote volunteerism, to learn about developmentaldisabilities, to teach job skills, and to explore careers in the health and human service fields foryoung people between the ages of 11 and 17 at the J. Iverson Riddle Developmental Center.The former Director of Volunteer Services, Marsha B. Riddle, started the summer VolunteenProgram at the J. Iverson Riddle Developmental Center in 1964. At that time, JIRDC was hometo more than 900 people who were mildly to severely mentally retarded and included both childrenand adults.Young people from area schools were invited to come to the new Center to volunteer. The teenswere special friends to residents and helped with recreational programs. The program was apopular pastime for the teens because it was rewarding and also fun. The program was popularwith staff because the youth provided extra hands and also brought their youth and enthusiasmwith them everyday.The Volunteer Services Department was established around this same time. Mrs. Riddle took thisopportunity as the new director to make these young people a permanent part of our campus. Shecoined the term “Volunteens” for this summer youth program. Volunteens were trained, providedsupervision and given regular volunteer duties. Recruitment was by word of mouth and visits tolocal schools by Volunteer Coordinators.Today the program is promoted on-campus through email and off-campus through appropriatemedia. The program accepts 50 teens and requires the submission of an application and aninterview with the Volunteen Director for first time Volunteens. Through the interview process,the Volunteen Director learns about the young persons’ interests to help place them on JIRDC’sCampus.Role of the VolunteenThe time, talent and involvement of the Volunteen will be used to complement the staff’s effort tomeet residents’ needs, but will not be used to replace permanent staff members. The Volunteenmay serve in residents’ living areas (direct care) or in support service roles (indirect care).Volunteens are learners as well as givers and staff serve as models and mentors to the Volunteens.Staff members will provide specific position descriptions outlining the needs and service to beperformed by Volunteens.Criteria for VolunteensThe program establishes specific non-discriminatory criteria affording all youth with an interestand the opportunity to be involved at J. Iverson Riddle Developmental Center.2Volunteen Supervisor Handbook Rev.05/10

VOLUNTEENS MUST:‣ Must be a rising 7 th grader (or at least 12 years old)‣ Have parental permission in writing to be a Volunteen.‣ Have transportation to and from the Center with approval of parents‣ Be willing to accept a specific assignment, supervision from staff, and serve specific hoursas approved by Volunteer Services StaffPosition Descriptions and Position AssignmentsPosition descriptions and assignments provide the Volunteen with a description of task to beperformed and expected work schedule.Following are the procedures and guidelines of the Volunteen Program.1. Volunteens will be supervised by staff members.2. Volunteens will receive from Volunteer Services:a. A written description. This will include when and where the Volunteen willperform service and name and phone number of supervisor.b. Training for position assignment. Direct care Volunteens will receive residentmealtime training and indirect care Volunteens will be trained in office etiquette.3. Guidelines for Volunteen position assignments:a. Volunteens cannot be reassigned except through Volunteer Services.b. Any problems with a Volunteen’s work performance or attendance should bereported to Volunteer Services immediately by the Volunteen’s supervisor. If aVolunteen is consistently tardy or absent please report this activity to VolunteerServices.c. Volunteens may not wander from area to area or visit around campus in areaswhere they are not assigned. No Volunteen should be on campus when they are notscheduled to work. All volunteers on campus must be registered with VolunteerServices and have written permission from parent/guardian if under 18 years old.d. Volunteens will not be assigned in an area where their parent or any family memberworks.e. Volunteens are not allowed at any time to administer medications or applybandages or dressings to a resident, or to handle any medications at the Center.f. Volunteens are not allowed to feed residents unless the Volunteen has receivedapproved training. All direct care positions receive this training. There is noexception to this rule and staff members who allow untrained Volunteens to feedresidents will be liable for problems that may arise.g. Volunteens are not allowed to assist with residents’ personal grooming whichincludes bathing, dressing and any activities that might violate residents’ privacy.Volunteen Supervisor Handbook –Rev. 05/10 3

h. Volunteens should not be asked to assist with any activity that makes them feeluncomfortable. If the supervisor feels the Volunteen is not performing theirassignment, then notify Volunteer Services Department.Transfer of VolunteensTransfers, for legitimate reasons, requested by Volunteens or Supervisors will be considered.Transfers requested by supervisors should be directed to the Volunteen Director or Coordinator. Ifthe Volunteen placement proves unsatisfactory, the Coordinator will work with the supervisor tocorrect the situation or to transfer the Volunteen to a more suitable placement.If the Supervisor believes the placement is not working out, even though there is no disciplinaryproblem, the supervisor may request the Volunteen Coordinator transfer the Volunteen to anotherassignment.If the Volunteen believes the placement is not working out, or does not feel comfortable with theassignment after a few weeks, the Volunteen may discuss this with the supervisor or theVolunteen Director or Coordinator to make a change.ALL TRANSFERS MUST BE DIRECTED BY THE VOLUNTEEN COORDINATORAND/OR VOLUNTEEN DIRECTOR.Supervision of VolunteensClose, supportive supervision should be provided for Volunteens. Specific instructions will helpavoid misunderstandings relating to responsibilities and actions on the part of the Volunteen.Volunteens should be excused to attend weekly meetings and any field trips. Volunteensupervisors will receive prior notification of any field trips off campus through memos or emails.The Volunteer Services Department is responsible for coordinating the Volunteen Program. Thesupervisors are expected to provide the actual on-the-job supervision for the Volunteen.On the first day, the supervisor should provide the following:1. A tour of the service area2. A location for the Volunteen to take breaks3. Define your expectations to the Volunteen4. Address schedule issues. If you know you are going to be out a day, or if you are out sick,then arrange for a supervisor in your absence. Introduce the Volunteen to this person.5. If your Volunteen’s service runs through a shift change please make sure there is asupervisor for them on the next shift.All Volunteens have signed confidentiality, abuse and embezzlement forms and have had anorientation to J. Iverson Riddle Developmental Center. Volunteens also have been throughHIPAA training and have signed agreements which hold them liable for their actions. Volunteensare bound by the same guidelines and restrictions as JIRDC staff.4Volunteen Supervisor Handbook Rev.05/10

Disciplinary ActionAll discipline problems with Volunteens should be reported directly to the Volunteen Coordinatoror Volunteen Director.Incident and Accident ReportingFollowing are the established practices that protect the Volunteen, resident and staff whenaccidents and/or incidents occur.Phone 2600 in case of fire or emergency. If a Volunteen is involved in an incident or accidentwith or including any resident or staff, these steps should be followed:The Supervisor should:1. Assist the Volunteen in filling out incident/accident report.2. See that the Volunteen is checked by J. Iverson Riddle Developmental Center EmployeeHealth staff immediately.3. Call Volunteer Services Department to notify them of the incident/accident so they maydetermine if parents need to be called immediately.4. Send a copy of the written report and action taken to Volunteer Services Department.The Volunteen Should:1. Report any accident or incident immediately to supervisor.2. Fill out accident/incident report and follow same procedure as staff member.State Vehicle use by VolunteensVolunteens may ride in state vehicles, including golf carts, with staff and residents. Volunteensare not allowed to drive any state vehicle, including golf carts, regardless of any prior experience.Dress Code for VolunteensVolunteens are asked to wear clothing suitable for the activities in which they participate. Forinstance, for recreation and other activities one should wear jeans or slacks, shorts and tennisshoes. Residents consider Volunteens their special friends and like to feel comfortable with them,so dress appropriately. Wearing short shorts, midriff shirts and/or halter-tops is not suitable forworking anywhere on the JIRDC campus. Wearing dangling jewelry is not advisable whenworking directly with residents. Shoes and shirts must be worn at all times, shoes should have anon-skid sole, and no open-toed shoes should be worn. Flip flops are not permitted.Travel for all VolunteensBefore a Volunteen can travel off campus, other than arriving and leaving work, theparent/guardian needs to be notified by phone.Volunteen Supervisor Handbook –Rev. 05/10 5

The Volunteen and the Volunteen’s supervisor must complete a travel request. Travel requestmust include time leaving JIRDC, estimated time of return and name of place and phone numberwhere Volunteen may be reached in case of emergency.Time RecordsVolunteens must submit a timesheet for all time served. Supervisors must sign each timesheet toverify accuracy. It is the responsibility of the Volunteen to return completed timesheets toVolunteer Services. Supervisors are asked to provide an area that Volunteens can keep theirtimesheets at their service site.6Volunteen Supervisor Handbook Rev.05/10

J. IVERSON RIDDLEDEVELOPMENTAL CENTERVolunteer Services DepartmentVOLUNTEEN TIME SHEETName: _________________________ Volunteen Area: ________________Month:_____________ Year: 2010 Total Hours for Month: _________( PLEASE RETURN THIS TIME SHEET TO VOLUNTEER SERVICES -Mail Drop #10 )Day andMonthInTimeOutNumberHoursper dayTotal number ofresidents servedeach dayVolunteer assignment ortype of volunteer activityThe times listed above are an accurate reflection of my volunteer hours. I understand that I am serving as a registeredvolunteen and any form of worker’s compensation does not cover me. I know that confidential information about residents cannotbe divulged.___________________________________________ __________________________________________Signature of Volunteen Date Signature of Volunteen Supervisor DateVS 1-04Volunteen Supervisor Handbook –Rev. 05/10 7

2010 Volunteen EvaluationVolunteen:Position location:Supervisor:Please circle your responseAttitude toward Supervision Poor Average Good ExcellentAttitude toward Co-workers Poor Average Good ExcellentAttitude toward Consumers Poor Average Good ExcellentAttitude toward learning Poor Average Good ExcellentAttendance Poor Average Good ExcellentPunctuality Poor Average Good ExcellentConduct Poor Average Good ExcellentDependability Poor Average Good ExcellentPlease note any additional comments you might have relative to your Volunteen or about theprogram in general. Thank you for your time!________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Supervisor’s Signature________________________Date___________Please return to:Volunteer ServicesMail Drop #108Volunteen Supervisor Handbook Rev.05/10

2010Volunteen of the YearNomination FormVolunteen Name:_____________________ Position Location:_________________Supervisor:_________________________________ Phone:____________________Direct Care:______________(works directly with residents)Indirect Care:___________________(office, secretarial, pharmacy, etc.)Explain in your own words, the reason you think this teen is outstanding. Be as specific aspossible and include examples:________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ _____________SignatureDateThis Form will be placed in teen's permanent filePlease Return Completed Form to Volunteer Services, #10Volunteen Supervisor Handbook –Rev. 05/10 9

2010Supervisor of the YearNomination FormSupervisor's Name:_____________________ Position Location:_______________VolunteenMaking Nomination:________________________________Phone:______________Explain in your own words, the reason you think your supervisor is outstanding. Be asspecific as possible and include examples:_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ _________________SignatureDateThis Form will be placed in teen's permanent file.Please Return Completed Form to Volunteer Services, #1010Volunteen Supervisor Handbook Rev.05/10

INSTRUCTIONS FOR VOLUNTEENSREGARDING INMATE PROGRAMMay 20101. Inmates should be greeted pleasantly and treated with the same respect we affordeach other.2. Volunteens shall NOT engage in personal conversation with the inmates. This includes but isnot limited to:a. Do NOT give out your phone number, address, date of birth, or names of your familymembers.b. Do NOT discuss personal lifestyle, issues or problems with the inmate.3. Volunteens shall NOT engage in physical contact of ANY kind with the inmates.4. Volunteens shall NOT send letters to inmates. Volunteens shall NOT mail letters for inmates.5. Volunteens shall NOT give or send any items to inmates; this includes, but is not limited to:a. gum, candy, cigarettes, sodas, money etc.b. personal possessions such as pictures, clothing, or jewelry6. Volunteens shall NOT allow inmates to use the phone or computer.7. Volunteens shall NOT give keys to inmates under any circumstances.8. If an inmate needs access to a storage room to get supplies, it is the responsibility of the inmatesupervisor to handle this. Do NOT unlock and allow inmates access to these areas without thesupervisor being present.9. If you see an inmate leaving his work area in a manner that would suggest running, you shouldnotify your supervisor or a staff person immediately.VIOLATING THESE RULES CAN LEAD TO DISCIPLINARY ACTION AND/ORDISMISSAL FROM VOLUNTEEN PROGRAM. IN ADDITION, IF ANY OF THEABOVE IS ALLOWED AN INMATE MAY BE PLANNING CRIMINAL ACTS AND INDOING SO, COULD IMPLICATE YOU WHICH COULD LEAD TO CRIMINALCHARGES.Volunteen Supervisor Handbook –Rev. 05/10 11

Volunteen Rules, Regulations and Disciplinary Policy(All Volunteens are given a copy of this information)As much as we all dislike many rules that tie us down or constrain some of our activities, they arein place for our protection and the protection of the people living at JIRDC. The Center isresponsible for you while you are here during your assigned hours, and we take that responsibilityvery seriously. Most of these rules are based in Center policy and are adaptations of the rules thatCenter employees are expected to follow. The summer Volunteen Program is an opportunity forteenagers to give service to our residents and, in return, gain valuable work and educationalopportunities. All Volunteens will be expected to follow these rules and regulations:1. Abide by the written schedule set by Volunteer Services. Except during regularlyscheduled breaks, special group Volunteen activities, and lunchtime, each Volunteen mustbe at his/her assigned work place during assigned work hours.2. Report to work on time at the beginning of each workday, after each break, and after lunch.Break should be taken in areas designated as staff break areas. The gymnasium is not anapproved break site. Following is a breakdown of break sites per area:Service SiteLakeside, Dogwood, Chapel and the Ad. Bldg.Summit or Redwood SchoolCedar or EvergreenWillow or Rosewood SchoolMaintenance, Dietary, Housekeeping, Warehouse,FIPP, Volunteens Services, Research, the Villageand other locations on Enola Road.Break SiteCanteenHolly HallCedar Bubble break areaWillow Bubble break areaAreas where other staff in thesedepartments take breaksBreaks are 15 minutes and lunch is generally 1 hour depending on the times customary inyour particular work area. Volunteens may not stay in the work area during lunch withoutsupervision. Volunteens may bring their lunch, leave campus with a family member or buy alunch in the Canteen to take to Holly Hall to eat. Supervisors are no longer permitted to buyVolunteens lunch, unless it’s for an end-of-summer recognition or birthday.All Volunteens must sign in and out on their personal timesheets each and every time they giveservice to JIRDC. Volunteens found on campus without having signed-in will be considered to beon campus without authorization.3. Call your supervisor and Volunteer Services (2604) within 30 minutes of the beginning ofyour scheduled work time if you will be late or absent that day.12Volunteen Supervisor Handbook Rev.05/10

4. Schedule any time off you know about in advance (i.e., doctor's appointments or vacations)with your supervisor.5. Once you report for work, you will not be allowed to leave the JIRDC campus withanyone, except a parent or guardian, for any reason other than officially sanctionedVolunteen activities or activities within your work area. When planning a trip off-campusas part of your Volunteen job, you must fill out a travel request and have it signed by yoursupervisor. This form should be left in the Volunteen Coordinator's office before the tripand should list where you are going, times leaving and returning, and where you may bereached in case of emergency. If any other arrangements need to be made, a parent orguardian must call the Volunteen Coordinator or the Director of Volunteer Services forconfirmation. Volunteens with driver’s licenses are not to drive other Volunteens in theircars for any reason other than giving a ride to work or home after the day is over.Volunteer Services will require a specific permission from the parents or guardians of theteens involved unless the Volunteens are members of the same family.6. Do not bring friends or relatives to work with you unless special approval has beenreceived from Volunteer Services staff.7. The Administration Building is off limits unless you have business there (i.e., makingcopies, delivering mail).8. The gymnasium is to be used only when scheduled for organized Volunteen activities.9. Rowdy, disruptive, loud or inappropriate behavior (including arguing, swearing, fighting,running in buildings or showing disrespect) will not be tolerated. Public displays ofaffection are not allowed. Volunteens are role models for the residents that live at JIRDC.Appropriate interactions include handshakes, smiles, applause for other people's success,and pats on the back. Inappropriate interactions include hugging, kissing, and sitting onothers' laps.10. Do not abuse, destroy, damage, tamper with, or take any property belonging to the Center,residents, staff or other Volunteens.11. Phones are to be used for business only. Phones may be used, with your supervisor'spermission, to make necessary calls. The intercom is not to be used by Volunteens unlessinstructed to do so by a supervisor in the event of an emergency.12. Accidents, no matter how minor, must be reported immediately to the supervisor andVolunteen Coordinator.13. Be on time for and attend scheduled meetings and training sessions during the summer.This is considered to be mandatory, and unauthorized absence from these events isprohibited. Teens are not required to attend sessions when they are not scheduled to behere (regular day off).Volunteen Supervisor Handbook –Rev. 05/10 13

14. Resident abuse (emotional, verbal, or physical) will result in immediate dismissal.Immediate investigation and possible prosecution will follow reports of abuse or neglect.15. No person other than a certified law enforcement officer or Department of Correctionsofficer is authorized to possess or carry a firearm, dangerous weapon, or explosive deviceof any kind on the grounds of JIRDC in any state vehicle or personal vehicle. Anyoneviolating this policy will be immediately dismissed.Definitions:Firearm: pistol, rifle, shotgun, pellet gun, or any device that propels a projectileDangerous Weapon: knife with blade over three inches long, switchblade knife, metalknuckles, bow and arrow, crossbow, blowgun, and Oriental weapon (stars, darts)Explosive device: dynamite, homemade bombs, any fireworksAny Volunteen who has knowledge regarding violations to this policy should contact theVolunteer Services Office immediately. Volunteer Services staff will contact the Directorof the facility or his designee. Broughton Police will then be notified for assistance inresolving the matter.16. Possession and/or use of alcoholic beverages and illegal drugs OR being present whereindividuals are partaking of alcohol or illegal drugs is prohibited. Immediate dismissalwill occur if you are caught in the presence of alcohol or illegal drugs.17. Volunteens may neither partake of nor possess tobacco products while they are on JIRDCgrounds or in state vehicles; as to do so is illegal. Immediate dismissal will occur if youare caught using or in possession of tobacco products.18. Volunteens may not take or eat any of state/resident owned food.19. Sexual interaction or being present where individuals are participating in sexual interactionwill lead to immediate dismissal.20. Any behavior violating state or local laws is prohibited.21. Cell phone and pagers must be turned off during service hours. They may be usedduring breaks or lunch. If a parent or guardian needs to be contacted during service hours,the teens should use an available land-line within the building. Parents/guardians alsoshould be given a contact number.22. JIRDC is a work site for Western Youth Institute. The young men who are in workactivities have all committed serious crimes and are serving time in prison. All of theyoung men are dressed in green pants and white T-Shirts. No staff, except for theirsupervisors, are allowed to talk to them except to say hello. The rules are very strict andno interactions are allowed. Breaking these rules means loss of their job, return to prison,and an extended sentence. Any Volunteen breaking this rule will be terminatedimmediately.14Volunteen Supervisor Handbook Rev.05/10

23. A Volunteen can only use a computer when given permission by their supervisor andauthorized users of the network. If in doubt call the Information Security Official. TheVolunteen may not view any web pages that have any inappropriate subject matter.Disciplinary action will be taken for each occurrenceof breaking rules and regulations.Volunteer Services Phone Numbers• Lauren Williams- Volunteen Program Intern: 438-6516• Blair Ellis - Volunteen Coordinator: 433-2604• Lynn Doll - Director of Volunteer Services: 433-2615Volunteen Supervisor Handbook –Rev. 05/10 15