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OF EAGLE CITY POLICY TERN VOLUNTEER & IN 4 t 1 0 a I% 1 1 PS" t \ r, i 000) sh, pk lattS . , _ 4 viie.. 4 44,1 j J/ 1 / ii 0 i ill.° 11, 0 4, IGN.4 A.8) 10 201-9 o ed December Resolution No. 19- 2 Page 11 ---PAGE BREAK--- CITY OF EAGLE VOLUNTEER& INTERN POLICY The City of Eagle would like to thank you for offering your time and energy to interning and volunteering. Volunteers and interns a very important part of the City as they contribute time, energy and service to the City, which the City acknowledges and supports as a valuable resource. Volunteers and interns are also liaisons to the community, and by their contributions, are advocates for quality service. Volunteers and interns help the City meet its commitments to providing quality service to the public by enhancing, rather than replacing, adequate staffing levels. Volunteers and interns also aid in making the best use of its fiscal resources. This Volunteer & Intern Policy and its contents supersedes and replaces all previous policies, except as otherwise provided herein, and any representations made prior to its issuance, whether such were verbal or written, implied or expressed, or otherwise stated/ given, even if such prior representation covered areas not addressed in this Volunteer& Intern Policy. When the City of Eagle(" City") is referenced in this Volunteer& Intern Policy(" Policy") it means all Departments of the City of Eagle. This Volunteer& Intern Policy is written to provide overall guidance and direction to City staff, interns and volunteers. A" Volunteer/ Intern" is an individual or group of individuals who provides their time, talent and abilities to performs tasks at the direction and on behalf of the City, who serve without compensation or expectation of compensation. The City does not recognize" paid volunteers or interns". Volunteers and interns work status is" AT WILL" and the City has the right to terminate the volunteers and interns at any time, for any reason. Volunteers and interns shall not be considered " employees" of the City. These policies do not constitute, either implicitly or explicitly, a binding contractual or personnel agreement. This is not an employment relationship and the volunteers and interns are under no obligation to provide time, duties or resources, other than what they choose to freely provide. The Mayor and the City Council reserve the exclusive right to change any of these policies at any time and to expect adherence to the changed policy. Sound policies, procedures and processes are necessary to support interning and volunteering along with protecting the safety and welfare of all concerned. Page 2 ---PAGE BREAK--- Purpose: The purpose of the City of Eagle' s Volunteer& Intern Policy is: To establish a Volunteer& Intern Policy for promoting interns, volunteerism and connecting volunteers and interns with community groups and organizations and with various service opportunities within the City. To recognize and promote the substantial and ongoing contributions made by volunteers and interns to improve the quality of life of our citizens and visitors. To help effectively engage interns and volunteers to meet the City' s visions, missions and values. This Policy establishes the expectations for a productive relationship. Right to Reject Services The City reserves the right to limit the use of volunteers and interns, adjust the hours of any volunteer or intern and to reject services, in its sole discretion deems fit, in order to best achieve the City' s public purpose and policy. Grounds for rejecting services may include, but are not limited to: Unsatisfactory background check Gross misconduct or insubordination Being under the influence of alcohol or drugs Theft of City and Library property Misuse of City equipment or materials Mistreatment of the public or co- workers Failure to abide by the City and Library policies and procedures, Failure to meet the standards of performance relating to the essential functions of the intern/ volunteer position Failure to satisfactorily perform assigned tasks and duties Recruitment& Management of Volunteers and Interns Recruitment Process: The volunteer and intern recruitment processes are intended to be open and to allow equal access to volunteers and intern' s opportunities. Volunteers and interns must meet the qualification established for the position and must be able to perform the specified duties. What interns and volunteers can expect from the City: Provide a scope of responsibilities and authorization for the tasks assigned if appropriate or required. Provide appropriate workspace, including consideration for disabilities. Provide necessary information about the workplace, the City' s missions and program goals needed to carry out assignments. Treat volunteers and interns with courtesy and respect. Respect the value of the intern and volunteer' s time by providing work that best matches their interests, talents and skills. Be receptive to suggestions and comments from interns and volunteers. Page 3 ---PAGE BREAK--- Respond to any complaints that are brought to the attention of a Volunteer and Intern Supervisor, Department Supervisor or the Mayor. Volunteer and interns' talents, experience, availability and interests will be considered in placement and job assignments. The placement of volunteers and interns is at the discretion of the Mayor, as appropriate. Minors: Volunteers or interns under the age of eighteen( 18) must have their parent or legal guardian complete and submit a Minor Volunteer Consent & Release Agreement to volunteer or intern for the City. Volunteers or interns thirteen( 13) of age and under must be accompanied by a parent or legal guardian during their service. Volunteers or interns fourteen( 14) or older may provide service without the presence of a parent or legal guardian. Volunteers who are minors may only work during non- school hours during times of the year when school is in session, unless a written release giving the consent of their school or home school is obtained. Volunteers who are minors are not allowed to operate power tools, machinery or City vehicles. Application Process and Background Check All potential adult and minor volunteers and interns for the City must complete a Volunteer/ Intern Application form and a Volunteer/ Interns Consent to Background Check form. If a parent or legal guardian wishes for their minor child to volunteer or intern for the City, they must complete and submit a Volunteer/ Intern Application form and a Minor Volunteer/ Intern Release of Liability Contract. Background checks will not be required for volunteers or interns under the age of eighteen( 18). The City accepts volunteers or interns requiring Court Ordered Community Service at the discretion of the Mayor, the Library Director and the Department Supervisors. Court Ordered Community Service volunteers and interns are required to be interviewed by the Mayor, the Library Director and the Department Supervisor, prior to being accepted for service. Volunteers and interns are covered by the City' s Worker' s Compensation Insurance. All information submitted to the City will be kept strictly confidential in accordance with state and federal laws. Background Check: The City requires that all adults eighteen( 18) years or older, wishing to volunteer or intern are required to submit to a criminal background check. Compliance with this Policy shall be a condition precedent to volunteering or interning. Page 4 ---PAGE BREAK--- Application Forms: Volunteer application forms are available at Eagle City Hall or may be completed online. All of the below forms must be completed, signed and returned to the Personnel Department before any volunteer or intern duties can commence. Volunteer/ Intern Application: This form collects information of the volunteer of intern applicant. All volunteers or interns are required to be specifically approved in writing prior to engaging in volunteer or intern duties. Volunteer/ Intern Consent to Back. round Check: This form authorizes the City and or the Library, to perform a background check. All information collected is kept confidential as provided by law. Volunteer/Intern Release of Liability Contract: This form is filled out if the volunteer or intern applicant is over the age of eighteen( 18) years of age. Minor Volunteer/ Intern Release of Liability Contract: This form is only filled out if the volunteer or intern applicant is under the age of eighteen( 18) years of age. This from must be filled out on behalf of a minor by their parent or legal guardian. Volunteers or interns under the age of thirteen ( 13) must be supervised by a parent or legal guardian, who must also submit a Volunteer/Intern Application form. Volunteer/ Intern Use of Vehicle Policy: This form is only filled out if the volunteer or intern applicant will be driving a City vehicle. A copy of the Volunteer/ Intern' s driver' s license and proof of insurance must be attached to this Policy. Procedure: All volunteers and interns age eighteen( 18) and older must have a statewide background check performed by the City or the Library. Criminal background checks must be performed prior to the volunteer or intern being assigned any duties or responsibilities in accordance with the provisions of this Policy. All background search information shall be given to the Personnel Department. The background information regarding volunteers and interns is confidential and such information shall be maintained in accordance with applicable laws. All forms listed in the Application Forms of this Policy must be filled out and returned to the City Clerk' s Office. If a volunteer or intern who plans on volunteering or interning for a specific event or project, this information must be submitted at least two ( 2) weeks prior to the date of the event or project in order to qualify the volunteer/ intern for work on said event/ project. Volunteers and interns maybe interviewed to determine their interests and levels of experience. Volunteer talents, experience, availability and interests will be considered in placement and job assignments. Page 5 ---PAGE BREAK--- Guidelines: Volunteers and interns are bound by the rules contained in this Volunteer and Intern Policy, especially those pertaining to privacy and confidentially. Volunteers and interns may not staff public service desks nor use staff computers. Likewise, volunteers or interns may not access personal City. Volunteers and Interns are recognized by the public as representatives of the City and the Library and shall be guided by the same work and behavior codes as City employees. Volunteers and interns are covered by the City of Eagle Worker' s Compensation Insurance. Volunteers and interns maybe asked to work on projects that are supportive of staff efforts. Not all volunteer or intern opportunities are available at all times. Volunteers and interns must record their hours of service in a" Volunteer Sign In & Sign Out Log". Grounds for Disqualification/ Dismissal: Any individual convicted of a felony or crime of moral turpitude, or other offenses determined relevant by the Mayor or the Department Supervisor shall be disqualified from volunteering or interning for the purpose of this Policy. If a volunteer or intern is determined eligible to work for the City and is later arrested, indicted, have charges pending or convicted of a crime, they are required to notify the Volunteer or Interns Supervisor, the Department Supervisor, the Mayor or the Personnel Department. The volunteer or intern will be immediately removed from their position until final adjudication of their case. Failure to notify the City, arrests, indictment, pending criminal charges or convictions will result in the volunteer or intern being immediately removed from all their duties and will be ineligible for volunteering or interning for a minimum of twelve( 12) months beginning on the date the failure to notify was discovered. Volunteer and interns who do not adhere to the rules, policies and regulations of the City, or fail to perform their assignments satisfactorily, as determined by the Volunteer/ Intern Supervisor, the Department Supervisor or the Mayor, are subject to dismissal. A volunteer or intern maybe dismissed at any time. The City reserves the right to request that a volunteer or intern leave immediately if circumstances warrant such action. Volunteer/ Intern Behavior and Conduct Volunteer/ Intern Code of Conduct: As a Volunteer or Intern I will: Read and follow the Volunteer/ Intern Policy. Report on time and as scheduled Practice safety at all times. Perform only those assigned tasks that are within my physical capability and will not undertake any tasks that are beyond my physical capability. Page 6 ---PAGE BREAK--- Neither undertake the operation for use of City Vehicles, equipment or tools, with which I am not familiar, have not been trained to use in a proper and safe manner and for which I have not received specific authorization to use from the Volunteer/ Intern Supervisor and/ or the Department Supervisor. Observe all safety rules and use provided safety equipment in the performance of my assigned tasks. Treat everyone with respect, patience, integrity, courtesy and dignity. Not use profanity or make humiliating, ridiculing, threatening or degrading statements. Return all City or Library equipment and identification upon request or at end of assignment. Keep confidential or sensitive information confidential. Refrain from activity outside of the assigned course and scope. Attendance and Punctuality: Volunteers and interns are expected to always be prompt and on time in reporting for their assignment. When unforeseen circumstances arise, itis up to the volunteer or intern to notify their Volunteer/ Intern Supervisor or the Department Supervisor about being late or to give advance notice of the need to be excused. Failure to appear or to notify their Volunteer/ Intern Supervisor or Department Supervisor about missing a shift may result in dismissal from the volunteer and intern program. Confidentiality: Private, sensitive or confidential information discussed or handled within the course of a volunteer or interns' assignment must be kept strictly confidential and isnot to be shared. Any question about what information is appropriate to release or discuss should be communicated between the volunteer or intern, their Volunteer/ Intern Supervisor or the Department Supervisor. Volunteers and interns are required to uphold this Policy. Community Relations: Volunteers and interns act as ambassadors for the City and shall conduct business with City and the public in a friendly and courteous manner. If the volunteer or intern is unsure how to answer a question from a member of the public, they should consult with their Volunteer/ Intern Supervisor or the Department Supervisor before answering. Dress Policy: Volunteers and interns' attire must be clean and non- offensive and not interfere with personal safety in the work environment. For safety reasons, a stricter dress policy maybe enforced for specific duties as assigned. Page 7 ---PAGE BREAK--- Safety: Volunteers and interns should be alert at all times, following safety precautions and aware of hazards. Unsafe conditions should be reported to their Volunteer/ Intern Supervisor or the Department Supervisor immediately. Alcohol& Drug Free Workplace: Any volunteer or intern who uses, brings, possess oris suspected of being under the influence of alcohol or any form of narcotic, drug or hallucinogen, except prescribed drugs and under the direction of a physician, is subject to immediate dismissal. In addition, any volunteer or intern who transfers, sells or attempts to sell drugs on City property or while on City business, at any time, is subject to immediate dismissal and possible criminal charges under applicable laws. Harassment: All volunteers and interns have a right to work in an environment free from all forms of discrimination and conduct that can be considered harassing, coercive or disruptive. Consistent with the City' s respect for the rights and dignity of each volunteer and intern, harassment based on race, color, religion, sex, national origin, age, disability or any characteristic protected by law, will not be sanctioned or tolerated. Furthermore, any volunteer or intern witnessing acts of harassment or discrimination, should immediately report it to their Volunteer/ Intern Supervisor or the Department Supervisor. Personal Use of City and Library Property: Personal use of City property by volunteers and interns is not allowed and may result in dismissal. Personal use includes, but is not limited to, borrowing power tools and hand tools, equipment, supplies, City vehicles, trailers, generators, books and unauthorized duplication of City keys. Theft/Property Loss: Theft of any kind will not be tolerated and is grounds for dismissal. Removal of City property for personal use is considered to be unauthorized use of or the taking of City property. The crime of theft is subject to prosecution. City Employees as Volunteers City employees may serve as volunteers for the City. This voluntary service by City employees is accepted, provided the volunteer service is: Provided totally without a coercive nature Involves tasks which are outside the scope of normal employee duties Time is provided outside the usual working hours Additionally, the City supports its employees in volunteering with other community organizations, outside of normal work hours. Adherence To All Laws and Rules All volunteers and interns shall adhere to all application federal, state and City rules and regulations. END OF POLICY Page 8