Quality Standards
Overview
The City's Volunteer San José program is designed to coordinate
and manage citywide volunteer efforts which support existing
municipal services provided to the community. The program
addresses community service needs, while placing special emphasis
on the City's priorities. The City's volunteer program is designed
to effectively match individuals, businesses and other interested
parties in providing volunteer services to City Departments that
have exciting and fun work opportunities. The City's program will
use Countywide resources, such as the Volunteer Center, United
Way, Silicon Valley Mentoring, and other agencies to the extent
possible in other to avoid duplication.
Mission
The City's Volunteer San José's program is committed to
encouraging community participation and the comprehensive
coordination of volunteers to enhance municipal services.
Volunteer San José's Objectives
- To develop a reliable and varied skilled network of human
resources to support the delivery of services to the community.
- To provide opportunities for all segments of the community to
participate in local government, with special emphasis on
inclusion of cultural diversity.
- To bring together volunteer resources and augment municipal
services including, but not limited to the following areas:
recreation and leisure services, park maintenance, literacy
improvement, gang and substance prevention, information and
service referrals, and maintenance of City facilities and other
public grounds.
How do you get involved?
- Contact the Volunteer San José office with a request to
volunteer with any Volunteer San José program.
- Complete our online form or print out the form and mail it in
to the Volunteer San José office at 1601 Foxworthy Avenue, San
José 95118. You may also submit it via fax to (408) 437-0920.
- Volunteer San Jose will process your forms and contact you.
- City staff will train you to do the tasks for which you have
volunteered.
What are volunteers responsible for?
Every volunteer for the City of San José, you have certain
responsibilities. Below are some of those responsibilities; they
will be reviewed with each volunteer once he/she begins his/her
new assignment. Supervisory staff are available to review and
remind all volunteer staff of the expectations and
responsibilities for volunteers throughout the year. All
volunteers are expected to meet these responsibilities:
Comply with City policies and procedures and regulations,
particularly those having to do with smoking, alcohol, and other
substance abuse areas.
- Keep your work commitment.
- Be willing to accept training and participate in other job
development activities.
- Adhere to all confidential requirements in the course of carrying
out duties and responsibilities.
- Not use job knowledge or contacts for personal gain.
- Treat customers and co-workers with respect.
- Be aware of Departmental procedures and rules, including safety
rules.
Be cooperative by accepting instructions, guidance, and
suggestions from City staff.
If you have questions about any of this information you should
speak with your immediate supervisor or the Department volunteer
liaison.
Fingerprinting and Background Checks
Depending on the nature of the assignment, some volunteers may be
required to be fingerprinted and submit to a background check. You
will be informed if fingerprinting is required for your position.
Volunteers who do not agree to the required screening may be
refused an assignment.
Safety
Safety is everybody's business and must be given primary
importance in every aspect of performing volunteer activities. We
want to protect you against injury and illness. Please report all
injuries to your supervisor immediately. Also advise staff of any
equipment or situation that may pose a safety hazard.
Dismissal
Volunteers who do not adhere to the rules, policies and
regulations of the City of San José or fail to perform their
assignments satisfactorily, are subject to dismissal. A volunteer
may be dismissed at any time. The City of San José reserves the
right to request that a volunteer leave immediately, if
circumstances warrant such action.
Workers Compensation
All volunteers are automatically covered under the City of San
José Workers Compensation Insurance. Each volunteer is required to
read and sign the Volunteer Service Agreement and return it to
his/her immediate supervisor. This agreement specifies that
coverage is available to volunteers and spells out their legal
rights and responsibilities.
Fair Treatment/Problem Solving
If a problem should arise concerning any condition of your
volunteer work with the City, you should attempt to reconcile the
matter with your Supervisor. All volunteers are encouraged to
attempt to settle problems or issues requiring attention within
the Department to which the volunteer is assigned. However, if you
feel that a workable agreement or a satisfactory solution to your
problem has not been reached from discussion within the
Department, then notify the Volunteer Coordinator for the City,
who will attempt to work with the Department and resolve the issue
or problem.
Vehicle Usage and Travel/Mileage Reimbursement
Volunteers who are required to use a vehicle in the pursuit of
their duties are required to have completed the City's Defensive
Driver class. Volunteers who must use their own vehicles in the
pursuit of City business will not be covered against accidents and
injury. All drivers are required to have a current driver's
license and auto insurance. Volunteers will not normally be
eligible for mileage reimbursement. However, supervisors of
volunteers have the option of reimbursing volunteers on a
case-by-case basis.
Policies and Procedures
Orientation and Training
Once a volunteer has been selected for hire with a City Department
or program, they will participate in an orientation program
designed to inform volunteers about the City/Department as an
organization, its policies, procedures, programs, and regulations.
This informative session is designed to assist you in you new role
as a volunteer with the City of San José. After joining your new
Department, you will be provided on-the-job orientation and
training by your supervisor. Orientation will be scheduled at
various times, as the need arises.
Placement and Schedules
Work schedules of volunteers are diverse and varied depending on
the Department, program and/or location of volunteers. Work
schedules are flexible and may vary depending on the job that is
being done. Volunteers should work with their job supervisor to
set a schedule that is mutually acceptable. If a volunteer cannot
make it to their assignment on a scheduled day, the volunteer
should notify their job supervisor as soon as possible
Timesheets
Volunteers shall maintain a timesheet for the purposes of proper
timekeeping and recognition. Timesheets are to be filled out each
time a volunteer works, at the end of the month, or whenever
stipulated by the job supervisor. Each volunteer is asked to use
this form to record their hours each time they report for work.
This record is used to determine how service levels have increased
and which services have been enhanced by volunteers. Volunteers
might also want to maintain this record to document their
experience and commitment.
Risk Management and Safety
Each registered volunteer is included in the City's Risk
Management and Safety program. This means that before volunteers
begin their service, the direct supervisor is responsible for
informing the volunteer of safe work practices as required for
employees. Any injury to the volunteer or losses to any third
party which involved a volunteer must be reported and processed in
accordance with existing City policies on matters of this nature.
Recognition
Recognition is not just a way of saying thank you, but a response
to individual interest and reasons for being involved. Recognizing
volunteers takes many different forms in the City of San José.
Each year the Mayor hosts a large volunteer Celebration picnic to
which you will be invited. We feel that volunteers are invaluable
resources. Various awards, activities and just plain thank you's
are another part of our efforts to recognize volunteers for
helping make our community a better place to live.
Resignation
Volunteers occasionally choose to leave the program before the
completion of their commitments. If, for any reason, you cannot
complete your assignment as planned, please inform your supervisor
of your decision and try to allow us sufficient time to find a
qualified replacement.
Attendance Policy
It is important that volunteers have attendance records. For those
times when you are ill and unable to work, call the Department
where you are assigned to work as early in the day as possible.
You are expected to always be prompt. Being late may inconvenience
those who are counting on your presence. If you must be late,
please notify your staff supervisor in advance. Failure to appear
for your shift without notifying your staff supervisor may result
in your dismissal from the volunteer program.
Smoking
Smoking is prohibited inside all City facilities. Volunteers and
employees who wish to smoke may do so outside the building.
Alcohol
Volunteers shall not consume or possess alcoholic beverages on
City premises. Volunteers who violate this policy are subject to
immediate dismissal.
Dress and Appearance
Each volunteer represents the City to the residents. Your
appearance contributes to the overall impression that our City
portrays. Clothing appropriate to a business environment is
expected as all volunteers are expected to present an image that
is both professional and appropriate to their working conditions.
Drugs
Any volunteer who brings, possesses, is under the influence of,
uses, transfers, sells, or attempts to sell on City property or
while on City business, at any time, any form of narcotic, drug,
or hallucinogen, except prescribed drugs and under the direction
of a physician, is subject to immediate dismissal.
Code of Ethics for Volunteers
As a volunteer, I realize that I am subject to a code of ethics
similar to that which binds the professionals in the fields in
which I work. Like them, I assume certain responsibilities and
expect to account for what I do in terms of what I am expected to
do.
- I will keep confidential matters confidential.
- I interpret "volunteer" to mean that I have agreed to work
without compensation in money, but having been accepted as a
worker, I expect to do my work according to standards.
- I promise to work with an attitude of open-mindedness; to be
willing to be trained for it; to bring to it interest and
attention.
- I realize that I may have assets that my co-workers may not have
and that I should use these to enrich the projects which we are
working on together.
- I realize, also, that I may lack assets that my co-workers have,
but I will not let this make me feel inadequate, but will
contribute to the team with the assets that I have.
- I understand that I am expected to live up to my work
commitment, and I will give ample notice if I cannot fulfill it.
- I believe that my attitude toward volunteer work should be
professional, I believe that I have an obligation to my work, to
those who direct it, to my colleagues, to those for whom it is
done, and to the public.
Volunteer Rights
Each volunteer in the City of San José is viewed as an important
part of the organization's ability to get the job done. As a
volunteer you are accorded rights as individuals and volunteers.
Below are some of the rights volunteers may expect during their
tenure with the City:
- Volunteers are to be treated with respect and courtesy.
- Volunteers are to receive proper training for the job to be
done.
- Volunteers are to be informed about any reimbursement policy,
i.e. for the use of private cars, etc.
- Volunteers are not to be discriminated against because of race,
ethnicity, religion, gender, age, handicap, marital status,
family, or sexual orientation.
- Volunteers will receive information on issues regarding legal
protection, liability and other concerns.
- Volunteers will be recognized for their efforts in providing
program services.
- Volunteers will be treated as co-workers.
- Volunteers will know as much about the organization as possible.
- Volunteers will be evaluated and receive recognition.
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