It is the policy of Circle Family Care to make use of volunteers to support and enhance the agency's mission by utilizing their skills and professionalism in the workforce to add an extra dimension of care and services within the agency.

1. When an inquiry to volunteer is received via telephone or walk-in, it should be routed to the Development Office. The Development Associate or designee will conduct an on phone or in-office information/screening session, and if necessary provide volunteer packet and schedule volunteer orientation, to be conducted by the Human Resources department.

Frequently, staff members and/or consultants for specific duties identify volunteers. At which time the staff member/consultant will notify the Development Associate, who will arrange appropriate orientation through Human Resources. It is the responsibility of the referring staff member/consultant to manage volunteer schedule and reporting (see section four).

2. During orientation the volunteer will complete all necessary paperwork required for Human Resource and Development purposes. Volunteer files are established to gather, record and maintain information concerning volunteer staff at CFC. A file folder will be maintained in the Development office on every person who volunteers at CFC regardless of capacity. These files will aid in placing and tracking volunteers, in providing emergency information quickly if needed, and providing data for reports that will be generated concerning the use of volunteers at this agency. Applicants will be required to attend a session on confidentiality and HIPPA training, both of which will be conducted during orientation and includes a signed agreement.

Upon completing orientation, the new volunteer will receive a thank you letter from the CEO.

3. The composition of a volunteer file will include the following: Volunteer application, current volunteer position description (if appropriate); 2 letters of reference; authorization for background check; volunteer agreement; volunteer request forms will be added as submitted. In addition, the file folders of volunteers who are selected to work with children must contain a finger print background check form prior to assignment.

4. Volunteers will be monitored/supervised by the requesting party, unless otherwise noted. The requesting party will act as a liaison between the volunteer and Development office Volunteer Program Manager (Development Associate). All volunteers are required to complete a bi-weekly time sheet that will be submitted to the Development office. Volunteer time sheets will be given to the volunteer and signed by supervisor. If a volunteer is only providing service for one day, then the time sheet should be signed and submitted the following business day. The purpose of the timesheet is to collect data on number of hours that the agency is receiving in volunteer work for monthly reporting. If for any reason the volunteer chooses to terminate his/her volunteer agreement with CFC the Development Department should be notified immediately. Also, if staff chooses to assign different and or additional duties to the volunteer, the Volunteer Program Manager (Development Associate) should be notified immediately.

5. When requesting a volunteer(s), the Division Director or designee will complete the Volunteer Request form and submit it to the Development Associate via fax or inter-office mail at least 10 business days in advance of project if possible. Most volunteers have other obligations that require they be given time to adjust their schedules. Once in receipt of request, the Volunteer Program Manager (Development Associate) will contact the volunteer best suited for the position and will then forward the applicant information to the requesting party who if necessary, will review the application and interview the applicant to determine the appropriateness of the applicant for the assignment and the program/project. If no volunteer is available for project, the Volunteer Program Manager (Development Associate) will notify the requesting party.