Buchanan County

Emergency Management

Volunteer Handbook

Table of Contents

Introduction 3

About This Handbook 3

Welcome! 4

Definition of an Volunteer 5

Role as a Volunteer 5

Volunteer Duties 5

What You Can Expect as a Volunteer 6

What You Can Expect the Agency to Provide for You 6

Brief Description of Volunteer Positions 6

Requirements of Volunteer Positions 7

The table below details what forms a potential formal volunteer needs to complete. 8

Reimbursement for Approved Expenses 8

Tracking Volunteer Hours 8

Attendance 9

Workplace Safety and Security 9

Injuries While Volunteering 9

Insurance 10

Identification 10

Keep Information Confidential 10

Commitment 10

Media and Public Relations 10

Leaving Your Volunteer Assignment and Exit Interview 11

Introduction

Thank you for your interest in volunteering with Buchanan County Emergency Management. The achievement of the goals of Buchanan County Emergency Management is best served by the active participation of members of the community. Our operations depend on volunteers and we value highly their contributions. Your willingness to serve the citizens of Buchanan County is greatly appreciated. This handbook outlines the guidelines and expectations that volunteers must follow to create safe and successful experiences for the public, staff and volunteers.

Volunteers don’t get paid, not because they are worthless,

But because they are priceless!

About This Handbook

This handbook was prepared to give you some essential information about the policies and expectations of Buchanan County Emergency Management. The handbook has been organized by topic to help you find information you need easily. You are also encouraged to talk with your supervisor and the Volunteer Coordinator if you have any questions about the content of this handbook.

Buchanan County Emergency Management reserves the right to modify this handbook without prior notice. The information described in this handbook replaces all prior information, handbooks or policy guidance provided. References are made to various other documents through out. The text of those documents will not be reproduced in this handbook. Please go to the latest version of those documents to see the complete text.

Thank you for giving your time and talents to help others. We hope that you find volunteering with Buchanan County Emergency Management a positive and rewarding experience.

Welcome!

Dear New Volunteer,

On behalf of everyone at Buchanan County Emergency Management, welcome and thank you for joining our team.

While persons volunteering do so for a variety of reasons, we certainly hope one of those reasons is pride in the mission and services of Emergency Management. We have performance expectations for all volunteers, job descriptions for certain opportunities, and in some cases, performance reviews for professional development.

Our commitment to volunteers is to welcome them into the Emergency Management organization and to provide them with meaningful experiences, appropriate training, and support. In return, we have high expectations of our volunteers, and ask that they consider carefully before accepting responsibilities and then do all that they can to live up to their commitments.

This handbook was created to give you important information that will enhance your volunteer experience. Please take the time to read through it and refer back to it as questions arise.

Once again, welcome to Buchanan County Emergency Management. We hope your association with us is a long and valued one, and we wish you a rewarding experience as a volunteer.

Sincerely,

Rick Wulfekuhle

Emergency Management Coordinator

Definition of an Volunteer

This volunteer program to address two types of volunteers and the organization required for them. This program excludes individuals hired by the agency with no compensation.

  1. Spontaneous Volunteer

Ad Hoch / spontaneous as needed, per project basis such as sand bagger or others that show up at time of emergency or special event

  1. Formal Volunteer

Works with organization on a regular basis

A ‘Spontaneous Volunteer’ is anyone who without compensation or expectation of compensation of any type performs activities at the direction of and on behalf of Buchanan County Emergency Management during a disaster or emergency situation. A ‘Spontaneous volunteer’ is not accepted and enrolled as a volunteer by Buchanan County Emergency Management prior to performance of any tasks.

A ‘Formal Volunteer’ is anyone who without compensation or expectation of compensation beyond pre approved expense reimbursement performs a task at the direction of and on behalf of Buchanan County Emergency Management. A ‘volunteer’ must be officially accepted and enrolled by Buchanan County Emergency Management prior to performance of the task.

Please refer to the volunteer policy document for additional detail on how the volunteer program operates.

Role as a Volunteer

The role of a volunteer is to assist, not replace, the activities and functions of the paid staff as they provide services to the citizens. By offering your skills, knowledge, new ideas and experiences, you will help the agency maintain the current level of service and, possibly expand into new areas. You will be asked to evaluate the volunteer program and make suggestions, so the program can continue to be a viable method of meeting community needs.

Your enthusiasm for the program will encourage other citizens to volunteer their time and bring their expertise to the program. The agency hopes that through volunteer efforts, the community will feel that emergency management better reflects the needs and interests of the people it serves.

Volunteer Duties

The work assigned to a volunteer is important to the smooth functioning of the agency. It is required of each volunteer that he/she gives adequate notice to the supervisor if he/she cannot come to work on a scheduled day. Consistent failure to show up for work may be construed as a lack of interest in the job or a lack of responsibility and may result in termination of the volunteer.

The volunteer's assignment should consist of enough tasks to make it interesting and challenging. If a volunteer finds a lack of challenge, he or she should talk to the supervisor to rectify the situation. One aspect of the volunteer program is to involve citizens in meaningful work within the department. The job design should be a joint effort to make that happen.

What You Can Expect as a Volunteer

Your responsibility as a volunteer:

  1. Be realistic and candid in accepting your assignment, taking into consideration your interests, skills and availability, as well as the needs of emergency management.
  2. Learn your volunteer assignment as well as you can by completing all required training, asking questions and staying in touch with your supervisor.
  3. Contribute to the agency by being reliable and dependable in doing your job and working with your co-workers.
  4. Follow all policies and guidelines of the agency, observe confidentiality when needed, and engage in appropriate public behavior at all times.
  5. Participate in the feedback process by letting the chapter know how you feel about your volunteer experience and by giving constructive suggestions for improvement in any area.
  6. Develop your skills as a volunteer by participating in training and development opportunities. Learn as much as you can to do the best job possible.

What You Can Expect the Agency to Provide for You

  1. A suitable assignment based upon your interests, skills and availability, as well as the agency’s needs.
  2. Orientation and training to help you perform your job.
  3. The opportunity to work as part of a team, to contribute to the welfare of the community and the organization, and to be recognized for your contribution.
  4. The support you need to do your job, including necessary equipment, supplies, work space and helpful supervision.
  5. The opportunity to give feedback about your volunteer experience.
  6. The chance to grow and develop as a volunteer through participation in activities, special training events, meetings and more responsible positions.

Brief Description of Volunteer Positions

Volunteers can and do support emergency management in many different ways. Besides a generic volunteer or spontaneous volunteers, there are some specialty volunteer positions. Brief descriptions of those specialty positions are below.

Refer to the volunteer position description documents for complete information for the various types of volunteers.

Community Emergency Response Team Volunteer

A ‘Community Emergency Response Team volunteer’ or ‘CERT volunteer’ is anyone who performs CERT activities at the direction of and on behalf of Buchanan County Emergency Management. The ‘CERT volunteer’ shall follow all additional requirements, policies or guidelines of the Buchanan County CERT organization.

Community Emergency Response Team Lead Volunteer

A ‘Community Emergency Response Team Lead volunteer’ or ‘CERT Lead volunteer’ performs CERT activities and leads the CERT team at the direction of and on behalf of Buchanan County Emergency Management.

Emergency Operations Center Volunteer

A ‘Emergency Operations Center volunteer’ or ‘EOC volunteer’ performs operations activities at the direction of and on behalf of Buchanan County Emergency Management.

Shelter Operations Volunteer

A ‘Shelter Operations volunteer’ or ‘Shelter volunteer’ performs shelter activities at the direction of and on behalf of Buchanan County Emergency Management.

Volunteer Coordinator Volunteer

A ‘Volunteer Coordinator volunteer’ performs volunteer activities and leads volunteers at the direction of and on behalf of Buchanan County Emergency Management.

Special Case Volunteers

A ‘Special Case volunteer’ performs participating in student community service activities, student intern projects, alternative sentencing or diversion programs, corporate volunteer programs, and other volunteer referral programs, at the direction of and on behalf of Buchanan County Emergency Management. In each of these cases, however, a special agreement must be in effect with the organization, school, or program from which the special case volunteers originate and must identify responsibility for management and care of the volunteers.

Ham Volunteers

A ‘Ham volunteer’ performs amateur radio activities at the direction of and on behalf of Buchanan County Emergency Management.

Requirements of Volunteer Positions

The purpose of this additional subdivisions of volunteer positions is to account for specialized training required for some of the tasks, additional screening and to describe the functions of the position. A position Description has been created for each of the different divisions. The description details what a volunteer in that function can do, can’t do and should do. A volunteer may perform in more then one position. In that case they must meet the requirements of all the positions. As there is a large amount of over lap in the requirements this should not present an undo burden.

Example: Ham Volunteers have the additional training and screening that they can operate communications in the EOC. Amateur radio operator that does not wish to take the additional training or screening could still be a volunteer with the agency. However, they could not operate in the EOC, other locations that require a ham operator such as a fire station could be staffed by them.

The table below details what forms a potential formal volunteer needs to complete.

Forms
Position Description / New Volunteer Checklist / Volunteer Application / References / Volunteer Waiver / Local / Internet Background Check / DCI Background Check / DHS Background Check
Volunteer / X / X / X / X / X
Shelter Volunteer / X / X / X / X / X / X / X
Special Case Volunteer / X / X / X / X / X / X
Ham Volunteer / X / X / X / X / X
CERT Volunteer / X / X / X / X / X
CERT Lead Volunteer / X / X / X / X / X / X / X
EOC Volunteer / X / X / X / X / X / X / X
Volunteer Coordinator Volunteer / X / X / X / X / X / X / X

Based upon the review of the application, references, local back ground check, internet background check, an interview is held. If the applicant is acceptable to this point, a DCI and or DHS background check is performed if needed.

Refer to the Background Check Policy for additional information. The position description details what if any checks are required to volunteer in that capacity. Evaluation criteria is covered in the background check policy.

Reimbursement for Approved Expenses

Volunteers may be eligible for reimbursement of reasonable expenses incurred while undertaking business for the agency. Volunteers should check with the volunteer coordinator and the volunteer policy regarding specific reimbursable items. Prior approval must be sought for any expenditure.

Tracking Volunteer Hours

Volunteers are required to track their volunteer hours of service. Tracking volunteer hours serves numerous purposes: reporting to the commission, calculating the monetary value of volunteers’ time contributions, meeting grant requirements, and more.

Each volunteer is required to complete an activity log for each month in which she or he volunteers. The activity log for is available on the volunteer section of the agencies website or from the volunteer coordinator. Each volunteer is responsible for completing his or her own time card and submitting it to the volunteer coordinator the first of the month for the previous months activities.

Attendance

The agency expects all volunteers to assume diligent responsibility for their attendance and promptness. Volunteers who are unable to come to scheduled tasks or who will be late should notify their supervisors as soon as possible prior to their scheduled start time. Frequent absenteeism or lateness that is unexcused or excessive may result in disciplinary action, up to and including separation.

Volunteers who have been absent for health reasons may be asked to provide fitness for duty certification prior to being allowed to return to active volunteering.

Workplace Safety and Security

In order to provide a secure, safe and healthy work environment for volunteers, the agency periodically provides information to volunteers about workplace safety, health, and security issues through regular internal communication means such as meetings, memos or other written communications.

Volunteers are discouraged from bringing large amounts of cash or other personal valuables to work. The agency is not responsible for volunteers’ personal items that are lost or stolen.

Some of the best safety improvement ideas come from volunteers. Those with ideas, concerns or suggestions for improved safety and security in the workplace are encouraged to bring them to management’s attention so that the safety and welfare of all volunteers can be improved.