Alzheimer's Network of Oregon

Volunteer Handbook

A Sincere Thank You

Thank you for your interest in volunteering so no one will ever have to ‘walk alone’. Our volunteers are an integral part of our organization and we look forward to partnering with you. This volunteer handbook (Handbook) includes information pertinent to your relationship with the Alzheimer’s Network of Oregon (Organization) and serves to acquaint our volunteers with the policies, which are important for ensuring a positive experience for both the volunteer and those whom we serve.

Table of Contents

Section 1 –Introduction to Alzheimer’s Network Of Oregon

Mission Statement

Our Values

Our Vision

Our History

Programs & Services

Committees

Section 2 - Procedures for Volunteers

Volunteers are Not Employees

Volunteer Application

Time Keeping

Under Age Volunteers

Attendance

American with Disabilities Act

Background and Reference Checks

Privacy

Section 3 – Standards of Conduct

Confidentiality

Anti- Harassment and Discrimination

Other Standards of Conduct

Section 4 - Other Policies

Personal Relationships

Political Neutrality

Personal Appearance

Reimbursement of Expenses

Inclement Weather

Safety

Vehicle Safety

Substance Use and Abuse

Searches

Electronic Communication

Social Media

Section 5 – Concluding Remarks

Section 6 – Acknowledgement of Receipt

Section 1

Introduction to Alzheimer’s Network Of Oregon

Mission Statement: To provide compassionate support, education and outreach to meet the individual needs of those impacted by Alzheimer’s disease and other dementias.

Our Values: Person-centered, inclusiveness, compassion, respect, integrity and stewardship.

Our Vision: An enlightened and empowered community where no one walks alone.

Our History: In November 2003 a group of caring volunteers met to form the Alzheimer’s Network of Oregon. Our focus was crystal clear from the onset – to support individuals, their families and caregivers living with Alzheimer’s and other dementias. It was our intention that no individual should face this disease alone. The Alzheimer’s Network of Oregon would provide the services and programs that families need through a local community presence. Following that 2003 meeting we launched the Organization. That first year we used donated office space and borrowed equipment. We have continued to grow since then through the tireless efforts of volunteers, staff and the support of the community, making us the vital organization we are today.

Programs & Services:

Information and Referral – Guidance to resources and services available in the local community.

Living with Alzheimer’s Disease – a series of two hour workshops in which family members have a chance to learn and discuss the challenges and opportunities of caring for a loved one with Alzheimer’s disease at home.

Memory Screening – Free confidential screening for individuals experiencing memory problems or difficulty with daily living skills.

Early Stage Program – A six-week education series for persons diagnosed with dementia and their caregivers.

Monthly Educational Programs– Events presentations, classes and caregiver conferences on a variety of topics.

Support Groups – A place to share concerns and coping suggestions, and to receive emotional support for families and caregivers impacted by Alzheimer’s.

Public Awareness – Activities highlighting Alzheimer’s disease and its impact on individuals, families, and communities.

Newsletter & Website – Contain information about Alzheimer’s disease and related disorders, local services and programs.

Committees:

Fund Development – This committee is responsible for raising funds for the Organization. They put together two fund raising events each year:

  • Affair to Remember in April each year
  • Walk 4 Alzheimer’s in the Summer

Marketing - The marketing and PR committee’s is to develop and maintain marketing materials current, relevant and consistent in design, message and branding. Identify different ways in which to engage and reach our target market.

Policy & Compliance – Drafts Organization policies for approval by the Board of Directors and insures that the Organization is in compliance with its stated policies.

Programs – This committee is responsible for the development and staffing of programs and services offered to our community.

Public Policy – Reports to the Board of Directors on state and federal bills that could affect the Alzheimer’s Network or those it serves.

Volunteers Committee – This committee is in charge of volunteer recruitment. The committee works with staff and committees to assess upcoming volunteer needs, recruit qualified volunteers, provide volunteer training, and facilitate the activities of volunteers at specific events.

Section 2

Procedures for Volunteers

Volunteers are Not Employees: A volunteer is defined as a person who performs services for the Organization without compensation, other than reasonable reimbursement or allowance for expenses actually incurred (see Section 4). The volunteer arrangement can be terminated by either party without notice. Employees may not volunteer for the Organization. Independent contractors may volunteer with the Organization as long as their volunteerism and contract role is expressly defined.

Volunteer Application: We ask every volunteer to complete an application and sign a confidentiality and conflict of interest statement prior to being accepted as a volunteerrepresentative of the Organization.

Time Keeping: We ask every volunteer to track the number of hours they volunteer. You will be asked to sign in and out each time you volunteer. These records are important for many reasons.

Under Age Volunteers: The Organization will verify the age of each minor volunteer and adhere to the guidelines set forth by the State of Oregon Wage and Hour Division. Minor volunteers must have parental authorization. Minors age 14 and younger must be accompanied by a parent/guardian while volunteering.

Attendance: We ask that if a volunteer is unable to fulfill their commitments to the Organization, that the volunteer contact their coordinator or a member of the staff to notify the Organization as soon as possible so a replacement volunteer may be found.

American with Disabilities Act: Reasonable accommodation is available for qualified individuals with disabilities, upon request.

Background and Reference Checks: To ensure that that the Organization maintains a safe environment, some volunteers who are in specific positions of trust may be asked to submit to a background check or drug test. All background checks are kept confidential. If information obtained in a background check would lead the Organization to deny involvement with the Organization, a copy of the report will be provided to the volunteer, and the volunteer will have the opportunity to dispute the report’s accuracy. Background checks may include a criminal record check. Additional checks such as a driving record or credit report may also be made.

Privacy: The Organization is respectful of volunteer privacy. All volunteer demographic and personal information will be shared only as required in the normal course of operation.

Section 3

Standards of Conduct

Confidentiality: In the course of volunteering with the Organization, volunteers may have access to confidential information. It is very important that our volunteers understand the duty of maintaining confidentiality. Confidential information may include future plans, financial information, contracts, suppliers, customers, personnel information or other information that the Organization considers proprietary and sensitive. The volunteer may also come into contact with personal information which has been communicated to the Organization for the purpose of service delivery or donor contributions. It is the donor or service recipient’s right and expectation that such information be respected and safe-guarded by the Organization, its employees, board members and volunteers. Additionally, volunteers and staff alike should be mindful how and where discussions about service recipients take place. We must protect confidential information and files by safeguarding it when in use, using it only for the business of the Organization and disclosing it only when authorized to do so and to those who have a legitimate business need to know.

Anti-Harassment and Discrimination: The Organization is committed to providing a safe environment free of all forms of harassment or discrimination. Harassment or discrimination against individuals on the basis of race, religion, creed, color, national origin, sex, sexual orientation, gender identity, age, ancestry, physical or mental disability, medical condition including medical characteristics, marital status or any other classification protected by local, state or federal laws is illegal and prohibited by Organization policy. Any volunteer who violates this policy will be subject to corrective action, up to and including barring their involvement with the Organization. To the extent a customer, vendor or other person with whom the Organization does business engages in unlawful harassment or discrimination, the Organization will take appropriate corrective action.

ProhibitedConduct:Prohibited harassment or discrimination includes any verbal, physical or visual conduct based on sex, race, age, national origin, or disability. Prohibited harassment includes unwelcome sexual advances, requests for sexual favors and lewd, vulgar or obscene remarks, jokes, posters or cartoons, and any unwelcome touching, pinching or other physical contact. Other forms of unlawful harassment or discrimination may include racial epithets, slurs and derogatory remarks, stereotypes, jokes, posters or cartoons based on race, national origin, age, disability, marital status or other legally protected categories. Prohibited harassment also includes that which is transmitted using the Organization's electronic communications system, or through other on-line conduct.

Complaint Procedure:Volunteers or others who feel that they have been harassed or discriminated against, or who witness any harassment or discrimination, should immediately report such conduct to their coordinator or any member of the staff or Executive Committee.

We ask of all our members, please do not allow an inappropriate situation to continue by not reporting it, regardless of who is creating the situation. In response to every complaint, the Organization will conduct an investigation and, if improper conduct is found, take appropriate corrective action.

Other Standards of Conduct: The following is a simple list of conduct that could be considered against policies. Please know this list is not all-inclusive.

  • Dishonesty;
  • Falsification of Organization records;
  • Unauthorized use or possession of property that belongs to the Organization or the public;
  • Possession or control of illegal drugs, weapons, explosives, or other dangerous or unauthorized materials;
  • Fighting, engaging in threats of violence or acts of violence, use of vulgar or abusive language, horseplay, practical jokes or other disorderly conduct that may endanger others or damage property;
  • Disrespectful language or aggression;
  • Unauthorized or careless use of the Organization's materials, equipment or property;
  • Lack of teamwork, poor communication, unprofessional conduct;
  • Unauthorized use or disclosure of the Organization's confidential information;
  • Violation of any Organization policy.

The Organization requires that all volunteers be discreet (i.e. show discernment and good judgment) anywhere they may be seen as representatives of the Organization.

Unlawful or improper conduct which, in the sole judgment of the Board of Directors, reflects adversely on the Organization or which affects the volunteer’s relationship to the Organization, fellow volunteers, clientele, property, reputation or goodwill in the community may result in corrective action up to and including barring their involvement with the Organization.

Section 4

Other Policies

Personal Relationships: We ask that should a volunteer establish a personal relationship with another member of the Organization that it be reported immediately to theirvolunteer coordinator or a member of the Executive Committee, as they may create the appearance of compromising internal controls, even if there is no chain of authority or influence. A personal relationship is defined as a marital or other committed relationship; a significant familial relationship; a consensual sexual or romantic relationship; or anoutside business venture with individuals on staff or in leadership. The Executive Committee willreview each situation to determine if any action is needed.

Political Neutrality: Maintenance of individual freedom and political institutions necessitates broad scale participation by citizens concerning the selection, nomination and election of public office holders. The Organization will not discriminate against any volunteer because of identification with and support of any lawful political activity. Volunteers are entitled to their own personal political position. In order to maintain political neutrality, volunteers are not to engage in political activity, including campaigning, while representing the Organization.

Personal Appearance: Volunteers’appearance is a reflection of the pride, image and mission of the Organization. We ask our volunteers to project a professional image, show discretion and good taste when representing the Organization. We have set a standard of business casual for our office. We ask that our volunteers refrain from wearing the following:

  • Torn, dirty, wrinkled or frayed clothing
  • Flip flops or beach sandals
  • Short shorts, tank tops, spaghetti straps, or revealing tops
  • Clothing with words, terms or pictures that may be offensive to others and/or the community we serve.

Additionally we ask that jewelry, makeup, perfume and cologne be used in good taste and not in excess.

Reimbursement of Expenses: Any volunteer expenses incurred for the benefit of the Organization are considered donations, unless pre-approved by a staff member prior to purchase. Pre-approved expenses may be submitted to the Volunteer Coordinator or committee chair person.

Inclement Weather: The Organization will follow the weather policy of the landlord, Center 50+. In times of inclement weather or hazardous road conditions, tune in to 1490 AM-KBZY Radio, go to Center 50+ Facebook page, or call 503-588-6303 to find out closure or delayed opening of Center 50+. Even if the Center does open, people need to use their own judgment before going out into the inclement weather.

Safety: The Organization is committed to providing a safe environment. We ask that you promptly report all unsafe conditions, accidents and injuries, regardless of how minor, so that any potential hazards can be corrected.

Vehicle Safety:If volunteers use a vehicle to perform Organization business, volunteers must have a current, valid driver’s license and proof of insurance. Volunteers must comply with all federal, state and local laws while driving, including but not limited to laws regarding the use of cellular phones, smartphones, tablets or other handheld mobile devices while driving. To the extent allowed by law, the volunteermay use cellular phones only with approved hands-free devices.

Substance Use and Abuse: The Organization is committed to providing a lawful, safe and productive environment. In keeping with this commitment, it maintains a strict policy for the use of alcohol and the unlawful use of drugs.

Alcohol Policy: Except the moderate consumption of alcohol as part of the Organization’s social or business event, no volunteer may consume or possess alcohol while volunteering. Moderate consumption when at a social event means showing no visible impairment and with a blood alcohol limit below the legal limit for operating a vehicle.

Drug Policy: Volunteers are not permitted to serve with illegal drugs (or their metabolites) in his or her bodily system. Illegal drug means any drug that is not legally obtainable or that is legally obtainable but has not been legally obtained. It includes prescription drugs not being used for prescribed purposes or by the person to whom it is prescribed or in prescribed amounts. It also includes any substance a person holds out to another as an illegal drug.

Consumption of prescription drugs may result in impairments, even when taken in properly prescribed doses. Please consider the implications and effects of your medications when volunteering for the Organization.

Use, possession, sale, purchase or transfer of illegaldrugs at any time while on the Organization's premises is prohibited. Any violation of this policy may result in corrective action, up to and including barring involvement with the Organization.

Searches: To protect Organization property and to ensure the safety of all, the Organization reserves the right to inspect and search any office, desk, drawer, cabinet, file, locker, equipment, including computers, e-mail, voice mail, Organization vehicles, and any area on the Organization premises. In this regard, it should be noted that all offices, desks, file drawers, cabinets, lockers, and other Organization equipment and facilities are the property of the Organization, and are intended for business use. Inspection may be conducted at any time, without notice, at the discretion of the Organization. In addition, when the Organization deems appropriate and in accordance with the Organization’s policy, volunteers may be required to submit to searches of their parcels, purses, handbags, backpacks, brief cases, lunch boxes or any other possessions or articles brought on to the Organization's property. Persons entering the premises who refuse to cooperate in an inspection conducted pursuant to this policy will not be permitted to enter the premises.

Electronic Communication: Alzheimer's Network of Oregon uses various forms of electronic communication including, but not limited to: computers, e-mail, telephones, voicemail, instant message, text message, internet, cell phones and smart phones.

The electronic communications, including all software, databases, hardware, and digital files, remain the sole property of the Organization and are to be used for Organization business and not for personal use.

Electronic communication and media may not be used in any manner that would be discriminatory, harassing, or obscene, or for any other purpose that is illegal, against Organization policy, or not in the best interest of the Organization.

Personal software may not beinstalled on Organization computer systems without express written permission from the Organization.

All electronic information created by any volunteer on Organization premises or transmitted to Organization property using any means of electronic communication is the property of the Organization and remains the property of the Organization.

Any information about Alzheimer's Network of Oregon, its products or services, or other types of information that will appear in the electronic media about the Organization must be approved before the information is placed on any electronic information resource that is accessible to others.

Social Media: Alzheimer's Network of Oregon is committed to utilizing social media to enhance its profile and reputation, to listen and respond to customer opinions and feedback, and to drive revenue, loyalty and advocacy. Volunteers areencouraged to support the Organization’s activities through their personal social networking channels while adhering to the guidelines outlined in this section.