Procedural Guidelines for Volunteers

Handbook
Each volunteer is expected to read the Planned Parenthood of NW Ohio Volunteer Handbook.

Volunteer Screening
All volunteers undergo a screening process, including application, interview, reference check, and background check to determine qualifications, ability and suitability to perform the specified work.

Personnel and Medical Files
Planned Parenthood of NW Ohio maintains confidential personnel and medical files on each volunteer.

Change of Address
Volunteers are asked to notify their supervisor immediately of any change of address, telephone, or e-mail.

Record Keeping
Volunteers are required to document all training hours as well as all service hours. Reporting volunteer hours is a requirement of some Planned Parenthood of NW Ohio funding sources.

Orientation and Training
Volunteers are expected to complete all orientation and training requirements in order to be fully prepared to perform volunteer duties. Additional learning and skill development opportunities may be required throughout placement.

Professional Conduct
Volunteers are expected to support and affirm Planned Parenthood of NW Ohio's mission statement, policies, and programs and to display professional behavior at all times.

Confidentiality Requirements
As a medical service agency functioning in a particularly personal area of people's lives, Planned Parenthood of NW Ohio is committed to keeping all aspects of client's relationship with the agency confidential. Planned Parenthood considers a client to be anyone who seeks help in any form, whether or not he or she is formally registered in its records.

This is the commitment that every member of the staff is equally bound by. In day to day terms, it means that every piece of written material relating to a client is confidential: not to be seen or handled at any time by anyone other than authorized personnel. It means that all personal knowledge that employees, staff, trainees, and volunteers have about individual clients is confidential; not to be shared at any time with anyone other than fellow staff members, and then only in professional activities related to assisting the client.

For legal reasons, exceptions to these rules may be necessary. But they are made only in certain narrowly defined circumstances and with the specific authorization of the Executive Director.

Volunteer Commitment
All regular volunteers are asked to make a commitment of service for a specified period each week for a minimum of twelve months. Any exception to this is at the discretion of the volunteer's supervisor. Volunteers are expected to be reliable and dependable in this commitment, which is delineated in the Volunteer Written Agreement.

Position Description
Volunteers are expected to work within the scope of their position description and with their assigned supervisor. Any changes in roles or assignments should be with the knowledge of the acting supervisor and the Director of Volunteer Programs.

Attendance
Volunteers are expected to be punctual and reliable in their attendance and to notify their supervisor as early as possible if they are going to miss a scheduled volunteer assignment.

Volunteer Leave
Volunteers are expected to notify the supervisor of any impending leave at least two weeks in advance.

Volunteer Performance
Volunteers will receive written feedback from their supervisor at regular intervals based upon performance expectations specified in the volunteer position description. Continuation of volunteer service is contingent upon satisfactory performance of service assignment.

Volunteer Feedback
Volunteers will complete an assessment of the volunteer program in conjunction with each performance evaluation and if the volunteer terminates his/her relationship with Planned Parenthood of NW Ohio.

Conflict of Interest
No member of the Board of Directors, officer, volunteer or employee of Planned Parenthood of NW Ohio or any member of his or her immediate family shall transact any business with the Corporation, including but not limited to the supplying of payment or other valuable consideration of any goods or services or having any direct or indirect interest in any such supplier, or accept any payment or thing of value as a gift or gratuity or otherwise from any supplier or potential supplier, or in any manner use his or her position with the Corporation to further the manufacture, distribution, promotion or sale of any goods or services in which he or she has any direct or indirect interest, nor shall any list of contributors to the Corporation be given, loaned or sold to any person, except, in any such case, as may have been approved specifically in advance by a disinterested majority of the Board of Directors.

Personal Value Judgements
Volunteers must be able to suspend personal value judgements when providing services to clients and to foster an atmosphere of acceptance and respect for the individual, thereby empowering freedom of choice and client decision making.

Volunteer / Client Relationships
Volunteers are expected to maintain objective and professional relationships with clients at all times.

Dress Code
Volunteers are expected to dress in a manner that presents an appropriate professional image while engaged in Planned Parenthood of NW Ohio work activities.

Safety PrecautionsVolunteers will comply with the same workplace safety precautions as paid employees and will be given information on those precautions.

Dismissal
Planned Parenthood of NW Ohio may dismiss a volunteer from his / her assignment if it is deemed that the best interests of the agency are not being served. Grounds for dismissal may include but are not limited to breach of confidentiality, failure to comply with agency policies, unsatisfactory work performance, or unsatisfactory attendance.

Sexual Harassment
Planned Parenthood of NW Ohio maintains a harassment free environment. Volunteers are expected to comply with the PPNWO personnel policy relating to sexual harassment and will be given copies of that policy.

Drug-Free Workplace
Planned Parenthood of NW Ohio is committed to providing a drug free work environment. Substance abuse in the course of PPNWO work activities or PPNWO sponsored events is strictly prohibited. All PPNWO facilities are designated as smoke-free. Smoking is prohibited in all PPNWO buildings.

Non-Discrimination
Planned Parenthood of NW Ohio will not discriminate against any volunteer or applicant for volunteer service because of race, color, creed, religion, national origin, sex, disability, age, marital status, sexual orientation or status.

Volunteer Recognition
Recognition for volunteer service will be provided in a number of different ways. A Volunteer of the Year will be selected annually for extraordinary service to Planned Parenthood of NW Ohio.

Insurance Coverage for Volunteers
All volunteers at Planned Parenthood of NW Ohio are covered by comprehensive general liability insurance. In addition, medical professionals are covered by medical professional liability insurance. Volunteers whose service requires the use of their automobile, i.e. community education volunteers, are covered by auto liability insurance and travel accident insurance above and beyond their personal insurance. Volunteers are also covered by Workers Compensation.

Holidays
Planned Parenthood of NW Ohio will be closed on the following days:

New Years Day Independence Day Day after Thanksgiving
Martin Luther King Day Labor Day Christmas Eve Day
Memorial Day Thanksgiving Day Christmas Day

In case of a program closure due to snow or other circumstances, volunteers will be notified by telephone. Planned Parenthood of NW Ohio will close upon a level 2 snow emergency.

© 2008 Planned Parenthood of Northwest Ohio, Inc. 1301 Jefferson Avenue, Toledo, Ohio 43624-1838