Girl Scouts of River Bluffs Council
#4 Ginger Creek Parkway,
Glen Carbon, IL 62034(618) 692-0692 - (800) 345-6858 - Fax: (618) 692-0685
Girl Scout of River Bluffs Council
Volunteer Policies
Approved by Board of Directors August 15, 2007.
The volunteer policies of Girl Scouts of River Bluffs Council provide for consistent action and direction and form the basis for an effective volunteer development system.
A ‘volunteer’ is anyone who, without compensation or expectation of compensation beyond reimbursement, performs a task at the direction of and on behalf of the council. A ‘volunteer’ must be appointed prior to performance of the task. Unless specifically stated, volunteers shall not be considered as ‘employees’ of the council.
Volunteer Rights and Responsibilities
Volunteers are viewed as a valuable resource to the council, its staff, and its membership. Volunteers shall be extended the right to be given meaningful assignments, the right to be treated as equal co-workers, the right to effective supervision, the right to full involvement and participation, and the right to recognition for work done.
In return, volunteers shall agree to actively perform their duties to the best of their abilities and to remain loyal to the goals and procedures of the council.
Affirmative Action
There shall be no discrimination against any qualified adult volunteer on the basis of age, disability, race, color, ethnicity, sex, creed, national origin, or socioeconomic status. In addition, to ensure full equality of opportunity in all operations and activities of the organization, affirmative action policies will be utilized in the recruitment, selection, training, placement, and recognition of volunteers.
Membership
All adults participating in the Girl Scout Movement shall meet Girl Scouts of the USA membership standards, be registered through the council as members, and shall abide by the policies and principles of GSUSA and the council.
Recruitment
Each volunteer position shall have a written position description that defines specific responsibilities, clarifies expectations, and in conjunction with performance goals, forms the basis for assessment of volunteer performance, reappointment, rotation to another position and release.
Selection
Each volunteer is selected on the basis of qualifications for membership, ability to perform the volunteer position, volunteer and council need, and the willingness and availability to participate in training.
Placement
Every attempt will be made to place volunteers in positions that meet both their needs and the needs of the council. Individuals not placed in a position for which they applied may be recommended for other positions and they may request reassignment.
Criminal Background Check
For the protection of the membership and the council volunteers, in positions which serve in primary leadership roles, positions that deal with money handling, and volunteers in designated assignments are required to complete a criminal background check. These procedures may include reference checks, criminal investigation, etc. Volunteers who refuse permission for conduct of these checks will not be accepted for placement with the council.
Appointment
Operational volunteers shall be appointed for a term of one year which is renewable upon agreement of the volunteer and the council. The term length of volunteers in elected positions will vary based upon the needs of the council.
Training
All volunteers will complete required training for their position within three months of appointment. Additional training must be completed as deemed necessary within a specified time frame.
Benefits
Benefits to the volunteer include training and other learning opportunities, support in their position, council publications, liability insurance, and supplemental accident insurance, as part of the national/council membership. Other benefits include council publications; tools for recording volunteer experience; and references upon request.
Performance Appraisal
Each operational volunteer shall be provided with the opportunity for periodic appraisal and evaluation. The position description and standards of performance for a volunteer position should form the basis of the performance appraisal. A confidential written record should be kept of each appraisal session.
Reappointment
Prior to the completion of her or his term, each volunteer who is to be reappointed to the same position or rotated to a different position may receive confirmation of such reappointment or rotation. Reappointment is based on past performance, adherence to council and GSUSA policies and standards, and support of the Girl Scout purpose, values, and council goals. There will be a mutual acceptance of position accountabilities, expectations and time commitments.
Uniforms
A uniform is not required for participation in Girl Scouting. Purchase of a uniform is at the volunteer’s expense. Volunteers are encouraged to wear the Girl Scout pin when participating in Girl Scout activities when they are not in uniform. As representatives of the council, volunteers are responsible for presenting a good image to the community. Volunteers shall dress appropriately for the conditions and performance of their duties.
Representation of the Council
Prior to any action or statement that might significantly affect or obligate the council; volunteers should seek prior consultation and approval. These actions may include, but are not limited to statements to the press, lobbying efforts with other organizations, or any agreements involving contractual or financial obligations. Volunteers are authorized to act as representatives of the council as specifically indicated within their job descriptions.
Confidentiality
Volunteers are responsible for maintaining the confidentiality of all privileged information to which they are exposed to as a volunteer whether this information involves a single staff member, volunteer, girl, other person, or council business. Failure to maintain confidentiality may result in termination of the volunteer’s relationship with the council or other corrective action.
Conflict Resolution/Dispute
The conflict resolution process is based on the fundamental values of respect for the individual and fairness. The policy exists so members of the organization can air their grievances and have avenues to solving them. All volunteers may use the conflict resolution procedure for conflicts with other volunteers and employed staff members. Every volunteer may expect a fair resolution of her or his dispute without fear of jeopardizing her or his volunteer status. Informal counseling by volunteer and employed staff is the first step in resolving a situation involving a conflict or dispute. The initiation of the conflict resolution procedure, however, will not restrict the council from taking immediate and appropriate action with respect to the volunteer. The procedure is as follows:
Step 1
If an informal resolution is not possible and a further hearing is desired, the person filing the complaint must do so in writing, citing the issue. The signed and dated document must be specifically titled “Conflict Resolution/Dispute Request,” identify the person with whom the conflict is registered, and cite the policy or procedure that has allegedly been misapplied. A copy should be sent to the identified person’s supervisor.
Within ten (10) working days, the supervisor will call a conference of all parties involved in the dispute and attempt to resolve the conflict. A written summary of the conference will be distributed to all parties.
Step 2
If the volunteer is not satisfied with the disposition of the conflict resolution, the council employed staff member or the council employed staff member’s supervisor will meet with the volunteer within ten (10) working days following her or his initial conference.
Step 3
In the event that the dispute is not resolved in Step 2, the employed staff member prepares a written report on the situation, including recommendations, and sends a copy to the chief executive officer.
OR
Step 4
The chief executive officer will appoint a dispute/complaint resolution review team. (The review team will be comprised of a management representative, an employee not involved in the conflict resolution process, and a council volunteer selected by the complainant.) The dispute review team will review the documentation on file and meet with the individuals involved. The review team may seek additional information, if necessary, to aid it in making a final decision. The team will provide the chief executive officer with a written report of its findings and recommendations within ten (10) working days of the review hearing. Copies will also be issued to the volunteer and immediate supervisor.
If the recommended resolution is not acceptable to the volunteer or any of the supervisors involved, a request to submit the recommended resolution to the chief executive officer for a final and binding decision will be made. The chief executive officer may exercise the following options:
Accept the Dispute Resolution Team’s recommended solution.
Provide an alternative final and binding decision.
This is the council’s final decision. It is the responsibility of the chief executive officer to implement the decision.
Release
Either the council or the volunteer may initiate a release from a position. A volunteer is requested to give as much notice as possible when resigning. A minimum of two weeks is requested.
Situations may arise that make it necessary to release an individual from a position. The council may release an individual because of, among other things, restructuring of a position in which the individual serves, the volunteer’s inability or failure to complete the requirements of the position, or the refusal to comply with council or Girl Scouts of the USA policies. Release from the position does not cancel membership with Girl Scouts of the USA unless it is determined that she or he is unable to meet the membership requirement.
Recognition
The council’s formal recognition system will be consistent with the GSUSA publication Adult Recognitions in Girl Scouting (Cat. No. 26-458).
Harassment
The council is committed to an environment and climate in which relationships are characterized by dignity, respect, courtesy, and equitable treatment. It is the policy of the organization to provide all volunteers with an environment free from all forms of unlawful or unwelcome harassment, including implied or expressed forms of sexual harassment. The council expressly prohibits any form of harassment on the basis of race, color, religion, sex, age, national origin, disability, marital status, citizenship, ancestry, veteran status, or any other characteristic protected by federal, state and local law.
Any volunteer who feels that she or he has been subjected to harassment of any type, whether by another volunteer, council staff member, or any agent of the organization, should promptly report the incident to a supervisor or to the chief executive officer. The supervisor, upon receiving the complaint, must report the matter to the chief executive officer. The chief executive officer will take appropriate measures to resolve or correct the situation in an expeditious manner.
Sexual Harassment
The council policy is committed to providing volunteers with an environment free from sexual harassment. Sexual harassment is a form of sex discrimination. Sexual harassment has been defined as “unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature.
It is against the organization’s policies for any volunteer, male or female, to sexually harass another volunteer, employee, or Girl Scout member of the same or opposite sex. The council reserves the right to refuse membership endorsement or reappointment, and to dismiss or suspend from affiliation with the council any volunteer who, in conducting Girl Scout program, advocates, solicits, or promotes any sexual behavior that is detrimental to the proper role model of girls.
Any volunteer who feels that she or he has been sexually harassed should promptly report such behavior to a supervisor or the chief executive officer. Upon receiving the complaint, a supervisor will report the matter to the chief executive officer. The chief executive officer will conduct an investigation and, dependant on the findings, take appropriate corrective action.
Child Abuse
The council supports and maintains environments free of child abuse and neglect as defined by the Child Abuse Prevention and Treatment Act. Child abuse and neglect are unlawful acts, and it is against the council’s policy for any volunteer, male or female, to physically, sexually, mentally, emotionally, or verbally abuse or neglect any girl member.
The council reserves the right to refuse membership endorsement or reappointment, and to dismiss or to exclude from affiliation with the council, any volunteer implementing Girl Scout program who is found guilty of child abuse and neglect or has been convicted of child abuse and neglect.
GSRBC 81607 WORD / f/forms/VolunteerDevelopmentPoliciesSKH
This page last edited on Tuesday October 23, 2007.