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Town of Reading, Massachusetts
This policy is established by the Board of Selectmen of the Town of Reading to govern the recruitment and use of volunteers as a vital resource to the operations of the Town and its local government. The value of Volunteers is long recognized in Reading, and the policy is established to provide clear guidelines to the volunteers and to the staff that interact with them.
Volunteer Rights
 Volunteers are viewed as a valuable resource. They shall be extended the right to be given meaningful assignments, the right to appropriate training, the right to effective supervision, the right to full involvement and participation the right to recognition for work done. Volunteers are to be treated as equals to the paid staff, in terms of respect and dignity. They are to be valued for their input and called upon for their opinions. Volunteers have the right to have access to all information relevant to and necessary for the satisfactory performance of their assignments.
Volunteer Utilization
 Volunteers will enhance the work of paid staff. Volunteer service will extend the work of the Town of Reading into areas that, otherwise, could not be considered due to fiscal or time constraints. Volunteer positions will be sufficiently flexible, if appropriate, to allow the best fit with the talents, skills, gifts and limitations of each volunteer. The work in all volunteer positions should be meaningful and significant to program participants, staff and volunteers.
Volunteer Responsibilities
 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 Town. Volunteers are responsible for presenting a good image to the citizens of the community. Volunteers shall dress appropriately for the conditions and performance of their duties. Volunteers will notify the coordinating staff member of any changes in conditions or any other concerns so that possible adjustments can be considered. Individual volunteers are responsible for the accurate completion and timely submission of any and all record keeping if directed by staff members.
Staff Involvement
 Every volunteer will have a clearly identified supervisor who will be responsible for day-to-day consultation, support and direction. It is important that all volunteers have backup from staff members in the event that they encounter difficulties in the course of their volunteer duties.
Recruitment
 Volunteers shall be recruited with the intent of strengthening volunteer programs, either for a specific function or for general interest to be matched at a later time. The sole qualifications for volunteer recruitment will be ability and suitability to perform an assignment.
Screening
 Volunteers will be required to submit personal and/or professional references prior to acceptance as a volunteer. Individuals who refuse to comply with this request may not be accepted as a volunteer. Volunteers will be required to submit to a (CORI) criminal offenders records investigation prior to acceptance as a volunteer. Individuals who refuse to comply with this request may not be accepted as volunteers.
Interviewing
 The interview will offer the prospective volunteer the opportunity to learn about the organization, its mission and available volunteer positions. All volunteers will be interviewed to ascertain their suitability for and interest in a position. Interviews should determine the qualifications of volunteers, their commitment as well as any limitations to fulfill the requirements of the position and should answer any questions the volunteer might have about the position. Volunteers will be fully and honestly informed of the expectations and responsibilities of their volunteer position along with any risk or liability that the position might entail.
Placement
 In determining suitable placements for volunteers, equal attention will be given to the interests and goals of the volunteers and to the requirements of the Town and of the position in question.
Orientation
 The supervisor or appointed designee will introduce the volunteer to the operations and personnel of the Town. Appropriate policies and procedures documents and relevant job descriptions will be provided.
Training
 The supervisor or appointed designee will outline the job performance expectations to the volunteer. Volunteer training may include description, demonstration, on-the-job training or a combination.
Special Case Volunteers
 The Town of Reading accepts as volunteer applicants those participating in student community service activities, student intern projects, youth community service projects, alternative sentencing or diversion programs, and other volunteer referral programs. Assignment must be confined to candidates with appropriate records and experience. A special agreement must be in effect with the organization, school or program from which the special case volunteers originate. Division of
supervisory responsibilities between the organization and the Town must be identified as part of this agreement.
Liability
 Volunteers are considered as Town employees for “bodily injury” or “property damage” caused to third parties while performing duties for the Town. The Town does not cover volunteers for “bodily injury” or “personal injury” that they themselves sustain while performing duties for the Town. Volunteers are not covered by the Town’s insurance under Worker Compensation coverage, and need to make sure that they are covered for injuries to themselves under their own health insurance coverage. Volunteers are required to maintain their own insurance while using their own personal motor vehicle while acting as a volunteer driver for the Town. The Town shall require evidence of such coverage where appropriate, and will also require proof that the volunteer has a valid driver’s license. Volunteers are encouraged to consult with their own insurance agents regarding the extension of their personal insurance to include community volunteer work. Volunteers will be required to inform their own insurance company of their volunteer driving activity to ensure continuance of protection.
Confidentiality
 Records should be maintained on volunteers that include dates of service, positions held, duties performed, and evaluation of work. Volunteer personnel records shall be accorded the same confidentiality as staff personnel records. Volunteers shall hold in strictest confidence all information – verbal, written or computerized – concerning users of Town services and shall only be shared with staff members in order to offer appropriate assistance. Failure to maintain confidentiality may result in termination of services or other corrective action.
Evaluation
 Each department has the right to regularly monitor and evaluate the work performance of all volunteers.
Recognition
 All staff and volunteers responsible for volunteer supervision are encouraged to undertake ongoing methods of recognition of volunteer service on a regular basis throughout the year. These methods of informal recognition range from verbal and/or written “Thank You’s” to a concerted effort to include volunteers as full participants in program decision making and implementation. An annual volunteer recognition event may be conducted to highlight and reward the contribution of volunteers.
Absenteeism
 Volunteers are expected to perform their duties on an agreed upon schedule and on a timely basis. If expecting to be absent from a scheduled duty, volunteers should inform their staff coordinator as far in advance as possible so that alternative arrangements may be made.
Substitution
 Volunteers may be directed by the staff coordinator to find a substitute for any upcoming absences. Substitutes may only be obtained from volunteers currently enrolled in that program.
Termination
 Volunteers may resign from their volunteer service at any time. It is requested that volunteers who intend to resign provide advance notice of their departure and a reason for their decision. Volunteers who do not adhere to the rules and procedures of the Department or who fail to satisfactorily perform their volunteer assignment are subject to dismissal.
Created 3/18/97
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