Volunteer Policies and Procedures

The UBC Alumni Association adheres to the National Code of Volunteer Management and we are members of Volunteer Canada.

Recognition and Benefits

UBC Alumni Affairs understands the importance of volunteer recognition.  The organization and staff will determine appropriate and meaningful recognition on an individual basis for our volunteers.  We are happy to hear how you prefer to be recognized!  Volunteers are invited to request a performance evaluation and goal-setting plan from their staff contact.

Some benefits include:

• Opportunity to network
• Become involved with your Alma Mater
• Develop and enhance professional skills
• Opportunity for personal growth
• Reference letter—upon request, UBC Alumni Affairs will provide a letter of reference after a volunteer has satisfactorily completed a minimum of 3 months in his or her volunteer position.

Code of Conduct for UBC Alumni Affairs volunteers

• To understand and be committed to the mission and objectives of Alumni Affairs
• To understand and follow the policies of the volunteer program
• To recognize that volunteer commitment is a important responsibility
• To first and foremost strive to achieve the highest quality, effectiveness and dignity in both the process and products of volunteer work without promoting self-interests.
• To recognize that, when identifiable as a part of UBC Alumni Affairs, volunteer behaviour and actions reflect on the organization.  Volunteers will demonstrate passion and commitment to the organization and will refrain from public criticism of fellow volunteers, paid staff or the organization.
• To request assistance, training and/or supervision when needed to carry out duties to a high level of efficiency and quality.
• To provide feedback to assist in the continued quality improvement of the organization and the volunteer program.
• To contribute  to a welcoming and safe working environment by demonstrating respect  and fair treatment without regard to gender, place of origin, sexual orientation, age, religion, political belief, colour, physical or mental ability, or economic status and refraining from the use of profane, insulting, harassing or otherwise offensive language.

Confidentiality

Volunteers are responsible for maintaining the confidentiality of all information they are exposed to while serving as a volunteer, whether this information involves a staff person, volunteer, customer, donor or alumnus or involves the overall business of UBC Alumni Affairs.  Breach of confidentiality will be cause for termination of the volunteer assignment. UBC Alumni Affairs is equally committed to the confidentiality of information shared with team members by volunteers.

Expenses

UBC Alumni Affairs will reimburse out-of-pocket expenses of volunteers as outlined in an Annual Plan or with approval from Alumni Affairs.

Supervision

Every volunteer will be accountable to another volunteer or staff member. Alumni Affairs will provide all volunteers with training, guidance and appropriate equipment necessary to successfully carry out their duties.  Alumni Affairs liability and accident insurance is provided for all volunteers engaged in Alumni Affairs business, within boundaries set out in the volunteers’ position description and code of conduct.

Conflict Resolution

Alumni Affairs ensures fair treatment of its volunteers and will respond to concerns in a timely manner.  When a volunteer is in conflict with another volunteer or paid staff member, s/he is encouraged to first raise the concern with the person directly, whenever possible and appropriate.   If this first step is not possible or effective, the volunteer will raise the concern with the staff person responsible for their volunteer position.  The staff person will mediate a solution, and involve the Executive Director as appropriate.  If the volunteer is not satisfied with the outcome or the complaint involves the responsible staff person, the volunteer can raise their concern with the Executive Director.  If the volunteer wishes to initiate a formal complaint, s/he must submit it in writing directly to the staff person responsible, to the Executive Director or, where appropriate to the Chair of the Board.

Resignation

Volunteers have the right to resign from volunteer service at any time.  Alumni Affairs requests that volunteers who intend to resign provide advance notice of their departure and a reason for their decision.  Wherever possible, the supervisor will conduct an exit interview with the volunteer.

Dismissal

Volunteers who do not follow policies and procedures of the organization, or who fail to satisfactorily perform their agreed upon volunteer assignments may be subject to dismissal.  A volunteer will not be dismissed until the volunteer has been provided with an opportunity to discuss the reasons for possible dismissal with the staff member responsible for the volunteer.  Wherever possible, Alumni Affairs will endeavour to take progressive corrective action; however, grounds for immediate dismissal may include, but are not limited to: abuse or mistreatment of clients or colleagues, failure to abide by organization policies and principles, theft of property or deliberate misuse of organization equipment or materials, and being intoxicated while actively volunteering.