Administrative Policy #4.03 - Guidelines for Volunteers
Purpose
Volunteers play a vital role in delivering services to our community. The City of Corvallis is firmly committed to the safety and well-being of our volunteers. Additionally, the City provides insurance coverage which protects the City and our volunteers and ensures volunteers are informed of their responsibilities and those of the City.
Scope
This Policy applies to all City Departments.
Definition
A volunteer is any person approved by the City of Corvallis who donates service in a City of Corvallis-sponsored program without expectation of pay or remunerations other than reimbursement of approved incidental expenses for those services rendered. Types of volunteers include:
- Elected Officials
- Board Members
- Volunteer Firefighters
- Police Auxiliary and Cadets
- Administrative
- Park/Trail Clean-up Programs
- Water/Wastewater Operators
Policy
All volunteers must complete and sign a volunteer application and waiver form and return the completed form for approval prior to the start of work. Public safety volunteers must first complete an application for the designated program. Interviews may be conducted for certain positions prior to selection. Public safety volunteer positions will require a criminal history background check in compliance with the Fair Credit Reporting Act. Volunteers under the age of 18 are not eligible for volunteer service unless a City of Corvallis registration form is signed and approved by the City of Corvallis and a parent or guardian.
A job description or project description will be provided detailing the duties, scope, and physical requirements of the job. Volunteers should carefully review the requirements and check with their personal medical provider if there are any questions about their ability to perform the duties.
Safe work rules and rules of conduct are reviewed along with the volunteer policy and driving policy if applicable. Any required personal protective equipment will be reviewed and provided. Volunteers are required to wear appropriate protective equipment, clothing, and footwear at all times.
No volunteer will be required to perform work that he or she believes to be unsafe or likely to cause injury or health risk to themselves or others. Volunteers are encouraged to report unsafe conditions or hazards and must report incidents/accidents immediately to their supervisor. Training, if required, will be provided for operation of specific equipment, machinery, or tools. Additionally, OR-OSHA training may be required to perform some volunteer duties.
For volunteers with an ongoing volunteer position, evaluation and feedback of the performance of volunteer duties will be provided regularly, including recognition for volunteer service. Supervisors will monitor and take action, up to and including termination of the volunteer relationship when work practices are unacceptable.
City of Corvallis employees may volunteer in other departments if
- The volunteer position is with an established City of Corvallis volunteer program;
- Duties of the position are outside the employee's normal work duties;
- No work time is used to perform the volunteer duties;
- The duties are performed solely at the option of the employee, and there is no expectation, direct or implied, that the employee performs the service; and
- The employee signs a waiver indicating that the decision to volunteer is entirely his/her own, and no payment for the work will be rendered.
Insurance Coverage
Volunteers (other than Mayor/City Council and Public Safety volunteers) are covered under a limited excess accident medical policy that provides up to $50,000 in medical expense reimbursement as a result of a covered accident. The Risk/Customer Service Manager administers and coordinates the Volunteer Accident Medical coverage policy and is designated as the City's Volunteer Coordinator for these volunteers.
Mayor/City Council and Public Safety volunteers are covered by City workers' compensation insurance. Human Resources staff administers and coordinates workers' compensation coverage for City Council and public safety volunteers and is designated as the City's Volunteer Coordinator for workers' compensation coverage.
Mayor/City Council and Public Safety volunteer hours must be logged and reported on a quarterly basis to Human Resources. The report must list each volunteer by name. All other volunteer hours and rosters must be recorded and reported on an annual basis.
Volunteers are covered by City automobile insurance during authorized operation of City vehicles. Volunteers using their personal automobile for City business must provide primary automobile insurance coverage; City coverage is secondary.
Supervisors will confirm the volunteer has a current driver's license. If the volunteer will be operating a personal vehicle, proof of automobile insurance coverage must be provided and a copy kept by the department. A volunteer operating a City-owned vehicle must be made familiar with that vehicle, City driving rules per Administrative Policy 3.12, "Driving Standards and Use of City Vehicles," and the Safety Manual and meet the City's driving requirements.
Volunteer firefighters are eligible for a City-paid $10,000 life insurance policy. Supervisors of volunteer firefighters must ascertain that all newly hired volunteer firefighters complete and submit to Human Resources a life insurance application form.
Review/Update
The Human Resources Director will prepare this Administrative Policy for review every three years for City Manager approval.
Last reviewed: 03-2015
