Earn-A-Bike Co-op. intends to provide a safe and
healthy environment for everyone
Volunteer Policies and Procedures Record Management
The Earn-A-Bike Co-op. maintains records on each volunteer throughout the organization. Records may include dates of volunteer service, positions held, duties performed, evaluation of volunteer performance, training attended and awards/recognitions received. Volunteer records, including application, reference checks and background checks, are confidential. Volunteers are responsible for submitting and updating information contained in their files to the Earn-A-Bike Co-op.
Volunteers are representatives of Earn-A-Bike Co-op. and are responsible for presenting a positive image to constituents and the community. Volunteers will dress appropriately for the conditions and performance of their duties. Volunteers that serve in a capacity of a presenter, speaker or other face-to-face constituent contact will wear an Earn-A-Bike Co-op. T-Shirt or Name Tag. Volunteers who work as support in an office situation will dress according to the code of that particular office. Individual volunteers will be informed of the dress standard for their duties at the time of assignment.
Attendance and Time
Volunteer attendance is important to the operation of each program. Volunteers should notify their supervisor in advance if they are unable to be present on their scheduled day or presentation. Volunteers are responsible for completing and submitting their volunteer time through the online system or individual office connection monthly. Time not accounted for is the responsibility of the volunteer.
Change of Placement – applies for long-term volunteer agreements
Volunteers may request a change in placement anytime during their volunteer service. If a volunteer elects to be re-assigned, the volunteer must apply for the volunteer position and receive all appropriate training.
Volunteers agree to commit to a minimum number of hours of service over one year. At the end of a service term, volunteers may elect to renew their volunteer service agreement with Earn-A-Bike Co-op. The number of service hours requested is approximately 50 hours each year. However, this service requirement varies by opportunity.
Leave of Absence – applies for long-term volunteer agreements
Volunteers may request a leave of absence with the approval of their supervisor. This leave of absence will not alter or extend beyond the previously agreed ending date of service.
Volunteers receive training as part of their volunteer service with Earn-A-Bike Co-op. All volunteers must complete an orientation, on-the-job or program training, and participate in continuing education classes.
Volunteer Orientation provides an overview of Earn-A-Bike Co-op., its mission, history and goals and basic tool usage. Each volunteer will participate in a scheduled orientation within the first month of beginning their service. The orientation is designed to provide a framework for volunteering.
Volunteer Assignment or Program Training is provided by the supervisor or trainer for a particular placement. The training details the skills and knowledge necessary to perform their volunteer assignment.
Youth Volunteer and/or Service Learning
Volunteers, under 18, must have written consent of a parent or guardian before volunteering. Students volunteering for service learning credit hours for their school, must submit school name and contact information before volunteering. Evaluation Volunteers receive periodic evaluations to review their performance. The evaluations allow for a volunteer and supervisor to suggest changes, seek suggestions and enhance the relationship between the volunteer, staff and Earn-A-Bike Co-op. The evaluation is discussion period, and both supervisor and volunteer should establish an open line of communication.
The Earn-A-Bike Co-op sponsor recognition events for volunteers to highlight the contributions of volunteers to the organization. Continuing recognition of volunteers is vital and will occur throughout the year.
Volunteers are expected to follow rules of conduct that will protect the interest and safety of all volunteers, staff and Earn-A-Bike Co-op. The following are only some examples of inappropriate conduct which could lead to dismissal:
- Theft or inappropriate removal or possession of Earn-A-Bike Co-op.’s property or that of any Earn-A-Bike Co-op. volunteer, staff, agent or visitor, including failing to cooperate fully in any Earn-A-Bike Co-op. investigation.
- Altering Earn-A-Bike Co-op. reports or records.
- Volunteering under the influence of alcohol or illegal drugs and/or illegal or unauthorized possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the volunteer environment.
- Creating a disturbance on Earn-A-Bike Co-op. premises, at sponsored activities or in areas which could jeopardize the safety of others.
- Improper use of Earn-A-Bike Co-op.’s property or property owned by any other individual or organization.
- Lack of cooperation, or other disrespectful conduct.
- Violation of Earn-A-Bike Co-op., federal, state, or local safety and health rules.
- Inappropriate use of telephones, computer equipment or systems, mail system, e-mail system, facsimile machines, or other Earn-A-Bike Co-op.-owned equipment.
- Unauthorized disclosure of Earn-A-Bike Co-op. proprietary or confidential information.
- Unsatisfactory performance or conduct.
Earn-A-Bike Co-op. intends to provide a safe and healthy environment. Smoking in the premises or at events is prohibited.
Earn-A-Bike Co-op. provides a drug-free, healthy, and safe environment. While on Earn-A-Bike Co-op. premises and while conducting Earn-A-Bike Co-op.-related activities off Earn-A-Bike Co-op. premises, a volunteer may not use, possess, distribute, sell or be under the influence of alcohol or illegal drugs. Occasionally, Earn-A-Bike Co-op. may sponsor events where alcohol is served. In such situations, volunteers who consume alcohol are expected to act in a responsible manner. The legal use of prescribed drugs is permitted during volunteer service only if it does not impair a volunteer’s ability to perform the essential functions of the volunteer position effectively and in a safe manner that does not endanger other individuals in the workplace. Volunteers must advise their supervisor if they are taking any prescription or over-the-counter drug, which could adversely affect safety or performance.
Safety and Liability
Earn-A-Bike Co-op. aims to provide a safe and healthy environment for all volunteers. If a volunteer is injured in the course of the volunteer’s service, it is important that the volunteer notify his or her supervisor immediately. Volunteers should also complete an incident report and submit the report to the volunteer’s supervisor.
Working with Children and Respecting their Privacy
Earn-A-Bike Co-op. aims to provide a safe and healthy environment for all volunteers and participants. When working with Children 18 and under two adults must be present. No adult should be alone with a child. Throughout the program minors will trust their adult volunteers with sensitive information. Volunteers must respect the privacy and avoid sharing the information with others. If a minor shares information that the volunteer considers important to share with authorities, the volunteer should contact an Earn-A-Bike Co-op. volunteer manager and let them know the situation. The volunteer manager will then decide the best action to take.
Volunteers should not transfer or babysit Earn-A-Bike Co-op. participants in or outside the Earn-A-Bike Co-op. and should never be alone with an Earn-A-Bike Participant.
Reimbursement of Expenses
Volunteers may be eligible for reimbursement of pre-approved, actual out-of-pocket expenses, including transportation expenses, incurred while engaging in volunteer service for Earn-A-Bike Co-op. Upon the approval of a supervisor, volunteers need to track and submit receipts for all actual out-of-pocket expenses for which they seek reimbursement. Reimbursement for travel to and from volunteer service by motor vehicle is based on mileage and the standard rate per mile at which Earn-A-Bike Co-op. reimburses volunteer drivers. Reimbursement for travel to and from volunteer service by public transportation is based on actual out-of-pocket expense which must be substantiated by receipts. Reimbursement requests must be submitted to the Earn-A-Bike Co-op. Contact the Volunteer Manager for the current mileage reimbursement rate.
Earn-A-Bike Co-op. strives to ensure the safety of all volunteers. In the event of inclement weather, volunteers will be responsible for contacting their volunteer site to inform their supervisor that they will not be performing their scheduled service. If the Earn-A-Bike Co-op. office should close, the Earn-A-Bike Co-op. will notify volunteers scheduled to perform service via phone of the closing.
Safety and Security
Earn-A-Bike Co-op. desires to provide a safe volunteer environment. Volunteers are responsible for using the following common-sense suggestions to help ensure a safe environment.
- Be aware of any unknown person who comes into your area and is not accompanied by a staff member.
- Never leave your purse, wallet, or other valuable items on or under your desk. Keep these items out of sight. Keep your wallet or purse with you at all times or keep them in a secure drawer or cabinet. Avoid carrying large sums of money.
- Desks, lockers, and other storage devices may be provided for a volunteer’s convenience but remain the sole property of Earn-A-Bike Co-op.
- Accordingly, they, as well as any articles found within them, can be inspected by any agent or representative of Earn-A-Bike Co-op. at any time, either with or without prior notice.
- Earn-A-Bike Co-op. is not responsible for lost or stolen personal property.
- Earn-A-Bike Co-op. will not reimburse a volunteer for any personal property which disappears from a volunteer site.
Use of the Earn-A-Bike Co-op. Property
Equipment and Vehicles —Any equipment, machines, tools, or vehicles which appear to be damaged, defective, or in need of repair should be reported to the volunteer’s supervisor. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to others.
An individual supervisor can answer any questions about the volunteer’s responsibility for maintenance and care of equipment or vehicles used during a volunteer assignment.
Earn-A-Bike Co-op. owned or leased equipment and vehicles are to be used for Earn-A-Bike Co-op.’s business purposes only and may not be borrowed or otherwise used for personal use.
Each location or mobile station is responsible for managing the use of vehicles owned or leased by Earn-A-Bike Co-op. for the use of that office. Volunteers must submit a Earn-A-Bike Co-op. vehicle use form if they are required or asked by a supervisor to drive a Earn-A-Bike Co-op. owned or leased vehicle. The Earn-A-Bike Co-op. vehicle use form must be submitted annually if the volunteer is expected to drive over the course of more than one year. Earn-A-Bike Co-op. may decide, in its sole discretion, to deny certain volunteers the use of Earn-A-Bike Co-op. owned or leased vehicles. Volunteers must have a valid driver’s license to operate a Earn-A-Bike Co-op. owned or leased vehicle. There is a continuing obligation on the volunteer’s part to notify a supervisor if the volunteer’s driver’s license is suspended or revoked at any time throughout the volunteer’s service. Earn-A-Bike Co-op. will perform random checks with appropriate state motor vehicle departments on the status of the licenses of those volunteers who use Earn-A-Bike Co-op. vehicles. Volunteer use of a Earn-A-Bike Co-op. vehicle without a valid driver’s license may result in disciplinary action up to and including dismissal. Volunteers who are involved in an accident while using a Earn-A-Bike Co-op. owned or leased vehicle must report the accident that same day (or the next business day if a holiday or weekend) to their supervisor. Any vehicle owned or leased by Earn-A-Bike Co-op. is covered under Earn-A-Bike Co-op.’s Business Auto Policy.
Telephones and Mail Services
Telephones are for business purposes. When permitted, personal phone calls should be kept to a minimum and should not interfere with volunteer service. In addition, long distance charges resulting from a volunteer’s personal use of a Earn-A-Bike Co-op. telephone must be reimbursed to Earn-A-Bike Co-op. The use of Earn-A-Bike Co-op. paid postage for personal correspondence is prohibited by Federal law.
Earn-A-Bike Co-op. provides computers, e-mail, and Internet access to assist volunteers in performing their duties. Computers, e-mail and Internet access should be used for business related purposes. Personal business should not be conducted during volunteer time.
Return of Property
Volunteers are responsible for Earn-A-Bike Co-op. property which includes all materials, files, keys, passwords or any other written or electronic information issued to volunteers or in volunteers possession or control. All Earn-A-Bike Co-op. property must be returned on or before your last day. Earn-A-Bike Co-op. may take all actions deemed appropriate to recover or protect its property.
Sexual Harassment in the Workplace
Earn-A-Bike Co-op. is committed to providing volunteers with an environment that is free from discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated. Earn-A-Bike Co-op. encourages volunteers to bring any incidents of sexual harassment to the immediate attention of a direct supervisor.
Conflict of Interest
- Earn-A-Bike Co-op. is judged, in large part, by the individual and collective performance of its volunteers. Earn-A-Bike Co-op. must recognize the importance of a volunteer’s duty to Earn-A-Bike Co-op., and to its participants, members and supporters, to act in a manner that merits public trust and confidence. Each volunteer must act in all matters in a manner that will safeguard the reputation and integrity of Earn-A-Bike Co-op. and will preserve and strengthen public confidence in Earn-A-Bike Co-op. activities. Likewise, volunteers must refrain from engaging in any transaction in which personal interests conflict, potentially conflict or appear to conflict with those of Earn-A-Bike Co-op. An actual or potential conflict of interest occurs when a volunteer is in a position to influence a decision that may result in a personal gain for yourself or for a relative as a result of Earn-A-Bike Co-op.’s business dealings. For the purposes of this policy, a relative is a person who is related by blood or marriage, or whose relationship with the volunteer is similar to that of persons who are related by blood or marriage. Participation in any activity prohibited by this Policy can result in the termination of volunteer service. Some conflict of interest situations are easily identifiable, whereas others are more subtle. Some of the more common situations pertaining to volunteers rise to the potential conflicts set out below. This list is illustrative only and should not be regarded as all-inclusive:
- Accepting Payment or Gifts: No volunteer shall accept payment of any kind (including gifts, cash, discounts, concessions, services or other similar item or benefits) for services rendered as part of his or her volunteer service. This includes payment for speaking engagements or for participation in workshops or similar activities.
- Improper Influence: Any volunteer, or close relative, should not, when acting on his or her own behalf or when acting on behalf of another person, business or organization, attempt to influence Earn-A-Bike Co-op.’s position on any issue, matter or transaction nor participate in any discussions pertaining to a related organization.
- Inside Information: Inside information should not be used either for the purposes of gaining advantage for one’s self, a close relative, or another organization or for any other purpose not specifically approved by Earn-A-Bike Co-op.
- Competing with Earn-A-Bike Co-op.: No volunteer shall prevent or hinder Earn-A-Bike Co-op. from lawfully competing with others or divert business or personnel from Earn-A-Bike Co-op.
- Political Activities: Volunteers are encouraged to take an active interest and to participate in the political and governmental process. However, except for registered lobbyists and others authorized to act on behalf of Earn-A-Bike Co-op., volunteers participating do so as individuals and not as representatives of Earn-A-Bike Co-op. To avoid any inference of support or sponsorship by Earn-A-Bike Co-op., a volunteer must never represent that his or her political donation, endorsement or other political activity was made or engaged in with the approval, or on behalf, of Earn-A-Bike Co-op. Likewise, volunteers must not engage in political activities during their volunteer service on behalf of Earn-A-Bike Co-op.
- The Making of Statements: No volunteer shall use Earn-A-Bike Co-op. stationery or any title of Earn-A-Bike Co-op. or refer to Earn-A-Bike Co-op. or misidentify him or herself as an employee thereof in connection with any matter as to which he or she is not authorized as a representative of Earn-A-Bike Co-op. and to express an opinion on its behalf.
Download acknowledgment form and present to your volunteer manager