VOLUNTEERING POLICY & PROCEDURES

DRAFT v0-3 25-APR-11

1. WHAT IS A VOLUNTEER?
A volunteer is defined as "a person who gives his/her services without any express or implied
promises of remuneration". (The Law and Volunteers, Johnstone Training and Consultation,
Satterfield & Gower, January, 1993.) Volunteers give freely of their time, talents, skills and energy
with no expectation of monetary compensation.

2. RIGHTS AND RESPONSIBILITIES

Volunteers have the right to be given meaningful assignments, to be treated as equal co-workers,
to receive effective and ongoing supervision, the right to full involvement as members of the
agency, and the right to ongoing support and recognition for their contribution to Art City in St.
James Town (Art City).
In return, volunteers agree to actively perform their duties to the best of their abilities, be
accountable to the agency, and to remain faithful to the philosophies, policies and procedures of
the agency.

3. COMMITMENT AND ATTENDENCE

Becoming a volunteer with the Art City means making a commitment to be available as agreed
except in cases of illness or emergency.
Lateness or absenteeism results in inconvenience and reduction or loss of services to participants
for which volunteers are so vital. Chronic absenteeism may result in termination of the volunteer.
For any absence, a volunteer is to:
• Notify his/her supervisor before the scheduled work time or as soon as possible thereafter.
When notifying Art City of an anticipated absence, indicate a return date if possible.
• Have a third party contact Art City where possible, if unable to call personally because of a
serious emergency.
• If you are having difficulty meeting the attendance expectations, speak with your
supervisor.

4. CODE OF CONDUCT
Upon joining Art City, all volunteers are expected to read, sign and honour the Volunteer Code of
Conduct (see attached). The code stresses that Art City volunteers have a responsibility to be
ambassadors of Art City.
While performing their duties as Art City volunteers, they have a responsibility to the wider
community to conduct themselves in a manner which reflects positively on the agency.
 5. SCREENING AND SELECTION OF VOLUNTEERS
Potential volunteers learn about Art City in various ways including referrals from participants,
outreach agency campaigns, advertising, and fundraising events. Targeted recruitment for
volunteers to fill a particular need occurs through flyers and print advertisements. To become a
volunteer at Art City, individuals:
COMPLETE AND RETURN APPLICATION
Application forms are available at Art City. Completed applications are returned to the Program
Manager
ATTEND PROFILE MEETING
Applicants are interviewed with an emphasis on the following areas:
• What is motivating the individual to become a volunteer at Art City?
• -What challenges/opportunities is the individual expecting?
• -What level of commitment can the individual make? What is now happening in the
individual's life?
• -What skills does the individual have? How available is the individual?
• Do the individual's skills and availability match Art City’s current needs?
The applicant is asked to provide two individuals who will provide reference checks.
The Program Manager evaluates the individual and, if necessary, in consultation with the board,
assigns the volunteer to a project or event.
PARTICIPATE IN ORIENTATION AND TRAINING
Volunteers who are selected agree to participate in an orientation session set up by the Program
Manager

6. POLICE RECORDS CHECK (PRC)

PURPOSE
Art City relies on the efforts and commitment of volunteers and are committed to creating a safe
and secure environment for everyone involved in our organization and festival. Therefore, we have
a PRC volunteer screening process to ensure that:
• Volunteers that work directly with the vulnerable population, meet set standards directed at
reducing the risk of abuse;
• Our services are managed in a safe, professional way;
• Our volunteers are involved appropriately and effectively;

PROCESS
The PRC is completed as part of the volunteer screening process. The offer of a position is given
upon the successful application of a position, pending the results of the PRC.
PRC’s must be processed for all new volunteers. The cost for processing these checks will be
absorbed by Art City.
Art City has the right to request a signed waiver and PRC for a volunteer that is covered by this
policy at any time during their term.
PRC CRITERIA
The following criminal convictions, unless pardoned, preclude an individual volunteer.
Involving a Anyone who has been convicted of a violent crime against another person.
Violent Act
Involving a Anyone who has been convicted of a crime involving Weapons.
Weapons Offence
Involving Anyone who has been convicted of dealing (selling).
Controlled Drugs
and Substances
Involving Alcohol Anyone who has been convicted of crimes involving alcohol within the past
five years.
Involving Theft Anyone convicted of a crime involving theft over $5000
without Violence
Anyone convicted of theft under $5000 within the past 5 years.
Involving Fraud Anyone convicted of a crime involving fraud.
Involving Child Anyone who has been convicted of abusing a child, physically, emotionally
Abuse or sexually. Pardons do not affect this exclusion (Bill C-7)

The following convictions although they do not immediately preclude someone from volunteering
will require a meeting with the Program Manager and/or an interview with the review committee
and a decision will be made based on the amount of risk that is deemed possible.
Anyone who has been convicted of crimes involving alcohol beyond the last 5
years.
Anyone who has been convicted of possession of controlled substances.
Anyone convicted of theft under $5000 beyond the last 5 years.

REVIEW OF OFFENCES
Offences that are not included in the above summary will be reviewed on a case by case basis by
the Program Manager and brought to a review committee for a decision if deemed necessary. The
review committee will be comprised of two (2) Board Members and the Program Manager.
CONFIDENTIALITY
The PRC’s will be monitored and processed by the Program Manager and will be available to the
Board of Directors. Waivers that are returned without a history of an offence as well as summary
conviction reports will be stored in a locked, secured area.

7. YOUTH AS VOLUNTEERS
Art City values youth as volunteers and believes that providing volunteer opportunities to youth
facilitates peer outreach, promotes community development, and provides youth input into service
delivery. This ultimately assists Art City in achieving its mission and values.
However, Art City’s ability to include youth in volunteer work is limited by:
• Restrictions on the type of work youth may legally undertake,
• Art City’s ability to assume responsibility for and adequately supervise the activity of the
young person, and
• The individual ability of a young person to adequately fulfil the needs of a particular
program.
The minimum age for volunteers working in any capacity is 16 years.
Volunteers under the age of 18 are asked to provide written parental consent, in the form of a
signed waiver from a parent or guardian.
Individuals who are volunteering at Art City, on behalf of a third party organization are not subject
to the minimum age restriction and do not sign the Art City volunteer agreement. However the third
party organizations must provide adult supervision for all volunteers 16 years and under.

8. VOLUNTEER COMPLAINTS
All complaints from volunteers about Art City receive a respectful and timely response. A volunteer
with a complaint should attempt to settle the issue quickly by discussion with the Art City staff
member/volunteer with whom you have direct contact. If it is preferred not to discuss the issue with
this person or if not satisfied with the response, you may lodge a formal complaint as outlined
below
VOLUNTEER WITH COMPLAINT
Submit details of complaint (in writing, or via email) to the Chair of the Human Resources
Committee (email xxx@xxx.xxx).
CHAIR OF HUMAN RESOURCES COMMITTEE
• Upon receiving formal complaint, forward the complaint to the other members of the
committee.
• Acknowledge receipt (by writing, email, phone or in person) of complaint and inform
volunteer of the expected timelines for response.
• Investigate the complaint and provide an update to the volunteer if the investigation will
take longer than two weeks.
o Meet with volunteer in person and review any written correspondence. Make notes
from these meetings.
o Meet with the staff person and review any written correspondence. Make notes from
these meetings.
• Provide response (in writing) to complainant within four weeks of receiving the complaint,
indicating your ruling on the complaint and any resolution.
• Report back to the Human Resources Committee that issue has been resolved.

9. VOLUNTEER RECORD KEEPING

PROGRAM MANAGER
• Maintain individual volunteer files containing the volunteer's application materials and
interview notes.
• Document significant developments including relevant conversations with volunteers,
change of assignment, and volunteer departure in individual volunteer files.
• Enter change of address and change of status information into the volunteer database.
• Maintain records of letters of reference, evaluation and assessment relative to a volunteer's
history at Art City.
• Keep monthly statistics of hours worked by each volunteer and for the entire program.
VOLUNTEERS
• Inform Program Manager of changes of address and of decisions to take a leave from or exit
a program.
10.VOLUNTEER EXITING
•
Program Manager
Request all volunteers who are leaving Art City to attend an exit interview.
• Conduct exit interview, exploring the following question areas:
o How would you describe your experience volunteering at Art City?
o What was your greatest contribution to the program, event or agency?
o What area(s) do you wish you could have developed further?
o Are there any unresolved conflicts or issues around your volunteering at Art City?
o Are there any suggestions or comments about the agency?
ART CITY IN ST. JAMES TOWN (ART CITY) VOLUNTEER CODE OF CONDUCT
CONFIDENTIALITY
I will honour the confidentiality of participants & their families, other volunteers, staff, sponsors and
donors and adhere to the established precepts of confidentiality of Art City Policies & Procedures
and government legislation. I agree to consider information pertaining to medical conditions, family
relations, phone numbers and addresses, and other facts of a highly personal nature as confidential
and therefore I understand that I am not to disclose this information to any person who is not
authorized by Art City to have access to such information without the specific permission of the
individual concerned and/or their family.
NON-DISCRIMINATION/EQUITY
I will adhere to Art City’s philosophies and policies of non-discrimination and acknowledge that Art
City adopts and upholds the City of Toronto’s policy statement which:
Prohibits discrimination and harassment and protects the right to be free of hate activity, based on
age, ancestry, citizenship, creed (religion), colour, disability, ethnic origin, family status, gender
identity, level of literacy, marital status, place of origin, membership in a union or staff association,
political affiliation, race, receipt of public assistance, record of offences, sex, sexual orientation or
any other personal characteristics by or within the organization.
CONFLICT OF INTEREST
I commit to understanding and upholding of the Art City Conflict of Interest policy. I agree to discuss
any potential conflict with my supervisor and commit to being truthful in all matters to do with my
volunteer relationship with Art City.
RELATIONSHIPS – BOUNDARIES
Art City encourages friendly relations between volunteers and the participants. However, it is
important to remain aware of appropriate boundaries. As with paid staff, Art City discourages
relationships outside of Art City between supervisors and those they supervise or volunteers and
those they serve. Therefore;
I agree to maintain respectful and professional relationship boundaries during the course of my
volunteer work and agree to speak with my supervisor should any relationship develop which
makes it difficult for me to remain objective and fulfil my volunteer obligations.
ALCOHOL/DRUG USE
I understand that being under the influence of alcohol or drugs may interfere with my ability to
deliver service. Therefore, I agree: not to perform my volunteer duties while under the influence of
drugs or alcohol; nor to promote the use of alcohol or drugs in any way while volunteering at Art
City.
NON-COMPLIANCE
I understand that failure to adhere to any and all parts of this code may result in suspension from
my volunteer duties and/or termination of my volunteer relationship with Art City

I ________________________________ agree to uphold the above stated code of conduct while

volunteering with Art City in St. James town.

____________________________
Name

___________________________
Date