handbook - samu · 2 letter from samu president dear volunteers, we’re ecstatic you’ve chosen...

1HANDBOOK

2

Letter from SAMU president

Dear volunteers,

We’re ecstatic you’ve chosen to join the SAMU team! Your support is beyond appreciated – not only by us, but by the thousands of students at MacEwan.

SAMU is led for students, by students, and your contributions continue to move us forward. Despite your busy schedules, countless hours studying and numerous commitments, you’ve taken the time to improve the lives of students on campus. Through your dedication to our programs, services and events, you will also have the opportunity to learn and grow as an individual — we’re honoured to be a part of that journey.

University can be tough, but your involvement helps to create a supportive and inclusive environment; this is something to be proud of.

Once again, thank you for getting involved and making a positive impact at our university. SAMU would not be where we are today without you, and we are so fortunate to have you on our team.

Sincerely,

Stephanie Nedoshytko

SAMU President

4

Tableof

contents

5

Introduction 7

Volunteer Opportunities 7

Volunteer Expectations and Rights 7

Code of Conduct & Ethics 7

Volunteer Application and Admission Process 10

Applying to Volunteer 10

Who can volunteer with SAMU? 10

Post-Application Process 10

Volunteer Commitment 10

Police Information Checks 10

Volunteer Role Descriptions 11

City Centre Campus 11

Safe Walk 11

Food Bank 11

Breakfast Club 11

Peer Support 11

Promo Squad 11

Gray Gallery 11

General Volunteers 11

Community 12

Lifestyle 12

Events 12

Alberta College Campus 12

General Volunteers 12

Community 12

Lifestyle 12

Volunteering at SAMU 14

Volunteer Training and Orientation 14

Probation 14

Scheduling and Volunteer Shifts 14

VicNet 14

Signing up for Shifts 14

Missing Shifts and Tardiness 14

Timesheets and Volunteer Hours 15

Resignation and Termination 15

Expenses 15

Confirmation of Hours and Reference Letters 15

Volunteer Incentive Program (VIP) 15

Co-Curricular Record 16

Volunteer Health & Safety 17

Minimizing Risks 17

Dress Code 17

Food Bank 17

Safe Walk 17

Events 17

First Aid 17

Alberta Health & Safety Standards 17

Pest Control 18

Emergency Procedures & Fires 18

Violence in the Workplace 19

Alcohol and Drugs in the Workplace 19

Internal Complaints & Issues 19

Volunteer Disciplinary Action Procedure 19

SAMU Contact Information 20

Appendices 20

A. Terms & Conditions 22

B. Media Consent Form 23

C. Volunteer Agreement Form 24

D. Volunteer Acknowledgement Form 25

E. Volunteer Disciplinary Action Procedure 26

F. Campus Emergencies Map 28

G. Signature form 29

6

Intro

Thank you for signing up to volunteer with SAMU for the 2017-18 school year!

7

SAMU is a non-profit, student-centered organization that is governed by students, for students. Every MacEwan student is considered a member of the Students’ Association and can sign up to volunteer with SAMU. Our volunteers make it possible for our programs, services, and events to run successfully throughout the year. Last year SAMU volunteers completed over 5800 hours!

This Volunteer Handbook provides general information about volunteering at SAMU, an overview of the programs and services that SAMU has to offer, the policies and procedures regarding volunteering and other relevant information.

To ensure you enjoy your volunteer experience to its fullest, please read all the information in this handbook.

Questions about this handbook, or any policies or procedures, can be directed to the Student Engagement Coordinator ([email protected]).

Volunteer Opportunities

SAMU has a large variety of exciting volunteer opportunities depending on each volunteer’s interests and availability. See page 11 for a detailed description of each volunteer opportunity.

• Safe Walk• Food Bank

• Breakfast Club• Peer Support• Promo Squad• Gray Gallery• General Volunteer

• Community• Lifestyle• Events

• Alberta College Campus

Volunteer Expectations and Rights

SAMU volunteer roles may vary in responsibilities, duties and time commitment, but expectations for all SAMU volunteers are the following:

• Being on time for shifts and carrying out duties properly.• Giving as much notice as possible when unable to make

a shift.• Recording hours on the provided timesheets correctly and

truthfully.• Replying to emails in an appropriate manner (when

needed) and within 48 hours of having received the email.• Having a clear understanding of the tasks they have been

given, and to ask questions when they need clarification.• Being respectful to everyone they come in contact with.• Never acting in an inappropriate, discriminatory or

harassing way towards other volunteers, students or staff when representing SAMU.

• Ensuring that if an issue comes up, they report it to their designated Assistant or, if that person is unavailable, report it to the volunteer coordinator or a SAMU supervisor.

• Always acting in accordance with the rules of the specific volunteer role, as well as the policies and procedures in this manual.

Wearing the supplied volunteer identification if required for a specific role.

All SAMU volunteers have the following rights:

• To be given proper direction in their designated roles.• To be given the chance to ask questions when something

is unclear.• To receive training for their position(s).• To be comfortable in their working environment.• To be treated with respect, dignity and without

discrimination at all times by all staff and fellow volunteers.

• If requested, to be provided an evaluation or reference for their performance volunteering for SAMU.

Code of Conduct & EthicsSAMU Volunteers will maintain a high level of personal integrity by conducting themselves in a respectful, honest and professional manner at all times. They will treat fellow volunteers and everyone they encounter respectfully and with courtesy, and will respect the viewpoints of others. Volunteers must recognize that they are representatives of SAMU and need to understand the potential ramifications of their decisions. They must not cause or permit any undue damage to the reputations of SAMU, its representatives, members or associates. Undue damage includes any damage that occurs as a result of any unjustified, illegal or improper conduct in the circumstances.

8

More

stuff

10

Applying to Volunteer

Any MacEwan student who wants to apply to become a SAMU Volunteer first fills out the Application Form that can be found at samu.ca/volunteer. This form ensures the individual is eligible to volunteer at SAMU and is a current MacEwan student.

Please note: The areas a volunteer expresses interest in joining on the Application Form is for our records only and does not mean the volunteer has signed up for that role.

Who can volunteer with SAMU?Any student that is enrolled in a minimum of one class at MacEwan in the current school year can volunteer with SAMU and will be a part of the Volunteer Incentive Program. If a volunteer is not a current MacEwan student (for example alumni or faculty), special circumstances can be made and can be discussed with the volunteer coordinator.

Post-Application Process

After volunteers have submitted the Application Form on the SAMU website, they will receive an auto-reply email confirming that their form was received.

Choosing a volunteer position(s) in the Application Form does not constitute officially signing up for that specific role(s). Volunteers will receive confirmation about which roles they will be volunteering in once the Assistant overseeing that area contacts them with further information.

This is not applicable to the General Volunteer role, as all SAMU volunteers qualify for this and can volunteer for a number of different programs and events (see page 7 for more information).

Volunteer Commitment

SAMU expects every volunteer to be willing to commit a minimum of 10 hours per semester. Volunteers need to be aware that some positions may require different time commitments. Volunteering in the fall semester will run between September and December, and from January to April during the winter semester. Please note, these times may be different for volunteer positions or at Alberta College Campus and are subject to change.

Volunteers who are inactive for four (4) months, or one full semester, are automatically declared inactive in the system and will not be able to sign up for shifts. Please note that the volunteer coordinator will always send out an email notice before a volunteer is declared inactive.

To become active again, volunteers will need to contact the volunteer coordinator.

Police Information Checks

SAMU reserves the right to do police information check on all volunteers. For many of the programs and services, this is required due to the nature of certain roles. SAMU wants to ensure all volunteers are working in a safe environment and that anyone using the program or service feels comfortable around SAMU volunteers.

Any questions or concerns about the police information checks can be directed to the volunteer coordinator.

Volunteer Application and Admission Process

11

City Centre Campus

Safe WalkSafe Walk is a service run by volunteers to safely escort students to their vehicles or public transportation spots in the evening. Providing a safe alternative for students is part of ensuring a successful experience at MacEwan University and contributes to building a safe campus environment. Volunteers are trained on how to properly and safely conduct a walk and patrol parkades and parking lots. This position requires a minimum commitment of 2 hours per week.

Food BankFood Bank volunteers will be primarily responsible for packing food hampers, organizing food in the Food Bank and collecting and ensuring adequate inventory. Food Bank volunteers will occasionally be asked to participate in Food Bank related events and represent the SAMU Food Bank to students and the general public. This position requires a minimum commitment of 2 hours per week.

Breakfast ClubFood Bank volunteers can also help out with SAMU’s Breakfast Club, which is a free service that takes place twice a month in the Students’ Lounge from 9 a.m. – 11 a.m. Volunteering with Breakfast Club involves helping with the set-up, refilling stations, cleaning up after the event and tracking the number of students per event. A minimum of 1 hour is required per event (minimum of 2 hours per month).

Peer SupportPeer Support volunteers are provided with the opportunity to develop supportive listening skills, and take part in training sessions with a Certified Crisis Worker on how to properly support and actively listen to fellow students. This mandatory training session takes place at a weekend-long retreat.

There is a one-on-one interview for Peer Support volunteers prior to being accepted to volunteer with the service. This position requires a minimum commitment of 2 hours per week.

Please note, Peer Support’s volunteer intake is only in the Fall Semester and has a capacity of 50 volunteers a year. Recruitment closes as soon as all positions are full.

Promo SquadSAMU Promo Squad is made up of volunteers that have an interest in promotion, possess strong people skills and will gladly approach students to start up a conversation. This team gets together to promote SAMU events, programs and services.

Gray GalleryThe Gray Gallery is a student art space provided by SAMU to showcase MacEwan students’ art and to give students an opportunity to plan and run their own exhibits. Volunteers can help out at the Gray Gallery by being a gallery attendant, helping out at art openings, being a part of an art jury and helping with art installation. Volunteering with the Gray Gallery is a great hands-on way to gain some gallery experience for those interested in working with arts organizations in the future.

General VolunteersAll SAMU volunteers are automatically qualified as General Volunteers after they’ve filled out the Volunteer Application. Volunteers will receive a Newsletter via email with volunteer opportunities and information on how to sign-up. If volunteers are not interested in the events for that newsletter, they are welcome to disregard the email or unsubscribe through the link provided in each email.

This process ensures that we are reaching out to as many people as possible for assistance with our programs and events and allows volunteers to choose the ones that are most interesting to them. Due to this automatic qualification, volunteers do not need to be involved in any other programs or services, and they can be a General Volunteer exclusively if they prefer, in which case they are required to meet the 10-hour commitment. However, if a volunteer is involved in a program or service, being a General Volunteer is a great way to gain a few more hours to be eligible for different levels of our Incentive Program. For information on the Volunteer Incentive Program, see page 15.

Volunteer Role Descriptions

12

CommunitySAMU works to provide students with information and events focused on environmental and social activities and awareness, such as our SUSTAINaMANIA event. Volunteers will also help raise awareness about our Student Refugee Program during Global Awareness Week and help at SAMU fundraisers, such as Bowl-o-Rama.

LifestyleVolunteers for this position raise awareness about mental health initiatives, student well-being and healthy lifestyles. Lifestyle volunteers help with any events that are planned by the SAMU Lifestyle Assistant, such as Paws for a Study Break, StressLess and more!

EventsSAMU organizes plenty of exciting events at all campuses throughout the year, which require the help of dedicated and enthusiastic volunteers. There are several volunteer positions during events, such as set-up, teardown and running games and activities. Events include Fall Fest, the SAMU Speaker Series and more!

Alberta College Campus

General Volunteers

CommunityACC’s Community volunteering involves helping with events for MacEwan’s international students, such as Conversation Club and Global Awareness Week. Volunteers will help promote and encourage student involvement and social activities, as well as set up and tear down for events.

LifestyleThe lifestyle team at Alberta College Campus organizes events to promote health and well-being at MacEwan University with a focus on living a balanced lifestyle and encouraging mental health. Volunteers will be involved in ACC’s mental health initiatives, such as StressLess.

14

Volunteer Training and Orientation

At volunteer training and orientation, the SAMU Assistants responsible for each program and service will provide volunteers with information necessary to their role. Training and orientation varies for each volunteer role (i.e. Peer Support volunteers are required to attend a weekend retreat, while Food Bank volunteers are required to attend a one hour training session).

As mentioned on page 10, SAMU Assistants contact volunteers after they’ve completed the volunteer application form found at SAMU.ca. Volunteers need to bring the printed and signed Consent Form, found in Appendix G of this Handbook, to their first training or orientation session, or hand it in at the SAMU office prior to the session. Volunteers can only start once the volunteer coordinator has received this form.

Probation

After volunteers have completed training for their specific roles, they will be on a probationary period for their first three (3) shifts. During this time, the Assistant, volunteer coordinator or the volunteer can terminate this agreement at any point.

Scheduling and Volunteer Shifts

VicNetSAMU’s volunteer scheduling is completed online through a self-scheduling database called Volgistics. Once volunteers are approved, they will be emailed the link to a Volgistics Volunteer Information Centre (VicNet) account, along with their personal login information. Here, they will see all available shifts and sign up for ones that match their availability.

Along with signing up for shifts, volunteers can also use VicNet to edit their personal information (change of address, emergency contacts, etc.) and view their completed volunteer hours. For more information on volunteer hours, see page 15.

Signing up for ShiftsShifts are self-scheduled through VicNet, which means volunteers sign up for shifts when they are available. Shift scheduling is the responsibility of the volunteer and they should be checking their VicNet account on a regular basis to see what events/shifts are available.

Schedules are available one (1) month, or 30 days, ahead of time; volunteers will only have access to the schedule(s) of the programs or services they have been confirmed to volunteer with. Volunteers who need to cancel or change a shift can do so in the system seven (7) days before their shift. After this, volunteers are responsible for finding their own replacement and alerting their respective Assistant. Missing a volunteer shift can result in disciplinary action.

Missing Shifts and Tardiness

Volunteers are expected to show up at their shifts on time and ready to work. If a volunteer is running late for their shift, they are to immediately contact their Assistant.

If a volunteer cannot make their shift, they must let their Assistant know before the start of their shift. Missed shifts without notice may result in a written warning. For more on the Volunteer Disciplinary Action procedure, see page 26, or Appendix E.

Volunteering at SAMU

15

Timesheets and Volunteer Hours

Volunteers are responsible for filling out their own timesheets correctly and truthfully each shift. Falsifying volunteer hours will result in a written warning. For events, volunteers must check in and out of their shifts with the volunteer coordinator, or the event point-person.

Volunteers can view their hours through their VicNet account, where they are entered by the volunteer coordinator on a monthly basis for the month prior. Any discrepancies found in volunteer hours are to be discussed with the volunteer coordinator, who will then follow up on any potential changes. Volunteer hours reset year to year, but SAMU keeps a record of the previous years’ service.

Please note, only SAMU events, programs and services count towards the volunteer hour total.

Resignation and Termination

SAMU expects volunteers to see their commitment through for at least one semester, but we understand that things happen and volunteers may not be able to fulfill their commitment. If a volunteer wishes to resign, they are expected to contact both their designated Assistant and the volunteer coordinator as soon as possible.

A list of instances that would lead to suspension or termination of a volunteer contract can be found in the Volunteer Disciplinary Action procedure (see page 26 for more information).

Expenses

At no time will volunteers ever be required to pay for something during their volunteer shift. If they feel that the area in which they are volunteering is lacking a certain resource, they should inform their designated Assistant. At no point should a volunteer ever purchase an item for SAMU. Should volunteers purchase items without the written discretion of a SAMU supervisor, they will not be reimbursed.

Confirmation of Hours and Reference Letters

If volunteers would like to request a Reference Letter, they can contact their direct Assistant with a minimum of five (5) business days’ notice. Confirmation of Hours letters are automatically sent out to volunteers who have accumulated 20+ hours volunteering for SAMU at the end of each school year.

If a volunteer needs their Confirmation of Hours letter earlier, or would like a combined total of all their years of service, they should contact the volunteer coordinator.

Volunteer Incentive Program (VIP)

At SAMU, volunteers will always be appreciated and rewarded for their hard work. We never take our volunteers for granted – without them, we couldn’t do what we do!

SAMU provides plenty of rewards for volunteering. Along with various volunteer events, SAMU also offers an Incentive Program to reward volunteers for their commitment to the SAMU team.

16

Here’s how the Volunteer Incentive Program works!Based on the hours committed to SAMU, volunteers can reach levels that gain them some great rewards. All SAMU programs, services and events count towards the hours total. The VIP levels are:

Level 1 (10-19 hours)Level 2 (20-39 hours)Level 3 (40-69 hours)Level 4 (70-99 hours)Level 5 (100+ hours)

The volunteer incentive rewards will be given out at the end of the Fall and Winter semesters.

Co-Curricular Record

MacEwan started implementing the Co-Curricular Record (CCR) program in 2016. CCR is a University recognized and accredited transcript of extra-curricular activities. SAMU volunteers can participate in the CCR program if they are interested.

For more information go to http://macewanworks.macewan.ca.

17

This section provides volunteers with information that will ensure that they stay safe on the job and do not cause harm to anyone else around them.

Minimizing Risks

It is important that volunteers understand the tasks they have been given and that they ask questions whenever needed. Volunteers should be aware of the following:

• Volunteers are asked not to bring valuables to their volunteer shift if they have no place to store them. SAMU is not responsible for any lost or stolen items.

• Volunteers should inform a staff member immediately if they or someone they are working with is injured or sick.

• Report anything that could be considered a safety hazard.

• In the event of an emergency, contact a staff member and Campus Security immediately.

• Understand and be familiar with the evacuation and emergency procedures for each volunteer role. General emergency procedures can be found on page 18.

Dress Code

Not all positions have dress codes, but volunteers should review this section to see if this applies to their role. Volunteers can ask their designated Assistant about dress codes for programs or services that are not listed below.

Food BankThe Food Bank is located in the heated underground parking lot in Building 6. SAMU requests that volunteers wear the appropriate clothing when they will be in the Food Bank. Most importantly, we require that volunteers wear closed-toe shoes.

Volunteer Health & Safety

Safe Walk There is no specific dress code for Safe Walk volunteers. However, most walks will take place outside and weather in Alberta can be quite unpredictable. We suggest that volunteers wear shoes that are comfortable to walk in and a sweater or jacket, depending on the season. Volunteers will be provided with a Safe Walk t-shirt, gloves and toque, and will have access to winter coats.

Events Event volunteers may occasionally be required to wear a SAMU t-shirt or a lanyard for an event making them easily identifiable by those attending the event. Volunteers will be on their feet for most events, so comfortable footwear is a must. For certain events, such as Speaker Series, volunteers are asked to dress business casual.

If a volunteer has signed-up to volunteer at an event, they will receive an email with specific instructions for the event regarding dress code and what else might be required.

First Aid

A first aid kit is available at the SAMU front desk (7-292), as well as large-scale events, such as Fall Fest.

Alberta Health & Safety Standards (Food Bank & Breakfast Club)

Alberta Health Services (AHS) standards must be followed whenever a volunteer or staff member is in the Food Bank. Cleaning schedules, as well as the Guide for Distribution of Donated Food, can be found in the Food Bank. During training for Food Bank volunteers, the Food Bank Assistant will go over the guidelines, rules and procedures that must be followed.

18

Pest Control (Food Bank & Breakfast Club)

If volunteers are working in the Food Bank or with Breakfast Club and happen to find a mouse or pest of some sort, they are advised to not pick it up with their bare hands. The volunteer should report the pest directly to the Food Bank Assistant or a SAMU supervisor and they will deal with it accordingly.

Emergency Procedures & Fires

In the event of fire, volunteers are to follow the following steps:

1. Carefully listen and follow the instructions over the Public Address (PA) system.

2. Leave the area by the nearest floor exit. Do not use the elevator.

3. Close all doors behind you, but do not lock them.4. Follow instructions by Floor Wardens, Campus Security

and/or staff.5. Proceed to the nearest Muster Point6. Do not re-enter the building until the All Clear is given.

If a volunteer is directly involved in, or on notification of, a lockdown AND if exiting the building is not possible or safe, following is the recommended course of action:

• Immediately move to the nearest room you feel is safe. Be with as many people as possible.

• Lock and barricade the door.• Turn off lights or maintain minimal lighting.• Close all windows and blinds.• Do not enter hallways or open areas.• Remain calm and quiet, turn off cell phones.• Stay away from all windows and doors.• If you have information on the intruder or there is a

medical emergency, quietly call 911 and provide as much information as possible, such as:

• number of intruders• description of intruder(s)• location of intruder(s)• number of people injured• injury types• your location (be as specific as possible)• Do not evacuate if a fire alarm sounds UNLESS

you are certain there is a need to evacuate.• When the emergency causing the lockdown

is over, an “All Clear - Lockdown is Over” announcement will be made over the PA system.

For more information on Campus Safety, visit: http://www.macewan.ca/wcm/CampusServices/SecurityandSafety/CampusEmergencies/

For a campus map of muster points, see Appendix F.

Harassment

Volunteers will refrain from any discrimination towards any internal or external party or group on the basis of race, national or ethnic origin, colour, religion or belief, age, sex, gender identity, gender expression, sexual orientation, physical or mental disability, marital status or family status.

Volunteers will refrain from harassment, which includes any intentional display of offensive, unwelcome, intimidating, humiliating or sexually explicit behavior that undermines the Association’s effort to maintain a safe, comfortable and productive work environment. They will also refrain from any violent action or threat towards any representative or member of the Association.

Harassment will result in the suspension of the volunteer.

19

Violence in the Workplace

Violence in the workplace can occur between anyone present in the worksite. Workplace violence can consist of assault, physical or emotional abuse, threats or intimidation. Should any of these happen to a volunteer, or if a volunteer witnesses any of these happening, they should immediately contact a SAMU supervisor. If a supervisor is unavailable the volunteer should call Campus Security (780-497-5554), or in case of emergency, the Security Emergency line (780-497-5555).

Physical violence will result in immediate termination.

Alcohol and Drugs in the Workplace

Under no circumstances are volunteers allowed to possess, use, trade or sell drugs or alcohol during their volunteer shifts at SAMU. If volunteers are reported or caught with drugs or alcohol on site they will be subject to immediate termination. If volunteers come to a shift inebriated, they will be immediately dismissed and will receive suspension of volunteer duties for the rest of the school year.

Internal Complaints & Issues

All SAMU volunteers have the right to be treated with respect, dignity and without discrimination at all times from all staff and fellow volunteers.

If, at any time, volunteers feel there is an issue that should be addressed or they have a complaint, they should contact their designated Assistant. If they feel that the issue is much larger, or they do not feel comfortable speaking with their Assistant, they are encouraged to contact the volunteer coordinator. If the volunteer coordinator cannot adequately deal with the situation, they will then pass the issue along to a supervisor.

Volunteer Disciplinary Action Procedure

SAMU expects a high level of performance, professionalism and accountability from all volunteers. Volunteer Discipline exists to address volunteer performance issues. The Volunteer Disciplinary Action procedure can be found in Appendix E. Any questions or concerns regarding the procedure should be directed to the volunteer coordinator.

For more SAMU procedures, and the full Volunteer Disciplinary Action procedure, please refer to the SAMU website at SAMU.ca > Who We Are > Governance.

20

SAMU InfoSAMU offices

City Centre Campus | p. 780.497.5631 | f. 780.497.54707-292, 10700 104 Avenue NW, Edmonton AB, T5J 4S2

Alberta College Campus | p. 780.633.3786 Rm. 118, 10050 MacDonald Drive, Edmonton, AB, T5J 2B7

Coordinators

Student Engagement [email protected]

Club Coordinator (CCC)[email protected]

Assistants Finance [email protected]

Community [email protected]

Lifestyle [email protected]

Research [email protected] Events [email protected]

Governance [email protected]

A. Terms & ConditionsB. Media Consent FormC. Volunteer Agreement FormD. Volunteer Acknowledgement FormE. Volunteer Disciplinary Action ProcedureF. Campus Emergencies MapG. Signature form

Appendices

Safe Walk [email protected]

Peer Support [email protected]

Food Bank [email protected]

Alberta College Campus [email protected]

22

Terms and Conditions

I certify that all the statements provided in this application are true and I understand that any false or misleading information provided on this form may result in the rejection of my application or in my dismissal from the Students’ Association of MacEwan University (hereinafter referred to as SAMU) Volunteer Program, should I be accepted as a volunteer.

I acknowledge that failure to properly complete the personal information, reference, and applicant agreement will result in the immediate rejection of my application.

I agree to commit a minimum of ten (10) volunteer hours per semester. I understand, depending on the position(s), I may be required to exceed the 10-hour general minimum.

I acknowledge that failure to attend the applicable training session will result in the rejection of my application or dismissal from the Program.

I understand that all information obtained through this form and the police info check will be kept confidential. I understand that the info checks are a matter of routine and security for certain positions to ensure that volunteers have no previous or current criminal records.

Police Info Checks

Police Info Checks may be conducted on successful new applicants. By completing this form, you agree to allow the SAMU Programs or Services Manager to access your record. Failure to complete the info check may result in immediate rejection of your application to specific positions. You will be reminded to bring two (2) pieces of ID (e.g. Birth Certificate and Driver’s License, Passport, Health Card, etc.) to your training session if a record check is required.

23

Media Release Consent Form

I consent to photo, video, and audio recording of myself and my statements at MacEwan University or Students’ Association of MacEwan University (SAMU) related events and grant SAMU the right to copy, reproduce, and use all or a portion of the photos, videos, and statements for incorporation into any SAMU documents and marketing materials.

I permit the use of photos, video, audio recordings, and media; including advertising and related promotion with no expiry of use. I grant the right to use my image and name in connection with photos, videos, or statements and waive the right to inspect of approve the use of my interview as incorporated in SAMU documents and marketing materials.

I release SAMU from any claims that may arise regarding the use of the photos, video, or audio recordings including any claims of defamation, invasion of privacy, or infringement of rights.

I acknowledge that I have no ownership right in any of the photos, videos, or audio recordings taken by SAMU employees. In the case that I (the signee) took the photos, videos, or made personal recorded statements at a SAMU or MacEwan University related event, I understand that SAMU must receive my consent for use of the content.

24

Volunteer Agreement Form

• I agree to keep client information confidential• I agree to immediately advise a SAMU supervisor of any breach relating

to confidential information• I agree to represent the Students’ Association in a professional manner• I agree to follow the Volunteer Code of Conduct & Ethics• I agree to attend all required and mandatory volunteer training sessions• I agree to refrain from any activity that could jeopardize the status of the

Students’ Association• I have read and understood the roles and responsibilities of the

volunteer position(s) I’m volunteering for• I agree to release, forever discharge and hold harmless the Students’

Association of MacEwan University, their directors, officers, employees, agents, group leaders, successors and assigns, from any and all liability claims and demands of whatever kind or nature, including but not limited to any negligence on the part of the Students’ Association, their directors, officers, employees, group leaders or agents which may arise from my participation as a Volunteer.

25

Volunteer Acknowledgement Form

By signing this form, I am acknowledging that I have received, read, and understand the Students’ Association of MacEwan University (SAMU) Volunteer Handbook, including the Terms and Conditions, Media Release, and the Volunteer Agreement Form. I understand that should I violate or refuse to comply with any of the policies or procedures in this handbook, I am then subject to possible termination from my volunteer position at SAMU. I also understand that the policies laid out in this handbook are only a small portion of the SAMU policies and procedures and should I need clarification of any other policies or procedures I should visit the SAMU website at www.samu.ca. I understand that SAMU reserves the right to change any of their policies or procedures at any time without notice and will expect the volunteers to stay up to date on the latest version.

I agree that I shall conduct myself in an appropriate manner that follows all SAMU policies and procedures laid out in this manual and on the SAMU website. I understand that these policies and procedures have been put in place for my safety, for the safety of those working with me, and for anyone else I might have contact with while volunteering with SAMU. Should I breach any of these policies of procedures I understand that this may result in my termination from the volunteer program at SAMU.

I acknowledge the first three (3) shifts of my volunteer role are considered ‘probationary’, meaning I can be let go from my position at any time during that period. I also acknowledge that certain programs or services required that I go through a training period before I can begin volunteering in that role.

I acknowledge that this manual is available on the SAMU website and that I am welcome to direct questions about the contents of the manual to the volunteer coordinator, or Programs Manager.

26

Volunteer Disciplinary Action

Rationale

SAMU expects a high level of performance, professionalism, and accountability from all volunteers. Volunteer Discipline exists to address volunteer performance issues and prevent future instances.

Definitions

Disciplinary Actions are a set of progressive steps of increasing consequence in response to performance issues of varying degrees of issue (or repetition of severity).

A Face to Face Meeting with the Volunteer Coordinator and the immediate assistant and/or manager to discuss the undesirable behavior and required behavioral corrections.

Harassment is a form of discrimination. It involves any unwanted physical or verbal behaviour that offends or humiliates you. Generally, harassment is a behaviour that persists over time.

Immediate Supervisor is the manager or supervisor of the assistant overseeing the volunteer.

Suspension of Volunteer is the dismissal of a volunteer or ending of a volunteer contract for the rest of the school year

Termination of Volunteer is the dismissal of a volunteer permanently from the SAMU volunteer program.

Term Suspension of Volunteer is the dismissal of a volunteer for the rest of the current term, allowing them to re-apply the next term.

A Verbal Warning is a verbal or electronic communication by the Volunteer Coordinator to a volunteer identifying undesirable behavior and desired behavioural corrections.

Regulations

1 The Volunteer Coordinator initiates and participates in disciplinary action.

1.1 Immediate supervisor conducts disciplinary action in instances where suspension or termination is warranted.

2 The Volunteer Coordinator will retain a record of instances of disciplinary action for future reference for a period of at least three years.

2.1 This record includes all the items listed in the Volunteer Disciplinary Action Checklist.

3 Disciplinary actions are taken depending on the severity and frequency of performance issues observed or reported.

4 Disciplinary action is explicitly communicated to the volunteer.

5 Volunteers will be given an opportunity to explain their actions.

6 Appendix A provides examples and guidelines for supervisors but is not to be considered exhaustive.

27

Example Infraction First Offense Second Offense Third Offense

Absenteeism Email or verbal warning. Face to face meeting with Volunteer Coordinator and/or immediate supervisor

Term Suspension of Volunteer

Not performing to job standards

Email or verbal warning. Face to face meeting with Volunteer Coordinator and/or immediate supervisor


Tardiness Email or verbal warning. Face to face meeting with Volunteer Coordinator and/or immediate supervisor


Refusal to acknowledge disciplinary action

Face to face meeting with Volunteer Coordinator and/or immediate supervisor


Suspension of Volunteer

Unauthorized release of confidential information

Suspension of Volunteer Termination of Volunteer

Vandalism Suspension of Volunteer Termination of Volunteer N/A

Working under the influence of illegal drugs or alcohol

Suspension of Volunteer Termination of Volunteer N/A

Harassment Suspension of Volunteer Termination of Volunteer N/A

Theft Termination of Volunteer N/A N/A

Fraud Termination of Volunteer N/A N/A

Physical Violence Termination of Volunteer

Approvals:First Approval – April 1, 2015Last Approval – February 22, 2017

Review Date: February 22, 2018

Source and Updates:April 1, 2015: Volunteer Disciplinary Action approved by Executive Committee motion 2015-04-01-11 upon the recommendation of the Procedure Sub Committee.

February 22, 2017: Volunteer Disciplinary Action approved by Executive Committee motion 2017-02-22-4 on the recommendation of the Procedure Sub-Committee. Major re-write of procedure based on feedback from Programs Manager and Volunteer Coordinator.

Applicable Forms:Volunteer Disciplinary Action Checklist

Appendix A: Sample Infraction Guidelines

28

Campus Emergencies

106Street

PEDW

AY

PEDW

AY

PEDW

AY

PEDW

AY

Christenson Family Centre for Sport and Wellness

107 Street Building

106 Street Building

105 Street Building

MacEwan Residence

Second �oor continuous access: MacEw

an Way

Robbins HealthLearning Centre

10

4 A

ven

ue

10

5 A

ven

ue

107Street

107 Street

110 Street

109 Street

108 Street

106 Street

105 Street

108Street

109 Street

112 Street

West Parkadeand University Service Centre10-600

City Centre Campus• AED's• Blue Phones• Muster Points

North

Legend

Security Services Office: 8-215

Campus Blue Phone

Note: Campus blue phones are generally found on the main level, just outside building entrances. They are also located on every level of the parkade by each exit (stairwell).

AED (Automated External Defibrillator)

# 1 - Building 5 by room 5-013 # 2 - Building 6 by room 6-153# 3 - Building 6 by room 6-021# 4 - Building 6 by room 6-201V, Library# 5 - Building 7 by room 7-110# 6 - Building 7 in room 7-153, Child Care Centre # 7 - Building 8 by room 8-110# 8 - Building 8, room 8-123A, portable AED# 9 - Building 8, in room 8-215, Security Services # 10 - Building 8, Pool Deck# 11 - Building 9, by room 9-212, near washroom # 12 - Building 9, by room 9-313# 13 - Building 10, USC near room 10-655H # 14 - Residence, by room 1-110, West Entrance

Muster Points (Emergency Assembly Point) are generally city sidewalks.

Building 5

Building 6

Building 7

Building 8, Christenson Family Centre for Sport and Wellness

Building 9, Robbins Health Learning Centre

Building 10, University Service Centre (USC)

RoomNumbering

6-123

Bui

ldin

g #

Flo

or

#

Ro

om

#

106Street

PEDW

AY

PEDW

AY

PEDW

AY

PEDW

AY


107 Street Building

106 Street Building

105 Street Building

MacEwan Residence


an Way


10

4 A

venu

e

10

5 A

venu

e

107Street

107 Street

110 Street

109 Street

108 Street

106 Street

105 Street

108Street

109 Street

112 Street



North

Legend


Campus Blue Phone





Building 5

Building 6

Building 7




RoomNumbering

6-123

Bui

ldin

g #

Flo

or

#

Ro

om

#

106Street

PEDW

AY

PEDW

AY

PEDW

AY

PEDW

AY


107 Street Building

106 Street Building

105 Street Building

MacEwan Residence


an Way


10

4 A

venu

e

10

5 A

venu

e

107Street

107 Street

110 Street

109 Street

108 Street

106 Street

105 Street

108Street

109 Street

112 Street



North

Legend


Campus Blue Phone





Building 5

Building 6

Building 7




RoomNumbering

6-123

Bui

ldin

g #

Flo

or

#

Ro

om

#

106Street

PEDW

AY

PEDW

AY

PEDW

AY

PEDW

AY


107 Street Building

106 Street Building

105 Street Building

MacEwan Residence


an Way


10

4 A

venu

e

10

5 A

venu

e

107Street

107 Street

110 Street

109 Street

108 Street

106 Street

105 Street

108Street

109 Street

112 Street



North

Legend


Campus Blue Phone





Building 5

Building 6

Building 7




RoomNumbering

6-123

Bui

ldin

g #

Flo

or

#

Ro

om

#

106Street

PEDW

AY

PEDW

AY

PEDW

AY

PEDW

AY


107 Street Building

106 Street Building

105 Street Building

MacEwan Residence


an Way


10

4 A

venu

e

10

5 A

venu

e

107Street

107 Street

110 Street

109 Street

108 Street

106 Street

105 Street

108Street

109 Street

112 Street



North

Legend


Campus Blue Phone





Building 5

Building 6

Building 7




RoomNumbering

6-123

Bui

ldin

g #

Flo

or

#

Ro

om

#

106Street

PEDW

AY

PEDW

AY

PEDW

AY

PEDW

AY


107 Street Building

106 Street Building

105 Street Building

MacEwan Residence


an Way


10

4 A

venu

e

10

5 A

venu

e

107Street

107 Street

110 Street

109 Street

108 Street

106 Street

105 Street

108Street

109 Street

112 Street



North

Legend


Campus Blue Phone





Building 5

Building 6

Building 7




RoomNumbering

6-123

Bui

ldin

g #

Flo

or

#

Ro

om

#

106Street

PEDW

AY

PEDW

AY

PEDW

AY

PEDW

AY


107 Street Building

106 Street Building

105 Street Building

MacEwan Residence


an Way


10

4 A

venu

e

10

5 A

venu

e

107Street

107 Street

110 Street

109 Street

108 Street

106 Street

105 Street

108Street

109 Street

112 Street



North

Legend


Campus Blue Phone





Building 5

Building 6

Building 7




RoomNumbering

6-123

Bui

ldin

g #

Flo

or

#

Ro

om

#

106Street

PEDW

AY

PEDW

AY

PEDW

AY

PEDW

AY


107 Street Building

106 Street Building

105 Street Building

MacEwan Residence


an Way


10

4 A

venu

e

10

5 A

venu

e

107Street

107 Street

110 Street

109 Street

108 Street

106 Street

105 Street

108Street

109 Street

112 Street



North

Legend


Campus Blue Phone





Building 5

Building 6

Building 7




RoomNumbering

6-123

Bui

ldin

g #

Flo

or

#

Ro

om

#

106Street

PEDW

AY

PEDW

AY

PEDW

AY

PEDW

AY


107 Street Building

106 Street Building

105 Street Building

MacEwan Residence


an Way


10

4 A

venu

e

10

5 A

venu

e

107Street

107 Street

110 Street

109 Street

108 Street

106 Street

105 Street

108Street

109 Street

112 Street



North

Legend


Campus Blue Phone





Building 5

Building 6

Building 7




RoomNumbering

6-123

Bui

ldin

g #

Flo

or

#

Ro

om

#

106Street

PEDW

AY

PEDW

AY

PEDW

AY

PEDW

AY


107 Street Building

106 Street Building

105 Street Building

MacEwan Residence


an Way


10

4 A

venu

e

10

5 A

venu

e

107Street

107 Street

110 Street

109 Street

108 Street

106 Street

105 Street

108Street

109 Street

112 Street



North

Legend


Campus Blue Phone





Building 5

Building 6

Building 7




RoomNumbering

6-123

Bui

ldin

g #

Flo

or

#

Ro

om

#

106Street

PEDW

AY

PEDW

AY

PEDW

AY

PEDW

AY


107 Street Building

106 Street Building

105 Street Building

MacEwan Residence


an Way


10

4 A

venu

e

10

5 A

venu

e

107Street

107 Street

110 Street

109 Street

108 Street

106 Street

105 Street

108Street

109 Street

112 Street



North

Legend


Campus Blue Phone





Building 5

Building 6

Building 7




RoomNumbering

6-123

Bui

ldin

g #

Flo

or

#

Ro

om

#


Campus Blue PhoneNote: Campus blue phones are generally found on the main level, just outside building entrances. They are also located on every level of the parkade by each exit (stairwell).

AED (Automated External Defibrillator)# 1 - Building 5 by room 5-013# 2 - Building 6 by room 6-153# 3 - Building 6 by room 6-021# 4 - Building 6 by room 6-201V, Library# 5 - Building 7 by room 7-110# 6 - Building 7 in room 7-153, Child Care Centre# 7 - Building 8 by room 8-110# 8 - Building 8, room 8-123A, portable AED# 9 - Building 8, in room 8-215, Security Services# 10 - Building 8, Pool Deck# 11 - Building 9, by room 9-212, near washroom# 12 - Building 9, by room 9-313# 13 - Building 10, USC near room 10-655H# 14 - Residence, by room 1-110, West Entrance

Muster Points (Emergency Assembly Point) aregenerally city sidewalks.

Building 5

Building 6

Building 7

Building 8, Christenson Family Centre forSport and Wellness



Map and information provided by MacEwan University.

City Centre Campus• AED’s• Blue Phones• Muster Points

29

Once you have read this handbook in its entirety, please sign and return this page on the first day of your training for your designated volunteer position. If you are volunteering for more than one position, you will only need to bring this form in on your first shift.

Please keep the Volunteer Handbook for future reference.

I acknowledge that I have read the Volunteer Handbook and have read and understand the Terms and Conditions, Media Consent, Volunteer Agreement, and Volunteer Acknowledgement forms.

__________________________________ _________________________________Student Name Student Signature

__________________________________Date

__________________________________ __________________________________

__________________________________Date

Parent/Guardian Name if student is under the age of 18

Parent/Guardian Name if student is under the age of 18

30samu.ca SA_macewan@SAmacewan/SAmacewan SA_macewan

Followus!

handbook - samu · 2 letter from samu president dear volunteers, we’re ecstatic you’ve chosen...

Documents