VIP Program

Supervisor’s

Handbook

Volunteering is more than just giving

time and talent. It’s making our city a

community for a lifetime.

Volunteers In Plano

Volunteer Resources GroupCity of Plano

City of PlanoVolunteers in Plano

Program Commitment

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We recognize that employees andvolunteers are the City's greatest assets.

We provide employees and volunteerswith the tools to do their jobs safelyand effectively.

We encourage two-way communicationwith citizens and employees andreward achievement.

We value creativity, innovation andrisk taking.

We hold ourselves and others to thehighest ethical and professionalstandards.

We strive to continuously improve bydeveloping our employees and volunteers,simplifying processes and refiningsystems.

We believe all employees and volunteersare responsible for ensuring qualityservice.

We attempt to balance project costsagainst community needs by utilizing theservices of volunteers wherever possible.

Table of ContentsVip Program Procedures

and Processes

VIP Program History and Benefits...................................................1VIP Process at a Glance..................................................................2Examples of VIP Positions...............................................................3

...................................................................4Purpose of the VIP ProgramVIP Program MissionA. Role of the Volunteer Resources GroupB. Role of the VIP SupervisorC. Role of the Volunteer

........................7A. Identify the Need for VolunteersB. Conduct Volunteer Needs AssessmentC. Complete Job Request ProcedureD. Designate a Volunteer Supervisor

........................................................9A. RecruitmentB. InterviewingC. Orientation and TrainingD. Volunteer Rights and ResponsibilitiesE. Department Orientation and SupervisionF. PlacementG. TransferH. Background Check and Confidentiality Statement

RecordkeepingJ. Workers' CompensationK. Grievance ProcedureL. Resignation and/or TerminationM. Appreciation and Recognition

..............18A. Criminal/Background ChecksB. Driver's License Record Checks

A. Confidentiality PolicyB. Computer Usage PolicyC. Workers' Compensation PolicyD. Identification Cards Policy

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I.

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Section I Introduction

Section II Project Implementation & Operations

Section III Program Process

Section IV Background and Driver’s License Check

Section VI List of Forms

Section V City Policies

Preface

“Never doubt that a smallgroup of thoughtful committedcitizens can change the world;indeed, it is the only thing thatever does.” Margaret Mead

The VIP Program

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Benefits for Departments and Staff

Benefits for Volunteers

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Throughout history, there havebeen many individuals willing togive their time, effort, resourcesand money to help their fellowhuman beings. These individualsh a v e b e c o m e k n o w n a svolunteers.

For over 25 years, VIP volunteers have provided skills, expertise,fresh ideas, objective viewpoints and extra hands to Citydepartments. City of Plano volunteers come from all walks of life andall age groups, they are dedicated and enthusiastic individuals whoenjoy helping out where needed.

Recruits and orients a pool of qualified volunteers.

Provides volunteers with an opportunity to share theirknowledge and expertise.

Enhances efforts.

Emphasizes expanding services through communityvolunteers.

Complement paid employees.

Bring expertise and diverse skills to departments.

Help complete projects in a timely manner.

Provide opportunities to test new ideas and new programs.

Gain valuable experience, new skills, and references.

Associate with others.

Receive personal satisfaction.

Feel useful and important to the community.

Learn about City government services.

Make a difference!

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VIP Process ata Glance

Step I Recruitment of Jobs & Volunteers

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VIP Supervisor reviews department responsibilities withVolunteer Resources Group (VRG) staff representative.

VIP Supervisor submits a volunteer job request form.

VRG then markets the position and identifies potentialvolunteers.

Step II Volunteer Processing

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Prospective volunteer fills out an application.

VRG representative interviews the prospective volunteer andgives them an overview of the VIP Program.

Prospective volunteer is referred to the department for aninterview.

Step ’III VIP Supervisors Responsibilities

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Interviews prospective volunteers.

Completes the follow-up form, notes accept or reject andreturns it to the VRG office.

Sets the start date and schedule with the accepted volunteer.

Reviews position responsibilities and gives the volunteer adepartment orientation.

Trains the volunteer.

Calls the VRG with progress report after volunteer starts.

Submits monthly time sheets for all department volunteers.

Step IV Evaluation

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VRG conducts an annual evaluation of the volunteers and theVIP program.

VIP Supervisor should refer the volunteer back to the VRG foran Exit Interview when assignment is completed or volunteerdecides to leave.

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Examples of VIPPositions

Volunteers have proven to be a valuableresource for City departments.

Animal Shelter

Building Inspections

City Manager's Office

Customer/UtilityServices

Douglass CommunityCenter

Engineering

Health

Fire

Human Resources

Libraries

Municipal Court

Parks & Recreation

Planning

Plano Centre/CVB

Police

Property Standards

Sustainability &EnvironmentalServices

Senior Center

Volunteer ResourcesGroup

Animal PhotographerAdoption CounselingCage CleanerDog WalkerLobby & OfficeAssistantsLost & Found PetTrackerPre-Op. Animal CareSpecialist

File ClerkScanning Clerk

AdministrativeAssistantPhotographer

Mail Assistant

Senior CitizenActivities VolunteerSummer ReceptionistSummer Tutor

Clerical AssistantComputer AssistantScanning AssistantShredder

InternFile Clerk

Database DeveloperInternOffice Assistant

Clerical Assistant

Book SaleCoordinatorBook SorterBook Shelver &PagesGenealogy ResearchLibrary Links withSeniorsLiteracy TutorPhone OperatorSmall Talk FacilitatorSummer ReadingProgram

Teen Court AttorneyTeen Court Juror

Creek CleaningDatabase Developer& Data EntryInterurban RailwayMuseum Tour GuideMailing AssistantPhotographer

Demographic AnalystGIS/Planning InternReport AnalystPlanning Intern

Event Set-Up &Clean-UpMarketing AssistantRegistration Assistant

Garage Door ProgramMicrofilm TechSkywatch Program

Warrant Arrest CallsLanguage InterpreterOffice AssistantHandicap PatrolPolice InternSupply RoomAssistantFiling & Data Entry

Community ServiceClean-ups

Workshop PresenterCompost EducatorReuse CenterGardenerGrant WriterTeaching AssistantEvent Volunteer—Great AmericanCleanup/Live Green In Plano

SeniorNet InstructorDance CoordinatorGreeterKitchen ServerReceptionistSeminar LeaderSpecial EventsSenior Knit Volunteer

Access ProgrammerClerical AssistantEmergencyPreparednessMarketing SpecialistWriter

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The City of Plano believes involved citizens serving as volunteersplay an integral part in making our City successful. This manual is aguide for City employees who supervise and coordinate volunteers. Itserves as a tool to enable staff to effectively utilize and managevolunteers.

In August 1982, founder and former City Manager, David Griffin andPlano City Council brought the vision of volunteerism to life when theyinitiated the Volunteers In Plano (VIP) program. By May 1983, the Citywas actively recruiting volunteers for 30 positions to serve ninedepartments. In 1983, a total of 3,372 volunteer hours were donatedequaling a monetary value of $27,290. More recently in 2007, a totalof 84,551 volunteer hours were donated, equaling a monetary valueof $1,462,932.

PURPOSE OF THE VIP PROGRAM

PROGRAM MISSION

To promote citizen participation in theexpansion, enhancement and delivery ofquality services to the citizens of Plano.

To deliver quality services in an effective andefficient manner through the concertedefforts of City employees and volunteers.

To encourage and provide an opportunityfor citizen participation in City government.

To improve the quality of life through expandedCity services without additional taxation.

To enhance City services by utilizing volunteersto supplement the efforts of City employees.

To promote and assist citizen understanding ofmunicipal operations, issues and programs.

Section IIntroduction

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How We Work Together Throughthe Volunteer Resources Group

Volunteer Resources SupervisorVolunteer Resources Supervisor

VIPSupervisorVIPSupervisor

VolunteerVolunteerOrient, Train, Supervise

& Recognize the Volunteer

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VOLUNTEER RESOURCES GROUP (VRG)

A. Role of the Volunteer Resources Group

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VRG is responsible for all City volunteer programs, includingVolunteers in Plano, Workplace CARES and EmergencyPreparedness Volunteers.

Establishes program goals and objectives for VIP,Workplace CARES, and emergency preparedness areasutilizing volunteers.

Develops and administers the volunteer programs for theCity of Plano.

Assesses department needs and identifies potentialvolunteer opportunities.

Updates volunteer policies and procedures in accordancewith City policies.

Processes volunteer requests, approves and reviewsvolunteer position descriptions.

Oversees all recruitment, selection and placements.

Monitors programs for effectiveness and conductsperiodical surveys and evaluations to assess volunteers,staff and program.

Handles disciplinary action pertaining to volunteers.

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B. Role of the VIP Supervisor

C. Role of the Volunteer

Provides training forVIP supervisors oneffectively utilizingvolunteers.

Conducts formal andinformal volunteerrecognition programs.

Develops promotionalmaterials.

Maintains appropriateadministrative recordsand data regardingvolunteers.

Provides staff resources and guidance on volunteermanagement issues and trends.

Builds and strengthens partnerships with communityagencies and programs, volunteer centers, schools,colleges, corporations and county.

Analyzes departmental needs and writes jobdescriptions.

Interviews prospective volunteers for placement.

Provides department orientation, supervises and trainsthe volunteers.

Report accurate records to the VRG.

Recognizes volunteers at the department/division level.

Periodically evaluates volunteers and the VIP Program.

Consults with VRG regarding volunteer progress and/orproblems.

Contributes information for publication in thenewsletter.

Complements and supplements City staff.

Enhances and expands services provided by staff.

Shares knowledge and expertise.

Learn about Citygovernment.

Has fun!

Section IIProject Implementation

& Operations

The following areas are considered when assessing the need fordepartment volunteers:

Use of volunteers should be given every consideration, whenthe following exists:

Consistent

Department needs assessments assist in determining areaswhere volunteers may be needed. To decide if a volunteer isneeded try the following exercises and questions.

List job activities during thelast week; start withactivities that can bebroken into parts.

Circle the parts of theactivities volunteer can do.

Consider what activitieswould be accomplishedthat aren’t now if there wasno limit to resources.

What projects have been put on the back burnerbecause of lack of time and personnel?

A job request form should be completed with the belowquestions in mind.

Is the assignment part-time? Will it take more than 4 to8 hours per week? If so, it may not be realistic toexpect one volunteer to perform it.

Could a combination of one or more volunteers achievethe goals?

Is the assignment something that will benefit thedepartment?

Does a department member have time to orient, trainand supervise volunteers?

work overload

Peak or cycle workloads

Special events/projects

A. IDENTIFY THE NEED FOR VOLUNTEERS

B. CONDUCT VOLUNTEER NEEDS ASSESSMENT

C. COMPLETE JOB REQUEST PROCEDURE

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D. DESIGNATE A VIP SUPERVISOR

Are space, supplies and equipment available forvolunteers?

Is the assignment long-term or short-term?

Does the department team want to work withvolunteers?

Your answers will aid you in preparing the Job Request Form.The description must be detailed enough for the VRG to recruita volunteer.

The day-to-day program operation is the responsibility of theVIP supervisor that uses volunteers. This person should see thebenefit to the department and have a good knowledge of theposition being filled. VIP supervision cannot be left to chance,you MUST WANT to work with volunteers and be able tosupervise them.

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A. RECRUITMENT

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Volunteer opportunity lists are updated on a weekly basis bythe VRG. Recruitment methods include:

City Web page

VolunteerMatch.com

Idealist.com

Volunteer McKinney Center

North Texas Volunteer Center

Plano Television Network (PTN)

Local newspapers and magazines

Corporate, community and school groups

Retired Senior Volunteer Program (RSVP)

College web sites

Citizens with diverse talents and interests will call to volunteer,so don't be afraid to set your sights high. Once interests andtalents are identified, volunteers can be matched with anappropriate opportunity.

A member of the VRG can attend the department interview toassist and take notes if this is a first time VIP Supervisor or ifthere is no job description.

Placements of volunteers are unpredictable and uncertain.Contrary to the impression of some, there is not a "pool" ofvolunteers to draw frominstantly. A request for avolunteer may be filled in aweek or it could takemonths. The supervisorshould understand activerecruiting for the positioncontinues until a match isfound or the supervisornot i f ies VRG that avolunteer is no longerneeded.

Section IIIProgram Process

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B. INTERVIEWING

C. ORIENTATION AND TRAINING

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1. Purpose of interviewing is to match the volunteer with thecorrect position, taking into account their motivators, skills,time availability and competency.

2. Interview questions can include:

What work have you enjoyed the most? The least?

What kind of people do you work with best?

What is your ideal volunteer job?

What experience have you had that relates to thisposition? Tell me about them.

What are your strengths? In what areas do you wantto grow?

What would you like to get from this volunteer job?

Can you make a four to six hour a week commitmentto this job for at least six months? (If applicable)

3. Interviewer should share the benefits of performing this workto the department, the City, and the community. Time shouldallow for the applicants to ask any questions they may haveabout the volunteer job or your position.

The VRG will conduct two types of orientation and training:

1. Training for VIP supervisors will include:

Basic volunteer supervision classes.

Procedure for assessing needs.

Trends and techniques for volunteer supervision.

Updates on policies and procedures.

2. Orientation for volunteers:

Reviewing the VIP brochure.

Explanation of the VIP program to be provided duringthe interview process.

D. VOLUNTEER RIGHTS AND RESPONSIBILITIES

E. DEPARTMENT ORIENTATION AND SUPERVISION

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Volunteers have the right to expect:

Meaningful andchallengingassignments

Clear and specificinstructions

Ongoing training andsupervision

Recognition ofaccomplishments

A working partnership with staff

Volunteers agree to:

Perform assignments effectively

Report for duty promptly

Notify their supervisor when unable to report

Participate in training and accept supervision

Provide constructive feedback

Maintain confidentiality

Observe the organization's guidelines

Give adequate notice of job resignation

1. Orientation

Give an overview of the department andassignment, so the volunteer will understand howshe/he fits in.

Get supplies and work space ready before thevolunteer is “on board.”

Introduce the volunteer to the staff by mentioning:

a. Volunteer's background

b. Departmental relationships

c. To whom the volunteer will be responsible

d. Provide the volunteer a through tour of theareas they may be using

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F. PLACEMENT

Explain departmental policy that affects the volunteer,i.e., personal use of the telephone and notificationwhen unable to report to workAssure on-going accessibility for questions andguidanceRecognize volunteer’s accomplishments

2. Training

Preplan volunteer assignments.

Explain the assignment and discussing expectations -be specific!

Demonstrate and explain the use of equipment, i.e.,telephone, copier, computer and forms if applicable.

3. Supervision

Adequate supervision must be provided, not only toensure high City standards, but also to provide thevolunteers with the guidance and stimulation they areentitled.

Efforts should be made to show the volunteers howimportant they are to the department and that they areappreciated by employee team.

The staff interviewer will inform the volunteer of his/herselection if it is a good match. The interviewer will then helpthe volunteer decide on a start date and time. Theinterviewer will then notifythe VRG of the volunteer'sacceptance by completingthe form.

If the volunteer is notselected or does not acceptthe ass ignmen t , thevo lun tee r shou ld bedirected back to thevolunteer office for otherplacement considerations.

Tips for Good Supervision

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Designate a volunteer supervisor who truly wants to work with volunteers.

Ensure that the volunteer supervisor and the department manager

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understand the time required for adequate supervision.

Give complete instructions to the volunteer.

Make expectations clear.

Show appreciation regularly and often.

Confront inappropriate behavior when it occurs.

Be readily available to your volunteer.

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G. TRANSFER

H. BACKGROUND CHECKAND CONFIDENTIALITYSTATEMENT (See Section IV)

I. RECORD KEEPING

To ensure the continued success of the VIP Program, the VRGmust be kept informed of decisions regarding volunteerplacement, performance and changes in job functions. If thevolunteer is not appropriate for a specific position, the VIPsupervisor should refer him/her back to the VRG. The VRG willre-evaluate the volunteer’s qualifications and look for anotherposition within the program. (Don't be afraid to do this, some ofthe best volunteers have been transferred because ofincompatible interests or availability.) If there is no match thevolunteer is referred to the Volunteer McKinney Center or theNorth Texas Volunteer Center.

Accurate up-to-date records areimportant to both the City and tot h e v o l u n t e e r. R e c o r d sincluding contact data, specialskills, hours donated & awards earned are to be kept andmaintained on the VIP database. These records areconfidential.

Hours should be submitted to the VRG on a monthly basis.Hours are added to the central data base and used forrecognition & budgetary purposes or in case of an accident. Ifdepartments haven't sent in their hours by the 15th of themonth, they will be notified.

Documented data related to volunteer services is importantwhen proposing budgets. The number of hours served byvolunteers may offer substantiation when requesting additionalfunds. With supervisors' help, the annual reports shouldaccurately show the hours donated at each department, thevalue of the donation (as per the independent sector) andclosely estimate the number of individuals who volunteered.

Annual reports describe thekey accomplishments for thep a s t y e a r , t r e n d s i nvolunteerism and the directionfor next year.

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J. WORKERS' COMPENSATION

K. GRIEVANCE PROCEDURE

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As with all employees, there are Risk Management proceduresfor volunteers. Identify the risks and dangers associated witheach volunteer position and rewrite the volunteer jobaccordingly. (see section IV)

If an accident should occur, report it to Risk Managementimmediately. A Workers' Compensation form should becompleted and submitted to Risk Management with a copy tothe VRG for follow-up.

The aim of the City of Plano is tomaintain harmonious cooperationa n d p r o d u c t i v e w o r k i n grelationships between employeesand volunteers. Please discussany problems, di ff icul t ies,misunderstandings, suggestionsor concerns with the volunteer. Ifthis does not resolve the mattersatisfactorily, or if you areuncomfortable with doing this, youshould contact the VRG forassistance.

Problem Resolution Points

Keep attitude positive—recall positive events.

Clearly identify and understand the problem.

Explore all alternatives (call Volunteer ResourcesSupervisor to discuss alternatives, if needed).

Formulate a plan for a solution.

Follow up with an evaluation.

Put facts in writing and send a copy to the VolunteerResources Supervisor.

Clarify what you want and need from the volunteer anddistinguish between them.

Speak in private when a difficult issue must beaddressed.

Follow up in writing with a summary of discussions andassignments both to the volunteer and VolunteerResources Supervisor.

Use of this type of resolution directs attention away from thepersonalities involved and focuses directly on the problem athand. This maximizes the chances for successful andproductive relationships.

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Try to keep issues from becoming problems. With thesesuggestions for issue management are:

Absenteeism/Tardiness – Point out the importance ofpunctuality and regular attendance to volunteers.Determine if department actions (volunteer neglect orunpleasant assignment) have decreased themotivation of the volunteer and change those actionsaccordingly.

Change of Assignment – If the nature of the position orduties of assignment change substantially from theinitial description, discuss the change with thevolunteer to ascertain whether the change isappropriate.

Non-Task Problems (e.g., dress or behavior) – Explaindepartmental policy and why it is important for thevolunteer to comply.

These suggestions are only samples of the techniques used insupervising volunteers. To ensure the continued success ofthe VIP Program, the Volunteer Resources Supervisor must beinformed of decisions regarding volunteer placement,performance and changes in job functions. If a volunteer is notappropriate for a specific position, the VIP Supervisor shouldrefer the volunteer back to the VRG for a change ofassignment.

Placements are not permanent. Either the VIP supervisor orthe volunteer may terminate the arrangement if it is not workingor when the assignment has been completed. When avolunteer has terminated his/her assignment, for whateverreason, the Volunteer Evaluation Form should be completedbythe VIP supervisor. The original should be forwarded to theVRG to be placed in the volunteer's permanent file. Thevolunteer should then be referred to VRG for an exit interview.

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L. RESIGNATION AND/OR TERMINATION

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M. APPRECIATIONAND RECOGNITION

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Since the volunteer is not paid money, other ways should beconsidered to compensate and motivate the individual. Themost effective means of accomplishing this is to let volunteersknow that their work is respected and appreciated.

Giving proper credit to the volunteer.

Including the volunteer in staff meetings or activities andin staff training.

Soliciting advice from the volunteer.

Calling the department supervisor's attention to the workof the volunteer.

Making sure the volunteer has the information, supplies,equipment, and other support necessary to perform well.

Saying “THANK YOU' for efforts and services rendered.

Taking the volunteer to coffee or lunch.

Planning an event to honor the volunteers in thedepartment.

The VRG will periodically provide volunteers with tokens ofappreciation. However, it is important that each departmentcontinually conduct informal types of recognition for theirvolunteers.

Submit an article about the volunteer for the newsletteror the newspaper.

Include volunteer in Internal/External training.

Include volunteers in employee meetings, luncheons,activities and holiday parties.

Write a letter of reference for the volunteer.

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21 CREATIVE WAYS TO

RECOGNIZE VOLUNTEERS!

1. Greet them by name.

2. Invite them to a departmentparty.

3. Surprise them with treats.

4. Nominate them for volunteerawards.

5. Give them a stable workenvironment.

6. Treat them to a refreshing drink.

7. Award special citations.

8. Welcome them to staff coffee breaks.

9. Write”thank you” notes.

10. Say “we missed you” when they have been on vacation.

11. Leave a note on their desk.

12. Celebrate their birthday.

13. Write a volunteer spotlight in your newsletter.

14. Create a “volunteer highlight” bulletin board.

15. Send newsworthy information to the VRG.

16. Maintain a meaningful file on each of them.

17. Provide good training opportunities.

18. Motivate personnel to talk to them.

19. Write letters of recommendation.

20. Send get well cards when they are ill.

21. Say “thank you” every time they leave your office.

CREATIVE WAYS TO RECOGNIZE VOLUNTEERS

“Your ideas are so exciting “No one holds a “You take the cake”I could just pop!” candle to you”

Give aballoon

Give acandle

Give acupcake

“You are a LIFESAVER!”Give candy

witha note

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Section IVBackground and

Driver’s License Check

The City of Plano values the safety of those who use its facilities andtake part in its programs, either as participants, employees orvolunteers. To this end, sound measures will be taken to protect thosewe serve from potential harm.

Each department requesting volunteers will complete the JobRequest form and indicate whether the position requires any of thefollowing checks: criminal background check, polygraph, driver'slicense record check, and/or reference check. After the departmentsupervisor reviews the volunteer application, interviews and acceptsthe volunteer, the requested checks will be conducted prior to thevolunteer beginning work at the department. No volunteer whoseposition requires any of these checks will be allowed to volunteer untilall required checks are complete.

Criminal background checks are required for the followingvolunteer situations.

Unsupervised contact with children or elderly.

Working with the Police Department (additionalpolygraphs will be done for long-term positions).

Handling City monies.

A volunteer's application shall be DENIED if any checkreveals the applicant has been convicted of any crime listedbelow:

Violence or threats of violence

Weapons offenses

Sexual offenses

Theft, Class BMisdemeanor orabove

Burglary

BACKGROUND CHECKS

A. CRIMINAL BACKGROUND CHECKS

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The majority of court ordered community service offenses which maybe considered by the City include the following:

Non-violent felony offensesMisdemeanor offensesTraffic violations

Criminal/Background Checks will include these items:

Social Security number verification, including addresstraceCriminal records check for all misdemeanor and felonyconvictions within Texas and/or United StatesTexas Sex and Violent Offender Registry

It is required that driver'sl i c e n s e c h e c k s a r ecompleted every

for any volunteerwho will use either a Cityvehicle or personal vehicledur ing any volunteeractivities. (This will be donein conjunction with RiskManagement's DriversLicense Checks everyother year.) NOTE: Avo lun tee r ' s pe rsona linsurance pol icy wi l lp rov i de the p r ima rycoverage for damages to avolunteer's vehicle.

Police Department does checks along with a polygraph test forlong-term volunteers. Community Emergency Response Team(CERT), Fire Department, youth coaches and other departmentchecks will be sent through VeriFYI, the North Texas VolunteerCenter system.

If volunteer applicants do not meet the parameters of thesechecks, depending on the nature of the prior infraction, theymay be eligible to apply for another volunteer position wherethe nature of the position will allow more flexibility.

All volunteers whose positions require a Texas driver's licensemust meet and maintain the following driving historyrequirements:

No more than two moving traffic violations and/oraccidents recorded within the preceding24 month period.

No more than four moving violations and/or accidentsrecorded by any licensing agency during the preceding36-month period.

No DWI or DUI conviction during the preceding 36month period.

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B. DRIVER'S LICENSE RECORD CHECKS

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A. CONFIDENTIALITY POLICY

B. COMPUTER USAGE POLICY

C. WORKERS' COMPENSATION POLICY

The City of Plano collects and maintains private andconfidential information while carrying out its functions andoperations. Volunteers working in a variety of areas may berequired to sign a Confidentiality Agreement specific to aparticular department where confidential information may bepresent. These departments include, but are not exclusiveto the Police Department, Fire Department, Municipal CourtAdministration, the Municipal Judge and the HumanResources Department.

Computer equipment, including printers, etc. are provided tothe volunteer for City business only. Access to the City’scomputer network and files will be specific to their particular jobassignment and can be set up through Tech Services help desktickets.

Volunteers are prohibited from storing any personalinformation on City-owned computer equipment.

The City has defined a standard software configuration for eachcomputer. Volunteers are not authorized to modify this softwareor install new software for any reason. Malfunctioning computerequipment should be immediately reported to the VIPsupervisor, who will report it to their designated representativefor maintenance.

All volunteers are covered by the City of Plano's Workers'Compensation Policy in case of an injury while volunteering atCity departments and functions. Injuries, no matter how slight,MUST be reported to the VIP supervisor. The Supervisor willassist the volunteer with the proper paperwork and reportingprocedure to the Risk Management Division. NOTE: Forcoverage, volunteers MUST be signed up through the VIPProgram.

NOTE THE FOLLOWING EXCEPTION: Court-orderedvolunteers are not covered under the City of Plano Workers'Compensation Policy.

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Section VCity Policies

D. IDENTIFICATION CARDS POLICY

For security purposes, volunteers may be issued a City ofPlano identification card to be used for identification purposes,as appropriate. A card may be authorized for a volunteerduring a public function where they may be representing theCity, i.e., working with children at a recreation center, etc.Should a card be required, written authorization must bereceived by the Human Resources Department.

Whether avolunteer needs such a card is determined by each departmenton a case-by-case basis. Cards are made in the HumanResources Department between 8:00am and 4:00pm, Mondaythrough Friday only, and must be returned to the HumanResources Department at the completion of the volunteer'sservice.

This card willnot give the volunteer access to any City building and shouldhave an expiration date no longer than one year.

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The Supervisors Handbook, updated policies, procedures and formscan be found on the City S: drive under the VIP folder.

Section VIList of Forms

Applications

Forms

Timesheets

Evaluations

ApplicationCommunity Service ApplicationEventApplication/RegistrationGroupApplication/Registration

ConfidentialityAgreementEvent Request FormInterpreters FormJob Evaluation FormJob Request FormPhotography Waiver Form

Monthly TimesheetTimesheet

Special Event Timesheet

90 Day EvaluationExit Interview FormTeen Summer EvaluationVolunteer Evaluation

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“How lovely to think that no one need wait a moment:we can start now, start slowly changing the world!Howlovelythateveryone,greatandsmall,canmakeacontributiontowardintroducingjusticestraightaway.”

AnneFrank