1. Policy Statement
Family Promise of Puget Sound (FPOPS) values the commitment of all its volunteers. While we strive to create lasting and fulfilling volunteer experiences, we recognize that volunteer relationships may conclude. This policy establishes clear, fair, and consistent procedures for both voluntary separation by a volunteer and the termination of volunteer service by FPOPS. Our aim is to ensure mutual understanding, respectful transitions, and to uphold the integrity and safety of our programs and community throughout the separation process.
2. Purpose
The purpose of this policy is to:
* Provide clarity regarding the processes for a volunteer’s departure from FPOPS service.
* Ensure fair and consistent application of separation and termination procedures.
* Facilitate a smooth transition of volunteer duties and responsibilities.
* Protect FPOPS’s assets, information, and reputation during transitions.
* Maintain a respectful and professional relationship during and after a volunteer’s service.
* Ensure compliance with all applicable legal guidelines and internal FPOPS policies.
3. Scope
This policy applies to all active volunteers of Family Promise of Puget Sound. It covers all instances of a volunteer’s departure from service, whether initiated by the volunteer or by FPOPS. It also applies to FPOPS staff members involved in volunteer supervision, management, and the separation/termination process.
4. Guiding Principles
* Respect and Dignity: All separations and terminations will be handled with professionalism, respect, and dignity for the individual volunteer.
* Clarity and Transparency: The reasons and processes for separation or termination will be communicated clearly and, where appropriate, transparently.
* Fairness and Consistency: Decisions and actions will be applied consistently and fairly, based on the circumstances and established FPOPS policies.
* Mission Protection: Decisions will ultimately serve to protect FPOPS’s mission, reputation, safety, and the well-being of individuals and staff.
* Documentation: All aspects of separation and termination will be thoroughly documented.
* Non-Retaliation: No volunteer will face adverse action for inquiring about or appealing a separation or termination decision in good faith.
5. Definitions
* Voluntary Separation: When a volunteer initiates their own departure from service with Family Promise of Puget Sound.
* Termination of Volunteer Service: When Family Promise of Puget Sound initiates the conclusion of a volunteer’s service. This can be “For Cause” (due to performance, policy violation, or conduct) or “Without Cause” (due to organizational need or fit).
* For Cause Termination: Termination initiated by FPOPS due to a volunteer’s misconduct, policy violation, failure to meet role responsibilities, or other serious issues outlined in Section 7.1.
* Without Cause Termination: Termination initiated by FPOPS due to organizational needs, programmatic changes, or a general lack of mutual fit, and not related to volunteer performance or conduct issues (as outlined in Section 7.2).
* Volunteer Supervisor: The FPOPS staff member (e.g., Volunteer Coordinator, Program Director, specific Program Staff) to whom the volunteer directly reports.
6. Voluntary Separation Procedures
FPOPS appreciates volunteers who communicate their decision to leave in advance, allowing for a smooth transition of duties.
1. Notice: Volunteers are encouraged to provide their Volunteer Supervisor or the Volunteer Coordinator with at least two (2) weeks’ advance notice of their intent to separate from service. While not mandatory, this courtesy allows FPOPS to plan for coverage and transition responsibilities.
2. Discussion: The Volunteer Supervisor or Volunteer Coordinator may initiate a discussion with the volunteer to understand the reasons for their departure, gather feedback on their experience, and ensure a smooth handover of any ongoing tasks.
3. Return of FPOPS Property: The volunteer must return all FPOPS property (e.g., keys, ID badges, equipment, materials, documents, etc.) to their Volunteer Supervisor or the Volunteer Coordinator on or before their last day of service.
4. Acknowledgement: FPOPS will acknowledge the volunteer’s separation and express gratitude for their service.
5. Exit Survey/Interview (Optional): Volunteers may be invited to complete an exit survey or participate in an exit interview to provide valuable feedback to FPOPS about their volunteer experience, which can help improve the volunteer program.
7. Termination of Volunteer Service by FPOPS Procedures
FPOPS reserves the right to terminate a volunteer’s service. Decisions for termination will be made thoughtfully and communicated clearly.
7.1. Termination For Cause
Termination For Cause occurs when a volunteer’s actions, performance, or conduct violate FPOPS policies or negatively impact the organization, its staff, or individuals. Examples of reasons for For Cause Termination include, but are not limited to:
* Policy Violations: Violation of any FPOPS policy, including (but not limited to) the Code of Conduct, Confidentiality Policy, Anti-Harassment Policy, Drug and Alcohol Policy, Violence-Free Facility Policy, Electronic Communications Policy, or Generative AI Policy.
* Failure to Meet Role Responsibilities: Consistent failure to perform the essential duties of the volunteer role, or a significant decline in reliable participation (e.g., repeated uncommunicated absences), despite prior discussion and support.
* Conduct Detrimental to FPOPS: Inappropriate behavior, breach of professional boundaries with individuals, staff, or other volunteers, unethical conduct, or actions that significantly harm FPOPS’s mission, reputation, or the safety/well-being of individuals.
* Inability to Perform Role: Inability to perform the essential functions of the volunteer role, even with reasonable accommodation (as determined under the ADA Reasonable Accommodation Policy for Volunteers).
* Non-Compliance with Screening/Training: Failure to successfully complete required background checks, mandatory training, or provide necessary documentation.
Process for For Cause Termination:
1. Fact-Finding/Investigation: When a concern arises, the Volunteer Supervisor or Volunteer Coordinator, in consultation with a Program Director or CEO, will conduct a prompt and appropriate review or investigation to gather facts and understand the situation.
2. Discussion with Volunteer: Before a final decision is made, the Volunteer Supervisor or Volunteer Coordinator will meet with the volunteer to discuss the concerns, present findings, and provide the volunteer an opportunity to provide their perspective and respond to the allegations.
3. Decision-Making: The decision to terminate for cause will be made by the Volunteer Coordinator or relevant Program Director, in consultation with the CEO.
4. Communication of Decision: The decision will be communicated clearly to the volunteer, verbally and/or in writing, outlining the reason(s) for termination.
5. Immediate Action (for severe violations): For severe policy violations (e.g., violence, harassment, drug/alcohol use on premises, breach of confidentiality), immediate removal from the premises and suspension of duties pending review/investigation may occur.
7.2. Termination Without Cause
Termination Without Cause occurs when FPOPS initiates the conclusion of a volunteer’s service due to organizational needs, program changes, or a general lack of mutual fit, and is not related to any misconduct or performance deficiencies on the part of the volunteer. Examples include, but are not limited to:
* Lack of Ongoing Need: The specific volunteer role is no longer required due to program changes, completion of a project, or evolving organizational needs.
* Programmatic Changes: Significant restructuring of programs or services that eliminates the need for certain volunteer functions.
* Changes in Organizational Capacity: Significant reduction in FPOPS’s overall capacity, resources, or available supervision for a particular volunteer role.
* Mutual Fit: After attempts to provide support or reassign, it is determined that the volunteer role is no longer a good fit for either the volunteer’s interests/skills or the organization’s needs, despite the volunteer’s good faith efforts.
Process for Without Cause Termination:
1. Decision-Making: The decision to terminate without cause will be made by the Volunteer Coordinator or relevant Program Director, in consultation with the CEO.
2. Communication of Decision: The decision will be communicated clearly and respectfully to the volunteer, emphasizing that the separation is due to organizational needs or fit, not a reflection of their individual performance or conduct.
3. Notice (where feasible): FPOPS will endeavor to provide reasonable advance notice of the termination (e.g., two weeks, if practicable) to allow for a smooth transition.
4. Exploration of Other Opportunities (Optional): If appropriate and mutually desired, FPOPS may offer to explore other potential volunteer roles within the organization or provide referrals to other volunteer opportunities in the community.
8. Return of FPOPS Property
Upon any form of separation or termination, the volunteer must return all FPOPS property (e.g., keys, ID badges, equipment, materials, documents, uniforms, etc.) to their Volunteer Supervisor or the Volunteer Coordinator immediately, or by a mutually agreed-upon date.
9. Confidentiality
All discussions, investigations, and documentation related to volunteer separation or termination will be handled with the utmost confidentiality, respecting the privacy of the volunteer and consistent with FPOPS’s Confidentiality Policy. Information will be shared only on a “need-to-know” basis.
10. Documentation
Comprehensive documentation of all volunteer separation and termination processes will be maintained in the volunteer’s confidential record. This includes:
* Date and type of separation (voluntary or terminated).
* Reason for termination (for cause or without cause, with specifics).
* Dates of communication.
* Summary of discussions.
* List of FPOPS property returned.
* Any relevant supporting documentation (e.g., policy violation reports, performance discussions).
11. Responsibilities
* Volunteer Coordinator: Primary responsibility for managing volunteer separations and terminations, ensuring adherence to this policy, conducting discussions, maintaining documentation, and coordinating property return.
* Volunteer Supervisors: Responsible for communicating separation/termination decisions to volunteers under their direct supervision, gathering necessary information, and participating in discussions and investigations.
* CEO/Program Directors: Responsible for consultation and final approval on all termination decisions, ensuring policy consistency and fairness.
* Volunteers: Responsible for understanding this policy and for communicating their intentions or cooperating with any separation or termination process.
12. Policy Review and Revision
This policy will be reviewed annually by the CEO and Board of Directors, or more frequently as needed, to ensure its continued effectiveness, relevance, and alignment with organizational needs, best practices in volunteer management, and applicable legal requirements. Any revisions will be communicated to all relevant personnel and volunteers.