1. Policy Statement
Family Promise of Puget Sound (FPOPS) recognizes that dedicated volunteers are the heart of our mission, providing invaluable support to families experiencing homelessness. This policy outlines our commitment to a welcoming, transparent, and effective process for attracting, screening, orienting, and engaging volunteers. Our aim is to ensure that FPOPS recruits individuals whose compassion, skills, and values align with our mission, fostering a mutually beneficial partnership that enhances both organizational capacity and the volunteer experience.
2. Purpose
The purpose of this policy is to:
* Establish clear, consistent, and equitable procedures for all volunteer recruitment and service activities.
* Attract a diverse pool of compassionate and committed individuals to support FPOPS programs.
* Facilitate the placement of volunteers in roles that effectively utilize their skills and interests while meeting organizational needs.
* Ensure that all volunteers understand FPOPS’s mission, values, policies, and their role responsibilities.
* Promote a positive and rewarding experience for all volunteers.
* Comply with all applicable legal requirements related to volunteer engagement, particularly concerning background checks for roles involving vulnerable populations.
* Maintain accurate and accessible records of volunteer involvement.
3. Scope
This policy applies to all individuals seeking or engaging in volunteer roles with Family Promise of Puget Sound, including those assisting with direct service, administrative support, fundraising, governance (excluding Board-specific recruitment, which may have additional guidelines), and event support. It covers all stages of the volunteer journey, from initial inquiry through orientation and role assignment.
4. Guiding Principles
* Valuing Volunteers: Recognize and appreciate the indispensable contributions of volunteers to FPOPS’s mission and operations.
* Equal Opportunity: FPOPS welcomes volunteers from all backgrounds. All qualified applicants will receive consideration for volunteer opportunities without regard to race, color, religion, sex (including sexual orientation, gender identity, and pregnancy), national origin, age, disability, marital status,1 veteran status, or any other characteristic protected by law, as per FPOPS’s Non-Discrimination Policy.
* Mission Alignment: Seek volunteers whose values, dedication, and approach align with FPOPS’s individual-centered mission and compassionate service delivery.
* Mutual Benefit: Strive to create volunteer experiences that are meaningful and enriching for volunteers while effectively serving the needs of the organization and individuals.
* Safety and Trust: Prioritize the safety and well-being of individuals, staff, and all volunteers by implementing appropriate screening and background check procedures.
* Transparency: Clearly communicate expectations, roles, and the volunteer onboarding process to all prospective volunteers.
* Support and Development: Provide adequate orientation, training, and ongoing support to enable volunteers to succeed in their roles.
* Compliance: Adhere to all applicable laws and regulations related to volunteer engagement.
5. Definitions
* Volunteer Applicant: An individual who has expressed interest in or submitted an inquiry for a volunteer role.
* Volunteer Role Description: A document outlining the primary tasks, responsibilities, time commitment, and any necessary qualifications for a specific volunteer position.
* Volunteer Coordinator/Manager: The staff member responsible for overseeing volunteer recruitment, placement, support, and retention within FPOPS.
* Onboarding: The process of orienting new volunteers to FPOPS’s mission, policies, procedures, and their specific role, ensuring they are prepared and feel integrated.
* Background Check: A screening process to verify an individual’s criminal history and other relevant background information, required for roles involving vulnerable populations.
6. Volunteer Recruitment Process
6.1. Volunteer Needs Assessment and Role Description
* Program Directors and staff identify needs for volunteer support.
* A detailed Volunteer Role Description is developed or updated, outlining responsibilities, desired skills, time commitment, and any specific requirements (e.g., background check, driver’s license).
6.2. Volunteer Outreach and Promotion
* Volunteer opportunities will be promoted through various channels to attract a diverse and engaged applicant pool. These may include:
* FPOPS website and social media.
* Local volunteer centers and community organizations.
* Faith communities and schools.
* Online volunteer platforms (e.g., VolunteerMatch).
* Word-of-mouth and existing volunteer networks.
* All volunteer postings will include an Equal Opportunity statement.
6.3. Inquiry and Application Submission
* Prospective volunteers will be directed to FPOPS’s website or the Volunteer Coordinator to submit an inquiry or complete a volunteer application form.
* The application typically requests contact information, areas of interest, availability, relevant experience, and references.
7. Volunteer Onboarding and Engagement Process
7.1. Application Review and Screening
* The Volunteer Coordinator and/or relevant staff will review applications based on alignment with available roles, required skills, and interests.
* Initial screening may involve a phone call or email to clarify information or discuss potential roles.
7.2. Interview/Informal Meeting
* Selected volunteer applicants will be invited for an interview or informal meeting with the Volunteer Coordinator and/or the supervisor of the desired role.
* This discussion assesses mutual fit, explores interests, discusses FPOPS’s mission and policies, and clarifies role expectations and time commitments.
7.3. Reference Checks
* For roles requiring direct contact with individuals or sensitive information, professional or character references will be contacted with the applicant’s permission.
7.4. Background Checks
* All volunteer applicants for roles involving direct contact with individuals (especially children or vulnerable adults), handling sensitive data, or having access to FPOPS facilities outside of supervised hours, will be subject to a criminal background check, consistent with legal requirements and FPOPS policy.
* Volunteer placement is contingent upon successful completion of the background check.
7.5. Orientation and Training
* All new volunteers will complete a mandatory FPOPS Volunteer Orientation to learn about the organization’s mission, values, programs, policies (including confidentiality, anti-harassment, and safety protocols), and the importance of their role.
* Role-specific training will be provided by the relevant Program Director or staff supervisor to ensure volunteers are prepared for their duties.
7.6. Volunteer Agreement (Optional)
* Volunteers may be asked to sign a Volunteer Agreement, acknowledging their understanding of FPOPS policies, their role responsibilities, and FPOPS’s commitment to them.
7.7. Role Assignment
* Upon successful completion of all onboarding steps, the Volunteer Coordinator will formally assign the volunteer to their role and introduce them to their direct supervisor and team.
8. Volunteer Record Keeping
Family Promise of Puget Sound will maintain accurate and complete records of all volunteer recruitment and engagement activities.
* Volunteer Records: Applications, interview notes, background check results, orientation completion records, role descriptions, and any other relevant materials for active and past volunteers will be retained in accordance with FPOPS’s record retention policy and applicable laws.
* Confidentiality: All records will be stored securely, whether in physical or electronic format, to protect confidentiality.
9. Non-Discrimination
Family Promise of Puget Sound strictly adheres to its Non-Discrimination and Equal Opportunity Policy. All volunteer recruitment and placement decisions will be made without regard to race, color, religion, sex (including sexual orientation, gender identity, and pregnancy), national origin, age, disability, marital status,2 veteran status, or any other characteristic protected by law.
10. Responsibilities
* Volunteer Coordinator/Manager: Overall responsibility for managing the volunteer recruitment and engagement process, ensuring compliance with this policy, facilitating orientation, and maintaining volunteer records.
* Program Directors and Staff Supervisors of Volunteers: Responsible for identifying volunteer needs, developing clear role descriptions, participating in interviews, providing role-specific training, and offering ongoing support and supervision to volunteers.
* All Staff and Board Members: Responsible for warmly welcoming volunteers and understanding their vital role in FPOPS’s mission.
* Prospective and Active Volunteers: Responsible for understanding and adhering to this policy, accurately completing application materials, participating in screening and orientation, and fulfilling their role responsibilities.
11. 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 and alignment with organizational needs, best practices in volunteer management, and legal requirements. Any revisions will be communicated to all relevant personnel and volunteers.