The Board of Commissioners
recognize and support the use of volunteers to assist County
government in providing services and programs. The Douglas County
volunteer policy will establish standards of volunteer service for
a formal volunteer program. This policy contains responsibilities
of both the County and volunteers. Written policies and
procedures will assure volunteers are suitably oriented and
trained, written assignments and job duties are developed,
supervision is appropriate to assigned duties and discussion with
volunteers regarding safety, liability to the County and accident
and property damage coverage is conducted. Advisory boards and
commissions are not covered by this policy.
In order to maximize the
effectiveness of volunteers, yet limit risk exposure to both
volunteers and the County, this policy will apply to all County
departments and volunteers. Exceptions to County-wide uniform
conditions of the policy may be brought to the Risk Management
Committee. They will be reviewed on a case-by-case basis.
Each department will develop and
maintain written procedures to supplement this policy which will
address specific methods to recruit, interview, select, orient,
train, supervise and recognize volunteers. Department heads will
designate an employee to be responsible for the volunteer program
and who will serve as contact person.
Departments shall use recruiting procedures appropriate to the
specific program area. Procedures shall be consistently
followed. To assist in this initial process, potential volunteers
may be required to complete an application. Initial information
to collect could be: name, address, telephone number, driver's
license (if driving required), work or volunteer experience,
education or training, interests, availability, preferred
assignments, references, etc., as proper for the program area.
Consistent with Chapter 2.44.040(A) of the Douglas County Code, a
selection process shall be established where potential
volunteers are interviewed, references verified, and in
sensitive placements, security or Cash Handling Authorization Form and/or
LEDS Background Authorization Form shall be completed.
The prospective volunteer must complete and sign a
Douglas County Fair Credit Reporting Act Disclosure Notice
in order to proceed with the recruitment. A performance
test may be given. If the volunteer position requires driving, the
volunteer's driver license shall be viewed to determine validity.
A test drive shall also be conducted. If volunteer will be
driving their personal vehicle, a certificate of liability
insurance should also be viewed to determine coverage.
Following a volunteer's selection,
volunteer registration form should be signed by the volunteer and
here for sample Volunteer Application and Registration Form.)
If the selection process discloses
information that indicates the tentative volunteer would not
fulfill department expectations, the County is under no obligation
to assign or retain that volunteer.
In order for both the County and
volunteers to have a complete understanding of the conditions of
volunteership, the following topics should be discussed during new
Policy and procedure. Policy and procedure regulating
volunteer duties should be discussed. Specific emphasis
should be given to working safely, conditions of driving while as
a volunteer and risk exposure to the County. This policy
should be furnished to and discussed with volunteers.
Training. Volunteers will receive an overview of their volunteer assignment
and, as appropriate, a written list of duties and expectations,
hours of service, supervision, necessary forms, approved financial
expenditures and reimbursement procedures, accident reporting
procedures, confidentiality, call in, dress code, performance
reviews, medical coverage, etc. Volunteers shall be directed to
serve within their assigned duty assignment.
Supervision. Volunteers will be supervised as to
assignments, work performance, activity, use of equipment, etc.
Performance problems will be corrected or the volunteer service
Personnel Rule 18
- Travel Regulations.
24.1 - Safety and Health Issues.
Occupational Safety and Health Policy
Property Damage, Liability, Vehicle and On-the-Job Accident
RISKS OF INJURY TO VOLUNTEERS
It is important volunteers know
what coverage the County will or will not provide.
Personal injury. Volunteers are not "subject workers" as defined by the State
Workers' Compensation Act; therefore, workers' compensation
coverage will not be provided. Time loss benefits are not
Please see Section 4.2 Risk Management Committee
Rules for more information
(Available from http://www.co.douglas.or.us/legal_policies.asp/legal/riskrule%20(all)%202006.pda)
Damage to volunteer property. When volunteer's personal property is damaged while volunteer is
serving in authorized volunteer status, the County will not be
responsible to reimburse for the damage.
Driving. All operators of a motor vehicle, while on County business, must
be qualified to drive and drive safely. Operators must have
sufficient knowledge about vehicle handling, demonstrated by a
safe driving record, so as to protect employees, volunteers, the
County, clients and the public from an unsafe driver. This
provision applies to both County-owned and volunteer-owned
Volunteers operating County
equipment will receive instruction from the supervisor or
department safety officer regarding County vehicles before being
authorized to operate them. This will include a review of Driver
Policy, discussion of responsibility of the operator and a test
Volunteers operating their private
vehicles will receive instruction from the supervisor or
department safety officer regarding the need to maintain the
vehicle in an operable mechanical condition and the vehicle must
be insured as required under Oregon law. Volunteer's auto
insurance will be considered primary. Procedures shall be
developed by departments to assure that liability insurance
coverage is maintained uninterrupted.
Volunteers operating County-owned
or private vehicles in the course of providing volunteer services,
will receive a test drive from the supervisor or department safety
Personnel Rule 18
Damage to private property.
When private property is damaged by a volunteer serving in an
authorized volunteer status, provisions of the County Risk
Management policy and procedures will be observed.
Reference: Risk Management