Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.11-007 - Policy No. 1027 - Volunteer Employment and Personnel Policy

Current through Register Vol. 49, No. 6, June, 2024
1027.0
VOLUNTEER EMPLOYMENT AND PERSONNEL POLICY
This policy establishes general guidelines for the recruitment
				and selection of volunteers within the Department of Human Services (DHS) in
				compliance with Act 42 of 1981, Section 1. The policy applies to all voliinteer
				services, programs and positions within DHS.
1027.1.0
Volunteer
			 Opportunities
1027.1.1 DHS
			 will provide individuals an equal opportunity to participate in meaningful
			 volunteer programs without regard to age, color, disability, national origin,
			 race, religion, creed, or gender.
1027.1.2 Each division/office is authorized
			 to develop meaningful service opportunities for volunteers and will have
			 written policies for the recruitment, selection, orientation, training,
			 supervision and separation of volunteers consistent with this policy and the
			 employment and personnel policies of DHS.
1027.2.0
Volunteer
			 Responsibilities
1027.2.1
			 Volunteers are subject to the rules, regulations and policies of DHS and of the
			 division/office where they are assigned. The volunteer is responsible for
			 knowing, understanding and adhering to the regulations and policies.
1027.2.2 Voliinteers are subject to the
			 confidentiality statutes and regulations governing disclosure of information
			 concerning DHS and its clients.
1027.3.0
Supervisor
			 Responsibilities
The voliinteer supervisor is responsible for informing the
				volunteer of all applicable rules and regulations.
1027.4.0
Recruitment
A voliinteer position within DHS may be advertised without
				regard to the standards applied to State employment practices. Advertisements
				may be placed with the Division of Community Service and Nonprofit Support
				(DCSNS), posted in appropriate locations, and announced elsewhere as
				appropriate. Advertisements should list major job qualifications or
				requirements including those which may limit particular classifications of
				volunteers in specific job functions (e.g., age limitations for volunteers who
				work with clients).
1027.5.0
Agreements with Volunteer
			 Agencies
1027.5.1
			 Divisions/offices may enter agreements with volunteer agencies for the
			 fulfillment of particular job functions by volunteers (e.g., addressing and
			 stamping envelopes for bulk mailings or church choirs performing for Human
			 Development Center residents). Such volunteers will be considered under the
			 supervision of the agency/division and employed on an occasional or one-time
			 basis.
1027.5.2 The agreement
			 should define the job function(s) to be fulfilled, times and location, and the
			 name of the employee coordinating the job activities. For such occasional
			 volunteers the only necessary records are the number of volunteers, number of
			 contributed hours, and the job function completed. Terms of such agreements
			 should be consistent with any applicable division policies.
1027.6.0
Service Learning
			 Programs
1027.6.1 DHS
			 encourages the development of service-learning volunteer programs that involve
			 students from educational entities and programs. Service-learning provides
			 direct knowledge and skills through volunteer experience. Combining learning
			 and community service is beneficial to all involved: students are afforded
			 opportunities for practical experience and development of skills; faculty is
			 offered a method for reinforcing classroom instruction; and DHS
			 divisions/offices are provided effective volunteers to fulfill particular
			 needs. The goal of service-learning programs is to blend educational concepts
			 with significant service activities in such a way that the two reinforce each
			 other while fulfilling a need.
1027.6.2. Divisions may enter into agreements
			 between faculty and administrations of educational entities for service-leaming
			 programs. These agreements should define the learning objectives, volunteer
			 placement and activities, monitoring and evaluation methods, reimbursement and
			 stipend arrangements (if any), and assign responsibilities to participants.
			 Terms of such agreements should be consistent with any applicable division
			 policies.
1027.7.0
Job
			 Descriptions
Every volunteer position will have a formal written document
				that describes the responsibilities, qualifications, training or preparation,
				time and location, length of commitment, supervision, and name and title of
				supervisor. The volunteer supervisor will be required to provide a copy of this
				job description to each volunteer.
1027.8.0
Applications
1027.8.1 Divisions/offices using volunteers
			 will develop a standard application form for volunteer service. Applicants for
			 volunteer positions will be required to complete this form. The completed
			 application must be filed with divisions and DCSNS. Resumes may accompany the
			 applications. This application will be used initially for screening purposes
			 and to provide the information necessary for selection and placement. The
			 application and resume will be reviewed and evaluated in comparison with the
			 job description to determine qualified applicants. ,
1027.8.2 When an individual is accepted for a
			 volunteer position, the division/office volunteer supervisor will keep this
			 application in his or her permanent volunteer personnel file.
1027.9.0
Interviews
Interviews of prospective volunteers will be consistent with
				federal, state and DHS policies and procedures. Information obtained from
				interviews should be evaluated with the volunteer applicant's background
				information. The types of questions asked during an interview will be carefully
				considered prior to the interview and the interview results, especially
				applicant responses, clearly documented.
1027.10.0
Reference and Background
			 Checks
Reference and background checks may be used to verify
				information which applicants submit in their volunteer application and resume,
				and to learn more about the applicant. Criminal background checks are required
				on all volunteers working with special populations, i.e., youth, the elderly,
				and individuals with disabilities, in '
accordance with DHS Policy 1080, Employee Criminal Record
				Check. Applicants will be informed on the application form that reference and
				background checks may be conducted and written consent will be obtained on this
				form.
1027.11.0
Selection and Placement
Selection and placement are those processes for volunteer
				applications being accepted, referred to other agencies, or transferred. The
				primary objective of selection and placement is to find the individual
				volunteer best suited for a specific vacancy based upon education, experience,
				knowledge, interest and enthusiasm.
1027.12.0
Appointment
All prospective volunteers are subject to acceptance by the
				volunteer supervisor or coordinator. Prospective volunteers will be notified of
				their appointment or referral in writing after all references have been checked
				and documented. Applicants accepted for volunteer work will be informed of the
				assignment, orientation date, time and location, and provided any other
				pertinent information. Applicants not accepted for the volunteer position will
				be referred to other agencies or programs, including DCSNS. Applicant
				information should be forwarded to DCSNS Volunteer Clearinghouse for
				registration.
1027.13.0
Orientation
Divisions/offices will initiate orientation procedures for new
				volunteers consistent with new paid employee orientations. Divisions/offices
				are responsible for the initial introduction of volunteers to the work
				environment; to applicable policies,
regulations and procedures; to paid employees and volunteers;
				and to job duties and responsibilities.
1027.14.0
Training
Divisions/offices will provide training to volunteers that
				allow them to fulfill their responsibilities. Training may be prior to
				beginning work, on-the-job, in-service, or a combination of the three. The
				manner of training will be appropriate to the needs of the volunteer(s) and the
				program.
1027.15.0
Observation Period
1027.15.1
			 Volunteers will serve an observation period determined by the volunteer
			 coordinator. During the observation period the volunteer can expect, and will
			 receive from the volunteer supervisor, orientation and guidance in an effort to
			 assure the volunteer's success in the job assignment.
1027.15.2 Supervisors will document
			 orientations, training, commendations and disciplinary actions during the
			 observation period as appropriate.
1027.15.3 The observation period may be
			 extended by mutual agreement between supervisor and volunteer.
1027.16.0
Supervision
The volunteer supervisor will direct, monitor and evaluate the
				volunteer. Supervision will provide technical assistance, guidance in the
				performance of duties, and assistance with forming good interstaff
				relationships.
1027.17.0
Records
Records of the volunteer's work-related experiences and
				contribution of goods, services and time may be used to evaluate the program.
				This documentation may be used to verify the volunteer's service credit for
				income tax and work experience and to provide information for recognition
				activities.
1027.18.0
Evaluation
1027.18.1
			 Volunteer supervisors will periodically review and evaluate each volunteer's
			 performance of assigned duties. The purposes of evaluation are to measure the
			 performance of, the volunteer against established standards and program goals,
			 identify successes and problems, and determine volunteer needs and methods of
			 correcting problems.
1027.18.2 At
			 least once a year an evaluation will be performed, documented, and the results
			 placed in the volunteer's personnel file. An oral interview with the volunteer
			 will be done to provide the opportunity for discussion, feedback, and the
			 exchange of information.
1027.19.0
Discipline
If rules are violated, supervisors, managers, and
				administrators will follow the principles of progressive discipline to ensure
				objective and uniform treatment of all volunteers consistent with treatment of
				paid State employees in accordance with DHS Policy 1084, Employee Discipline:
				Conduct/Performance. DHS Policy 1086, DHS Mediation/Grievance Policy, however,
				applies only to employees and does not include volunteers among those eligible
				to grieve.
Originating Section/Department Contact
Office of Finance & Administration
Policy and Administrative Program Management
P.O. Box 1437-Slot WG3
Little Rock, AR 72203-1437
Telephone: 682-5835
1027.20.0
Exit
			 Interview
1027.20.1
			 Volunteers may terminate their association with the agency but are asked to
			 provide two (2) weeks notice. Upon notification volunteer supervisors will make
			 arrangements for an exit interview.
1027.20.2 An exit interview will also be held
			 when a volunteer is discharged from service. The purpose of this interview is
			 to inform the volunteer of the reasons for terminating employment, the date of
			 termination, and of the appeal process. This interview will be documented on
			 the standard interview form and in a letter to the volunteer.
1027.21.0
Volunteer
			 Benefits
1027.21.1
			 Volunteers, to the extent of their services, are exempt from all State
			 employment laws, work hours, compensation, leave time and employee benefits
			 including salaries, payroll deductions, retirement benefits, and credit
			 union.
1027.21.2 Divisions/offices
			 using volunteers and accepting their services may provide reimbursements for
			 expenses, including transportation, lodging, and subsistence.
' Reimbursement must be consistent with allowances set by law
				for State employees,
except in circumstances where special authorizations applicable
				to volunteers have been issued.
1027.21.3 Meals can be furnished without
			 charge to volunteers provided that scheduled work assignments occur during
			 established meal times. DHS Travel Policy restricts meal reimbursements without
			 overnight stay; this limitation does not apply to volunteers. To be eligible
			 for lunch, the volunteer work time should begin prior to established mealtime
			 and extend through the end of the same period.
1027.21.4 Lodging can be provided temporarily
			 at no charge to the volunteer if it is available and at the discretion of the
			 division/office.
1027.21.5
			 Volunteers can be reimbursed for transportation expenses under applicable state
			 travel regulations. Volunteers may use division/office vehicles in the
			 performance of their duties. Use of vehicles is subject to availability and
			 those rules and regulations governing use of State vehicles by paid
			 staff.
1027.22.0
Insurance
1027.22.1
			 Liability insurance may be provided by the division/office using volunteer
			 services to all volunteers to the same degree provided to paid employees,
			 including vehicular, professional and personal liability insurance. Coverage to
			 volunteers will be provided only during the performance of their
			 responsibilities and duties within the time scheduled or determined for
			 service.
1027.22.2 It is the
			 responsibility of the division/office to develop a volunteer position(s) that
			 offers the best possible services and which affords reasonable liability
			 protection for the volunteer. The volunteer will be informed, prior to assuming
			 duties, of the extent of liability coverage and protection. The volunteer will
			 be carefully oriented and trained to avoid unnecessary liability.
1027.22.3 Volunteers delivering services are
			 subject to all of the same events that may affect paid staff and can create a
			 condition usually protected against by insurance coverage. Protection through
			 insurance is therefore as natural for volunteer staff as for paid staff. The
			 determination to provide insurance coverage for volunteers is made in the same
			 manner as if the decision were made for paid staff The type of insurance
			 protection provided necessarily depends on the precise job and work situation
			 of each volunteer program. Not all types of insurance will be appropriate for
			 every volunteer position, and some volunteer jobs may require specialized
			 coverage.
1027.23.0
Worker's
			 Compensation (i.e., medical and death benefits), by Act 511 of
			 1973
1027.23.1 Worker's
			 Compensation may be provided to duly qualify and registered emergency service
			 volunteers as state employees. Act 408 of 1977 provides for a determination of
			 compensation rate.
1027.23.2
			 According to the state's Attorney General's office," a strong argument could be
			 made in a case where other eligibility criteria are met to entitle" volunteers
			 to Worker's Compensation. Other criteria would include job descriptions,
			 training, supervision, and evaluation. Coverage would be provided only during
			 the volunteer's performance of duties and scheduled work hours.
1027.23.3 Each division/office is responsible
			 for establishing appropriate and necessary safeguards for eligibility for
			 benefits and for determining sufficient funds are available to the Department
			 to defray the cost of such benefits. Nothing in this policy shall provide a
			 lawfial claim or right of volunteers to meals, lodging, transportation, or
			 liability insurance unless the respective division/office has made provision
			 for such benefits.
1027.23.4 By Act
			 42 of 1981, sovereign immunity is extended to volunteers. Volunteers acting
			 within the scope of their duties are generally protected from personal
			 liability to the same extent as paid employees.
1027.23.5 Volunteers are, by state and
			 federal laws, allowed deductions in computing their net income for the Arkansas
			 Income Tax and United States Income Tax. Deductions are allowable for
			 unreimbursed meals, lodging and transportation, or incidental expenses incurred
			 by the volunteer in the performance of voluntary service to the
			 division/office. The volunteer must not have received reimbursement from public
			 funds and these expenses must be reimbursable if incurred by paid employees of
			 the division/office. The volunteer is responsible. for maintaining accurate and
			 appropriate records of all reimbursed and non-reimbursed expenses for tax
			 deduction purposes.
1027.23.6 The
			 division/office may verify the voluntary service record, but not the expenses
			 used in computing tax deductions.
1027.23.7 When job vacancies occur the
			 division must look for applicants. DHS generally advocates open competition for
			 job vacancies. However, the Department's right to seek qualified applicants
			 from its present work force is retained. Volunteers are an integral part of
			 this workforce and will be considered for hire (paid employment) in keeping
			 with State personnel policies and procedures.
1027.23.8 Volunteer service is recognized as
			 partial fulfillment of State employment requirements for training and
			 experience under applicable personnel rules and regulations. This volunteer
			 service must be capable of documentation.
1027.23.9 The Department of Finance and
			 Administration has made provision for the listing of [GREATER THAN]. volunteer
			 service and experience on personnel forms and other records so that appropriate
			 credit can be given in evaluating work history and making position
			 evaluations.
1027.23.10 Personnel
			 Administrators will make provision for the listing of volunteer service
			 experience on records reflecting work history so that appropriate credit may be
			 given in evaluating work history and in making position evaluations.
1027.24.0
Volunteer
			 Records
1027.24.1 As
			 required by Act 42 of 1981, each division/office shall maintain in its files,
			 and include in its annual report, information on and about volunteers
			 including:
A. Programs, positions, location,
			 service hours, and number.
B.
			 Personnel files on each volunteer.
C. Records that authenticate services
			 rendered, expenses incurred, and donations appropriate for tax
			 authorities.