Using a policy and procedure manual to guide volunteers
Abstract
AmeriCorps*VISTA members working with Arrowhead Farms Association in San Bernardino, California, are developing and implementing a drug-prevention mentoring program (2002). A Policy and Procedure Guide was developed to document program goals and objectives, progress reporting, hours worked, and other administrative matters. This provided AmeriCorps*VISTA members with necessary direction and support and provided supervisors with a clearer understanding of AmeriCorps* VISTA activities and progress.Issue
AmeriCorps*VISTA members serving with the Arrowhead Farms Association needed clear direction on program goals and objectives and supervisors needed a clearer understanding of AmeriCorps* VISTA activities and progress.Action
A Policy and Procedure Guide was developed to provide a way to document administrative procedures such as program goals and objectives, progress reporting, hours worked, and holidays. It included, among other things, time cards, a calendar of days the office would be closed, vacation request procedures, individual workplans, and reporting procedures. The guide was distributed to all AmeriCorps*VISTA members and supervisors at the Arrowhead Farms Association. The guide included the following:
Documenting Hours Worked
Time cards were written with columns for time in, time out, with time taken for lunch. Then hours worked are added up. Compensation, vacation, and sick-leave hours are stated before and after the period covered by the time card. When time is taken off, a code is used to represent the reason compensation time, vacation, sick-leave, or if the office is closed.
Procedures for Time Off
Vacation time must be requested at least ten days in advance and the AmeriCorps*VISTA member is required to call ASAP when he/she feels ill and is not able to report for work. Compensation time is not accrued without supervisor's approval.
Writing Progress Reports
Reporting procedures consist of the Impact Statement and the Impact Narrative. The statement lists assigned tasks, what date they were added, and have to be approved with a supervisor s initials. The narrative lists each task in the order they were written on the statement. There is a column for time spent on the task, and one column for results, comments, and status.
Context
AmeriCorps*VISTA members working with Arrowhead Farms Association in San Bernardino, Calif., are developing and implementing a drug-prevention mentoring program in a small county pocket, located within the City of San Bernardino. San Bernardino is located at the foot of the San Bernardino Mountains in the eastern extreme of a huge metropolitan region (almost 55 square miles) centered on Los Angeles.
One AmeriCorps*VISTA member is working as a grant writer to research, locate and write proposals to help build and grow existing and new programs. A second member is working as a Community Outreach Worker to help increase community involvement and awareness by increasing project visibility with various agencies. A third member is working as a Volunteer Worker to coordinate volunteer training and other volunteer management duties.
Outcome
AmeriCorps*VISTA members received the necessary direction and support provided through the impact reports. It communicated a better understanding of what was expected, and which activities would require more time and energy. Supervisors had a clearer understanding of AmeriCorps* VISTA activities and progress in the office. Additionally, time cards and the calendar produced a uniform attendance policy.Posted On
August 19, 2002For More Information