In order to work well with our staff and with the staff and clients of partner agencies and to present IT4Causes in the best possible light, we ask that you adhere to the following policies and procedures while you are on duty as a volunteer. Failure to comply may result in disciplinary action or termination.
Volunteers must be at least 18 years of age to work without parental supervision, and must enjoy working with all types of people. They must show a genuine concern for both IT4Causes and our client nonprofits. Volunteers must have a willingness to make commitments and follow through with them to compete tasks with high quality and on-time (pre-negotiating any changes as required). Volunteers are expected to accurately represent their skill sets. While learning new skills through volunteerism is encouraged, volunteers need to let IT4Causes staff know if a task they are asked to do or that they sign-up for is not within their current skill set so that assistance can be provided and/or time for learning can be included in the project plan. The ideal volunteer is self-motivated, mature, sensitive, dependable, reliable, and a team player.
Volunteers must complete a basic orientation session as scheduled before reporting to their first assignment. Additional training may also be required.
Volunteers must agree to represent IT4Causes, to perform in a professional manner whenever doing so, and to keep personal views and opinions from clouding (overshadowing) or conflicting with IT4Causes’ purpose.
Time commitment and scheduling:
We encourage each of our volunteers to sign up for as many tasks as they feel they can comfortably complete while maintaining outside commitments. For general volunteers, most tasks will be assigned in blocks of 8 hours or less, which can be completed remotely at the volunteer’s scheduling discretion.
Virtually all volunteer tasks will require periodic check-ins with a project manager or volunteer manager via short teleconference meetings. Meeting times will be communicated when tasks are assigned; volunteers are expected to negotiate meeting times as necessary to avoid recurring conflicts. If outside commitments force a volunteer to miss a meeting, progress and issues should be reported to the manager via phone, email, or other means as arranged with the manager, prior to the meeting time
Some tasks will require alignment of multiple resources to specific time commitments such as overnight or weekend work. The timing of these commitments will be communicated as precisely as possible when the tasks are assigned, and volunteers are expected to take those constraints into account when committing to those tasks.
Once you have agreed to be available for a particular shift, we count on you to be there. In the event you are unable to be at your shift, please let the volunteer manager / program manager know via the phone or email they provide in the context of that assignment.
To allow us to properly document the value of your services to our partners and funders, as well as to allow us to continuously improve our processes, you must record the time you spend on each assigned task and report it to IT4Causes at the completion of each task using the Volunteer Activity Log form. Volunteer time should be logged monthly, at a minimum.
Information and System Security and Confidentiality
Volunteers may have access to IT4Causes Confidential Information, which may include but shall not be limited to non-public information, financial information, payments methods, health records, information marked as confidential by client agency staff, or other data of a sensitive nature. Volunteers are prohibited from using or disclosing any IT4Causes Confidential Information except as strictly required in the performance of their assigned tasks. Furthermore, Volunteers are expected to follow best practices in information and data security and ethical behavior including but not limited t:
- Not allowing client agency files, especially containing sensitive data, to reside on personal systems or media, or other insecure or inappropriate locations,
- Immediately reporting security risks, issues, and breaches to agency staff and IT4Causes personnel,
- Configuring appropriate security settings and not allowing any unauthorized access, and
- Other protocols and best practices addressed in training or in common use in small to midsized for-profit and nonprofit agencies.
You are as much a representative of IT4Causes as our paid staff. Your appearance and conduct will reflect on IT4Causes. When working at IT4Causes’ location or on a partner agency site, volunteers are expected to conform with “Business Casual” dress code unless informed beforehand of different requirements. Volunteers are also required to wear name tags while on duty at the facility or off-site. In the event you cannot find your name tag or if you lose your name tag, please inform the staff so a new one can be made.
The success of our organization depends upon the quality of the relationship between IT4Causes employees, volunteers, customers and general public. Our customer’s impression of IT4Causes and their interest and willingness to utilize our services is greatly formed by the people who serve them. In a sense, regardless of your position, the more goodwill you promote, the more our customers will respect and appreciate all that is done by IT4Causes.
As per State Law, smoking is PROHIBITED inside buildings. Volunteers are required to comply with site-specific smoking policies at all locations while representing IT4Causes.
Misappropriation of supplies:
There will be no removal of the organization’s property without the approval of the manager. Volunteers must follow local agency procedures to ensure any equipment removed for service or replacement is properly logged with agency.
Safety is important to all of us. Volunteers should conduct themselves in a way that promotes safety of themselves, co-workers, and clients. Volunteers should never put themselves or others into a situation that makes them fearful or uncomfortable. If you feel uncomfortable, please notify a staff member immediately.
Any personal injury that occurs while volunteering for IT4Causes should immediately be reported to a staff member. Volunteers are not covered under the organization’s insurance for injury to themselves.
Volunteers traveling to/from IT4Causes work sites and events in personal vehicles are expected to carry appropriate insurance coverage and to comply with applicable rules and regulations. Volunteers, their vehicles, their passengers, and third parties are not covered under the organization’s insurance for injury to themselves or others, or damage to any property.
Volunteers may be asked to provide services at unfamiliar locations and areas, and should always be aware of their surroundings. Personal safety is paramount, and volunteers should take necessary steps including discussing any concerns with IT4Causes, reporting suspicious activity to partner agency staff, vacating the area, and/or contacting law enforcement as appropriate to maintain the safety and security of all.
IT4Causes has a harassment-free workplace and volunteer location policy, which prohibits sexual harassment as well as any other form of harassment. Sexual harassment, or other forms of harassment or hazing, will not be tolerated.
IT4Causes deeply values its community of volunteers and network of partnering organizations, including the charities, schools, associations, businesses, and faith-based organizations to whom we provide service. We are committed to creating a friendly environment where each individual is welcomed and respected.
We believe that no person should be excluded from agency services, employment, or volunteer participation on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, or for any other discriminatory reason. Accordingly, we will not knowingly refer volunteers to organizations that engage in unlawful discriminatory practices.
IT4Causes is expressly nonpolitical and is not aligned with any political party, creed, organization, or movement. IT4Causes will not knowingly refer volunteers, or otherwise provide resources to, any organization whose purpose is primarily or substantially political in nature.
IT4Causes is not aligned with any religious belief. We invite faith-based organizations to participate in programs so long as they meet our nonprofit partner eligibility criteria and fulfill a strictly charitable purpose. IT4Causes will not knowingly refer volunteers, or otherwise provide resources to, any organization whose purpose is to use that support for the purpose of religious proselytizing.
IT4Causes does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, the appointment to and termination from its Board of Directors, hiring and firing of staff or contractors, selection of volunteers (both for IT4Causes and through referrals to partnering organizations), selection of vendors, and providing of services.
IT4Causes encourages volunteers to make suggestions, voice concerns and give ideas about how the agency fulfills its mission to the community. We are always looking for new ideas so if you have any ideas to share, please speak with the staff.
In order to minimize spread of infection, as an IT4Causes volunteer serving during any state of emergency declared by City of Richmond, Commonwealth of Virginia, United States, or the World Health Organization related to the COVID-19 coronavirus pandemic, I agree:
To use available technology to perform my duties remotely as much as reasonably possible,
To practice social distancing and proper handwashing standards promulgated by the US Centers for Disease Control when interacting with others in relation to IT4Causes and its clients,
That I do NOT have to provide any reason if I wish to decline volunteer opportunities that require in-person or on-site interaction; however, If I am sick or suspect I am infected with the virus that causes COVID-19, I MUST decline volunteer opportunities that require in-person interaction with IT4Causes staff, interns, volunteers, or clients,
To avoid use of client/end-user keyboards and mice as much as possible. If requested to do work on a client’s computer(s), I am expected to bring and use my own USB or wireless keyboard & mouse instead of those of the client/end-users,
That if requested to handle client laptops or other mobile devices, to wipe the exterior surfaces with disinfecting wipe(s) upon receiving the equipment, and immediately prior to returning the equipment to the user, and
To use best personal judgement in dealing with other potential sources of infection or contamination at client sites.