Carmel Clay Parks & Recreation
This Volunteer Agreement (the “Agreement”) is entered into between the Carmel/Clay Board of Parks and Recreation, by and through its agent Carmel Clay Parks & Recreation (“CCPR”), and the person or group designated on the Event Registration Form (“Volunteer(s)”).
POLICIES & PROCEDURES
Volunteers who are interested in serving with the CCPR adaptive program must be committed to working with individuals with disabilities. Volunteers for adaptive programs may be subject to further training prior to beginning their volunteer service.
Volunteers are to engage only in those assignments or activities that have been assigned or authorized by CCPR staff according to the training and standards they have received as a CCPR Volunteer.
Regularly scheduled attendance is vital to the success of the CCPR Volunteer Program. Please notify the Volunteer Coordinator of any vacations or planned absences. If Volunteers are unable to participate at their designated time for any reason, they must call or email the Volunteer Coordinator as soon as possible. If a leave of absence is necessary, we cannot guarantee that the same volunteer positions will be available upon return. Assignments and re-assignments will be left to the discretion of the Volunteer Coordinator. The Volunteer Coordinator has the option of removing Volunteer from specific assignments where dependability and regular attendance are important, should regular attendance become an issue.
If a volunteer fails to report for duty three times within a six-month period (beginning on the date of the first failure to report) without notifying the Volunteer Coordinator or their Program Supervisor, they will be placed on inactive status for six months (beginning on the date of the third failure to report) and promptly notified. Refer to the Termination of Active Volunteer Status & Policy Violations section for more information about termination.
Volunteers over the age of 18 grant CCPR permission to perform background checks. CCPR may run a background check on any Volunteer in active status. It is CCPR’s customary practice to perform background checks on all Volunteers working with children.
Cell Phones and Music Devices
Listening to music devices or earplug use is prohibited while volunteering. Volunteers must switch their phone to silent or vibration only mode.
Volunteers must respect the privacy of staff, program participants, and other volunteers (individually as “Protected Party” or together as “Protected Parties”). Problems and confidences of Protected Parties should never be mentioned to anyone who does not have the right to know. If a Volunteer feels that certain information needs to be communicated in order to interact with the Protected Party safely and effectively, please discuss it in private with the appropriate CCPR staff.
Confidential private information includes names, addresses, phone numbers, medical history, and any other medical information. A breach of confidentiality includes sharing information about a particular Protected Party without using their name. A Volunteer’s duty of confidentiality extends to Protected Parties that the Volunteer knows in their personal life.
Remember, a breach of confidentiality is grounds for immediate termination of a Volunteer’s participation in CCPR Volunteer Program. Any discussion or use of confidential information that is not required in the normal course of an individual’s Volunteer duties is expressly forbidden. Volunteers may violate their confidentiality agreement by talking on the telephone, in the hallways, lobbies, or by posting private information on any form of social media.
Volunteers represent CCPR and will be working in a professional environment; therefore, it is important for them to dress appropriately in order for participants, families, and staff to identify them at all times. The recommended uniform is casual pants (including nice jeans), the designated VOLUNTEER t-shirt and closed-toe shoes (tennis shoes recommended, no high heels). Large jewelry that could catch on equipment and perfumes, colognes, or highly scented lotions are prohibited.
Drug Use, Drinking, and Smoking
Drug use, drinking, and smoking (including e-cigarettes and vaping) are prohibited while volunteering with CCPR as our parks and facilities are drug, alcohol, and tobacco-free.
Volunteers will be asked annually to evaluate the CCPR Volunteer Program using an online survey sent to the email they provided during registration. Group Leaders should be sure to forward the online survey to all Volunteers in their group.
Hand washing is the single most important means of preventing the spread of infection. Volunteers must always wash hands vigorously with soap after working with each participant. Volunteers must wash their hands and other skin surfaces immediately if contaminated with blood or body fluids. If wearing gloves, Volunteers and staff must wash their hands immediately after the gloves are removed. Volunteers are prohibited from carrying or cleaning up any bodily fluids – without exceptions.
Volunteers understand that risk of exposure to COVID-19 exists in any public place where people are present. Volunteers assume all risks related to exposure to COVID-19. Volunteers are required to follow CDC safety guidelines and all CCPR department-wide rules regarding use of personal protective equipment, hand washing, etc. Volunteers should contact the Volunteer Coordinator with any questions regarding infection control and COVID-19 procedures.
Members of the media are occasionally present at our programs andevents. Direct all media contact to Jylian Riches, Marketing & Communications Director, at 317-573-5243 and report to the Program Supervisor.
Personal Health Issues
Volunteers should not report to the facility orproject if they are sick or have the following symptoms: coughing, sneezing, diarrhea, flu symptoms, sore throat, fever, or rash. In the event of an accident or injury while volunteering, Volunteers should notify their Program Supervisor and the Volunteer Coordinator immediately.
Religious and Cultural Differences
It is extremely important to recognize and respect that people have different religious and cultural backgrounds. It is crucial that Volunteers remain non-judgmental, as they will regularly encounter people with different customs, values, traditions, and practices.
Sexual and Other Harassment
Our desire is to create and maintain an environment which is designed to permit and encourage each Volunteer and staff member to achieve their highest level of personal productivity and quality of work life. This environment is one which supports, nurtures, and rewards career goals based on such relevant factors as ability and work performance. Sexual harassment is adverse to this environment and will not be tolerated. It is the policy of CCPR to provide protection to all staff (male and female), Volunteers, and participants against sexual harassment and/or hostile work environments.
Volunteers who feel they are victims of harassment should contact the Volunteer Coordinator immediately. All harassment complaints will be handled in a confidential manner and CCPR will not retaliate against any individual for reporting a claim of harassment or cooperating with an investigation.
Sexual harassment is described as unsolicited, unwelcome, non-reciprocal behavior. It may range from inappropriate sexual innuendoes to coerced sexual relations. Per CCPR policy, sexual harassment may also include, but is not limited to, the behaviors or actions below, which are directed at the victim or said in the victim’s presence:
- Unsolicited verbal sexual comments and harassment
- Inappropriate sexual or gender-related jokes
- Inappropriate discussion of sexual interactions
- Subtle pressure for sexual activity
- Inappropriate comments about a person’s body or sexual activities
- Distribution of or sharing of sexually related materials (i.e., cartoons, magazines, videos)
- Sexually related communications via CCPR mail, email, or voicemail
- Patting, pinching, or unnecessary touching
- Demanding sexual favors, accompanied by implied or overt threats concerning one’s volunteering
- Physical assault
CCPR strictly prohibits any and all harassment related to a person’s race, color, religion, sex, age, national origin, ancestry, disability, veteran status, persuasion, or any other prohibited basis. This specifically includes, but is not limited to, conduct such as racial or ethnic slurs, or other derogatory statements relating to a person’s race, color, religion, sex, age, national origin, ancestry, disability, or veteran status. CCPR does not tolerate physical intimidation or threats to do harm made to one volunteer from another.
Signing In and Out
Signing in and out is a very important part of volunteer service at CCPR. Volunteers are responsible for confirming the specific sign in/out procedure for the volunteer event with the Volunteer Coordinator or Program Supervisor. Sign in/sign out should always be a Volunteer’s first and last stop while volunteering and the Volunteer Coordinator should be contacted immediately if a Volunteer fails to sign in or out.
Termination of Active Volunteer Status and Policy Violations
Terminations of volunteering are discretionary and classified as voluntary or involuntary. Voluntary terminations include those situations in which a Volunteer submits a resignation or when their behavior, such as not reporting to their duty as assigned and not calling in, demonstrates they no longer wish to volunteer at CCPR. Volunteers are expected to give two weeks’ notice of a voluntary termination of volunteering.
Involuntary termination means the Volunteer is discharged from volunteering at the sole discretion of CCPR. Involuntary termination may result whenever CCPR determines a Volunteer has engaged in unacceptable conduct. To protect the participants, families, and staff of CCPR, Volunteers must adhere to specific standards and policies while serving in the facility or on park grounds.
Examples of violations that could result in termination include:
- Breach of confidentiality
- Abusive or inconsiderate treatment of participants, families, visitors, employees, or fellow Volunteers
- Insubordination to Program Supervisor or other CCPR staff
- Theft or abuse of CCPR property or the property of participants, families, visitors, employees, or fellow volunteers
- Falsification of volunteer records (Volunteer profile, time sheet)
- Physical violence or threat of physical violence against any person or their property
- Sexual advances or harassment toward participants, family members, visitors, staff, or fellow volunteers
- Possession, use of, or being under the influence of intoxicants or narcotic substances during work time or while on CCPR property
As of August 2, 2022, all individuals who create a volunteer profile with CCPR must complete an introductory training in the volunteer portal, consisting of two videos and a brief assessment. Failure to complete the training will prevent successful registration at future volunteer events. Any volunteer that that created an account prior to August 2, 2022 will not be required to complete this training.
Friends and relatives are not allowed to accompany Volunteers unless specific arrangements have been made with the Volunteer Coordinator. Prospective volunteers are welcome to contact the Volunteer Coordinator to request volunteer information.
Outdoor events may be cancelled due to weather. If communication regarding inclement weather is not sent prior to the event and a Volunteer has concerns about weather conditions, they should call the Weather Hotline at 317-843-3870 or access it on carmelclayparks.com. The Weather Hotline will be updated as the inclement weather arrives. The hotline informs callers which program, event, or facilities have been cancelled, rescheduled, or closed due to poor weather conditions.
CODE OF CONDUCT
The purpose of Carmel Clay Parks & Recreation Volunteers is to support CCPR’s mission and Volunteer Program.
Characteristics of Volunteers:
- Honest and respectful
- Patient and caring with participants and family members
- Flexible in response to needs and schedules
- Prompt, dependable, and regular in attendance
- Good communication and listening skills
- Friendly to staff and participants
- Professional and responsible in conduct
- Supportive of management and staff
- Discreet, sincere, and dedicated
- Respectful of participants and mindful of confidentiality
General Volunteer Guidelines:
- Be punctual, reliable, and conscientious in the fulfillment of your assigned duties.
- Be courteous and considerate in your dealings with participants, staff, visitors, and each other.
- Remember, as a Volunteer, you are a representative of Carmel Clay Parks & Recreation.
- Report any accident to a participant, visitor, or yourself to the Volunteer Coordinator as soon as possible.
- With respect to your Volunteer work, take any problem, criticism, or suggestion directly to the Volunteer Coordinator.
- Keep your interactions with participants on a friendly but not familiar basis.
- Regard confidences as sacred and refrain from gossip.
- Limit physical contact to accepted forms of greeting, guidance, and praise, such as shaking hands or high fives.
- Never lend money and refrain from giving/receiving gifts.
- Support management/staff and their ideas and directions.
- Treat management/staff and participants with respect; do not make negative comments to others about participants or staff.
- Exhibit behavior that is supportive of all ethnic and racial groups and act as a role model of appropriate, professional behavior.
Volunteers can NEVER:
- Pick up a child (lifting them off the ground)
- Leave a child unattended (except in the restroom)
- Be left one-on-one with a child
- Be in the restroom with someone, support someone showering, or support someone with restroom hygiene
- Volunteer can be present in the family locker room if necessary – NOT restroom
- Change a diaper
- Transport a child participant to or from a program (unless the child is an immediate family member; must be approved by Site Supervisor or Volunteer Coordinator or Program Supervisor)
TERMS & CONDITIONS
Volunteer certifies that the information on their online application is true and complete and authorizes the investigation of all statements contained herein. Volunteer understands and agrees that false statements, misrepresentations, or omissions of requested information are sufficient cause for denial of volunteering or dismissal from volunteering by CCPR.
Volunteer agrees and understands that their electronic signature or acknowledgement of this Agreement will act as their legal signature.
Volunteer represents that they are physically and mentally able to undertake their assigned activity. If it becomes clear at any time that the Volunteer is unable to continue in the assigned activity, they will immediately discontinue the assignment. Volunteer consents to first aid or any emergency medical treatment by CCPR staff in case of an accident, injury, or illness that may occur during their assignment.
Volunteer understands and agrees that CCPR does not carry or maintain health, medical, or disability insurance coverage for any Volunteer. Individual Volunteers and Volunteer groups are responsible for having adequate insurance coverage in effect. Volunteer further understands and agrees that the scope of their relationship with CCPR is limited to a volunteer position and that no compensation of any kind, including benefits, is expected in return for volunteering.
Volunteer understands and agrees that this Agreement is intended to be as broad and inclusive as permitted by law, and that this Agreement will be governed by and interpreted under the laws of the State of Indiana. Volunteer further agrees that if any provision or part of this Agreement shall be held invalid by any court of competent jurisdiction, the invalidity of such clause or provision shall not otherwise affect the remaining provisions of this Agreement, all of which shall continue to be enforceable.
Volunteer does hereby grant and convey to the Carmel/Clay Board of Parks & Recreation all rights, title, and interest in any and all photographic images, video and audio recordings made by CCPR during the Volunteer’s activities (“Media”). Volunteer acknowledges and agrees that CCPR will use the Media in various publications, including, but not limited to, its website.
Volunteer authorizes CCPR to obtain the following information: Criminal Background Records, National Sex Offender Registry records, Address Trace and Social Security Verification. This information can be obtained either via telephone, email, or in writing in connection with their volunteer registration. Any person, firm, or organization providing information or records in accordance with this authorization is released from any and all claims of liability for compliance. Such information will be held in confidence in accordance with CCPR procedures.
WAIVER & RELEASE
Volunteer(s) do hereby DEFEND, INDEMNIFY, RELEASE, WAIVE, DISCHARGE, COVENANT NOT TO SUE, AND AGREE TO HOLD HARMLESS THE CARMEL/CLAY BOARD OF PARKS AND RECREATION, THE CARMEL CLAY PARKS & RECREATION DEPARTMENT, CITY OF CARMEL, CLAY TOWNSHIP AND THEIR OFFICIALS, OFFICERS, MEMBERS, INDEPENDENT CONTRACTORS, EMPLOYEES AND VOLUNTEERS (the “Releasees”), from any and all claims or liability for bodily injury, personal injury, illness, death, or property damage that may result from Volunteer’s activities with CCPR. This waiver and release of all claims, demands, action, and liability shall include, without limitations, any injury, damage or loss to person or property which may be (a) caused by any act, or failure to act, by Releasees even if said injury, damage, or loss results from the negligence of any or all of the above-identified Releasees or (b) sustained during any Carmel Clay Parks & Recreation program or event in which the volunteer participate(s).
Agreement & Acknowledgement
By signing electronically in the box below, I acknowledge that I have read, understand, accept, and agree to abide by the CCPR Volunteer Agreement including the Policies & Procedures, Code of Conduct, Terms & Conditions, and Waiver & Release. I understand that my participation in the Volunteer Program is dependent on adherence to this Agreement.
If completed on behalf of a minor, by signing electronically in the box below, I acknowledge that I am a parent or guardian of the minor referenced above, and that we both have read, understand, accept, and agree to abide by the CCPR Volunteer Agreement including the Policies & Procedures, Code of Conduct, Terms & Conditions, and Waiver & Release. I understand that I may be held accountable for the minor’s actions while they are volunteering. I consent to the minor's involvement with Carmel Clay Parks & Recreation Volunteer Program, and will notify the Volunteer Coordinator immediately, in writing, should I revoke my consent.
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