Statement of Purpose: To prepare volunteers/interns (referenced throughout this document as volunteers) for service at Freedom House Detroit (FHD) by informing them of the procedures and policies that support a mutually beneficial relationship between FHD, its clients, and the volunteers who give their time and talents to FHD. These Volunteer Policies and Practices apply to all FHD volunteers and supersede all existing policies and practices.
Introduction to FHD: All volunteers will receive an introduction to FHD to learn about its history and programs. The introduction may be provided by video, a staff person, or through printed documents.
Oversight: Each services department is responsible for vetting and managing volunteers recruited to serve within that department. Department staff will be supported by the Agency’s administrative team. Staff will clearly communicate to volunteers, so they know who to report to and how to do so.
Reporting: All volunteers are expected to report their service hours. This reporting is completed through an online form. FHD will provide a link to the form.
Public Statements: Only the Chief Executive Officer or his/her designee will conduct media communication or release information to the press or other public media.
Traveling Offsite with Clients: Clients must follow the off-site travel and transportation policies before traveling with a volunteer. Clients must provide proper notice to staff. Such notification includes providing staff with the name, mobile phone number, and license plate number of the volunteer escorting them off-site. Although volunteers are not responsible for seeking permission, FHD deeply appreciates volunteer support of this process.
Transporting Clients in an Official Capacity: I understand that if I drive any vehicle in service to FHD, I am responsible for maintaining a valid driver's license and valid auto insurance. I will notify my staff supervisor immediately should my driver's license become expired/revoked/suspended. I will not drive on behalf of FHD until I have provided FHD with documented proof that such issues have been resolved and until FHD has given me express permission to resume driving services. Volunteers cannot use FHD vehicles for such transportation unless express, written permission has been granted by FHD.
Confidentiality: Maintaining the confidentiality of clients, communications, documents, letters, reports, files, client conversations, etc. is required. Unauthorized disclosure of confidential information about FHD business or about FHD clients or staff is prohibited. To emphasize the importance of this policy, volunteers are required to sign a separate confidentiality agreement.
Photos: FHD strictly prohibits volunteers from taking photos of clients. Due to the nature of the asylum process, the risks faced by clients in the U.S. and by their families back home, photos are not allowed. FHD understands that this directive runs counter to social relationships and expects full cooperation for the safety of clients.
Professional Demeanor: Volunteers should dress and conduct themselves aligned with professional standards as set by FHD. FHD maintains its right to determine appropriate dress code.
Sexual Harassment: Moral and legal standards prohibit sexual harassment. Violations of these standards will not be tolerated and will result in termination of the volunteer’s services.
A volunteer experiencing sexual harassment should immediately communicate this behavior to the Chief Operating Officer (complaints against the Chief Operating Officer should be taken to the Chief Executive Officer). Freedom House Detroit will conduct an investigation and take appropriate action without delay.
Gifts: Volunteers may wish to give personal gifts directly to clients. In an effort to ensure appropriate boundaries, such gifts should be delivered through social services staff and not given directly to clients.
Disciplinary Action: If a volunteer engages in any behavior that FHD deems inappropriate or contrary to its policies, disciplinary action may be taken. Such actions can include verbal warnings, written warnings, and/or termination of the volunteer’s services. Such actions are the sole discretion of FHD.
If a request is made of the volunteer by FHD staff or clients which is uncomfortable for the volunteer or in conflict with FHD policy, the volunteer should notify the Chief Operating Officer. If the conflict is with the Chief Operating Officer or, if the volunteer is uncomfortable with the Chief Operating Officer, s/he should notify the Chief Executive Officer, so the problem can be properly rectified.
Disclaimers: FHD retains its management prerogative to make all volunteer-related decisions in the best interest of FHD. FHD reserves the right to modify, revoke, suspend, terminate or change all policies, plans, directives, rules, and communications of any type, written or unwritten, in whole or in part, at any time, with or without notice. Nothing contained in any policy, volunteer form, memorandum or any communication of any type is intended to create, nor shall be construed to constitute a contract between Freedom House Detroit and any one of all its volunteers.
FHD retains the right to verify and investigate volunteers and the information and documents they have providedin the course of signing-on to serve as volunteers.
Volunteers waive any rights to bring action of defamation, invasion of privacy, or any similar cause against FHD or anyone contacted by FHD.