VOLUNTEER HANDBOOK

1. INTRODUCTION

SERVANTEE, Inc. ("SERVANTEE") values the contributions of its volunteers. This handbook sets forth rules of operation that apply to volunteers of SERVANTEE. The policies in this handbook are subject to change at any time at the sole discretion of SERVANTEE with or without prior notice. You may receive updated information concerning changes in policy from time to time, and those updates should be kept with your copy of this handbook. These rules of conduct in this Handbook apply at all times when engaging in any activities for or on behalf of SERVANTEE whether at its premises, at its events or elsewhere.

NEITHER THIS HANDBOOK NOR ANY PROVISION IN THIS HANDBOOK CONSTITUTES A CONTRACT OF EMPLOYMENT OR ANY OTHER TYPE OF CONTRACT. NOTHING CONTAINED IN THIS HANDBOOK SHALL CHANGE THE RELATIONSHIP BETWEEN SERVANTEE AND ITS VOLUNTEERS FROM THAT OF A VOLUNTEER RELATIONSHIP.

 

2. MISSION, VISION, PRINCIPLES

SERVANTEE's mission is to connect golfers to serve organizations and people in need. The vision is to see people live with greater intention and purpose. Our principles are:

• Love and serve others in the same selfless manner modeled by Jesus Christ.
• Make a positive impact in the lives of everybody we serve.
• Create experiences and environments where everybody is welcome and loved.
• Glorify God by being a good steward of everything entrusted to us.

 

3. RESPONSIBILITIES

Although this is an unpaid volunteer program, volunteer is participating in the organization as a reliable, trustworthy and contributing member of the team. We rely on volunteer's punctuality and commitment to our programs to be successful. Please contact volunteer's supervisor if volunteer anticipates being late or absent for an activity to which volunteer has committed.

 

4. PERSONAL PROPERTY

Volunteers are responsible for securing their own personal possessions (e.g., cell phone, coat, sunglasses, purses, etc It is recommended that these items be locked in your car out of plain sight.

 

5. BAD WEATHER POLICY

SERVANTEE's primary concern during inclement weather is to protect the safety of our staff and volunteers. If volunteer feels it would be unsafe to travel to volunteer, he or she should use his or her best judgment and inform volunteer's direct supervisor if volunteer will not be coming in. Warm season inclement weather, such as thunderstorms and tornadoes, tend to develop quickly and unpredictably. In these cases, it is generally safer for volunteers to take appropriate cover within the building rather than to be on the road driving home. Therefore, except as directed by the Executive Director, SERVANTEE will not close in response to such events.

 

6. STANDARDS OF CONDUCT

As a volunteer with SERVANTEE, volunteer is expected to maintain high standards of conduct. The following list includes some (but by no means all) of the types of prohibited conduct. While engaging in any activities for or on behalf of SERVANTEE, whether at its premises or elsewhere, prohibited conduct includes:

• Making false or misleading statements to SERVANTEE, or refusing to provide requested information in an accurate and timely manner;
• Making slanderous statements about SERVANTEE, its employees, other volunteers, interns, clients or others helping or working with SERVANTEE;
• Theft, misuse or destruction of SERVANTEE property or the property of its employees, volunteers, interns, clients or others helping or working with SERVANTEE;
• Fighting, gambling or engaging in horseplay on SERVANTEE property;
• Possession of any weapons (guns, knives or other weapons, whether licensed or not); or
• Conduct or behavior that violates any SERVANTEE policy or negatively reflects on SERVANTEE.
   

7. DRUGS AND ALCOHOL

SERVANTEE is committed to providing a safe, healthy and drug-free work environment. Therefore, SERVANTEE has established the following policies:

While engaging in any activities for or on behalf of SERVANTEE, whether at its premises or elsewhere, a volunteer may not:

(1) use, possess, sell, buy, or offer to sell or buy, illegal drugs or other non-prescribed intoxicants or controlled substances (or paraphernalia associated with such prohibited substances), or be under the influence of such substances.

(2) use, possess or be under the influence of or be impaired by alcohol in a manner that may have the effect of impairing the volunteer's ability to perform his or her volunteer responsibilities in a safe and acceptable manner. (However, nothing in this policy precludes the appropriate use of alcohol that does not cause unsafe or unacceptable performance of assigned tasks.)

(3) use prescription drugs illegally or in a manner inconsistent with the physician's prescribed dosage or use prescription drugs that have the effect of impairing the volunteer's ability to perform his or her volunteer responsibilities in a safe and acceptable manner. (However, nothing in this policy precludes the appropriate use of legally prescribed medications that do not cause unsafe or unacceptable performance of assigned tasks

 

8. NO VIOLENCE

Acts or threats of violence (including intimidating behavior, verbal or physical harassment or coercion) that involve or affect SERVANTEE's employees, interns, volunteers or anyone else will not be tolerated. Violation of this policy may lead to the termination of the volunteer relationship with SERVANTEE.

All volunteers are encouraged and have an obligation to report to their supervisor any incidents of threats or acts of physical violence - regardless of the whether the violence is directed at the volunteer or at others. If it would be inappropriate to report to the supervisor, contact the Executive Director.

 

9. PROHIBITION OF HARASSMENT

SERVANTEE does not and will not tolerate harassment of SERVANTEE's employees, interns, volunteers, applicants or anyone else. Harassment is defined as verbal or physical conduct that denigrates or shows hostility toward an individual or that creates an intimidating, hostile or offensive working environment for an individual because of his/her sex, race, color, religion, national origin, genetic information, age, disability, pregnancy, gender identity or expression, sexual orientation, service in the uniformed services, or any other protected class. Harassment includes, but is not limited to, epithets, slurs, jokes or other verbal or physical conduct relating to an individual's sex, race, color, religion, national origin, genetic information, age, disability, pregnancy, gender identity or expression, sexual orientation, service in the uniformed services or any other protected class.

Harassment also includes sexual advances, requests for sexual favors, unwelcome or offensive touching or other verbal, graphic or physical conduct, or electronic communications (including e-mail and texting) of a sexual nature involving either members of the same sex or opposite sex. If volunteer has any questions about what constitutes behavior prohibited by this policy, the volunteer should ask SERVANTEE's Executive Director

Volunteers who harass others may be immediately asked to leave SERVANTEE's premises or location of volunteer's assignment. Furthermore, volunteer's relationship with SERVANTEE may be terminated at the sole discretion of its Executive Director.

If volunteer feels that he or she is being harassed in any way by another volunteer or some other person, or if volunteer observes another volunteer or some other person being harassed, volunteer should immediately notify SERVANTEE's Executive Director. We will thoroughly investigate the matter and, where appropriate, take corrective action. If volunteer does not feel that he or she can discuss the matter with SERVANTEE's Executive

Director, or if volunteer is not satisfied with the way his or her complaint has been handled, please immediately contact SERVANTEE's Board Chairman to arrange for a meeting to discuss volunteer's complaint.

 

10. DRESS CODE

The nature of the volunteer activity for or on behalf of SERVANTEE will dictate appropriate dress, e.g., an outdoor activity vs. an indoor meeting. SERVANTEE reserves the right to determine whether specific clothing items are appropriate on a case by case basis.

 

11. SMOKING

SERVANTEE is a smoke-free facility. This restriction applies to employees, interns, volunteers and anyone else who comes to SERVANTEE. While engaging in any activities for or on behalf of SERVANTEE, whether at its premises or elsewhere, volunteer may not use tobacco or vaping products of any nature.

 

12. INSURANCE

SERVANTEE does not provide liability, health, medical or disability or any other type of insurance coverage for volunteer for injury, illness, death, disability or property damage suffered by volunteer or third parties.

 

13. SUSPECTED CHILD ABUSE

If a child tells volunteer of an incident or volunteer has reason to suspect child abuse it MUST be reported. SERVANTEE defines child abuse as physical, sexual or emotional abuse or neglect of the child, or any other unsafe circumstances affecting the child. In the event volunteer learns of or suspect child abuse, SERVANTEE requires volunteer to follow the approach outlined below.

If a child confides in volunteer or volunteer suspects abuse, the volunteer should not ask questions of the child, as this may cause confusion or a change in the story. Instead, the volunteer should report the incident to SERVANTEE's Executive Director or the person in charge of the event if the Executive Director is not available. The person in charge of the event should make a factual report to the Executive Director. The Executive Director will then report the suspected child abuse to the proper authorities. After the Executive Director reports the abuse to the proper authorities, a person trained in forensic interviewing will professionally interview the child.

If volunteer is told of the abuse of a child, then as soon as practicable, volunteer must document: (a) the child's exact words to the best of the volunteer's ability, (b) the date and time of the child's communication of the abuse to you, and (c) a detailed description of any physical evidence.

If volunteer makes the report of suspected abuse, SERVANTEE will assume that volunteer's report was made in good faith SERVANTEE will not penalize volunteer if the accusation volunteer conveys results in a case which

Because of SERVANTEE's work with children, it is imperative that we closely abide by this policy as SERVANTEE is a mandated reporter.

14. ORGANIZATION PROPERTY

All property of SERVANTEE that is furnished to volunteer is only for use and convenience in performing the volunteer's duties. SERVANTEE retains the right of full access to this property and may search it from time to time without further notice. SERVANTEE may also (without further notice) access equipment furnished by any person, but used in the course of performing volunteer responsibilities, e.g., personal computers, laptops, files, calendars, date books. Furthermore, SERVANTEE may, under certain circumstances, search personal property of its volunteers, including but not limited to, packages and purses brought on SERVANTEE property or at events

 

15. CONFIDENTIAL INFORMATION

SERVANTEE requires all volunteers to agree to and abide by the following policies:

1. Volunteer agrees that during his or her involvement with SERVANTEE, and thereafter as long as necessary to assure confidentiality, any private, privileged or confidential information he or she receives, including, but not limited to, financial data; personal information regarding staff, board members, interns and volunteers; client information; and personal observations of client, shall be considered and kept as the private, privileged and confidential records of SERVANTEE.

2. Information shall not be divulged to any person, firm, corporation or other entity except on the direct authorization of the Executive Director or his or her designee.

3. If the volunteer is provided with computer access, the computer information accessed by volunteer is confidential and may not be shared with others. Any assigned password must also be kept confidential and shall not be divulged or given to others for their use, other than as required by SERVANTEE procedures. If volunteer believes another person had access to his or her password, the volunteer shall immediately request a new password.

4. Upon the termination of volunteer's relationship with SERVANTEE, volunteer agrees that he or she will continue to treat the information as private, privileged, and confidential and will not release any such information to any person, firm, corporation, or other entity by written or verbal statements, except upon direct written authority of the Executive Director. Failure to maintain the information as private and privileged will be considered a breach of confidentiality. SERVANTEE shall be entitled to an injunction by any court of competent jurisdiction to enjoin and restrain the unauthorized disclosure of such information.

5. The volunteer agrees to abide by SERVANTEE's internal confidentiality procedures and protections regarding the access, dissemination, input and collection of confidential and private information with regard to data collection, SERVANTEE records, SERVANTEE's computer system, E-mail, the Internet, facsimiles and other methods of transferring or recording information.

6. All information relating in any manner to SERVANTEE participants or organization, whether prepared by volunteer or otherwise, coming into the volunteer's possession, shall be the exclusive property of SERVANTEE and shall be returned immediately to SERVANTEE upon termination of the volunteer's relationship with SERVANTEE or upon SERVANTEE's request at any time.

 

16. DOCUMENT RETENTION

SERVANTEE also maintains a policy of retaining only those documents (including paper documents, emails, voicemails and computer files) which must be legally retained and which are needed to operate SERVANTEE.

Volunteers should be aware that, if SERVANTEE becomes involved in a lawsuit or an investigation, it may have an obligation to immediately preserve certain categories of relevant documents. Accordingly, only unnecessary records may be shredded or deleted.

If volunteer has a question as to whether a document must legally be retained, volunteer must contact volunteer's supervisor. The purpose of this policy is to ensure the safety and security of SERVANTEE's clients and donors, while ensuring compliance with SERVANTEE's legal obligations.

17. PHOTOGRAPHS / CAMERAS / RECORDINGS

A volunteer is not permitted to take photographs or video or audio recordings (collectively "Images") while on SERVANTEE premises or at SERVANTEE functions unless specifically authorized or requested by volunteer's supervisor to do so. If authorized or requested by the supervisor to take Images, volunteer shall strictly follow SERVANTEE's instructions on the types of Images that volunteer is allowed to take.

Assignment: If authorized or requested to take Images, volunteer hereby grants and conveys to SERVANTEE, without limitations, all rights, title and interest in any and all Images made by volunteer, including, but not limited to, any royalties, proceeds or other benefits derived from such Images.

Release: Volunteer hereby irrevocably grants and conveys unto SERVANTEE, without limitations, all right, title and interest in any and all Images taken of volunteer during volunteer's activities with SERVANTEE, including, but not limited to, any royalties, proceeds, or other benefits derived from such photographs or recordings. Volunteer consents, in advance, to SERVANTEE's use of volunteer's name, photograph, voice or likeness for all promotional purposes related to SERVANTEE and its sponsors and beneficiaries and waives all rights to privacy in connection therewith.

 

18. WORK MADE FOR HIRE AND ASSIGNMENT

In addition to Section 17, volunteer may create certain works on behalf of SERVANTEE that may be copyrighted under the laws of the United States. To the extent that any such works are created, volunteer will be considered to have created a "work made for hire" as defined in 17 USC Section 101, and SERVANTEE shall have the sole right to the copyright. In the event that any work created by the volunteer does not qualify as a work for hire, for any reason, the volunteer agrees to assign without limitations, all of your rights, title and interest in the work to SERVANTEE. This includes, but is not limited to, any royalties, proceeds, or other benefits derived from such works created including photographs or recordings.

 

19. USE OF ORGANIZATION'S NAME

Use good judgment when using SERVANTEE's name and any photographs of any SERVANTEE participants in any written materials, publications, websites, blogs or other media, especially if volunteer does not have the express authorization from SERVANTEE and the SERVANTEE participants. The volunteer should always make it clear that your content is your own, and your views do not necessarily represent the views of SERVANTEE. SERVANTEE has worked very hard to build a recognized name and reputation. The safety of the SERVANTEE participants and any minors is of particular concern.

 

20. SOCIAL MEDIA POLICY

Social Media is defined as the use of technology combined with the sharing of content through social networks or platforms. Social Media can include, but is not limited to, blogging, postings, chat rooms, online journals, and participation on online systems such as Facebook and Twitter.

SERVANTEE respects the right of volunteers to participate in Social Media and does not discourage self-publishing or self-expression. Volunteers are expected to follow these guidelines and policies to provide a clear distinction between the volunteer as an individual and the volunteer as a volunteer of SERVANTEE.

• Volunteers are personally responsible for their commentary on Social Media. Volunteers can be held personally liable for commentary that is considered defamatory, obscene, proprietary or libelous by any offended party.
• Volunteers may not use social media to harass, threaten, or discriminate against employees, interns, volunteers or any other individual or entity associated with or doing business with SERVANTEE.
• If volunteer identifies himself or herself as affiliated with SERVANTEE, he or she could be viewed as representing SERVANTEE. Because of this possibility, volunteer should always state that the views expressed by volunteer through Social Media are his or her own and not those of SERVANTEE.

This policy extends to the volunteer's use of SERVANTEE's social media accounts, including, but not limited to, Facebook, Instagram and Twitter.

SERVANTEE may authorize certain Social Media communications to convey information about SERVANTEE to the public. Use of Social Media communications on behalf of SERVANTEE shall be consistent with SERVANTEE's mission and legal obligations. SERVANTEE's Executive Director has sole authority to authorize Social Media communications on behalf of SERVANTEE.

Only authorized individuals can prepare and modify content for SERVANTEE-sponsored or affiliated Social Media.

SERVANTEE urges volunteers to report any violations or possible or perceived violations of this policy to the Executive Director. SERVANTEE will investigate and respond to such reports. Violations may result in disciplinary action up to and including termination.

 

21. PERSONAL INFORMATION

Volunteers are prohibited from giving out their personal information or any employee or other volunteer's personal information (including mailing address, e-mail address and telephone number) or the personal information of anyone else associated with SERVANTEE. This policy is designed to protect volunteer's privacy and security (and other volunteers' privacy and security) and to prevent volunteer (and other volunteers) from receiving personal phone calls, visits and requests from clients of SERVANTEE or their families.

 

22. CONFLICT OF INTEREST

Volunteers should avoid any activity, agreement, business investment or interest or other situation that could be construed as a conflict with SERVANTEE's best interests or which give the appearance of taking money, merchandise or services from participants or vendors for personal gain. Good judgment should prevent the possibility of a conflict of interest arising. If a volunteer engages in any activity or transaction which might potentially cause a conflict between personal and organizational interests, however, information about that potential conflict must be disclosed in advance to the Executive Director.

 

23. WHISTLEBLOWER POLICY

SERVANTEE requires that volunteers observe and practice a high standard of ethics with regard to their responsibilities. All individuals who volunteer with SERVANTEE are expected to practice honesty and integrity and comply with any and all applicable laws and regulations.

SERVANTEE has an open door policy and encourages volunteers to share their questions, concerns, suggestions and complaints with someone who can properly address them. Issues should first be presented to the volunteer's supervisor and, if necessary, SERVANTEE's Executive Director. If the concern is not resolved to the volunteer's satisfaction, the volunteer should contact a member of the Board of Directors.

SERVANTEE will conduct a prompt investigation into all complaints raised pursuant to this policy. Volunteers who raise complaints under this policy have an obligation to assist with resolution of SERVANTEE's investigation. If warranted, SERVANTEE will take corrective action. Further, those who violate state or federal law may be prosecuted or suffer other legal consequences.

Volunteers are expected to invoke this policy in good faith and should have reasonable grounds for raising a complaint under this policy. If a volunteer makes knowingly false allegations against SERVANTEE under this policy, the volunteer's relationship with SERVANTEE may be terminated. SERVANTEE will not retaliate against any volunteer because of complaints of harassment or discrimination or because of cooperation with any investigation. Violations or suspected violations of this Policy may be reported anonymously. SERVANTEE will endeavor to keep those reports confidential, if possible, during its investigation.

 

SERVANTEE HANDBOOK ACKNOWLEDGEMENT FORM

By signing this Acknowledgment Form, and initialing above, I hereby acknowledge that I have received SERVANTEE's Handbook, have read those policies, am familiar with its terms and agree to fully abide by them.

I understand that the purpose of this Handbook is to provide volunteers of SERVANTEE with general information regarding the policies and procedures SERVANTEE attempts to follow in most cases. I also understand that because of the nature of SERVANTEE's operations and the variations inherent in individual situations, the policies and procedures set out in these policies may not apply to every situation. I understand that under no circumstances are the policies and procedures contained in this Handbook to be considered promises by SERVANTEE.

I understand and acknowledge that SERVANTEE may, in its sole discretion, interpret, modify, revise, delete or add to any of the policies or procedures contained in the Handbook. I understand that SERVANTEE may do this at any time, with or without notice and that SERVANTEE's decisions in this regard will be final.

I understand that, as an unpaid volunteer, SERVANTEE is not my employer, and I will not be compensated for the work that I perform for SERVANTEE.

I further understand and agree that my role with SERVANTEE may be terminated by SERVANTEE at any time for any reason. Additionally, I understand that I may terminate the volunteer relationship at any time.

I HAVE READ THE ABOVE STATEMENTS, AND I UNDERSTAND AND AGREE TO ABIDE BY SERVANTEE'S HANDBOOK.