H.O.O.V.E.S. Volunteer Intake Form

Thank you for your interest in volunteering with H.O.O.V.E.S. Please complete the following form so we have your current contact information and areas of interest for the coming year.

Privacy Statement: Individual volunteer information (name, contact details, shift history, etc.) is stored in the H.O.O.V.E.S. Volunteer Database. Considered confidential information, only H.O.O.V.E.S. Leadership Team members and the individual volunteer may have access to this information.

Note: Once your submission has been reviewed by our Community Engagement Team you will receive a link from Homebase to download the app for our Volunteer Portal. This app is required for all volunteers as it is how we manage schedules, share important and timely updates and information. 

Volunteer Position Descriptions

We offer a variety of roles that cater to different interests and skill sets, all aimed at making a significant impact in our  community. On the following pages you will find the descriptions of the various roles available here on the farm.

Once you have had the opportunity to read through them, please select those area(s) that interest you most.

1. Physical Fitness: The job can be physically demanding, so good physical health and stamina are crucial. in this role a person should be able to reach, bend, have the ability to lift up to 50lbs,  stand for more than 10 minutes, walk at least 500 feet without assistance. 

2. Horse Handling Skills: Previous experience with horses and understanding their behavior and needs.

3. Safety Awareness: Knowledge of safety protocols to prevent accidents and handle emergencies.

4. Reliability: Dependability and punctuality are key, as the horses rely on regular care.

5. Teamwork: Ability to work well with others, as barn work often involves collaboration.

6. Attention to Detail: Noticing small changes in horse behavior or the environment that might indicate a problem.

7. Communication Skills: Clear communication with other team members and following instructions.

8. Passion for Horses: Genuine love and respect for horses, which can make the work more enjoyable and rewarding.

9. Problem-Solving: Ability to think on your feet and handle unexpected situations or challenges.

10. Flexibility: Willingness to work irregular hours, including early mornings, weekends, and holidays.

Here are some of the common tasks.

1. Dusting: Clean all surfaces, furniture, and decor items.
2. Vacuuming/Mopping: Clean all floors, including carpets and hard surfaces.
3. Cleaning Windows and Mirrors: Ensure they are spotless and streak-free.
4. Changing Bedding: Replace sheets, pillowcases, and towels with fresh linens.
5. Disinfecting High-Touch Areas: Clean doorknobs, light switches, remotes, and countertops.
6. Emptying Trash: Remove all trash and replace liners.
7. Restocking Supplies: Refill toiletries, paper towels, toilet paper, and other essentials.
8. Cleaning Appliances: Wipe down kitchen appliances, microwave, oven, and refrigerator.
9. Washing Dishes and Kitchenware: Ensure all dishes, utensils, and cookware are clean.
10. Checking for Maintenance Issues: Look for any repairs or maintenance needs and address them promptly.
11. Adding Personal Touches: Consider adding a welcome note, flowers, or other small gestures to make guests feel at home.

Here are some of the common tasks. 

1. Meal Pickup and Setup: Collect pre-ordered meals from designated locations and set them up for event participants in an organized and attractive manner. Take photos of the setup prior to participants being served.
2. Household Chores: Perform daily chores such as cleaning common areas, restocking supplies, managing trash disposal, and ensuring a tidy environment throughout the event.
3. Guest Assistance: Provide support to participants during meal times, including serving, answering questions, and ensuring a pleasant dining experience.
4. Event Support: Assist with other event-related tasks as needed, such as setting up and breaking down event spaces, managing equipment, and supporting event activities.

Common Key Responsibilities:

1. Greeting Visitors: Warmly welcome and engage visitors as they approach  the booth. 
2. Providing Information: Clearly and accurately communicate information   about the organization, events, or programs.
3. Distributing Materials: Hand out brochures, flyers, business cards, and  other promotional materials.
4. Answering Questions: Respond to inquiries from visitors, offering helpful  and concise answers.
5. Collecting Contact Information: Gather contact details from interested  visitors for follow-up communication.
6. Promoting Services: Highlight the benefits and features of the  organization’s services or products.
7. Managing Supplies: Ensure the booth is well-stocked with materials and that everything is organized.
   Handling Transactions: If applicable, process sales or donations using  provided tools.
8. Maintaining Cleanliness: Keep the booth area tidy and presentable at all  times.

Common Key Responsibilities:

1. Fence Repair and Maintenance: Regularly inspect and mend fences to ensure they  are secure and in good condition.
2. Stable Upkeep: Perform minor repairs to stalls, doors, and roofing to maintain a safe and clean environment for the horses.
3. Grounds Maintenance: Mow pastures, clear trails, and manage landscaping to keep  the farm tidy and safe for horses.
4. Equipment Maintenance: Service farm machinery and tools, including tractors,  mowers, and tack.
5. Pest Control: Implement pest control measures to protect horses and facilities from  infestations.

Some tasks include:

1. Social Media Management: Creating and scheduling posts, engaging with followers, and growing the organization's online presence.
2. Content Creation: Writing blogs, articles, press releases, and newsletters to share updates and stories.
3. Event Promotion: Developing marketing materials and strategies to promote events and increase attendance.
4. Community Outreach: Building relationships with local businesses, media, and community groups to raise awareness.
5. Graphic Design: Designing promotional materials like flyers, banners, and social media graphics.
6. Email Campaigns: Creating and managing email newsletters to keep supporters informed and engaged.
7. Media Relations: Pitching stories to local media outlets and managing press coverage.
8. Market Research: Gathering and analyzing data to improve marketing strategies and campaigns.
9. Photography/Videography: Capturing photos and videos at events and activities to use in promotional materials.
10. Brand Development: Assisting in developing and maintaining the organization's brand identity.

Host/Hostess: Your role is to warmly welcome guests, ensure they feel comfortable, and assist with their needs throughout the event. You'll manage guest flow, handle inquiries, and help create a positive and engaging atmosphere.

Subject Matter Expert (SME): You'll share your expertise on a specific topic relevant to the event. This involves preparing a presentation or talk, answering audience questions, and providing valuable insights to enhance the event’s educational or professional value.

Speaker: You'll be responsible for delivering a prepared speech or presentation to the audience. Your role includes engaging the attendees, conveying key messages clearly, and interacting with the audience through Q&A sessions or discussions.  Examples would include: Alumni, volunteer testimony, panel discussion or as a brand ambassador.

Part I | Code of Conduct

• Take responsibility for everything that comes into our experience.
• Refrain from any gossip or slander of team or crew members.
• Uphold the military mindset of selfless service.
• Fill voids through creative thinking and effective application.
• Support each other at any capacity to the best of our ability.
• Strive daily to grow on a personal level.
• Practice what we preach.
• Foster continuous service to humanity.
• Help create a legacy that will continue to serve beyond our lifetime.

I have read the above Code of Conduct. As a H.O.O.V.E.S. volunteer, I agree to abide by this. I understand that breaking the code of conduct may result in permanent dismissal as a volunteer.

Part II | Dismissal Policy

(All dismissal actions are determined by the Leadership Team)

I understand that the following listed actions may result in permanent dismissal as a volunteer.  Volunteers whose behavior does not align with our values or violates our          non-negotiables will be required to meet with the Director of Outreach and Impact, to assess continued service with the organization.

• Volunteers identified with chronic absenteeism will receive a written notice and an opportunity to discuss any issues or concerns that might be affecting their attendance. If attendance does not improve following this discussion, the volunteer may be dismissed from the program.
• Disrespecting guests, participants, donors, or other volunteers.
• Spreading false rumors about H.O.O.V.E.S. employees, practices, or work.
• Refusing to follow H.O.O.V.E.S.’s expectations, processes, and procedures. 

I understand that the following listed actions are grounds for immediate volunteer dismissal.

• Illegal, violent and/or unsafe acts (may also involve law enforcement) including theft or misuse of property.
• Being under the influence of alcohol or drugs while performing volunteer duties.
• Any action or behavior that causes harm to clients, staff, or other volunteers.

I have read the above Dismissal Policy. As a H.O.O.V.E.S. volunteer, I agree to abide by this. I understand that not abiding by this policy may result in permanent dismissal as a volunteer.

Part III | HIPAA, Health Insurance Portability and Accountability Act:

HIPAA, Health Insurance Portability and Accountability Act of 1996, relates to the standards for safeguarding the confidentiality of client medical information. All contract staff/volunteers are required to know these standards and comply with the policies of the facility where the contract staff/volunteer works that pertain to the protection of client medical information. Protected Health Information (PHI), as created and defined by HIPAA, relates to individually identifiable health information that is transmitted in any form or medium.

Health information becomes protected when it is combined with any piece of information that could identify the client. Examples of these “identifiers”include: name of client, all elements of dates, social security number, address and telephone number.

A majority of the information obtained during the course of client care would be classified as PHI and therefore should be kept confidential. As a healthcare worker, you are permitted by HIPAA to use/disclose PHI without the need for specific client authorization to carryout essential healthcare functions for “Treatment, Payment and Health Care Operations.”

• Treatment means the provision, coordination or management of health care by one or more health care providers, including consultation between health care providers or client referrals.
• Payment means activities of health care providers to obtain payment or be reimbursed for their services.
• Health Care Operations include those functions necessary to support core functions of treatment and payment. Examples include quality assessment and improvement activities, training, accreditation, certification, credentialing, licensing, reviewing competence, performance evaluations, business management and general administrative activities.

All H.O.O.V.E.S. volunteers must make reasonable efforts to limit the use or disclosure of, requests for, PHI to minimum amount necessary to accomplish intended purpose. You should communicate only the information that is needed by the person you are communicating with.

HOW TO PROTECT THE PRIVACY OF CLIENT’S PROTECTED HEALTH INFORMATION (PHI):

• Medical and personal information in the client’s file, or that you have heard, read, or are aware of is confidential.
• When someone asks you for information about a client, make sure they have the right to receive the information they are asking for.
• When you give client information out to others, give only the information the person needs to have.
• When you need to speak to a staff member about a client’s condition or treatment, you should lower your voice to make sure that the conversation is not overheard by other clients or visitors. Never talk about a client, their illness, treatment, family or situation outside of H.O.O.V.E.S. facility setting.
• Never discuss one client with another, even if the clients know each other.
• Protect client privacy by keeping documents and reports that have PHI on them in safe areas, out of the view of those who might happen to walk by.
• If you use the telephone, fax machine or email to share PHI with other facilities, organizations or staff/volunteers, make sure that the information you send is going to the correct person and that they have the right to receive the information.

I have read the above HIPAA Compliance Guidelines. As a H.O.O.V.E.S. volunteer, I agree to keep customer or client information that I am exposed to while on assignment confidential. I understand that breach of this confidentiality will be just cause for permanent dismissal as a volunteer and possible legal action.

Part IV | Liability Waiver

On behalf of myself, my personal representatives, heirs, next-of kin, spouse and assigns I HEREBY:

1. Acknowledge that ANY activity involving horses, be it astride or on the ground, has the potential to be dangerous and involves risks that may cause serious injury and in some cases death, because of the unpredictable nature and irrational behavior of horses, regardless of their training and past performance.

2. Knowing these facts and in consideration of your acceptance of this form, I voluntarily assume the risk and danger of injury or death inherent in horse-related activities. I hereby RELEASE, DISCHARGE AND PROMISE NOT TO SUE RETS, Inc doing business under their own names or any other name and/or any of its owners, officers, employees, agents, sponsors and sanctioning organizations, for any lose, liability, damage or cost whatsoever arising out of or related to any loss, damage or injury (including death) to my person or property.

3. I hereby RELEASE, DISCHARGE AND PROMISE NOT TO SUE RETS, Inc. from any claim that arises such as or may be negligent in connection with my riding experience or ability including but not limited to training or selecting horses, maintenance, care, fit or adjustment of saddles or bridles/halters, stadium/cross country jumps, riding area, trail riding in and around property, instruction on riding skills or supervising riding activities, or any and all ground activities where horses are involved.

4. INDEMNIFY AND SAVE AND HOLD HARMLESS RETS, Inc. and its employees and agents from and against any loss, liability, damage or cost they may incur arising out of or in any way connected with any event, my use of a horse/horses and any equipment or gear provided therewith or any acts or omissions of employees or agents.

5. Agree to abide by and follow any instructions given or rules established by RETS Inc, or any of their employees, agents or volunteers with regard to my participation in any event, use of a horse or any equipment or gear provided therewith. READ AND SIGN YOUR AGREEMENT TO ABIDE BY THE GENERAL RULES POSTED ON THE TACK ROOM AND THE OBSERVATION ROOM DOOR.

6. The Undersigned expressly agrees that the foregoing release and waiver of liability, assumption of risk, and indemnity agreement is governed by the State of Ohio and is intended to be as broad and inclusive as is permitted by Ohio law, and that in the event any portion of this Agreement is determined invalid, illegal or unenforceable, the validity, legality and enforceability of the balance of the Agreement shall not be affected or impaired in any way and shall continue in full legal force and effect.

7. Acknowledge that this document is a contract and agree that if a lawsuit is filed against RETS Inc or its owners, agents, employees, judges or managers for any injury or damage in breach of this contract, the Undersigned will pay all attorney’s fees and costs incurred by RETS Inc. in defending such an action.

I HAVE READ THIS WAIVER.  I UNDERSTAND IT IS A PROMISE NOT TO SUE AND A RELEASE AND INDEMNITY FOR ALL CLAIMS.

H.O.O.V.E.S. MEDIA RELEASE TERMS

In initialing one of the below statements, I hereby consent and agree that H.O.O.V.E.S./RIVERBEND EQUINE its employees or agents have the right to take photographs, videotape, or digital recordings of me to use these in any and all media, now or hereafter known, and exclusively for the purpose of furthering or promoting the mission of H.O.O.V.E.S./RIVERBEND EQUINE of me or any minor children listed on this form. I further consent that my name and identity may be revealed therein or by descriptive text or commentary. I do hereby release to H.O.O.V.E.S./RIVERBEND EQUINE its agents, and employees all rights to exhibit this work in print and electronic form publicly or privately and to market and sell copies. I waive any rights, claims, or interest I may have to control the use of my identity or likeness in whatever media used. I understand that there will be no financial or other remuneration for recording me, either for initial or subsequent transmission or playback. I also understand that H.O.O.V.E.S./RIVERBEND EQUINE is not responsible for any expense or liability incurred as a result of my participation in this recording, including medical expenses due to any sickness or injury incurred as a result. I represent that I am at least 18 years of age, have read and understand the foregoing statement, and am competent to execute this agreement.

B. PARENT/GUARDIAN WAIVER FOR MINOR(S)

If the person who is to enter into this agreement is under eighteen (18) years of age (hereinafter “the minor”), his/her parent or legal guardian must read and sign in their place:

I hereby affirm that I, as acting as parent, natural or legal guardian of the minor have read the Agreement, and understand the Agreement and understand that the Agreement is a release of all claims for injury, death and property damage and consents to the terms on behalf of myself and on behalf of the minor(s), and agrees to indemnify and save and hold harmless Riverbend Stables and/or RETS Inc. from any loss, liability, damage or cost they may incur because of any defect in or lack of capacity to act on behalf of minor in executing this Agreement.

I HAVE READ AND DISCUSSED THESE RULES WITH MY CHILD/WARD AND AGREE TO THEM.