Thank you for partnering with the First Presbyterian Church of Hayward (hereinafter "FirstPres") in service to our community. This agreement establishes the responsibilities of an outside organization, congregation, business, school, community group, or other sponsoring entity ("Group") participating in a volunteer activity with FirstPres.

This agreement is completed by the Group's designated leader and applies to the Group's participation in the volunteer activity identified below.

The Group will designate an adult leader who will serve as the primary point of contact with FirstPres.

The Group Leader is responsible for:

• Communicating with FirstPres before and during the volunteer activity;

• Ensuring that all participants understand the expectations of the volunteer activity;
• Ensuring that all participants complete the required individual Volunteer Waiver and Release before participating (provided by FirstPres);
• Maintaining an accurate list of participating volunteers and providing it to FirstPres when requested;
• Ensuring that participants arrive on time and are prepared for the agreed-upon activity;
• Communicating any changes in participation, scheduling, or circumstances to FirstPres;
• Remaining available and engaged throughout the volunteer activity; and
• Immediately communicating any injury, accident, safety concern, behavioral issue, or other significant incident to FirstPres staff.

Every participant must complete and sign the applicable Volunteer Waiver and Release of Liability before participating in volunteer activities.

The Group Leader is responsible for ensuring that:

• No individual participates without completing the required waiver;
• Waivers are completed accurately and truthfully;
• The Group provides waivers to FirstPres according to the organization's established process;
• Participants understand that signing the waiver does not make them an employee of FirstPres; and
• No person under the age of 18 participates unless FirstPres has provided prior written approval and the appropriate youth/minor volunteer requirements have been completed.

The Group may not substitute its own waiver for FirstPres's required individual volunteer waiver unless expressly approved in writing.

The Group agrees to participate only within the number of volunteers and scope of activity agreed upon in advance.

The Group Leader must notify FirstPres as soon as possible if:

• The number of participants changes substantially;
• Additional people arrive who were not previously registered;
• A participant who has not completed the required waiver arrives;
• The Group is unable to fulfill its scheduled commitment; or
• The Group requests to change the nature or scope of its volunteer activity.

FirstPres may decline participation by individuals who have not completed required documentation or may modify or cancel an activity when necessary for safety, capacity, staffing, or programmatic reasons.

This agreement is intended for adult-only volunteer groups.

The Group Leader agrees that no participant under 18 years of age will participate unless FirstPres has approved youth participation in advance.

If minors are approved, the Group must comply with all additional requirements established by FirstPres, including applicable parental/guardian consent, youth volunteer waivers, supervision requirements, and other documentation.

The Group agrees that all participants will follow the safety rules, policies, procedures, and reasonable instructions of FirstPres staff.

The Group Leader will ensure that participants:

• Attend any required orientation or safety briefing;
• Use equipment and materials only as instructed;
• Do not undertake activities for which they have not been authorized or trained;
• Immediately report injuries, hazards, accidents, or unsafe conditions;
• Follow all site-specific safety and emergency procedures;
• Respect restricted areas and staff-only areas;
• Do not interfere with the operations of FirstPres or its programs; and
• Follow all applicable laws and organizational policies.

FirstPres may stop or modify any volunteer activity that it reasonably believes presents a safety, security, operational, or programmatic concern.

The Group understands that volunteer activities may take place in settings where volunteers interact with guests, residents, clients, community members, or other people receiving services.

The Group agrees to ensure that participants:

• Treat every person with dignity and respect;
• Maintain appropriate personal and professional boundaries;
• Do not engage in harassment, discrimination, intimidation, threats, or violence;
• Do not give money, personal property, medication, or other items directly to program participants unless expressly authorized;
• Do not make promises or commitments on behalf of FirstPres;
• Do not attempt to provide professional services outside the scope of the volunteer activity.

• Do not exchange personal contact information with guests or program participants when prohibited by FirstPres policy; and
• Follow all additional guest-interaction guidelines provided by FirstPres.

The Group Leader is responsible for addressing inappropriate conduct by members of the Group and for immediately notifying FirstPres staff of significant concerns.

The Group acknowledges that volunteers may encounter private or confidential information concerning people served by FirstPres.

The Group agrees to ensure that participants do not:

• Photograph or record guests, residents, clients, or program participants without authorization;
• Share names, stories, images, medical information, housing information, or other identifying information about people served by FirstPres;
• Post information about their volunteer experience that identifies or could reasonably identify an individual receiving services;
• Access records, files, computers, or information systems unless expressly authorized; or
• Discuss confidential information learned through volunteer service outside the appropriate organizational setting.

These responsibilities apply during and after the Group's volunteer service.

The Group and its participants may not photograph, video, livestream, interview, or otherwise record guests, residents, clients, or program participants without prior authorization from FirstPres.

The Group may not use the name, logo, photographs, facilities, or stories of FirstPres or the people it serves for promotional, fundraising, marketing, or social media purposes without prior authorization.

Any photographs or media involving volunteers that the Group intends to use publicly should be handled in accordance with FirstPres's applicable media and photography policies.

The Group is responsible for the conduct and supervision of its participants during the volunteer activity.

FirstPres staff will provide direction regarding the volunteer project and organizational requirements but are not responsible for providing general supervision of the Group's participants.

The Group Leader will:

• Keep the Group together as appropriate for the activity;
• Ensure participants remain in authorized areas;
• Address participant conduct or failure to follow instructions;
• Ensure participants are appropriately dressed and equipped for the activity;
• Ensure participants have access to any necessary personal medications, mobility aids, or other personal necessities; and
• Coordinate the Group's departure at the conclusion of the activity.

The Group Leader agrees to immediately notify FirstPres staff of any:

• Injury or illness;
• Accident;
• Property damage;
• Safety or security concern;
• Threatening or disruptive behavior;
• Missing participant;
• Emergency response; or
• Other significant incident involving a Group participant.

In an emergency, FirstPres staff may contact emergency services when reasonably necessary.

The Group understands that each individual participant is responsible for providing accurate emergency contact and medical information through the required individual volunteer waiver.

The Group and its participants will use FirstPres's property, tools, equipment, supplies, and facilities only for the approved volunteer activity and in accordance with instructions provided by FirstPres.

Participants may not remove, borrow, alter, or use organizational property for purposes unrelated to the volunteer activity without prior authorization.

The Group Leader will promptly report any loss, damage, or malfunction involving organizational property.

Either party may request a change to the volunteer activity, schedule, number of participants, or other arrangements.

FirstPres reserves the right to postpone, modify, or cancel a volunteer activity when circumstances require, including because of weather, staffing, emergencies, facility conditions, program needs, safety concerns, or other operational considerations.

The Group Leader agrees to communicate any changes promptly to all participating members of the Group.

Participation as a volunteer does not create an employment relationship between any Group participant and FirstPres.

Group participants are not authorized to act as employees, agents, representatives, or spokespersons for FirstPres unless expressly authorized to do so.

The Group and its participants may not make commitments, enter into agreements, incur expenses, or otherwise bind FirstPres without express authorization.

The Group acknowledges that each participant is required to complete FirstPres's individual Volunteer Waiver and Release of Liability.

This Group Volunteer Agreement does not replace or modify the individual volunteer waiver. It establishes the additional responsibilities of the sponsoring organization/group and its designated leadership.

By signing below, I confirm that:

• I am authorized to represent the sponsoring organization/group for purposes of this volunteer activity;
• I have read and understand this Group Volunteer Agreement;
• I understand the responsibilities of the sponsoring organization/group and Group Leader;
• I will communicate these expectations to all participating volunteers;
• I will ensure that every participant completes the required individual volunteer waiver before participating;
• I will ensure that no minor participates without prior approval and completion of applicable requirements;
• I will ensure that participants follow FirstPres's safety, confidentiality, conduct, and site policies;
• I will remain the primary point of contact for the Group during the volunteer activity; and
• I understand that FirstPres may end or modify the Group's volunteer activity if the Group or its participants fail to follow these requirements.