Helping Seniors Stay at Home

Helping Seniors Remain Independent in Their Own Homes

Volunteer Manual

VOLUNTEER MANUAL Williamsburg Area Faith In Action

Updated October 2017

TABLE OF CONTENTS

Contact Information .................................... 1

Board of Directors ....................................... 1

Williamsburg Faith In Action ....................... 2

Volunteerism ............................................... 3

Volunteer Prerequisites .............................. 3

Volunteer Bill of Rights ............................... 3

Assisted Rides Online Software Platform ... 5

Services Provided by WFIA ......................... 5

Transportation ....................................... 5

Shopping ................................................ 5

Care Giver Support ................................ 5

In-Home Visits ....................................... 5

Visiting Canines ...................................... 6

Telephone Calls ..................................... 6

Chores .................................................... 6

Paperwork ............................................. 6

Office Assistance.................................... 6

Congregation Coordinator Program ........... 6

General Overview of WFIA Volunteer ........ 7

Inclement Weather ..................................... 8

Use of Alcohol, Drugs & Tobacco ................ 8

Volunteer Do’s and Don’ts .......................... 9

Volunteer Guidelines & Procedures ......... 11

Introduction ......................................... 11

Non-Discrimination.............................. 11

Orientation .......................................... 11

Background Screening ......................... 12

Volunteer Records ............................... 12

Confidentiality ..................................... 12

Volunteer Services ............................... 12

Position Qualifications ........................ 13

Identification ....................................... 13

Assignment Reporting ......................... 13

Volunteer Expenses ............................. 13

Vehicles ................................................ 13

Disability/Chronic Illness ..................... 14

Role of Children and Youth .................. 14

Abusive Conduct .................................. 15

Court Ordered Volunteers .................. 15

Problem Resolution ............................. 15

Volunteer Deactivation ....................... 15

Accidents ............................................. 16

Crisis Plan .................................................. 16

How to Relate to Care Receivers .............. 17

Insurance Coverage................................... 19

Addendum................................................. 21

Assisted Rides Instruction ................... 22

Background Screening Instructions ..... 23

Volunteer Timesheet ........................... 24

Shopping Receipt ................................. 25

Job Descriptions ................................... 26

Care Receiver Policy and Procedures .. 29

Driving Policy and Procedures ............. 35

Visiting Canines Assignment Protocol . 38

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CONTACT INFORMATION

Staff Ashleigh Washington Executive Director Tiffany Terrell In-home Services and Visiting Canines Coordinator Patti Watts Transportation Coordinator Bruce Minett Director of Development Vince Ferrara Outreach Coordinator Office Hours Monday – Friday 9am to 5pm Address 354 McLaws Circle, Suites 1 & 2

Williamsburg, Virginia 23185 Phone Number (757) 258-5890 Fax Number (757) 258-5846 E-Mail Office: info@wfia.org Director: awashington@wfia.org Web Site www.wfia.org

BOARD OF DIRECTORS Officers: Charlie Martino, Chair James Barton, Chairman Emeritus Members: Debra Foord Theresa Munford Eric Shaver Donna Wilson Susan Carron Jaynee Sasso Ted Maslin Hunter Old

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WILLIAMSBURG FAITH IN ACTION

Founded: Williamsburg Faith in Action (WFIA) was established as a not-for-profit,

501(c) (3) in January 2002 as part of the National Faith in Action Program founded by the Robert Wood Johnson Foundation.

Purpose: To foster caring relationships among volunteers of all faiths, their neighbors

with long term health challenges, and the elderly trying to remain independent in their own homes.

Mission: To help seniors and adults with a chronic illness or physical disability remain

independent in their homes. Who We Serve: WFIA serves seniors 60 years and older as well as physically disabled adults

who live in their own homes in the City of Williamsburg, James City County and the Bruton District of York County. We assist residents in all income levels. However, due to grant stipulations, we are unable to assist individuals who live in nursing care facilities, assisted and independent living facilities, continuing care retirement communities, or hospice.

Support: WFIA must raise every dollar we spend. In the past, we have received grants

from the Williamsburg Community Health Foundation, James City County Social Services and United Way of Greater Williamsburg. Additionally, faith groups, volunteers, care receivers, and members of the community provide support through special gifts and contributions.

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VOLUNTEERISM Williamsburg Faith in Action defines “volunteer” as:

vol·un·teer /, välənˈtir/

1. Noun: A person who freely offers to take part in an enterprise or undertake a task. A person who works for an organization without being paid.

2. Verb: Freely offer to do something. Volunteering with WFIA is challenging and rewarding and provides a vehicle for individuals to address human and social needs of the senior adult population in the Greater Williamsburg Area. Volunteering is often thought of in terms of the benefits it brings to others. However, it also benefits volunteers, helping them achieve their own objectives, extend their experience, make new friends and create strong relationships as they help seniors remain independent at home.

VOLUNTEERING PREREQUISITES Before assignments can be accepted, volunteers must complete the following:

1. Attend orientation/training 2. Complete a Volunteer Profile Form 3. Successfully complete a criminal history and sex offender background check and a DMV

record check. 4. Sign the Program Agreement, Confidentiality Agreement, Driving Policy and Photo

Release

VOLUNTEER BILL OF RIGHTS WFIA recognizes the pivotal role volunteers play in the success of our organization and assigns the following rights to each volunteer.

1. The right to a safe environment. 2. The right to be treated as a co-worker. 3. The right to volunteer training. 4. The right to engage in meaningful work. 5. The right to a suitable assignment. 6. The right to be kept informed. 7. The right to be heard. 8. The right to be recognized.

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ASSISTED RIDES SOFTWARE PLATFORM WFIA utilizes Assisted Rides online software platform to manage volunteers and care receivers. Volunteers will use it to complete their assignments by going to the Assisted Rides website to log their time and correct mileage. You will receive a User ID once you become an official volunteer. We will help you get started so that you can report your miles and hours from the time you leave your home until you return. There will also be a place for you to add a note to report anything you would like to share about the assignment. We will walk you through the necessary steps once you’ve been assigned a User ID and password.

https:// https://assistedrides.com/

Instructions for using Assisted Rides are in the Addendum of this manual.

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SERVICES PROVIDED BY WFIA TRANSPORTATION

• We provide transportation for care receivers to medical appointments, grocery shopping, personal business such as to the bank, social security office, insurance office, etc.

• We do not provide transportation for outpatient medical procedures requiring sedation or general anesthesia. We do not provide transportation to ABC stores.

• If the care receiver asks for another stop, it is at the volunteer’s discretion. • Care receivers may use assistive devices such as a cane or walker. A rollator walker

with a seat is acceptable, however the seat may be used to rest only. Volunteers are not permitted to push care receivers while seated in their rollator walkers.

• We do not transport wheelchairs. Please let the office know if a care receiver expects this and we will refer them to other organizations that provide this service.

• A care receiver may be accompanied by an adult family member or care giver for assistance. WFIA is unable to transport children under any circumstance.

SHOPPING

• For individuals who cannot go to the store. • Get grocery list and cash, gift card, or check from care receiver. Give a receipt for

funds received and reconcile with a receipt after shopping. • WFIA does not shop for cigarettes or alcohol.

CARE GIVER SUPPORT

• Stay with care receiver while care giver has an opportunity to run errands, attend meetings, etc. Volunteers may also take the care receiver somewhere outside the home so the care giver has an opportunity for time alone at home.

• Does NOT include any medical care, feeding or personal hygiene care. • Companionship only. • Care receiver may sometimes be talkative and sometimes not. WFIA office will

make volunteer aware of situation beforehand. Updates from volunteers are always appreciated as the status of the care receiver will likely change.

• Requires an in-home assessment. IN-HOME VISITS

• Visits in the home to offer companionship. • May provide other services if the volunteer chooses such as grocery shopping,

errands, telephone assurance, etc. Please put these separately in Assisted Rides. • This is an ON-GOING relationship. Once the match is made, and you agree to

continue with this care receiver, it is up to you to schedule visits. If things don’t seem to be working out, please contact the office.

• Requires an in-home assessment.

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VISITING CANINES • A certified therapy dog and their handler accept an assignment to visit with a senior

citizen at their home. Visits take place once a week or every other week and last for about an hour.

• This is an on-going relationship. After the first visit, handlers schedule visits directly with the care receiver and inform the Program Coordinator of their schedule.

• Requires an in-home assessment. WELL-CHECK CALLS

• Well-Check Calls – Contact a care receiver who needs a friendly call by phone. Calls should be made a minimum of once weekly, more often as needed.

• Reassurance Calls – Contact care receiver daily (or they call volunteer) to indicate they are OK.

CHORES

• WFIA does not provide services that require a professional license or a permit. • Home repair – perform minor home repairs • Yard work – minor yard work such as bush trimming, raking, weeding, etc. • Housekeeping – light house cleaning. Will be assigned specific tasks as requested by

care receiver in advance. • Assistance may be in the way of helping the care receiver sort and organize mail,

paperwork and/or help with filling out specific forms or addressing envelopes. • Requires an in-home assessment.

OFFICE ASSISTANCE

• Performs a variety of office tasks, which may include filing, photocopying and assembling of materials for mailings, meetings, reports or manuals.

• Answers telephone and assists callers.

Job descriptions for volunteers providing these services can be found in the Addendum of this document.

CONGREGATION COORDINATOR PROGRAM A WFIA volunteer who is a member of a local religious congregation is serves as Coordinator for their congregation. The Coordinator’s primary role is to advocate for WFIA in the congregation and to service as a liaison between the congregation and the WFIA office.

A job description for this position can be found in the Addendum of this document.

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GENERAL OVERVIEW OF WFIA VOLUNTEEER ASSIGNMENT PROTOCOL How will I find out about potential assignments?

1. Each week, usually on Thursdays, you will receive a report by email showing the following week’s assignment requests. You may select assignments directly from the email. You may also call or email with your choices.

2. Toward the end of each month, you will receive an email showing recurring assignments for the next month from which to choose. You may select assignments directly from the email. You may also call or email with your choices.

3. Direct phone calls made daily to fulfill requests. If you don’t already have an assignment for a particular week, we may call to ask if you have any time available to help.

What are the next steps? Once you agree to accept an assignment, here are the steps to take:

1. Note it on your calendar! Assisted Rides will provide all the contact info you need. Please call us if you need clarification!

2. Call the care receiver 24 -48 hours before the time of the assignment. This serves several purposes: It reassures the care receiver that they have a ride, reminds them that they have an appointment and if you have forgotten and they have not heard from you, they will call us, prompting us to call you! Just remember, you want to try to reach them while there is still time to reach us at the office if there is a problem. So, if they have a morning appointment, call them two nights ahead or the morning 24 hours before. If it is an afternoon appointment, the afternoon before is fine. For an early Monday morning assignment, a Friday phone call with a follow up call on Sunday is best. Things you might want to confirm during this initial call:

a. Will anyone be accompanying you? Will you be bringing along a walker? b. How long does it take you to get from your front door to the car? From the car to

the office? c. If you are taking them shopping or shopping for them, ask if their list is already

prepared. 3. We try to give you as much information about the care receiver as possible so you know

what to expect. However, things can change and we may not have the most current information. We also try to get as much information about the appointment as possible. Please call us with information that would be helpful to the next volunteer.

4. If you are unfamiliar with where they live, ask for directions and/or landmarks. Give yourself plenty of time. Some neighborhoods are very confusing, especially apartment complexes. It is very stressful for older folks to run late. Make sure you know how to get to the appointment. Included in your email with your assignment will be directions. You CANNOT assume they know how to get to where they are going. Carry your cell phone if you have one. Call us if you need help!

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5. Track and record your time and mileage for each assignment and/or visit. Start both time and mileage from the time you leave your home until you return. Log in to Assisted Rides or send monthly timesheet. Include any extra errands you may have included without our knowledge, especially trips to the pharmacy.

HELPFUL HINT: When picking up Care Receiver, make sure they have their keys, wallet and anything else they may need for their appointment

INCLEMENT WEATHER

WFIA never expects you to attempt to perform an assignment in unsafe weather conditions. Our responsibility is to keep everyone safe. If you are uncomfortable with driving conditions, contact the office to cancel your assignment. It can be rescheduled later. If the office is closed, cancel with the care receiver directly.

USE OF ALCOHOL AND OTHER DRUGS The use, abuse, or possession of illegally obtained drugs; the abuse of over-the-counter drugs; or the use of alcoholic beverages while performing the work of a volunteer with Faith In Action is prohibited. Volunteers are also prohibited from reporting for volunteer work under the influence of any type of controlled substance. Likewise, if a volunteer arrives to provide service for a care receiver who is under the influence of a controlled substance, the volunteer should leave the care receiver’s home and report the incident to the office. The office staff will contact the care receiver’s emergency contact, if available, to request assistance. Volunteers will not be permitted to purchase alcohol on behalf of the care receiver. The use of tobacco is not permitted while on assignment as a volunteer caregiver. Likewise, care receivers are instructed not to smoke while in volunteer’s vehicles.

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VOLUNTEER DO’S AND DON’TS DO… Believe…. that you are the heart of the WFIA program. Your willingness to share yourself, your time and your talents makes a tremendous difference to our care receivers. WFIA cannot exist without you! Ask Questions … to be sure you have all the information you need: who, what, where, why, when, and how. Never hesitate to ask if you are uncertain. Notify… care receiver with a telephone call 24-48 hours before the assignment. Identify yourself, confirm the request and agree upon a time. Most of our care receivers become anxious if they have not heard from the volunteer. Observe... changes in the person or the environment. Deviations from the normal routine may signal serious problems. Report… any unusual events, changes, new needs, suggestions and cancellations. Instruct… care receiver to call the office with each new request. Listen… carefully and attentively. You might be the person the care receiver spends the most time with this week! Be Creative… in your relationship. As a visiting relationship grows, you may choose to enhance it by inviting the care receiver to share in appropriate activities. Identify Yourself… by wearing your Faith In Action ID card. Be Familiar… with the guidelines for the task we have asked you asked you to perform.

Log Time and Mileage …. into Assisted Rides (or use the Volunteer Timesheet on page 17). Let Us Know… when you will be out of town or unavailable.

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DO NOT… Go Into Homes Uninvited… If you arrive for an assignment and no one answers the door, please contact the office for further assistance. Offer Advice… on legal, medical, financial or personal issues Loan Money… If a care receiver needs money, direct them to call the office. We can refer them to the appropriate community agency. Accept Money… As volunteers, we do not accept payment, whether in the form of money, gifts, or favors. THANK the Care Receiver for their generous gesture, and give them an opportunity to contribute to WFIA directly to our office.

Go Into a Situation Which Seems Unsafe…. a home, a neighborhood, etc. Call the office if such a situation occurs. Accept New Requests… from Care Receivers. Encourage them to call the WFIA office. Provide… medical services, distribute medicines or perform assistance with personal hygiene. Agree to… become Power of Attorney, executor of estate or have you name added to saving, checking or credit card accounts.

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VOLUNTEER GUIDELINES AND PROCEDURES Introduction Every individual who agrees to carry out the mission of Williamsburg Area Faith In Action in a volunteer capacity is covered by the guidelines and procedures contained in this document. These are designed to provide opportunities for individual growth, personal satisfaction, development and recognition. The policies expressed in this document do not constitute a contract of any kind and are subject to change at the discretion of the Board of Directors of Williamsburg Area Faith In Action. Each volunteer will have a job description and the opportunity for regular support. The work done by volunteers is the heart of the organization and should provide a sense of satisfaction and accomplishment. Non-Discrimination There shall be no discrimination against a volunteer or care receiver because of disability, age, race, color, ethnicity, gender, creed, national origin or socioeconomic status. WFIA respects the privacy and personal beliefs of all volunteers and care receivers. WFIA does not permit proselytizing by one faith community for members of another or the maligning of any person’s faith. WFIA encourages interaction and understanding among the faith communities and the respect for religious beliefs of all persons. The open practice or advocacy of any behavior that discriminates against any volunteer or care receiver is not permitted. Orientation Each applicant for a volunteer position is required to complete a volunteer application. The application will reflect the individual’s qualifications and skills in relation to specific volunteer opportunities. The orientation session provides the volunteer with information on the history, mission and philosophy of WFIA; reviews job requirements and expectations; and reviews policies and procedures. Every effort will be made to find an assignment for each volunteer that will be rewarding and will meet the individual’s interest, skills, experiences, needs and personality. Volunteers have the right to determine the number of hours to be offered and to refuse any appointment. Applicants will have background checks for criminal convictions, sexual offenses as well as driving records. During the orientation session volunteer caregivers will be provided with the handbook which gives guidelines and procedures for providing assistance. It is the responsibility of the volunteer to become familiar with these procedures and to follow them.

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Background Screening All volunteers must undergo a thorough background screening, including a national criminal history and sex offender search as well as a check of DMV records. WFIA reserves the right to determine a volunteer’s suitability for service based on the screening results. WFIA utilizes the services of Background Information Bureau (BIB) to conduct all screenings through their online Secure Volunteer portal:

https://bib.com/SECUREVOLUNTEER/WILLIAMSBURG-AREA-FAITH-IN-ACTION See “Background Screening Instructions” in the Addendum of this Manual for instructions on how to complete the background screening. No official appointment as a WFIA volunteer can occur until the applicant has completed orientation and all background checks approved. In special cases, the Executive Director has the authority to waive this requirement.

Each screening costs WFIA $19.45. Many organizations require volunteers to pay for their screening. At WFIA, we don’t require it, but ask volunteers to consider paying all or a portion of this fee. Checks may be made out to Williamsburg Faith in Action. Volunteer Records Williamsburg Area Faith In Action will maintain all volunteer records in a confidential manner. Names, addresses or other personal information will not be released to any outside organization or group for any reason without the written permission of the volunteer, unless such release is required by law. Confidentiality All information related to those who receive care through WFIA is to be treated as confidential. This means that any materials seen or conversations heard regarding the care receiver are not discussed nor shared in any manner without the written consent of the individual. All volunteers will be required to sign an agreement of confidentiality during the orientation session. Volunteer Services Volunteer services are described in this manual. These will be reviewed periodically and revised as ways of work and operating procedures are changed so that each volunteer has a clear understanding of duties and accountabilities.

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Position Qualifications Individuals serving with WFIA do not need to meet any minimum qualifications for most assignments. All volunteers should have a desire to serve others using their talents and gifts; the ability to work with people in the community whose circumstances leave them with social or physical needs; and a sincere respect for people of different faith backgrounds. Identification For the safety and peace of mind of the care receivers, volunteers will be given a photo ID badge indicating affiliation with WFIA. This ID should be worn while on assignment. This is also a good way to make Faith In Action visible in the community. Assignment Reporting All volunteers are required to report services provided each month using Assisted Rides or the timesheet provided. Once you become a volunteer, you will be assigned a User ID to access the Assisted Rides web-based format. Timesheet forms will be provided by WFIA to people without internet access. Reporting by email is also acceptable. A reminder email will be sent out at the end of each month. Volunteers should be accurate and timely with these reports. Please understand that this information is necessary to ensure the continuity of care for those receiving assistance and allows the organization to effectively report the services we provide. For tax purposes, a report of a volunteer’s time and miles for the year is available. Volunteer Expenses The term “volunteer” as used by WFIA implies that an individual gives of his or her time without financial compensation. Volunteers should not incur expenses other than those involved with the use of a personal vehicle while performing volunteer work. No volunteer will be reimbursed for expenses unless permission has been given in advance by the Executive Director.

Care Receivers are responsible for providing funds for groceries, bills, repairs, cleaning or other expenses incurred for their benefit. Should a volunteer caregiver find that a care receiver is not in a financial situation to provide funds for necessary items, the volunteer should discuss this with the Program Coordinator or other staff member who can make a referral to an appropriate agency. Volunteers are not permitted to receive any payment for services. If a care receiver desires to contribute, it should be sent directly to the WFIA office. Vehicles Volunteer caregivers who provide transportation services must have a vehicle in proper working condition that is fully licensed and insured. All volunteers who transport care receivers must be at least 18 years of age and have a valid driver’s license. Verification of vehicle

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insurance and DMV record must be provided to WFIA. Seat belts are to be used by the driver and passengers at all times. We do not provide transportation for care receiver’s grandchildren. Disability/Chronic Illness Policy WFIA and its Board of Directors are committed to the task of maintaining a healthy and safe environment for employees, volunteers and care receivers. It is the responsibility of all to report any injuries, illnesses, or unsafe conditions to the WFIA office and it is the obligation of all involved with WFIA to use protective equipment appropriate for the tasks to be performed. WFIA does not discriminate against a qualified individual with a disability regarding volunteer application, placement, training, or any other privileges and conditions of volunteer assignment. Additionally, WFIA does not discriminate in the provision of service to those in need based on disability or health related conditions. WFIA recognizes that volunteers with serious illnesses including, but not limited to, cancer, heart disease, and HIV/Aids, may desire to continue to engage in as many of their normal pursuits as their condition allows, which may include volunteer activities. If these persons can perform essential volunteer functions and medical evidence indicates that volunteering does not result in a direct or indirect threat of harm to themselves or others, they will be encouraged to continue to perform volunteer assignments. When warranted, reasonable accommodation may be made for volunteers with certain illnesses. While accommodating volunteers with serious illnesses and other disabilities, WFIA also recognizes its obligation to provide a safe environment for staff and volunteers. Therefore, WFIA may obtain appropriate medical direction to determine whether a volunteer’s condition poses a risk to himself/herself or to others. A volunteer’s medical information is personal and will be treated as confidential and reasonable precautions will be taken to protect information regarding health records. Volunteers and care receivers are encouraged to seek assistance from established community groups for medical treatment and counseling services. Information can be requested confidentially through the staff. Role of Children and Youth WFIA believes that it is by example of caring adults that children and youth will learn the value of using one’s gifts in service to others. There are many ways that both children and teenagers can share in the volunteer experience and develop a pattern for their own lives as they grow into adulthood. Before allowing children and youth to participate in a visit or care giving experience, approval must be requested from the WFIA office. The staff will contact the care receiver and discuss if a visit by a child or youth would be welcomed or appropriate. Volunteer caregivers are reminded

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that the elderly and disabled may not have been in contact with youth for some time and may have some reluctance to do so. Volunteer caregivers are responsible for the behavior of the children during the visit and should prepare them for the visit by discussing any special needs of the care receiver. If teenagers provide “special project” services such as yard work or home repair, they must do so under the supervision of a trained caregiver. Abusive Conduct WFIA is committed to providing an environment in which relationships are characterized by dignity, courtesy, respect and equitable treatment. It is also the policy of WFIA to provide all volunteers and care receivers with an environment free from all forms of personal or sexual harassment, abusive behavior and other forms of abuse. WFIA reserves the right to refuse or revoke volunteer placement to anyone who, in providing services advocates or promotes an environment of personal or sexual harassment. Any volunteer who believes that he or she has been the subject of abusive conduct is required to report the incident to the Executive Director or the Chairman of the Board of Directors. Any volunteer who believes that a care receiver has been the victim of abusive conduct by anyone is required to report the incident to the WFIA office. Any reports of abusive conduct will be documented and investigated. The Board and administration will take appropriate action. All reports will remain confidential to the extent possible. Court Ordered Volunteers It is the policy of WFIA to accept volunteers based on their interest and commitment to serve others to put their faith into action. In most cases, a court ordered community service requirement is not consistent with this policy. Problem Resolution If problems or grievances arise in the performance of care giving duties, the volunteer should contact the staff which will take appropriate actions until the problem is resolved. All parties involved shall maintain strict confidentiality of information throughout the process. Volunteers, when unable to resolve a problem with the Executive Director, should address their concerns to the President of the Board of Directors. Volunteer Deactivation Occasionally, the continued service of a volunteer may not be in the best interest of the mission of WFIA. Some serious problems may make it necessary to deactivate an individual from a volunteer position. This action will receive careful, detailed and confidential consideration. Some reasons that may cause a volunteer to be deactivated:

• Neglect of responsibilities or violation of confidentiality.

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• Physical, verbal, sexual or mental abuse of care receivers. • Theft of money or personal property of a care receiver. • Use of illegal drugs or alcohol while performing volunteer services. • Disregard for the safety and well-being of a care receiver. • Racism and/or discrimination in any form. • Proselytizing or maligning any faith group. • Vehicle safety issue. • Unfavorable background screening.

A volunteer caregiver may be released without advanced notice or without any opportunity to appeal the decision.

Accidents Any serious accident or fatality must be reported as soon as possible by following WFIA’s Crisis Plan. A copy of this is provided to all volunteers during the orientation session via this handbook.

CRISIS PLAN

In the event of any life-threatening situation, a fatality, or other crisis that might cause substantial news media interest the following procedures shall be followed:

1. Priority is given to the protection of the injured person. Take action as is necessary to reduce danger.

2. Notify the WFIA office, Executive Director or Board Chairperson as soon as possible: a. WFIA office: 757-258-5890 b. Ashleigh Washington, Executive Director: 757-561-9454 (cell) c. Charlie Martino, Board Chairman: 757-504-6871 (cell)

3. Make NO statement (oral or written) which could be interpreted either as an assumption or rejection of responsibility for the occurrence.

4. Do NOT give information to any representative of the news media. 5. Do NOT speculate as to the cause, outcome or motive to anyone. 6. Get the names and addresses of witnesses or others involved.

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HOW TO RELATE TO CARE RECEIVERS (Adapted from 2004 Faith In Action National Conference Workshop)

Building Rapport with Care Receivers

• Place yourself at the same level as the person with whom you are visiting. Sit down, if only for a few minutes.

• Say the person’s name. Establish with the person how they wish to be addressed. • Be yourself. Be ordinary. Take time to settle in. Let the person take your measure. This is

a relationship; it cannot be one-sided. • Observe and match mood and behavior. Match behaviors by breathing or talking at the

same pace, or by sitting in the same position as the person. This creates the feeling that you are the “right” kind of person.

• Be guided by the care receiver about how much contact is comfortable. Some people want eye contact or physical contact. Others feel that it is an intrusion.

• Find common ground (e.g. explore interests, preferences in music, care receiver’s background.)

• Always acknowledge heaviness, sadness, anger, or frustration before any other issues are raised.

• Encourage the care receiver to talk about his or her own feelings. • Ask, don’t tell.

How Do You Know You Are on the Right Track?

There may be: • A smile – sometimes a secret smile • A startled reaction • Welling up of tears • Slowing of breathing • Color returns

How Do You Know You Are Off the Track?

There may be: • An expression of tiredness – be sure not to over-extend the visit • Negative response • A tensing up • A quickening of breath • A holding of breath • No response

How Do You Get Back on Track?

• Ask the person what is happening now. • Ask if there is something the person needs to do. • Invite the person to do what they need to do.

Things to Avoid:

• Talking only about yourself

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• Turning off the person’s emotions • Attempting to comfort with clichés • Warnings • Lecturing and blaming

Cultural Aspects: Things You Need to Know

• Be careful addressing people you don’t know well, particularly people you serve, by their first names. Ask what they would like to be called.

• Don’t assume you are being threatened if people from other cultures stand close to you while you are speaking. Evaluate their intent before acting and if the situation makes you uncomfortable, express it.

• Don’t be too friendly or aloof with people you don’t know well. • Listen. Listen. Listen. Learn about others and be alert for cultural misunderstandings.

However, also allow time for silences. • Don’t readily interpret the unwillingness of someone to look you in the eye as

deviousness. Do not try to “stare people down.” • Be respectful in touching. Respect the care receiver’s space and dignity. • Moderate your tone and how loudly you speak. Slow down and talk more slowly. It will

not only allow a non-native speaker to understand you but it will allow you to consider your choice of words.

• Do not talk about a culture even when you feel you are with individuals who share your cultural heritage.

• Always respect the beliefs of others, no matter how odd they seem when compared with your own.

• Be aware that different cultures use eye contact and gestures in different ways. If touching feels inappropriate or threatening, report to the office.

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INSURANCE COVERAGE It doesn't happen often, but when it does, the results can be serious...a volunteer is injured, or injures someone else, while performing his or her volunteer duties. One of the benefits of volunteering at WFIA is that you are provided backup insurance protection in case these things happen to you. Your personal insurance is primary (medical, auto, etc.), but WFIA provides excess accident medical and liability coverage through CIMA’s Volunteer Insurance Service (VIS). VIS was established over 40 years ago to address the accident and liability concerns that are shared by many volunteers, would-be volunteers and the nonprofit organizations that use their help. Below is the coverage provided to WFIA volunteers.

Volunteers Insurance Services (VIS) Insurance Program

SUMMARY OF COVERAGES Excess Accident Medical Coverage

This coverage is in excess of any other health insurance that you have in place. The excess accident medical coverage will pay up to $50,000 for medical treatment, hospitalization and licensed nursing care required as the result of a covered accident. The insurance applies while you are traveling directly to and from, and while you are participating in, volunteer related activities. Initial medical expenses must be incurred within 60 days of the accident. Expenses are then covered for a one-year period following the accident.

,' Dental care is covered up to $500 per tooth for accidental injury to teeth and repair of dentures. Maximum benefit for dental care is $900 per accident.

This coverage also provides up to $50 for repair or replacement of eyeglass frames and up to $50 for repair or replacement of eyeglass prescription lenses damaged as a result of a covered accident.

) The maximum benefit under the Excess Accident Medical coverage, including dental and eyeglass expenses, is $50,000.

This insurance does not duplicate benefits payable under any other valid and collectible insurance coverage.

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Accidental Death and Dismemberment Coverage - In addition to the accident medical coverage, the plan will pay benefits for death or loss of limb or sight, occurring within one year as a result of a covered accident.

Excess Volunteer Liability Insurance

All registered volunteers (collectively) of the organization are provided with excess volunteer liability insurance at a limit of $1,000,000 per occurrence (subject to an annual aggregate for each named organization.) This policy provides protection if you are liable for bodily injury or property damage arising out of the performance of your duties during your volunteer assignment. This coverage is in excess of and noncontributing with any other valid and collectible insurance you may have.

Commonly Asked Questions

1. I have medical bills related to an accident while I was volunteering. Who do I send the bills to?

The accident medical plan pays in excess of any other health insurance coverage you have. Send all of the bills to your current health insurance company.

2. I see that the policy provides excess protection if I cause bodily injury or property damage. What if there is on allegation of sexual misconduct or sexual abuse?

The policy does not provide protection in the event of a criminal proceeding, but it may provide protection in the event of a civil proceeding. You would be entitled to a defense against an allegation of sexual abuse or sexual misconduct under the volunteer liability contract, and up to a total of $1,000,000 in payments by the insurer for judgments, settlements, and legal defense. However, the policy would not defend or indemnify you if you admitted wrongdoing, or if the allegations against you proved true.

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Addendum

The following pages include important documents for volunteers to read and understand.

• Assisted Rides Instructions

• Background Screening Instructions

• Volunteer Timesheet

• Shopping Receipt

• Job Descriptions

• Care Receiver Policy and Procedures

• Driving Policy

• Visiting Canines Assignment Protocol

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Assisted Rides Instructions

To ASSIGN a request to yourself: 1. Click the STATUS of the request to bring up the “Driver Trip Update” window 2. Click on the “Assign Me As Driver” button 3. Click on the “Close” button

To REMOVE yourself from a request:

1. Click the STATUS of the request to display the '”river Trip Update” window 2. Click on the “Remove Me As Driver” button 3. Click on the “Close” button

To Update a request as COMPLETED and ADD ADDITIONAL STOPS:

1. Click the STATUS of the request to display the “Driver Trip Update” window 2. Select COMPLETED in the “New Status” drop down box, enter mileage and hours 3. Click the UPDATE button 4. If no additional stops were made, click “Close.” IF ADDITIONAL STOPS WERE MADE,

COMPLETE THE FOLLOWING BEFORE CLICKNG CLOSE. a. Click the “Add Stops” button b. Check additional stops and click the “Update” button c. Click the “Close” button

To Add A Volunteer Note (optional):

1. Click on the STATUS of the request to display the “Driver Trip Update” window 2. Click on the ADD DRIVER NOTE button 3. Add note and click the “Update Driver Note” button

To View Trip Manifest:

1. Click the “Display Trip Manifest” button 2. Select DATE of trip(s) and click the SUBMIT button 3. You may optionally display a map by clicking on the “Display Map” button

To View the Completed rides/services Report:

1. Click on the “Display Completed Rides Report” button 2. Report defaults to show the last 30 days of rides. 3. Enter new date range or check the “All Rides” box and click the GO button

NOTE: If you are not comfortable using Assisted Rides, please contact the office and we will complete input the information into Assisted Rides for you.

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Background Screening Instructions Instructions:

1. Open your web browser to the following URL: https://bib.com/SECUREVOLUNTEER/WILLIAMSBURG-AREA-FAITH-IN-ACTION

2. Click “I Want to Volunteer.” 3. Follow the online prompts to review the disclosure and your rights. 4. Electronically sign the “Authorization and Acknowledgement” page. 5. Complete ALL fields on the “Tell Us About Yourself” form. 6. Follow the online prompts to submit your form. 7. You will receive an email confirming your submission. The email will also include a web

link for you to track your application.

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Williamsburg Area Faith In Action Volunteer Timesheet

354 McLaws Circle, Suite 2 Williamsburg, VA. 23185 (757) 258-5890 (757) 258-5846 (fax) info@wfia.org

Volunteer Name: ____________________________ Month: _________________

Date Receiver's Name Destination Service Provided Hours Miles

Please submit this timesheet at the end of each month unless you account for your time and travel through the Assisted Rides software.

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WILLIAMSBURG AREA FAITH IN ACTION

Shopping Receipt The Volunteer and Care Receiver should complete and sign the receipt every time money is exchanged. The Volunteer should keep this form for his/her records. You may take a photo with your phone. Date Volunteer Name Care Receiver Name Type of currency exchange: Cash Check Gift Card $ Received by Volunteer $ Total cost of items (give receipts to Care Receiver) $ Change returned to Care Receiver

I accept this accounting as correct: Care Receiver Signature Volunteer Signature

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Job Descriptions ALL VOLUNTER POSITIONS

• Provide safe and caring services to assigned care receivers. • Maintain confidentiality. • Follow all WFIA policy statements. • Keep WFIA updated on information concerning care receivers. • Maintain vehicles in save operating condition. • Maintain vehicle insurance and a current driver’s license, and keep WFIA notified of

expiration dates. • Report all assignments monthly (i.e., assignment, time, mileage, etc.) • Do not offer advice to care receiver.

TRANSPORTATION VOLUNTEER DUTIES • Provide transportation for care receivers to medical appointments, grocery shopping,

personal business such as to the bank, social security office, insurance office, etc. • Provide additional stops at the volunteer’s discretion • Transport assistive devices such as canes and walkers. If a rollator walker with a seat is

transported, volunteers are not permitted to push a care receive while seated. Do not transport wheelchairs. However, if a wheelchair is provided at the care receiver’s destination, volunteers may push the care receiver in the wheelchair.

• Transport pets at the volunteer’s discretion. • Transport an adult family member or care giver for assistance. Do not transport

children under any circumstance. SHOPPING VOLUNTEER DUTIES

• Get grocery list and cash, gift card, or check from care receiver. • Shop for care receiver, purchasing items requested. • Give a receipt for funds received and reconcile with a receipt after shopping. • Do not shop for cigarettes or alcohol. • If products cost more than the cash received, return products to shelf. Do not pay the

difference.

CARE GIVER SUPPORT VOLUNTEER DUTIES • Provide companionship to care receiver while care giver has an opportunity to run

errands, attend meetings, etc. • Do not provide medical care, feeding or personal hygiene care.

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IN-HOME VISIT VOLUNTEER DUTIES • Provide ongoing companionship to care receivers through regular visits. • May provide other services if the volunteer chooses such as grocery shopping, errands,

telephone assurance, etc. Please put these separately in Assisted Rides. • After the initial visit, schedule visits directly with the care receiver. • The length and frequency of visits should be determined jointly by the volunteer and

care receiver. VISITING CANINES VOLUNTEER DUTIES

• Provide ongoing, in-home companionship to care receivers through regular visits with a certified therapy dog.

• Visits should take place once a week or every other week and last for about an hour. • After the initial visit, schedule visits directly with the care receiver.

TELEPHONE CALL VOLUNTEER DUTIES • Well-Check Calls – Contact a care receiver who needs a friendly call by phone. Calls

should be made a minimum of once weekly, more often as needed. • Reassurance Calls – Contact care receiver daily (or they call volunteer) to indicate they

are OK.

CHORES VOLUNTEER DUTIES • Perform minor home repair and/or yard work such as bush trimming, raking, weeding,

change lightbulbs, etc. • Perform light housekeeping duties • Complete specifically assigned tasks only.

PAPERWORK VOLUNTEER DUTIES • Assist care receivers in sorting and organizing mail/paperwork. • Assist care receivers with filling out forms or addressing envelopes. • Do not pay bills.

OFFICE ASSISTANCE VOLUNTEER DUTIES • Perform a variety of office tasks, which may include filing, photocopying and assembling

of materials for mailings, meetings, reports or manuals. • Answers telephone and assists callers.

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CONGREGATIONAL COORDINATOR • Serve as liaison between volunteers and the WFIA office.

o Welcome new volunteers from the congregation. o Keep volunteers in the congregation informed of WFIA training opportunities, needs,

requests, etc. o Notify the WFIA office of any volunteer concerns.

• Serve as liaison between the congregation and the WFIA office. o Advocate for, and promote WFIA through congregational bulletins, newsletters,

posters, mission fairs, etc. o Arrange meetings/speaking engagements for WFIA Staff, Board members and/or

Congregational Coordinator to share WIFA’s program with the congregation. o Recruit volunteers from within the congregation. o With cooperation with the Pastor/Rabbi/Priest and/or other congregational leaders,

identify those within the congregation who may need WFIA services. o Notify the WFIA office of any concerns of the congregation.

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Care Receiver Policy and Procedures Who We Serve Care receivers are defined as seniors:

• People age 60 and over. • Those who are “grandfathered” in who are under 60 will remain our clients until they

leave the program. • Physically disabled adults: WFIA’s services are for people whose level of functional

disability may be observed by others, and/or verified by family or medical personnel. Submitting false information during the initial home visit may be grounds for non-admission or dismissal from the program.

Non-Discrimination Policy: We have no restrictions regarding race, gender, religion, physical or mental disability, marital or family status, income, political beliefs, sexual orientation, national origin, or any other basis prohibited by applicable federal, state, or local law. Client Setting WFIA services are for people living in their own homes. We do not provide services to people who reside in a licensed facility, including:

• Nursing Care Facility • Assisted & Independent Living Facilities • Continuing Care Retirement Community (CCRC) • Hospice

Service Area We provide services to residents of the City of Williamsburg, James City County, and the Bruton District of York County. Services we provide

a) Priority Services: • Transportation to medical appointments • Transportation to purchase medications; or medications are picked up on behalf

of the care receiver • Transportation to purchase food. Shopping may be done for the care receiver

with payment arrangement made in advance. • Transportation to pick up items from FISH, Salvation Army, Grove Outreach

Center (food banks) • Transportation to conduct personal business, such as the bank, social security

office, insurance office, etc. • Visits and Telephone Reassurance - to prevent social isolation

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• Well-Check Calls – daily calls for seniors who live alone • Care Giver Support – a weekly break for a 24/7 caregiver

b) Secondary Services (necessary for other aspects of daily living):

• Transportation to other errands such as the post office • Transportation to the beauty or barber shop • Reading aloud • Chores to provide safety and hygiene at home, when the care receiver is unable

to perform them • Fetching and sorting mail; reading and processing non-financial mail • Limited yard work and minor home repairs

Services We Do Not Provide

• Transportation for out-patient medical procedures requiring sedation or general anesthesia

• Services that require a professional license, such as personal care or medical care • Home repair that requires a permit or special license (plumbing, electrical, etc.) • Financial services, such as bill paying or preparing taxes • Purchasing or selling any item of value (such as an automobile, real estate) on

behalf of a care receiver • Legal advice or assistance • Transportation that involves employment, such as to a job interview, to a

workplace, or to the unemployment office • Trips to the airport or train station; or to pick up care receivers’ out of town

visitors from these facilities • Transportation to participate in adult day programs such as the Senior Center

and Respite Care PROGRAM GUIDELINES Transportation Services:

• Local transportation requests require 2 full business days advance notice. Weekends are not considered business days.

• Care receivers requesting out of town medical appointments are required to give at least a seven-day advance notice. We reserve out of town trips for medical specialists that cannot be found locally. Please schedule appointments between 10:00 am and 3:00 pm to avoid traffic.

• We ask that care receivers space their regular appointments and shopping trips so multiple trips do not cluster in the same week or on the same day.

• Care receivers should avoid asking the volunteer to make additional stops except to pick up a new medication following a doctor’s appointment.

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• Care receivers must call the WFIA office with all requests; care receivers should not call volunteers directly.

• Care receivers may use an assistive device, such as a cane or walker, to assist with ambulation. A rollator walker with a seat is acceptable, however the seat may be used to rest only, not for transport, as per manufacturer safety guidelines. Volunteers are not permitted to push care receivers while seated in their rollator walkers. WFIA cannot transport wheelchairs or wheelchair bound individuals.

• Supportive assistance from a volunteer for the visually impaired is allowed. • A care receiver may be accompanied by an adult family member or care giver for

assistance. The WFIA office must be notified of the additional passenger when the transportation request is made. WFIA is unable to transport children under any circumstances.

• Care receivers must not smoke or be under the influence of alcohol or illegal drugs while being assisted by a volunteer.

• WFIA reserves the right to limit transportation requests to 2 per week based on limited volunteer availability as necessary.

• Care receivers in need of transportation who fall under one of the criteria below will be referred to the appropriate care providers:

o Ford’s Colony residents (referred to Caring Neighbors) o Medicaid recipients (referred to Medicaid funded transportation, i.e.

Medicaid Cab) o Veterans going to VA facilities (referred to DAV) o Multiple weekly appointments for physical therapy, dialysis,

chemotherapy, radiation treatment (referred to RIDES or WATA) o Those physically able to use the RIDES van will be asked to do so for

medical trips. Those requiring wheelchair transportation will be referred to RIDES for medical needs and WATA ParaTransit van for medical and non-medical needs.

In-home Services: Care Giver Support, Visiting, Housekeeping and Chores. An assessment by WFIA is required before care receivers can receive in-home services.

• In-home service requests require at least seven days advance notice. • Care receiver’s home must be a safe and healthy environment for volunteers.

Considerations include: o Unsanitary or unhygienic conditions evidenced by, for example, an

accumulation of garbage or rotting food, excessive human or animal waste, or foul odors

o Evidence of infestation of insects or vermin, such as pests (living or dead, visible or audible), feces, or gnawed packaging or cabinetry.

o Poor home maintenance such as broken step balusters or railings; or appliances that are shorting, leaking, overheating or smoking

o Poor air quality such as heavy cigarette smoke, or improperly ventilated wood stove or heater

o Presence of excessive mold, mildew, dust, or other allergens

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o Fire safety considerations, such as exits and entrances blocked, improper storage of flammable items, use of oxygen by smoker

o Evidence of illegal activity o Unsecured firearms o Unsafe conditions must be corrected and a safe environment maintained

before volunteers may provide services. Staff provides referrals to appropriate agencies when a home is too unsafe for volunteers. The care receiver may request an additional home visit after the hazards are corrected. If the hazards result from a condition that is unlikely to be correctable, the care receiver may be permanently dismissed or not admitted into the program.

• Care receiver must be able to allow volunteer into the home. Volunteer will not have a house key.

Cancellation Policy: In an effort to provide our volunteers with the utmost respect and consideration of their time and their other commitments, notice of at least 24 hours is requested for all cancellations. The only acceptable reasons for cancellations with less than 24 hours’ notice are: cancellations by the physician's office, care receiver hospitalization, acute illness or other family emergency. Cancellations for any other reason will be considered Unacceptable. If a trip or service is scheduled and the care receiver is not present or prepared at the pre-arranged time then the event will count as a No-Show. Three No-Shows or Unacceptable cancellations in a 6-month period will result in suspension of services for 3 months. If a Monday appointment needs to be cancelled during a weekend, please leave a message on the Williamsburg Area Faith In Action answering machine. The Program Coordinators have the authority to make all final determinations. Material Transactions:

• Care receivers may not offer gifts of value or money to our volunteers, including paying for gas.

• Care receivers are expected to pay for out-of-pocket costs to park a vehicle when given transportation.

• Care receivers may not give volunteers keys to their cars or homes. • Care receivers and volunteers may not exchange anything of material value (no

purchasing, selling, or gifting of items shall occur between the two) For All Services:

• Care receivers or their representative must possess the cognitive skills sufficient to understand the program, arrange for scheduled services and remember those arrangements.

• A family member may arrange for services on behalf of a care receiver. The care receiver still needs to be aware of all arrangements and be prepared for any volunteer who has been assigned to provide assistance.

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• Care receivers must not be under the influence of narcotics or alcohol, or other drugs that affect judgment or cognition at the time of service delivery. Volunteers must refuse to service care receivers who are under the influence. Violation of this policy will result in immediate termination from the program.

• Care receivers must be able to independently carry out their activities of daily living (ADL’s), or have their caregiver’s assistance with ADL’s such as:

o Bathing o Dressing o Toileting o Feeding o Transferring from bed or chair (may use cane, walker, or fixed support o Medication Management

• Care receivers must not live in an adult family home, assisted living or independent living center, or nursing home.

• If a care receiver refuses the help of a particular volunteer for no justifiable reason, we will not reschedule that request.

• Care receivers who are verbally and physically abusive will have services terminated.

• Care receivers must be safe at home and in the community. Services will not be provided that will enable a care receiver to continue living independently when it is no longer safe based on WFIA’s assessment of the situation.

• If a care receiver is not, or is no longer appropriate for the program, WFIA will terminate volunteer services and refer the care receiver to other resources.

• The care receiver’s emergency contact will be contacted when the care receiver appears to no longer be appropriate for the program.

• Care receivers must follow the Grievance Procedure provided at the end of this document to resolve any problems regarding services.

When care receivers are deemed ineligible for in-home services, the following procedures will be followed:

• Before a home visit: o Program Coordinator makes a referral to other programs if initial

screening criteria are not met o Program Coordinator informs the potential care receiver who meets

initial screening criteria that the person conducting the visit will use additional criteria to determine program eligibility

• During a home visit: o The person conducting the home visit informs the potential care receiver

that he or she may be found ineligible for services, even after the home visit is complete.

• After a home visit: o If potential care receiver does not meet program criteria as determined

at the home visit, the Program Coordinator will inform the client in writing within one week of the home visit and refer the person to other programs as appropriate.

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• After being accepted as a care receiver: o The care receiver may have periodic reassessment home visits. o If care receiver does not meet program criteria as determined at the

reassessment home visit, Program Coordinator will inform the care receiver in writing within one week of the home visit and refer the care receiver to other programs as appropriate.

• Once a care receiver no longer qualifies for WFIA services, for whatever reason, the relationship between volunteers and the care receiver terminates. WFIA will no longer track hours or mileage, or provide insurance coverage.

Care receivers request of unauthorized services Care receivers may neither request nor receive any of the following services from a volunteer:

• Medical or health care services, such as administering medication or providing any other nursing-related care.

• Personal care services, which include “stand-by” or hands-on assistance with bathing, showering, feeding, toileting, or transferring.

• Legal services, such as serving as a Power of Attorney for finances or health care decisions; signing any paperwork; paying bills; or being involved in anything to do with estate planning or will preparation.

• Services that have a potentially significant impact on the client, such as selling a home, car, or other asset.

Violation of this policy may lead to discontinuation of services.

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Driving Policy and Procedures BACKGROUND:

One of the leading causes of injuries to nonprofit staff and volunteers — and of lawsuits filed against nonprofit organizations — is vehicular accidents. Such risks exist whenever a car is used on behalf of a nonprofit organization. WFIA faces at least three categories of transportation related risks: drivers, vehicles, and passengers. Generally, our volunteers are the drivers. Their vehicles are privately owned and insured. Care receivers are the passengers. We'll address each of these categories.

When an employee or volunteer is involved in a vehicular accident while serving WFIA, WFIA may become involved in claims for personal injury, damage to or loss of property, and/or tort liability. As a nonprofit, WFIA, may be held vicariously liable for any damage or injury caused by its drivers — whether the driver is a paid staff member or a volunteer. Two conditions must be met for the nonprofit to be vicariously liable — control and scope. The nonprofit can be held liable if it had the right to control the driver. (Control indicates that the organization: decided to undertake the activity; planned the scope and details of the activity; asked the particular driver to participate; and could have reassigned the task to someone else.) Second, the nonprofit can be held liable if the activity causing the harm was within the scope of the driver's position and duties. (Scope indicates the activity: is consistent with the organization's mission; is a regular part of the organization's program; was authorized by someone within the organization; was part of the driver's job description; was related to the volunteer's normal duties; and the activity benefited the nonprofit.) (Summarized from "Steering Clear of Transportation Risks.' Public Entity Risk Institute Home Page — Resource Library / Audience / Nonprofits. 09/01/1999. https://www.riskinstitute.org). WFIA establishes the safe driving standards and program requirements listed herein. WFIA has the right to deny employment or volunteer status to candidates based on their driving records.

PURPOSE:

To promote safe driving by employees and volunteers and protect the mission, personnel and other assets of WFIA.

SCOPE:

All employees and volunteers who operate private vehicles on WFIA business.

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POLICY:

A driver's license record check will be conducted with the permission of the candidate at time of employment / volunteer training and at least tri-annually thereafter. In addition to having a valid driver's license, employees and volunteers must maintain a safe driving record according to these requirements:

1. No more than two moving violations in a twelve (12) month period, or 2. No more than three moving violations in a twenty-four (24) month period, or 3. No record of convictions associated with Driving Under the Influence (DUI),

reckless driving, eluding police, leaving the scene of an accident, or manslaughter (voluntary or involuntary) within the past sixty (60) months.

4. No record of current revocations or suspensions or previous revocations or suspensions associated with moving violations within the last sixty (60) months.

Failure to meet these requirements and/or failure to demonstrate the ability to drive safely will constitute an unsafe driving record.

RESPONSIBILITIES:

PROGRAM COORDINATOR:

Conduct driver's license record checks, with the permission of the candidate, at time of employment / volunteer training and at least tri-annually thereafter.

Notify the Executive Director if the results of an employee's or volunteer's initial or periodic driver's license check shows an invalid license or that the employee / volunteer has an unsafe driving record as defined above.

Recommend to the Executive Director appropriate action to take in cases where employees / volunteers fail to maintain safe driving program standards. These actions may include warning, training, temporary assignment to inactive volunteer status, termination, or others as appropriate.

Maintain a record of driver's licenses, proof of insurance, and periodic updates of both for employees and volunteers.

Maintain a list of employees / volunteers assigned temporarily inactive status or terminated as a result of failure to meet these policy requirements.

Conduct periodic reviews of driving records of volunteers assigned temporarily inactive status.

EMPLOYEES AND VOLUNTEERS:

Sign an acknowledgement that they have been informed of, understand, and will comply with the WFIA driving policy.

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Maintain a current, valid Virginia's driver's license.

Authorize Motor Vehicle Record (MVR) checks to determine compliance with WFIA's minimum criteria for driving.

Maintain automobile insurance consistent with at least minimum amounts required by the Commonwealth of Virginia.

Provide a copy of driver's license and proof of insurance to the Program coordinator at time of employment / volunteer training and upon periodic renewal of either.

Inspect, maintain and operate vehicles in accordance laws of the Commonwealth of Virginia.

Report at-fault accidents, convictions associated with Driving Under the Influence (DUI), reckless driving, eluding police, leaving the scene of an accident, manslaughter (voluntary or involuntary), or moving violations involving the employee/volunteer driver to the Program Coordinator as soon as possible.

Pay all fines resulting from violations of motor vehicle regulations.

PROCEDURE:

If an initial or periodic Motor Vehicle Record check reveals a driving record that falls below the eligibility criteria established by WF IA, the employee / volunteer will be subject to corrective actions which may include training, being assigned to inactive volunteer status, termination, or others as appropriate.

SAFETY:

Drivers are to obey all traffic laws including use of seatbelts and shoulder straps while vehicles are in motion.

Drivers shall not consume alcohol or drugs (illegal and/or prescription that could impair abilities) prior to or while operating vehicles.

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Visiting Canines Protocol

1. When WFIA receives a request for a Visiting Canine team, the Program Coordinator will first conduct a phone interview with the care receiver to determine eligibility.

2. The Program Coordinator will then complete an in-home assessment to determine needs, preferences if any, and to determine the best match.

3. A tentative time and date for the first visit will be set.

4. The Program Coordinator will contact the handler of the team determined to be the best match and to discuss the first meeting date/time. A follow up email will be sent with the pertinent information about the care receiver, location and first visit date and time.

5. The Program Coordinator will accompany teams on all first visits to ensure the best match has been made.

6. An evaluation of the first visit will take place by talking with the volunteer and the client.

7. The volunteer will then set up dates/times for future visits with the care receiver, preferably on a weekly or every other week basis. This should be an on-going relationship.

8. If possible, be consistent with the day and time so the care receiver will remember.

9. Call the care receiver the day before the visit to ensure they remember and are up for the visit, no emergencies have occurred, etc.

10. Log your miles and time (including time driving to and from) in Assisted Rides system. You will be given a Login ID. Please keep this updated at least monthly.

11. For liability reasons, please keep WFIA up to date on when your visits are occurring and feedback on each through the Assisted Rides or via email.