2017 Volunteer Policies and Procedures

2017 Volunteer Policies and Procedures

Welcome to the Douglas County Emergency Management Volunteer Policies and Procedures Training Refresher. Please take a few moments and review the Policies and Procedures and complete the test questions. By submitting your responses, you agree to abide by the Policies and Procedures explained in the next several pages. Please let Jillian (jrodrigue@douglas-county.com) know if you have any questions or concerns. Good luck and thank you for your service!

2.1: INTRODUCTION TO POLICIES

Douglas County Emergency Management has many responsibilities. To fulfill some of these responsibilities, the services of volunteers are needed. This document is intended to be a guide for both emergency management staff, and for emergency management volunteers.

Douglas County Emergency Management utilizes the services of volunteer groups to assist in fulfilling the responsibilities tasked to the agency in the Douglas County Emergency Management Plan. The volunteer groups include Skywarn, Auxiliary Communications Team (ACT), and Community Emergency Response Team (CERT) volunteers.

Skywarn volunteers are authorized as weather spotters who report severe weather activity occurring in Douglas County. ACT volunteers are licensed amateur radio operators who provide alternative communications capabilities. CERT volunteers receive specialized training and are able to assist local first responders during disasters. All volunteer groups assist DCEM in the operations of special events and/or trainings.

The purpose of these procedures is to establish the parameters within which these authorized volunteers will serve, and to facilitate the management and supervision of the Skywarn, ACT, and CERT volunteers who are enrolled and authorized by Douglas County to provide specific functions with Douglas County Emergency Management.

Douglas County Emergency Management, Douglas County Administrative Services, and the Douglas County Emergency Management Board review these policies and procedures on a regular basis. Any questions regarding these policies and procedures should be directed to the Emergency Management Director.

2.2: VOLUNTEER REQUIREMENTS & APPLICATION

In order to provide appropriate supervision and assume responsibility for volunteers, the following minimum qualifications have been established:

Be at least 18 years of age
Complete the Douglas County Harassment Free Workplace Training as provided by the Assistant County Administrator.

In addition, individuals desiring to be enrolled and authorized as Emergency Management volunteers will:

Complete and submit the Douglas County Emergency Management Volunteer Service Application.
Applicant will be notified when his/her application has been received and will be asked to submit the following:
1. Copy of current driver's license
2. Proof of automobile insurance
3. Copy of driving record
4. Completion of the Background Check form
5. Copy of licenses (amateur radio), and/or training certification (CERT)
Upon submission of the required documentation, a meeting will be scheduled with Douglas County Emergency Management staff to review the Volunteer Policies and Procedures.
A copy of the Douglas County Emergency Management Volunteer Policies and Procedures will need to be signed and submitted by the applicant.
Complete a drug screen at the location specified by Douglas County Emergency Management.
Complete and submit Volunteer ID Card Information form.

Once the application criteria have been met, the applicant will be authorized as a volunteer, eligible to attend meetings and trainings, and issued an identification card. Application forms are available in the Douglas County Emergency Management office, or on the Douglas County web site (www.douglascountyks.org). Douglas County may conduct additional screenings on all applicants. The Emergency Management Director may approve individuals meeting the qualifications. Applicants will be notified in writing of rejection for volunteer service. Each Emergency Management volunteer must complete the Community Emergency Response Team (CERT) course within 12 months of initial authorization as a volunteer. Minimum annual participation and training requirements have been established in order to maintain a cadre of active and trained volunteers. All volunteers have the responsibility to be familiar with the training and participation requirements. Each volunteer service group may have requirements specific to the group operations. Emergency Management volunteers are encouraged to be members and/or participate in the training and meetings of other Emergency Management volunteer groups. However, a primary volunteer membership needs to be established. This is to ensure an adequate number of volunteers committed to each of the primary volunteer service areas.

2.2.1 VOLUNTEER REQUIREMENTS FOR SKYWARN MEMBERSHIP:

In addition to meeting all the requirements in Section 2.2, additional requirements have been established for all new Skywarn volunteers.

Participation in 50% of group activations (Required for primary affiliation only)
Attendance at 50% of group meetings/trainings

Mandatory Meetings:

Severe Storm Spotter Training/Test**/Exercise
Spotter Locations Training*
Radio Etiquette Training*
Weather 101
Severe Weather Symposium
Volunteer Policies and Procedures Training

First year Skywarn members are paired with a veteran volunteer during activations. Failure to participate in at least 50% of Skywarn activations during a volunteer's first year or if DCEM staff determine that additional mentoring is needed a continuance of activations with a veteran Skywarn member will be maintained until successful completion of requirement is fulfilled.

Volunteers are also encouraged to participate in special events and/or additional trainings sponsored or offered by DCEM. It is the responsibility of each volunteer to notify Emergency Management staff if he/she is unable to attend a training, exercise or scheduled event.

CONTINUED VOLUNTEER REQUIREMENTS FOR SKYWARN MEMBERSHIP

In addition to meeting all the requirements in Section 2.2, additional requirements have been established for continued membership with Douglas County Skywarn.

Participation in 50% of group activations (Required for primary affiliation only)
Attendance at 50% of group meetings/trainings

Mandatory Trainings:

Severe Storm Spotting Training* / Test** / Exercise*
Spotter Locations Training*
Radio Etiquette Training
Severe Weather Symposium
Volunteer Policies and Procedures Training

Annually, all authorized volunteers must pass an annual background check. Every two years, all authorized volunteers must complete the Douglas County Harassment Free Workplace Training as provided by the Assistant County Administrator. This training will be scheduled through Douglas County Emergency Management.

DCEM encourages all Skywarn members to attend one Weather 101 course. Volunteers are also encouraged to participate in special events and/or additional trainings sponsored or offered by DCEM. It is the responsibility of each volunteer to notify Emergency Management staff if he/she is unable to attend a training, exercise or scheduled event.

Volunteers must successfully complete the minimum group requirements to remain a volunteer in good standing.

* Trainings that must be completed by all authorized Skywarn volunteers prior to being issued equipment and activated as a Skywarn volunteer.

** Volunteers must pass the weather spotter test, given by DCEM, with a score of 70% or better

2.2.2: VOLUNTEER REQUIREMENTS FOR ACT MEMBERSHIP

In addition to meeting all the requirements in Section 2.2, additional requirements have been established for all ACT volunteers.

To remain an authorized volunteer, each ACT volunteer must complete the following annually:

Participation in 50% of group activations (Required for primary affiliation only)
Participation in 50% of Monday night nets
Attendance at 50% of group meetings / trainings

Mandatory Trainings:

Volunteer Policies and Procedures
Radio Etiquette

Volunteers must successfully complete the minimum group requirements to remain a volunteer in good standing.

2.2.3: VOLUNTEER REQUIREMENTS FOR CERT MEMBERSHIP

In addition to meeting all the requirements in Section 2.2, additional requirements have been established for all CERT volunteers.

To remain an active volunteer, each CERT volunteer must complete the following annually:

Participation in 50% of service group activations (Required for primary affiliation only)
Attendance at 50% of service group meetings/trainings

Mandatory Trainings:

Volunteer Policies and Procedures Training
Radio Etiquette Training
Weather 101

Volunteers must successfully complete the minimum group requirements to remain a volunteer in good standing.

2.3: VOLUNTEER RISK MANAGEMENT

Douglas County Emergency Management volunteers are provided Worker's Compensation coverage when activated to provide services to, and under the authority of, Douglas County Emergency Management in accordance with established Douglas County policies and procedures.

Should a volunteer be injured while performing volunteer service to Emergency Management, the following steps will be taken:

Volunteer must immediately notify the Emergency Management On Call Staff.
Emergency Management staff will provide the injured volunteer with instructions for receiving medical assistance.
Injured volunteers should seek immediate medical assistance if the injury justifies it. If waiting for instructions would not aggravate the injury, then the volunteer will wait for instructions from Emergency Management Staff.

2.4: VOLUNTEER RECORDS

Douglas County Emergency Management will maintain records on all approved volunteers. Records kept will include:

Volunteer Application
Current address and telephone numbers
Approved training hours, certificates, and related training information
Copy of appropriate licenses and certifications
Participation hours
Proof of automobile insurance
Equipment loan records

Other records required for applicant's qualifications as a volunteer, such as the results of background checks and drug screening are for official use only, and are not maintained by Douglas County Emergency Management.

It is the volunteer's responsibility to notify Douglas County Emergency Management of a change of address or telephone number, and to provide the information listed above upon request.

Volunteers may view their own volunteer file by contacting the Emergency Management Director.

2.5: VOLUNTEER IDENTIFICATION

Identification of volunteers is essential for safety, security and accountability concerns. Identification cards are issued after the Assistant County Administrator has approved the volunteer. Identification cards are issued by, and remain the property of Douglas County Emergency Management and must be surrendered upon separation from volunteer responsibilities.

When providing service to Emergency Management, volunteers will wear the Douglas County Emergency Management identification badge in plain view.

2.6: VOLUNTEER EQUIPMENT

Douglas County Emergency Management may provide, when available, equipment to volunteers for use in fulfilling designated volunteer responsibilities. Other appropriate equipment owned by Douglas County may be checked out to authorized volunteers for emergency operations.

Each volunteer will be responsible for appropriate care of the issued equipment, and Emergency Management will be responsible for maintenance of the equipment. A volunteer may be held responsible for damages due to loss, abuse, neglect or unauthorized use of equipment. Equipment available for loan or issue may include the following:

Douglas County Identification Badge
Communications Equipment
Safety Equipment
Training aids and equipment

2.6.1: VOLUNTEER EQUIPMENT CHECKOUT

Authorized volunteers may check out available equipment from the Emergency Management staff during office hours.

A Property Loan form will be completed for all equipment checked out.
Loaned equipment will remain in the possession of the individual to whom it was checked out until agreed upon date, termination of volunteer responsibilities, or until requested by the Emergency Management Director.
Transfer of equipment among volunteers is not permitted.
Equipment returned to Emergency Management upon separation from volunteer duty or upon request of the Emergency Management Director must be checked in by Emergency Management staff.
Loaned equipment in need of maintenance or repair must be returned to the Emergency Management staff immediately. Replacement equipment will be provided if available.

2.7: COMMUNICATIONS EQUIPMENT MAINTENANCE

Douglas County Emergency Management will provide and maintain a communications system to allow for effective operations of designated volunteer activities.

Douglas County Emergency Management is not responsible for maintaining or replacing equipment that is not the property of Douglas County. The County may, under special circumstances, maintain personal communications equipment utilized by volunteers for service to Douglas County Emergency Management upon approval from the Emergency Management Director.

2.8: VOLUNTEER ACTIVATION PROCEDURES

Douglas County Emergency Management staff will utilize all available information to make decisions regarding the activation of volunteers for emergency/disaster situations. Volunteers may not initiate self or group activation. The decision to activate volunteers is the responsibility of the Emergency Management Duty Officer.

When the information indicates that Douglas County may be affected by an emergency/disaster situation, or such an event has already occurred, the appropriate volunteer groups will be notified and provided activation instructions.

Emergency Management volunteers most often will be activated to perform the duties of the primary volunteer group they have selected. However, when necessary, Emergency Management staff may reassign any volunteer to operational areas other than that of the volunteers' primary assignment.

Douglas County Emergency Management staff will utilize Everbridge to notify volunteers for activation. Volunteers may initiate contact with the EOC to verify the need for volunteer resources only when they are aware of a community disaster situation.

Levels of Activation Response:

LEVEL 3 - WATCH . When conditions indicate an event/disaster may occur. Pertinent information will be provided to volunteers at the discretion of Emergency Management staff. At this stage volunteers should be prepared for possible activation. This level may include activation of volunteers who will assist with a Level 2 activation.
LEVEL 2 - PARTIAL ACTIVATION. Specific volunteers or volunteer groups may be requested to respond to a designated site by Emergency Management staff. Staff will provide as much information as possible to assist responding volunteers.
LEVEL 1 - FULL ACTIVATION . All Douglas County Emergency Management volunteers will be activated. Volunteers should respond according to instructions provided and report to the Volunteer Reception Center, or contact the Emergency Operations Center if volunteer reception center has not been established.

2.9 VOLUNTEER NOTICES AND SEPARATION

2.9.1 Leave of Absence

If at any time, a volunteer finds he/she is unable to fulfill the minimum requirements to remain a volunteer in good standing, he/she may request a leave of absence. This leave of absence is good for one year and would not result in the volunteer needing to complete the application process upon return. During a leave of absence, the volunteer is not authorized to be activated during any event.

If the volunteer is unable to return after the one year leave, he/she, upon return, would be required to complete the application process in order to be authorized as an emergency management volunteer. Any request to extend the one year leave of absence will require a meeting with Emergency Management Staff to discuss the request.

2.9.2 Volunteer Probationary Period

Annually, Emergency Management staff review each volunteer's completion of the minimum volunteer group requirements. If at that time a volunteer has not met the minimum requirements, EM Staff will send a letter to the volunteer letting him/her know of their placement on probation as a volunteer. While on probation, the volunteer must be accompanied by a veteran volunteer during any activation. The volunteer can be placed in good standing once the minimum requirements have been fulfilled.

2.9.3 Volunteer Separation

If after the one year probationary period, the volunteer is unable to meet the minimum volunteer requirements, he/she will no longer be an authorized emergency management volunteer. A certified letter will be mailed to the volunteer requesting all equipment be returned to Emergency Management Staff by a designated date. If the volunteer does not return or make arrangements to return their issued equipment within the requested timeframe, Emergency Management staff will make other arrangements to have the equipment returned.

2.10: VOLUNTEER CONCERNS

Any and all concerns should be passed along the volunteer's chain of command. This includes the Volunteer Coordinator then the Department Director. Emergency Management maintains an open door policy and encourages volunteers to share concerns about any volunteer related activities immediately to them for review and/or correction.

2.11: VOLUNTEER CODE OF CONDUCT POLICY

2.11.1 GENERAL ETHICS POLICY.

This policy establishes standards of conduct expected for those who volunteer for Douglas County. Government service is a public trust; this policy defines proper ethical behavior for Douglas County volunteers and encourages volunteers to do their work with the highest regard for moral principles. These policies are also intended to establish guidelines to assist volunteers in determining the proper course of action in situations of uncertainty regarding ethical obligations. It is the policy of Douglas County that:

All citizens be provided fair and equal access to and from the government without any appearance or element of discrimination, favor, or consideration of any special interest.
All official actions taken in the performance of government duties or responsibility be motivated by service of the public interest and protection of the public trust without any regard for personal accomplishment, enhancement, or personal benefit.
All persons who act for or represent the interests of the County adhere to the highest standards of ethical conduct in the performance of their official duties.
The policies and procedures for operation of the County government provide for efficient and cost effective service, responsive to the public interest, which will preserve and promote confidence in Douglas County government and the integrity of its staff.
Uphold the constitution, laws and regulations of the United States, the State of Kansas, and Douglas County.
All actions, whether official or unofficial, shall not undermine the public's confidence with respect to the appropriate use of Douglas County funds and resources.

Failure to abide by any of the following provisions may be grounds for disciplinary action and/or dismissal.

2.11.2 SPECIAL TREATMENT . No volunteer shall either directly or indirectly give, promise, render or pay any money, any service or other valuable thing to any person on account of, or in connection with, his/her test, appointment, proposed appointment, promotion or proposed promotion. Additionally, no volunteer will accept any of the foregoing in exchange for consideration of the testing, appointment, proposed appointment or promotion or proposed promotion of any person.

2.11.3 CONFLICT OF INTEREST. A volunteer should always avoid conflicts of interest and even the appearance of such conflicts by full, public disclosure of such interests to appropriate officials, and where possible, by abstaining from participation in the performance or exercise of the official, discretionary actions.

2.11.4 OBSTRUCTION TO VOLUNTEERING. No volunteer of the County shall defeat, deceive or obstruct any person in his/her right to examination, eligibility, certification, or appointment under the provisions of this policy, or furnish to any person any special or secret information for the purpose of affecting the rights or prospects of any person with respect to employment.

2.11.5 EQUAL VOLUNTEER OPPORTUNITY. Douglas County will not discriminate against any employee or applicant for employment in any manner because of race, color, religion, age, sex, sexual orientation, gender identification, or national origin. All solicitations or advertisements for employees placed by Douglas County will state that qualified applications will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identification, national origin, or any other factor prohibited by law. Douglas County will not retaliate against any employee who makes a claim of discrimination.

2.11.6 INTERNET AND E-MAIL. Internet and e-mail usage shall be in accordance with the official Douglas County Computer Usage and Security Policy. No volunteer has any property interest or expectation of privacy in any electronic communication while using Douglas County information technology systems or equipment. Furthermore, the ethical guidelines contained in this policy shall be applied to such computer use while using any County property. Volunteers are prohibited from sending personal e-mails to "All Volunteers" unless approved by Emergency Management Staff.

2.11.7 USE OF COUNTY PROPERTY. County property shall only be used for the purpose of carrying out official County business. Any exception to this regulation must be approved in writing by the County Administrator.

2.11.8 PUBLIC RELATIONS. Volunteers shall be courteous and respectful at all times to the general public. They are expected to be governed by principles and ordinary rules of good behavior and judgment. Volunteers are expected to be just and honorable in their relations with citizens; they shall not make false reports. Further, they shall not act in a manner calculated to create disturbance or dissension. Volunteers shall refrain from altercations, disorderly conduct, and the use of profane, abusive or improper language.

2.11.9 VOLUNTEER RELATIONS. Volunteers shall be courteous and respectful at all times to other volunteers. They are expected to be governed by principles and ordinary rules of good behavior and judgment. Volunteers are expected to be just and honorable in their relations with each other; they shall not make false reports concerning another volunteer or department. Further, they shall not act in a manner calculated to create disturbance or dissension.

A volunteer shall not threaten or abuse, either verbally or physically, any person, including a person in custody, unless the act committed occurred in self-defense, to protect the lives of others, or to prevent the escape of a person lawfully in custody. Volunteers shall refrain from altercations, disorderly conduct, and the use of profane, abusive or improper language.

2.11.10 ATTENDANCE. Volunteers shall adhere to attendance guidelines for each individual volunteer group as stated in Section 2.2. Volunteers shall notify group coordinator of all absences prior to the meeting. Failure to comply may lead to dismissal of volunteer.

2.11.11 PERFORMANCE. Volunteers shall perform their duties promptly, competently, efficiently, and honestly. While activated a volunteer shall tend to their official duties diligently, and refrain from any actions that take away from the usual course of County business. Such actions include, but are not limited to, excessive personal telephone calls and excessive attention to personal business.

2.11.12 DRUGS AND ALCOHOL. Douglas County recognizes that alcohol and drug abuse in the workplace has become a major concern. We believe that by reducing drug and alcohol use, we will improve the safety, health, and productivity of volunteers.

The object of Douglas County's alcohol and drug policy is to provide a safe and healthy workplace for all volunteers, to comply with federal and State health and safety regulations, and to prevent accidents. The use, possession, sale, purchase or being under the influence of alcoholic beverages, illegal drugs, or other intoxicants by volunteers at any time on Douglas County premises or while performing Douglas County work is prohibited. Volunteers must not report for duty or be on Douglas County property while under the influence of, or have in their possession while activated, any alcoholic beverage, marijuana, or illegally obtained drug, narcotic, or other illegal substance. The misuse of prescription drugs is also prohibited under this alcohol and drug policy.

2.11.13 STEALING. Volunteers shall not steal, take, or remove anything of value from any premise, household, person, or office which does not belong to him/her.

2.11.14 GUNS OR OTHER WEAPONS . Unless required by occupation, no volunteer shall carry, possess, keep, discharge, clean, repair or assemble guns, firearms, or other weapons of any description while activated, in any County owned building, or in personal vehicles parked on County property (except no volunteer licensed to carry a concealed weapon pursuant to the Kansas Personal and Family Protection Act, K.S.A. 75-7c01 et seq. shall be prohibited from keeping a concealed weapon in the volunteer's personal vehicle). The definition of weapon shall be as described in K.S.A. 21-4201. For those with a concealed carry permit, please review additional policy.

2.11.15 DRESS. Volunteers shall dress according to the position held. All volunteers are expected to wear some type of footwear while activated. Appropriate dress will vary by event, but all volunteers are expected to abide by custom or policy established by the Department Head. When providing service to Emergency Management volunteers will wear the Douglas County Emergency Management identification badge in plain view.

2.11.16 BEHAVIOR WHICH REFLECTS ON THE COUNTY. As a volunteer of Douglas County, you are providing a service to the citizens of Douglas County. Your behavior can and will influence the public's perception of County governance. We believe that the citizens of Douglas County expect exemplary behavior from the volunteers of Douglas County. Therefore, any behavior of County volunteers which adversely impacts the opinions of the citizens of Douglas County of their government is prohibited.

2.11.17 VIOLATION OF DEPARTMENT REGULATIONS . Volunteers shall not violate any written departmental regulation.

2.11.18 INSUBORDINATION . Volunteers shall not be insubordinate. Insubordination is the failure or refusal of a volunteer to obey any proper directive or order of a supervisor or to abide by established and lawful County policy or procedure.

2.11.19 NEGLIGENCE IN THE CARE OF COUNTY MONEY OR PROPERTY. Volunteers shall not be careless or negligent with the money or other property of the County or the public.

2.11.20 INFLUENCES OTHERS TO COMMIT AN UNLAWFUL ACT. Volunteers shall not induce or attempt to induce a volunteer, employee of the County or any other person to commit an unlawful act or to act in violation of any departmental regulation or order.

2.11.21 ACCEPTANCE OF GIFTS OR SERVICES. A gift or gratuity refers to anything of value, whether it is money, services, loan, travel, entertainment, hospitality, promise, favor, or material objects. Individual volunteers and departments are discouraged from accepting any gift or gratuity from any person or company in connection with his/her work. Individual volunteers are prohibited from accepting goods and/or services (including food) with a value of greater than twenty-five dollars ($25.00). Departments are prohibited from accepting goods and/or services (including food) with a value of greater than seventy-five dollars ($75.00), and such goods and/or services must be shared with all volunteers and not given to any individual volunteer. Should a volunteer and/or department receive a gift in excess of the amounts allowed, the volunteer and/or department head must donate this gift to a non-profit agency for use by clients and must notify the County Administrator of the donation.

2.11.22 COMPLIANCE WITH LAWS. Volunteers shall abide by all State, local and federal laws. The conviction of a volunteer for a crime which makes the individual unsuitable for that position is grounds for immediate dismissal

2.11.23 HARASSMENT. Volunteers shall not harass other volunteers, employees or the general public. Harassment on the basis of race, color, sex, religion, national origin, military status, genetic information, age, disability, or any other factor prohibited by applicable law, is strictly prohibited. It is our policy to maintain a working environment free of all inappropriate conduct. Employee shall not sexually harass other employees or the general public.

2.11.24 SMOKE-FREE WORK PLACE. Volunteers shall not violate the Smoke Free Work Place regulation established by the County Commissioners in Resolution 93-15. This resolution prohibits smoking within a building which is owned or leased by Douglas County, and specifies that there will be no designated smoking areas within any Douglas County owned buildings.

2.11.25 POLITICAL CAMPAIGNS. Douglas County volunteers are prohibited from any appearance of campaigning for a candidate for an elected office while the volunteer is performing Douglas County volunteer work at any Douglas County facility during the work hours of that facility. This includes, but is not limited to, wearing or displaying political badges, buttons or signs on their person or on County property, distributing literature on County property, using County equipment to communicate regarding a political campaign, or in any other way participate in the administration of any political campaign during on-duty hours. This shall include the use of County equipment, including the use of email, for mass mailings with respect to a particular political campaign.

2.11.26 PARTICIPATION IN SOCIAL MEDIA SITES. It is the policy of Douglas County to recognize a volunteer's personal and private affairs, however, it is the responsibility of each volunteer to conduct themselves in a manner that will not reflect negatively on Douglas County or impair the ability of Douglas County to conduct its operations. This includes any participation in social media or social networking sites. Furthermore, the ethical guideline contained in this policy shall apply to any employee engagement in any communication on social media or social networking sites when such communication relates to County operations or if it impairs the volunteer's ability to perform their duties. Volunteers will ensure that any communication clearly reflects that any opinion expressed is the individual's opinion and is not the opinion of Douglas County or in the volunteer's official capacity as a Douglas County Emergency Management Volunteer.

Please click the box below to complete the test questions. Don't forget to click "Check Answers".

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By entering your name and submitting your score, you agree to abide by and adhere to the Douglas County Emergency Management Volunteer Policy and Procedures.