Volunteer Management - Procedures

The topics below include the most common volunteer management procedures and processes you will encounter as a volunteer site coordinator. For further guidance, please contact Volunteer Services.

• VIP Management (tracking program)
• Assignment and Training
• Sign-In and Sign-Out
• Performance and Expectations
• Response to Unacceptable Behavior
• Transfers and Resignations
• Dismissals
• Safety and Loss Control

VIP Management

Site coordinators use the VIP Management computer program to track volunteer assignments and hours.

Assignment and Training

• Once orientation is completed, the volunteer is assigned to a specific position within a department.
• It is the responsibility of the volunteer site coordinator or supervisor to ensure that proper training is provided concerning the duties of the assigned position, expected work schedule, safety procedures and applicable county administrative guidelines.
• Special attention needs to be paid to health and safety issues that may impact the position.

Please Note: It is possible for a volunteer to assist at more than one site.

Sign-In and Sign-Out

All long-term volunteers are required to sign in and out when performing duties for the county. This may be done either electronically using the Log My Hours system or manually by utilizing a log sheet and turning it in to the volunteer site coordinator.

• Log My Hours (external link)
• Log My Hours (internal link - accessible only on a county computer)

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Performance and Expectations

• As representatives of Pinellas County, volunteers are expected to maintain suitable levels of performance, behavior and appearance.
• Volunteers are expected to comply with all county policies and procedures. Additional standards may be established by the departments as long as they do not conflict with county directives.
• Departments are encouraged to provide volunteers with explicit expectations of required performance and to review levels of performance to ensure that quality work is recognized and rewarded and that inferior work is corrected and improved.

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Response to Unacceptable Performance or Behavior

Responding to unacceptable or unfavorable volunteer performance or behavior needs to be handled immediately and with guidance from the Volunteer Services Department.

Please take the following initial steps to ensure proper handling of the situation:

• The volunteer site coordinator or supervisor needs to address the unacceptable performance or behavior immediately. Depending on the circumstances, the volunteer may be suspended temporarily until a final disposition can be made. County policy is to err on the side of caution and concern for public interest.

• As soon as the situation is reported, an investigation needs to be conducted detailing the events and circumstances of the unacceptable performance or behavior. A report detailing the gathered facts from the investigation is to be provided to the department director and the volunteer services manager.

• Based on the information provided, the department director, in coordination with the volunteer services manager, will resolve the matter in one of the following methods:
  • If it is determined that no adverse action occurred, the volunteer will be returned to active status.
  • If a minor infraction of policy or procedure is determined to have  occurred, the volunteer may receive a warning and return to duties, or be transferred to another position. Volunteer Services will be contacted prior to final determination. An entry will be made in the volunteer’s record.
  • If a major infraction occurred, the volunteer will be terminated from the program. Volunteer Services must be contacted prior to final determination. An entry will be made in the volunteer’s record.
  • The volunteer may be terminated from the program without further action.
  • The department may refer the situation to Volunteer Services for further review and action.

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Transfers & Resignations

• Circumstances may arise requiring a volunteer to change their status.
• If volunteers’ schedules should change and they can no longer engage in their current assignment, they should contact their supervisor or volunteer site coordinator. Another volunteer may be able to fill the position.
• If a problem should arise concerning the volunteer’s availability, volunteers are encouraged to try and work it out with the department staff.
• If the problem still cannot be settled, the volunteer is encouraged to contact the volunteer services manager who can serve as a liaison and provide various options to resolve the issues.

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Dismissals

The county reserves the right to dismiss a volunteer at any time based on operational requirements and/or performance issues.

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