CHAPTER 9: THE VOLUNTEER HANDBOOK

Chapter HighlIghts All Head Start volunteers should receive a copy of the program's volunteer handbook. The handbook should provide volunteers with general information about the following: Head Start policies Procedures Organization Staff. Programs may also want to include information on additional program-specific topics. If necessary, staff should: Translate the volunteer handbook into other languages. Decide whether to include additional information in the handbook or in a separate handout.

Volunteers need to feel that they are part of the Head Start program. To do this, they must understand not only the program but also its policies, procedures, organization, and staff. Each volunteer should receive a volunteer handbook with this information. The handbook may also be used to plan the volunteer orientation.

FORMAT

Programs use various formats for their handbooks. Some handbooks are bound, others are stapled on the sides, and others are in three-ring binders. In deciding the format, staff will want to think about how the handbook will be used and who will use it, what pails of the handbook are likely to change over time, and how much time and money can be spent on the handbook.

The handbook will be usable and project a positive program image if it has an attractive cover, readable text, and a table of contents. Many programs use a three-ring. binder or a binder with pockets so that separate papers and other information can be added.

CONTENT

Content will vary greatly from program to program. It may be helpful to include some information about most of the topics listed below.

National Head Start Program

A short history of Head Start and its philosophy and services will provide useful background information. Copies of relevant materials distributed by the national Head Start Bureau will orient volunteers to program activities.

Head Start Performance Standards

Volunteers need to know what the performance standards are and where copies of the standards are kept (for example, in classrooms, the parent room, the library, the staff lounge, or the administrative office). It is not practical for all volunteers to have their own copies. However, volunteers serving on the policy council or an advisory group should have their own copies.

Federal Policy Regarding Volunteers

A short review of Federal policy regarding volunteers highlights the importance of the volunteer to the program.

Local Program Options

Volunteers will find it helpful if the handbook describes the local program, including the number of children served, any recent expansion efforts, demographic information, and funding amounts. If the program operates several options (for example, home base, center base, full day), a description of each option will be usefuL It is also helpful to include a description of other programs that interface with the Head Start program. These might include an after-school program for local elementary schools or a health clinic.

Grantee/Delegate Relationship

Volunteers need to know about the organizational structure of the Head Start program and its role as a grantee or a delegate. Sometimes a simple chart shows this relationship and may be all that is needed.

Board and Policy Council Members

The handbook should include a list of board members and their positions and a list of policy council members. Is should also include a brief description of how these two bodies relate to the program and to each other, as well as when they meet.

Staff Members/Organization

A list of staff members and volunteers helps new volunteers remember names. An organizational chart with volunteer positions included helps volunteers understand the organization of the program.

Curriculum

A short summary of the curriculum philosophy and activities that Head Start children are involved in during a typical day will help orient volunteers to the program's educational operations.

Discipline Policy

Everyone in the program should know what is appropriate behavior toward children and what is not. Including the program's discipline policy will help focus on appropriate volunteer/child behaviors and the role that volunteers should play in correcting behaviors when necessary.

Emergency and First Aid Procedures

All volunteers need to know the emergency routines in a center and what role to play in case of an emergency situation requiring first aid. Many adults may want to treat a cut or scrape as they would for themselves or their own children. In most States, there are clear rules about such first aid treatment, and volunteers need to know what they are. A map of exit routes or natural disaster safety areas may also be included in the handbook.

Center Calendar

A calendar showing center events, inservice training sessions (mandatory and optional), and vacations helps volunteers plan their schedules and informs them of special events. Staff should notify volunteers of any changes in the calendar.

Communications

Volunteers should receive the same information that staff receive about changes in schedules, special events, and other program activities. Volunteers, like staff, need a place where they can pick up notices, newsletters, and other written communication. The handbook may identify where volunteers can pick up this information. It could be a mailbox, a special file folder that is kept in one place, or any other place that volunteers can check regularly.

Transportation/Parking

Volunteers need to know where they can park their cars and whether or not public transportation is available to the volunteer work site. Some programs encourage Head Start volunteers to ride the bus. In this case, the handbook should explain the use of the bus and the schedule for it.

Evaluation

Volunteers, like staff, will be evaluated and receive feedback on their performance. They should know the procedures for this process and who is responsible for it.

Dismissal Procedures

Sometimes volunteers may have to be dismissed. The handbook should explain this procedure clearly and state the reasons that are cause for immediate dismissal. These might include entering the building with a weapon or drugs; breaching confidentiality; or neglecting, endangering, or abusing a child.

Grievance Procedures

Volunteers, like staff, may need to take a concern or grievance to higher authority. It is important that the handbook explain how to do this and state the roles of the policy council, volunteer coordinator, and program director in the grievance procedures.

Confidentiality

The handbook should include guidelines for confidentiality, addressing specific areas such as child records, child statements about family events, and staffing information.

Insurance and Liability

The handbook must describe the insurance that the program has for volunteers. In some States, there are special regulations regarding insurance and liability for volunteers and tax-exempt organizations. Volunteers should know what those regulations are.

Dress Codes

The handbook should describe appropriate clothing for working in the program, whether in a classroom filled with young children, in an office, or in another location.

Time Keeping

For audit and record purposes, it is important that volunteers keep accurate time sheets. The handbook should include a sample completed time sheet and directions for completing it. It should also explain procedures for calling the center when the individual is unavailable to volunteer.

Reimbursement

Sometimes volunteers need to be reimbursed for expenses related to their volunteer effort. The handbook should describe the procedures for submitting reimbursements, the necessary forms, and the allowable expenses.

Statement of Volunteer Rights

Programs should develop their own statements of volunteer rights, but the following may be used as a model:


• The right to be treated with respect
  
  
• The right to have the same working conditions as staff doing similar tasks
  
  
• The right to receive feedback on the quality of work, including areas needing Improvement
  
  
• The right to participate in training that will enhance job performance and personal development
  
  
• The right to be kept informed about program activities and calendar changes
  
  
• The right to receive recognition for contributions to the program on an ongoing basis
  
  
• The right to state grievances in an appropriate forum
  
  
• The right to be given meaningful work
  
  
• The right to apply for and receive preference for Head Start paid positions.
  
  

Statement of Volunteer Responsibilities

This statement might include the following:


• The responsibility to arrive on time, report absences, and perform assigned tasks
  
  
• The responsibility to accept and advocate for program goals and aims, particularly for children
  
  
• The responsibility to respect children, staff, and family member confidentiality
  
  
• The responsibility to adhere to program policies and regulations
  
  
• The responsibility to attend inservice training sessions
  
  
• The responsibility to make constructive suggestions for improvement.
  
  

STAFF REVIEW

Staff should review the handbook carefully before it is photocopied or printed and given to volunteers. Several staff members should review it for content accuracy as well as readability.

OTHER LANGUAGE TRANSLATIONS

Staff should consider translating their volunteer handbooks when appropriate to meet the needs of specific populations. Head Start programs have always enrolled a large number of non-English-speaking families. Spanish and Native American languages have been spoken in Head Start programs since its inception. Recent immigration patterns have resulted in the enrollment of many children from various Asian and Middle Eastern countries.

ADDITIONAL INFORMATION

The previous sections focus on general information appropriate for all volunteers. However, each volunteer will need additional specific information. Staff must decide if this specific information will be included in the volunteer handbook or a separate handout.

Some volunteer jobs that require additional information include the following:

• Volunteer classroom assistant
  
  
• Volunteer bus or transportation assistant
  
  
• Volunteer kitchen assistant
  
  
• Volunteer home-base assistant
  
  
• Volunteer parent coordinator assistant
  
  
• Volunteer recruiter.
  
  

DOCUMENTATION CHECKLIST Recommended Documentation: Copy of the volunteer handbook Statement signed by the volunteer verifying that the handbook was received and reviewed