Click Here to Download the Volunteer Policy

1.     Overview

a.      The Volunteer Program

The mission of the National Ranching Heritage Center is enhanced by the active participation of citizens of the Lubbock area. To this end, the NRHC accepts and encourages the involvement of volunteers at all levels of the institution and within all appropriate programs and activities. NRHC staff is encouraged to assist in the creation of meaningful and productive roles in which volunteers might serve and to assist in recruitment of volunteers from the community. The purpose of these policies is to provide overall guidance and direction to management, staff and volunteers.  Unless specifically stated, these policies apply to all volunteers in all programs and projects undertaken at or on behalf of the NRHC or RHA.

b.      Role of  the Volunteer Coordinator

The productive utilization of volunteers requires a planned and organized effort. The function of the Volunteer Coordinator is to provide a central coordinating point for effective volunteer management within the institution, and to direct and assist staff and volunteer efforts to jointly provide more productive institutional services. The Volunteer Coordinator is responsible for maintaining liaisons with other volunteer-utilizing programs in the community and assisting in community-wide efforts to recognize and promote volunteering. The Volunteer Coordinator takes primary responsibility for planning for effective volunteer utilization, for assisting staff in identifying productive and creative volunteer roles, for recruiting suitable volunteers and for tracking and evaluating the statistical data reflecting the contribution of volunteers to the institution. The Volunteer Coordinator will place volunteers with an appropriate Volunteer Supervisor who will oversee the efforts of the volunteer on a specific activity or project.

c.        What is a Volunteer?

A "volunteer" is anyone who chooses to perform services for the NRHC or RHA without compensation or expectation of compensation (beyond reimbursement for pre-approved specified expenses) and, who performs a task at the direction of and on behalf of the institution. A "volunteer" must be officially accepted and enrolled by the institution prior to performance of the task. Volunteers are not employees of the institution. Family members of staff are allowed to volunteer with the institution.

d.      Special Case Volunteers

The NRHC accepts as volunteers those persons participating in student projects, corporate volunteer programs and other volunteer referral programs. In these cases, a special arrangement may be made with the organization, school or program from whom the special case volunteers originate to identify responsibility for the management and care of these volunteers.

e.       Service at the Discretion of the Institution

The NRHC accepts the service of volunteers with the understanding that such service is at the sole discretion of the institution. Volunteers understand that the institution may at any time, for whatever reason, decide to end the volunteer relationship. The volunteer may at any time, for whatever reason, decide to sever the volunteer's relationship with the institution. Notice of such a decision should be communicated as soon as possible to the volunteer's supervisor.

f.       Volunteer Standards and Responsibilities

Volunteers represent a valuable resource for the NRHC, its staff and its visitors. Volunteers should be given meaningful assignments and effective direction and be recognized for work done. In return, volunteers should actively perform their duties to the best of their abilities, volunteer at their assigned times and remain loyal to the mission and procedures of the NRHC.

1.     Volunteer Recruitment and Assignment

a.      Recruitment

Volunteers shall be recruited by the institution on a proactive basis, with the intent of broadening and expanding the volunteer involvement of the community. Volunteers may be recruited either through an interest in specific functions or through a general interest in volunteering which will be matched with a specific function.

b.      Recruitment of Minors

Volunteers who have not reached 18 years of age must present a written consent of a parent or guardian to the Volunteer Coordinator prior to volunteering. The volunteer assignment for a minor will be in a non-hazardous environment and comply with all appropriate requirements of child labor laws. All minors must be under the direct supervision of a responsible adult at all times.

c.       Interviewing

Prior to being assigned, regular volunteers may be interviewed to ascertain their suitability for and interest in that assignment. The interview will determine the qualifications of the volunteer and their commitment to fulfill the requirements of the assignment; it should answer any questions that the volunteer has about the assignment. Interviews may be conducted either in person or by other means. A reference check may be made by the volunteer supervisor if appropriate for the volunteer assignment. Whenever possible, staff who will be working with the volunteer should participate in the design and conduct of the interview. Final assignment of a potential volunteer should not take place without review and approval of appropriate staff with whom the volunteer will be working.

d.      Criminal Records Check

Volunteers will be asked to submit to a criminal background check. Volunteers who do not agree to the background check may be refused assignment.

e.       Placement

In placing a volunteer in an assignment, attention should be paid to the interests and capabilities of the volunteer and to the requirements of the volunteer assignment. No placement should be made unless the requirements of both the volunteer and the supervising staff can be met. Volunteers should not be assigned to "busy work" assignments, nor should assignments be given to an unqualified volunteer.

f.       Acceptance and Appointment

No volunteer should begin performance of an assignment until they have been officially accepted for that position and have completed all necessary screening and paperwork. At the time of final acceptance, each volunteer should have completed a volunteer application.

1.     Volunteer Training and Development

a.      Orientation

New volunteers are given an opportunity to attend a general orientation on the nature, purpose and mission of the NRHC, review of the volunteer program and, a tour of the institution.

b.      Training

Volunteers should receive training by their volunteer supervisor to provide them with the information on 1) knowledge and skills necessary to perform their volunteer assignment, 2) the operation of the program encompassing their volunteer activity and 3) the purpose and requirements of the assignment. The timing and methods for delivery of such training should be appropriate to the complexity and demands of the assignment and the capabilities of the

volunteer. Volunteers are obligated to attend all trainings pertinent to their placement in order to increase their knowledge and understanding of history, of the NRHC and of its collections as well as to more effectively accomplish their assigned duties. If a volunteer is unable to attend a required training, it is that volunteer’s responsibility to contact their volunteer supervisor and attempt to reschedule.

c.       Staff Involvement in Orientation and Training

Staff members who are responsible for institutional programming and supervising volunteers should have an active role in the design and delivery of both orientation and training of volunteers. Those staff who will direct volunteers should have primary responsibility for design and delivery of on-the-job training to volunteers assigned to them.

1.     Volunteer Direction and Feedback

a.      Volunteer Direction

Each volunteer who is accepted with the NRHC should have a staff person providing direction for the volunteer assignment. This staff person should be responsible for day-to-day management and guidance of the volunteer and should be available to the volunteer for consultation and assistance.

b.      Direction Given by Volunteers

A volunteer may direct other volunteers, provided that the directing volunteer is under the direct supervision of a paid staff member.

c.       Volunteer/Staff Relations

Volunteers and staff are considered to be partners in implementing the mission and programs of the NRHC, with each having a complementary role to play. Each partner should understand and respect the needs and abilities of the other.

d.      Acceptance of Volunteers by Staff

Volunteers will not be assigned to a staff person without the consent of that staff person in consultation with their supervisor. Since volunteers are considered a valuable resource in performing the institution's work, staff are encouraged to consider creative ways in which volunteers might be of service.

e.       Lines of Communication

Volunteers should have access to information pertinent to their assignments. This may include: appropriate e-mails, publications, materials and meetings. To facilitate the receipt of this information on a timely basis, volunteers should be included on appropriate distribution schedules. Primary responsibility for ensuring that the volunteer receives such information should rest with the staff directing the volunteer. Lines of communication should operate in both directions and should exist both formally and informally. Volunteers should be informed regarding decisions which would substantially affect performance of their duties.

f.       Absenteeism

Volunteers are expected to perform their duties on a scheduled and timely basis. If expecting to be absent from a scheduled duty, volunteers should inform their staff supervisor as far in advance as possible so that alternative arrangements can be made. Continual absenteeism may result in a review of the volunteer's work assignment and could result in ending the volunteer's relationship with the institution.

1.     Volunteer Support

a.      Recognition

The NRHC plans to hold an annual recognition to highlight and recognize the contributions of volunteers. All staff responsible for volunteer supervision are encouraged to undertake ongoing methods of recognition and showing of appreciation of volunteer service on a regular basis throughout the year.

b.      Volunteer Opportunities

Volunteers are encouraged to develop their skills while serving with the institution. They may be assisted through new volunteer opportunities to assume additional and greater responsibilities.