County of Orange - ocgov.combos.ocgov.com/hr/hrportal/docs2/docs_gen_resources/Standards for... · regulations if there is a promise of employment upon completion of the internship

EXHIBIT A

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Section Page

I. Purpose……………………………………………………………………………………..... 1 II. Scope………………………………………………………………………………………….. 1 III. Definition……………………………………………………………………………………. 1

IV. General Standards & Policies………………………………………………………….. 1

A. Basic Policy………………………………………………………………………….. 1

B. Legal Authorization for Utilization of Volunteers…………………………... 2

C. Volunteer Liability…………………………………………………………………. 2

D. Workers’ Compensation………………………………………………………….. 2

E. FLSA Guidelines for Employee Volunteers…………………………………… 2

F. Unpaid Student Interns………………………………………………………….. 3

G. Volunteers Under 18 Years of Age……………………………………………… 3

H. Safety Standards…………………………………………………………………… 3

I. Expense Reimbursement…………………………………………………………. 4

J. Motor Vehicle Guidelines……………………………………………………....... 4

K. Cell Phone Guidelines…………………………………………………………….. 5 V. Volunteer Excess Accident/Liability Insurance Coverage ………………….... 5 VI. Volunteer Management Guidelines……………………………………………… ….. 7 A. Organization of Volunteer Programs…………………………………………... 8

B. Management of Volunteers…………………………………………………….... 9 C. Evaluation of Volunteer Programs…………………………………………..... 12 D. Role of County’s Manager of Volunteer/Intern Resources……………..... 13

2007 Standards for Utilization of Volunteers Page 1 of 2

EXHIBIT A

AttachmentsAttachments

A. General Guidelines for Unpaid Student Internships

B. Parent/Guardian Consent Form

C. Volunteer Safety Handbook D. Mileage & Other Expenses Claim Form

E. Cell Phone Guidelines

F. Volunteer/Intern Position Description

G. Universal Declaration on the Profession of Leading and Managing Volunteers

H. Volunteer/Intern Registration Form

I. Volunteer/Intern Registration Form (short version)

J. Volunteer Guidelines/Provisions for Short-Term or Special-Event Volunteers

K. Volunteer/Intern Agreement

2007 Standards for Utilization of Volunteers Page 2 of 2

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I. PURPOSE

This document incorporates revisions to the February 1, 2000 Standards for Utilization of Volunteers (Resolution No. 00-026) and provides general volunteer management guidelines for Agencies/Departments that will assist programs in maximizing the benefits of volunteer participation.

II. SCOPE

Applies to all County Agencies/Departments governed by the Board of Supervisors.

III. DEFINITION

A. A volunteer is an individual who performs hours of service for civic, charitable, humanitarian, recreational, public safety/health or general welfare reasons, without promise, expectation or receipt of compensation for services rendered (beyond reimbursement for pre-approved specified expenses). Individuals are considered volunteers only when their services are offered freely and without pressure of coercion, direct or implied. Volunteers do not supplant employees; they assist paid staff or provide services that constitute elements of major regular positions and augment the established and mandated services of the organization. (Definition based on terms included in WH Publication 1297 “Employment Relationship Under the FLSA.”).

B. Students or recent graduates placed in unpaid internships within County

offices are considered volunteers, and their participation must be consistent with the guidelines presented in this document. However, an intern’s volunteer status may be impacted by U.S. Department of Labor regulations if there is a promise of employment upon completion of the internship.

IV. GENERAL STANDARDS & POLICIES

A. Basic Policy

The County of Orange recognizes that volunteers add to the productivity, efficiency and cost-effectiveness of government. Individuals and groups with skills, talents, ability and time are encouraged to volunteer with

Standards for Utilization of Volunteers Page 1 of 13 Adopted 11/6/07 ~ Board Resolution 07-194

programs offered through County Agencies/Departments. In addition, inclusion of volunteers is frequently recommended in guidelines for Federal and State grant programs. Judgment must be exercised, however, so as not to foreclose opportunities for subprofessional careers or to create an underpaid labor force. Volunteer utilization is encouraged to enhance services, provide staff support and assist with special projects, not to replace permanent employee functions.

B. Legal Authorization for Utilization of Volunteers

1. Approval for the use of volunteers is a matter of discretion to be

properly exercised by the Board of Supervisors. However, the Board may delegate authority to involve volunteers to Agency/Department Heads if utilization is consistent with guidelines presented in this document. Programs not in compliance with the Standards for Utilization of Volunteers and/or that engage volunteers in activities outside the scope of this document require Board approval prior to implementation. In such cases, the County Executive Officer must be notified prior to any requests for official authorization from the Board.

2. Any volunteer or intern agreement requiring the County to

indemnify or hold harmless the volunteer, intern or referring agency must be presented to the Board for approval without exception.

C. Volunteer Liability

Volunteers are a valuable resource for County Agencies/Departments. At the same time, volunteer activities may present a risk and liability exposure both to the volunteer and the County. The County of Orange cannot assume responsibility for injuries and/or personal damages to volunteers (with the exception of Board approved reserve programs).

D. Workers’ Compensation

Sheriff Reserves and Park Ranger Reserves are the only volunteer categories eligible for workers’ compensation and liability insurance coverage provided through the County’s self-insurance programs pursuant to Labor Code Sections 3364 (Sheriff Reserves) and 3361.5 (Park Ranger Reserves).

E. FSLA Guidelines for Employee Volunteers

In accordance with the Fair Labor Standards Act, volunteers who are public officers or employees will not be permitted to voluntarily perform services that are the same as or similar to the duties that they are paid to perform by the same public agency.


F. Unpaid Student Interns

1. Colleges and universities define an internship as a “work-learning” partnership between a student, the college/university and a host company that bears a direct relationship to the student’s major and professional goals. Students frequently receive academic credit for their internship or fieldwork experience, but this is not a requirement for placement in County offices (Attachment A).

2. Prior to offering placement to a student enrolled in a fieldwork or

academic internship program, it’s recommended that Agencies/Departments ascertain the appropriateness of executing a Memorandum of Understanding (MOU), site/learning agreement and/or “hold harmless” agreement with the student’s college/university. In addition, Agencies/Departments must determine the appropriateness of employees signing student learning agreements and/or performance evaluations in the absence of an MOU or “hold harmless” agreement. (County Counsel Opinion No. 2006-003)

3. Board approval of MOUs and agreements such as those referenced

above may be required, and any intern agreement requiring the County to indemnify or hold harmless the intern or referring agency must be presented to the Board for approval without exception.

G. Volunteers Under 18 Years of Age

1. Youth under the age of 18 may be eligible to volunteer with

County Agencies/Departments that have developed specific activities for this age group.

2. Youth under the age of 18 may only volunteer in programs and

environments that are safe, non-hazardous, well supervised and age-appropriate.

3. Agencies/Departments that offer volunteer opportunities for youth

may require that a parent/guardian volunteer with the minor. 4. Securing a parent/guardian permission letter and/or signed

consent form prior to placement of minors is recommended (Attachment B).

H. Safety Standards

1. Volunteers must be trained for the activities they perform, including a review of safety standards that pertain to their duties/responsibilities as outlined in the County’s Volunteer


Safety Handbook (Attachment C) and as designated by the particular Agency/Department in which they serve.

2. Volunteers must not knowingly be exposed to any unnecessary

dangers or hazards in the workplace and must not perform any functions requiring certification or license unless they have a current license or certification to do so.

I. Expense Reimbursement

1. Requests for authorized reimbursement must be limited to

expenses generated in providing a required volunteer service. Items of reimbursement should be identified and standardized to the maximum extent possible.

2. Reimbursement must not be used as an emergency loan fund or a

supplement to categorical-aid-grants, nor for meals, motels, etc., unless on a pre-approved trip authorized by the Agency/Department Head.

3. Volunteers receive reimbursement of out-of-pocket and personal

mileage expenses at the identical rates allowed to regular County employees.

a. To process authorized reimbursements, a Mileage and

Other Expenses Claim Form (F003) must be submitted to the Auditor Controller (Attachment D).

b. Submission of the expense claim form must be made in a

timely manner (i.e. monthly or quarterly). 4. Agencies/Departments must maintain records of all costs and

specific items reimbursed to volunteers. 5. Agencies/Departments are encouraged to notify volunteers that

expenses not authorized for reimbursement by the County may be classified as allowable deductions for Federal and State Income Tax.

J. Motor Vehicle Guidelines

1. County Vehicles

a. Volunteers are not authorized to use County vehicles,

except for paid-call safety units, civil defense workers, and other groups who have previously been granted authority by the Board of Supervisors to use County vehicles.


2. Personal Vehicles

a. Individuals may operate their own vehicles while serving as a volunteer, but Agencies/Departments must verify that they possess a valid California driver’s license and are independently covered by public liability insurance for personal injuries and property damage.

b. When volunteer assignments require operation of a

personal vehicle, it’s recommended that volunteers contact their private auto insurance carriers to confirm coverage for volunteer activities.

c. Programs that require individuals to operate a personal

vehicle as part of their volunteer duties/responsibilities must include that stipulation in the volunteer’s position description.

K. Cell Phone Guidelines

1. Authorized cell phone users include an employee, volunteer or other individual specifically authorized by the County to use cell phones for official County business. The County Executive Office has established guidelines to ensure proper and consistent procedures for cellular phones (Attachment E).

2. An authorized user should not use a cell phone while operating a

vehicle or other motorized/power equipment while engaged in official County business or in any other situation that creates a hazard, unless such use is required because of an emergency or the cell phone is equipped with “hands free” capacity.

V. VOLUNTEER EXCESS ACCIDENT/LIABILITY INSURANCE COVERAGE

On May 17, 2005, the Board of Supervisors authorized the purchase of excess accident, personal liability and auto liability insurance coverage to protect eligible volunteers and the County (Resolution 05-128).

A. Excess Coverage

1. Excess insurance coverage responds in addition to and only after

the volunteer’s own insurance coverage has been expended in full. 2. If the volunteer is uninsured, the coverage is first to respond and

acts as primary coverage. 3. Coverage applies specifically to authorized activities and duties

within the scope of the volunteer’s assignment.


B. Eligible Volunteers

1. Individuals registered with an Agency/Department volunteer/intern program shall be considered eligible for excess insurance coverage with the following exceptions:

a. Sheriff Reserves b. Park Ranger Reserves c. Court-ordered Volunteers (This category is provided excess

accident insurance coverage through referring organizations such as the Volunteer Center Orange County and the Volunteer Exchange.)

d. Individuals volunteering as a member of or in association with a non-profit organization.

e. Individuals serving on a board, commission, council or committee.

C. Policy Exclusion

1. Commercial volunteer insurance policies generally exclude

coverage for personal liability arising out of “professional services” or “professional health care” volunteer endeavors where the insured is a licensed professional in the field (ex. dentist, nurse, lawyer, accountant).

2. The current volunteer insurance policy contains numerous

exclusions such as activities related to aircraft or watercraft or any damage to a volunteer’s property.

D. Occurrence of Accident/Loss

1. Agencies/Departments must follow established policies/procedures

when an accident or loss occurs. Insurance coverage does not alter how medical help is rendered, police reports processed, etc.

2. Agencies/Departments must notify CEO/Risk Management of

volunteer-related incidents as quickly as possible, preferably on the day of the accident/loss or by the next business day.

3. CEO/Risk Management shall coordinate all volunteer-related

claim forms.

E. Annual Renewal of Excess Insurance Coverage

1. Annual renewal of the volunteer insurance coverage shall be determined by the County Executive Office.

2. Prior to the annual renewal, Agencies/Departments shall be

required to submit a volunteer count to the County’s manager of


volunteer/intern resources for the purpose of calculating the insurance premium.

F. Termination of Excess Insurance Coverage

1. If insurance coverage is not renewed and a volunteer becomes

injured while performing duties, the volunteer shall be treated as a member of the public and appropriate accident forms will be completed and submitted to CEO/Risk Management.

2. CEO/Risk Management shall determine the outcome of any claim.

VI. VOLUNTEER MANAGEMENT GUIDELINES

A. Organization of Volunteer Programs – Agency/Department Responsibilities

1. In developing a volunteer program, it must first be determined that volunteers can make an effective contribution toward meeting Agency/Department strategic goals, that the use of volunteers is appropriate to the mission and tasks of the organization and that resources can be dedicated to establishing and maintaining the volunteer program.

2. Written volunteer position descriptions that identify scope of work,

duties and responsibilities, qualifications, time commitment, screening procedures, supervision, etc. and include a risk analysis are required for each volunteer category and must be submitted to the County Executive Office prior to program implementation (Attachment F).

3. Activities performed by volunteers must be of benefit to the

Agency/Department, but must also be rewarding and satisfying to the volunteer.

4. Volunteers must not be allowed to perform services where those

services would displace or replace regular employees.

5. Agencies/Departments must designate one or more individuals to coordinate and/or supervise volunteers, and specialized training for paid staff working with volunteers generally enhances volunteer utilization. The Association for Volunteer Administrators outlines the significant role of staff in coordinating volunteers in its “Universal Declaration on the Profession of Leading and Managing Volunteers” (Attachment G).

6. Agencies/Departments are encouraged to provide a continuing

educational program for employees to familiarize them with the role and contributions of volunteers and to encourage positive interaction between paid and unpaid staff.


7. Agencies/Departments must orient and train volunteers so that they clearly understand program policies and procedures and respect the need for protecting the confidentiality of certain information.

8. Agencies/Departments must ensure that resources are available

for volunteers to perform required tasks. 9. Volunteers who do not adhere to Agency/Department policies and

procedures or who fail to satisfactorily perform their volunteer assignments are subject to dismissal. Agencies/Departments must not hesitate to immediately release any volunteer whose actions or behavior may be dangerous to others or a liability to the County.

10. Probationary periods, discipline procedures and performance

evaluations are not recommended for volunteers since they may imply a permanent status. In addition, formal methods to correct problems (other than retraining, coaching, mentoring and/or reassigning) are not recommended since such practices may give the impression that volunteers have a right to a grievance process before services can be terminated. To protect the County from potential liability in situations where a volunteer is dismissed, no reason for the separation should be stated or recorded. (County Counsel Opinion No. 2000-45)

11. Statistical and program information such as, but not limited to,

number of volunteers, total service hours, duties performed, impact of volunteer involvement and value of volunteer service must be maintained by Agencies/Departments and shall be included in the annual volunteer utilization report that is prepared for the Board of Supervisors.

12. In addition to statistical/program information, adequate records

such as, but not limited to, those listed below should be maintained for each volunteer for purposes of surveys, reports, recognition, accident/liability claims, reference checks, etc.

a. Statement of assigned duties or position description

(Attachment F) b. Volunteer registration or information form (Attachments H, I, J) c. Volunteer agreement/commitment statement (Attachment K) d. Volunteer confidentiality statement (if applicable) e. Length of volunteer commitment (start/end dates) and

hours served


B. Management of Volunteers – Agency/Department Responsibilities Several key components that contribute to a well-structured and effective volunteer program are listed below. Agencies/Departments are responsible for the development of specific volunteer management policies and procedures that apply to individual programs. Volunteer management practices should be carried out with the same care and attention to detail as comparable practices within the paid workforce. 1. Recruitment of Volunteers

a. Agencies/Departments are encouraged to implement recruitment strategies specific to their needs. This may involve targeted and/or general recruitment for existing programs as well as for short-term projects and/or for new and emerging program initiatives.

b. Development of written position descriptions is an essential

first step in the recruitment process. Position descriptions enhance a program’s efforts to attract qualified volunteers and are an important management tool once placement has occurred.

2. Interviewing Potential Volunteers

a. The purpose of the interview process is for the potential volunteer and the interviewer to become mutually acquainted so that each can determine if the Agency/Department offers an appropriate match.

b. An effective interview provides staff an opportunity to

ascertain whether the volunteer meets the requirements of the assignment and gives the volunteer a clear understanding of the duties that he/she would be expected to perform.

c. In addition to identifying a position’s duties/responsibilities

and program expectations, the interview may include a discussion of required time commitments, mandatory background checks, compulsory training, expenses that may be incurred and confidentiality issues.

3. Screening of Potential Volunteers

a. Implementation of procedures for screening volunteers is required, particularly in an effort to eliminate persons who are interested in business, personal or political information or gain or who have criminal records that make it inappropriate for them to work with clients or within a


particular setting. Screening must not be so restrictive as to disqualify candidates on the basis of personal beliefs or biases of the screener.

b. Depending on the nature of their duties, volunteers may be

required to undergo fingerprinting and/or reference and background checks. Agencies/Departments that offer opportunities in which volunteers interact with vulnerable clients, work in legal/criminal justice settings, have access to confidential/sensitive information, etc. must make every effort to determine the suitability and safety of potential volunteers.

c. In situations where criminal record checks are required,

they must be applied consistently, and results must be utilized for the sole purpose of evaluating the appropriateness of volunteer placement. A consent statement authorizing the Agency/Department to conduct a criminal background investigation and/or to contact references must be signed by the potential volunteer prior to initiating the background/reference check.

d. Completion of a registration or information form specifically

created for volunteers is recommended as part of the screening process (Attachments H, I, J). County employment applications, forms or classifications must not be used when enlisting or enrolling volunteers (County Counsel Opinion No. 2000-45).

4. Orientation of Volunteers

a. Orientation of new volunteers provides them with general

information about the Agency/Department. It enables them to understand how their positions fit within the organization’s overall operations, and how their efforts contribute to the organization’s mission and goals.

b. Orientation typically includes a tour of the

Agency/Department and a discussion of issues such as, but not limited to, those listed below:

1) Philosophy, brief history and administration of the

County and of the Agency/Department 2) Mission, functions and services of the

Agency/Department 3) Where the volunteer’s duties fit within the overall

structure of the Agency/Department


4) Policies (relevant to volunteer position) that pertain to supervision, reporting structure, attendance, record keeping, dress code, safety issues, accident/liability insurance coverage, smoking restrictions, phone/computer usage, confidentiality guidelines, harassment free workplace regulations, expense reimbursement guidelines, etc.

5. Training of Volunteers

a. Training gives the volunteer confidence that the assigned activities are important enough to warrant thought and care on the part of staff. Training should be planned in accordance with volunteer assignments to best prepare for duties and responsibilities. Well-trained volunteers feel that their contributions are making an important difference and see themselves as a productive member of the organization’s team.

b. A logical starting point for implementing volunteer training

is a position description that clearly outlines duties, responsibilities and program expectations.

6. Supervision of Volunteers

a. Volunteers should have one or more persons who provide

direct and/or indirect supervision. The volunteer’s supervisor has primary responsibility for developing suitable assignments, for involving the volunteer in projects, activities or services and for providing feedback to the volunteer.

b. Supervisors are encouraged to meet with volunteers on a

regular basis to discuss assignments and to offer volunteers an opportunity to share updates. Periodic meetings provide an occasion for both parties to discuss issues and make recommendations. They offer supervisors a setting in which to better understand and evaluate the volunteer’s efforts.

c. Agencies/Departments are encouraged to maintain

individual files for long-term volunteers, and the files must be stored separately from employee files. Many public and private organizations accept volunteer contributions as qualifying experience for jobs and/or for academic credit. Supervisors may be contacted to provide referral information such as start/end dates, hours completed and duties performed to prospective employers or academic institutions.


d. Volunteers/interns must be notified prior to placement if performance evaluations will be required by a college/university and/or by the volunteer/intern program. It’s recommended that performance evaluations be initiated by the volunteer/intern and not implemented as a standard volunteer management practice. (County Counsel Opinion No. 2006-003)

7. Recognition of Volunteers

a. Volunteer recognition is achieved at both formal and informal levels. Informal recognition is ongoing, and the appropriate use of this type of recognition creates a positive workplace environment, assists in developing a skilled and motivated volunteer team and facilitates retention of qualified volunteers. Informal recognition includes, but is not limited to, the following:

1) Giving praise for a job well done, when it is well done 2) Thanking volunteers for their efforts 3) Asking volunteers for opinions/recommendations 4) Increasing volunteer duties/responsibilities 5) Encouraging volunteers to attend staff meetings, if

appropriate 6) Allowing volunteers to make decisions 7) Providing volunteers with opportunities to upgrade skills,

knowledge, etc.

b. Formal recognition of volunteer service includes recognition ceremonies at an Agency/Department level and acknowledgment of individual contributions through letters and certificates of appreciation, awards or other methods acceptable to the Agency/Department.

c. The Board of Supervisors formally recognizes volunteers

(including interns and reserves) throughout the year to commemorate outstanding service. Agencies/Departments are encouraged to submit nominations for Board recognition and for other award programs offered at local, state and national levels such as the Points of Light Award (www.pointsoflight.org), National Association of Counties (NACo) Acts of Caring Award (www.naco.org) and President’s Volunteer Service Award (www.presidentialserviceawards.gov).

C. Evaluation of Volunteer Programs

1. Volunteer utilization should contribute to meeting strategic goals

and tie into business plans. Agencies/Departments are encouraged to conduct a periodic review of volunteer and intern


http://www.pointsoflight.org/

http://www.presidentialserviceawards.gov/

programs to evaluate effectiveness and identify areas for improvement and/or expansion.

2. The County’s manager of volunteer/intern resources submits a

consolidated report that focuses on Countywide volunteer involvement to the Board of Supervisors each year. In addition to statistical information, the report describes volunteer activities and achievements, discusses the impact of volunteer involvement and outlines volunteer program goals for the upcoming year.

D. Role of County’s Manager of Volunteer/Intern Resources

The County Executive Office provides Countywide direction, coordination and support of volunteer programs through the manager of volunteer/intern resources. Functions of this position include, but are not limited to, the following: 1. Assist with development, implementation and coordination of

Countywide volunteer/intern programs; 2. Develop and recommend County policies and procedures relating

to Countywide management of volunteer/intern programs; 3. Consult with Agencies/Departments regarding volunteer

management issues and provide resources, training and networking opportunities for managers and staff;

4. Develop Countywide recruitment and promotional campaigns for

the strengthening, maintenance and expansion of volunteer/intern programs;

5. Plan and coordinate recognition of County volunteers, interns and

reserves; 6. Establish linkages with community and civic organizations;

schools and universities; senior citizens groups; and religious, corporate and private sector organizations in order to promote County volunteerism; and

7. Compile statistics and program information for the annual report

on Countywide volunteer utilization and present findings to the Board of Supervisors.

8. Compile statistics for the annual volunteer insurance premium

and forward a summary of the data to CEO/Risk Management.


2007 Standards for Utilization of Volunteers Attachment A General Guidelines for Unpaid Student Internships

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UUNNPPAAIIDD SSTTUUDDEENNTT IINNTTEERRNNSSHHIIPP Internships with the County of Orange provide opportunities for career growth and personal development. Internships bridge the gap between school and the world of work and offer students an environment in which to network with professionals who are dedicated to making a positive difference in Orange County. Interns assist managers and professional staff with special projects, research and analytical assignments, client/constituent services, community outreach, technical support and day-to-day program activities.

Why do students intern with the County? The County offers students an excellent opportunity to:

• Build resumes and explore career options • Apply skills and knowledge to the workplace • Network with professionals in their fields of interest • Participate in an experience-based learning partnership • Fulfill college/university internship requirements

What is the typical time commitment required for County internships? Unpaid internships typically require a time commitment of 10- to 20-hours per week for one semester or quarter. In some instances, a lengthier time commitment is expected. Does the County offer paid internships? Internships are primarily unpaid; however, most students view the experience as invaluable in respect to personal and professional growth. What types of internships are available with the County? Internships related to most academic programs are offered through the County. Students are encouraged to check position descriptions listed on the County’s Web site (www.ocgov.com/internship.asp) or contact the County’s manager of volunteer/intern resources. Do County offices benefit from student involvement? Internships exist for the primary benefit of students. However, organizations that utilize interns generally experience positive results such as those listed below:

http://www.ocgov.com/internship.asp


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• Organizations gain the opportunity to influence and evaluate future professionals for their field. • Interns are great public relations agents – students can have a very positive effect within the

community and on future recruiting and hiring efforts. • Interns boost morale within the workplace. • Interns can handle the more routine tasks, freeing staff to concentrate their efforts on higher-level

assignments and projects. • Interns bring a fresh perspective, new talent, increased diversity and a helping hand to an

organization. Defining roles and responsibilities – The three-way partnership An important component of the internship experience is the three-way partnership that exists between the intern, the academic institution and the employer. The internship links the world of work to the academic setting. The basis of the partnership is the shared goal of offering students an opportunity to broaden their knowledge and enhance their skills. Therefore, it’s important to maintain a learning component throughout the internship and have staff available to guide, coach or mentor the student. Be Flexible – Interns are typically placed on a temporary basis during the school year or summer break. Most internships require between 10- to 20-hours per week. Offices are encouraged to be flexible and to allow interns to work around class schedules and other employment. Avoid the “Busywork Trap” – Ask yourself if the duties and responsibilities you will require of the intern consist only of busywork (i.e., data entry, filing, answering phones, faxing, etc.). Placing an intern to alleviate some of staff’s busywork is acceptable if balanced with meaningful responsibilities. A learning component should accompany most student tasks, and clerical or non-professional assignments should be limited to 20 percent or less of a student’s overall responsibilities. Offer “Shadowing” Opportunities – Interns benefit from experiencing “a day in the life” of staff and administrators. Throughout the week, provide opportunities for interns to attend staff or community meetings, listen to a conference call, accompany staff to community events and participate in activities outside their routine assignments. Internship opportunities provide students with professionally-oriented activities that enable them to experience work similar to that of a new entrant in the field. Positions relate to a student’s academic major or to a professional field where that academic knowledge can be applied. Through internships, students utilize knowledge gained in the classroom and are offered opportunities for hands-on experience. Steps toward effective intern supervision and management 1. Internal planning

Ask the following questions as you explore potential internship opportunities:


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• What work/projects does the office need completed? • Would this work be appropriate for students to perform? • Will duties and responsibilities provide sufficient learning opportunities? • Is staff available to provide orientation, training and weekly supervision for the intern? • Are resources available for the intern to complete assignments? • What type of commitment would be required of an intern? • What academic major and grade level would best support or relate to the work?

2. Determine work activities and develop a written position description

Well-written position descriptions are an excellent tool for attracting qualified candidates. The position description should provide detailed information and identify specific duties and responsibilities as well as required skills and qualifications. Position descriptions help students determine if an internship relates to their academic studies and career goals. It assists them in compiling information for resumes and in preparing for interviews.

3. Screening, interviewing and selection of interns

At this point in the recruitment process, prospective interns are asked to submit a resume, cover letter, writing sample and/or letter of recommendation. Although staff interview and hire numerous employees, the nature of internships may require a slightly different approach. During the interview, offer the student an opportunity to discuss his/her academic background, work experience, community involvement, internship expectations, time availability and computer skills.

4. Orientation and training

Many students are unfamiliar with the activities and work environment within a governmental agency. The sooner a student understands what an organization does and how it operates, the sooner he/she can assume assigned responsibilities and become productive. During orientation and training, discuss policies and procedures, confidentiality and safety issues, reporting relationships, etc. Take new interns on a tour of the Hall of Administration and other County facilities. Provide informational brochures and publications such as newsletters, reports, memos, etc. Suggest that they keep current on County issues by reading local newspapers and relevant publications and by researching the County’s Web site.

5. Supervision

The intern’s supervisor is the critical link between a successful and an unsuccessful internship experience. A mentoring relationship is often established between student and staff. Regularly scheduled meetings offer students an opportunity to report on the status of projects and assignments, ask questions and discuss observations, and learn how their work is contributing to the office. Staff is encouraged to provide feedback, work with students to establish goals and meet deadlines, and reinforce positive contributions.


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6. Evaluation and assessment

An internship is frequently a student’s first experience within a professional setting. A well-planned internship that includes a written position description, viable work activities and regularly scheduled meetings (formal and informal) provides staff with an excellent foundation for evaluation. Students should be encouraged to share their impressions of the internship experience with staff as part of the evaluation process. Suggestions for evaluating a student’s contributions are listed below:

• Provide specific, quantifiable data and use examples whenever possible. • Evaluate observed, ongoing performance rather than initial impressions or a dominant trait that

can overshadow other qualities. • Be objective in your judgements. • Encourage students to provide feedback. This information is an important component of the

evaluation process and helps staff improve the structure of an internship program for future students.

Why do internships fail? (Adopted from NACE’s “Building a Premier Internship Program”) Some common remarks from students who have not had a successful internship experience are listed below:

• “The work is not challenging enough or isn’t related to my field of study.” • “There is not enough work to last the term, and my manager is slow about giving me more work

or another project.” • “My manager doesn’t give me feedback on how I’m doing.” • “My workspace isn’t adequate.” Complaints range from no computer or phone to being in an

area that is too noisy to allow the intern to concentrate, to not having the proper tools and resources to do the work.

• “My manager is too busy for me or doesn’t seem interested in me.” • “It’s obvious that my work will not be used later; my work isn’t taken seriously.”

Note that these complaints generally have to do with the students wanting to make a real contribution and be taken seriously. Students are eager to learn and to prove their value. Input from managers regarding why students fail their internships:

• Student has unrealistic expectations. • Student lacks the quality of being able to “get things done.” • Student is unable to manage time well. • Student is too arrogant/too timid. • Student is unable to adapt to the corporate/business culture, i.e., the student is not “picking up” on

professional behavior. • Student waits too long to ask for help or direction with work assignments.

Most of the above issues can be addressed through a good selection process and, once the student is on the job, effectively communicating with and mentoring the student.

2007 Standards for Utilization of Volunteers Attachment B Sample Parent/Guardian Consent Form

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COUNTY OF ORANGE PARENT/GUARDIAN CONSENT FORM

TO BE COMPLETED BY AGENCY/DEPARTMENT: Name of program and location where volunteer activities will take place:

Volunteer duties/responsibilities:

Expected duration of volunteer activities and/or days timeframes volunteer hours will be scheduled: Describe orientation, training and supervision that volunteer will receive: Name, title and contact information for person who will supervise volunteer: TO BE COMPLETED AND SIGNED BY PARENT/GUARDIAN: Volunteer Name: __________________________________________________________________________________ Address: __________________________________________________________________________________________ Phone Number: ____________________________________________________________________________________ Emergency Contact: In case the child/teen should become ill or have a personal emergency while volunteering, whom shall we contact?

___________________________________________________________________________________ Contact name and relationship to volunteer Home Phone Work Phone Volunteer Guidelines and Provisions: I understand that volunteers are not employees of the County of Orange, they are not covered by Workers’ Compensation or the County’s Memorandum of Understanding and that volunteer agreements can be cancelled at any time. I understand that volunteers will only be reimbursed for pre-authorized expenses, and that if a volunteer’s personal vehicle is used for any County business, the volunteer will maintain insurance as required by law.

As parent/guardian, I give permission for my child/teen whose name is listed above to serve in the volunteer capacity described on this form. I understand that my child/teen will be provided with orientation, training and supervision necessary for the safe and responsible performance of volunteer duties and that my child/teen will be expected to meet the requirements of the position, including adherence to program policies and procedures. The County of Orange and its officers, employees and agents shall not be held liable for any death, injury or property damage claims arising from volunteer work. If any claim arises out of the foregoing, I shall defend, indemnify and save harmless the County of Orange and its officers, employees and agents from same. I hereby certify that all statements contained on this consent form are true to the best of my knowledge, and that by signing this agreement, I understand and agree to the above guidelines and provisions. ______________________________________________________________________ ______________________ Signature of parent/guardian Date ___________________________________________________________________________________________________________________________ Please print name of parent/guardian, relationship to volunteer, address and phone number

Provide parent/guardian with a copy of completed form.

2007 Stamdards for Utilization of Volunteers Attachment C Volunteer Safety Handbook

COUNTY OF ORANGE

V O L U N T E E R S A F E T Y

H A N D B O O K

Basic Safety Guidelines

Refer to the County of Orange

Employee Safety and Loss Prevention Handbook for more Comprehensive Information.

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COUNTY OF ORANGE

GENERAL SAFETY STANDARDS FOR

VOLUNTEER/INTERN UTILIZATION Senate Bill 198 indicates that safety standards must be reviewed with employees and volunteers. Basic safety guidelines developed through the CEO Risk Management department are listed below. Refer to the County of Orange Employee Safety and Loss Prevention Handbook for a more comprehensive index. A. GENERAL 1. The following work rules are established in the interest of accident prevention to

protect volunteers from injury and to safeguard County property. Each rule shall be considered directive in nature.

2. Supervisory personnel are required to observe all safety rules and enforce their compliance by the volunteers under their supervision. Each volunteer is required and expected to carry out these work rules.

3. Each Department shall establish safety rules specific to their areas and their volunteer programs.

4. Volunteers shall be trained on all aspects of their job, and this training shall be documented.

B. PREVENTION OF ACCIDENTS 1. Volunteers shall exercise general care when performing their work. Work shall

be conducted so as to eliminate hazards. 2. Unsafe or dangerous conditions found shall be immediately reported. 3. Each volunteer is expected to be responsible for his own safety and to exercise

care in avoiding injury to others. 4. Horseplay and practical jokes are forbidden. 5. Volunteers are required to learn the location of fire and safety exits. 6. All injuries must be immediately reported to supervision. C. QUALIFICATIONS FOR DUTY 1. Volunteers shall be mentally and physically fit for the work assigned. 2. Should any volunteer believe that he is unable to safely perform work that has

been assigned to him, he shall report this information to his immediate supervisor.

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D. SUITABLE CLOTHING AND EQUIPMENT 1. Volunteers shall wear suitable clothing and shoes at all times. Caution should be

taken when wearing jewelry or neckties while working around or operating moving machinery.

E. INTOXICATING LIQUOR AND DRUGS 1. Possession or use of intoxicating liquor or illegal drugs by any volunteer while on

duty is prohibited. 2. Any volunteers reporting for duty while under the influence of intoxicating liquor

or drugs will not be allowed to assume the duties of his position. F. SMOKING 1. Volunteers shall observe the Smoking Ordinance for the County. NO SMOKING

in any County building, and County owned motor vehicle. 2. Matches, cigars, cigarettes, and pipe ashes shall not be discarded while still

burning, or hot, unless placed in a proper receptacle or otherwise disposed of safely.

G. FIRST AID 1. Immediate first-aid treatment shall be secured for every injury, however minor it

may appear. 2. Properly equipped and approved first-aid kits are maintained in all facilities and

County vehicles. H. HOUSEKEEPING 1. Work areas are to be kept free of debris. I. DEFECTIVE EQUIPMENT 1. Volunteers shall immediately report to their supervisor any defective equipment

or any other condition which in their judgment may be dangerous either to persons or property.

J. LIGHTS 1. Dark places, basements or cellars, shall not be entered without proper light; the

use of matches for illumination is strictly forbidden.

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K. FIRE PREVENTION 1. Volunteers shall receive instruction regarding fire prevention. 2. In all cases of fire, evacuate the building and assemble in a pre-designated

meeting area. L. LADDERS 1. The use of any ladder not furnished by the County shall not be used unless

authorized by a supervisor, and only after it has been inspected for any defects and instruction in proper use has been given.

2. Benches, boxes, tables, machinery or other makeshift substitutes shall not be used as ladders.

M. PACKING, UNPACKING, STORAGE, LOADING AND UNLOADING OF

MATERIALS 1. Volunteers shall be instructed in proper packing, unpacking, storage, loading and

unloading of materials. Special regulations and instructions issued by the County department within which the volunteer works shall be strictly observed in every case.

N. LIFTING 1. The right way to lift is easiest—and safest. Take a firm grip; secure a good

footing; place the feet a comfortable distance apart; bend the knees; keep the back straight; and lift with the leg muscles.

2. Secure help when needed. 3. Never carry a load that is so large it obstructs the vision. O. STAIRWAYS, DOORS, LANDINGS, HALLS 1. Care should be used when passing through swinging doors. The hands should not

be placed on the glass of a door when opening it. 2. Volunteers should keep to the right when using the hallways and when going

around corners, or when opening or entering double doors. 3. Handrails should be used when ascending or descending stairs. 4. Matches, cigarette butts, rubber bands, and paper clips should not be thrown on

floors, landings, or stairs. 5. Running in hallways, up and down stairways, or around corners is prohibited. 6. Caution should be exercised when walking in halls where doors open outward.

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COUNTY OF ORANGE GENERAL OFFICE SAFETY STANDARDS

FOR VOLUNTEER/INTERN UTILIZATION

Senate Bill 198 indicates that safety standards must be reviewed with employees and volunteers. Basic safety guidelines developed through the CEO Risk Management department are listed below. Refer to the County Employee Safety Handbook (revised 8/15/97) for a more comprehensive index. The following information offers practical office safety knowledge, including how to prevent almost every type of office accident/injury from paper cuts to painful falls. A. FALLS

The following tips will help you avoid slipping or tripping: • Walk, never run. • Don’t change direction suddenly or stop quickly. • Choose properly-fitted footwear with slip resistant heels and soles and keep

them in good repair. Flapping soles and broken heels have caused many a downfall.

• Carry loads of reasonable size so your vision isn’t blocked. • If you see a slip or trip hazard, correct it immediately or mark it and notify

your supervisor. • Keep aisles and walkways clear. Good housekeeping prevents accidents,

particularly falls. B. STAIRS

Here are some safety rules to follow when ascending and descending stairs: • Always use the handrails. • Take one step at a time. • When carrying materials, use an elevator if possible. Try not to load both

arms with materials and never carry so much as to limit your vision. If you must use stairs, be sure to have at least one hand on the handrail.

• For everyone’s safety, no one should congregate on stairs or landings, or stand near doors at the head or foot of stairways.

• Remain alert when using stairs. You may be risking a fall if you are talking, laughing, and turning to others while going up or down stairs.

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C. CHAIRS

Sitting in a chair is a skill that is highly underrated. The proper technique is to look at the chair, grasp the arms or the seat with your hand, then lower yourself into the chair. Once you’re in the chair you can relax—as long as you don’t overdo it. Leaning back with your feet on the desk puts you in a horizontal position that too often means the chair will go over backward. This “sitting back flip” happens all the time—and it hurts. You can also do a “moving back flip” on chairs with castes if you move back quickly. If the wheels lock, the chair will flip over backward.

D. FILING CABINETS

Here are a few of the precautions to consider when you work with or around filing cabinets: • Use the handle to close the file drawer. Make sure your fingers are not curled

over the edge. • To prevent the cabinet from toppling over, only open one drawer at a time,

and keep all heavy materials in the bottom drawer. • When you file, wear rubber finger guards to avoid cut fingers from metal

fasteners or paper edges. • Bumping into sharp burrs and corners on metal filing cabinets and furniture

can cause injuries as well as torn and damaged clothing. Notify your supervisor regarding such safety hazards.

E. OFFICE “LANDSLIDES”

An example of an office landslide is when a folder that’s halfway down the stack is needed and someone tries to pull it out without removing the top materials first. With this scenario, everything on top of the folder could easily fall on top of the person.

Avoid office “landslides” by keeping in mind the following tips:

• Whenever it’s necessary to reach a height, a stool or stepladder should be used. NO substitute will do.

• Small index card files, calculators, typewriters, and other portable office equipment shouldn’t be placed near the edges of desks, filing cabinets, or tables. They could be bumped or jarred over the edge.

• Always store materials inside cabinets, files, and lockers—never on top.

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F. STOP BACK INJURIES

You may prevent the strains and back injuries that result from improper lifting, unexpected twisting, jerking or overexertion by following the proper lifting techniques listed below: • If you stoop over to lift, lift with your legs instead of with your back. • Get help if you lift a load above your shoulders. As you lift, rest the load at

about waist height, then change your grip and finish the lift. • When you carry a load, the usual procedure is to hold it in front of you at

waist height close to your body. If you need help, ask for it. • When you’re ready to set something down, it’s just about the same as lifting,

but in reverse. Let your leg muscles carry the load down. • Watch that you don’t get your fingers caught underneath the load. Tip it a

little bit so one edge rests on the floor or table first. Then let your hands slide up the sides so when the full weight comes down, your fingers aren’t caught underneath.

• Size up a job before you start lifting. If it’s too big or awkward, don’t be afraid to ask for help. It’s not just weight that makes a load a two-person job, it’s also the parcel’s size and shape.

G. MACHINERY

• Getting a finger caught in a typewriter is no joke. Word processors,

typewriters, copying machines, sorters, collators, addressing and mailing machines—all can grab a finger or a long strand of hair. Rings, bracelets, dangling necklaces, neckties, and loose floppy scarves or sleeves add to the hazard potential.

• Be on the alert for frayed wiring. To reduce fraying and bending of wires, always grasp the plug to pull it out; never jerk the cord.

• A three-wire grounding system is a must to eliminate shock hazard. Never use a “cheater” to put a three-prong plug into a two-prong receptacle. If you notice a tingling sensation when touching a machine, or see it smoking or sparking, notify staff IMMEDIATELY. To prevent others from using a defective machine, put a sign on it indicating that it is out of order and dangerous.

• Staff should be consulted when adjustments must be made or when flammable solutions must be applied to machinery.

• NEVER use an extension cord, even if electrical receptacles are not close enough. Use a “multi-plug strip adapter, with a 15 amp breaker.” Ask a supervisor for the proper type.

• Turn off equipment after use.

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H. FINGER POINTERS

Fingers and hands turn up on the office injury list more often than any other part of the body. • Paper cuts can be avoided by using finger guards to handle stacks of paper.

Pick up a sheet of paper by the corner, not the sides. Use a letter opener to open envelopes or packages sealed with tape. Pull a file out of the drawer to use it; don’t flip through the contents in the file cabinet.

• Keep the contents of desk drawers tidy to avoid punctures from scissors or pins hidden under a pile of papers. Keep razor blades, thumbtacks and other sharp objects in a closed container.

• Reaching blindly into a drawer for pencils, pens, or other items can be painful. Watch what you are doing so those pencil punctures don’t happen. Keep pencils stored flat—not standing point up in a pocket or a pencil holder.

• Close drawers, doors, and safes with the handle—not with your hand over the top or around the edge. Using the handle is just as easy and it saves a crushed hand.

• Remove staples with a staple remover, not your fingernails. And never test a jammed stapler with your thumb.

• Notify supervisors of broken glass, when light bulbs need to be handled or when sharp edges protrude.

I. EYE PROTECTION

Listed below are general rules to follow in order to avoid eye injuries: • Always pour fluids slowly and keep them in tight containers. • Authorization must be obtained from supervision before handling chemicals,

even photocopier toner. Latex gloves should be worn when changing toner.

• When reaching for an object, always look to see where your head is going as well as your hand to avoid poking your eye with a pencil or the edge of a cabinet. Don’t carry pencils behind the ear. And when carrying a pencil, keep the point down.

J. FIRE PREVENTION

Everyone can make important contributions toward fire prevention. Here are some fire prevention tips: • Maintain a neat and clean work area, and prevent rubbish and other

combustible materials from accumulating. • Observe the “No Smoking” rule for all County buildings. • Keep combustible materials at least eighteen inches away from appliances like

coffee makers, hot plates, space heaters, etc. • Report any fire hazards you see. • Be prepared if a fire does occur, by knowing ahead of time where fire exits are

located and what procedures should be followed.

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K. FIRST AID SKILLS If you are ever faced with a medical emergency, there are some important steps you should follow. • Avoid excitement or panic. Keep calm. • Stay with the victim and immediately have someone else summon medical

aid. • Move the victim only when there is an immediate threat of further injury. • Keep the victim lying down, quiet, calm, and warm. Loosen restrictive

clothing. • Never attempt to transport the victim to the hospital. • Do not administer care such as artificial respiration or control of bleeding if it

is beyond your ability.

L. EXPOSURES/SPILLS To avoid chemical exposure or spills, even of photocopier toner, always request that staff handle such products. If toner should get on your hands, wash your hands immediately (this will reduce the chance of getting it into your eyes or mouth). If you should get it into your eyes, go to the sink and flush your eyes for at least 10-15 minutes. Report exposure or spill incidents immediately to your supervisor.

M. COMMON SENSE SAFETY PRACTICES • Keep a safety sense attitude. • Get enough sleep before coming to work • Avoid complacency • Pay attention to housekeeping tasks daily • Get the training you need to do your job safely • Avoid distractions • Never cut corners or take shortcuts • Obey safety signs and warnings • Don’t use alcohol or drugs on the job • Never let personal feelings or problems get in the way of safety • Don’t fool around or show off on the job • Never ignore a co-worker’s unsafe acts • Ask questions about anything that is unclear

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2007 Standards for Utilization of Volunteers Attachment D Mileage & Other Expenses Claim Form

Page 1 of 3

COUNTY OF ORANGE MILEAGE & OTHER EXPENSES CLAIM

NAME: PLEASE PRINT OR TYPE

CALENDAR MONTH(S) YEAR

STREET ADDRESS

DEPARTMENT/AGENCY NAME

CITY AND ZIP CODE

ADDRESS OF ASSIGNED OFFICE

MILES FROM HOME

AUTO LICENSE #

WORK PHONE #

CHECK APPROPRIATE BOX COUNTY EMPLOYEE COMMISSION COMMITTEE ADVISORY BOARD VOLUNTEER

SOCIAL SECURITY NUMBER (2)

APPTS (11)

PAY LOCATION (12)

0701 2400 2601 2700 2700 2700 Date Destination

Purpose of Trip

NAME OF MEETING/CONFERENCE/OTHER

ORG Phone Tuition Mileage Hotel Meals Other (Specify)

SUBTOTAL OF ADDITIONAL PAGE(S)

Cash Advance Yes No AMOUNT $

TOTALS

SUMMARIZE YOUR CLAIM BY ACCOUNT CODE

(18) (23) (29) (37) (41) (18) (23) (29) (37) (41)

ACCOUNT CODE

PAY CODE

ORG

JOB REPT.

CATG.

AMOUNT

RATE/CODE

ORG

JOB

Number

REPT. CATG.

MILES

TRAVELED

MILEAGE

$ AMOUNT 0701

PHONE

PH

2601 Mileage

MI

2400 TUITION

TU

2601 Mileage

MI

2601 MONTHLY MIN

MIFL

2601 Mileage

MI

2600 TT

2601 Mileage

MI

2700 MO

2601 Mileage

MI

TOTALS FOR MILEAGE ONLY REPRESENTATION UNIT (UNION)

EMPLOYEE'S CERTIFICATION I hereby certify that this claim is true and correct, that payment has not been received and expenses cannot be claimed from another source, that this claim is submitted in accordance with Orange County vehicle rules and regulations. As required by law, I have a valid driver's license and carry public liability and property damage insurance. I further certify that I have worked at least eighty hours during the month for which this claim is made applicable to minimum mileage. I (judges only) further certify that mileage expenses incurred under provisions of Government Code Section 72003 are separately stated and identified (class B). I declare under penalty of perjury that the foregoing is true and correct. Signature Date DEPARTMENT/AGENCY CERTIFICATION I hereby certify that the above claimant was authorized to use his private auto on County business and the above expenditure is authorized, and that if a county employee, the claimant has taken the oath or affirmation of allegiance as required by Government Code Section 3107. I further certify that each month the minimum mileage reimbursement is authorized the employee was required to furnish a privately owned vehicle for use on County business and that the employee has worked at least eighty hours during the month for which the claim is authorized. Supervisor’s Signature Authorized Signer’s Signature Date APPROVED DAVID E. SUNDSTROM, Auditor-ControIIer DEPUTY Date:


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FILING AND PREPARATION INSTRUCTIONS 1. Claims for mileage expense shall generally be filed on a calendar month basis with the County Auditor-Controller. 2. A claim must be filed within one year from the date the expense is incurred. 3. Indicate whether a cash advance was received for the expenses claimed. 4. Fill in the expense information in the columns designated. a) List each day's expenses separately. b) “Hotel” expenses should be for lodging only. Meals, parking and phone charges should be listed under their appropriate columns. c) "Other" expenses include parking, taxi fare, registration or other allowable expenses not separately identified. Specify the type of expense claimed in this column. 5. Total all the columns. 6. If more than one page of expenses is being claimed, use the Supplemental Mileage & Other Expense Claim form. Complete the Name, Social Security Number and

Department/Agency Name on each additional page. The total of all additional pages should be indicated on the "Subtotal of Additional Page(s)" line. 7. Staple all additional pages, receipts and documentation required behind the Mileage & Other Expenses Claim from. 8. Summarize the claim by account code. 9. Compute mileage. Enter whole miles, not partial miles. The mileage rate times the miles must equal the dollar amount. If you use job accounting, the miles times the rate

must equal the dollar amount for each job number. 10. Sign employee certification and submit to supervisor and authorized signer for Department/Agency certification. 11. For volunteers, legal authorization must be stated on the claim. List the specific "Minute Order" or "Resolution", or state "Approved in Annual Budget."

TYPE OF EXPENSE REIMBURSEMENT LIMIT CONDITIONS Apply the mileage rate that is in effect for the month claimed or the minimum of $10 if applicable, for each calendar month. NOTE: If the County mileage reimbursement rate is greater than that allowed by the Federal Government, reimbursement will be reported as taxable income.

In General Area: Orange. Los Angeles, Ventura, San Bernardino, Santa Barbara, Riverside, San Diego, Imperial, and Kern Counties.

Private Auto Mileage NOTE: Employees shall arrange a carpool when two or more personnel are attending the same meeting.

Equivalent air coach fare from LAX to destination or nearest available airport thereto, plus mileage at rates indicated above, from point of departure to LAX and return, and all business mileage at the destination such mileage to be accumulated with alt other mileage claimable for the month applicable

Outside General Area

*Public Transportation, Taxi, Limousine

Actual cost and customary tips/gratuity. Most reasonable and necessary mode of transportation should be used.

*Car Rental Actual cost Outside County - Prior approval by the Head of the Department/Agency.

Meals Actual cost including customary tips/gratuity, and excluding alcoholic beverages. In-County Meal Reimbursement: Meeting must be in session and require a meal to claim reimbursement.

Outside County or within County when on official duty attending meetings at direction and with approval of Head of the Department/Agency, personnel of District Attorney, Sheriff, Probation, Coroner & Fire Protection, when engaged in official investigation.

*Gas for County Car

Actual cost Only when the Transportation Department does not issue a credit card

*Lodging Single Room Rate

Meeting in excess of one day outside County.

*Registration & Tuition Parking Telephone

Actual cost None

*Itemized billings or receipts must be submitted for these items. All items submitted for reimbursement should be reasonable and necessary. The Auditor-Controller may at his judgment reduce or deny claims that are not adequately supported and do not appear to be reasonable and necessary. Reimbursement limits and conditions are set by Resolution 66-907, Orange County Travel Policy adopted 3-16-99 by Board of Supervisors File No. 21090, Resolution 66-1108, 67-308, 69-606, and 66-1070.

RULES AND REGULATIONS - PRIVATE MILEAGE SUBMITTAL OF PRIVATE MILEAGE CLAIMS: Private mileage and related expense shall be submitted on the Auditor-Controller Mileage & Other Expenses Claim Form. Resolution 66-907, amended 67-308. MILEAGE COMPUTATION: The following criteria shall be used by each permittee in computing mileage claims: 1. Permittees Working from County Facility. Any permittee assigned to or working

from any County facility shall be compensated for that elapsed County business mileage accrued between departure from and return to facility within a given workday. For mileage allowance purposes, any County facility to which a permittee is assigned is considered the permittee's work location, regardless of whether such a facility is the department or district headquarters or merely branch or subactivity of the parent department or district,

2. Permittees Working from Home. Where particular work assignments of certain employees are such that there is no valid reason for establishing any location as headquarters, a Head of Department/Agency may permit those individuals to operate from their home location. Under such conditions, a permittee so authorized may claim mileage from his first work contact point following his departure from home. Should the contact point be further from the permittee's home than is his designated office location, mileage will be allowed for that distance traveled which exceeds the distance from the permittee's home to his designated office location. Similarly, only such mileage will he allowed from the last work contact point home as is greater than the distance between his home and designated office location. A permittee's home shall not be considered as a working location or headquarters for mileage allowance purposes. See “Extra Trip Mileage" for the exception to this. Resolution 66-907.

ALLOWABLE MILEAGE CLAIMS: A permittee shall be allowed to claim only those miles traveled pursuant to performance of County business. Miles traveled to and from home, or those driven during the workday which vary from a direct route from one County business contact to another, are nonclaimable personal miles. with the cost to be permittee's personal responsibility except as set forth hereinafter.

All other operating, towing and similar expense shall likewise be borne by the permittee. Resolution 66-907. MINIMUM MILEAGE REIMBURSEMENT: A permittee who is required by the County to furnish a privately owned vehicle for the performance of his/her duties may claim minimum reimbursement of ten ($10) dollars in any calendar month in which the permittee actually worked eighty (80) hours and the permittee's actual mileage reimbursement would otherwise be less than ten dollars. Resolution 69-606. EXTRA TRIP MILEAGE: Permittees are expected to provide their own transportation between their home and their assigned place of work, and no mileage claim may be made therefor. When, however, a permittee is required or ordered to perform duties necessitating travel from home, other than regular travel between home and work, mileage will be allowed to and from the permittee's home. Resolution 66-907. County Counsel Opinion No. M72-24 dated 6/27/72 interprets "other than regular travel between home and work" to include trips to the office or elsewhere on non-workdays as well as after work hours on workdays, if required or ordered. COMMISSIONS: Members of Commissions or Advisory Boards of the County. or other persons performing specialized services for the County, who are entitled by law to receive mileage allowance, may include mileage from their homes to place of transaction of official business and return. Certification of such mileage shall be as required by the Auditor-Controller. Resolution 66-907 and 77-1889. VOLUNTEER SERVICES: Volunteers performing services for the County are entitled to be reimbursed for out-of-pocket and personal mileage expenses at the same rates allowed regular County employees. Departments utilizing volunteer services must have prior authorization by the Board of Supervisors. Resolution 00-26.


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County of Orange SUPPLEMENTAL

MILEAGE & OTHER EXPENSES CLAIM

NAME: PLEASE PRINT OR TYPE

CALENDAR MONTH(S) YEAR SOCIAL SECURITY NUMBER

DEPARTMENT/AGENCY NAME

Date Destination Purpose of Trip

Name of Meeting/Conference/Other ORG 0701

Phone 2400

Tuition 2601

Mileage 2700 Hotel

2700 Meals

2700 Other (Specify)

SUBTOTALS

2007 Standards for Utilization of Volunteers Attachment E Cell Phone Guidelines

Page 1 of 4

County of Orange MEMO DATE: August 20, 2004 TO: Agency/Department Heads FROM: County Executive Office SUBJECT: Cell Phone Guidelines

The County Executive Office has established the following guidelines to ensure proper and consistent procedures for cellular phones including purchasing cell phone equipment and services; approved usage; review; reimbursement; and approved use of personal cellular phones for official County business purposes. I. DEFINITIONS

Authorized User – An employee, volunteer, or other individual specifically authorized by the County to use cell phones for official County business.

Official County Business Call – An incoming or outgoing call related to job duties, program requirements, mission attainment, or other duties as assigned by County management, or a personal call made as a result of any of the foregoing, when a more economical means of communications is unsafe, inappropriate, or not readily available, except in situations involving an emergency or the safety of individuals. County-issued Cell Phone – Any County-owned, rented or leased cell phone or any County-owned wireless communication device (e.g. Blackberry, or other Personal Data Assistant, etc.).

II. GENERAL PROVISIONS

A. The use of cellular technology provides assistance with disaster recovery, offers alternatives for immediate communication when away from the office or traveling for County business, improves the quality of service delivered to the public and the productivity of the County workforce. The County is committed to providing efficient, cost-effective communication equipment and services necessary for individuals to perform essential County service to the public in the most expedient and cost effective manner.

B. Agency/Department heads are responsible for proper consideration and approval of the acquisition of cell phone service and equipment, limited to occasions where there is a demonstrated need for such equipment and services to perform essential County business, to improve safety, increase productivity, increase service to the public, or in situations in which necessary communications cannot be met by other means.


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C. No County-issued cell phone equipment shall be installed in a privately owned vehicle.

D. Reimbursements shall be made in accordance with these guidelines and the

Board of Supervisors adopted travel and reimbursement procedure established on March 16, 1999.

E. An authorized user should not use a cell phone while operating a vehicle or other

motorized/power equipment while engaged in official County business or in any other situation that creates a hazard, unless such use is required because of an emergency or the cell phone is equipped with “hands free” capability.

III. PROCEDURES

A. Purchase

All cellular service and equipment shall be purchased through the existing County Master Agreement, where the required service is available and in accordance with the terms and conditions of the County Master Contract. Billing statements for cellular services and equipment will be billed directly to the ordering Agency/Department.

B. Acknowledgement for Use of Cell Phones Form

Prior to issuing a cell phone, authorized users shall acknowledge they have read and agree to these guidelines on the “Acknowledgement of Receipt of County-issued Cell Phone Guidelines and Cell Phone Equipment and Receipt for Return of Equipment” form (attachment A), which form must also be approved by the Agency/Department head or designee.

C. Use - General

Use of County-issued cell phones shall be in compliance with these guidelines, the Board of Supervisors travel and reimbursement procedures, and applicable local, state and federal laws. Unauthorized use of County cell phones can result in appropriate disciplinary action.

D. Initial Review

At the time of the initial issuance of a cell phone, Agency/Department heads should determine the service plan that meets the need of the employee to ensure the most cost-effective plan is being used. Thereafter, at least annually, Agencies/Departments should review cellular phone plans to ensure the most cost-effective plan for each user is being used and make any necessary plan/equipment changes.

E. Internal Control

Agency/Department heads shall implement internal controls for cell phone usage within their Agency/Department consistent with these guidelines, which shall include:


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a) Approval process for purchase of service and equipment

(including upgrades after the initial issuance of a cell phone and service plan);

b) Monthly review of billing statements as identified in section F; c) Approval and processing of billing statements; d) Maintaining accurate records of justifications, purchases, rate

plans, invoices and documentation of personal reimbursements; and

e) Assignment and disposition of cell phone equipment and service.

F. Cell Phone Use and Reimbursement

a) Personal Use and Reimbursement

County-issued cell phones shall be used principally for official County business. Personal use is limited to the following:

i. Personal emergencies; or ii. Occasional incidental calls that do not incur any roaming or

long distance charges. Incidental calls should not normally exceed five minutes in duration.

Authorized users shall be required to review the monthly billing statement for their County-issued cell phone in the event the Agency/Department determines that the billing statement contains:

i. Charges for minutes that exceed those permitted under the cell phone's billing plan; or

ii. Roaming or long distance charges for personal calls attributable to the cell phone assigned to the user.

In the event roaming or long distance for personal calls are identified as being attributable to the cell phone assigned to an authorized user, that user shall be responsible to reimburse the County for charges resulting from such personal calls.

b) Business Calls on Personal Cell Phones and Reimbursement

Before seeking reimbursement, Agency/Department head approval is required before an employee may use a personal cell phone on a recurring basis for official County business. Agency/Department heads reserve the right to limit/deny reimbursement requests for using personal cell phone on a recurring basis without prior approval.

Reimbursement shall not include any portion of the cost of personal cellular equipment or installation. Reimbursements shall be made in accordance with the established Board procedure, which states: ‘Charges for business calls made on personal cell phones are eligible for reimbursement when the calls are a necessary part of the traveler’s official


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job function. In lieu of reimbursement for individual County related business calls on personal cell phones, employees may be reimbursed for a prorated percent of their monthly service charge, based on the ratio of personal calls to County business calls made, when an Agency/Department head determines this to be in the best interest of the County. Reimbursement will be through a Mileage and Other Expenses Claim Form accompanied by the related phone bill listing the phone numbers called and the related actual expense’.

G. Disposition

Agencies/Departments are responsible for inventory of County-issued cell phones and termination of unneeded services. Authorized users who no longer have a need for a County issued cell phone to conduct official County business, or upon Agency/Department request, must return the cell phone to their supervisor/designated person. To verify the cell phone return, the supervisor/designated person will sign a copy of the Receipt for Return of Equipment form and provide a copy to the employee which will serve as a receipt for the return of the cell phone.

H. Defective, Lost or Stolen Equipment

Authorized users are responsible for safeguarding the cell phone and controlling its use. Defective, lost or stolen cell phones should be reported immediately to the appropriate person (for example: supervisor or designated Agency/Department cell phone coordinator and/or manager). If loss, theft or damage is due to the intentional act or gross negligence of the user, he or she may be required to reimburse the County for the cost of the cell phone as well as all charges as a result of the loss of the cell phone.

I. Records

Agency/Departments shall maintain adequate records related to all County-issued cell phones and services, including, justification and approval for each cell phone, “Acknowledgement of Receipt of County-issued Cell Phone Guidelines and Cell Phone Equipment and Receipt for Return of Equipment” form, acquisition, usage, review and reimbursement documentation (including copies of cell phone billing statements identifying calls not related to official County business). Retention requirements for the foregoing records shall be the same as retention requirements for vendor invoices.

REFERENCES Mileage and Other Expenses Claim form ATTACHMENTS (referenced attachments not included with this document) Attachment A - “Acknowledgement of Receipt of County-issued Cell Phone Guidelines

and Cell Phone Equipment and Receipt for Return of Equipment" form Attachment B - "User Billing Statement Review" draft memo

2007 Standards of Utilization for Volunteers Attachment F Sample Volunteer/Intern Position Description

COUNTY OF ORANGE www.ocgov.com

VOLUNTEER/INTERN POSITION DESCRIPTION Date: Position Title: Name of Agency/Department Requesting Volunteer/Intern: Briefly Describe Functions of Agency/Department: Major Duties/Responsibilities of Volunteer/Intern: Educational Requirements: Skills, Training or Qualifications Desired: Training and Supervision that will be Provided by the Agency/Department:

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http://www.ocgov.com/

2007 Standards of Utilization for Volunteers Attachment F Sample Volunteer/Intern Position Description

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Time Commitment Required and Timeframe in which Hours can be Scheduled: Please include any aspects of the position that can be performed off site, for example from an individual’s personal computer or from another location more convenient for the volunteer/intern. Location(s) where Volunteer/Intern can Schedule Hours: Benefits that the Volunteer/Intern Position Offers: Benefits can relate to experience gained, personal satisfaction, betterment of community, etc. Expenses that the Volunteer/Intern may Incur: Application Process: (Please include details regarding required background investigations, reference checks, DMV reports, etc.) Additional Comments: Contact: _______________________________________________________________

Name & Title

_______________________________________________________________ Address

_______________________________________________________________ Telephone Fax E-mail

2007 Standards for Utilization of Volunteers Attachment G Universal Declaration on the Profession of Leading and Managing Volunteers

Universal Declaration on the Profession of Leading and Managing Volunteers

This document was created and approved by the Association for Volunteer Administration during the October 2001 AVA Conference. At that time, AVA was an international professional association whose members included volunteer program administrators in a wide variety of settings who shared a commitment to the effective utilization of volunteers. As the international professional association for volunteer leadership, the Association for Volunteer Administration envisions a world in which the lives of individuals and communities are improved by the positive impact of volunteer action. This vision can best be achieved when there are people who make it their primary responsibility to provide leadership in the management of volunteer resources, whether in the community or within organizations. These “leaders of volunteer resources” optimize the impact of individual and collective volunteer action to enhance the common good and enable humanitarian benefit. These leaders are most effective when they have the respect and support of their communities and/or their organizations, appropriate resources and the opportunity to continually develop their knowledge and skills. With the growth of volunteering worldwide there is recognition that the time and contribution of volunteers must be respected, and that their work must benefit both volunteers and the causes and organizations they serve. Thus, we affirm and support the Universal Declaration on Volunteering adopted by IAVE – The International Association for Volunteer Effort – which states “Volunteering is a fundamental building block of civil society. It brings to life the noblest aspirations of humankind – the pursuit of peace, freedom, opportunity, safety and justice for all people . . . At the dawn of the new millennium, volunteering is an essential element of all societies.” As volunteering has expanded globally, the need has emerged for strong leadership and management of volunteers. Increasingly, this is recognized as a professional role.

Value and Contribution of Directors of Volunteers Directors of Volunteers promote change, solve problems, and meet human needs by mobilizing and managing volunteers for the greatest possible impact.

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Directors of Volunteers aspire to: • act in accordance with high professional standards. • build commitment to a shared vision and mission. • develop and match volunteer talents, motivations, time availability and differing

contributions with satisfying opportunities. • guide volunteers to success in actions that are meaningful to both the individual

and the cause they serve. • help develop and enhance an organizing framework for volunteering.

Role Directors of Volunteers mobilize and support volunteers to engage in effective action that addresses specified needs. As Directors of Volunteers we strive to:

• be innovative agents for change and progress. • be passionate advocates for volunteering. • welcome diverse contributions and ideas. • develop trusting and positive work environments in which volunteers and other

resources are effectively engaged and empowered. • ensure the safety and security of volunteers. • develop networks and facilitate partnerships to achieve desired results. • be guided by, and committed to the goals and ideals of the cause/mission towards

which we are seeking and to continually expand our knowledge and skills. • communicate sensitively and accurately the context, rationale, and purpose of the

work we are doing. • learn from volunteers and others in order to improve the quality of our work.

Core Beliefs

As Directors of Volunteers, we hold these beliefs and seek to demonstrate them in our actions:

• We believe in the potential of people to make a difference. • We believe in volunteering and its value to individuals and society. • We believe that change and progress are possible. • We believe that diversity in views and in voluntary contributions enriches our

effort. • We believe that tolerance and trust are fundamental to volunteering. • We believe in the value of individual and collective action. • We believe in the substantial added value represented by the effective planning,

resourcing and management of volunteers.

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We also believe that we share the responsibility: • to manage the contributions of volunteers with care and respect. • to act with a sense of fairness and equity. • to ensure our services are responsible and accountable. • to demonstrate the practices of honesty and integrity.

The complexity of the problems the world faces reaffirms the power of volunteering as a way to mobilize people to address those challenges.

In order for volunteering to have the greatest impact and to be as inclusive as possible, it must be well planned, adequately resourced and effectively managed. This is the responsibility of Directors of Volunteers. They are most effective when their work is recognized and supported. Therefore, we call on leaders in:

• non-governmental and civil society organizations, to make volunteering integral

to achieving their missions and to elevate the role of volunteer directors within the organization.

• government at all levels, to invest in the sustainable development of high quality volunteer leadership and to model excellence in the management of volunteers.

• business and the private sector, to understand the importance of volunteer management and to assist volunteer-involving organizations in developing this capacity.

• funding organizations, to support the commitment of resources to build the capacity of volunteer management.

• education, to provide opportunities for volunteer leaders to continually expand their knowledge and skills.

We call upon Directors of Volunteers worldwide to accept this Declaration, to integrate and embody it in our shared work, and to promote and encourage its adoption. While we recognize that all countries in the world do not approach volunteer development in the same say, this Declaration is intended to encourage all those concerned with the advancement of this profession, to aspire to these statements.

Developed by the International Working Group on the Profession Convened by the Association for Volunteer Administration

Toronto, Ontario Canada 2001 With representation from: Argentina, Bangladesh, Canada, England,

Hungary, Israel, Mauritius, Mexico, Nepal, New Zealand, Scotland, USA

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2007 Standards for Utilization of Volunteers Attachment H Sample Volunteer/Intern Registration Form

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COUNTY OF ORANGE VOLUNTEER/INTERN REGISTRATION FORM

NAME: ____________________________________________________________________ BIRTHDAY: ___________ Last First MI Month/Day ADDRESS: _________________________________________________________________________________________ Street Apt. #

_________________________________________________________________________________________

City State Zip PHONE: ____________________________ ____________________________ ___________________________ Home Cell Work E-MAIL: ______________________________________ Work Hours: ________________________________

May we contact you at work? Yes θ No θ EMPLOYER: _______________________________________________________________________________________

In order to place you in the most appropriate assignment, please complete the following:

Education completed: _________________________________________________________________________________

Currently a student? _____ Major: __________________ Credentials/licenses working towards:____________________ Will you be receiving academic/course credit for your volunteer/intern participation? Yes θ No θ Requirements for academic/course credit: Hours _____ Supervision ___________________ Other _________________ Academic Placement Coordinator: __________________________________________ Phone: ____________________ What times are you available to volunteer/intern? Days: _______________________ Hours: _______________________ How did you hear about the volunteer/intern opportunities with this

department?____________________________________ ____________________________________________________________________________________________________ Please describe any previous volunteer/intern experience you have had: __________________________________________ ____________________________________________________________________________________________________

____________________________________________________________________________________________________

____________________________________________________________________________________________________


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What do you hope to gain from your volunteer/intern

experience?________________________________________________ ____________________________________________________________________________________________________

____________________________________________________________________________________________________

____________________________________________________________________________________________________ What skills and experiences do you bring to your volunteer/intern assignment? _____________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ What are your hobbies and interests?

______________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________

Have you ever been convicted of a felony? ________ If yes, please explain and give dates:

________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ EMERGENCY CONTACTS: In case you should become ill or have a personal emergency on your volunteer/intern assignment, whom shall we contact? ____________________________________________________________________________________ Contact Name and Relationship to Volunteer Home/Cell Phone Work

Phone ____________________________________________________________________________________________________ Contact Name and Relationship to Volunteer Home/Cell Phone Work

Phone REFERENCES: Please list three personal references. Do not include family members or relatives. Full Name Complete Mailing Address Phone Number 1. _________________________________________________________________________________________________ 2. _________________________________________________________________________________________________


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3. _________________________________________________________________________________________________ I give permission to a representative of the County of Orange to contact the references listed above and authorize these references to provide requested referral information. Yes _______ (initial) Parent/guardian must initial if volunteer is under the age of 18. VOLUNTEER GUIDELINES AND PROVISIONS: If accepted into a County of Orange volunteer/intern program, I understand that I will only be reimbursed for any mileage or out-of-pocket expenses that have been previously authorized. As a volunteer/intern, I am not an employee of the County of Orange, I understand that I am not covered by Workers’ Compensation or the County’s Memorandum of Understanding and that my volunteer agreement may be cancelled at any time. If I use my own vehicle for any County business, I will maintain insurance as required by law.

The County of Orange and its officers, employees and agents shall not be held liable for any death, injury or property damage claims arising from volunteer work. If any claim arises out of the foregoing, the volunteer shall defend, indemnify and save harmless the County of Orange and its officers, employees and agents from same. I hereby certify that all statements contained on this registration form are true to the best of my knowledge, and that by signing this agreement, I understand and agree to the above volunteer guidelines and provisions. _______________________________________________________________________ _____________________ Signature Date _______________________________________________________________________ _____________________ Signature of Parent/Guardian if volunteer is under the age of 18 Date

2007 Standards for Utilization of Volunteers Attachment I Sample Volunteer/Intern Registration Form

COUNTY OF ORANGE VOLUNTEER/INTERN REGISTRATION FORM

NAME: ____________________________________________________________________ BIRTHDAY: ___________ Last First MI Month/Day ADDRESS: _________________________________________________________________________________________ Street Apt. #

_________________________________________________________________________________________

City Zip PHONE: ____________________________________ E-MAIL: ___________________________________

Education completed: _________________________________________________________________________________

Currently a student? _____ Major: __________________ Credentials/licenses working towards: ___________________ Will you receive college credit for your volunteer/intern work? Yes θ No θ Requirements for credit: Hours _________ Supervision __________________________ Other ____________________ Placement Coordinator: ___________________________________________________ Phone: ____________________

What do you hope to gain from your volunteer/intern experience? ______________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ EMERGENCY CONTACT: In case you should become ill or have a personal emergency on your volunteer/intern assignment, whom shall we contact? ____________________________________________________________________________________________________ Name Home Phone Work Phone

Volunteer Guidelines and Provisions: If accepted into a County of Orange volunteer/intern program, I understand that I will only be reimbursed for any mileage or out-of-pocket expenses that have been previously authorized. As a volunteer/intern, I am not an employee of the County of Orange, I understand that I am not covered by Workers’ Compensation or the County’s Memorandum of Understanding and that my volunteer agreement may be cancelled at any time. If I use my own vehicle for any County business, I will maintain insurance as required by law.

The County of Orange and its officers, employees and agents shall not be held liable for any death, injury or property damage claims arising from volunteer work. If any claim arises out of the foregoing, the volunteer shall defend, indemnify and save harmless the County of Orange and its officers, employees and agents from same. I hereby certify that all statements contained on this registration form are true to the best of my knowledge, and that by signing this agreement, I understand and agree to the above volunteer guidelines and provisions. ________________________________________________________________ ____________________________ Signature Date

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2007 Standards for Utilization of Volunteers Attachment J Sample Volunteer Guidelines and Provisions Form

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COUNTY OF ORANGE VOLUNTEER GUIDELINES AND PROVISIONS

Short-Term or Special-Event Volunteers

In order to promote a safe working environment for volunteers participating in County of Orange short-term projects and special events, the following guidelines and provisions have been established:

• Volunteer work shall not be initiated prior to briefing by a County representative. • All volunteers will work in a safe fashion, utilizing appropriate safety measures. • In some situations protective clothing must be worn and the County would provide such clothing. A County

representative would instruct volunteers on its use. • Horseplay, practical jokes, and unsafe activities are prohibited. • Consumption of alcoholic beverages or drugs before or during the volunteer time period is expressly prohibited. • Do not use defective equipment and report such problems immediately to a County representative. • When lifting material, use safe “team lifting” techniques. • Do not transport other volunteers or County materials unless you are authorized to do so by a County

representative. • All injuries should be reported to a County representative immediately. First aid kits are located at County

agencies and departments. • Don’t over exert yourself! Work at a comfortable rate. • Learn the location of fire and safety exits. • Know emergency evacuation procedures. • Report unsafe conditions/hazards to a County representative immediately. I understand that as a short-term and/or special event volunteer, I am not an employee of the County of Orange; I am not covered by Workers’ Compensation or the County’s Memorandum of Understanding; and that my volunteer duties may be terminated at any time. I understand that I will only be reimbursed for any mileage or out-of-pocket expenses that have been previously authorized. If I use my own vehicle for any County business, I will maintain insurance as required by law.

The County of Orange and its officers, employees and agents shall not be held liable for any death, injury or property damage claims arising from volunteer work. If any claim arises out of the foregoing, the volunteer shall defend, indemnify and save harmless the County of Orange and its officers, employees and agents from same.

I understand and agree to the above volunteer guidelines and provisions.

____________________________________________________________ ____________________________ Signature Date

___________________________________________________________________________ ___________________________________ Signature of parent/guardian required if volunteer is under the age of 18. Date Please Print Clearly: Volunteer Name: ________________________________________ Phone Number: _______________________ Address: _____________________________________________________________________________________ Street City State Zip Emergency Contact: __________________________________________ ____________________________ Contact name & relationship to volunteer Phone Number

2007 Standards for Utilization of Volunteers Attachment K Sample Volunteer/Intern Agreement

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COUNTY OF ORANGE AGENCY/DEPARTMENT

VOLUNTEER/INTERN AGREEMENT This agreement is intended to indicate the importance of our volunteer/intern program. We appreciate your contributions to our Agency/Department and are committed to providing you with a meaningful and rewarding experience. AGENCY/DEPARTMENT

We, ________________________________ (Agency/Department), agree to accept services of _______________________________ (volunteer/intern) beginning ___________________, and we commit to the following:

1. To provide adequate orientation, training and assistance for the volunteer/intern based on the responsibilities of the position. 2. To review County safety guidelines with the volunteer/intern and provide a

safe environment in which to work. 3. To arrange for volunteer/intern supervisory support and performance

feedback. 4. To be receptive to comments from the volunteer/intern regarding ways in

which tasks may be accomplished effectively. 5. To treat the volunteer/intern as a partner with department staff, jointly

responsible for completion of projects and tasks. VOLUNTEER/INTERN

I, _________________________________, agree to serve as a volunteer/intern and commit to the following: 1. To adhere to department and volunteer/intern program policies and procedures and safety standards. 2. To complete tasks and assignments to the best of my ability. 3. To maintain the confidentiality of department information. 4. To meet agreed upon commitments or provide adequate notice so that alternative arrangements can be made. This agreement may be canceled at any time at the discretion of either of the parties. ____________________________________ _________________________________ Volunteer/Intern Signature Staff Representative __________________________________ _________________________________ Date Date ___________________________________________________________ ________________ Signature of Parent/Guardian if Volunteer/Intern Under the Age of 18 Date

Documents

County of Orange - ocgov.combos.ocgov.com/hr/hrportal/docs2/docs_gen_resources/Standards for... · regulations if there is a promise of employment upon completion of the internship