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Handbook for Knowledge Philanthropists

Policies & Processes

2012 Vantage Point Adopted by the Board of Directors Oct 2004; Last Updated Dec 2012

This handbooks includes policies and procedures for knowledge philanthropists volunteering with you

to achieve your mission. Salaried employees can use this tool in the onboarding process with new

knowledge philanthropists to set parameters and provide important information about the

organization. This version of Vantage Point’s handbook can easily be adapted to fit your situation. It

was developed to be used alongside the Salaried Employee & Board Handbook for Working with

Knowledge Philanthropists (Volunteers) also available on the Vantage Point website.

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TABLE OF CONTENTS

WELCOME: Message from Board and Executive Director ................................................................................... 3 1. ABOUT VANTAGE POINT .......................................................................................................................... 4

1.1. Vantage Point Vision ............................................................................................................................ 4 1.2. Vantage Point Mission ......................................................................................................................... 4 1.3. Vantage Point Core Values ................................................................................................................... 4 1.4. Definition of a “Volunteer” .................................................................................................................. 4 1.5. Guiding Principles................................................................................................................................. 4 1.6. History of Vantage Point ...................................................................................................................... 5 1.7. Programs and Services ......................................................................................................................... 6

2. KP POLICIES AND PROCEDURES ............................................................................................................... 8 2.1. Vantage Point knowledge philanthropists commit to the following: .................................................. 8 2.2. Privacy Policy Statement ...................................................................................................................... 8 2.3. Our Privacy Practices............................................................................................................................ 9 2.4. Website and Electronic Communication.............................................................................................. 9 2.5. Reviewing our Privacy Policy ................................................................................................................ 9 2.6. Contact Information ............................................................................................................................. 9 2.7. Knowledge Philanthropist Rights and Responsibilities ...................................................................... 10 2.8. Diversity ............................................................................................................................................. 10 2.9. Confidentiality .................................................................................................................................... 10 2.10. Recognition & Benefits ...................................................................................................................... 10 2.11. Expenses ............................................................................................................................................. 10 2.12. Supervision ......................................................................................................................................... 11 2.13. Representation of Vantage Point ....................................................................................................... 11 2.14. Professional Service ........................................................................................................................... 11 2.15. Media ................................................................................................................................................. 11 2.16. Association ......................................................................................................................................... 11 2.17. Compensation & Gifts ........................................................................................................................ 12 2.18. Conflict of Interest ............................................................................................................................. 12 2.19. Conflict Resolution ............................................................................................................................. 12 2.20. Dismissal ............................................................................................................................................. 13 2.21. Resignation ......................................................................................................................................... 13 2.22. KP Evaluation ..................................................................................................................................... 13

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WELCOME: Message from Board and Executive Director

“We inspire and build leadership in the voluntary sector.”

We welcome you to our organization as a highly valued member of our Talent Team! Your

commitment to Vantage Point ensures we continue to be a unique organization in the not-for-

profit world. We thank you for working with all of the people here to deliver our mission.

We believe we are welcoming you to an organization that has reached the third level of

evolutionary growth. A passionate founder and grass-roots community support drives the

organization at the first level, or start-up phase, where systems and formal processes have yet to

emerge. The second level refers to the organization’s capability to deliver programs and services

efficiently and in a “business-like” manner. This kind of organization moves towards self-

sufficiency and strategic growth. At this second level, the organization intentionally recruits and

effectively deploys salaried employees with the relevant expertise and skills required for mission

delivery. Organizations which have reached the third level of evolution are characterized by

creativity and innovation. Strong leadership (salaried employees and knowledge philanthropists)

consistently aligns activities and systems with highly strategic goals. We can only reach this third

level with the inclusion of appropriately engaged knowledge philanthropists in all we do.

We are focused on building strong organizations that embrace a people-first philosophy, where

salaried employees and knowledge philanthropists are seen as central to the delivery of an

organization’s mission. We do this by engaging people – the right people! Our culture of

developing community leadership with a focus on “people-first” ensures we have very talented

employees and very talented knowledge philanthropists (KPs) all delivering our mission together.

Welcome. We are honoured to have you join us in this exciting journey, as we work to build a

community that mindfully engages passionate citizens.

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1. ABOUT VANTAGE POINT

1.1. Vantage Point Vision

Every community mindfully engages passionate citizens.

At Vantage Point we recognize the competitive advantage of the voluntary sector is our access to people

and their amazing talent. The whole community is our potential workforce.

1.2. Vantage Point Mission

We inspire and build leadership in the voluntary sector.

1.3. Vantage Point Core Values

A focus on people first is essential to building strong organizations. At Vantage Point we do this with:

Integrity

Outstanding service

Innovation

1.4. Definition of a “Volunteer”

Our volunteers are knowledge philanthropists (KPs) who bring talent external to our in-house skill sets.

They offer time, energy, expertise and skills to Vantage Point of their own free will. They are our knowledge

philanthropists.

Vantage Point is also open to including other individuals who are completing community service; for

example, interns and Career and Personal Planning students.

1.5. Guiding Principles

The Vantage Point Core Values will guide all our people in their interactions with others and their decision

making.

Vantage Point people will honour and respect each other.

Vantage Point will equally value the people we pay with money and the people we pay in other ways - as

they work together seamlessly to deliver the Vantage Point mission.

Vantage Point recognizes the relationship among all the people is a collaborative engagement, and

everyone is expected to be accountable & provide appropriate support.

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1.6. History of Vantage Point

1943 - Central Volunteer Bureau established in Vancouver.

1955 - Volunteers working in 70 agencies and providing almost 20,000 hours of work.

1978 - Bureau changes name to the Vancouver Volunteer Centre and expands role as a resource for individuals or agencies seeking information about volunteers.

- In collaboration with the United Way, the Centre initiates BoardWalk, which later became the Volunteer Leadership Development Program.

1981-84 - Referrals increase by 106%, with 3,251 volunteers referred.

1984 - Centre moves into the former Mount Pleasant Post Office on Main Street.

1987 - Centre moves to a computerized volunteer referral system. Referral volunteers assist citizens looking for information on community volunteer opportunities, combining new technology with a personal touch.

1988 - Centre hosts its first Volunteer Recognition Awards event.

Early 1990’s

- Centre begins doing business as Volunteer Vancouver (VV)

- VV co-organizes the first annual CBC Volunteer Day. The event introduced hundreds of thousands of people to the variety of learning opportunities to be gained via volunteering.

1992 - Leadership Vancouver is born under the joint sponsorship of VV and the Vancouver Board of Trade.

1993 - City of Vancouver proclaims the “Year of the Volunteer” in recognition of fifty years of community service by VV.

2002 - VV initiates Business Volunteers in the Community (BVIC) to connect organizations and potential board members.

2003 - BoardMatch Greater Vancouver, a technology-based collaboration between Altruvest Charitable Services and VV, replaces BVIC.

- VV launches www.govolunteer.ca. - Heritage Canada names VV the host organization for the Canada Volunteerism

Initiative (CVI) in British Columbia.

2006 - GoVolunteer.ca has over 4 million visits annually, posting more than 3,000 volunteer opportunities across Canada.

- Executive Director Colleen Kelly publishes A People Lens , introducing the people-first philosophy driving VV’s strategy, programs and services.

2006-07 - VV updates its mission, vision and look and now “inspires and builds leadership in the voluntary sector.”

2007 - The Canada Volunteerism Initiative loses its funding and ceases operations.

- VV moves to new downtown location as part of the City of Vancouver’s Amenity Bonus Space Program.

2009 - Publication of A People Lens: 101 Ways to Move your Organization Forward

- Volunteer Vancouver becomes Vantage Point

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1.7. Programs and Services

Established in 1943 as the Vancouver Volunteer Bureau, Vantage Point has now evolved into an

organization that is proactive and innovative. We also continue to respond to the community and enhance

the contributions of volunteers by working with organizations to maximize people engagement. Vantage

Point Learning Opportunities include:

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In addition to these Vantage Point also has:

A. govolunteer.ca: A national online database of volunteer opportunities. This unique service allows

individuals to search thousands of volunteer postings nation-wide. The objective of govolunteer.ca is to

promote volunteerism by providing a cost effective way for community organizations across Canada to

easily connect potential volunteers with voluntary sector organizations.

Frequency: ongoing.

Target Audience: not-for-profit organizations and potential volunteers, nationally.

Value: Broad, national audience (both not-for-profit organizations and volunteers); 3,000,000

million page views per year.

B. Leaders Forum: is an intensive learning opportunity with key thought-leaders in not-for-profit

management and governance developed for BC’s not-for-profit and voluntary sector leadership. Some

of the speakers have been Halley Bock of Fierce, Inc., Bea Boccalandro, Dan Pallotta, Peter

Brinckerhoff, and Bill Ryan.

Frequency: annually.

Target Audience: executive directors, board members, and “next” generation leaders.

Value: one of the largest gatherings of not-for-profit leadership in the province; brings

innovative thinkers together to learn from each other.

For further information, see Learning Opportunities at www.thevantagepoint.ca

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2. KP POLICIES AND PROCEDURES1

2.1. Vantage Point knowledge philanthropists commit to the following:

To understand and be committed to the mission and vision of Vantage Point;

To read, be familiar with, and adhere to the policies around people engagement;

To recognize their commitment is a significant responsibility;

To strive to achieve the highest quality, effectiveness, and dignity in both the process and products of

their work;

To appreciate that, when identifiable as a part of Vantage Point, their behaviour and actions reflect on

the organization. KPs will refrain from public criticism of fellow workers including other KPs and

salaried employees, or the organization. You will demonstrate passion and commitment to the

organization;

To request assistance, training, and/or supervision when uncertain or unable to carry out duties to a

high level of efficiency and quality;

To provide feedback to assist in the continued quality improvement of the organization and its

engagement of talent;

To contribute to a welcoming, safe working environment by demonstrating respect and fair treatment

without regard to gender, place of origin, sexual orientation, age, religion, political belief, colour,

physical or mental ability, or economic status and refraining from the use of profane, insulting,

harassing or otherwise offensive language.

2.2. Privacy Policy Statement

Vantage Point’s Commitment to our Stakeholders:

Vantage Point is committed to protecting the privacy of our employees, members, clients and public

stakeholders. We value the trust of our stakeholders, and we commit to being clear, transparent and

accountable when dealing with the information you share with us.

In delivering our programs and services, we often gather and use personal information. We will

carefully protect this information, and will obtain consent to utilize the information for any other

purpose.

1 The small print about our Policies and Procedures

This Handbook is written to provide guidance and direction to salaried employees and all the people delivering our mission. These policies do not constitute, either implicitly or explicitly, a binding contractual or personnel agreement. Vantage Point reserves the exclusive right to change any of these policies at any time and to expect adherence to the changed policy once communicated. Changes to, or exceptions from, these policies may only be granted by the Executive Director, and must be obtained in advance and in writing. Areas not specifically covered by these policies shall be determined by the Executive Director.

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What is Personal Information?

Personal information is any information that can be used to distinguish, identify or contact a

specific individual. This information can include an individual’s opinions or beliefs, as well as

facts about, or related to, that individual.

The law outlines some exceptions. These include: business contact information and certain

publicly available information, such as names, addresses and telephone numbers that are

published in directories.

Where a person uses his or her home contact information as business contact information, we

consider the contact information provided is business contact information, and is not subject to

protection as personal information.

2.3. Our Privacy Practices

Personal information gathered by Vantage Point is kept confidential. Our staff will utilize personal

information only for the reason that is was intended. Safeguards are in place to ensure the information is

not disclosed or shared beyond its original purpose. We also take measures to ensure the integrity of this

information is maintained and to prevent it from being lost or destroyed.

We collect, use and disclose personal information only for purposes a reasonable person would consider

appropriate. We routinely offer our stakeholders the opportunity to opt not to have their information used

for any purpose other than the purpose for which it was explicitly collected.

2.4. Website and Electronic Communication

We use password protocols and encryption software to protect personal information received when a

service is requested and/or paid for online. Our software is routinely updated to maximize protection of

such information.

2.5. Reviewing our Privacy Policy

Vantage Point regularly reviews its privacy practices and updates our policy and procedures when

necessary.

2.6. Contact Information

Questions, concerns or complaints relating to Vantage Point’s Privacy Policy or the treatment of personal

information will be made to the Privacy Officer.

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2.7. Knowledge Philanthropist Rights and Responsibilities

At Vantage Point, KPs are regarded as very valuable talent.

They shall have the right to be:

assigned meaningful projects

treated with the same level of respect given to people we pay with money for recognition of their work

done

In return, KPs shall agree to actively perform their duties to the best of their abilities, and to remain in

compliance with the values, procedures, and policies of Vantage Point.

2.8. Diversity

Vantage Point actively encourages all members of the community to participate fully in its volunteer

activities. It strives to reflect the community in its employees and volunteers, and to promote equal access

to its services. Specific talent is the primary screen for Vantage Point KPs.

2.9. Confidentiality

Knowledge philanthropists are responsible for maintaining the confidentiality of all information they are

exposed to while working at Vantage Point, whether this information involves an employee, volunteer,

customer, donor or other person or involves the overall business of Vantage Point. Breach of

confidentiality will be cause for termination of the assignment.

2.10. Recognition & Benefits

Vantage Point understands the importance of people recognition. The organization and staff will

determine appropriate and meaningful recognition on an individual basis for our KPs. We are happy to

hear how you prefer to be recognized! KPs are invited to request a performance evaluation and goal-

setting plan from their supervisor.

Some benefits include:

Networking opportunities

Investment in community

Developing new skills

Opportunities for personal growth

Opportunities to learn about the community and the voluntary sector

A LinkedIn recommendation, upon request

A reference letter, upon request

2.11. Expenses

Vantage Point will reimburse out-of-pocket expenses of KPs with prior approval. Anticipated expenses are

to be discussed with your supervisor. If mileage is claimed, it will be reimbursed at the salaried employee

mileage rate of $.52/kilometer.

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2.12. Supervision

Every KP will work with and be accountable to a salaried employee or other KP. Vantage Point provides all

KPs with appropriate information, training, guidance, and equipment to successfully carry out their duties.

Vantage Point provides liability and accident insurance for all KPs engaged in Vantage Point business, within

boundaries set out in the position description, terms of reference, and/or letter of agreement. Please

request specific information regarding the insurance policy from the Director of Finance.

A Vantage Point employee is responsible for providing the following documents and information at the

beginning of volunteer involvement:

Position Description or Terms of Reference or Letter of Agreement

Evaluation Criteria and Schedule

Orientation to Vantage Point and program information

All KPs are requested to provide their resume. Please notify your supervisor/internal contact person of any

change of address or contact information.

2.13. Representation of Vantage Point

KPs are authorized to act as representatives of the organization as specifically indicated within their

position descriptions, terms of reference, or letters of agreement and only to the extent of such written

specifications.

2.14. Professional Service

Volunteers shall not perform professional services for which certification or a license is required unless

currently certified or licensed and insured to do so.

2.15. Media

KPs must consult with the appropriate Director prior to any media action or statement with reference to, or

affecting, Vantage Point. Unless outlined in writing as a Vantage Point spokesperson, KPs will make it clear

they speak solely for themselves as individuals.

2.16. Association

When identifiable as a part of Vantage Point, KPs shall not join lobbying efforts of other organizations, or

enter into any agreements involving contractual or other financial obligations, without specific written

direction from Vantage Point.

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2.17. Compensation & Gifts

Vantage Point KPs will not receive honoraria. Through their work with Vantage Point, KPs may be offered

gifts. Gifts of a nominal value given as a token of appreciation are acceptable. Gifts given in expectation of

any consideration, or of significant value, must be respectfully turned down with an indication the

acceptance of such gifts is contrary to Vantage Point policy. In case of uncertainty, the KP shall consult with

their internal contact person.

2.18. Conflict of Interest

Vantage Point prides itself on providing efficient, professional and confidential services to its member

organizations, other charities and not-for-profits. Knowledge Philanthropists at Vantage Point must observe

the highest standard of ethics. All KPs must avoid any activity or interest that might reflect unfavourably

upon their own reputation or that of the integrity and reputation of Vantage Point. A KP must avoid

personal conflicts of interest. A conflict of interest occurs when a KP has an opportunity to benefit or gain

personally from participation in an external endeavour that is in competition with Vantage Point.

A conflict of interest also occurs when a KP’s family or friends have an opportunity to benefit or gain

personally from services provided to Vantage Point where the employee has the capacity to authorize such

services. A KP is obligated to disclose conflicts or any perceived conflicts immediately to their internal

contact person.

2.19. Conflict Resolution

Vantage Point ensures fair treatment of its people. Vantage Point will respond to concerns in a timely

manner. When a KP is in conflict with another KP or salaried employee, s/he is encouraged to first raise the

concern with the person directly, whenever possible and appropriate. If this first step is not possible or

effective, the KP will raise the concern with the salaried employee responsible for their volunteer position.

The salaried employee will mediate a solution, and involve the Executive Director as appropriate.

If the KP is not satisfied with the outcome or the complaint involves the responsible salaried employee, the

KP has the right to speak with the Executive Director. If the KP wishes to initiate a formal complaint, s/he

must submit it in writing directly to the salaried employee responsible, to the Executive Director, or, where

appropriate, to the Chair of the Board.

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About Vantage Point

Vantage Point offers leading-edge learning opportunities for not-for-profit executives and boards of directors. We work

with you to attract, meaningfully engage and integrate the abundance of talent available to you. By mindfully engaging

passionate citizens you can stretch budgets and human resources further to create an abundant not-for-profit.

facebook.com/vantagepnt

linkedin.com/company/vantagepnt

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2.20. Dismissal

KPs who do not adhere to the policies and procedures of the organization, or who fail to satisfactorily

perform their assignments may be subject to dismissal. A KP will not be dismissed until the KP has been

provided with an opportunity to discuss the reasons for possible dismissal with the responsible salaried

employee.

Wherever possible, Vantage Point will endeavour to take progressive corrective action. However, grounds

for immediate dismissal may include, but are not limited to: abuse or mistreatment of clients or colleagues,

failure to abide by organization policies and principles, theft of property or deliberate misuse of

organization equipment or materials, and being intoxicated while actively working on behalf of Vantage

Point.

2.21. Resignation

KPs have the right to resign from their role at any time. Vantage Point requests KPs who intend to resign

provide advance notice of their departure and a reason for their decision. Wherever possible, the

supervisor will conduct an exit interview with the KP.

2.22. KP Evaluation

Vantage Point seeks to learn from and strengthen its people engagement practices and processes. We

hope KPs will participate in an exit interview in order to understand if Vantage Point met its requirements

and to solicit ideas to strengthen the ways Vantage Point works with people in the community as “we

inspire and build leadership.