Employee Volunteer Program (EVP) 101:
Policies and Procedures
Sponsored by:
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Presented by:
Maurice Baker
Manager, Community Relations
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Policies & Procedures
Why have a formal policy?
– It is a statement of intent that:
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Documents the business benefits
Commits the organization
Drives a sustainable volunteer program
Protects the organization and its employees
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Policies & Procedures
What should be in the policy?
– Mission statement/program objectives
– Eligibility for Volunteering
– Included and excluded activities
– Recruitment process
– References to other documents for
procedures
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Policies & Procedures
Mission statement/program objectives policy examples
Company A:
In addition to its commitment to carrying out business in an
ethical manner, Company A strives to use its resources to
support a range of nonprofit endeavors, with a particular focus
on healthcare and social welfare. Company A’s aim is to work
within its local community to create sustainable and long-term
value. By contributing to the community in which its employees
live and work, we believe the firm will:
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contribute to a healthier and more sustainable community for all,
enhance its reputation and standing in the community,
provide opportunities to support and develop its employees, and
lead by example.
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Policies & Procedures
Mission statement/program objectives policy examples:
Company B:
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Company B believes that individuals have the ability and responsibility to bring
positive change to the communities in which they live and work. Doing well in the
marketplace affords us an opportunity to do good in the community.
Our employees – our greatest resource – serve as ambassadors for the
Company’s value of generosity of spirit, as they commit skills, passion and time as
active and engaged employees and citizens. To support and encourage their
commitment, Company B initiated the Volunteer Force – a benefit that provides
paid time off for employees to impact their community through service during
regularly scheduled work hours. Employees are encouraged but not obligated to
perform community service under this policy.
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Policies & Procedures
Mission statement/program objectives policy examples:
Company B (continued):
The Volunteer Force seeks to achieve the following:
• A stronger ethic of citizen service in our employees
• Measurable and sustainable impact in communities where we
live and work
• A strengthened internal community
• Opportunity to develop transferable leadership skills needed in
the workplace
• Strengthened relationships with valued stakeholders (from
friends & family to community & business partners)
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Policies & Procedures
Eligibility for Volunteering policy examples
– Employees working for Company A and all its subsidiaries. (Union
employees must follow current bargaining agreement)
– Employee Volunteer is defined as an individual who freely chooses to
contribute previously scheduled work hours to a public or private nonprofit service partner to add unique value to some aspect of its
operation or to measurably contribute to its organizational objectives.
– Full-Time Employees, regularly scheduled to work 30 or more hours
per week, receive 52 hours of Volunteer Force Time per calendar year
Field Service Employees, regularly scheduled to work more than 30
hours per week, receive 24 hours of Volunteer Force Time per calendar
year.
All employees must have a performance rating of “Successfully
Meets” or above to participate in this employee benefit.
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Policies & Procedures
Included activities policy examples:
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Examples of typical volunteer activity at Company B would be:
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Company A will allocate and spend its charitable budget by making strategic and targeted
investments in:
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Education-related (tutoring and mentoring at local schools or after-school programs)
Environmental (actively engage with the ecosystem, work to increase environmental sustainability)
Community (blood drive, relay for life, food bank, disaster relief, working with
elderly/disabled/homeless populations, carpentry, landscaping, painting, etc.)
Non-Profit Board Stewardship (employees are encouraged to actively serve on non-profit boards)
nonprofit organizations making significant impact on healthcare and social welfare,
critical leading nonprofit organizations in our community, and
nonprofit organizations which are important to its industry and its employees’ professional and
leadership development.
Supported projects must meet the objectives set forth in the policy statement, support the
Company’s ethical and social values, and provide opportunities for the Company and its
people to add unique value. In determining eligibility for funding, all of the following criteria
are considered:
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must be a nonprofit 501(c)(3) tax-exempt organization,
must demonstrate direct employee involvement or interest,
must meet important community and business needs, and
must show sound management and financial capability.
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Policies & Procedures
Excluded activities policy examples
– The program will not provide funding for:
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U.S. non-profit s not eligible for support under federal IRS code,
fraternal and veterans groups,
trips or tours,
individuals,
political organizations and campaigns,
sectarian organizations whose services are limited to one religious group,
organizations whose practices are not in keeping with the Company’s equal opportunity
policy, nor
• organizations whose practices are not in keeping with the Company’s ethical and social
values.
– Unless it can be shown that the proposed service will benefit the larger
community regardless of affiliation, Volunteer Force Time Does Not Cover the
Following:
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Fraternal, political or lobbying organizations (i.e. Fund-raisers)
Civic Memberships (Chamber of commerce, homebuilder association, etc.)
Sectarian or religious programs
Academic research
Conferences and Exhibits
Agencies that do not support the Company’s codes of conduct
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Policies & Procedures
Recruitment process policy examples
– Annually, the Company initiates and executes a number of events that meet
Volunteer Force guidelines and that present opportunities to lead and volunteer
in the community. To ensure appropriate coverage for a department, it may not
be possible to allow every interested employee to participate in a particular
service event.
- Employees are encouraged to participate in events that are relevant to their
personal interests and business objectives Company-sponsored service events
include, but are not limited to:
• Blood Drives, Meals on Wheels, Road to Recovery
• Department Service Days
– Sign-Up Forms and/or Online Registration Systems will be used for Companysponsored events. As these events are Company-sponsored, they should have
full support from supervisors. However, advance notice needs be given and
permission granted from your immediate supervisor prior to service, in order to
ensure there will be no adverse affect on daily operations. It is essential that all
employees volunteering at these activities officially “sign in” during the
registration process at each such company sponsored service event.
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Policies & Procedures
Procedural Considerations
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What department is responsible for the program?
Who will administer the program, a committee or a team?
How will volunteer activities be identified and approved?
Will volunteers have “release” time to participate?
How will you recruit for volunteers?
Will you track volunteer hours and how?
Will you have a recognition program for volunteers?
Are there training requirements?
Are there safety or other risk areas that should be addressed
with legal or through insurance?
– How will expenses be handled?
– How will the program be measured?
– How will the policies and procedures be reviewed and revised?
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Policies & Procedures
Questions?
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Thank You!
Maurice Baker
Manager, Community Relations
Georgia Natural Gas
817 W. Peachtree Street, Atlanta, GA 30308
404-685-4000
maurice.baker@southstarenergy.com
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