Volunteer Handbook

(Revised January, 2014)

Welcome

We are happy to welcome you as a volunteer for ASKS Bean Counter Financial. Our volunteers bring to us a wide variety of skill and knowledge. We thank you for giving your time and energy to our organization and we hope your association with us will be a long and happy journey.

ASKS Bean Counter Financial

ASKS Bean Counter Financial was established in 2008 with the support of Self Employment Entrepreneur Program. We have covered Personal Tax Return, Bookkeeping, and providing services to Corporations. Additional filing for GST/HST, Payroll and resolving issues with Canada Revenue Agency

MISSON STATEMENT

Our mission is to encourage people to file their taxes, and communicate with Canada Revenue Agency in British Columbia.

VOLUNTEER SERVICES MANDATE

ASKS Bean Counter Financial Services supports the mission of the Bean Counter Financial by involving volunteers in support of programs and provides services as needed in the community.

VOLUNTEER SERVICES GOALS

To recruit volunteers who represent the ethnic, cultural and economic diversity of the community.
To plan and develop programs which reflect the current needs of the community.
To provide opportunities which promote the education and personal development of volunteers.

WHAT IS A VOLUNTEER?

A volunteer is an individual who works in a recognized position without financial compensation by the Bean Counter Financial. A volunteer falls under the definition of personnel in the Bean Counter Financial Policies Procedures and Practices Manual.
A volunteer is an individual who contributes services to the Bean Counter Financial and/or its clients and is supervised by an assigned staff member.
A volunteer is an individual who supplements the Bean Counter Financial Program of Services.
A volunteer is an individual who is an essential member of the team, whose opinions and suggestions on program quality improvement are encouraged and valued.
A volunteer is an individual who is recognized in a formal/informal way by the Bean Counter Financial for the contributions of time, expertise and talent.

THE THREE R’S FOR VOLUNTEERS

RESPONSIBILITIES

To maintain a smooth working relationship with the paid staff
To be committed to the job at hand
To be dependable and sincere
To relate to the purpose and program of the Bean Counter Financial
To maintain the integrity of the Bean Counter Financial and respect all confidences of the employer and clients
To perform duties promptly, reliably and with enthusiasm
To be willing to learn and take part in orientation an training session
To accept the direction and decisions of the Manager, or immediate supervisor
To give advance notice if you cannot make your assignment

RIGHTS

To be interviewed/screened by the Manager, Bean Counter Financial Services or designate with attention given to any special requirements of the placement
To be formally oriented to the Bean Counter Financials Services program, policies and procedures with special attention given to the code of ethics and to the issues of client rights confidentiality, harassment, diversity and progressive discipline
To be recognized and treated as a co-worker and part of the team
To be given a worthwhile and suitable assignment
To be well informed about the Bean Counter Financial and its program
To be given on-the-job training and continuing education as applicable
To receive sound guidance and encouragement
To be heard and to receive regular evaluation of your performance
To be given a safe working environment
To be interviewed/screened by the Manager, Bean Counter Financial Services or designate with attention given to any special requirements of the placement
To be formally oriented to the Bean Counter Financials Services program, policies and procedures with special attention given to the code of ethics and to the issues of client rights confidentiality, harassment, diversity and progressive discipline
To be recognized and treated as a co-worker and part of the team
To be given a worthwhile and suitable assignment
To be well informed about the Bean Counter Financial and its program
To be given on-the-job training and continuing education as applicable
To receive sound guidance and encouragement
To be heard and to receive regular evaluation of your performance
To be given a safe working environment

REWARDS

To learn on the job and make new professional contacts
To gain valuable insight and experience for job changes or career goals
To find satisfaction in a job well done and improve self confidence
To make the community feel better for themselves

CODE OF ETHICS

All personnel and volunteers are expected to meet the ASKS Bean Counter Financial Service’s Code of Ethics as follows:

To regard the welfare of the individuals, groups and the community served as a primary obligation.
To respect the privacy, dignity and other rights of clients, colleagues and other individuals while on the job.
To hold herself or himself responsible for her/his conduct while on the job.
To behave honestly in all aspects of the assigned job.
To work towards increasing his/her job competency and be willing to share knowledge with colleagues and other community workers.
To use care in expressing views on the findings, opinions, and job conduct of colleagues.
To work cooperatively with other persons, having regard for their areas of competence.
To use with care, in a responsible manner, information obtained in the course of work related relationships.
To work for a social change to promote the well being of citizens of the community and to participate with colleagues and bean counter financial members in social intervention designed to effect change consistent with the values, goals, and objectives of Bean Counter Financial.

10.To support the development of other community based services which will enhance the lives of clients and other citizens of the community.

11. To draw to the attention of the local community, individuals or groups purporting to offer or provide services which are incompatible with the well-being of community members to whom the service id being offered.

12.To foster policies, procedures and staff and volunteers practices which enable staff and volunteers and contractors to conduct themselves in accordance with the values, goals and objectives if Bean Counter Financial.

13. To work for the improvement and extension of education in the field of human service delivery.

14. To abide by the Code of Ethics of respective professions where applicable.

CLIENTS RIGHTS

The rights to clients are defined as follows:

To refuse any service, treatment or medication (unless mandated by law or court order.)
To participate in decisions about the services provided to you.
To self-determination.
To receive service that is non-coercive
To receive service that is free of discrimination.
To see your file.
To provide feedback about or request a review of the service you are receiving.
To make a complaint about the service you are receiving.

CONFIDENTIALITY

Clients, personnel, contractors, practicum students, applicants for employment or any other such person has the right to have all information about him/her kept strictly confidential. No case record or personnel information (including credit information or reference requests) shall be disclosed on any person unless:

The person has given written permission for such information to be disclosed, or
It is necessary for the proper administration of these policies or of the Bean Counter Financial Service generally, or
It is necessary to improve the quality of the services to the client, or
There is nothing in the information which will identify the person, or
There is a medical emergency, or
It is information regarding qualifications of personnel requested by a funding body, and, at the discretion of the Director, it is necessary that such information is released, or
It is required by law

It is the right of personnel, contractors, practicum students and clients:

To see any information about him/her that is to be given to a third party before he/she gives his/her permission for release of that information, and
To see any records or information about him/her that is held by the Bean Counter Financial unless this information was given in confidence by a third party, and
To obtain copies of the above at his/her expense

Board members, personnel, contractors, and practicum students will respect the confidentiality of personnel and client records and information. They shall not divulge any of these records or information unless they are entitled to do so under conditions set out above

MEDIA CONTACT

Personnel, contractors, and practicum students will respect the confidentially of Bean Counter Financial service. Any public disclosure about the affairs of the Service Provider, or about any client or colleague of Bean Counter Financial requires the approval of the Director (i.e., all press release, media inquiries etc.) Failure to comply with this policy may result disciplinary action including possible dismissal.

HARASSMENT

Bean Counter Financial will not tolerate harassment in the workplace and if it occurs it may take disciplinary action up to and including dismissal. Harassment of persons served, colleagues, those supervised or any other person with whom personnel have contact in the course of their work is prohibited.

This policy on harassment covers staff, contractors, volunteers and practicum students in the course of their involvement with Bean Counter Financials.

Definition:

Harassment is any unwelcome physical, visual or verbal conduct. It may include verbal or practical jokes, insults, threats, personal comments or innuendo. It may take the form of e-mail, posters, pictures or graffiti. It may involve touching, stroking, pushing, pinching, or any unwelcome physical contact, including physical assault. Unwelcome sexual acts, comments or propositions are harassment.

Offensive attitudes, such as a condescending approach that undermines self-respect, leering or similar gestures, and can all constitute harassment. A person does not need to have been touched or threatened to have been harassed. Any behavior that insults or intimidates is harassment if a reasonable person should have known that the behavior was unwelcome. All employees have a responsibility to report conduct they believe violates the harassment policy.

NEPOTISM

All personnel are to be recruited, assigned, and transferred on the basis of qualifications, suitability and merit. There will be no discrimination in favor of or against an individual only because the applicant, personnel or contractor knows or is related to a member of the Directors or personnel of Bean Counter Financial.

DIVERSITY

Bean Counter Financial recognizes the diversity of the community it services and is committed to reflecting that diversity at all levels of the society. It seeks to provide an inclusive work environment and does not discriminate because of age, disability, sexual orientation, ethnicity, language, income, gender or religion.

The Bean Counter Financial will ensure service equity and access by reviewing delivery procedures through the quality improvement process to assure culturally competent practices. All staff and volunteers will receive training in multicultural competent practices, anti-racism and harassment. Our aim is to further create an environment that value and welcomes diversity. Discrimination, racism and harassment are contrary to inclusiveness and will result in disciplinary measures up to and including dismissal.

PROGRAM ORIENTATION

Each volunteer is entitled to a formal introduction to their volunteer placement.

Each volunteer should complete an orientation checklist during the orientation that includes the following:

Review of the Volunteer Information Handbook
Discussion of the job description
Discussion of related program information and requirements
Tour of worksite (where applicable) and introductions to other staff and volunteers
Health and safety information as required

JOB DISCRIPTION

Relevant job descriptions shall be established and state the required qualifications, the supervisor/director to whom the individual is responsible and a description of duties. A job description shall be provided in writing to the volunteer at the time of accepting the position. These job descriptions shall be dated and reviewed annually by the Program Manager/Supervisor in consultation with the individual. Job Descriptions should be revised to reflect any changes in workload or responsibilities.

RECOGNITION

Recognition of a volunteer’s contributions in time and effort to the Bean Counter Financial is an ongoing informal activity of the Volunteer Service Program. This informal recognition is in the form of something that is meaningful to the volunteer(s).

A more formal event is held one a year.

GENERAL GUIDELINES

Publicity

Before submitting any form of publicity to the media concerning Bean Counter Financials, clearance must be obtained from the Director. No photographs of clients are to be taken for publicity purposes unless a release is obtained form the individual.

Dress Code

Wear suitable, clean and comfortable clothing.

Attendance

If unable to come due to illness or other reasons, notify the Supervisor or the Manager, of Volunteer Service.

Vacation or Leave or Absence

Please notify the Manager, or Volunteer Service Supervisor if going on vacation or taking a leave of absence.

Resignation

If possible, two weeks notice to the Manager, or Volunteer Services would appreciate if unable to continue volunteering.

Problems, Concerns or Questions

Any problems, concerns or questions pertaining to the operation of Bean Counter Financial may be referred to the Manager, Volunteer Service Supervisor.

Name Tags

Name tags are provided for all volunteers working in the community with Bean Counter Financial.

Smoking

Smoking is prohibited.

Alcohol and Drugs

There is no drinking of alcoholic beverages at any work site or off-site with clients.

Gifts to Volunteers

Clients from time to time wish to repay the kindness and help they receive form volunteers with a gift or money. Our main concern is not to offend, embarrass or upset clients. The offer of a gift or money should be discouraged and refused graciously. If the gift is of a minor nature is accepted.

Conflict of Interest

A conflict of interest is a situation in which someone has competing professional or personal interests, which can make it difficult to fulfill his or her responsibilities impartially. Even if there is no evidence of improper actions, a conflict of interest can create an appearance of impropriety that can under mine confidence in the ability of that person to use his or her position with proper ethics. A conflict of interest can exist even if no unethical or improper act results from it. This is seen as a “conflict of roles” where the interest of one differs from that of others. The Best interests of the organization and its service recipients are paramount in the evaluation of any potential or existing conflict of interest.

Personnel who serve Bean Counter Financial clients in a private capacity (outside of working with the client on behalf of Bean Counter Financials) must disclose this information to their Program Manager and the appropriate Volunteer Supervisor.

Safety and Health

Safety – Bean Counter Financial considers safety to be essential in all work environments.

Injury – if injury occurs while volunteering report immediately to your Supervisor and/or the manager of the volunteer service.

Persons Living With HIV/AIDS – Bean Counter Financial acknowledges the fact that many persons living with HIV/AIDS can maintain normal productive lifestyles. In keeping with this perspective such employees/volunteers/clients will be treated as persons with a medical condition that may entail functional limitations in their abilities.

Standard Precautions – Follow general health care procedures of frequent and thorough hand washing and cleanliness. Basic hygienic procedures for contact with blood or body fluids are to be followed. ALWAYS TREAT BLOOD AS A POTENTIALLY DANGEROUS FLUID.

Harassment – Bean Counter Financial will not tolerate harassment in the workplace and may take disciplinary action up to and including dismissal.

Incident Reporting

All volunteers are required to notify their Supervisor or the Manager or Volunteer Services if they injure themselves in the performance of their volunteer assignment.
Any accident, incident or “near miss” must be investigated whether it occurs to the volunteer or involves a client.
Report within 24 hrs.

The complete Personnel Policies, Procedures and Practices and Bean Counter Financial Policies and Procedures Manuals are available for reading at the Main Office should you wish more information.

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