Arkansas Administrative Code
Agency 159 - Department of Community Correction
Rule 159.00.03-004 - AR 7.27 - Volunteer Program
Universal Citation: AR Admin Rules 159.00.03-004
Current through Register Vol. 49, No. 2, February 2024
AR 7.27 VOLUNTEER PROGRAM
I.
AUTHORITY. The Board of Corrections is vested with the authority
to promulgate this regulation by Ark. Code Ann. §§
12-27-105,
16-93-1203,
and
16-93-1205.
II.
APPLICABILITY. This policy
applies to citizens and Department of Community Correction (DCC)
employees.
III.
POLICY. It shall be the policy of the DCC to administer a program
which encourages, supports, and recognizes the value of citizen involvement in
government operations, exerts a positive influence on offenders, and assists
staff with routine and specialized duties. This program supplements employee
efforts to accomplish the agency mission while providing citizens the
opportunity to gain experience and serve the community. Citizens will be given
an opportunity to participate in volunteer programs without discrimination
based on race, color, sex, religion, age, national origin, pregnancy, or
disability in compliance with State and federal law.
IV.
DEFINITIONS.
A.
Intern. A person who provides
goods or services (with or without compensation) as part of an educational
program for the purpose of learning about and gaining experience in community
corrections.
B.
Occasional
Volunteer. A person who provides volunteer services fewer than 10 hours
per month and 50 hours per calendar year.
C.
Volunteer. A person who
provides ongoing goods or services, more than 10 hours per month or 50 hours
per year, without financial gain. For the purposes of this policy, "volunteer"
also applies to interns unless otherwise specified.
V.
GUIDELINES AND PROCEDURES.
(4-ACRS-7D-04; 3-3117, 3-3118, 3-3119[P])
A.
Volunteer Program Coordinator. A DCC employee will be designated
by the Center Supervisor at each Community Correction Center (CCC), the Area
Manager or designee at each Area office, and the HRS Administrator at the
Central Office, to serve as Volunteer Coordinator. These coordinators must
ensure background investigations are conducted on volunteers assigned to work
with the DCC. Coordinators should encourage volunteer recognition.
B.
Supervision of Volunteers. A
DCC supervisor will be assigned to each volunteer or volunteer group. The
supervisor is responsible for support and day-to-day consultation with the
volunteers. Problem resolution and clarification on policy and practice should
come from the normal chain of supervision. The assigned supervisor must ensure
volunteers obtain and wear identification which clearly states "VOLUNTEER,"
"INTERN," or "VISITOR." The supervisor should make the volunteer aware of new
or revised policies that affect the volunteer's work. Upon request, supervisors
of interns must provide the instructor with a written evaluation of the
intern's performance. (4-ACRS-7F-10)
C.
Sign-In. All volunteers at a
CCC must sign in, be issued temporary identification cards, and be escorted
according to CCC procedures.
D.
Duties that may be Authorized for Volunteers. Volunteers may
provide administrative assistance and serve as advisors, interpreter, tutors,
mentors, mental health and substance abuse treatment and other service
providers, teachers/trainers, and facilitators. Supervisors of volunteers must
develop and provide written volunteer job duties, ensure volunteers have
appropriate qualifications and/or credentials for the services they provide,
and ensure volunteers do not handle tasks which are likely to impair
safety/security, the agency's mission, or public image. Volunteers must not be
allowed unsupervised access to confidential or sensitive client or employee
information unless their supervisor has approved an exception. Also, Volunteers
shall not be allowed to directly supervise offenders. (4-ACRS-7B-03;
3-3121)
E.
Recruitment. Volunteers will be recruited without discrimination
based on race, color, sex, religion, age, national origin, pregnancy, or
disability in compliance with State and federal law. Recruitment efforts will
solicit volunteers from a cross-section of the community. Once approved by the
appropriate supervisor, recruiting can be handled informally through personal
contact by employees or volunteer staff or formally through advertisements and
presentations. (4-ACRS-7F-08; 3-3120)
F.
Volunteer Applications. The
prospective volunteer (other than occasional volunteer) must complete Form 1,
Volunteer Application, and Form 2, Volunteer Release and Waiver of Liability
for a volunteer position.
G.
Interviews and Placement in Volunteer Jobs and Internships. An
informal interview must be conducted by the supervisor with the prospective
volunteer (other than occasional) before the volunteer begins work. The purpose
of the interview is to assess interests, motivation, job-related knowledge,
skills and abilities, training needs, job duties, and expectations. Volunteers
should be placed in jobs where the supervisor believes they will be successful.
Interns should be placed to best serve their educational goals while supporting
the agency mission. The supervisor may choose to establish a projected term of
service.
H.
Background
Investigation. Unless the volunteer is occasional, supervisors of
prospective volunteers must conduct or have conducted a background
investigation that, at a minimum, includes an ACIC/NCIC check.
(4-ACRS-7B-05[P])
I.
Orientation/Training. Supervisors must orient new volunteers prior
to assignment, and cover at a minimum the topics listed on Form 3, Orientation
for Volunteers. Supervisors must provide instruction to volunteers that allows
them to safely and efficiently fulfill their responsibilities and to
effectively provide services. Training must be appropriate to the needs of the
volunteer and the program. Supervisors must keep a volunteer record of training
provided and the signed orientation form. (4-ACRS-7F-09; 3-3122,
3-3123)
J.
Volunteer
Record. At the beginning of service, supervisors must make a record of
each volunteer (other than occasional) to include the volunteer's full name,
home phone number, address, start date, a photo (for volunteers at CCCs), the
volunteer application, background investigation results, and completed
orientation form. Subsequent documentation and information may be kept in the
record such as training and volunteer hours and service recognition documents.
When the volunteer terminates service, the end of service date must be added to
the record and the record must be sent to the appropriate Assistant/Deputy
Director's office (administrative assistant) who must keep the record for three
years.
K.
Volunteer Duties,
Rules, and Responsibilities. Volunteers should work within their job
duties and follow supervisory guidance. Volunteers are expected to follow DCC
policy, and any other appropriate guidance. Volunteers shall consider all
inter-office communications as confidential in nature. Volunteers should keep a
record of the time they work and provide this information to their
supervisor.
L.
Monitoring the
Program. Supervisors must periodically review and evaluate each
volunteer's performance of assigned duties. The purpose of the evaluation is to
monitor the progress of the program, identify areas for improvement, determine
whether the needs and goals are being met, and identify achievements which
deserve recognition. Participants, volunteers, and staff should be encouraged
to provide feedback, new ideas, and exchange information to enhance the
program.
M.
Recognition. Supervisors and coordinators are responsible for
developing and implementing appropriate recognition events, activities, and
awards that demonstrate appreciation for volunteer services. Recognitions
having a fiscal impact must be processed following guidance from the Assistant
Director of Administrative Services.
N.
Expense Reimbursement.
Supervisors must provide clear guidance to volunteers about rules and
procedures for expense reimbursement. Depending upon the work assignment,
volunteers may be reimbursed for approved expenses incurred during the
performance of their duties. Examples of reimbursable expenses may include bus
fare or mileage from the work place to official places of DCC business and
return, parking fees, and other minor work-related expenses incurred during the
hours of service.
O.
Drug
Testing. Occasional and other volunteers except interns will be tested
only on reasonable suspicion; interns will be drug tested in the same manner as
employees; and all testing will be done as directed in the Drug-Free Workplace
policy. The supervisor of an intern must provide the intern's name to the DCC
Drug Testing Program Coordinator (DTPC). The DTPC will ensure intern drug tests
are scheduled and conducted in the same manner as for employees.
P.
Exemptions. Volunteers are
exempt from all provisions of law relative to State employment, work hours,
compensation, leave time, and employee benefits.
Q.
Safety, Security, Confidentiality,
or Other Concerns. When an employee has a concern about a volunteer
regarding a security, confidentiality, or other issue, the concern should be
brought to the attention of the volunteer's supervisor. Supervisors must act to
stop or limit volunteer activity until concerns are addressed.
R.
Suspending or Ending Volunteer
Activity. The supervisor may suspend or end volunteer services without
cause.
S.
Suggestions.
Volunteers are encouraged to submit suggestions for improving the volunteer
program or other operations. Suggestions should be processed through the
supervisory chain for review and response.
VI.
ATTACHMENTS.
Attachment 1
Volunteer Rules
1. Volunteers must comply with applicable
Department of Community Correction (DCC) policies and procedures.
2. No volunteer shall bring on to DCC
property explosive devices, firearms or other weapons, ammunition, alcoholic
beverages, tobacco products, narcotics, or objects or materials of any kind
which might be used to compromise the security and safety of the center or
office. Any attempt to bring such contraband onto DCC property will result in
loss of volunteer privileges and may result in criminal prosecution.
3. Volunteers must not participate in DCC
activities or be on DCC property while under the influence of illegal drugs or
alcohol. Volunteers are subject to drug and alcohol testing based on reasonable
suspicion.
4. Volunteers accept the
reality that there are risks inherent with being in a Community Correction
Center (CCC) or Probation/Parole Services office.
5. All persons and personal items on DCC
property are subject to screening and may be searched as specified by DCC
policy. Vehicles on DCC property are subject to search. Volunteers are
requested to leave purses and unnecessary objects in the trunk of their vehicle
to reduce the need for searching and to preclude theft.
6. Volunteers must provide sufficient
information for review of criminal history and background. Any person may be
denied access to DCC property if security, order, and discipline may be
compromised.
7. Volunteers must
possess, and present on demand, adequate identification such as agency
identification, driver's license or other picture ID., when entering DCC
facilities.
8. All volunteers
entering a CCC are required to sign in and out or use an electronic key card if
issued.
9. All volunteers must be
appropriately dressed. No miniskirts/short dresses, shorts, halter tops, see
through or other provocative clothing will be allowed. Shoulders must be
covered at all times.
10.
Volunteers may be instructed by their supervisor about areas where it is
acceptable or not acceptable to go within a CCC.
11. Volunteers shall not accept or exchange
material (i.e. notes, correspondence, money, food, or gifts) with a resident
except as authorized by the Center Supervisor or designee. All such items are
considered contraband and may be confiscated by staff.
12. Tobacco products are not permitted within
the perimeter fence of a CCC and smoking is not permitted within any DCC
facility.
13. Volunteers must
conduct themselves in an exemplary manner at all times. Improper conduct may
result in suspension of volunteer status.
14. Volunteers should work within their job
duties and follow supervisory guidance. Volunteers are expected to follow all
DCC policy and rules which would reasonably be considered applicable.
15. Volunteers must keep offender information
confidential both inside and outside the department.
16. Volunteers shall not commit the DCC to
any financial obligations.
AR 7.27 Form 1 Volunteer Application
AR 7.27 Form 1a
AR 7.27 Form 1b
AR 7.27 Form 2
Volunteer Release and Waiver of Liability
AR 7.27 Form 3
Orientation for Volunteers
Disclaimer: These regulations may not be the most recent version. Arkansas may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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