Volunteer Agreements

Wondering if anyone has any documentation in the way of a volunteer agreement/code of conduct that they would be willing to share.
We’re going through a policy and procedure review and, although we have a code of conduct, it leaves a lot to be desired when it comes to outlining expectations, or even outlining the process of termination of volunteer services.
Would love to know how others do this!

CJSW uses this as our agreement. Expectations for volunteering and being a part of the society are outlined pretty well, and a few references to contract termination are present but mainly reside within our bylaws.

I realize that I'm a bit late in responding to this, but CFRU's volunteer agreement (which may be in need of a few updates) is here attached

Sorry for hopping on this thread so late. Here's a copy of CiTR's volunteer agreement, we're in the process of updating it right now though.

THE SCOPE AT RYERSON

VOLUNTEER AND VOLUNTEER PROGRAMMER AGREEMENT

All programmers and volunteers are required to sign our volunteer agreement, which details your rights and responsibilities as a volunteer for The Scope at Ryerson.

  1. Volunteers’ responsibilities include the following policies and practices. Failing to adhere to them may mean that a programmer is no longer allowed on-air.

    1. Programmers must attend and secure the recording studio at all times. Leaving the on-air studio and station unattended may result in a loss of on-air privileges.

    2. Volunteers must treat other volunteers and station staff with respect.

    3. Volunteers must work toward creating and maintain the conditions for a safe, comfortable, egalitarian, and harassment-free work environment.

    4. In case of emergency, volunteers must follow the emergency measures outlined in the policy handbook and posted in the studio.

    5. The acceptance of advertising at the station is at the sole discretion of management. Volunteer programmers must play and log advertising and sponsorships correctly, and may then address any concerns they have with advertising or sponsorships with management. Playing ads or promising to play ads or attributing sponsors without the approval and necessary documentation from station management, or failing to play required ads or attribute sponsors, will result in a loss of on-air privileges.

    6. The Scope at Ryerson encourages community listings and public service announcements. But accepting compensation in the form of gifts or money (whether for playing music, promoting an event or outlet, or reading for a non-profit organization) not authorized by the Advertising and Sponsorship Department, will result in a loss of on-air privileges.

    7. If station property is removed without permission, intentionally damaged, or otherwise stolen, then everyone involved with this action may lose on-air privileges. If the station is not immediately compensated for the cost of any property or damage, then it reserves the right to file a police report and to pursue legal action against the persons responsible.

    8. If a volunteer or programmer is consistently absent or late, or does not reasonably provide the Program Director with at least 24-hour notice to find a fill-in, this will result in a warning and suspension, which could lead to a loss of on-air privileges.

    9. If a programmers is away from his/her show for longer than four consecutive weeks, without explanation, the programming committee and/or Program Coordinator will declare the slot open for new programming applications

    10. All logging is mandatory. Without logging, there is no way to track whether we have met our regulatory requirements and our responsibility to the community. If a volunteer programmer does not faithfully and correctly complete and submit all requested log sheets, checklist, and play sheets, this will result in warnings and suspensions and could lead to loss of on-air privileges. This may include, but is not limited to: SOCAN monitoring weeks, advertising logs, training logs, volunteer hour tracking, and studio and equipment checklists.

    11. Volunteer programmers must program according to the term upon which their programming was accepted.

    12. If a volunteer programmer has another show on another radio station , he/she must vacate their slot at The Scope in order to allow another community member to have the same opportunity that he/she had. If a volunteer programmer applies to The Scope for a show, and they hold a show on another station, they must agree to continue broadcasting on The Scope alone, and the prospective show on The Scope will not commence until the other show is conclusively terminated.

    13. All volunteers promise to uphold a respectable image when representing the radio station and work for the betterment of The Scope. Volunteers must be sure not to make any statement that would demean, defame, or insult The Scope or its individual volunteers or staff members - on air, via social media, or otherwise. If you have an issue to take up with The Scope or one of its volunteers or members, please address that issue with deference to the Complaint Policy contained in The Scope’s Policy Handbook.

    14. If someone wants to volunteer at The Scope, their information must be presented to the Volunteer Coordinator. All volunteers must check in with staff: volunteers cannot train other volunteers without the supervision of staff, and only general orientation and departmental training supervised by staff have that status.

    15. Only volunteers in good standing, who have completed their training, can produce on-air programming for The Scope. Programmers cannot allow untrained hosts or friends who are not trained volunteer with The Scope at Ryerson to use that equipment, operate the studio, or program their show.

    16. Programmers must attend the Annual Volunteer Consultation and Nomination and the Annual Volunteer Working Meetings, or send their regrets in writing to the Volunteer Coordinator. Participation in any fundraising drives or efforts is mandatory.

    17. Student volunteer programmers are bound by the Academic Code of Conduct at Ryerson University.

  1. In signing this Volunteer Agreement, volunteers and programmers acknowledge that they have read and understood the foregoing responsibilities as well as the following regulations and acknowledge they have completed training in the following (check those that are complete)

    1. The Scope Code of Conduct and Policy Handbook;

    2. Ryerson University Academic Code of Conduct;

    3. NCRA Statement of Principles and Programming Policies;

    4. The Scope at Ryerson’s CRTC Conditions of Licence;

    5. CRTC Campus and Community Radio Policy;

    6. CRTC Radio Regulations;

    7. CBSC Codes;

    8. SOCAN Training;

    9. Departmental Training in New, Music, Sponsorship, Production, Administration, etc. as an active volunteer of the station.

  2. Signing the volunteer agreement also affirms that the volunteer understands that to be a volunteer at the station is a privilege and not a right, and that it is not to be construed as employment. Furthermore, they understand that if they do not follow the above rules and regulations that they may lose their privilege as an on-air programmer and/or station volunteer

  3. Volunteers also acknowledge that it is their duty to maintain their standing as a current volunteer in good standing, and that they may be asked to renew this document annually in order to do so.

For hosts and programmers: I accept the following term by which the station is now accepting to air my programming

______________________________________________________________________

Name of Volunteer Programmer Signature Date

Program Review Process

Volunteer programmers also pledge to participate in a Program Review Process, either annually or as prescribed by management.  The Program Review Process shall be initially conducted by the Program Review Committee (made up of The Program Director and two staff members).

The purpose of the Program Review Process is to identify exemplary programming practices that other volunteers can utilize; to discuss listener feedback; to offer peer-supported advice on content and technical improvements; to renew the format and mission of the program based on the original show application and amend where necessary; to assess the completion of goals; and to respond to questions and concerns from programmers and recommend training options. While all programs are reviewed annually, a PRC process can also be initiated at any time at the request of the PD.

The Program Review Committee may also cancel, change or move programs as the need arises. When a program is canceled but the Volunteer remains in good standing, the Volunteer’s privileges are continued.

The written part of the program review will be outlined on a standard station-issued form, on which any findings for all program reviews will be recorded and retained for a minimum of seven years. This shall be ultimately signed off on by the Station Manager and the Program Director.

Any initial Program Review decision will take effect immediately; however, a decision can be appealed within seven days by the Programmer addressing their reason(s) for disagreement in writing to both the Station Manager and Volunteer Representative on the Board of Directors.

The Station Manager and the Volunteer Representative on the Board of Directors shall evaluate the situation and render a decision. Decisions of these individuals shall be final and binding.

The Programmer acknowledges and understands that this is the highest level

of appeal in the Program Review process.

_________________________________________________________________________________________________

Name of Volunteer Signature Date

________________________________________________________________________________________________

Name of Program Director Signature Date

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