GVSP Manual of Operations

GVSP VOLUNTEER MANAGEMENT SYSTEM MANUA L OF OPERATIONS
Gualandi Volunteer
Service Programme, Inc.
The Volunteering Programme of the Gualandi Mission for the Deaf
MANUAL OF OPERATIONS
Gualandi Volunteer Service Programme, Inc. [GVSP] Page 1 of 49

TABLE OF CONTENTS
I. INTRODUCTION ……………………………………………………………………………………………………. 5
Brief History
Our Vision
Our Mission
Our Goal
GVSP Core Values
Objectives
II. GVSP ORGANIZATIONAL STRUCTURE ………………………………………………………………………. 6

A. The Programme Office
B. Organizational Chart
III. VOLUNTEER AND PLACEMENTS ………………………………………………………………………………. 7

A. Volunteer Placement
B. Volunteer Qualifications
IV. VOLUNTEER PLACEM ENT ASSESSMENT ……………………………………………………………………. 8

A. Policy Statements
B. Placement Assessment Strategy.
C. Volunteer Job Description
a. Procedure in designing volunteer job description
b. Volunteer Job Description Elements
V. DIVERSITY MANAGEMENT POLICY …………………………………………………………………………….. 12

B. Definitions
C. Policy Applications
a. Policies
b. Responsibilities
c. Reasonable Accommodations
D. Responsibility
VI. PROMOTION & RECRUITMENT SCHEME …………………………………………………………………….... 13

B. The Recruitment Committee
a. Responsibilities
b. Do’s and Don’ts for Recruitment Committee Members
C. Recruitment Process/Procedures
D. Recruitment Plan/Strategy
VII. SCREENING AND SELECTION SCHEME …………………………………………………………….………..16

B. The Screening Committee
C. Responsibilities
VIII. VOLUNTEER CRITERIA & RATING SYSTEM ………………………………………………………..……… 17

B. GVSP DIMENSIONS
C. GVSP DIMENSIONS RATING CRITERIA
AN OVERVIEW: PROMOTIONS, RECRUITMENT, SCREENING AND SELECTION ……………………..…. 19
IX. VOLUNTEER ORIENTATION, TRAINING & FORMATION ………………………………………………..… 20

B. Training Program and Formation
X. GUALANDIAN VOLUNTEER HANDBOOK/JOURNAL …………………………………………………..…… 21

B. Volunteer Handbook/Journal Contents

XI. CONFLICT OF INTEREST ………………………………………………………………………………………… 22

A. Policy Statement
B. Procedures
c. Board Members
XII. NEGOTIATING THE VOLUNTEER PLACEMENT CONTRACT ……………………………………………... 24

A. Policy Statement
a. With the Volunteer/s:
b. With the Host Organization:
c. With the GVSP Programme Office:
XIII. WELCOMING AND SENDING-OFF VOLUNTEERS ………………………………………………………….. 25

A. Welcome of Volunteers
a. Objective of the welcome:
b. Strategies in welcoming the volunteer
B. Sending-Off Volunteers
a. Objective of the send-off:
XIV. SUPPORT FACILITIES FOR VOLUNTEERS …………………………………………………………………. 25

A. Space and Other Facilities:
B. Furniture and Equipment
C. Miscellaneous Support
D. Support Facilities for Specific Positions or Jobs
XV. WORKING ARRANGEMENT POLICIES ……………………………………………………………………….. 26

A. Attendance, Hours of Work & Overtime Policy Statements
B. Leave Policy Statements
C. Holiday Policy Statements
XVI. CONFIDENTIALITY AND RECORD KEEPING POLICY …………………………………………………….. 28

A. Collecting Subject Data Policy Statement
B. Data Storing and Processing Policy Statement
C. Archives and Record Management Policy
1. PERMANENT RECORDS
2. MEDIUM TERM RECORDS
3. SHORT TERM RECORDS
D. Procedures
E. Responsibilities
XVII. RESOURCE MOBILIZATION …………………………………………………………………………………… 30

A. Policy Statement
B. Procedures
XVIII. TRAVEL, ALLOWANCES, REIMBURSEMENT AND OTHER RELATED EXPENSES ………….…….. 30

XIX. RISK MANAGEMENT ……………………………………………………………………………………….……. 32

A. Policy Statement
B. Risk Classification
XX. HEALTH & SAFETY MANAGEMENT ……………………………………………………………………….….. 33

A. Policy Statement
XXI. SMOKING, ALCOHOL AND DRUG ABUSE POLICY ……………………………………………………….. 33

A. Policy Statement
XXII. HARASSMENT IN THE WORKPLACE ……………………………………………………………………….. 34

A. Policy Statement
B. Definitions
C. Policy Application
a. Prevention
b. Rights
c. Obligations

D. Procedures
E. Confidentiality
F. Disciplinary Action
XXIII. WORKPLACE VIOLENCE ……………………………………………………………………………………… 34

A. Policy Statement
XXIV. HANDLING VOLUNTEER COMPLAINTS, DISCIPLINE …………………………………………………... 39

A. Grievance Mechanism Policy Statements
B. Procedure
XXV. STAFF/VOLUNTEER DISCIPLINE …………………………………………………………………………….. 39

A. Policy Statement
B. Procedure
XXVI. TERMINATION OF VOLUNTEERS/STAFF FOR JUST CAUSE …………………………………………. 40

XXVII. VOLUNTEER/STAFF NURTURANCE AND DEVELOPMENT …………………………………………… 41

B. Volunteer-Staff Relations Strategies
a. Volunteer Recognition and Motivation
b. Annually
c. Quarterly
d. As often as possible
e. On special occasion
f. During Recalls
C. Rewards and Recognition Plans/Strategies
D. Support for Former Volunteers
a. Policy Statement
XXVIII. VOLUNTEER-INITIATED PROJECTS ……………………………………………………………………… 43

B. Procedure
XXIX. VOLUNTEER RETENTION AND HIRING AS REGULAR STAFF ………………………………………... 43

A. Basis for absorbing volunteers as regular staff
B. Probationary Hiring
a. Policy Statements
XXX. VOLUNTEER PERFO RMANCE APPRAISAL ……………………………………………………………….. 44

A. Objectives
B. Policy Statements
C. Procedures
D. Responsibilities
E. Frequency
F. Remedies for Poor Performance
a. Policy Statement
G. Performance-related Rating System
XXXI. TERMINATION OF VOLUNTEER PLACEMENT CONTRACTS …………………………………………..47

A. Pre-termination of Contract
b. Procedures:
B. End of Contract
a. Policy Statements:
b. Procedures:
XXXII. VOLUNTEER PROGRAM ASSESSMENT ………………………………………………………………….. 48

A. Policy Statement
B. Procedure

MANUAL OF OPERATIONS
I. INTRODUCTION
This manual of operations contains the policies and procedures of the Gualandi Volunteer
Service Programme (GVSP). The objectives of this manual are to:
• provide a standard reference for the Board of Directors, personnel, supervisors, staff
and volunteers in understanding their rights and carrying out their responsibilities; ‘
• encourage continuity and consistency in the administration and application of
volunteer management policy, and
• provide direction and authority in the day-to-day operation of the volunteer
programme. .
These policies and procedures are approved by Board of Directors, administered by
Programme Office and apply to all personnel, supervisors, staff, and volunteers of the Gualandi
Volunteer Service Programme.
Brief History
The Gualandi Mission for the Deaf was founded by Venerable Joseph Gualandi in Bologna,
Italy and was officially established in 1872 as a religious congregation of Priests, Sisters,
Brothers, Deaf Sisters, and Deaf Brothers. From Italy, the Mission spread to Brazil in December
1973 and to the Philippines in Cebu and Manila in October 1988. The members of the
Congregation, called the Gualandians whose mission is to enable the Deaf to grow and
develop as independent, integrated, fully human and empowered citizens in the hearing society
and in the Church, have established the Gualandi Social Center for Deaf to meet the socio-
economic, educational, and psycho-spiritual needs of the Deaf. Part of the program is the
Gualandi Volunteer Service Programme whose raison d'être is to train and form volunteers
and/or Lay Missionaries to augment human resources for the delivery of service to the Deaf
Community.
Our Vision
A group of volunteers who in being fully human and fully Christian share a love-life relationship
with the Deaf as a Friend and Sister/Brother.
Our Mission
To enable the Deaf to grow and develop as independent, integrated, fully human and
empowered citizens in the hearing society and in the Church through volunteering efforts.
Our Goal
To establish a pool of volunteers who are able to discern, internalize, and articulate his/her
response to God from a free decision to total personal commitment as volunteers for/with/to the
Deaf.
GVSP Core Values

The GVSP aims to train and form volunteers with the necessary knowledge, skills and values to
become competent & creative persons; who are open to change; having a deep sense of justice
and faith bringing about communion expressed in their concern and commitment to the service
of the disadvantage especially to the Deaf.”

Objectives
This volunteer service program provides a system for recruitment, assessment & screening,
training & formation, placement monitoring and regular evaluation for the volunteers with the
main aim of helping the volunteers to:
• deepen the volunteer’s acceptance of self and others and to develop inner freedom to
make a responsible and permanent commitment as volunteers.
• develop the volunteer’s being as a person-for-others in relationship with the Deaf, with
fellow volunteers, co-workers, and the people of God as a whole.
• deepen the volunteers’ conviction to serve and love unconditionally so as to intensify
her/his appreciation and exercise of her/his volunteer involvement especially her/his
work with the Deaf.
• provide support system and continuing education for volunteers.
II. GVSP ORGANIZATIONAL STRUCTURE
A. The Programme Office

The GVSP Programme Office is composed of the following personnel and staff:
• Programme Officer
• Financial/Budget Officer
• Promotion/Marketing Manager
• Recruitment Committee
• Screening and Selection Committee
• Training and Formation Committee
• Placement Officer
• Secretariat
• Volunteer Coordinator
BOARD OF
B. Organizational Chart DIRECTORS
Ad hoc Promotions & Programme Training & Screening &

Committees Recruitment Formation Selection
Officer
Committee Committee Committee
Volunteer Placement
Personnel Supervisor or
Officer
and Staff Coordinator
Volunteers

III. VOLUNTEER PLACEMENTS
A. Volunteer Placement
GVSP’s volunteer programme will constitute two (2) types of volunteering; i.e. the SHORT-
TERM VOLUNTEERING PROGRAM and the LONG-TERM VOLUNTEERING PROGRAM.
SHORT-TERM VOLUNTEERING – Refers to the quarterly volunteering programme, i.e.

covering the period of at least 48 hours to utmost 60 days of volunteer service. Such duration of
volunteer service will be reflected on the Short-Term Volunteer Placement Contract. Renewal of
contracts and re-entry of short-term volunteers will be governed in accordance to GVSP’s
Volunteer Re-entry Policies and Procedures on and of the Volunteer Retention and Absorption
Policies and Procedures.
LONG-TERM VOLUNTEERING – Refers to the one-year volunteer placement programme to

the different host/partner organization/institution approved by the Volunteer Programme as
stated, identified, and defined in the Placement Assessment Policies
GVSP short-term and long-term volunteers work by helping or assisting in different programs,
fields & areas of concern such as:
• Managing Deaf Ministries

• Deaf Community Organizing
• Capacity building of Deaf Organizations
• Deaf Rights Advocacy
• Deaf Education (formal, non-formal & catechism/religious instructions)
• FSL Interpreters of the Deaf
• Liturgical Activities for the Deaf
• Human Resource such as facilitators, logistics, coordinators for seminars,
workshops, retreats and recollections and Deaf camps
B. Volunteer Qualifications
a. LONG-TERM (one–year volunteering placement)
Criteria Qualifications
Age: 18-32 years old
Education: College graduate, young professional
Religion: Preferably Catholic
Language: • Able to read, speak, and write English
• Must have basic sign language skills
Others: • Willing to be placed for one year in a place where he/she is most needed;
• Willing to accept a volunteer allowance;
• Willing to work with and for the Deaf.

b. SHORT-TERM (Quarterly placements)
Criteria Qualifications
Age: 15-60 years old
Religion: Preferably Catholic;
Education: At least in secondary level of education (high school)
Others: • Willing to work with or for the deaf;
• Preferably knows basic sign language;
• Must willing to give at least 48 hours of volunteer work;
• Willing to accept the work assigned.
IV. VOLUNTEER PLACEMENT ASSESSMENT
1. Organizational or placement assessment will be the responsibility of the GVSP
Placement Officer.
2. The placement officer reports directly to the Programme Officer and Board of Directors
and works with the volunteer coordinator.
3. Organizations/institutions who are qualified to become a GVSP host organization or
placement site will be the following types:
• Organizations of Deaf people themselves (POs/NGOs)
• Non–governmental organizations (NGOs) that are working with or for the Deaf
as their main trust.
• Non- governmental organizations (NGOs) having program/s that are related to
the welfare of the Deaf in general.
• Church-based or faith-based institution such as dioceses, parishes and religious
denominations that are doing or having ministerial work to their Deaf
parishioners or congregants.
• Any private, government, or a religious educational institution that is catering the
formal, non-formal, and religious education of the Deaf.
• Institutions (either GO, NGO, PO and faith-based) that does neither work directly
nor indirectly with and for the Deaf, however, may request for a placement
assessment, if the said institution wants a volunteer with the intention of starting
a program in relation to the Deaf.
4. The above-mentioned organizations and institution will be assess, screen and evaluation
using a set criteria and standards developed by the Volunteer Service Programme.
5. No volunteer will be placed or sent to an organization, parish or educational
institution/schools without first undergoing the process of placement assessment and
approval of the board of directors.
6. Organizations, parishes, or educational institution that passed the placement
assessment process does not guarantee volunteer placement.
7. Formal relationship between GVSP and host institutions and organizations, in a form of
partnership will start with the placement of the volunteer. The Volunteer Placement
Contract wherein the contracting parties will be GVSP, the Host Organization/institution
and the Volunteer binds this relationship.
8. GVSP after doing the appropriately assessment process, and with a clear and valid
grounds and justifications, reserves the right to refuse and/or deny an
institutions/organizations request for a volunteer or becoming a partner organization.

9. With regards to the short-term volunteering programme, volunteer placement will

originate and be defined against the annual Pastoral Programs and Strategies of the
Gualandi Mission for the Deaf and the Gualandi Volunteer Service Programme wherein
short-term volunteers will be placed. No short-term volunteer placement will be defined
outside the main trust of the Pastoral Program of the Gualandi Mission for the Deaf and
strategic plans of the Gualandi Volunteer Service Programme.
10. In its capacity, the Gualandi Mission for the Deaf may request a long-term volunteer for
its program; this however, will now follow the guidelines set by GVSP for the long-term
volunteering programme.
11. All information, data, and documents in the placement assessment process will be
handled with absolute confidentiality in accordance of the Record Keeping Policy of
GVSP.
B. Placement Assessment Strategy.

The Placement Officer upon request of the institution/organization will do placement
assessment on a time amenable for both parties. The placement assessment will be in one-day
workshop type participated by the requesting organizations head/chairman, the would be
volunteer’s supervisor, a staff and if possible a person of whom the volunteer will be working
with e.g. Deaf Leaders in the Community, Deaf teachers or the teachers for the Deaf, Deaf
Ministers etc… The expected output of the workshop would be a Placement Report Outline by
the GVSP Placement Officer and the Placement Request form filled-up by the requesting
organization/institution. The following would be the dimensions involve in assessing a
Placement Request:
A. Organizational capacity
i. Institutions history and “being”
ii. Vision
iii. Mission
iv. Goals and Strategies employed
v. Program of Activities
vi. Organizational Structures
vii. Authority and Decision Making
viii. Documents, Systems and Procedures
ix. Networks
B. Technical Capacity
i. Funding and Financial Resources
ii. Human Resources and Staffing
iii. Material Resources and Logistics
C. Project specific
D. Volunteer Roles

C. Volunteer Job Description
a. Procedure in designing volunteer job description

The Placement Officer, Volunteer Coordinator and the host/partner organization will be
involved in designing the Volunteer Job Description and should bear in mind the following steps:
Step 1. Review the mandate i.e. it’s VMG and strategies of the requesting
organization/institution and work it against the volunteer placement.
Step 2. Identify the functions that support of the organization’s mandate. Look at how
various functions/components/tasks are carried out to achieve the
mission/mandate (task analysis, task identity, task significance).
Step 3. Identify the skills necessary for the task. Establish the qualities that will be needed
to perform the various components or tasks, as defined (skill analysis, skill variety,
and autonomy).
Step 4. Identify and describe volunteer assignments (job descriptions).
Step 5. Match volunteers to assignments.
b. Volunteer Job Description Elements
The GVSP will use the following elements in making and developing its volunteer job
description.
Job Description
Item details, description and context
Elements
Job Title This will give the title of the volunteer in his/her placement.
Job description This item will put in a summarize description of the volunteers job
placement
Assignment/Placement This item will explain what will be the main task or assignment of the
volunteer and what will s/he will be doing. This will be given a title
that will clearly reflect the task. It can later be renamed or re-titled
according to the nature of the assignment/placement and when it has
been fully defined.
Purpose This item will explain the things needed to be accomplished by the
volunteers and the objectives of the placement, and states the
reason of the placement.
Tasks This item elucidates the individual activities related to the fulfillment
of the job description and purpose. It is a list everything that is part of
the job (or assignment) that the volunteer has to do in congruence to
its purpose.
Time Commitment This item states a realistic time frame for the volunteers to finish or
accomplished a task/assignment given to him/her.

Job Description
Item details, description and context
Elements
Firm vs. flexible time This is related to the specific number of hours/days/weeks or months
needed by the volunteers to finish the job placement. This point the
duration of the volunteer placement/assignment.
Skill Requirements and This item of the Job description describes the needed hard skills and
Qualification soft skills in performing the job.
Training and Skill This item describes the training and skill development that the
development volunteers will be receiving during the period of the placement. This
will include the programs and the support system to help the
volunteer in learning and developing a needed skill for the job either
human resources, logistics, materials, and manuals that may be
necessary for the volunteer and the training.
Supervision GVSP volunteers deserve to know to whom they will answer. This will
give a clear definition to whom shall the volunteer will work with
directly. The supervisors will be their guide and will give them a clear
picture of the reporting system of the volunteer programme. The item
also will explicate on how the volunteer will be evaluated and on what
basis s/he will be evaluated.
Authority/Decision This item explains the limits and boundaries of the volunteer vis a vis
Making his/her placement. This will guide the volunteer on how s/he will
make decisions on certain things like handling money, authority,
speaking for the organization, networking and so on.
Supporting Policies This item will state the required policies and guidelines that will affect
or govern the volunteer’s job placement. These can be either internal
(bylaws or a volunteer manual, for example) or external (such as
government imposed non-smoking policy or Health and Welfare
standards or Church policies). Examples would be the Volunteer
Placement Contract which will bind the volunteer to the programme.
Working Conditions This item will establish where the GVSP volunteer will be working in
the job placement. This will also take into account physical conditions
should such items as special footwear needs, the accessibility of your
building, physical strength required for the job, manual dexterity, or
the ability to handle heights, etc. … This will also include list any
special equipment needed for the accomplishment of the job
placement.
Benefits This item of the job description will state the benefits the volunteers
will be receiving during the placement.
Agreement/Approval The Volunteer should sign the agreement as an act of commitment

and conformity to the job that s/he accepted.

IV. DIVERSITY MANAGEMENT POLICY
1. In keeping with basic principles, that all people are created equal before God and
wo/men, the Gualandi Volunteer Service Programme is committed to social justice and
to being a leader in supporting and valuing the diversity of the people, organizations, and
communities. Valuing diversity is recognizing and respecting human differences and
similarities. We welcome all who share our vision, our mission and want to help. GVSP
therefore, is committed to opportunity diversity with respect to all aspects of
employment, volunteer placement work and delivery of services. All decisions regarding
recruitment, hiring, promotion, screening and selection, compensation, volunteer and
staff development decisions such as training, and all other terms and conditions of
staff/volunteer work, will be made without regard to race, ancestry, place or origin, color,
ethnic origin, citizenship, creed, religion, gender, sexual orientation, age, marital status,
same-sex partnership status, family status, or physical or mental disability.
2. To ensure our services are free of barriers, staff and volunteer diversity is an integral
part of the programme office’s operations. Individual differences are respected and
valued. Fair and equitable treatment will apply to all aspects of employment. To ensure
this, GVSP will actively remove barriers to ensure that each person has equal access to
the benefits of employment.
3. Everyone at GVSP has a role to play in supporting our commitment to diversity and
employment equity. Each personnel, volunteer or staff, regardless of position, is
responsible for applying this policy on an ongoing basis. Each staff and volunteer is
expected to treat all other staff and volunteer with dignity and respect and in a fair and
non-discriminatory manner in all work related dealings.
4. Pro-active accommodation at work will be provided, where necessary and reasonably
practical, to provide ways that support the employee’s dignity, worth and productivity, or
to hire or retain qualified employees disabled through either injury or illness.
5. This policy applies to all personnel, staff, and all volunteers of GVSP as well as in the
partner or host organizations and/or placement sites where GVSP volunteers and staff
are working.
B. Definitions
Discrimination: Discrimination is defined as any action, behaviour or attitude, whether

intentional or unintentional, which negatively affects or could negatively affect the employment
of a staff/volunteer, on the basis of one or more of the prohibited grounds contained in the
legislation. Discrimination that is prohibited can be intentional and direct, or can take the form of
indirect, unintentional, or “systemic” discrimination.
Barriers: Generally fall into three areas: attitudinal/behavioral, procedural, and physical.
Barriers prevent people from maximizing their contribution to GVSP because of their race,
ancestry, place or origin, color, ethnic origin, citizenship, creed, religion, gender, sexual
orientation, age, marital status, same-sex partnership status, family status, or disability.
Work Accommodation: Work accommodation is any modification made to the way in which an
individual works that enables that person to fulfill the essential job tasks for his or her assigned
position. Modifications may be temporary or permanent.

Reasonably Practical: Efforts to accommodate a worker will be deemed to be reasonably

practical based on several factors. Those that should be considered include sources of funding,
undue hardship, health and safety requirements, and cost. Factors that may be excluded are
business inconvenience and third party preferences.
C. Policy Applications
a. Policies:
GVSP will be free of structures or actions that oppress, exclude, limit, or discriminate. Fair and
equitable treatment will apply to all aspects of employment and work including but not limited to,
recruitment, selection, placement, training and development, promotion, compensation,
benefits, termination, and the work environment.
b. Responsibilities:
It is the responsibility of programme office to ensure that all policies, practices, guidelines and/or
procedures do not permit intentional or unintentional (systemic) discrimination, and on an
ongoing basis, to review and assess their policies, practices, and environments to ensure they
are free of barriers and biases. In so doing, supervisors/coordinators will make every effort to
ensure that the volunteer and staff workforce is reflective of the communities in which GVSP
services are provided.
c. Reasonable Accommodations:
In order to discharge its obligations under this policy, GVSP will make all reasonable efforts to
accommodate the particular needs of staff and volunteers, subject to operational requirements.
Such initiatives may include, but are not limited to:
• The modification of job tasks and/or the physical workplace to accommodate for
temporary and permanent physical disabilities.
• The modification of work hours
• Religious Holiday Exchange: An employee may be permitted to exchange a religious
holiday with any current non-statutory holiday where appropriate work
accommodations can be arranged.
D. Responsibility:
1. Board of Directors is responsible for advising partner organizations, maintaining,
monitoring, and revising this policy; and for authorizing exceptions.
2. All staff and volunteers in the programme office, and the different committees are
responsible for applying and implementing this policy in each of their respective areas.
VI. PROMOTION & RECRUITMENT SCHEME
1. There will be committee to handle the recruitment program.
2. GVSP will not accept/recognize any person to volunteer unless he/she undergoes the
recruitment process.
3. All information in the recruitment process will be handled with absolute confidentiality in
accordance of the Record Keeping Policy of GVSP.
4. GVSP will not discriminate any person in the recruitment process in accordance with the
Diversity Management Policy.
5. Any person found with civil and/or criminal record will be automatically disqualified in the
volunteer programme.

6. The following are the pertinent papers the applicant should furnished together with the
GVSP volunteer application form:
A. LONG TERM-VOLUNTEERING B. SHORT TERM-VOLUNTEERING
• Resume with four 2x2 I.D. picture • Resume with four 2x2 I.D. picture
• Birth Certificate * • Birth Certificate *
• Baptismal Certificate (if available) * • Recent Community Tax Certificate *
• Transcript of Record * (for volunteers 18 years old above)
• Recent Community Tax Certificate * • Guardian/Parent’s permit (15 – 24 yrs. old)
• Guardian/Parent’s permit (18 – 24 years old) • Barangay Clearance *
• Barangay Clearance * • Certificate of Good Moral Character *
• Police Clearance* (for college and High School Students)
• Certificate of Good Moral Character *
At least two (2) Rec ommendation Letter
(* - Must be in certified true copy)
7. Original volunteer application forms may be reproduced.

8. Submission and acceptance application form and papers will be done during office
hours.
9. For short term volunteering: submission of application form should be at most a quarter
before the intended volunteering quarter so as to give enough time for processing.
10. For Long term volunteering: deadline of submission of application form will be on the end
of the calendar year.
B. The Recruitment Committee
The Recruitment committee will be composed of a five-man body comprising of a chair,

vice chair and three members. Three (3) out of the five-man committee should be members of
the Board of Directors and the other two may either be a staff, a former volunteer, an external
person invited by the Board of Directors or another board member him/herself. By its structure
and nature, the committee will be working and reporting to the Board of Directors together with
the Programme Officer and is answerable directly to the Board of Directors.
They are to work, in their capacity and mandate, independently from other committees
and have authority and decision making in matters involving the promotions and recruitment
scheme, though such may be put into review, critic and revisions of the Board of Directors for
the good of the Volunteer Programme. The committee, therefore, has the responsibility to inform
and/or report to the board of directors all the plans and program regarding promotions and
recruitment.
a. Responsibilities
Chair • as the Recruitment Officers which direct /coordinate all the

recruitment schemes
• as the Promotions Officer and coordinates and promotion strategies
Vice-Chair and mechanisms
• as the Marketing Officer works with the promotion offer in “selling’
1. Member the volunteer programme to prospective clients.
2. Member • in charge of promotion/information drive/ dissemination
3. Member • serves as secretariat of the committee

b. Do’s and Don’ts for Recruitment Committee Members
DO’s DON’Ts
• Follow standard operating • Work on anything in the program
policies and procedures always without the knowledge of the
• Attend regular consultative committee
meeting • Have hidden agendas
• Prompt submission of reports • Be late for the applicant’s interview,
and pertinent papers meeting, etc.
• Coordinate with the committee • Forget to inform committee of
members conflicting schedule that may affect
• Have regular updates to the operations
Board of Directors
• Update yourselves with new
trends
C. Recruitment Process/Procedures
Step 1. Information dissemination campaign

Step 2. Networking
4Tri-media (posters, flyers, brochure)
4Series of talks, symposia and seminar forums in universities
and colleges
Step 3. Giving out of application forms
Step 4. Filling/gathering of application forms
Step 5. Pre-screening of application forms
Step 6. List of applicants for selection process
Step 7. Submission to the selection process committee
Step 8. Contacting final list of applicants for schedule of screening/selection process
D. Recruitment Plan/Strategy
Methods of Recruitment Where To Recruit Who To Approach When To Recruit

•Tri-media
oTV Studio Program Manager
oRadio News Advertising Advertising Short-term
oPrint volunteering:
School President, Any time available
•School Visits
Dean, Principal,
oPoster Schools, Colleges
Campus Ministry, Long-term
oVolunteer Forum Universities
Office of Research Volunteering:
and seminar and Extension Beginning of the
•Volunteer Orientation Priest, Parish Second Semester
Parishes
o Poster Churches
Pastoral Council
o Brochures Mosque
Presidents
o Flyers Pastor, Imam

VII. SCREENING AND SELECTION SCHEME
1. A five-man screening/selection committee shall manage the screening programs and the
processes that it entails.
2. The screening/selection committee shall present to the Board of Directors all approved
schedules, programs and activities of the screening process.
3. GVSP will not discriminate any person in the screening and selection process in
accordance with the Diversity Management Policy.
4. Any person involved in the screening and selection process; a committee member, a
selector, or an observer shall be automatically prohibited when there would be
applicants related to him/her by virtue of consanguinity or affinity to the third degree.
5. The Committee shall screen and select only those applicants recommended and
approved by the recruitment committee.
6. The screening and selection process will be done by selectors invited by the committee.
7. The committee shall follow the set of criteria set by the programme in inviting and
choosing a selector.
8. Selectors shall observe, critic, evaluate, and choose an applicant according to the
criteria and dimensions set by the volunteering program.
9. Selector/s who does not undergo the orientation for screening and selecting the
volunteers will be automatically disqualified in joining the selection process.
10. A board of director or a committee member may become a selector in the screening
process provided there are no grounds for his/her disqualification.
11. Decisions made by the committee/selectors should in an absolute majority vote, and is
irrevocable and final.
12. GVSP will not, in its capacity whatsoever, accept/recognize any person to volunteer or
place without first undergoing the selection process required by the programme.
13. All information, data and documents receive during the screening and selection process
will be keep with absolute secrecy and confidentiality in accordance with the Record
Keeping Policy of GVSP
B. The Screening Committee
The Screening committee is a five-man body comprising of a chair, vice chair and three
members. Three (3) out of the five-man committee should be members of the Board of Directors
and one may be either a staff, a former volunteer or another board member him/herself and
another member would be an external person invited and decided upon by the Board of
Directors. They are to plan, design, implement, and manage the screening and selection
process of the Volunteer Programme. The committee will be working and reporting to the Board
of Directors together with the Programme Officer and is answerable directly to the Board of
Directors.
The Committee, in their capacity, to work independently from other committees and
have authority and decision making in matters involving the selection and screening of
volunteers, its schemes and programs. However, such autonomy and capacity may be put into
review, critic, and revisions of the Board of Directors for the good of the Volunteer Programme.
As mentioned in the policy, the screening/selection committee shall therefore present to
the Board of Directors all approved schedules, programs and activities of the screening process.
On the other hand, as mentioned by the policy, decisions made by the committee/selectors
concerning accepting and rejecting a volunteer applicant in a screening process during
assessment day is absolute and therefore irrevocable, final and executory.

C. Responsibilities
Chair • direct/coordinate all the screening and selection programme

Vice Chair • Assist the Chair in coordinating the screening and selection programs
• Responsible in coordinating in the invitation and selection of selectors
for each screening process.
1. Member • Serves as secretariat of the committee
• Handles all the pertinent papers related to the screening process like
reports, forms and kits
2. Member • Serves as coordination and facilitator in the screening and selection
process
3. Member • In-charge of logistics during the selection process and activities
VIII. VOLUNTEER CRITERIA & RATING SYSTEM
1. There are SIX DIMENSIONS that the Volunteer Programme is looking in a
staff/volunteer applicant. Such dimension will be the basis for the screening and
selection of staff/volunteers for the GVSP programme. The Volunteer Programme
deemed that these dimensions are essential in a GVSP volunteer/staff and therefore to
be held in esteem. These six dimensions are henceforth, the essential criteria, and play
a critical role in the selection and screening of volunteer/staff applicants.
2. Only the Board of Directors en banc with an absolute majority vote has the power and
authority to redefine, change, delete, and add to these Dimensions. Moreover, only the
Board of Directors en banc with an absolute majority vote has the power & authority to
dispense anybody from these dimensions.
3. These dimensions apply to staff and both long-term and short tern volunteer applicants.
4. It is agreed that staff/volunteer applicant demonstrating contradictory attitudes and
actions against a particular dimension will automatically be deselected. Hence, during
assessment day if a staff/volunteer fail in just one dimension; such applicant will
automatically be deselected.
B. GVSP Dimensions
• COMPETENCE AND CREAT IVITY (resourcefulness/ innovative)

i. The capacity to make intellectual enterprise for the service of the greater community.
ii. The ability to accept new visions, missions, and strategies of the programme.
iii. The ability to comprehend the role of a volunteer as a servant of the community.
iv. Being resourceful in difficult and challenging situations.
v. The ability to adapt to the socio-linguistic culture of the Deaf community.
• SENSE OF COMMUNITY
i. The ability to work with others in solving problems and persuade to implement a plan.
ii. The ability to develop a working relationship.
iii. Taking part in building up communion and fellowships in the community.
iv. Being a steward of the resources and facilities of the community.
v. Being sensitive to concrete life experiences and problems of the community.

• CONCERN FOR DISADVAN TAGE

i. Being charitable and kind to those in need, to the poor, marginalized and oppressed
especially the Deaf.
ii. The ability to raise the consciousness of others and empowering them.
iii. The ability to reflect, to interpret, and to articulate from the perspective of the
disadvantage.
iv. Has special concern to and for the disadvantage especially the Deaf.
v. The capacity to accept others as they are.
• COMMITMENT TO SERVICE
i. Is interested and enthusiastic in working with and for the community especially the
Deaf.
ii. Availability to extend oneself to others.
iii. The ability to offer what s/he has for the needs of others.
iv. Ability to go beyond what is demanded and expected by work.
v. Joyful and enthusiastic in carrying out assigned task and responsibilities in the
community.
• OPENNESS TO CHANGE
i. The ability to read the “signs of times” vis-à-vis personal experience.
ii. Being open-minded to new ideas and insights.
iii. Being sensitive and critical to new cultures and values.
iv. Being aware that the human person is always in need of change and renewal.
v. Openness to correction and guidance.
• SENSE OF JUSTICE AND FAITH

i. Being fair, just to others, and respectful of their rights.
ii. The ability to nurture a faith that seeks understanding.
iii. The ability to reflect, to interpret, and to articulate in the light of faith and experience.
iv. The ability to guide others to do the same.
v. To be transparent and being open to examination and critique.
b. GVSP DIMENSIONS RATING CRITERIA
Dimensions Rating Rater Method
Strong 2 • Individual Interview

1. Competence and Creativity
Weak 1
2. Sense of community Contradictory 0 • Group activity
(in assessment day)
3. Commitment to service Multi-rater
4. Concern for disadvantage with • Personality Test
absolute
5. Openness to change
majority
6. Sense of justice & faith

AN OVERVIEW: PROMOTIONS, RECRUITMENT, SCREENING AND SELECTION
POLICIES PROCEDURES DOCUMENTS PERSON

Diversity Management 1.Info dissemination Flyers, brochures,
Promotion
Policy and campaign posters, and campaign
officer
materials
Promotion and
Recruitment Policy 2.Give out application
forms
Recruitment
3.Receiving of
Committee
Record-Keeping Policy
application form
Application form
Evaluation 4.Pre-screening of
Volunteer
Policy application form
Selection/
Screening 5.Final list of
Master list of qualified
applicants for
Policy applicants for screening
screening process
6.Submission of list to
Recruitment
Risk Management Policy screening
Officer
committee
7.Contacting final
applicants for Screening
schedule of Committee
screening process
8.Gathering of
Submission of pertinent Screening
pertinent papers
documents Officer
fro applicants
9.Reviewing of
Screening
Screening Committee Policy
individual
Committee
pertinent papers
10. Individual schedule Invited
Interview/evaluation
interview selectors /
form
interviewer
11. Group assessment Assessment kit
Schedule of activities
Manual
Evaluation forms
12. Evaluation of the Committee
committee &
13. Deliberation of the Invited
finalist of the selectors
Evaluation form
selected
volunteers
14. Contacting of
Master list of selected Screening
selected
applicants for training Officer
volunteers
Notification letter

IX. VOLUNTEER ORIENTATION, TRAINING & FORMAT ION
1. The Volunteer Orientation Training and Formation shall be planned, implement and
manage by the training and formation committee composed of a chair and two (2)
members.
2. The training and formation committee shall present to the Board of Directors all
approved training programs, schedules, and activities.
3. It is the responsibility of the committee to invite external trainers to handle the volunteer
training in specific areas wherein certain fields of expertise are needed and that such
field of expertise can only be avail from an external human resource.
4. GVSP will not discriminate any person to undergo training as stated in the Diversity
Management Policy.
5. The Committee shall orient and train only those selected volunteers endorsed and
approved by the screening and selection committee.
6. GVSP will not accept any volunteer to undergo the training program without first signing
the Volunteer Placement Contract.
7. No volunteer–trainee shall start the training program without first undergoing medical
check-up and chest X-ray to be paid by GVSP.
8. Volunteer-trainee who makes more than one-week unexcused absences, either
consecutive or cumulative, will automatically be deselected from the pool of volunteer–
trainee and will automatically nullify the Volunteer Placement Contract in accordance to
the policies and procedure in negotiating volunteer placement contracts.
9. GVSP with grave and valid reasons reserves the right exclude any volunteer-applicant
from the training program for the good of the Volunteer Programme.
10. Volunteer–trainee who has valid and excuse absences not more that one-week, either
consecutive or cumulative, shall make up for the activities s/he fail to take, with a
schedule decided upon by the training and formation committee.
11. A volunteer who finishes the training but will not pursue the placement will be dealt in
accordance to the policies and procedures in Termination of Contacts.
B. Training Program and Formation

The following will be an overview of the training and formation program for the GVSP
volunteers. This will be a 30-day training and formation program that will prepare the volunteer
for hard and soft skills needed in their placement areas. The following would be part of the
training and formation program in modular form:
1. Orientation and recollection – 1 day

2. Deaf Issues and concerns, Deaf Culture – 1 day
3. Basic Filipino Sign Language Course – 8 days
4. Sunday exposure in the Deaf Community – 4 days
5. Spirituality and the role of the Laity – 1 day
6. Project proposal making – 3 days
7. Fundraising Workshop – 2 days
8. Critical Reflection (theory and concept) – 1 day
9. Area Integration and Exposure – 5 days
10. Conflict management – 1 day
11. Retreat – 5 days
30 days

X. GUALANDIAN VOLUNTEER HANDBOOK/JOURNAL
1. GVSP will only provide a handbook to long-term volunteers only.
2. Each volunteer is entitled to acquire the Volunteers’ Handbook/Journal.
3. In any case whatsoever, with grave reason and justification, GVSP have the right to
withhold acquisition of the Volunteer Handbook/Journal.
4. In case that a volunteer pre-terminate the Volunteer Placement Contract within the first
three-months, GVSP reserves the right to demand to the volunteer to return the
handbook in accordance of the Termination of Contract Policy.
5. Issuance of the handbook/journal should be documented in accordance of the Record
Keeping Policy of GVSP.
6. The Board of Directors has the authority and power to determine, revise and change the
design and content of the Volunteer Handbook/Journal
B. Volunteer Handbook/Journal Contents
• Introduction
• Volunteer Basic Info Sheet
• Brief History (Mission For the Deaf)
• VMG (PMS and GVSP)
• Organizational Chart
• Board of Directors and Staff Directory
• Gen. Job Description
• General Policies and Systems
4 Reporting Policy
4 Reimbursement Policy
4 Health/Security Policy
4 Termination Policy
• Sample Forms and Reports
• Dress Code
• Volunteer Benefits
• Calendarium
• Glossary
• Deaf Protocol
• Liturgical Calendar
• Journal Log
• Address and Phonebook
• Cebu/Phil. Map

XI. CONFLICT OF INTEREST
A. Policy Statement
1. The Gualandi Volunteer Service Programme recognized the importance of protecting the
Volunteer Programme while preserving the rights of staff, volunteers, and board
members to participate as private citizens in the life of the community.
2. The purpose of this policy is to establish a standard of conduct to ensure that all
personnel, staff and volunteers of GVSP act in the best interests of the programme office
and its beneficiaries and, in pursuing this goal, maintain standards relating to conflict of
interest. These standards are intended to enhance peoples’ confidence in the integrity of
the programme office and its personnel, staff and volunteers. GVSP benefits from the
expertise of individuals with a multiplicity of interests; however, those interests must not
conflict with the interests of the Volunteer Programme nor impair the public support and
respect necessary for the operation of the Volunteer Programme. This policy applies to
all employees and volunteers of GVSP.
3. Conflict of Interest is defined as a situation where an individual, or the organization
he/she represents or has an interest in, has a direct or indirect competing interest with
the GVSP’s activities. This competing interest may result in the individual being in a
position to benefit from the situation or in the Volunteer Programme not being able to
achieve a result in the best interest of GVSP. Conflict of Interest includes, but is not
limited to situations:
• Where an staff or volunteer’s private affairs or financial interests are in conflict
with their work duties, responsibilities and obligations, or result in a public
perception that a conflict exists
• Which could impair the staff or volunteer’s ability to act in the public interest
• Where the actions of a staff or volunteer would compromise or undermine the
trust which the public places in the Volunteer Programme.
4. Where an individual fails to disclose a conflict or an interest according to this policy,
GVSP reserves all rights it may have to deal with the contract, conflict, and individual
involved.
5. Employees and volunteers are required to consult with their supervisor/manager
whenever they have any question as to whether a particular circumstance may place
them in a conflict of interest. Persons who fail to comply with these standards during the
course of their employment will be subject to such appropriate measures as may be
determined by GVSP including dismissal from employment. Persons who fail to comply
with these standards following termination of employment with GVSP hereby
acknowledge that the disclosure of confidential information will result in irreparable harm
to GVSP and shall have the right to enforce its lawful rights and remedies against any
offending person.
6. Staff and volunteers must avoid the appearance of favoritism in all of their dealings on
behalf of GVSP and not accept personal gifts from those doing business or seeking to
do business with GVSP.
7. A staff, volunteer or a Board of Director will not vote on, or participate in, any discussion
about a resolution to approve a contract in which he/she has an interest, nor will a staff,
volunteer or a Board of Director approve and/or sign off on such circumstances. In the
performance of their duties, a staff, volunteer or a Board of Director must not:
• place themselves in a position of obligation to persons who might benefit or
appear to benefit from special consideration with respect to GVSP business;
• have a monetary interest that would conflict with the discharge of the duties owed
to the Volunteer Programme;

• disclose, discuss, use, take advantage of, benefit or appear to benefit from the use
of information not generally available to the public and which has been acquired
during their official duties;
• assist private entities or persons in their dealings with GVSP where this could
result in preferential treatment to any person;
• directly or indirectly use, or allow the use of, GVSP property or information for
anything other than officially approved activities.
b. Procedures
1. As the working relationship is founded on trust and commitment to strive for mutual
benefits, it is expected that the staff/volunteer time/labour/skill and attention will be
devoted to the business of the volunteer programme as specified in the employment
contract or volunteer placement contract.
2. The GVSP’s property, materials, and services will be utilized only as requested or
authorized by the working contract.
3. Participation of the staff/volunteer in other business, organizations, or activities that
compromise the employment relationship or disadvantage the programme will be
considered conflict of interest.
4. Supervisors and/or volunteer coordinators shall be responsible for identifying potential
conflict of interest activities to staff/volunteers. Where a staff/volunteer persists in
activities that may disadvantage the programme, the Board of Directors is to be
informed.
5. Staff/volunteers must consult with their supervisor prior to engaging in any activities that
may be seen as conflict of interest, such as, but not limited to:
• Having a vested interest in an external business which may provide materials or
service to the programme office;
• Being offered services or materials as a result of employment or position with the
programme office;
• Making use of a position with the programme office to solicit services or materials
for personal gain;
• Utilizing programme office’s equipment, services or materials for an external
business;
• Pursuing personal gain over the well-being or needs of people supported.
6. Staff, volunteers and members of the Board of Directors may engage in remunerative
employment with another employer, volunteer activity, carry on a business, or receive
remuneration from public funds for activities outside their position provided that:
• it does not interfere with the performance of their duties;
• it does not bring GVSP into disrepute;
• they do not have an advantage derived from their employment in the Volunteer
Programme;
• it is not performed in such a way as to appear to be an official act or to represent
the organization’s public positions or policies,
• it does not involve the use of GVSP premises, services, equipment or supplies to
which the staff, volunteer and a member of the Board of Directors has access by
virtue of their position or employment, unless official authorization is secured.
7. Staff/volunteers who fail to honour the provisions of this policy will be considered to be in
breach of the contract or with GVSP and may be subject to disciplinary action up to and
including termination of employment.

c. Board Members
1. Members of the Board of Directors shall disclose to the board, prior to engaging in any
activities that may be seen as conflict of interest, such as, but not limited to:
• Having a vested interest in an external business which may provide materials or
service to the Association;
• Being offered services or materials as a result of employment or position with the
Association;
• Making use of a position with the agency to solicit services or materials for
personal gain;
• Utilizing Association equipment, services or materials for an external business;
• Pursuing personal gain over the well being or needs of people supported.
2. Non-compliance of this policy and procedures and the By-Law pertaining to conflict of
interest on the part of the Board members shall constitute cause for removal from the
board.
3. Board members shall confirm in writing that they have received and read this policy and
procedure at the first meeting of the board of directors that they attend following their
election.
XII. NEGOTIATING THE VOLUNTEER PLACEMENT CONT RACT
a. With the Volunteer/s:

1. Finalization of pertinent papers should be done two weeks before signing of contract.
2. Only selected volunteer should be presented with the contract
3. All volunteers ranging from 15-24 years old whether short or long term must submit
guardian/parent’s permit unless it is impossible otherwise.
4. Conduct guardian/parents’ meeting
5. Documentation upon signing of contract is necessary.
6. In case there are discrepancies and incongruity GVSP reserves the right not to enter into
the contract.
b. With the Host Organization:

1. Completion of host organization’s assessment and requirements
2. Partner organization must undergo placement visitation and area assessment
3. Host shall meet with GVSP to finalize the content of the contract before signing
4. Presentation of the final contract to the GVSP – Board of Directors
c. With the GVSP Programme Office:

1. GVSP and partner organization visits.
2. GVSP and host shall meet to finalize the content of the contract before signing
3. GVSP Programme officer must present the final contract to the Board of Directors
4. The Chair of the Board of Directors will represent GVSP in entering contracts.
5. GVSP must ensure that all contracts are legally notarized.
6. GVSP reserves the right to terminate and/or nullify the contract in circumstances
evaluated by the Board of Directors as breach of contract.
NOTE: All shall be done a month before contract signing. The contract will be furnished in three
original copies; each contracting parties will received their own original copy of the contract.

XIII. WELCOMING AND SENDING-OFF VOLUNTEERS
A. Welcome of Volunteers
a. Objective of the welcome:

1. To provide a system and mechanism of welcoming volunteers.
2. To be able to create a welcoming atmosphere in the organization for the volunteer.
b. Strategies in welcoming the volunteer
1. Plan and anticipate for the welcoming program

2. Tasking of preparations
3. Preparing materials and logistics
4. Welcome program for the volunteers.
B. Sending-Off Volunteers
a. Objective of the send-off:

1. To come up with a pre-departure / send-off activity for the volunteer.
2. Prepare the volunteer’s psycho-emotional and spiritual self to his/her volunteer
assignment.
b. Send-off to do’s
1. Prior to send-off day: One (1) day recollection, to be ended with a missionary
commissioning within the mass.
2. Preparation of the sending-off program.
3. On the day of send-off: Fellowship with the host organization.
4. Giving of “reminder checklist”.
5. Message from GVSP.
6. Giving of missionary cross (or other alternatives/substitutes applicable for non-Christian
volunteers).
7. Community singing.
8. A representative from host organization to accompany the volunteer to area of
assignment.
XIV. SUPPORT FACILITIES FOR VOLUNTEERS

The following would be the support systems and facilities the Programme Office will offer to its
volunteers:
A. Space and Other Facilities:

1. Easy access from the entrance of the building.
2. Parking arrangement for volunteers who drive.
3. Accommodation of the Volunteer if necessary.
4. Volunteers are welcome to come and use the GVSP office.
5. The volunteers can use the space for orientation sessions and in-service training
sessions in the Mission for the Deaf.
6. The volunteer can use all the comfort rooms in the Mission for the Deaf except in the
cloister areas of the Religious community.
7. Volunteers are allowed to post in the GVSP bulletin board, provided that it is not
obscene, malicious, and scandalous information.

8. Volunteers may use the guestroom of the Mission of the Deaf if necessary or in times of
needed rest periods.
B. Furniture and Equipment
1. Volunteer may have access to the computer access and other equipment is per request
basis. They may use such equipments if their volunteer work requires then to do so.
2. Volunteers can use the GVSP bulletin board in post pertinent information.
3. Volunteers may have access to the use of the telephone.
4. They may us the GVSP stationery for volunteers’ use
C. Miscellaneous Support
1. Each volunteer will be given a GVSP pin.
2. On special occasion and events and within budget limits, volunteers may receive GVSP
T-shirts or uniforms.
3. Long-term volunteers will be having insurance during his/her placement duration.
4. Free lunch/snacks for Sunday volunteers.
5. GVSP will issue identification card for the volunteers.
D. Support Facilities for Specific Positions or Jobs
POSITION OR JOB SUPPORT FACILITIES

Deaf Ministry Volunteer Liturgical guides
Catechist Basic catechism guide for the deaf
FSL Interpreters Interpreters’ Module
Deaf Advocate Deaf Advocacy Module
Note: Special support systems and facilities for specific jobs or positions will be defined
according to each volunteer job placement description.
XV. WORKING ARRANGEMENT POLICIES
A. Attendance, Hours of Work & Overtime Policy Statements
1. The GVSP programme office has a standard workweek of Monday to Friday. The office
hours are generally between 8:30 a.m. to 4:30 p.m.; this may be varied depending on
the Volunteer Programme’s operational needs.
2. Staff and volunteers working in the programme office are expected to report and be
prepared to work at the set times. Personnel, staff, and volunteer staff receive (2) two
fifteen-minute breaks one in the morning and another in the afternoon. Lunch break is
between noon and 1:00 p.m.
3. There are instances where personnel, staff, or volunteers will arrive late or need to leave
early; this should be discussed with the programme officer or Volunteer coordinator or
supervisor. A written confirmation sent to the designated timekeeper for reporting
purposes must be done.
4. If a pattern of tardiness arises; the personnel, staff and/or volunteer will be required to
discuss the issue with the Programme Officer and be dealt in accordance of the
Staff/volunteer Disciple policies and procedures.
5. No overtime shall be planned or worked by personnel, staff, or volunteers unless
approved by the supervisor and the programme officer.

6. With a mutual agreement between the personnel or staff and his/her supervisor,
compensation for overtime hours worked by staff may either be in the form of a cash
reimbursement or time off in lieu. Volunteer and/or volunteer staff are not entitle to
overtime compensation in any form whatsoever.
7. All regular personnel, staff, with the exception of the volunteers and volunteer support
staff, shall be eligible for one (1) seven (7) hour flex day per month provided a minimum
of seven (7) hours of overtime has been accumulated during that month. The flex day
must be taken during the same month or the month following the overtime, or the flex
day is forfeited.
8. Personnel or staff wishing to attend or present at weekend conferences, presentations,
training sessions, etc., shall submit their request together with a “value added”
justification and associated costs, or projected revenues within fifteen (15) working days,
to the programme officer, for approval.
9. Should personnel or staff be required to work weekends a time in lieu entitlement may
be taken either the week prior or week following the weekend worked. Time in lieu for
weekend work cannot be accumulated.
10. Albeit, this general policy and guidelines is operative for the personnel, staff and
volunteers working in the programme office. Volunteers in placement area (i.e. long-term
volunteering programme) will follow the policies and guidelines set by his/her host
organization with regards to attendance, hours of work and overtimes or as may be
defined in the Volunteer Placement Contract and stated in the volunteer job description.
Moreover, attendance, hours of work and overtimes for short-term volunteering
programme will be govern by the provisions set in the Volunteer Placement Contract and
as stated in the volunteer’s job description.
B. Leave Policy Statements
1. Volunteers may have a leave of absence of not more than fifteen (15) working days to
be approved by the Volunteer Coordinator/Supervisor.
2. Volunteers are discourage to make leave of absence, however, emergency leave of
absence made by a volunteer but should not exceed seven (7) consecutive working
days for it may affect work performance and the implementation of projects the volunteer
is working on. In any case that a volunteer exceeds the limit number of days, s/he is to
cover for the number of days s/he was absent to be deliberated upon by the grievance
committee in accordance to the Volunteer/Staff Discipline Policy and Procedures.
3. If a volunteer is unable to work because of sickness or ill health, it is the responsibility of
the volunteer to notify his/her supervisor/volunteer coordinator immediately. Volunteers
need not to recover sick leaves.
4. All volunteers shall be granted seven (7) consecutive working days of compassionate
leave as a result of death or other crisis in the volunteer’s or staff’s immediate family.
Compassionate leave for the death of any other relative shall be at the discretion of the
supervisor/volunteer coordinator. Compassionate leave may be extended up to a
maximum of three (3) days for travel purposes.
5. The supervisors must record the absence in the volunteer’s personnel files of an
employee’s absence for record keeping purposes
6. No deduction will be made in the volunteer’s allowance for approved and emergency
leave of absences.
7. Excessive absences on the part of the volunteer which affects work performance and
placement work will be dealt with accordingly in accordance of the Volunteer/Staff
Discipline Policy and Termination for a Cause Policy.

8. Short-term volunteering placement involving 360 hours of volunteers work or lesser is

exempted from this policy. They are however, to comply the period of time as stated in
their Volunteer Job Description. Nonetheless, nothing in this statement of policy is to be
interpreted as constituting a waiver of GVSP’s right to maintain discipline or the right to
take disciplinary measures in the case short term volunteers exhibit excessive absences
which requires appropriate actions.
C. Holiday Policy Statements
1. GVSP will acknowledge all regular non-working and special non-working holidays
recognized and declared by both the local and national government.
2. GVSP is also sensitive to the cultural and religious differences among its personnel,
staff, and volunteers and encourage them to make personal arrangements with their
respective supervisors as required to observe their cultural and/or religious holidays not
covered in the regular and special non-working holidays.
3. Other holiday observance deemed by GVSP to be significant will be put into writing and
communicated into a memorandum for everybody.
4. All personnel and staff with exception to volunteer support staff are entitled to take
holidays off with pay.
5. Full time or salary paid personnel or staff who are required to work on regular or special
holidays will be granted another day off with pay, to be arranged at a time mutually
agreeable with the programme officer/supervisor.
6. Volunteer support staffs are entitled to take holidays off during regular and special
holidays. Volunteers who work on regular or special holidays will be granted another day
off, to be arranged at a time mutually agreeable with the programme officer/supervisor.
7. Volunteers working in their respective placements will consider the holiday policies and
guidelines set by their host organizations.
XVI. CONFIDENTIALITY AND RECORD KEEPING POLICY
A. Collecting Subject Data Policy Statement

1. GVSP and the Programme Office will gather or collect data in ways to carry out its
legitimate purposes and functions.
2. GVSP and the Programme Office will treat with absolute confidentiality the storing,
collecting, and disclosing of sensitive data.
3. GVSP and the Programme Office will collect and keep all data accurate, timely, and
secure and ensuring that all regular data care procedures and are fully and
conscientiously followed.
4. GVSP is responsible for ensuring that sensitive data are identified when colleted and will
inform the subject how this data will be stored at the time of collection.
5. All data, documents, and papers should be dated on the time of collection so record can
be archives at an appropriate time.
B. Data Storing and Processing Policy Statement

1. GVSP will record and keep all information related to the volunteer programme and
volunteer placement work.
2. All volunteers (i.e. short and long term) will have his/her own Volunteer Personnel File
divided into the following:
4 Volunteer Personnel Information,
4 Work Assignment,

4 Records of trainings,
4 Appraisal, reviews and evaluation,
4 Awards and Recognition and
4 Others.
3. Disclosing of data shall always be done with a written consent approved by the
programme officer.
4. Disclosing subject data to third parties must have consent from the subject unless GVSP
is obliged to legally disclose the data.
5. All data requests shall be recorded and kept at all times.
6. Acquisition and or issuance of pertinent papers, documents, archives, volunteer
handbooks, books, magazine, and other library resources will always in written forms.
7. If documents are tampered, sanctions will be imposed per gravity of the violation to be
referred and decided upon by the grievance committee.
C. Archives and Record Management Policy

GVSP recognizes three principal categories for retention of records viz.
4. PERMANENT RECORDS – to be kept in perpetuity
4GVSP Incorporation Papers and By-laws
4Memorandums and Articles
4Annual Reports and Accounts
4Annual Strategic Plans
4Board of Directors Papers
4Policy and Procedure Papers
4Board of Directors minutes
4Board Resolutions
4Record policy Decisions
4Titles and Ownership Certificates
4Historical Documents
5. MEDIUM TERM RECORDS – to be kept between two to six years i.e.

4Records that show development of major policy
4Records showing how GVSP is funded and how the money was spent.
4Records that shows nature of GVSP supporters
4Records involving the nature of partnerships and relationship with other
organizations.
4Volunteer Files and Reports
6. SHORT TERM RECORDS – to be kept until two years i.e.

4Records that charts the size structures and staffing of the programme office
4Materials that can be use long-term to support and promote GVSP objectives
4Information on the volunteers; their selection, training, posting supports,
placement experience and care on their return
D. Procedures
1. The volunteer shall fill-up an issuance and/or acquisition form if s/he would request any
personal documents, documents, archives, handbooks, books, magazine, and other
library resources.
2. The request related to personal documents and pertinent papers of the volunteer must
pass the approval of the volunteer coordinator, programme officer, and chair of the
Board. Otherwise, other request must be approved by the programme officer.
3. All released documents must have the seal of GVSP.

E. Responsibilities
1. Programme Officer: Oversees the coordinated all the processing, securing, and
movements of documents and pertinent data or papers in the programme office.
2. Secretariat: Process the papers and pass it to the programme officer and board of
directors.
3. Host / Volunteer: Must accomplish all required pertinent papers
4. Other staffs who work closely with the volunteer: If staff receives any pertinent papers,
s/he must submit it to the volunteer coordinator.
XVII. RESOURCE MOBILIZATION
A. Policy Statement
1. The Finance Officer shall coordinate all resource mobilization schemes.
2. The Chair of the Board of Directors and Programme Officer has the authority to approve
all resource mobilization schemes after proper endorsement from the financial officer.
3. Fund raising and other resource mobilization schemes shall be in a proposal form
addressed to the Chair of Board of Directors through the financial officer and program
officer.
4. GVSP shall not submit two proposals to a donor/funding agency in a given fiscal year.
5. All resource mobilization scheme proposals shall include a control mechanism to ensure
confidentiality, check and balance.
6. GVSP shall not solicit any kind of resources from questionable individuals /agencies.
B. Procedures
1. Resource mobilization scheme must be in a written form to be submitted to the finance
officer for endorsement.
2. The program officer with the Board of Directors should evaluate, criticize, and approve
all resource mobilization schemes before implementation.
3. The finance officer should monitor the conduct/ launching of the resource mobilization
scheme.
4. After the launching, the finance officer shall submit all final reports and documents to the
programme officer and the chair of the Board of Directors.
XVIII. TRAVEL, ALLOWANCES, REIMBURSEMENT AND OT HER RELATED EXPENSES
GVSP will pay all normal and reasonable expenses for staff and volunteers who must be
away from their regular place of work, when Programme Officer and Finance Officer - prior to
spending - have approved expenses. Reimbursement is contingent upon a properly completed
and approved Monthly Expense Report. Receipts are necessary for all expenses turned in on
the expense report.
1. Authorization for Travel

• The Finance Officer and the Programme Officer must authorize all travel,
expenses for business purposes. The programme office must receive the
application form for authority to travel 15 working days before the intended date
of travel to give ample time for evaluation and deliberation.

2. Automobile (except to and from work).

• Staff and volunteers who are required to use their own vehicle while on GVSP
business shall be reimbursed on the basis of a claim according to a per kilometer
traveled rate. The rate per kilometer is contingent upon a properly completed and
approved Monthly Expense Report.
3. Transportation (except to and from work).
• For travel by other means than a personal automobile, GVSP shall pay the
equivalent of an economy class fare (air, train, ferry, or bus).
4. Meal Expenses
• Staff and volunteers who are traveling on GVSP business may claim the actual
cost (including any applicable sales tax) of the meal.
• Tips and gratuities will be reimbursed up to a limit of 15 % of the value of the
goods and service.
• The daily maximum rate for meals is also contingent upon a properly completed
and approved Monthly Expense Report
5. Accountable Travel Expense
• A travel advance is available upon request, with the approval of the Programme
Officer endorsed by the finance officer, provided such a request is received 15
working days before the date required.
• A staff or a volunteer who receives a travel advance must prepare an expense
form, an account for all travel advance received, within 5 working days of their
return from a business trip.
• Staff and volunteers must substantiate any travel expenses by submitting
receipts and/or vouchers for any allowable expenses paid during such travel.
• Claims for travel expenses must be made on the appropriate form and approved
by the Volunteer Coordinator or supervisor.
6. Hospitality and Entertainment
• Hospitality expenses may occur when hosting a business associate to a meal
when necessary and for legitimate business reasons. All such expenses can
only be paid if the Programme Officer, the Finance Officer, or the Chair of the
Board of Director has given prior approval.
7. Accommodations
• When a staff or a volunteer is required to be away overnight on GVSP business,
he/she will be reimbursed for a standard single room by GVSP. The staff or
volunteers should first pay for such accommodation expenses by cash or
personal credit card.
8. Other Expenses
• Reimbursement will be made for all business expenses and for other
miscellaneous expenses incurred, including jeepneys, tricycle and taxi fare,
airport transfer, terminal fees, and parking charges.
• Long distance telephone calls directly relating to GVSP business will be
reimburse.
9. In Town Expenses
• Meal expenses for personnel, staff or volunteers who are not on travel status
(out of town) will only be allowed when such expenses are incidental to
conducting GVSP’s business or are expenses incurred while in attendance at
seminars, workshops, etc. unless otherwise decided.

XIX. RISK MANAGEMENT
A. Policy Statement
1. GVSP holds the safety, welfare and health of its staff, volunteers and beneficiaries as a
high priority in all its operations. Since risk is inherent in all our programs and activities, it
is the objective and responsibility of this Volunteer Programme to create and implement
mechanisms and systems on risk management that will achieve the following:
a. Preserve and protect the health and safety of all staff, volunteers, partner
organizations, placements, beneficiaries and the general public;
b. Maintain the continuity of the mission of the volunteer programme
c. Preserve and maintain the property, assets and goodwill of GVSP
d. Ensure compliance with the professional, legal, and ethical standards.
e. Ensure that management, staffs and volunteers will execute their responsibilities
with due care while exercising reasonable judgment
f. Volunteers will be informed of any hazardous materials, practices, or process
they may encounter while engaging in the volunteer placement work.
2. Risk management scheme will be included in the annual budget plans of the Volunteer
Programme and will be the responsibility of the placement officer to handle risk
management.
3. Assessing levels of risk of volunteer placement and positions is necessary before every
volunteer placement. No volunteer shall be placed without first undergoing risks level
assessment.
4. Every volunteer job description and Volunteer Placement after properly assessed will
have its risk management strategies distinctively designed for a specific volunteer or
placement work.
5. Strategies on risk management will also undergo assessment and evaluation before it
will be applied or implemented to the volunteer or placement.
6. GVSP will adopt the five-step risk management process in managing possible and
impending risk to the volunteer.
B. Risk Classification
All volunteer placements will be examined in light of the relevant factors to determine the
degree of risk involve. Therefore, all volunteer position and placements will be designated as
“High Risk”, “Medium Risk”, or “Low Risk”. When there is doubt as to the degree of risk, a
volunteer job position or placement will automatically categorized as “High Risk”
a. “High Risk” volunteer position and placement are positions that meet any of the
following criteria:
i. The position requires a volunteer to be alone and unsupervised with a
client.
ii. The position requires the volunteer to develop a close, supportive
relationship with a client or group of clients.
iii. The position may require or encourage driving with a client as a
passenger.
iv. The position requires a volunteer to be left unsupervised in a
building/office by the host organization on a regular scheduled basis.
b. “Medium Risk” volunteer positions and placements are positions that meet any
of the following criteria:
i. The position requires a volunteer to give information to clients or potential
clients with minimum supervision.
ii. The position requires a volunteer to act on the behalf of the organization
in an unsupervised setting.

iii. The position requires a volunteer to handle money or food with a

minimum of supervision
iv. The volunteer has access to the organizations confidential files and data.
c. “Low risk” volunteer position or placement are position that meet all of the
following criteria:
i. The position does not require close contact with clients or the public.
ii. The position is supervised at all times.
iii. The position does not require the volunteer to handle money or food.
iv. The position does not require or encourage driving.
XX. HEALTH & SAFETY MANAGEMENT
A. Policy Statement
1. GVSP acknowledges that it has a duty to take all reasonable precautions to protect all
persons working in the volunteer programme (staff, volunteers, personnels and
placement agencies) and all visitors.
2. Safety is everyone’s business; GVSP enjoins all staff and volunteers about safe
methods and actively intervene to stop unsafe practices.
3. Maintaining a safe work environment requires the continuous co-operation of all staff
and volunteers.
4. All staff and volunteers are to immediately report all hazards or unsafe conditions,
materials or equipment and all accidents and injuries to the programme
officer/supervisor/volunteer coordinator for immediate action.
5. All persons are required to refrain from any unsafe practices or hazardous actions and to
exercise due care and diligence. No person shall carry out any action, practice, or
process, which may jeopardize the health and safety of others.
XXI. SMOKING, ALCOHOL AND DRUG ABUSE POLICY
A. Policy Statement
1. GVSP endorses a no smoking policy on its premises or anywhere in public places in
compliance of the Clean Air Act and no smoking ordinance of the city. All persons on site
are required to abide by this rule. Volunteers while working in their placement areas are
enjoined not to smoke during working hours or while engaging in work related to
placement programs and activities.
2. This policy applies to all personnel, staff, and volunteers (short-term and long-term) in
the Volunteer Programme.
3. It is the policy of GVSP that no alcohol may be brought onto or consumed on site without
the express permission of the Programme Officer. No personnel, staff or volunteer may
work while under the influence of drugs, alcohol, any intoxicants or other substances
except when medically prescribed and with a written Doctors assurance that the person
may safely work while taking the prescribed substance. This must be presented to the
Programme Officer to be placed on the individual’s staff/volunteer record.
4. All personnel, staff, and volunteers have the responsibility to encourage a safe and
harmonious work environment. Where substance abuse is suspected, it is to be raised to
the Programme Officer.
5. Any individual reporting for duty while their ability to work is affected by alcohol, drugs or
other substances will not be permitted to remain on the premises and may be subject to
disciplinary action.

6. Volunteers who report to their work or placement sites under the influence of alcohol,
drugs, or other substances will be subjected to disciplinary action in accordance of the
Volunteer Discipline Policy.
7. Any individual drinking on the programme office premises without permission will be
subject to disciplinary action.
8. Nothing in this statement of policy is to be interpreted as constituting a waiver of GVSP’s
right to maintain discipline or the right to take disciplinary measures in the case of
misconduct resulting from alcoholism or drug abuse problems, up to and including
termination.
XXII. HARASSMENT IN THE WORKPLACE
A. Policy Statement
1. GVSP is committed to providing a work environment which is free of harassment and
supportive of the self-esteem and dignity of every person within the Volunteer
Programme. GVSP’s intent is to ensure there is a climate of understanding, cooperation,
and mutual respect.
2. To be successful in this objective, it is incumbent upon all personnel, staff, and
volunteers of the Volunteer Programme not to condone or tolerate behaviour which
constitutes harassment.
3. The Volunteer Programme will provide for a fair and prompt investigation of any
complaint or concern without fear of reprisal, as long as the complaint is not found to be
frivolous or vexatious.
4. This policy applies to complaints of harassment that involves all personnel, staff, and
volunteers in the Volunteer Programme as well as to the partner organizations, host
organizations and/or placement sites where GVSP volunteers are working.
5. This policy covers complaints of harassment and sexual harassment in the workplace,
as defined below. Problems or issues not covered by these definitions fall under the
grievance policy.
6. As the GVSP employs minors taking volunteer roles, express reference is made to the
fact that this policy will also apply to minors. A minor or a minor's parent or guardian may
file a complaint(s) in accordance with this policy.
B. Definitions
Harassment: Harassment comprises any unwelcome or objectionable, physical, visual or

verbal conduct, comment or display, whether intended or unintended, that is insulting,
humiliating or degrading to another person, or creates an intimidating, hostile or offensive
environment and/or is on the basis of race, ethnicity, language, financial ability, religion, gender
or sexual orientation, disability or age, or any other kind of discrimination which is prohibited by
particular civil law:
• made by an member of the Board of Directors, personnel, staff, volunteer, client or
partner of the Volunteer Programme;
• directed at and offensive to any other personnel, staff, employer, volunteer, client or
partner of the Volunteer Programme, or any other individual or group; and
• that the person knew or reasonably ought to have known would be offensive (e.g.,
unintended).
Examples of harassment include, but are not limited to:
• threats made or perceived, that are malicious, vexatious or based on any of the
prohibited grounds;

• derogatory written or verbal communication or gestures (e.g. name-calling, slurs,

taunting pictures or posters, bullying, graffiti), that are malicious, vexatious or that
relate to any of the prohibited grounds;
• application of stereotypes or generalizations based on any of the prohibited grounds
under Philippine Civil or Criminal Law.
Sexual Harassment: Sexual Harassment means any unwelcome conduct, comment, gesture or
contact of a sexual nature, whether on a one-time basis or in a continuous series of incidents
that:
• might reasonably be expected to cause offense, embarrassment or humiliation; or
• might reasonably be expected to be perceived as placing a condition of a sexual
nature on employment, services, or on any opportunity for training or advancement.
Examples of sexual harassment include, but are not limited to:
• remarks, jokes, innuendoes or other comments regarding someone’s body,
appearance, physical or sexual characteristics or clothing;
• displaying of sexually offensive or derogatory pictures, cartoons or other material;
• persistent unwelcome or uninvited invitations or requests;
• unwelcome questions or sharing of information regarding a person’s sexuality,
sexual activity or sexual orientation;
• conduct or comments intended to create, or having the effect of, creating an
intimidating, hostile or offensive environment.
Bullying: Bullying is an offensive, cruel, intimidating, insulting or humiliating behaviour which

includes physical violence or the threat of physical violence. It can be physical or verbal, direct
or indirect such as gossip. Bullying is considered harassment in general, unless there is
physical contact or a threat of violence, where it is considered violence.
Workplace: For the purposes of this policy, workplace includes any location in which personnel,
employee, staff, and volunteers are engaged in GVSP business activities necessary to perform
their work/assignments. This includes, but is not limited to, GVSP office, staff/volunteer parking
lots, staff/volunteer organized social events, field locations, clients’ homes, in all placement
areas where GVSP volunteers are working with partner/host organizations and during business
related travel.
Abuse of Power: Abuse of power happens whenever a personnel, employee, staff/volunteer

abuses or misuses his/her power and discretion for personal benefit, or in benefit of another
person. Abuse of power, for the purposes of this policy, includes situations involving a minor,
situations that involve a reporting relationship. Incidents that involved an abuse of power are
considered by GVSP as being, generally, of a more serious nature than peer-to-peer situations.
Mediator: A mediator is an impartial, neutral party, without decision-making powers, whom both
parties accept. The mediator may be the applicable GVSP representative or other internal or
external party. The goal of mediation is to assist both parties to reach a mutually beneficial
agreement.
C. Policy Application
a. Prevention:
Prevention is always the first line of defense against occurrences of harassment. All
committees, personnel, employee, staff, and volunteers are reminded of their obligation to follow

and to adhere to policies and procedures aimed at ensuring a positive work environment.
Beyond this, there is a duty upon all to prevent harassment by discouraging inappropriate
activities and by reporting incidents, as per this policy.
b. Rights:
Everyone has the right to:
• an environment that is free from harassment,
• file a complaint when the environment is not free from harassment,
• be informed of complaints made against them,
• obtain an investigation of the complaint without fear of embarrassment or reprisal,
• have a fair hearing,
• be kept informed throughout the process and of remedial action taken,
• a fair appeal process for both the respondent and complainant,
• confidentiality to the degree possible under the circumstances
• representation by a third party.
c. Obligations:
It is everybody’s responsibility to ensure the safety and health of all those who come in
contact with GVSP, whether that contact is as clients, personnel, employee, staff, volunteers or
partners.
1. Partner organizations wherein our volunteer works are obligated legally to take all
complaints seriously by:
• using due diligence, which is the obligation to take reasonable
• measures to provide appropriate service,
• being very familiar with the harassment policy and following it closely,
• following the process without bias,
• documenting all information from the first disclosure to the final
• resolution,
• recording only relevant facts – no feelings,
• signing and dating all documents,
• using common sense.
2. Personnel, Staff and Volunteers responsibilities:
• All personnel, staff, and volunteers are responsible for contributing to a positive work
environment and for identifying and discouraging comments or activities that are
contrary to this policy. This includes advising people or the alleged harasser that
his/her behaviour is unwelcome.
• Where a situation occurs or where an employee or volunteer believes a situation has
occurred, he/she is obligated to report it to their supervisor/coordinator.
• If a situation occurs which involves their supervisor/ coordinator, or if their supervisor/
coordinator does not intervene appropriately, the staff/volunteer may report the
situation to Chair of the Board of Directors.
3. Supervisors and Volunteer Coordinators responsibilities:
• Supervisors and volunteer coordinators are expected to eliminate any aspects of the
work environment that are not in keeping with this policy, whether or not a complaint
has been made. Supervisors/volunteer coordinators are obligated to implement this
policy.
4. Board of Directors responsibilities:
• In cases that involves harassment especially its nature is either sexual or involves a
minor; the Board of Directors en banc will handle the case, otherwise it is the

grievance committee that will handle cases regarding harassment in accordance of

Grievance Mechanism and Staff/Volunteer Disciple Policy.
D. Procedures
1. Situations where there has been an accusation of harassment are extremely sensitive
and often complex. At all times, the emotional and physical safety of the complainant is
paramount, and this may involve taking steps that are not outlined herein. The test to
determine whether harassment has occurred is two-fold:
• Whether a person knew or ought to have known that the behaviour would be
considered unwelcome or offensive by the recipient;
• The recipient found the behaviour offensive.
2. If an individual(s) believes they are being harassed, they should:
• Immediately make the individual(s) aware that the behaviour is unwelcome and
ask him/her to stop.
• Report the incident to his/her to the Grievance Committee.
• The recipient should keep a record of the incidents in question, which may
include:
4 Name(s) of the individual(s) in question.
4 The date, place, and time the incident(s) occurred.
4 Name(s) of any witnesses.
4 The event(s) that led up to the incident(s) in question.
4 Any particular reason why the event(s) occurred.
4 The actual incident that led to a complaint.
• The confidentiality of the individuals concerned will be maintained. An
investigation into the incident(s) will be undertaken immediately along with any
additional steps necessary to resolve the problem. If the individual requires
support or advice, they should contact their Supervisor or Volunteer Coordinator.
• The complainant and the individual in question will both have individual
interviews along with any individuals who may be able to provide additional and
relevant information. Once all relevant information has been gathered, it will be
reviewed with the appropriate departments to determine whether harassment has
taken place. If the investigation reveals the occurrence of harassment or other
unacceptable conduct appropriate disciplinary action, up to and including
termination, will be taken and all documents will be placed on the offenders file.
• The complainant will be advised of the results of the investigation and no
reference to the incident will appear in their work record.
• Should the investigate fail to find fault, all document will be destroyed and both
parties will be notified of the results of the investigation.
3. Nothing in this policy shall be deemed to limit the right of personnel, staff or volunteer to
seek assistance from the office of the Commission on Human Rights. All individuals
have the right to contact the Commission on Human Rights to file a complaint of
harassment after the internal process has been completed, but may file during the
process if the process is taking along period of time.
E. Confidentiality
1. Complaints of harassment will be received and investigated in a confidential manner in
accordance with the procedures, including prescribing corrective action. Information that
must be shared will be disclosed on a ‘need-to know’ basis.
2. Any allegation or complaint of discrimination, harassment, or sexual harassment will be
considered personal information ‘supplied in confidence’. The name of the complainant
or the circumstances of the complaint will not be disclosed to any person except where

disclosure is necessary for the purpose of investigating the complaint. The substance of
investigative reports and the substance of meetings held by those in authority regardless
of whether it is substantiated will be protected from disclosure to third parties, except
where required for legal reasons.
3. Strict confidentiality cannot be guaranteed to anyone who wants to make a complaint of
harassment. If a complaint goes through an investigation, the respondent and other
people involved will have to learn about the complaint. The complainant can be assured
that only people who ‘need-to-know’ will be told of the complaint.
4. No investigation information is to be kept on the employee/volunteer’s personnel file with
the exception of official disciplinary/termination papers. Similar to problem resolution
cases, harassment investigation information should be kept indefinitely in a separate file.
Proven allegations of harassment or sexual harassment, including disciplinary action
taken shall be documented and form part of the employee/volunteer’s permanent record
all in accordance of the Record Keeping Policy of GVSP.
F. Disciplinary Action:
1. Harassment by a personnel, staff or volunteer is a serious offense. If an accusation is
substantiated, the harasser will be subject to immediate disciplinary action, up to and
including dismissal. Intentionally accusing someone of harassment, known to be false, is
a serious offence and is subject to disciplinary action. The Volunteer Programme
reserves the right to discipline those whose complaints are frivolous or vexatious.
2. Any interference with the conduct of an investigation, or retaliation against a
complainant, respondent, or witness, may itself result in disciplinary action. Criteria in
determining level of disciplinary action shall be based on fact scenario and will take into
account harm to the individual, harm to GVSP and its reputation, and whether or not
there was an unequal power relationship. Where the conduct involves, or may involve,
criminal activity, GVSP reserves the right to invoke criminal charges. Personnel, staff,
and volunteers have a duty to disclose criminal activity.
XXIII. WORKPLACE VIOLENCE
A. Policy Statement
1. GVSP is committed to providing a safe work environment and recognizes that workplace
violence is a health and safety issue.
2. Everyone has the right to an environment that is free from violence, and threat of
violence, and to file a complaint when the environment is not free from violence.
3. Prevention of workplace violence is the most important part of any plan. At its core, it
involves awareness by Programme Office management, staff, employees, and all
volunteers on the potential of violence and steps that can be taken to lessen the
possibilities of an incident.
4. All incidents and alleged incidents of workplace violence, no matter of what magnitude or
whom it may involve, must be treated seriously and handled in a manner which includes
immediate reporting to the programme officer/supervisor and, when required, the police.
Whatever the cause or whoever the perpetrator, workplace violence is not to be
accepted or tolerated.
5. Workplace violence includes acts of physical violence, abuse (verbal or physical),
bullying, intimidation, or other threatening behaviour that occurs in the work place.
6. Process and procedures will be governed by the Grievance Mechanism Policy,
Volunteer/Staff Discipline Policy, and the Harassment in the Workplace Policy.
7. Sanctions will include immediate dismissal for perpetrators and criminal charges.

8. This policy applies to all personnel, staff, and all volunteers of GVSP as well as the
partner or host organizations and/or placement sites where GVSP volunteers and staff
are working.
XXIV. HANDLING VOLUNTEER COMPLAINTS, DISCIPLINE
A. Grievance Mechanism Policy Statements

1. All grievances and complaints will be handled by the Grievance Committee composed of
one (1) chair and two (2) members. The Chair should be a Board of Director while the
other members may be another Board of Director or a staff.
2. All grievances and complaints should be in formal letter addressed to the Grievance
Committee.
3. Complaints should be reported within 30 days from the time of the incident.
4. All information will be handled with confidentiality in accordance to the Record Keeping
Policy of GVSP
5. Staff and volunteers should have a weekly evaluation, which will include agenda on
staff-volunteer relationship, “kumustahan”.
6. Person/s who is/are respondent/s will be informed about the incident within seven (7)
days.
7. Grievance committee to present the result of the investigation to the Board of Directors.
8. Only the Board of Directors en banc has the absolute power and authority to deliberate
and decide on penalties and punishment to be imposed to the guilty party.
9. Penalties and punishment would depend on the weight of the case filed.
10. Parties are given seven (7) working days to make an appeal to the Board of Directors
through the grievance committee after which the decision of the Board of Directors is
final and will be executed.
11. Volunteers, Programme office staff and even members Board of Directors with cases
involving legal or criminal in nature will be automatically be suspended and will follow
SOPP concerning filing charges in courts as prescribe by civil or criminal law.
B. Procedure: Formal
Step 1. The Grievance Committee should receive the letter of complaint within 30 days
from the date of incident.
Step 2. The Grievance Committee will do preliminary investigation on both parties within a
week after receiving the letter. If necessary, a series of investigation depending on
the severity of the case being handled before coming up to a final investigation.
Step 3. The grievance Committee will announce the outcome of the investigation through
formal communication and present it to the Board of Directors.
Step 4. The Grievance Committee with the Board of Directors en banc will meet with the
respondent/s and complainant/s to settle and/or deliberate the case and impose
appropriate sanctions if necessary.
Step 5. Both parties are given seven (7) days to appeal; if no appeal/s, the decision of the
committee is final and will be executed
XXV. STAFF/VOLUNTEER DISCIPLINE
A. Policy Statement
1. GVSP reserves the right to call the attention of a volunteer and staff in certain
unacceptable behaviors and action and apply appropriate and equitable disciplinary
measure for the good of the Volunteer Programme.
2. The Grievance Committee will handle cases concerning staff/volunteer discipline.

3. If the culpable person is a member of the committee, s/he will be automatically

disqualified from the committee and replacement will be decided upon by the Board of
Director.
4. The degree and gravity of individual offense and imposition of sanctions will be
determined and deliberated by grievance committee.
5. Penalties and punishment would depend on the weight of each offense committed.
6. All decisions and deliberations made by the committee will be put into writing.
7. If found guilty and no appeal was made within 5-days, decision of grievance committee
is irrevocable, final and executory.
B. Procedure: Sanctions and disciplinary measures would be the following:

Step 1. First offense – verbal warning
Step 2. Second offense – written warning
Step 3. Third offense – suspension (Number of days depending on the gravity of offense)
Step 4. Fourth offense – Termination of volunteer contract
XXVI. TERMINATION OF VOLUNTEERS/STAFF FOR JUST CAUSE
1. GVSP reserves the right to terminate a volunteer/staff, for just cause after following
proper consultation, procedures, and deliberation by the Board of Directors and proven
to be a breach of Volunteer Placement Contract.
2. This policy statement will be in congruence to other governing policies such as the
Volunteer Discipline Policy, Grievance Policy, Harassment Policy, Violence in the
Workplace Policy, Termination of Contract Policy, and Alcohol & Drug Abuse Policy.
3. Terminations are to be treated in a confidential, professional manner by all concerned.
GVSP will ensure thorough, consistent, and evenhanded termination procedures. Notice
of termination and resignations of any volunteer and staff shall be given in writing and be
documented in accordance of the record keeping policy.
4. Resignations will be given, in writing address to the chair of Board of Directors. The
notice period required is a minimum of fifteen (15) working days.
5. The following are the grounds of termination for just cause but not limited to:
• Gross misconduct or insubordination
• Sexual harassment
• Performance of assignment(s) while under the influence of alcohol or mind-
altering drugs.
• Theft
• Misappropriation of GVSP funds
• Abuse of GVSP equipment or materials
• Falsification of GVSP records
• Misrepresentation of personal information
• Illegal, violent or unsafe actions
• Abusive treatment of clients or co-workers, either physically or mentally
• Failure or inability to project a positive image of the services of GVSP
6. Prior to dismissal, all property belonging to GVSP will be returned to the programme
officer.
7. Prompt notification to the staff and other personnel regarding the immediate dismissal of
a GVSP volunteer/staff shall be the responsibility of the programme officer.
8. Should any statement of this policy is inconsistent or contradictory to other above-stated
policies and procedure, such statement shall be severed from the remainder of the

policy, and such action shall not affect the enforceability of the remaining statement of
this policy.
XXVII. VOLUNTEER/STAFF NURTURAN CE AND DEVELOPMENT
1. GVSP will include in its annual program and plans volunteer/staff development scheme
which may be but not limited to workshops, seminars, fora, symposiums, conferences,
educational tours and other training opportunities on skills and personal development of
all staff and volunteers. Schedules of such are flexible and vary annually depending on
the calendar of activities established in the GVSP’s annual plans and programs.
2. An annual budget will be established to pay for staff and volunteer development,
workshops, seminars, fora, symposiums, conferences, and other training opportunities
which will be is contingent upon a properly completed and approved Annual Expense
Report.
3. Staff or volunteers wishing to attend a workshop, conference or training opportunity
outside the volunteer programme annual plans and programs must submit a written
request to the Volunteer Coordinator/supervisor seven (7) workings days prior to the
date of the intended workshop, conference or training.
4. Request shall be approved by the Finance Officer and endorse to the Programme
Officer for the approval the request, prior to registration, in order to ensure that adequate
funds are available and that all staff has an opportunity for staff/volunteer development.
B. Volunteer-Staff Relations Strategies
a. Volunteer Recognition and Motivation

• Coordination meeting between staff and volunteer
• Task-sharing
• Posting weekly work plan for staff and volunteer
• Fellowship / kumustahan; outing
• Retreat/ recollection
• Home visits within Cebu City
• Gift giving on special occasions
b. Annually
• Placement in a job that matches skills and passions
• Recognition programs with testimonials, award to volunteers for excellent service
done, hours, months, years or number of projects completed, of length of service
• Public recognition through newspapers, annual reports, etc.
• Nomination for appropriate rewards
• Recognition dinners or fun events that include volunteers’ friends & family
• Annual Family Day
c. Quarterly
• Placement in a job that matches skills and passions
• Opportunities for development like joining symposiums, workshops and seminars
d. As often as possible
• Have an attitude that extends basic courtesy and consideration towards them
• Constant supervision and clear communication

• Give them ownership of the organization by listening to them and adopting their
suggestions whenever possible
• Provide support facilities to them
• Involve them in meetings and discussions
• Be sincere and thank them for their contributions
• Sending notes on festive or special occasions e.g. birthdays, Christmas, Easter etc…
• Keep challenging volunteers to excel
• Celebrate victories with them no matter how small
e. On special occasion
• Surprise volunteers by taking them out on a meal or drink.
• Celebrate annually Internal Volunteer’s Day through volunteer gathering/fellowship.
• Giving volunteers useful and memorable gifts
• Allow them to involve their friends and family in their volunteer work
f. During Recalls
• Good orientation and training on a continuous basis
• Opportunities for development like joining symposiums, workshops and seminars
C. Rewards and Recognition Plans/Strategies
1. GVSP has established a Rewards and Recognition Program, applicable to virtually any
situation, and flexible enough to consider individual preferences. Specifically, the
Staff/Volunteer Rewards and Recognition Program has been designed to:
• foster a spirit of “one for all and all for one”;
• reinforce organizational values, behaviors and operating principles;
• recognize outstanding contribution by individuals and by teams.
2. The plan applies to all staff, and volunteers. The objectives of the GVSP Reward and
Recognition Program are:
• To foster a “thank you” culture overall.
• To tangibly reward staff and/or volunteers in a small way (i.e., on a very small
budget) on a close to real-time basis.
• To highlight the behaviors the Volunteer Programme would like to see emulated
by other personnel, staff, and volunteers.
• To reassure employees that while GVSP management appreciates staff and
volunteers ongoing commitment to the Volunteer Programme’s goals, they
especially value when staff and volunteers go beyond what is expected.
3. Recognition simply involves saying thank you, either verbally or in writing and a reward
can be any gift, within established guidelines, that staff would most appreciate.
4. In keeping with GVSP culture and in response to employees’ preferences, recognition,
and rewards are to be presented privately if there is a single recipient, but can be
presented publicly if there are two or more recipients.
D. Support for Former Volunteers
a. Policy Statement
1. GVSP will include in its annual strategic and budget plans program and support for
former volunteers. Strategies and plans for former volunteers should be within agreed
and approved budget.

2. Former GVSP volunteers are encouraged to stay always in contact with the programme
office. They are to be encouraged to take part in advocating for the programme and to
extend their support to the programme in anyway they can.
3. GVSP will create mechanism and system that would allow connection of previous GVSP
volunteer to ensure that former volunteers are valued and seen as part of the bigger
GVSP family.
4. Strategies for former GVSP volunteers will include the following but not limited to:
• Reunion of volunteer batch
• Annual Volunteer Summit
• Fellowship, kumustahan; outing and party
• Retreat/ recollection
• Remembering Volunteers on special occasions and holidays thru gift giving,
sending of card or the likes.
• Sending of quarterly newsletter and updates
XXVIII. VOLUNTEER-INITIATED PROJECTS
1. The volunteer should consult the supervisor and program officer with regards to his
proposed project plans.
2. All volunteer-Initiated projects should put into a writing project proposal.
3. Project plans should be presented and approved by the program officer, host
organization, and the target beneficiary.
4. Proposed project/program must be in line with the community needs assessment.
5. Support mechanisms/systems and sustainability of the program/project should be
included in the volunteer’ proposed plans.
6. Ownership of project/program should be by the host organization or by the target
beneficiary and not by the volunteer.
7. Transparency and accountability is a must through constant giving of reports.
B. Procedure
1. The volunteer should have consultation meetings with the program officer and host
organization supervisor and target beneficiary.
2. Written proposal should be presented to the program officer and host organization
supervisor and target beneficiary.
3. Define roles and responsibilities of the persons involved in the implementation of the
project / program.
4. Define limits when it comes to usage and access of resources for the implementation of
the project.
5. Submission of monthly progress report on the implementation is a must.
XXIX. VOLUNTEER RETENTION AND HIRING AS REGULAR STAFF
A. Basis for absorbing volunteers as regular staff

• The availability of staff item i.e. item vacancy that the programme office needs.
• The availability of resources of the Programme Office i.e. financial capacity to
support another staff, availability of material resources, logistics and space for a new
staff.
• Performance appraisal / evaluation show a positive and promising result.

• The volunteer must follow the usual standard operating procedure of applying as a
regular employee
B. Probationary Hiring
1. GVSP recognizes that new staff will need a period of time to become familiar with the
Volunteer Programme and to move toward competency in their position. The first few
months of employment represent an opportunity for both the staff and GVSP to
determine if the original hiring decision was best for all involved.
2. This policy applies to all volunteers and staff, including transfers, promotions, and new
hires of the Volunteer Programme.
3. GVSP will not discriminate any person in the hiring process in accordance with the
Diversity Management Policy.
4. Upon being hired, a staff member will be required to sign a letter of appointment
agreeing to GVSP Volunteer and Staff Policies and Procedures.
5. Appointment to the staff will be, in the normal case, by a probationary appointment. The
probationary appointment shall normally be for a period of six months from the date of
appointment.
6. Variations from the normal case may be made at the discretion of the Board of Directors.
7. At least two (2) months before the last day of the probationary appointment, the
programme officer shall advise the staff member in writing, of his or her recommendation
as to whether or not the staff member will be granted a continuing appointment upon the
completion of the probationary appointment.
8. The Programme Officer shall keep the staff member apprised of his or her progress
during probation and, in this respect, shall meet with the staff member at least twice
during the six (6) month period in order to discuss that progress.
9. The staff member's supervisor/volunteer coordinator shall submit the recommendation in
writing, to the Board of Directors.
10. The decision by the Programme Officer authorized to grant a continuing appointment
shall constitute the decision of the Board of Directors shall so advise the staff member of
the decision, in writing, at least one month prior to the last day of the probationary
appointment.
11. Continuing appointment will be offered on the basis of performance during the probation
period. The performance of the staff member during probation shall indicate that he or
she will in future be capable of contributing effectively in the performance of those duties
to GVSP.
12. If a continuing appointment is not offered, the staff member shall receive notice in
writing.
13. The probationary appointment of a staff member may be terminated upon provision of
two (2) weeks notice of such termination. The effective date of the termination will be two
weeks from the date of notice.
14. A staff member terminated under the provisions of this policy shall receive severance
pay as required by the Labor Code of the Philippines.
15. The duties of the staff member will cease on the effective termination date.

XXX. VOLUNTEER PERFORMANCE APPRAISAL
The prime purpose of volunteer/staff performance evaluation is to allow everybody to

evolve a method of appraisal and feedback that reflects their personal relationship, the
demands of the work, and current events, for the purpose of improving the one’s value and
potential within GVSP. The performance of each volunteer/staff will be reviewed formally and in
writing on at least an annual basis. Additional appraisals may be conducted in developmental
stages or when performance is not meeting standards.
A. Objectives
1. To come up with a comprehensive and standardized performance evaluation
mechanism for GVSP;
2. To determine and evaluate the performance of the volunteer and staff.
3. To be able to appraised the atmosphere of critical reflection of a volunteer in relation to
his/her daily work;
4. To have a tool that will serve as a criteria to the general condition of the volunteer work
5. To have an objective tool in evaluating volunteer works;
6. To have a standardized evaluation and performance appraisal for the volunteers and
staff.
7. To determine strengths and weaknesses efficiency and efficacy of the program and the
volunteer
8. To ensure that goals are realistic and attainable
9. To determine what training and development is required
10. To continually monitor volunteer’s or staff’s progress and communicate any ongoing
issues to assist the volunteer/staff in reaching goals and aligning expected performance
levels with programme’s goals and objectives.
11. It will serve as added information in the database of the volunteer.
12. To gauge and assess the level of understanding of the volunteer and staff vis-à-vis the
status and conditions of the volunteer programme against with the VMG;
13. It will serve as archives of evaluation and performance appraisal for both staff and
volunteers.
B. Policy Statements
1. All records pertaining to the volunteer performance appraisal should be kept confidential
in accordance of the Record keeping Policy.
2. The evaluation committee should be a three-man body headed by the Programme
Director as chair and two members, one serving as secretariat and another as
staff/logistics.
3. There will be two sets of criteria to be use in evaluating volunteer and staff performance,
first will be the evaluation form using the GVSP six Dimensions and; second set of
criteria will be work-related criteria i.e. to be evaluated according to their Attitude, Skills
and Knowledge. Therefore, two (2) separate evaluation forms will be given all volunteers
and staff to be evaluated.
4. All active volunteers and staff are subject for evaluation as scheduled.
5. Short and long term volunteer shall have their own specific performance evaluation
6. All standard evaluation forms will be synthesized by the Board of Directors

C. Procedures
1. STANDARDIZED FORMS WILL BE GIVEN INDIVIDUALLY
2. Two days is given to answer the form
3. All gathered forms should be placed in a sealed envelope and submitted to the Program
Officer.
4. Programme Officer is responsible for the submission to the Board of Directors
5. Board of Directors themselves will evaluate and collate the outputs and give it back to
the Programme Officer.
6. Feed backing among the volunteers, staff and some member of Board of Directors may
join but as an observer.
D. Responsibilities
• Staff - to evaluate, co-workers, volunteer and work
• Program Officer -responsible for coordinating the evaluation scheme
• Supervisor -to evaluate the volunteer, staff and progress of program
• Volunteers - to evaluate self, co-volunteers, staff, organization and work
• Supervisor / Placement Officer
4 Monthly (short term)
4 Exit (Short/ long term)
4 Visits / Recalls (long term)
E. Frequency
a. Volunteers (short term)
4 monthly
4 exit
b. Volunteers (long term)

4 Program Officer visits (twice)
4 Recalls (twice)
4 Mid-year (after 6 months)
4 Exit
F. Remedies for Poor Performance
a. Policy Statement
1. Remedies for poor performance will follow the policies and guidelines set in the
Staff/volunteer Discipline Policy and Termination of Volunteer for Cause Policy.
2. Everybody is enjoined to report the following behaviors identified as poor performance
but not limited to:
• Absence and Tardiness
• Poor relationship with co-workers (volunteers and staff)
• Intimate relationship with staff or co-volunteer affecting work
• Insubordination (or volunteer does not want to be supervised at all)
3. Remedies and/or discipline shall be respectful and equitable. Discipline measures shall
be appropriate to the infraction and may include termination of volunteer placement
contract. Examples of infractions include unsatisfactory work performance,
misrepresentation, insubordination, policy contravention, and/or theft.

G. Performance-related Rating System
Dimensions Methods of Collecting

Rating to used Sources of Data
to Evaluate Data
9-10 excellent/always Supervisor (Host/ •Fellowship and activities
7-8very good/most of the time GVSP) •Interviews and
5-6 good/occasionally 4IC result Individual Conference
Attitude
3-4 fair/rarely 4Minutes of (IC)
0-2 poor/not at all meeting •Standardized Evaluation
N/A not applicable 4Reports Forms
9-10 excellent/always •Accomplishment reports
7-8very good/most of the time Staff (monthly, quarterly,
Knowledge
5-6 good/occasionally 4IC exit)
3-4 fair/rarely 4Reports •Reports (written and
0-3 poor/not at all 4evaluation forms oral)
N/A not applicable 4retreat,
recollection,
activities,
meeting
9-10excellent/always 4fellowship
7-8very good/most of the time
Volunteers
5-6 good/occasionally
Skills 4result of IC
3-4 fair/rarely
4reports (monthly,
0-4 poor/not at all
quarterly,
N/A not applicable
annual/ exit)
4fellowship
4retreats /
activities
XXXI. TERMINATION OF VOLUNTEER PLACEMENT CONTRACT
A. Pre-termination of Contract
1. Volunteer decides to end contract prematurely must see the programme officer to inform
him/her about the intention as soon as possible.
2. Volunteer shall fill-out and submit the volunteer exit form to the programme officer.
3. Volunteer who decides to end the Volunteer Placement Contact after training and/or
before his/her placement without just, grave and/or valid reason as appraised and
evaluated by the Board of Directors en banc, will not be given recognition in any form
whatsoever by GVSP. Only the Board of Directors en banc in an absolute majority vote
may decide to re-accept in the Volunteer Programme.
4. The program officer and host organization shall discuss and validate the reason for pre-
termination as soon as possible.
5. Volunteers that pre-terminated the contract within the first three-months must return the
Volunteer Handbook/Journal as soon as the convenient possible time.
6. In case of emergency pullout and termination of contract, the volunteer will be permitted
to end without necessary completing the forms and requirements. However, with the

assurance from the volunteer and/or host organization to comply or complete the
needed volunteer exit requirements as much as possible.
7. The placement officer and host organization will determine the gravity and validity of the
reason for the volunteer’s early termination.
8. In case of valid but non-emergency and non-critical nature of pre-termination, the
volunteer has to submit all the needed volunteer exit requirements before ending the
contract.
b. Procedures:
1. The volunteer must inform the program office of the intention to pre-terminate the
contract through phone, mail or by visiting the office.
2. The volunteer must fill-up the volunteer exit form, submit it to project officer and undergo
the volunteer exit interview.
3. The placement officer will contact the volunteer supervisor to discuss about the
volunteer exit plans.
4. Approval of exit paper will be released after the volunteer submits pertinent papers and
reports.
B. End of Contract
a. Policy Statements:
1. No volunteer should terminate the placement work without going through the proper
volunteer exit procedure.
2. The volunteer, host and GVSP will all be involved in the volunteer exit scheme.
3. All pertinent reports and papers should be furnished, completed, and submitted within
fifteen (15) working days before exit.
4. The Placement Officer shall be responsible in the exit process of the volunteer.
5. Volunteer benefits should be given two weeks before exit i.e. after the completion and
submission of needed reports.
b. Procedures:
1. Programme officer to give the volunteer exit contract to the volunteer and host
organization.
2. Placement officer to visit the placement to perform exit interview to the volunteer and
host organization one month prior to exit.
3. Volunteer to submit pertinent papers within 15 working days before exit as well as the
host organization.
4. After filing and submission of papers, volunteer benefits will be given.
5. Volunteer to report for final interview to the project officer’s office at GVSP.
XXXII. VOLUNTEER PROGRAM AS SESSMENT
The prime purpose of Volunteer Program Assessment and Evaluation is to give a clear
and objective picture on how the Volunteering programme is being directed and managed
annually with the aim of making the volunteer programme most effective and efficient in the
delivery of its services to its staff, volunteers, partners, and Deaf Community. This mechanism
will help GVSP know and understand its limitation and weakness and at the same time its
strengths, accomplishments, and opportunities.

A. Policy Statement
1. GVSP will have a mid-year and annual Volunteer Program Assessment.
2. This assessment will be handle by a committee compose of three (3) member; the Chair
of the Board of Directors, Programme Officer and the Secretary of Board of Directors.
3. Volunteer Program Assessment and evaluation will be analysis by an external body to
be decided upon by the committee.
4. All personnel, staff, and volunteers including the Board of Directors will be part of this
Volunteer Program Assessment.
5. GVSP will include in its annual budget the Volunteer Program Assessment activity
6. The result of the communicated to all personnel, staff and volunteers including the Board
of Directors of GVSP.
7. The result of the Volunteer Program Assessment and Evaluation will be taken into
account in the making of GVSP annual programmes and plans.
8. The result of this assessment and evaluation will be kept in the archives in accordance
of Record Keeping Policy
B. Procedure
1. Program Officer will be responsible to give out the standard assessment form for to all
people involve and will be given a day to complete the evaluation.
2. After collection, the Board of Directors together with the Programme Officer submits the
form or an agency selected by the Board of Directors to handle the synthesis and
collation of data and results.
3. There will be a one-day organizational assessment and evaluation to be handled by an
external entity or organization contacted by the Board of Directors.
4. Result of the forms and evaluation workshop will be again synthesis collated and
interpreted and will be presented to the Board of Directors.
5. The programme Officer will be responsible for inform other staff and volunteers on the
result of the volunteering program.
COPYRIGHT © February 2005

Cebu City, Philippines
All rights reserved. No part of this manual can be reproduced or transmitted in any form.
GUALANDI VOLUNTEER SERVICE PROGRAMME, INC.

The Volunteering Program of the Gualandi Mission for the Deaf
# 5 Emerald Street, St. Michael Village, Banilad
Cebu City, Philippines
Mailing Address:
P.O. Box 650

6000 Cebu City
Philippines

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GVSP VOLUNTEER MANAGEMENT SYSTEM MANUA L OF OPERATIONS

Gualandi Volunteer Service Programme, Inc. [GVSP] Page 1 of 49

II. GVSP ORGANIZATIONAL STRUCTURE ………………………………………………………………………. 6

III. VOLUNTEER AND PLACEMENTS ………………………………………………………………………………. 7

IV. VOLUNTEER PLACEM ENT ASSESSMENT ……………………………………………………………………. 8

V. DIVERSITY MANAGEMENT POLICY …………………………………………………………………………….. 12

VI. PROMOTION & RECRUITMENT SCHEME …………………………………………………………………….... 13

VII. SCREENING AND SELECTION SCHEME …………………………………………………………….………..16

VIII. VOLUNTEER CRITERIA & RATING SYSTEM ………………………………………………………..……… 17

AN OVERVIEW: PROMOTIONS, RECRUITMENT, SCREENING AND SELECTION ……………………..…. 19

IX. VOLUNTEER ORIENTATION, TRAINING & FORMATION ………………………………………………..… 20

X. GUALANDIAN VOLUNTEER HANDBOOK/JOURNAL …………………………………………………..…… 21

Gualandi Volunteer Service Programme, Inc. [GVSP] Page 2 of 49

XI. CONFLICT OF INTEREST ………………………………………………………………………………………… 22

XII. NEGOTIATING THE VOLUNTEER PLACEMENT CONTRACT ……………………………………………... 24

XIII. WELCOMING AND SENDING-OFF VOLUNTEERS ………………………………………………………….. 25

XIV. SUPPORT FACILITIES FOR VOLUNTEERS …………………………………………………………………. 25

XV. WORKING ARRANGEMENT POLICIES ……………………………………………………………………….. 26

XVI. CONFIDENTIALITY AND RECORD KEEPING POLICY …………………………………………………….. 28

XVII. RESOURCE MOBILIZATION …………………………………………………………………………………… 30

XVIII. TRAVEL, ALLOWANCES, REIMBURSEMENT AND OTHER RELATED EXPENSES ………….…….. 30

XIX. RISK MANAGEMENT ……………………………………………………………………………………….……. 32

XX. HEALTH & SAFETY MANAGEMENT ……………………………………………………………………….….. 33

XXI. SMOKING, ALCOHOL AND DRUG ABUSE POLICY ……………………………………………………….. 33

XXII. HARASSMENT IN THE WORKPLACE ……………………………………………………………………….. 34

Gualandi Volunteer Service Programme, Inc. [GVSP] Page 3 of 49

XXIII. WORKPLACE VIOLENCE ……………………………………………………………………………………… 34

XXIV. HANDLING VOLUNTEER COMPLAINTS, DISCIPLINE …………………………………………………... 39

XXV. STAFF/VOLUNTEER DISCIPLINE …………………………………………………………………………….. 39

XXVI. TERMINATION OF VOLUNTEERS/STAFF FOR JUST CAUSE …………………………………………. 40

XXVII. VOLUNTEER/STAFF NURTURANCE AND DEVELOPMENT …………………………………………… 41

XXVIII. VOLUNTEER-INITIATED PROJECTS ……………………………………………………………………… 43

XXIX. VOLUNTEER RETENTION AND HIRING AS REGULAR STAFF ………………………………………... 43

XXX. VOLUNTEER PERFO RMANCE APPRAISAL ……………………………………………………………….. 44

XXXI. TERMINATION OF VOLUNTEER PLACEMENT CONTRACTS …………………………………………..47

XXXII. VOLUNTEER PROGRAM ASSESSMENT ………………………………………………………………….. 48

Gualandi Volunteer Service Programme, Inc. [GVSP] Page 4 of 49

GVSP Core Values

Gualandi Volunteer Service Programme, Inc. [GVSP] Page 5 of 49

II. GVSP ORGANIZATIONAL STRUCTURE

A. The Programme Office

Ad hoc Promotions & Programme Training & Screening &

Gualandi Volunteer Service Programme, Inc. [GVSP] Page 6 of 49

III. VOLUNTEER PLACEMENTS

SHORT-TERM VOLUNTEERING – Refers to the quarterly volunteering programme, i.e.

LONG-TERM VOLUNTEERING – Refers to the one-year volunteer placement programme to

• Managing Deaf Ministries

a. LONG-TERM (one–year volunteering placement)

Gualandi Volunteer Service Programme, Inc. [GVSP] Page 7 of 49

b. SHORT-TERM (Quarterly placements)

IV. VOLUNTEER PLACEMENT ASSESSMENT

Gualandi Volunteer Service Programme, Inc. [GVSP] Page 8 of 49

9. With regards to the short-term volunteering programme, volunteer placement will

B. Placement Assessment Strategy.

Gualandi Volunteer Service Programme, Inc. [GVSP] Page 9 of 49

C. Volunteer Job Description

a. Procedure in designing volunteer job description

b. Volunteer Job Description Elements

Gualandi Volunteer Service Programme, Inc. [GVSP] Page 10 of 49

Agreement/Approval The Volunteer should sign the agreement as an act of commitment

Gualandi Volunteer Service Programme, Inc. [GVSP] Page 11 of 49

IV. DIVERSITY MANAGEMENT POLICY

Discrimination: Discrimination is defined as any action, behaviour or attitude, whether