Mission Lexington Volunteer Information Handbook - Mission Lexington
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Mission Lexington
Mission Lexington Volunteer
Information Handbook
Mission Lexington
216 Harmon Street, Lexington, SC 29072
803-957-6656
www.MissionLexingtonsc.org
1Hello and welcome to Mission Lexington,
We want to thank you for giving of your time and talents to serve with us at Mission
Lexington. We rely heavily on volunteers to help us assist people in our community to
meet their basic needs of food, clothing and shelter.
Whether with a group, as an individual or for a Special Project, volunteering at Mission
Lexington is a rewarding experience. We want you to have fun and feel the joy of
serving others. If you ever have any questions or concerns about your volunteer
experience, feel free to contact us at any time, 803.957.2499.
Because of help from people like you, in 2020 we were able to reach so many neighbors
in need in Lexington County!
24,393 needs met through Mission Lexington
16,021 individuals received food
2,534 individuals received clothing
582 individuals received financial assistance
1,636 families received Holiday Meal Baskets
Thank you for being a part of the way we reach people in our community.
Michele Smith
Mission Lexington
Director of Volunteer Services
2Volunteer Guide Purpose
The information in this guide is intended to provide guidelines and general information
for volunteers at Mission Lexington. This will ensure that we all have a shared
understanding of procedures and priorities. It is not intended to be comprehensive or
to address all procedures. The procedures outlined in this guide may be modified or
discontinued by the Executive Director. We will try to inform you of any changes as
they occur. If you have any questions, please feel free to contact the Director of
Volunteer Services.
Mission Lexington Mission
“Glorify God by Serving our Neighbors in Crisis”
Mission Lexington Overview
Founded in 1979 by the Lexington Ministerial Association, Mission Lexington began
providing emergency services to families in crisis. Presently, Mission Lexington is the
only ministry serving all of Lexington County. The governing body of Mission Lexington
is the Board of Directors.
What is a Volunteer?
A volunteer is someone who gives their time and talents willingly to support an
organization or cause without payment. Volunteers learn all they can about the
organization and the volunteer work they will be doing. A volunteer accepts the rules
and policies of the organization. A volunteer is a team player.
Volunteering at Will
Mission Lexington welcomes volunteers of all ages and backgrounds. Children 15 and
under must be accompanied by an adult. Most positions do not require any special skills
or knowledge.
Volunteering with Mission Lexington is strictly at will and is for no fixed or definite
term. Either Mission Lexington or the volunteer may terminate the volunteer
experience at any time.
To ensure a safe and productive workplace, Mission Lexington reserves the right to
conduct background checks on candidates being considered for certain volunteer
positions. Social Services is an area where a background check will be performed.
3Non Discrimination Statement
Mission Lexington shall comply with all Federal and state nondiscrimination laws.
Mission Lexington does not discriminate based on gender, race, creed, age,
national origin, disability, veteran status, political affiliation, or any other basis
prohibited by law.
Mission Lexington makes accommodations required by the Americans with
Disabilities Act, 42 U.S.C. 12101 that are reasonable to the size of this agency.
Mission Lexington adheres to the Federal and state confidentiality requirement of
the Americans with Disabilities Act, 42 U.S.C. 1210.1
Mission Lexington provides Social Services Programs to all individuals and families
based upon the policy and procedures of the agency.
Mission Lexington provides services to individuals and families who are hearing
and visually impaired to the extent possible and feasible by this agency.
When deemed necessary for communication purposes, the individual or family
requesting the services will be asked to provide an interpreter or other types of
communication techniques.
Mission Lexington provides Social Services to individuals and families who do not
speak English as a first language to the extent possible, feasible, and reasonable by
this agency.
All paid employees are responsible for the implementation of this policy.
All volunteers are responsible for the implementation of this policy.
Any volunteer breaching this policy and any procedures related to it is to be
reprimanded or dismissed immediately by the Director of Volunteer Services
and/or the Executive Director.
This Policy on Non-Discrimination in the Delivery of Services is relevant to all
aspects of our programs.
4FOOD PANTRY ONLY: In accordance with Federal civil rights law and U.S.
Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its
Agencies, offices, and employees, and institutions participating in or administering USDA
programs are prohibited from discriminating based on race, color, national origin, sex,
disability, age, or reprisal or retaliation for prior civil rights activity in any program or
activity conducted or funded by USDA.
Persons with disabilities who require alternative means of communication for program
information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should
contact the Agency (State or local) where they applied for benefits. Individuals who are
deaf, hard of hearing or have speech disabilities may contact USDA through the Federal
Relay Service at (800) 877-8339. Additionally, program information may be made
available in languages other than English.
To file a program complaint of discrimination, complete the USDA Program
Discrimination Complaint Form, (AD-3027) found online at:
http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a
letter addressed to USDA and provide in the letter all of the information requested in
the form. To request a copy of the complaint form, call (866) 632-9992. Submit your
completed form or letter to USDA by:
(1) mail: U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410;
(2) fax: (202) 690-7442; or
(3) email: program.intake@usda.gov.
This institution is an equal opportunity provider.
Volunteer Personnel Files
Your personnel files are confidential and consist of your online application and any other
documents retained by the Volunteer Director. Volunteer personnel files can only be
reviewed by the volunteer, the Executive Director, the Director of Community
Relations and the Volunteer Director.
This file contains basic volunteer contact information and records about your volunteer
service with Mission Lexington.
Volunteer Schedule
Volunteer scheduling is flexible. Volunteers may choose a set weekly, bi-weekly or
monthly schedule.
Once a schedule is selected, we need your commitment to be here on time and to
volunteer on the days and times you agreed to volunteer. If you are not able to be
available on your scheduled time or if you are going to be late, please notify your
immediate supervisor or the Volunteer Director so we can ensure coverage in that
area.
5Volunteer Movement
When arriving at Mission Lexington, volunteers should park their car in the gravel Staff
and Volunteer Lot in the back of our building. All volunteers will enter and leave
Mission Lexington through the Back Donation Door or Thrift Shop front door.
Volunteers will then enter the volunteer break room, sign in and report to their
assigned area. If you volunteer in the store, you may not enter the donation center in
order to obtain more items for stocking (please see a staff person to do this for you.)
Volunteer Time Tracking
Volunteers will sign in and out on the touch screen computer located in the volunteer
break room, the paper sign-in sheet or student sign in book located in the volunteer
break room. Mission Lexington tracks hours for reporting purposes to help with
receiving grants, church, school and college reporting.
Ending Your Volunteer Service
You may resign from your volunteer service with our organization at any time. We
request that you notify your immediate supervisor and the Director of Volunteer
Services two weeks prior to your departure.
Health and Safety
It is everyone’s responsibility to promote a safe environment at Mission Lexington.
Please report safety concerns immediately to your immediate supervisor or the
Director of Volunteer Services.
Be aware of your surroundings. Locate all exit doors in your area. Fire extinguishers
are placed in each area, know their location. In case of fire, leave the building through
the closest exit door. During severe weather, stay away from windows, and if there is a
tornado warning, move to volunteer break room or hall of the administrative area.
Inclement Weather
In case of snow or other potentially hazardous weather or emergency situations, a
decision may be made to close Mission Lexington. As soon as a decision is made, WIS
television station is notified and a notice is posted on the Mission Lexington social media
sites.
6Severe Weather
In the case of an emergency Tornado Warning please move to the Volunteer
Breakroom to take cover.
Security
Because we are concerned about your safety and security, you may not give rides to
clients, meet clients outside of Mission Lexington, give clients’ money, purchase items
for clients, or make arrangements to provide assistance for clients outside of Mission
Lexington. Clients are not allowed to enter the Donation Center door. Keep doors to
the Mission Lexington Food Pantry and Donation Center shut and locked at all times.
When volunteering, always remember to enter and leave Mission Lexington through the
Donation Center Door or Thrift Shop front door and sign in on the volunteer sign in
sheet. This is done to ensure all volunteers are accounted for.
Purchase of Thrift Shop Items
Items for sale in our Thrift Shop are available for volunteers to purchase. However, if an
item is in the Donation Center, Holding Room, by the Donation Door, or in any other
area, it is not available to be purchased until it is priced by a volunteer with a tag, a staff
person has checked the prices and rolled it into the Thrift Shop.
Only when an item is available to the public is an item available for purchase by a
volunteer or staff member.
No volunteer can price an item for themselves or another volunteer and walk it directly
into the store for purchase nor can you follow a cart of items or clothing out to the
store. ONLY staff may roll priced cart items into the Thrift Shop.
Store workers may not ask anyone to roll a cart out for them for stocking purposes,
instead please let the store staff worker know that you need more items to put out and
they will retrieve the cart for you.
Purchases may be made at the end of your shift. Your purchase must be taken out to
your car immediately through the Thrift Store front door.. You may put your name on
items to hold until the end of your shift behind the counter in the store. If the item
remains there unpurchased over 3 days it will be restocked.
Standards and Conduct
We expect our volunteers to behave professionally, to commit to our standards of
conduct, and to be responsible for their behavior while at Mission Lexington.
7Violence or Threats
Threats, intimidation, or fighting with fellow volunteers, employees, customers or clients
will not be tolerated.
No smoking Policy
Smoking is not permitted inside Mission Lexington facilities including Mission Lexington
offices, or in any van or automobile owned or leased by Mission Lexington. Mission
Lexington upholds the Town of Lexington No Smoking Policy.
Drug Use
Mission Lexington maintains a drug and alcohol-free property. Volunteers must follow
the requirements of the Drug-Free Workplace Act, and may not use drugs or alcohol
during volunteer time or on Mission Lexington property. Supervisors, employees or
volunteers who suspect that a fellow volunteer is under the influence of drugs or
alcohol, as demonstrated by an unusual pattern of behavior or odor, should immediately
report this to their immediate supervisor or the Director of Volunteer Services.
Volunteers believed to be under the influence of drugs or alcohol will be asked to leave
the premises or asked to submit to a drug screen, and may be asked not to return.
Drug-Free Workplace Act
In accordance with the Drug Free Workplace Act of 1988, Mission Lexington volunteers
and employees are prohibited from engaging in the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance (e.g., illegal drugs, alcohol,
prescriptive medications) on Mission Lexington premises, including any and all sites where
Mission Lexington provides services or otherwise conducts business and off Mission
Lexington premises while conducting Mission Lexington business.
Volunteers must, as a condition of volunteering, abide by the terms of the above-stated
policy and report any conviction under a criminal drug stature if the violation occurred
on or off Mission Lexington premises while conducting Mission Lexington business. A
conviction must be reported within five days after the conviction (The Drug Free
Workplace Act of 1988 mandates this requirement.)
Theft
Removal of Mission Lexington property from the premises is prohibited. Volunteers
found to be in possession of Mission Lexington property without authorization will
result in volunteer dismissal. Any cases of theft or suspected theft will be reported to
the proper authorities for investigation and prosecution.
8Personal Property
When volunteering, do not bring unnecessary personal property or personal property
of value to Mission Lexington. Mission Lexington is not responsible for the loss, theft,
or damage of personal property. Lockers are available in the donation center for your
use while you’re volunteering.
Mission Lexington Access
Volunteers may not enter or use Mission Lexington property after hours without
written permission. Damage to, or unapproved use of or access to Mission Lexington
sites or property shall be grounds for dismissal and, if appropriate, civil or criminal
action.
Non-Harassment Policy
Mission Lexington policy prohibits harassment and discrimination based on race,
ethnicity, age, religion, gender, sexual orientation, gender identity, national origin,
physical or mental disability, military status, marital status, veteran status or any other
protected category. Examples of harassment include epithets or derogatory comments
about race, color, national origin, or religion; jokes or teasing about a person’s age,
disability, or sexual orientation. Mission Lexington policy applies to all persons involved
in the operation of Mission Lexington (both employees and volunteers) and prohibits
unlawful harassment by any volunteer or employee of Mission Lexington including
supervisors and co-workers.
Confidentiality of Information
Due to the nature of the work you may be doing as a volunteer at Mission Lexington,
you will be asked to sign a confidentiality agreement. We expect you to abide by
Mission Lexington rules and regulations. By signing this document you acknowledge that
you agree to refrain from the unauthorized use or disclosure of any proprietary
information on or off campus.
Client information is always treated with respect. It is your obligation as a volunteer to
protect the confidentiality and privacy of client information and Mission Lexington
information. No files, records or thumb drives will leave the building with client
information.
Volunteers may not access client records without an appropriate reason and may not
discuss clients in common areas or in any area where they may be overheard by other
clients, visitors, staff or volunteers, OR outside of Mission Lexington. Failure to respect
the confidentiality of these records will result in immediate volunteer dismissal.
9Solicitation
Solicitation or distribution of non-Mission Lexington literature on Mission Lexington
property is not permitted.
Pets
Pets (dogs, cats, reptiles, birds and any other type of live animal), although beloved, are not
allowed in the workplace due to DHEC and building regulations. This rule does not
apply to service animals.
Name Tags
Volunteers will wear Mission Lexington volunteer name tags. Name tags identify
individuals with the program, and volunteers are encouraged to wear them at all times
while volunteering.
Volunteer name tags should be left in the volunteer break room at the end of each
service day.
Dress Code and Appearance
A volunteer’s dress may not be so unusual, inappropriate or lacking in cleanliness that it disrupts
work flow.
Examples of attire considered inappropriate for Mission Lexington volunteers
include but are not limited to:
• Clothing or lack of clothing that is disruptive, provocative, revealing, indecent, vulgar, or
obscene.
• Revealing necklines, bare midriffs, excessively tight clothing, and pants must sit at waist with no
underclothes showing.
• Clothing which promotes alcoholic beverages, tobacco, or the use of controlled
substances by words or symbols.
• Clothing which contains profanity, nudity, depicts violence, or is sexual in nature.
• Sandals with flip-flop style strap or bedroom shoes/slippers.
• Tank tops or spaghetti strap tops.
• Undergarments worn as an outer garment or any see-through clothing that reveals any
undergarments.
• Hats, visors, sunglasses, sweatbands, and bandannas (may be worn outside but must
be removed when inside the workplace).
10Courtesy to Clients and the Public
We expect all volunteers to treat clients, customers, volunteers, staff and donors
with respect and dignity. Hospitality is key to providing quality service. Always
remember to greet all clients, customers, volunteers and staff with a friendly hello
and a smile. Disrespectful speech or behavior toward a client or customer and/or
repeated complaints regarding attitude or behavior toward others will result in being
asked to leave.
Communication Systems
The information systems (telephone, voice mail, internet, and email) are Mission Lexington
property. Volunteers should not have an expectation of privacy with respect to email
messages, telephone messages, voice mail, internet usage, or other communication
mechanisms. These systems belong to Mission Lexington and may be accessed and
monitored without notice.
Computer System
You may not download or install any software, including software found on the Internet,
onto Mission Lexington computers without permission from the appropriate staff
member or supervisor.
Phone System
Mission Lexington phone system is to be used only for business purposes. Personal
phone calls should be kept to a minimum. Volunteers are prohibited from making long
distance phone calls on Mission Lexington phones. There is a phone for volunteer use in
the break room. Use of personal cell phones is not permitted.
Volunteer Group Adult to Child Ratio
When groups visit to volunteer the ratio of adult volunteers/staff to children will be a
minimum of 1:6 (ages 6+) Children under 6 years of age may not volunteer on site
with a group.
Children under 16 years of age must be accompanied by an adult.
If a parent is present with their own child of any age the ratio does not have to apply.
Disciplinary Action
When a volunteer’s actions are detrimental to the program, a volunteer area or
customer and/or clients served, they will result in asking the volunteer to leave.
11Some violations are subject to immediate dismissal including:
Discussing confidential information about clients
Hitting or hurting anyone deliberately or through negligence
Misrepresentation or falsification of volunteer applications, time sheets, or other
records
Unauthorized possession or use of drugs; bringing liquor or other intoxicants to
Mission Lexington; reporting to Mission Lexington in an intoxicated condition
Stealing or unauthorized possession of property belonging to others; destroying
or damaging property of others
Use of abusive, profane, or threatening language toward a client, staff, volunteer,
or others
Malicious gossip about Mission Lexington, other volunteers or staff.
Possession of firearms or other weapons while on Mission Lexington property
Disrespectful speech or behavior toward a client or customer.
Repeated complaints regarding attitude or behavior toward others.
Volunteer Grievance Procedure
If a volunteer feels that he or she has been disciplined or dismissed without just cause,
the volunteer may appeal to the Director of Volunteer Services. If no agreement is
reached with the Director of Volunteer Services, the volunteer may contact the
Executive Director. The director will schedule a meeting with the volunteer to discuss
the volunteer’s concerns.
Occasionally a volunteer may have a problem with their volunteer placement. In the
event this occurs, the volunteer should first approach their immediate supervisor or the
Director of Volunteer Services to discuss their concerns.
Contact Information
Executive Director Director of Social Services
Robin Bowers Marett Bishop
robin@missionlexingtonsc.org marett@missionlexingtonsc.org
803.957.6656 803.957.6656
Director of Community Relations Director of Volunteer Services
Lauren Palkowski Michele Smith
lauren@missionlexingtonsc.org michele@missionlexingtonsc.org
803.957.6656 803-957-2499
Director of Resources
Sherry Jones
sherry@missionlexingtonsc.org
803.957.6656
12Mission Lexington
Whistleblower Protection Policy
Mission Lexington requires directors, officers and employees to observe high standards
of business and personal ethics in the conduct of their duties and responsibilities. As
employees and representatives of the Mission Lexington, we must practice honesty and
integrity in fulfilling our responsibilities and comply with all applicable laws and
regulations.
Reporting Responsibility
This Whistleblower Policy is intended to encourage and enable employees and others to
raise serious concerns internally so that Mission Lexington can address and correct
inappropriate conduct and actions. It is the responsibility of all board members, officers,
employees and volunteers to report concerns about violations of Mission Lexington’s
code of ethics or suspected violations of law or regulations that govern Mission
Lexington’s operations.
No Retaliation
It is contrary to the values of Mission Lexington for anyone to retaliate against any
board member, officer, employee or volunteer who in good faith reports an ethics
violation, or a suspected violation of law, such as a complaint of discrimination, or
suspected fraud, or suspected violation of any regulation governing the operations of
Mission Lexington. An employee who retaliates against someone who has reported a
violation in good faith is subject to discipline up to and including termination of
employment.
Reporting Procedure
Mission Lexington has an open door policy and suggests that employees share their
questions, concerns, suggestions or complaints with their supervisor. If you are not
comfortable speaking with your supervisor or you are not satisfied with your
supervisor’s response, you are encouraged to speak with Executive Director, or a board
member. Supervisors and managers are required to report complaints or concerns
about suspected ethical and legal violations in writing to the Mission Lexington’s board
chairperson and/or Executive Director.
Anyone, at any time, may make an anonymous phone call to (803)785-5016 and leave a
recorded message to express their concerns.
Compliance Officer [or other title that is appropriate for your organization]
The Mission Lexington’s ED and/or board is responsible for ensuring that all complaints
about unethical or illegal conduct are investigated and resolved, and their resolution and
will report at least annually to the Treasurer on compliance activity relating to
accounting or alleged financial improprieties.
(Continued…)
13(Whistle Blower Continued)
Accounting and Auditing Matters
The Mission Lexington ED/Chairperson shall immediately notify the Treasurer/Finance
Committee of any concerns or complaint regarding corporate accounting practices,
internal controls or auditing and work with the committee until the matter is resolved.
Acting in Good Faith
Anyone filing a written complaint concerning a violation or suspected violation must be
acting in good faith and have reasonable grounds for believing the information disclosed
indicates a violation. Any allegations that prove not to be substantiated and which prove
to have been made maliciously or knowingly to be false will be viewed as a serious
disciplinary offense.
Confidentiality
Violations or suspected violations may be submitted on a confidential basis by the
complainant. Reports of violations or suspected violations will be kept confidential to
the extent possible, consistent with the need to conduct an adequate investigation.
Handling of Reported Violations
The Mission Lexington’s ED/Chairperson will notify the person who submitted a
complaint and acknowledge receipt of the reported violation or suspected violation. All
reports will be promptly investigated and appropriate corrective action will be taken if
warranted by the investigation.
Compliance Officer: Current Board Chairperson
Chris Rice
rrice@alpekpolyester.com
Whistleblower Policy approved by the Board of Directors on 10/16/12
14Acknowledgement of Receipt of Handbook
I acknowledge that I have been given a copy of the Mission Lexington Volunteer
Information Handbook. I understand that this handbook summarizes the Mission
Lexington volunteer guidelines, and that it is furnished to me solely for my information.
I further understand that volunteering with Mission Lexington is not for a specified term
and is at the mutual consent of me and Mission Lexington. Accordingly, Mission
Lexington or I can terminate the volunteer relationship at will at any time.
I further understand that the statements contained in this booklet are not intended to
create any contractual or other legal obligations. I also understand that Mission
Lexington may modify or rescind any of its policies, or practices described in this
handbook at any time, except for those policies required by law.
I acknowledge that it is my responsibility to read, become familiar with, and adhere to
the contents of the handbook.
Volunteer Name (Printed) ________________________________
Volunteer Signature ______________________________________
Witness _________________________________________________
Date _____/_____/_____
Revised 01/15/2020
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