Volunteer Procedure Manual-Winter 2023

General Volunteer Procedures
Relevant Board Policies
Board Policy C.1.1

A volunteer is any person who provides services to or on behalf of the CFB
without expectation of remuneration beyond reimbursement of
expenses.
Board Policy C.1.3

Any member of the University of Alberta community may be accepted as
a regular volunteer and any individual may be accepted as a
temporary volunteer.
Board Policy C.1.4

Clients of the CFB may be accepted as either type of volunteer, provided
that their two roles remain distinct and separate.
Board Policy C.2.1

All volunteers have the right to:
a. meaningful, suitable assignments,
b. be treated as equal co-workers,
c. effective supervision,
d. proper instruction and training,
e. receive feedback for their work and provide feedback on their
work environment,
f. recognition for their work, and
g. a safe and appropriate worksite.
Procedures
1. The Campus Food Bank does not tolerate discrimination of any kind.
2. Any member of the University of Alberta community may volunteer for

the CFB provided that they have successfully completed the
interviewing process and training.
3. Violations of safety or dignity as defined by the Code of Student

Behaviour will not be tolerated and constitute cause for dismissal.
Volunteer Hiring
Board Policy C.4.1

Volunteers will be actively recruited from the university community fairly
and without discrimination.
Board Policy C.4.2

Recruitment will not be done in any manner that is rude, offensive,
aggressive, or that will otherwise reflect poorly on the Campus Food
Bank.
Board Policy C.4.3

All individuals recruited must go through the established application and
selection processes before they may be accepted as volunteers.
Procedures
1. To apply as a volunteer, an individual must be a member of the
university community (students, alumni, academic and non-academic
staff).
2. Preference will be given to current students, at the discretion of the

executive director.
3. All individuals must fill out an online application form available on the
Campus Food Bank website to be considered as volunteers.
a. Applicants will be recruited for specific programs for each

semester that the program is operating.
4. Applicants must attend all interview/application requirements and

attend a mandatory one day training session.
5. The expected date for the volunteer training session will be outlined
clearly in the volunteer application form.
6. The outreach manager will coordinate all volunteer training sessions.

7. Prior to the training, the Volunteer Office Manual will be emailed to the
accepted volunteers
8. Office volunteer specific hiring procedures:

a. For all terms, applicants must attend an individual interview and
associated training to be accepted as volunteers.
Volunteer Roles and Responsibilities
Board Policy C.1.2

The CFB has two categories of volunteers:
a. Temporary volunteers - These are individuals who are
volunteering as the need arises for a specific event or instance on
a one time basis.
b. Regular volunteers - These are individuals who have signed a
contract to volunteer.
Board Policy C.3.1

To ensure proper confidentiality, volunteers at any time during or after
their service with the Campus Food Bank will not disclose without
direct consent from either the Executive Director or the Board of
Directors:
a. personal information of clients, volunteers, or donors; or
b. any information that may be used to identify a client of the
Campus Food Bank
Procedures
1. The CFB has six regular volunteer roles:
1.1. Office volunteers
1.2. Grocery bus
1.3. Campus Kitchen volunteers
1.4. Breakfast volunteers
1.5. WECAN volunteers
1.6. Delivery Volunteer
2. Office volunteers staff operate the CFB office during regular operating
hours:
2.1. Office volunteers are required to fulfill a commitment of two
hours per week for one semester. Volunteer shifts are scheduled
in two hour blocks.
2.2. Office volunteers are encouraged to volunteer at one special
event per semester (i.e. a fundraiser, food drive, awareness
campaign, etc.)
2.3. Returning office volunteers must attend returner training in the
semester they wish to volunteer.
2.4. Office volunteers must notify the outreach manager at the end of
their semester whether they intend to volunteer in future
semesters.
2.5. Office volunteers must volunteer during the exam period and
communicate clearly with staff when absences are expected.
3. If a volunteer is unable to attend a scheduled volunteer commitment

they must contact the outreach manager and provide the reason they
can no longer attend the commitment.
4. A volunteer missing three or more commitments, whether or not the

outreach manager has been notified is grounds for dismissal.
5. A volunteer missing a commitment may be excused if it is for any of the

following reasons:
5.1. Medical emergency
5.2. Family emergency
5.3. Illness
5.4. At the discretion of the outreach manager
6. Volunteers are expected to present at designated start time of their

commitment. Tardiness of more than 15 minutes may be considered an
absence at the discretion of the outreach manager.
7. Consistent tardiness may result in disciplinary action from the outreach

manager
8. Volunteers must abide by the Alberta Health Service Food Handling

requirements.
9. Volunteers are only able to access client information in the performance
of their duties. Accessing information for any reason other than the
performance of their duties is grounds for dismissal.
10. Volunteers should not answer any questions/offer any opinions to any
media in their capacity as a CFB volunteer, without the consent of the
executive director or board of directors.
11. All volunteers may take an extended leave of absence due to a vacation,
internship, or work/co-op experience assignment. Please provide at
least 1 month of notice to the outreach manager before taking a leave
of this nature.
12. Volunteers are able to request reference letters or verifications from the
CFB if the following criteria are met:
12.1. The volunteer has completed at least 50 hours of volunteering
12.2. The volunteer has provided a minimum of two weeks notice
12.3. The volunteer has submitted a Campus Food Bank Reference
Request to the outreach manager
12.4. The volunteer has not already requested two references in the
current semester
12.5. The volunteer has actively volunteered for the CFB within the last
three years
12.6. The executive director may waive any these criteria at their
discretion
13. The CFB as an organization does not give references for academic
applications or character references.
Dismissal
Board Policy C.5.1

Volunteers may be dismissed immediately for reasons including but not
limited to:
a. behavior which puts clients, coworkers, or the organization at
risk,
b. being intoxicated or under the influence of drugs while
completing any duties related to the Campus Food
Bank,
c. theft,
d. abuse and or mistreatment of clients or coworkers,
e. breach of confidentiality,
f. improper access of client information, or
g. other breach of contract.
Board Policy C.5.2

A volunteer may only be dismissed with approval of the executive director.
Procedures
1. In the case of 3 or more unexcused absences per term, the outreach
manager may recommend to the executive director that a volunteer be
terminated.
2. Failure to comply with Campus Food Bank bylaws, policy, or procedure

in regards to non-disclosure and confidentiality is grounds for dismissal.
3. Unacceptable behavior, such as sexual harassment, will not be tolerated

and constitutes cause for dismissal.
4. If a volunteer’s behaviour puts themself or others in harm's way, such

instances present a cause for dismissal.
5. If a volunteer wishes to resign their position, they must do so in writing

to the outreach manager.
Grievances
Procedures
1. If a volunteer has a grievance towards anything related to the Campus
Food Bank, they can choose to disclose this to a CFB staff member they
feel comfortable with.
2. If a volunteer wishes not to approach staff for whatever reason, they can
report grievances to the volunteer representative of the Board of
Directors instead.
Volunteer representative for 2022-23 is Fairouz Tayem

● Volunteer reps are elected each September to serve on the board
for a one-year term.

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General Volunteer Procedures

Relevant Board Policies

Board Policy C.1.1

Board Policy C.1.3

Board Policy C.1.4

Board Policy C.2.1

2. Any member of the University of Alberta community may volunteer for

3. Violations of safety or dignity as defined by the Code of Student

Relevant Board Policies

Board Policy C.4.1

Board Policy C.4.2

Board Policy C.4.3

2. Preference will be given to current students, at the discretion of the

a. Applicants will be recruited for specific programs for each

4. Applicants must attend all interview/application requirements and

6. The outreach manager will coordinate all volunteer training sessions.

8. Office volunteer specific hiring procedures:

Volunteer Roles and Responsibilities

Relevant Board Policies

Board Policy C.1.2

Board Policy C.3.1

3. If a volunteer is unable to attend a scheduled volunteer commitment

4. A volunteer missing three or more commitments, whether or not the

5. A volunteer missing a commitment may be excused if it is for any of the

6. Volunteers are expected to present at designated start time of their

7. Consistent tardiness may result in disciplinary action from the outreach

8. Volunteers must abide by the Alberta Health Service Food Handling

Relevant Board Policies

Board Policy C.5.1

Board Policy C.5.2

2. Failure to comply with Campus Food Bank bylaws, policy, or procedure

3. Unacceptable behavior, such as sexual harassment, will not be tolerated

4. If a volunteer’s behaviour puts themself or others in harm's way, such

5. If a volunteer wishes to resign their position, they must do so in writing

Relevant Board Policies

Volunteer representative for 2022-23 is Fairouz Tayem

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