Elements Organization Volunteer Policy

Dear Volunteer, The organizers of the 3rd Annual LGBTQ Womyn of Color Conference want to thank you for volunteering for Crosswinds and Crossroads: Bridging the Gap between Race and Space (October 07-9). Volunteers play an essential role in making the 2011 conference run smoothly. Please take time to read the policy and sign the liability form. Daily volunteer orientation will take place every morning at 8:00am. Please be there on time. VOLUNTEER EXPECTATIONS AND RESPONSIBILITIES Have a positive, willing attitude Follow the instructions of your volunteer coordinator (Kim Watson) Be a team player willing to work together in a spirit of cooperation Be on-time to your assigned place of service Understand your responsibilities and ask questions if you need further clarification. Respect the conference/tour speakers, artists, special guests, and employees. This is an individual commitment volunteers must personally register! Must be 18 years or older. To attend volunteer orientation will take place every morning at 8:00am To arrive early at each of your scheduled volunteer shifts, and to check in with your team/site coordinator before leaving your shift. To treat others with respect, dignity and honesty. Cancellations: It is your responsibility to contact us in case of cancellation. No-shows place additional workload on the other volunteers. Please notify the Volunteer Coordinator of your cancellation by email, phone or visiting the Volunteer Station as soon as possible. We understand life is ever-changing and in case of emergency cancellation, please contact us at 646-316-2121 Liability Form: Once you have reviewed the volunteer policy document, please complete and sign the Volunteer Liability Form and return it to the Volunteer Station. Assignments: On the assignment form, mark your preferences in numerical order. Assignments will be based on needs, so while we will try to accommodate requests, it is not a guarantee. Not bring illegal drugs and alcohol to Temple University. VOLUNTEER RIGHTS To be informed of your volunteer schedule and your assigned work To receive a volunteer orientation and support at your work site. To receive a volunteer role that offers adequate supervision and meets your skills and experience; To be treated with respect, dignity and honesty.

OTHER INFORMATION Volunteers are needed pre-conference and during the Conference (October 7-9). Out-of-pocket expenses are not reimbursed, including expenses for travel and meals. If you need special assistance please let us know when you turn in your liability form. SIGN UP AND EVALUATION PROCESS: Register early for the 3rd Annual LGBTQ Womyn of Color Conference and pick up conference Program. Then sign up to volunteer at the Volunteer station. Attend Volunteer Orientation located at Volunteer station every morning at 8:00am to confirm your assignment details, site managers names, volunteer badge and get any other special instructions. Checking In at your Site/Team: Be at the agreed upon location 15 minutes before your shift begins, wear comfortable clothing and shoes. Everyone, including differently-abled persons, is strongly encouraged to use public transportation, walk or drive to the volunteer site. If there is available transportation organized by the 2nd Annual LGBTQ Womyn of Color Conference, we will let you know. Please let us know if you have accessibility needs around transportation. Call Kim Watson at 646-316-2121. Check Out: Sometime after your last shift ends or before the 3rd Annual LGBTQ Womyn of Color Conference ends on Sunday October 9, please fill out a short Exit Survey at the Volunteer Station to help shape the next LGBTQ Womyn of Color Conference. RESOLVING PROBLEMS If volunteers find that they cannot fulfill their duties because of discrimination, harassment, or other serious reasons, they must notify and get clearance from the site manager before leaving the site. If the volunteer has concerns with their work site, they can meet with the Volunteer Coordinator, Kim Watson, or another point person to discuss the concerns. Volunteers who dont complete their assignment for any reasons are invited to simply attend and enjoy the conference unless they have committed an illegal act that is being reviewed by the volunteer team. CONFIDENTIALITY We ask the volunteers to respect the confidentiality of other volunteers and site managers. We ask that volunteers be an ally to transgender and gender non-conforming participants. We ask that you respect how people self-identify their gender and the gender pronouns they use to describe themselves. This sometimes means asking what pronoun(s) a person would like you to use when referring to them. We ask that you don't assume an individuals sex, sexuality, or gender identity based upon the individuals appearance and don't ask people about their bodies, genitalia, or sex lives. IMPORTANT CONTACT INFORMATION Volunteer Station: To be determined (Volunteer Sign-Up and Work Assignment Site) Volunteer Coordinator: Kim Watson (Email: Watson.kimberley@gmail.com Phone: 646-316-2121)

VOLUNTEER LIABILITY FORM Volunteers are an important and valued part of the 3rd Annual LGBTQ Womyn of Color Conference. We hope that you enjoy volunteering with us and feel a full part of our team. This agreement tells you what you can expect from us, and what we hope from you. We aim to be flexible, so please let us know if you would like to make any changes and we will do our best to accommodate them. Elements will do our best: To provide you with daily volunteer orientation at the volunteer station every morning of conference at 8:00am To respect your skills, dignity and individual wishes and to do our best to meet them. To consult with you and keep you informed of possible changes. Provide a safe workplace To apply our complaints procedure if there is any problem. To meet specific special assistance needs (physical, mental and visual impairment) of volunteers, if given advance notice. Elements will not commit to: To provide training before your start your site work. This doesnt mean that the site manager may not coordinate their own training on site. To insure you against injury you suffer or cause due to negligence. Reimbursement to for transportation to and from worksite (unless a specific worksite states that they will provide transportation), meals and childcare Volunteer agrees to: Be 18 years or older. To perform volunteer duties to the best of my ability. To work reliably to the best of my ability, and to give as much warning as possible whenever I cannot work when expected. To follow the 3rd Annual LGBTQ Womyn of Color Conference and site manager rules and procedures, including health and safety, equal opportunities and confidentiality. Notify the site manager and volunteer coordinator if need specific special assistance due to physical, mental and visual impairment. To meet the time and duty commitments of my volunteer assignment at the 3rd Annual LGBTQ Womyn of Color Conference. To uphold Our Elements Organization principles, respect the human rights of all and to abide by the principles of non-violence. Not bring illegal drugs and alcohol to the work site, shuttle bus and any Temples facilities. I hereby release, indemnify, and hold harmless the 3rd Annual LGBTQ Womyn of Color Conference, its staff, volunteers and partner organizations from any and all liability claims, demands, and causes of action, of whatever kind or nature (including injury caused by negligence or any other reason) incurred in conjunction with the 3rd Annual LGBTQ Womyn of Color Conference. This agreement is in honor only and is not intended to be a legally binding contract of employment In addition; the 3rd Annual LGBTQ Womyn of Color Conference has my permission to use any photographs or videos taken for publicity purposes.
Signature: ______________________________________ Volunteer Printed name: ________________________________________Date: ____________________ Cell Number: _____________________________ Email Address:_____________________________ Best way to reach you during the conference _________ (email/phone)

Emergency Contact Name: ____________________ Relationship to You:_________________________

The 3rd Annual LGBTQ Womyn of Color Conference Volunteer Exit Survey
The opinions of our volunteers are very important in evaluating program policies and procedures. Please help us make our program better by answering the following questions. Return to box Volunteer Station after your volunteer or before 1pm on Sunday October 9, 2011. Was your volunteer experience positive? Yes No Mostly Do you feel that you gained new skills and knowledge through your volunteer work? Yes No Mostly Do you feel your skills and talents were well utilized? Yes No Mostly Did your supervisor clearly communicate expectations to you? Yes No Mostly Did you receive the proper amount of orientation for your assignment? Yes No Mostly Did you feel welcome and appreciated for the work you did? Yes No Mostly How would you improve volunteer orientation and/or training? __________________________________________________________________________________ How did your volunteer job compare with your original expectations? __________________________________________________________________________________ If you could change anything about your volunteer experience, what would it be? __________________________________________________________________________________ Any additional comments? __________________________________________________________________________________