HR3 Policies and Code of Conduct *
Hampton Roads Refugee Relief, Inc (HR3) mission is to support refugees resettling in
Hampton Roads to become independent contributing members of the community.
HR3’s core values, demonstrated in all we do, are: kindness, integrity, appreciation and
responsibility. HR3’s goal is to build a community where refugees are encouraged and
supported to develop their full potential.
For more information, please refer to HR3’s website at www.hr3va.org
Volunteers are valuable resources to Hampton Roads Refugee Relief, Inc, (HR3) its staff, and
its clients. Volunteers are extended the right to be given meaningful assignments, to be treated
as equal co-workers, to receive effective training and supervision, have full involvement and
participation and receive recognition for work accomplished. In return, volunteers agree to
actively perform their duties to the best of their abilities and to remain loyal to the values,
goals, and policies of HR3.
Volunteers may be involved in all programs and activities of the organization and serve at all
levels of skill and decision-making. Volunteers will not, however, be used to displace paid
Becoming a Volunteer
Applications. Anyone interested in becoming a volunteer with HR3 will be asked to complete
a volunteer application. The application includes basic contact information, areas of interest,
and emergency contact information. Applications will be available from HR3’s website.
Interviews. Prospective volunteers may be interviewed by a designated HR3 representative or
volunteer to determine the applicant’s qualifications, available days and hours, and preferred
Background checks. Additional screening procedures will be instituted at HR3’s discretion
when volunteers are to be placed in direct contact with children, adults, families, or who may
be responsible for financial or other valuable organizational resources. These procedures may
include criminal background checks and sex offender registries. Volunteers who refuse
permission to conduct these checks will not be accepted for placement in these identified
Placement. In placing a volunteer in a position, attention will be paid to the interests and
capabilities of the volunteer and to the requirements of the volunteer position.
Orientation. All volunteers are required to complete a general orientation on the nature and
purpose of the organization. Volunteers will be asked to complete an online review of
expectations and sign off before their placement. Periodic orientation group sessions will be
held on an as-needed basis. New volunteers will be initially welcomed at the program site by a
volunteer greeter who will provide a tour of the program and answer any questions.
Minors. Volunteers must be age 13 or older. Volunteers who have not reached the age of 18
must be accompanied by a parent or legal guardian, or supervising adult. Youth groups must
have at minimum of one supervising adult to five students. The volunteer activity that is
assigned to a minor will be performed in a non-hazardous environment and comply with all
appropriate requirements of child labor laws.
Program-specific policies. Individual programs within HR3 may have specific standards and
procedures. Volunteers are required to abide by those program policies and procedures in
addition to those in this handbook. Supervisors are responsible for sharing this information with
the volunteers and should give out copies of any written policies as part of the volunteer’s
Dismissal of a volunteer. Volunteers who do not adhere to the rules and procedures of the
organization or who fail to perform their volunteer assignments at a satisfactory level may be
subject to dismissal. No volunteer will be dismissed until the volunteer has had an opportunity
to discuss the reasons for possible dismissal with their supervisors.
Reasons for dismissal. Possible grounds for dismissal may include, but are not limited to, the
following: gross misconduct or insubordination, being under the influence of alcohol or drugs,
theft of property or misuse of organization equipment or materials, abuse or mistreatment of
clients or co-workers, failure to abide by organization policies and procedures, and failure to
satisfactorily perform assigned duties.
Exit interviews. Exit interviews will be conducted with volunteers who are leaving their
positions. The interview should ascertain why the volunteer is leaving the position, suggestions
the volunteer may have about improving the position, and the possibility of involving the
volunteer in some other capacity with the organization in the future.
Attendance. Volunteers and supervisors work together to determine a schedule that works for
both parties. Volunteers are asked to communicate with their supervisors and provide as much
notice as possible when unable to fulfill their commitment to serve as scheduled.
Dress code. As representatives of the organization, volunteers, like staff, are responsible for
presenting a good image to clients and the community. Volunteers are to dress appropriately
for the conditions and performance of their duties. In respect for the Muslim tradition, modest
clothing is encouraged. Shorts or skirts should be knee length.
Smoking. HR3 facilities and grounds are tobacco free. This includes products related to
smoking, chewing tobacco, snuff or smokeless tobacco. Volunteers transporting clients are not
permitted to smoke while the client is in the vehicle. A volunteer’s supervisor should include
this information during a volunteer’s orientation to the program and the facility.
Drug-free workplace. The possession, distribution or use of alcohol or illegal drugs at any
HR3 facility or while volunteering in any HR3 program is forbidden.
Equal opportunity. It is the policy of HR3 not to discriminate against any volunteer because of
race, religion, creed, gender identity, sexual orientation, age, national origin or ancestry,
disability or veteran’s status.
Solicitations. Staff and volunteers are not to engage in any type of financial solicitation while
serving HR3, with the exception of HR3-sponsored programs. Any staff or volunteer wishing to
solicit funds or in-kind gifts on behalf of HR3 must receive prior approval from the Program
Manager or Volunteer Coordinator. Volunteers who collect HR3 donations should complete a
HR3 donations form (available online) and direct the donation to the Operations Manager for
Volunteers becoming employees. Should a volunteer decide to apply for a paid position
within HR3, he or she will go through the same hiring process as any other individual. All job
openings are posted on HR3 website. Dates for applying and job qualifications are listed. The
volunteer may use staff and other volunteers as job references.
Safety procedures. Each staff and volunteer is expected to obey safety rules and exercise
caution in all work activities. Immediately report any unsafe condition or hazardous situations
that you observe to your supervisor or other appropriate supervisor. If you are unsure how to
do a job safely, ask your supervisor.
Accident procedures. Volunteers must immediately report any injuries while volunteering.
Their supervisor will provide an Accident Report to be completed immediately. If a volunteer
witnesses an accident, they should notify their supervisor or any supervisor on shift
immediately and complete an Accident Report.
Client, staff and volunteer rights. All HR3 clients, staff and volunteers have the right to be
treated in a considerate and respectful manner that emphasizes human dignity.
Client/staff relationships. Volunteers must maintain a professional relationship with program
service recipients (clients) at all times during HR3 official programs. HR3 does not assume any
liability outside the hours or duties of the HR3 assigned volunteer job.
Confidentiality. Information, both verbal and written, regarding clients, employees or
volunteers is to be kept confidential at all times. Believing strongly in the right of the client to
privacy, HR3 assures that client identity and privacy are protected except as mandated.
The agency will release information only under strict rules of informed consent and as attested
to by the client’s signature/mark on authorized forms. Client files will not be permitted to be
viewed or handled by non -agency or non-authorized personnel.
Personal information about families or personal circumstance will be discussed only in
conference room or offices in “secure” locations, and only with those staff who have a right or
responsibility to know. Information will not be discussed when the public, or third parties not
associated with client(s), are present. Written materials clearly identifying the client shall be
protected from non-staff/public viewing.
Volunteers will not share the exact location/address of the program nor share any
photographs of location or participants on personal social media.
As a volunteer, I know and understand I am bound by the same confidentiality requirements as
all HR3 staff.
Any volunteer who interacts with donors is also asked to keep confidential the specifics of the
donor activity. It is mandatory that all information be held in the strictest confidence, both within
and outside of the facilities of HR3.
Conflict of interest. No person who has a conflict of interest with any activity or program of
the organization, whether personal, philosophical, or financial shall be accepted or serve as a
volunteer. Those volunteers who find themselves to be in a conflict situation should
immediately report the nature of the conflict to their immediate team leader.
Grievance. Whenever a volunteer has a job-related question, problem or concern with HR3
there are people available to help resolve the matter. The volunteer should discuss the issue
with their immediate team leader It is expected that most disagreements will be dealt with at
the lowest level of the chain of command. In the event that informal conflict resolution fails to
resolve a volunteer’s problem, a grievance may be completed and submitted to one of the
Volunteer Coordinators who may discuss with the Operations Manager or Site Director as
Harassment. It is the policy of HR3 that it will not permit verbal or physical conduct by an
employee or volunteer which harasses, disrupts or interferes with another’s work performance
or which creates an intimidating, offensive or hostile environment.
Medications for clients. Volunteers may not administer medications of any kind, including
over the counter medicines, to clients in any HR3 program.
News media inquiries. No volunteer may give information concerning HR3 or any of its
programs or clients to the news media after a program incident unless specifically authorized
to do so by management. These inquiries should be referred to the Board Chairman.
Representation of the organization. Prior to any action or statement which might significantly
affect or obligate the organization, volunteers should seek prior consultation and approval from
the Operations Manager. These actions may include, but are not limited to public statements to
the press, lobbying efforts with other organizations, collaborations or joint initiatives, or any agreements involving contractual or other financial obligations. Volunteers are authorized to
act as representatives of the organization as specifically indicated within their job descriptions
and only to the extent of such written specifications.
Accepted: February 21, 2019
Conditions of Volunteer Participation and Release from Liability
HR3’s goal is to build a community where refugees are encouraged to develop their full potential. As a
volunteer, I will cooperate in the fulfillment of this mission.
Volunteer Terms: I agree to abide by HR3’s policies and procedures. I understand HR3 does not provide any
health benefits (i.e. medical, dental, workers compensation, etc.) or any accident insurance for me as a volunteer;
I understand it is my responsibility to provide this coverage. I understand that HR3 does not provide volunteer
Property Loss: I understand HR3 is not responsible for my personal property lost, damaged or stolen while
participating in HR3 volunteer activities.
Medical Treatment: I give permission for HR3 representatives to provide or arrange for emergency care for me,
and to arrange for transport to an emergency center for treatment. I consent to medical treatment deemed
immediately necessary or advisable by a physician if I am unable to act on my own behalf. I further understand
that HR3 is not responsible for payment for such medical treatment.
Photograph Permission: By submitting this application, I/we agree that HR3 may photograph or videotape
me/us, and HR3 may use those photographs or video footage for its marketing purposes. I/we release HR3 from
any claim or liability related to that use; waive all claims for myself/ourselves, my/our heirs and assignees
against individual HR3 staff persons and HR3.
Release from Liability: I/we agree that HR3 shall not be responsible for any personal injuries or losses
sustained by me/us while on any HR3 premises, or as a result of any HR3-sponsored event. I/we further agree
to indemnify and hold harmless HR3 from any claims or demands arising out of any such claims or losses.
Background Certification: I certify that all of the information provided on this application is true and complete. I
authorize HR3 to investigate and verify any and all of the information I have submitted. Because HR3 strives to
provide a safe environment for children and youth, I understand that HR3 may order a criminal history check, and
I authorize this investigation on a yearly basis.
I also give permission for my dependent to participate in HR3 volunteer activities.
Code of Conduct and Child Abuse Prevention
(For HR3 Staff and Volunteers)
1. To protect HR3 staff, volunteers, and program participants, at no time during a HR3 program may a staff/volunteer be alone with a single child where he or she cannot be observed by others. As staff/
volunteers supervise children, they will space themselves in such a way that other staff/volunteers can see them.
2. Staff/Volunteers will never leave a child unsupervised.
3. Restroom supervision: Staff/volunteers will make sure the restroom is not occupied by suspicious or
unknown individuals before allowing children to use the facilities. Staff/volunteer will monitor the
restroom area while it is being occupied by children. This policy allows privacy for the children and protection for the staff (not being alone with a child). If staff/volunteer is assisting younger children, doors to the facility must remain open.
4. Staff/Volunteers will not abuse children in any way, including:
▪ Physical Abuse — striking, spanking, shaking, slapping
▪ Verbal Abuse — humiliating, degrading, threatening
▪ Sexual Abuse — touching or speaking inappropriately
▪ Mental Abuse — shaming, withholding kindness, being cruel
▪ Neglect — withholding food, water, or basic care. No type of abuse will be tolerated and may be
cause for immediate termination.
5. Staff/Volunteers must use positive techniques of guidance, including redirection, positive
reinforcement, and encouragement rather than competition, comparison, and criticism.
6. Staff/Volunteers will have age-appropriate expectations and set up guidelines and environments that minimize the need for discipline.
7. Staff/Volunteers may not transport children in their own vehicles unless parent or another volunteer is present. The driver should have completed and submitted a driver history form to HR3.
8. Profanity, inappropriate jokes, sharing intimate details of one’s personal life, and/or any kind of
harassment in the presence of children, parents, volunteers, or staff is prohibited.
9. Staff/Volunteers may not be alone with children they meet in HR3 programs outside of HR3. This
includes babysitting, sleepovers, driving or riding in cars, and inviting children to their homes. Any
exceptions require written documentation and prior administrator approval.
10. Staff/Volunteers will not contact children they have met through HR3 via phone calls, text, or social media (i.e. Twitter, Facebook, Instagram, etc.) except when directed to do so by a supervisor to conduct official business on behalf of HR3.
11. Staff/Volunteers must be free of physical and psychological conditions that might adversely affect children’s physical or mental health. If in doubt, an expert will be consulted.
12. Staff/Volunteers will not give excessive gifts (e.g., cell phones, video games, jewelry) to youth.
13. Staff/Volunteers may not date program participants who are under the age of 18.
14. Under no circumstances will staff/volunteers release children to anyone other than the authorized parent, guardian, or other adult authorized by the parent or guardian (written parent authorization on file with HR3).
15. Staff/Volunteers are to report to a supervisor any other staff or volunteer who violates any of the
policies listed in this Code of Conduct.
Child Abuse Reporting Procedures
Every staff member/volunteer has an absolute duty to report any reasonable suspicion of child abuse,
molestation, neglect or sexual misconduct to City Department of Social Services. The child protective agency will determine the accuracy of the report. Reasonable cause means that it is reasonable for a person to entertain such suspicion, drawing when appropriate on his or her training and experience, to suspect abuse.
Types of abuse:
▪ Physical, Neglect, Emotional, Sexual
In the event that there is a question of child abuse in any form (physical, neglect, emotional, or sexual)
with a participant in one of our programs, HR3 will take immediate action as follows:
1. If a staff member/volunteer suspects or knows of abuse, they are to immediately report it to their
Team supervisor. Suspected abuse can be observed, told or overheard. The staff member/volunteer should be careful to only listen to the child and not make him/her feel questioned or interrogated. If you feel that the child is in immediate danger, call 9-1-1.
2. The Site Director and staff member will privately meet with the child. The entire conversation will
be documented and signed off by all staff involved. Director reinforces to the staff the importance of
confidentiality for the safety of all involved.
a. Director will need to have the following information prepared prior to call to Department of Social Services: Child’s name and date of birth, Parent’s name and date of birth (if accessible), Does the child live with both parents? Home address and telephone number, How many total children that live in the home (if accessible)? Parent’s employer (if accessible), Do we feel the child is in immediate danger?
3. If any staff member or volunteer is named in a suspected case, the Director will suspend
their employment and/or volunteer responsibilities immediately during the investigation process.
4. Director will follow-up with staff involved.
Contact numbers for DSS: City of Newport News: 757-926-6600 I have read and agree to abide by the above policies and code of conduct.