etss volunteer handbook

Volunteer Handbook

Ethiopian Tewahedo Social Services

1060 Mount Vernon Ave. Columbus, OH 43203 (614) 252-5362 www.ethiotss.org

ETSS Volunteer Handbook Revised 3/2015 2

Table of Contents Welcome - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 3

Description of Programs - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 3

Volunteer Definitions - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 4

Long Term Volunteers Special Event Volunteers Professional Volunteers Internships

Mission and History - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 5

ETSS Policies - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 6

Code of Conduct Attendance Dress Code Equal Opportunity Recruitment of Minors Criminal Records Check Harassment Sexual Harassment Emergency Weather Procedures Risk Management/Safety Drug and Alcohol Free Workplace Use of Tobacco Zero Tolerance for Violence Child Abuse & Neglect Reporting ETSS Definition of Culture Conflict of Interest

Resources - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 9

Other Ways to Help ETSS - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 9

Benefits of Volunteering - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 10

Volunteer Forms

Volunteer Acknowledgement - - - - - - - - - - - - - - - - - - - - - - - - 11 Volunteer Demographics - - - - - - - - - - - - - - - - - - - - - - - - - - 11 Emergency Contact and Release Form - - - - - - - - - - - - - - - - - - - - 12


Welcome Welcome to the ETSS volunteer team! We’re grateful that you’ve chosen to partner with our staff and clients in easing the transition of refugees and immigrants into the Central Ohio community. Whatever your reason for volunteering, we’re confident that this experience will be meaningful and impactful.

There are a variety of opportunities for you to get involved with ETSS as a volunteer. This Volunteer Handbook will provide you with all the information you need to know about ETSS programs, policies, and ways to get involved.

Description of Programs

All ETSS programs are offered at multiple sites around Central Ohio in order to accommodate clients, students, and volunteers.

Youth Programs After-School Program (ASP) September – May The ASP focuses on the academic skill attainment and cultural enrichment of elementary and middle school youth. Activities include group tutoring sessions, native language lessons, nutrition education, and physical fitness.

Summer Enrichment Program June – August A multifaceted program, the Summer Enrichment Program works to improve children’s academic performance and proficiency in English, to health food choices and daily physical fitness, and to broaden students' understanding of different cultures.

Youth Employment Program June – August Employing 14-16 year olds in summer internships, the Youth Employment Program provides young people with impactful community engagement projects and opportunities to acquire job skills.

Adult Programs English for Speakers of Other Languages (ESOL) and Employability Classes Year Round ESOL and Employability classes are aimed at helping families transition into American society and attain self-sufficiency through English language and job skills programming.

Case Management Year Round ETSS’s case managers work one-on-one with individuals and families to connect them with resources and opportunities in the community.


Volunteer Definitions

Volunteers represent a valuable resource for ETSS, its staff and the individuals it serves. Volunteers should be given meaningful assignments

and effective direction, and be recognized for work done. In return, volunteers should actively perform their duties to the best of their abilities, volunteer at their assigned times, complete requested documentation, and

remain loyal to the mission and procedures of ETSS.

Long Term Volunteers Our long-term volunteers commit to work at least once each week for 3+ months in our Youth After-School Program, Summer Enrichment Program, or Adult ESOL and Employability Classes. They become valued team members and are crucial to the mission and success of ETSS.

Special Event Volunteers ETSS hosts two major events on a yearly basis: Youth Summit and the New American Festival. Each of these events involves a volunteer planning and day-of team who work closely with the ETSS Development Team and Planning Committee.

Professional Volunteers The ETSS main office works with professionals and students skilled in graphic design, video editing, website editing, marketing, grant writing, etc. to assist with everyday projects and programming.

Internships On a semesterly basis ETSS hosts volunteers to work in the Department of Development. Responsibilities may include event planning, grant writing, researching, database management, and social media outreach.


Mission and History

Mission • To assist immigrant and refugee families and low income individuals in Central Ohio improve the

quality of their lives, and to facilitate integration through education, training, supportive services, and self-development opportunities, and to increase awareness of the culture and heritage of Central Ohio’s immigrant and refugee population.

• To be the focal point of integration for immigrant and refugee families and to assist in developing a healthy, wealthy and self-reliant New American community.

• To be the bridge that facilitates the immigrant and refugee community’s use of social and community services.

• To re-instill a sense of cultural pride in the immigrant and refugee community and to raise the awareness of their cultures in the larger community.

• To promote the development of workplace skills and to assist immigrants, refugees, and low income individuals achieve their economic goals.

• To nurture immigrant and refugee youth so they are able to successfully address the challenges they face at home, in school, and with their peers.

The word “Tewahedo” in our name means “come to unity” or “to become one” in the ancient Ethiopian language. ETSS’s philosophy is that all

humanity is one and that this oneness creates a responsibility to help the community of which we are a part.

History ETSS began in the year 2000 as an outreach organization to the Ethiopian community in Columbus, Ohio. In 2005, ETSS was incorporated as nonprofit entity and was selected by the Capacity Building Initiative, which is a collaboration of the Franklin County Commissioners, United Way of Central Ohio, the Columbus Foundation and others, to receive a mini grant and technical assistance for two years. In April 2006, we relocated to our current Main Office at 1060 Mount Vernon Avenue and in May of that same year we opened a second location in Whitehall. In 2007, after completing the Capacity Building Initiative training, we changed our name from Ethiopian Orthodox Tewahedo Church Social Services to “Ethiopian Tewahedo Social Services” (ETSS). In 2008, we opened a third location with Prince of Peace Lutheran Church on the East Side of Columbus.

In 2009, we formed the Grassroots Services Coalition with Somali, Asian, and Hispanic communities and members of the Federation of African Organizations in Ohio which allowed us to expand our services to the larger refugee and immigrant community. Also in 2009, ETSS merged with the organizations Refugee Immigrant Chamber and Fountain of Life Foundation to broaden the types of services offered and began providing in five locations in Central Ohio.


ETSS Policies

Code of Conduct Volunteers represent a valuable resource for ETSS, its staff and the individuals it serves. Volunteers should be given meaningful assignments and effective direction, and be recognized for work done. In return, volunteers should actively perform their duties to the best of their abilities, volunteer at their assigned times, complete requested documentation, and remain loyal to the mission and procedures of ETSS.

Attendance Volunteers are responsible for contacting their supervisor 48 hours in advance if they will be absent (with the exception of unforeseen circumstances). Continual unreported absenteeism could result in ending the volunteer's relationship with ETSS.

Dress Code Volunteers are expected to maintain the highest standards of personal cleanliness and to present a neat, professional appearance at all times. ETSS volunteers represent role models for the clients we serve. To this end, it is the policy of ETSS that a volunteer's dress and grooming should be, in the supervisor and Executive Director's opinion, appropriate to the volunteer's work situation and responsibilities.

Equal Opportunity ETSS provides equal volunteering opportunities for every person regardless of race, color, religion, sex, gender, national origin, age, disability, veteran status, or any other protected classification as established by law. Decisions made regarding volunteer placement are based upon volunteer interest, reliability, and history.

Recruitment of Minors Volunteers who have not reached 18 years of age must present a written consent of a parent or guardian to ETSS prior to volunteering. The volunteer assignment for a minor should be in a non-hazardous environment and should comply with all appropriate requirements of child labor laws.

Criminal Records Check Volunteers in certain assignments may be asked to submit to a background criminal check. Volunteers who do not agree to the background check may be refused assignment.

Harassment It is the policy of ETSS to provide, at all times, a work environment free of harassing conduct. We will not tolerate any form of harassing conduct that is based upon an individual's race, color, religion, gender, age, national origin, disability, marital status, veteran's status or sexual orientation. For these purposes, the term "harassing conduct" includes, but is not limited to, slurs, jokes, or other verbal, graphic, or physical conduct relating to an individual’s identity. The term "harassing conduct" also includes sexual advances, requests for sexual favors, and other conduct of a sexual nature.


Sexual Harassment Sexual harassment is defined as unwelcome physical or verbal sexual conduct. If you believe that you or another volunteer is being subjected to harassing conduct, you should immediately contact a supervisor, an ETSS director, the Executive Director, or the Board Chairperson. Volunteers have a duty to report any harassing conduct they experience or observe. Under no circumstances will a person be retaliated against because of a bona fide report of what is perceived to be an incident of harassing conduct or behavior. A prompt investigation will be conducted upon each and every complaint and appropriate action will be taken within a reasonable amount of time after the complaint is received. Complaints will be handled confidentially to the extent possible.

Emergency Weather Procedures In case of severe weather conditions or other emergencies at or near an ETSS location, the Executive Director or his designee will decide whether to close ETSS operations. Best efforts will be made to notify all persons involved with ETSS of any emergency closing.

Risk Management/Safety The safety of volunteers is important to ETSS. Volunteers who are injured or who are involved in an accident during their volunteer assignment must report the accident immediately to a staff member.

Drug and Alcohol Free Workplace ETSS is committed to creating and maintaining a Drug Free Workplace. This policy applies to all volunteers. Substance abuse that includes the possession, use, or sale of illegal drugs or the unlawful use of lawful substances including alcohol and prescription drugs will not be tolerated during volunteer hours, on ETSS premises, or at any ETSS-sponsored or ETSS-related functions.

Use of Tobacco It is the policy of ETSS to prohibit smoking in accordance with Columbus City Codes, Chapter 715. Compliance with this policy is mandatory and this policy applies to all volunteers, employees, contractors, clients and visitors of ETSS. Smoking anywhere on ETSS premises or at any ETSS-sponsored activity is prohibited.

Zero Tolerance for Violence ETSS will not tolerate violence on or around its premises either by or against staff members, volunteers, children, or members of the public. Volunteers are expected to treat other human beings with respect and dignity. Any incident of violence should be reported promptly to a supervisor, an ETSS director, the Executive Director, or the Board Chairperson. Violence includes, but is not limited to, verbal or physical intimidation, contact, or threats. Reported incidents are subject to investigation and corrective action.

No weapons of any kind, whether or not the individual has a license to carry the weapon, are permitted on ETSS property or in any volunteer's possession (including being stored in an volunteer's personal vehicle) while conducting ETSS business unless carried by a police officer or security guard while on duty.

Child Abuse & Neglect Reporting ETSS is a mandatory reporting agency. Information regarding child abuse/neglect cases is confidential and will be shared only with the proper authorities.


• A volunteer who suspects that a child is being abused or neglected must immediately make a report to that effect to a supervisor, an ETSS director, the Executive Director, or the Board Chairperson. The volunteer who suspects abuse or neglect is responsible to ensure all proper reports are filed with either Franklin County Children Services and/or the police department.

• If an allegation of abuse is made against an ETSS employee or volunteer, that person will be immediately restricted from having contact with ETSS clients. It may be necessary for the Executive Director to suspend that person while the allegations are under investigation. Allegations will be dealt with immediately and properly. Our first priority is the safety of the children entrusted to the care of ETSS.

• ETSS is required to report any allegation of misconduct on the part of an employee or volunteer, as well as, any incidents of suspected abuse or neglect reported by an employee or volunteer immediately to a supervisor, an ETSS director, the Executive Director, or the Board Chairperson.

ETSS Definition of Culture ETSS actively engages in a model of cultural competency that is achieved by integrating various forms of knowledge and experiences about individuals and groups of people into specific practices and policies applied in appropriate cultural settings. We at ETSS strive to embody these goals as well as understanding multiculturalism as a complex kaleidoscope of organic ongoing experiences that shape a person’s reality. Thus, we do not combine multiculturalism with colorblindness or adhere to the idea that an individual represents an entire ethnic/racial/cultural/gender group. These mindsets lend themselves to essentializing communities and experiences that ignore the complexities of living and contributing to a multicultural society. ETSS strives to practice cultural competency by:

• Establishing positive helping relationships • Improving the quality of services provided • Hiring staff and engaging the communities we serve • Finding a balance between community priorities and agency mission • Understanding the constant evolving nature of welcoming environments

Conflict of Interest All volunteers should avoid any circumstances that might in any way be interpreted as a conflict of interest between the volunteer and ETSS.


Resources When starting out, it is useful to learn more about the populations with which you will be volunteering. Helpful website with information about refugee and immigrant cultures include:

The UN Refugee Agency www.unhcr.org

Cultural Orientation Resource Center www.culturalorientation.net

Other Ways to Help ETSS (Email Laura Berger at [email protected] to learn more about any of these opportunities.) • Follow us on Facebook and Twitter. • Volunteer at the annual New American Festival or Youth Summit. • Graphic designers, photographers, journalists, web designers, and videographers can help us with

public relations and marketing. • Hire a refugee. We are constantly forming new partnerships with Central Ohio employers who are

interested in hiring refugees and immigrants. • Donate goods to the ETSS Family Care program. • Help us with office work and project planning. We host volunteers and interns to help with the annual

campaign, festival planning, grant writing, and various other fundraising and awareness programs. • Educate your friends and family about Central Ohio’s New American Community.


Benefits of Volunteering Whether it is important to you to solve a community problem, advance a worthy cause, or to develop as a person, volunteering offers many benefits in appreciation for the gift of your time and expertise. Volunteering can help you:

• Learn or develop skills

• Teach your skills to others

• Enhance your résumé

• Gain work experience

• Build self-esteem and self-confidence

• Improve your health

• Meet new people

• Feel needed and valued

• Express gratitude for help you may have received in the past from an organization

• Communicate to others that you are ambitious, enthusiastic and care about the community

• Make a difference in someone’s life

• Make important networking contacts

• Improves the likelihood that children will volunteer as an adult

(Source: United Way)

etss volunteer handbook

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