Volunteer Coordinator Manual - Florida Department of Juvenile Justice

FloridaDepartmentofJuvenile JusticeVOLUNTEER COORDINATORMANUALFrank Peterman, Jr.SecretaryApril 22, 2009

FLORIDA DEPARTMENT OF JUVENILE JUSTICEDear Volunteer Coordinators and Liaisons:“Volunteers Make a Difference”. This statement is proven daily by thousands of Floridianswho, as volunteers, serve in juvenile justice facilities or programs in our state.The Department of Juvenile Justice is committed to a partnership among agency employees,volunteers and student interns in achieving its mission. It is essential that volunteers and studentinterns actively participate in juvenile justice and reintegration efforts for youth.The success of volunteer/intern involvement depends directly upon the agency’s willingness tointegrate volunteers/interns into its operations, the removal of barriers to involvement, andrecognition of services provided. Therefore, this manual has been developed to serve as a tool foryou, the Volunteer Coordinator and Liaison, and to provide you with guidelines for setting up andmanaging the community volunteer program in your circuit. The manual should provide you witha great deal of information in a very useable form. It is not meant to give you all of theinformation that you may need. It can however, guide you to other available resources.The Office of the Director of Administrative Services is available to provide assistance if youshould need it.Sincerely,/s/ Frank Peterman, Jr.Frank Peterman, Jr.Secretary2737 Centerview Drive • Tallahassee, Florida 32399-3100 • (850) 488-1850http://www.djj.state.fl.usThe mission of the Department of Juvenile Justice is to increase public safety by reducing juvenile delinquency through effectiveprevention, intervention, and treatment services that strengthen families and turn around the lives of troubled youth.

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMTABLE OF CONTENTSSectionTitle1. Secretary’s Letter2. Table of Contents3. DJJ Vision, Mission and Guiding Principles4. DJJ Organization Chart5. Volunteer Services Program - Mission, Definition, and Background6. Manual Purpose and OrganizationA. Manual PurposeB. Manual Organization7. DJJ Volunteer Services Program StructureA. Four Levels of the DJJ Volunteer Program StructureB. DJJ Volunteer Services Program Administrator1. Specific Duties2. General Information3. GoalsC. Circuit Coordinator1. Specific DutiesD. Regional Liaison1. Specific Dutiesi. DJJ Volunteer/Mentoring Report (Form)E. Local Liaison1. Specific Duties2. General InformationF. Chaplaincy Services and Faith and Community Network Program1. Chaplaincy Services Vision2. Chaplaincy Services - Priorities3. Faith Community Network Mission4. Faith Community Network Mission - Priorities8. Juvenile Justice in FloridaA. Historical SummaryB. Overview of Juvenile JusticePage 1 of 34/22/2010

9. DJJ’s Organizational StructureA. Prevention and Victim ServicesB. Detention ServicesC. Residential Commitment ServicesD. Probation and Community InterventionE. Office of Health ServicesF. Educational ServicesG. Executive Direction and Support10. Code of Ethics11. Drug Free Policy12. Recruitment (Local Liaisons)A. Ideas for RecruitingB. Recruiting Through the MediaC. Recruiting Special Groupsi. Public Service Announcement for Newspapers (Form)ii. Radio Public Service Spot (Form)13. Interviewing, Placement, and TrainingA. InterviewingB. Background Screening and Drug TestingC. PlacementD. A Note on Objectivity and EffectivenessE. Training and Orientationi. Interview Summary (Form)ii. Letter of Appointment as a Volunteer (Form)14. SupervisionA. Getting A Volunteer Started on the JobB. Supervision15. RecordsA. Record KeepingB. How to Use Volunteer RecordsC. Record Keeping FormsD. Other Items to be Recordedi. Volunteer Application Form (Current State of FloridaApplication) Formii. Application for One-Time or Short-Term Volunteer (Form)iii. Volunteer/Intern Service Agreement (Form)16. Evaluations/FormsA. Evaluationsi. Staff Needs Assessment (Form)Page 2 of 34/22/2010

ii. Volunteer Evaluation (Form)iii. Volunteer Evaluation of Assignment (Form)iv. Volunteer Debriefing and Feedback Questionnaire (Form)v. Youth Questionnaire (Form)vi. Program Self-Evaluation- Scorecard (Form)17. Job Descriptions, Training, and OrientationA. Why Volunteer?B. Planning for VolunteersC. The Main Element: Job DescriptionsD. Developing Volunteer Job DescriptionsE. Planning Orientation and Training for Volunteersi. Volunteer Job Description (Form)ii. Volunteer Job Description – Sample 1 (Education Assistant)(Form)iii.iv.Volunteer Job Description – Sample 2 (Office Assistant) (Form)Volunteer Job Description – Sample 3 (Physical Ed./RecreationAsst) (Form)18. Recognition and MaintenanceA. Volunteer RecognitionB. Program Maintenancei. 101 Ways to Give Recognition to Volunteers19. Friends of Juvenile Justice Web-based Volunteer ProgramA. What is Friends of Juvenile Justice Program?B. Registering as a VolunteerC. Selecting Both Non-Contact and Contact ServicesD. Selecting Non-Contact Volunteer ServicesE. Selecting Contact Volunteer ServicesF. System Maintenance and Report GenerationG. Generating and Modifying RecordsH. System Menu ItemsI. Closing Out a Record20. Department of Juvenile Justice Volunteer Services Program Policy(FDJJ – 1003.17)Page 3 of 34/22/2010

DJJORGANIZATIONALCHARTThe DJJ Bureau of Personnel maintains thisdocument. A current copy can be obtained byaccessing the DJJ Internet and clicking on “AboutUs”.

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER PROGRAMMISSIONThe mission of the volunteer program is to augment and enhance the jobs beingperformed by the juvenile justice staff. The volunteer program enables thedepartment to increase both the quality and the quantity of juvenile justiceservices and programs provided throughout the state.DEFINITIONA DJJ volunteer is any person who provides goods or services to the Departmentof Juvenile Justice but is not a salaried employee and does not receive salarycompensation. As an “unpaid employee,” the volunteer is held to the same rules,regulations, and laws as are juvenile justice employees. Volunteers are coveredby state liability protection, workers’ compensation and are protected against tortclaims from youth. Mentors and interns are considered to be volunteers underthis program.BACKGROUNDVolunteers have worked in the Florida juvenile justice system for the past severaldecades, devoting countless hours to making the juvenile justice system moreeffective. Traditionally, in Florida, the major thrust and responsibility for thevolunteer program in residential facilities has come through the efforts of theRecreation Therapist. Consequently, the greatest utilization of volunteers hasbeen in the areas of religious activities and alcohol and substance abuseprograms.It was once estimated that 93 million Americans volunteered an average of 4.2hours a week and gave a total of 15.7 billion hours to volunteer services. Theuse of volunteer services in the criminal justice settings, including juvenile justice,has been sporadic at best. Although it is estimated that the criminal justicesystem draws less than one-half of 1% of the available volunteer pool in America,the 1990s seemed to be a decade of increased criminal justice volunteerism.Establishing links between community volunteers and youth is a continuingchallenge for juvenile justice administrators.

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMMANUAL PURPOSE AND ORGANIZATIONA. Manual PurposeThis manual is designed to provide Circuit Coordinators, RegionalLiaisons, and Facility/Program (Local) Liaisons with information about theDepartment of Juvenile Justice and issues related to the use of volunteersand interns in our programs and facilities. It is also designed to provide auniform and consistent process for the recruitment, selection, training,placement and monitoring of volunteers within DJJ.This manual is intended as a supplemental resource and is not providedas a replacement for any other materials developed and used at the locallevel.This manual also provides an overview of the automated Friends ofJuvenile Justice Volunteer Services Program. This program is designedto provide a quick and simple method for potential volunteers to obtaininformation about volunteer opportunities within the Department. It alsoallows the potential volunteer the opportunity to submit their name andother pertinent information to their local Circuit Coordinator so that theycan be provided additional information concerning the volunteer servicesopportunities available within DJJ.B. Manual OrganizationThis manual is organized to serve as a quick reference for a broad rangeof issues. The manual incorporates the use of chapters, sections,subsections and reference sections related to each chapter. The goal isto create a document that will enable Circuit Coordinators and Liaisons togain a working knowledge of their duties and responsibilities, the juvenilejustice system and the Department of Juvenile Justice. It is designed tobe user friendly for DJJ staff members and providers.ChaptersThis manual consists of 21 chapters of information. Each chapter iscomposed of related topics under the general chapter heading and areference section.SectionsBecause of the amount of information, most chapters are divided intosections. A section is a subdivision of a chapter that identifies importantissues related to the chapter. The section headings are indicated in theTable of Contents.Chapter 6Page 1 of 24/22/2010

SubsectionsA subsection is used when the information within a section is so broad thatthe information must be divided into smaller, more manageable segments.Page NumbersThe page number system identifies the location of information by chapterand page. The pages within the chapters are numbered consecutively;each number begins with the chapter number, followed by a sequentialpage number. This numbering system allows revised and expandedpages to be added without disrupting the chapters before and after therevised materials.Reference SectionsSome chapters include a reference section of supplemental information.This section will be updated as new data and reference materials areavailable. In some instances, the reference material is a duplicate ofmaterial in the text. It is included as a reference to allow for ease induplicating materials for use in training as hand-outs or overheads.UpdatesThis resource manual should be viewed as an on-going effort, rather thana final and complete product. The information contained in the manualneeds to be revised and updated as circumstances change. As newinformation is produced, the Agency’s Volunteer Services ProgramAdministrator will provide periodic updates to this resource.Please forward any questions or comments regarding this manual to:Florida Department of Juvenile JusticeOffice of Administrative ServicesVolunteer Services Program Administrator2737 Centerview DriveTallahassee, Florida 32399-3100Telephone: 850-921-0850Suncom: 291-0850E-mail: Morrison.King@djj.state.fl.usChapter 6Page 2 of 24/22/2010

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMDJJ VOLUNTEER SERVICES PROGRAM STRUCTUREA. Four Levels of the DJJ Volunteer Program Structure:1. DJJ Volunteer Services Program Administrator2. Circuit Coordinator3. Regional Liaison4. Local (Program/Facility) LiaisonB. DJJ Volunteer Services Program Administrator1. Specific Dutiesa. Works with Circuit Coordinators, Regional Liaisons and Local Liaisons toupdate training and materials that will encourage a standardized system ofpurpose, methods, rule adherence, and acceptable behavior betweenvolunteers and youth.b. Assists in recruiting and training of volunteers from the general population aswell as from community organizations and universities to work within thedepartment’s programs with youth clients by being a mentor, tutor, caseworker or office worker.c. Promotes volunteering and mentoring by developing partnerships with localcivic organizations, retired members of military organizations, women’sorganizations, senior citizen communities and others. Local liaisons willpromote internships and work study programs with universities andcommunity colleges located within their areas.d. Provides technical assistance to Circuit Coordinators, Regional Liaisons andLocal Liaisons.e. Assists with monthly reports as needed.f. Promotes all DJJ initiatives (Faith Initiatives, Business Partners, GirlsInitiatives and others) and volunteerism by assisting with local media andorganizations.g. Provides consultation to volunteer liaisons concerning the initiation,development, evaluation and expansion of a program of volunteerparticipation.2. General Informationa. The DJJ Volunteer Services Program Administrator (VSPA) coordinates allsegments of the volunteer program. This includes all programs dealing withvolunteers, mentors and interns. It also includes coordination of the DJJ“Friends of Juvenile Justice Volunteer Services Program”, for which the VSPAserves as the System Administrator. The VSPA assists Circuit Coordinators,Regional Liaisons and Local Liaisons in planning, initiating, promoting,facilitating, directing, and evaluating the circuit and local programs forvolunteer services.Chapter 7Page 1 of 44/22/2010

3. Goalsa. To provide direction for the maximum utilization of volunteers who will provideactivities to enhance and supplement services for youth, and to increasepublic understanding of the department and the individuals it serves.C. Circuit Coordinator1. Specific Dutiesa. Monitors the Friends of Juvenile Justice Volunteer Services Programdatabase to ensure a timely response to any potential volunteer who hasindicated a desire to provide volunteer services in his or her region.b. Serves as the point of contact for the DJJ VSPA on issues in their circuitdealing with the Friend of Juvenile Justice Volunteer Services Program.c. Provides appropriate information and assistance to potential volunteers whohave registered through the Friends of Juvenile Justice Volunteer ServicesProgram.D. Regional Liaison1. Specific Dutiesa. Coordinates the collection and monthly reporting of volunteer information tothe DJJ VSPA. This information includes, at a minimum, the total number ofvolunteers and hours for each program or facility located in their region.b. The Regional Liaison shall utilize the DJJ “Volunteer/Mentoring ReportingForm” (Page 7-A) to submit the monthly report if an automated submissionsystem is not available.E. Local Liaison1. Specific Dutiesa. Recruits, interviews, trains and provides orientation information for newvolunteers. Also assists in matching volunteers for specific jobs.b. Maintains all necessary files and records pertaining to volunteers.c. Serves as a liaison between the community and the facility, the staff and thevolunteers, and the volunteers and the youth.2. General Informationa. A volunteer should clearly understand who their supervisor is, just as a paidmember of the staff does. Volunteer liaisons are the coordinators for theirprograms, while the staff member to whom the volunteer is assigned wouldbe the supervisor for that volunteer. Volunteer liaisons should be available tovolunteers and staff to answer questions and hear suggestions or problemsthat the volunteer or staff person may be having.b. Volunteer liaisons are in a unique position while working with both paid andunpaid staff. It takes a special approach to meet the challenge effectively.You should be dynamic, flexible and diplomatic to meet the ever-changingneeds of volunteers.Chapter 7Page 2 of 44/22/2010

F. Chaplaincy Services and Faith Community Network Program1. Chaplaincy Services Visiona. The vision of the Chaplaincy Services program is to ensure that every youthand their families have access to chaplaincy services during times of familycrisis.2. Chaplaincy Services - Prioritiesa. Establish Chaplaincy Services statewide that would make available to youthand their families pastoral counseling, emotional support and pastoral careduring times of personal and family crisis situations.b. Chaplaincy Services would be available to youth in residential programs,detention centers and to youth in the community that are on probation,aftercare or participating in prevention programs, in an effort to restore ouryouth, their families and communities.c. A youth or family’s participation in the Chaplaincy program is voluntary andevery effort will be made to ensure a Chaplain of their chosen faith isavailable.d. Chaplaincy services will be made available through:i. Providing accessibility for faith communities and faith-basedorganizations to provide chaplaincy services to youth and their families.ii.iii.iv.Establishing a positive, proactive relationship with faith leaders andencourage their involvement in providing chaplaincy services to youthand their families.Developing an active team of volunteer Chaplains to respond to youth orfamily in crisis.Recruiting a resource of volunteers through faith community partners toprovide programs and services to youth and their families.v. Assisting in the identification of a youth and their family’s needs.vi.vii.Providing a system of notification to enhance the response to a youthand their family in a time of need.Maintaining contact with youth and family throughout the juvenile justicecontinuum.3. Faith Community Network Missiona. The mission of the Faith and Community Network is to provide a full range ofprograms and services to prevent and reduce juvenile delinquency inpartnership with faith and community based organizations. This effort isdesigned to use a balanced approach that increases public safety andensures the children and families of Florida live in safe, nurturing communitiesthat provide for their needs, recognize their strengths and support theirsuccess.Chapter 7Page 3 of 44/22/2010

4. Faith Community Network - Priorities:a. Establish a comprehensive partnership with faith and community basedorganizations in each judicial circuit in order to create a statewide networkthat identifies organizations that have committed themselves to thispartnership; and to identify the specific services available through thoseorganizations by:i. Supporting the faith and community based organizations to enhanceexisting programs, and develop and implement new programs andservices designed to meet the needs of youths and their families. Suchservices may include job training and placement, educational assistance,mentoring, counseling, recreational activities, after school programs,follow-up/after care programs, and other support services.ii. Establishing a positive, proactive relationship with faith leaders andiii.encourage their involvement in juvenile justice issues.Recruiting and developing a resource of volunteers through faith andcommunity partners to work with youth (both delinquent and nondelinquent).b. Developing and maintaining a resource guide on all involved organizations forthe purpose of improved communication and coordination regarding theavailability and use of services and resources.Chapter 7Page 4 of 44/22/2010

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER/MENTORING/INTERN REPORTING FORM(ALL REPORTS ARE DUE TO DJJ HEADQUARTERS NO LATER THAN 12:OO PM, ON THE 10TH DAY OF THE MONTHFOLLOWING THE REPORTING PERIOD)Name of Program/FacilityLocation:Contact’s NameTelephone NumberProgram Area: Detention Prevention Probation Residential OtherREPORTING PERIODCalendar Year 2010Reporting Period: January JulyFebruaryAugustMarchSeptemberAprilOctoberMayNovemberJuneDecemberVOLUNTEER, MENTOR, AND INTERN HOURS# of (Non Faith Based) Volunteers # of hours volunteered# of Mentors # of hours volunteered# of Interns # of hours volunteered# of Faith Based Volunteers # of hours volunteered# of DJJ Employee(s) # of hours volunteered0.00 TOTAL Number of Volunteers 0.00 TOTAL Number of Volunteers• Please report both the number of people and the number of hours.• Mentor hours must involve direct contact with youth.• Faith/Community Based hours must be performed under the auspices of a faith-based organization.• All DJJ employees must record their volunteer and mentor hours in the People First System.Note: Right click each shaded Total cell and select “Update Field” to automatically total each column.To clear form, click padlock on toolbar to unlock form and then click again to lock it.Page 7-AVolunteer-Mentoring Report Form (7-A)Revised 04/10

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMA. Historical SummaryJUVENILE JUSTICE IN FLORIDAThe historical information in this section is intended to provide you with a brief summaryof events related to the juvenile justice system in Florida. The information included isrelevant to the evolution and environment of the current juvenile justice system.The juvenile justice system in Florida was for many years, a part of the Children, Youthand Families Program within the Department of Health and Rehabilitative Services.During the late 1970s and throughout the 1980s, the juvenile justice system suffered aloss of beds when delinquency programs were de-institutionalized. The only juvenilejustice serious habitual offender program, the Lancaster Youth Facility, was transferredto the Department of Corrections, which operates it as a prison today. In 1985, theLegislature closed the Alice B. McPherson School in Ocala, eliminating beds for girlsand younger boys.The “Bobby M.” consent decree, signed in 1987, mandated a number of changes,including a reduction in training school populations, improved living conditions andprogramming, appropriate assessment and placement, and implementation of anadequate continuum of community-based programs and services for committed youth.Training school populations were reduced from nearly 900 beds per school to just 100per school. The combination of the reduction in commitment beds and the increasedreferrals to the system resulted in long waiting lists for placement in residentialcommitment programs. Monitoring by the federal court continued until 1996, when thesanctions were lifted following satisfactory compliance by the state.In the 10-year period 1983 to 1993, the number of referrals for delinquency increased 95percent. During this same period, the system’s commitment capacity increased by only39 percent. As a result of this situation, some of the youth entering the juvenile justicesystem during this period:• were placed in the few existing community-based programs;• were transferred to adult court at an accelerated rate;• had reduced lengths of stay so more youth could move through the system;• were inappropriately placed in other programs; or• were placed on community control or released to their parents.Juvenile Justice was only one program area under the large organizational structure ofthe Department of Health and Rehabilitative Services (HRS), with its 45,000 employeesand hundreds of social services programs,. As the incidence of youth crime grew andmore public attention was focused on the issue, the Legislature recognized the need totake action.Chapter 8Page 1 of 34/22/2010

JUVENILE JUSTICE REFORM ACT OF 1990Recommendations came from the Juvenile Justice System Review Task Force(established by 1989 Legislature) to review the Juvenile Justice system. Some of theserecommendations:Emphasized prevention, diversion and early intervention programs for bothdelinquent and dependent Youth.Funded alcohol, drug abuse and mental health (ADM) beds for youth.Called for reduced caseloads and increased use of alternatives to secure detention.Expanded community-based commitment programs to serve youth in their homecommunities.Additionally:1992The planned cost of full implementation was estimated at $100 million.Economic downturns experienced that same year greatly reduced funds available toimplement this act.Actual appropriations totaled $52 million for more than 1,000 juvenile justice beds,400 alcohol and drug abuse beds and 500 delinquency case managers.Commitment waiting lists grew while expansions of programs came to a halt.The Assistant Secretary for Delinquency Services within HRS was established.1993 HOUSE BILL 1927Juvenile Justice Services as a separate division within HRS, headed by a DeputySecretary with direct line authority over the juvenile justice continuum, including 15districts headed by newly create juvenile justice managers.Strengthened system capacity and program diversity.Allocated $67 million to help fund effective remedial services for delinquent youth.Created juvenile justice county councils and district boards charged with assessingand planning their local system, making recommendations for changes, and workingwith the department to implement the changes.Created the Community Juvenile Justice Partnership Grant Program to fundcommunity-based delinquency prevention, intervention and school safety projects.Chapter 8Page 2 of 34/22/2010

JUVENILE JUSTICE REFORM ACT OF 1994Created the Department of Juvenile Justice, headed by a Secretary who is appointedby the Governor; established DJJ as a “criminal justice agency.”Charged the Secretary with planning and managing all juvenile justice programs inthe continuum and overseeing operations in 15 districts.Increased funding for all areas of the juvenile justice continuum, including fundinglocal schools safety projects, after-school programs, dropout prevention and truancyintervention programs.Increased penalties for youth offenders, including unlimited detention for youthsentenced to more restrictive treatment levels.Funded 1,175 additional commitment beds and slots and 225 secure detention beds.Created a nine-member Juvenile Justice Advisory Board responsible for outcomeevaluation of all Juvenile Justice services and programs.Established the maximum-risk residential commitment program for serious andhabitual offenders. It funded 100 maximum-risk beds.Allowed law enforcement agencies to release the name, address and photo of achild, regardless of age, if arrested for a felony or with three or more previousmisdemeanors.LEGISLATION SINCE 1994Since 1994, legislation has been passed to make a number of technical andclarification corrections in statutes amended by the 1994 reform act.Overall, the Department of Juvenile Justice received an increase of more than $64million in the 1995 session which included funding for the construction of 560 beds,the operation of 851 beds and 271 slots, and the creation of 168 full time positions.B. OVERVIEW: JUVENILE JUSTICEThe Department of Juvenile Justice was established by an act of the Legislature thattook effect on October 1, 1994. DJJ became the state’s newest criminal justiceagency in response to the growing problem of youth delinquency. Currently, thedepartment oversees 20 circuits, 26 regional detention centers, and more than 150residential and non-residential commitment programs.The Legislature created the Department of Juvenile Justice as a centralizedadministrative structure to minimize administrative costs and allow local offices tofocus on services.Chapter 8Page 3 of 34/22/2010

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMDJJ’s Organizational StructureThe Department of Juvenile Justice is comprised of seven (7) main divisions. Thesedivisions are as follows:A. Prevention and Victim ServicesB. Detention ServicesC. Residential Commitment ServicesD. Probation and Community InterventionE. Office of Health ServicesF. Educational ServicesG. Executive Direction and SupportTo learn more about these divisions and their role within the Department visit “Learnmore about the Florida Department of Juvenile Justice”(http://www.djj.state.fl.us/AboutDJJ/index.html) and click on the 2007-08 DJJ AnnualReport. This report is updated on an annual basis.Chapter 9Page 1 of 14/22/2010

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER’S AGREEMENTCODE OF ETHICSAs a volunteer with the Florida Department of Juvenile Justice, I will abide with the rulesand regulations of the Department and with the provisions outlined in FDJJ Policy andProcedure 1900, titled “ Employee Code of Ethics and Personal Responsibility”.Further, I will abide by the following code of ethics that has been developed by theAmerican Correctional Association for it’s members and as a model for other criminaljustice staff and participating volunteers.Relationships with Clients, Colleagues, Other Professionals, and the Public:Members shall respect and protect the civil and legal rights of all individuals.Members shall treat every professional situation with concern for the welfare of theindividuals involved and with no intent of personal gain.Members shall maintain relationships with colleagues to promote mutual respectwithin the profession and improve the quality of service.Members shall make public criticism of their colleagues or their agencies only whenwarranted, verifiable, and constructive.Members shall respect the importance of all disciplines within the criminal justicesystem and work to improve cooperation with each segment.Members shall honor the public’s right to information and share information with thepublic to the extent permitted by law subject to individuals’ right to privacy.Members shall respect and protect the right of the public to be safeguarded fromcriminal activity.Professional Conduct and Practices:Members shall refrain from using their positions to secure personal privileges oradvantages.Members shall refrain from allowing personal interest to impair objectivity in theperformance of duty while acting in an official capacity.Chapter 10Page 1 of 24/22/2010

Members shall refrain from entering into any formal or informal activity or agreement,which presents a conflict of interest or is inconsistent with the conscientiousperformance of duties.Members shall refrain from accepting any gifts, service or favor that is or appears tobe improper or implies an obligation inconsistent with the free and objective exerciseof professional duties.Members shall clearly differentiate between personal views/statements andviews/statements/positions made on behalf of the agency.Members shall report to appropriate authorities any corrupt or unethical behavior inwhich there is sufficient evidence to justify review.Members shall refrain from discriminating against any individual because of race,gender, creed, national origin, religious affiliation, age, disability, or any other type ofprohibited discrimination.Members shall preserve the integrity of private information; they shall refrain fromseeking information on individuals beyond that, which is necessary to implementresponsibilities and perform their duties; members shall refrain from revealingnonpublic information unless expressly authorized to do so.Members shall respect, promote, and contribute to a workplace that is safe, healthyand free of harassment in any form.ACKNOWLEDGMENT(Please print clearly)I(Volunteer’s Name)on(Date)at(Location)acknowledge that I have read andunderstand the Code of Conduct.Volunteer’s Signature & TitleVolunteer’s Supervisor Signature & TitleChapter 10Page 2 of 24/22/2010

DRUG FREE POLICYA current copy of FDJJ Policy 4.07 (to berenumbered 1004.07), titled “Employment DrugTesting Programs and Procedures” is availableon the Department’s Policies and Procedureswebsite.http://www.djj.state.fl.us/policies_procedures/index.htmlChapter 11Page 1 0f 14/22/2010

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMRECRUITMENT(LOCAL LIASONS)Now you are ready for volunteers. There are a number of ways you can recruitvolunteers. Recruit volunteers that your facility needs and can use. With a smallnumber, you should be able to foresee problems that could arise later withgreater volunteer involvement.Word-of-mouth is the best recruitment tool that exists. For those of you whohave had limited volunteer involvement, you will be the voice in the community.Talk to groups and clubs and attend meetings. Your visibility in the communitymakes people aware of your facility and its needs. After a period of time,volunteers will become a voice for your facility.Volunteers who like what they are doing are the best advertisement of volunteerservices. Their enthusiasm may spread spontaneously or may be directedspecifically to reach friends who may be interested in volunteering. Whether in aone-on-one conversation, over the telephone to a friend, getting together in asocial situation, or in a speech to a group, there is no substitute for personalcontact between recruiters and potential volunteers.A. Ideas For Recruiting– Have an open house and give people a chance to see yourfacility/program and to hear about your program. This would also be agood opportunity for the public to meet your staff.– Speeches to groups who are themselves searching for appropriatevolunteer roles and whose special purposes already coincide with those ofyour volunteer program are excellent settings for recruiting volunteers.When meeting with groups with their own service projects, the recruitershould be careful not to imply that the facility is trying to absorb or takecredit for the group’s activities. Emphasis ought to be placed on the needfor cooperation and expanding the scope and effectiveness of volunteerservices.– There are a number of films about volunteers and volunteering availableon a loan, rental or purchase basis from a variety of sources, such asgovernment agencies and private organizations working in special fields,such as agingChapter 12Page 1 of 44/22/2010

– If videos involving the volunteer role in a particular area of interest arehard to find, an effective video dealing with the problem of the general fieldcan add to a discussion and serve as a stimulus to recruitment.– Power Point, VISIO, and other software programs add drama to anypresentation. This is a flexible and economical medium that is easy toupdate. These presentations can also be automated with narration, musicand/or sound effects. The presentation should be carefully chosen so thatit will enhance, but not overshadow, the verbal message that you want todeliver. A public relations expert in your community can volunteer to helpput this type of program together, or student or staff at a local communitycollege.– Good pictures can be useful in a variety of ways. They can illustratenewspaper articles, be used for TV spots, bulletin boards and methods ofpresentations. Enlargements might decorate the volunteer office,business offices, lobbies, and store windows. An amateur photographeror a volunteer professional is an asset to the volunteer cause.– Large, colorful charts can be used to illustrate the relationship of volunteerservices to agencies in the community. Charts can provide anotherdimension to gain and retain audience attention.– An exhibit telling the story of the program and citing the participation ofvolunteers can be rotated throughout the community. Bank lobbies,supermarkets, social service centers, schools, museums, libraries, storewindows, and recreation centers are spots where colorful displays willattract attention. Volunteer activities and achievements can be highlightedand information presented so people who are interested will know whereto inquire about becoming volunteers.– A colorfully decorated bulletin board with information about volunteeropportunities, descriptions of the programs, and other information canattract new volunteers. Posters in churches, libraries, barbershops, coffeeshops, Laundromats, and supermarkets will reach different groupsaccording to your needs.Chapter 12Page 2 of 44/22/2010

– Start with a list of people with skills, backgrounds, and qualificationspertaining to your program needs. Invite them to visit the Department’swebpage and the “Friends of Juvenile Justice Website.”– Appeal to religious and civic groups, technical colleges and universities.Being a visible force in the community is good public relations, and it willincrease public awareness even if it does not bring in volunteersimmediately.– Volunteer fairs may fulfill a variety of purposes, with recruiting often one ofthe central goals. Generally, many programs take part in a fair which issponsored by a community organization. Fairs run one or two days withdisplays. Staff and volunteers are on hand to discuss all aspects of theirprogram, including volunteer openings. Speakers and panel discussionsmay be included. Organizing a volunteer fair is an enormous undertaking.You may wish to discuss with other local agencies, the value of theenterprise in the community. Be prepared to join in the work and planningif the idea is accepted.B. Recruiting Through the MediaPublic service announcements, a good, inexpensive form of recruitment, arebeing used more and more. Radio and television stations, including cablesystems, will put your announcement on the air at no cost. The competitionfor public service time is sharp. Local newscasts and talk shows provide agood forum for TV coverage. Each station’s news director and communityaffairs director should be on the list to receive your volunteer news releases.Watch for other shows that offer an opportunity for a recruitment message.Interested volunteers who are willing to be interviewed add the human touch.Recruitment may be an indirect theme. The vital information lies in showingclearly how volunteers fit into the facility’s programs. Education channels andlocal cable access channels may be another source of publicity.Radio can reach a large, varied audience at a small cost. Try a radio jingle tocatch attention. Ask important visitors to record a brief message. Discjockeys can work your notice into their programs. Consult someone in themedia for help in constructing these announcements.You may wish to contact the DJJ Communications Office for information onworking with the media.Chapter 12Page 3 of 44/22/2010

C. Recruiting Special GroupsServices are sometimes needed from volunteers with particular training andskills. Artistic, secretarial, accounting, public relations, carpentry, and counselingskills are some of the professional abilities which may play an important role inyour volunteer program. Aim the request for help at the appropriate group.Approaching a corresponding professional association, union, or service clubcould be a first step. Direct mail to any membership list you may be able toobtain in order to reach a select audience. Specific requests through the mediamay also bring results.Increasingly, older people have been invited and encouraged to volunteer.Volunteering can serve a dual purpose, helping the individual to feel valuable aswell as assisting a program and its clients.Recruitment efforts can be directed at retired employees, senior citizen clubs,churches, and older neighborhoods. Radio spots may reach older people.Transportation is often a determining factor in whether senior citizens can workas volunteers.Recruiting members of low-income communities for volunteer activities may be attime a frustrating experience, but their contributions can be so valuable for boththe people they help and themselves that you should not overlook this potentialsource of volunteers.Chapter 12Page 4 of 44/22/2010

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMS A M P L E(PLEASE CONTACT THE DJJ COMMUNICATIONS OFFICEFOR ASSISTANCE WITH THIS FORM)Public Service Announcement for NewspapersFor more information contact:Facility/Program Contact PersonAddress of Facility/ProgramTelephone NumberDateFOR IMMEDIATE RELEASE(Dates to appear in newspaperfrom toPUBLIC SERVICE ANNOUNCEMENTVolunteers Make a Difference. This statement is proven daily by hundreds ofFloridians who, as volunteers, enter juvenile justice facilities or programs in ourstate. These volunteers are a major and essential resource for the Department ofJuvenile Justice. They see the many problems and responsibilities of the youth andjuvenile justice staff. They also see the potential good that can be accomplished.These volunteers serve in many ways, working with youth, supplementing staff,providing services and goods. They also form a personal bridge between the youthand the community.Being a volunteer brings personal satisfaction and an opportunity for self-growthwhile helping others. Volunteers perform a varied number of roles, such as, tutoring,conducting recreational activities, bringing in groups to perform, or donatingmaterials.WOULDN’T YOU LIKE TO MAKE A DIFFERENCE?For more information, contact Contact Name at the Program Name located atAddress, Telephone NumberPage 12-A

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMS A M P L E(PLEASE CONTACT THE DJJ COMMUNICATIONS OFFICEFOR ASSISTANCE WITH THIS FORM)For More Information Contact:Facility Contract PersonAddress of FacilityTelephone NumberFOR IMMEDIATE RELEASE(Dates to be airedRadio Public Service Spot(15-30 seconds)FromtoPUBLIC SERVICE ANNOUNCEMENTVolunteers do make a difference. A major resource for the FloridaDepartment of Juvenile Justice is the private citizen serving as avolunteer. Volunteers serve by working with youth, supplementing staff,providing goods and services, and bridging the gap between the youthand the community.The Program/Facility Name in City Florida needs you as a volunteer.List area of need.If you are interested, or would like more information, contact ContactName at Program/Facility Name at Telephone Number.Page 12-B

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMA. INTERVIEWINGINTERVIEWING, PLACEMENT AND TRAININGOnce the initial contact has been made with a prospective volunteer, apersonal interview is the second step toward placement. An interview willgive you and the volunteer a chance to know each other and to assess thesituation. You will want to see how comfortably the person fits in and they willwant to discuss the volunteer assignment.During the interview, you should get information pertaining to the volunteers’interest and the amount of time he/she is available. The volunteer shouldcomplete an application form.During the first screening, keep the atmosphere friendly. Be sure that thesetting for the interview maintains privacy, is inviting and comfortable and letsthe volunteer know of your attention and interest. Plan on taking anappropriate amount of time for this session. After a good exchange ofinformation, both you and the volunteer will leave with positive feelings of aproductive interview. In conversation, find out the volunteers’ interest andmotivation for wanting to work with the Department. The goal of the interviewshould be for you to know where and if the person will fit in. Relax and enjoymeeting the volunteer.B. BACKGROUND SCREENING AND DRUG TESTINGAll volunteers, interns and mentors are required to follow the backgroundscreening process for applicants, as outlined in FDJJ Policy and ProcedureNumber 1800. A volunteer who assists on an intermittent basis for less than10 hours per month need not be screened if a person who meets thescreening requirement of this section is always present and has the volunteerwithin his or her line of sight (Sections 985.644(1)(a) and (4), FloridaStatutes).C. PLACEMENTNow you have two things to use as tools to assist you in placing yourvolunteers. You have the job description and the volunteer’s application form.The job description tells you about the position, and the application shows avolunteer’s area of interest. By matching these interests with your needs, youcan help the volunteer and your facility achieve a stable and mutuallysatisfying relationship. The key word throughout is matching – matchingChapter 13Page 1 of 34/22/2010

volunteers’ skills to facility/program needs, youth interest to volunteers’interest, and facility/program goals to volunteers’ motives.At times you may have openings in the volunteer’s area of interest.Volunteers are applying for a job and are interested in making a contributionto your facility/program. If you do not need their help, be honest. Do notplace them somewhere because you feel obligated to accept everyone asvolunteers. Everyone can be a volunteer, but not everyone can volunteerin your facility/program. Be selective and do not overload staff with helpthey do not request or need. Volunteers must feel needed and useful. Youcan always refer them to another agency or keep their application on file.D. A NOTE ON OBJECTIVITY AND EFFECTIVENESSIn matching the facility/program goals with the volunteer’s motive, you mayfind it appropriate to consider the degree of objectivity the volunteer will beable to maintain because of his/her motivation. Some people come to yourfacility/program to volunteer because of strong personal feelings whichresulted from an experience of their own or that of someone very close tothem. Although their intent may be to put the facility/program goals first andpersonal crusades second, such volunteers will probably not be able tofunction effectively within your framework.Volunteers with personal commitments to the goals and principles set downby your facility/program may prove to be the most effective persons inworking with youth. A volunteer who has personally known the situations thatyouth are dealing with may also have a lot of credibility with them, so personalcommitment should by no means automatically indicate that a volunteer willbe to close to a situation to be effective. Objectivity is a vital part ofeffectiveness and maintaining objectivity should be included in a volunteer’sorientation. By clearly expressing the goals of your facility/program, andmaking certain that the volunteer understands that those goals are theobjectives of your program, both the volunteer and your facility/program willbe on the right track.E. TRAINING AND ORIENTATIONThe Association of Voluntary Action Scholars found in research that an hourspent in training the volunteer would yield about 15 hours in service. It iscertainly a crucial element in a successful volunteer program, and it is onethat volunteer coordinators stress as being important. Good training is alsosomething that volunteers often use as their first way to evaluate yoursupervision of them. If you start a volunteer off with appropriate andadequate training, the volunteer can begin with a positive frame of mind aboutyour ability to provide the training needed to do a good job. In trainingvolunteers, the goal is to equip them to perform the tasks you assign.Chapter 13Page 2 of 34/22/2010

Your training program should follow the outline listed below. This outline wasdeveloped to provide to the volunteer, an understanding of thefacility/program and of the Department of Juvenile Justice and includes:1) An explanation of the program, including it’s goals and objectives2) An introduction to the staff, including those staff who will besupervising the volunteer3) An introduction to the Department of Juvenile Justice and yourfacility/program – its programs, population, tour of the facility etc,4) A discussion of the volunteer’s role – including who or what will benefitfrom his/her participation5) An introduction of the volunteer’s immediate supervisor6) Guidelines governing volunteer programs7) Department lingo and acronyms8) The DJJ Drug Free Policy9) The DJJ Email and Internet Usage Policies.Sufficient and current information must be given out during the orientationsession to provide a clear understanding of DJJ’s volunteer program.Allowing a training program to be opened to interested persons may createthe interaction necessary to screen prospective volunteers. It will also let thecommunity know about your needs and your program. Although somepersons may not participate as volunteers in the program, you may havegained an advocate and the community will be more informed about DJJ.You should inform staff and volunteers about the time, place, and agenda forthe training. To develop relationships between staff and volunteers, staffshould be involved in planning and carrying out the training session.On-the-job training allows the volunteer to learn the job while performing itunder special supervision. This includes any specific knowledge or skillsneeded before actually beginning the job. Volunteers are eager to get towork, and this type of training lets them get started and learn at the sametime.Continued training allows the volunteer to grow in knowledge, skills, andabilities. Visual presentations may be included and may involve both staffand volunteers. When changes occur in agency policies or goals, or thevolunteer’s job changes, this type of training is necessary.Chapter 13Page 3 of 34/22/2010

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMINTERVIEW SUMMARYApplicant’s NameAddressTelephoneZip CodeEmail AddressIntervi ewer(s)DateRestrictions on time available (Ex: must be home by 3:00, weekends, vacation in July, etc).Attitudes: toward youth - will/won’t work directly with youth, etc.Education – Aptitude - Skills:Motivation (Why person wants to volunteer, other experiences in volunteering, trying a newtype of work, work experience):Physical Limitations/Health ConcernsTransportation (Is this a problem?)Interviewer’s CommentsAcceptedWithdrew VoluntarilyRecommended for another volunteer assignmentUnacceptableWhy?SignedSignedSignedDatePage 13-A

LETTER OF APPOINTMENT AS A VOLUNTEERDateDear Mr./Ms..Volunteer's Name:I would like to congratulate you on becoming a volunteer with the FloridaDepartment of Juvenile Justice. Volunteers are an important contributing factorin making the Department’s programs more effective. You will be volunteering atthe Name of Juvenile Justice Facility/Program.I cordially welcome you on behalf of my colleagues, and look forward to workingwith you. Your supervisor will be Supervisor's Name at Name of Juvenile JusticeFacility/Program.If you have any questions, please feel free to contact your supervisor atSupervisor's Telephone Number or you can reach me at Volunteer Liaison'sTelephone Number.Sincerely,Volunteer LiaisonEnclosurePage 13-B

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMSUPERVISIONA. GETTING A VOLUNTEER STARTED ON THE JOBSo you have designed your volunteer program, enlisted the support andunderstanding of the staff, written job descriptions, recruited, oriented andtrained the volunteers, and they are ready to go to work. Now you wonderwhat do I do with them? Put them to work naturally. Here are a few things tokeep in mind:• Be sure that the supplies and equipment that are needed for the volunteerto perform his/her duties are ready and available. Office space,equipment, etc. should be located before the volunteer is recruited.• The first day on the job for anyone is always important, and volunteers areno exception. Keep in mind and remind the volunteer’s supervisor, ifnecessary, that the volunteer’s only compensation is the enjoyment andaccomplishment of the work. Your efforts to make the experience apositive and enjoyable one for the volunteer will result in a satisfiedvolunteer.• The volunteer’s supervisor should remember that starting someone off in anew job will require more time and availability and should plan to take thattime when the volunteer arrives.• It is important that the volunteer knows the tools and resources for doingthe job—and where to go to for specific help and information. He/sheshould also know the mechanics of performing the job.B. SUPERVISIONSupervision can be a major factor in the success or failure of a volunteerprogram. Volunteers require support and assistance and will often quitbecause staff members are too busy to see them or forget that they arecoming. Supervising volunteers is similar to that of supervising employees.The supervisor must ensure that the volunteer feels that he/she is a part ofthe team. Supervision should be a continuous process. Most volunteers areusually so well motivated that supervision in the sense of checking-up is lessneeded than guidance in doing the best job possible. It is important that thesupervisor be sensitive to loss of interest, frustration, boredom or insecuritythat may lead to poor performance.The relationship between volunteers and supervisors should be such thatvolunteers feel comfortable in going to the supervisor to discuss problemsChapter 14Page 1 of 24/22/2010

and successes encountered in their work. The amount of supervision willdiffer with each volunteer and the type of job being done.Volunteers should be kept informed. They ought to always know what theyare doing, why it is being done and what the expected results are.Supervision enables the volunteer to complete tasks with enthusiasm andsatisfaction.The book, Your Volunteer Program*, states:“You can build a sense of security in the volunteer organization if you(will)—– radiate confidence– be honest and sincere– be fair, impartial and generous– show sympathetic understanding– explain carefully what the volunteer’s job is– tell the volunteer not only “what”, but also “why”Supervision is necessary for support and assistance, and as a form ofrecognition. It says to the volunteer, “You are important.” Initially, it will taketime to plan for and manage volunteers, but the time you spend in thebeginning is an investment toward keeping your volunteers interested andinvolved.*Mary T. Swanson, Your Volunteer Program, Ankeny, Iowa, 1970, p.147Chapter 14Page 2 of 24/22/2010

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMA. RECORD KEEPINGRECORDSA record keeping system is an important aid for the Department of JuvenileJustice and for the volunteer. Records assist us in emergencies, providecontacts in the community, help staff to see how volunteers are doing, help inrecognizing the accomplishments of volunteers, and in evaluating theprogram. Also, on the Sate of Florida Employment Application, volunteerexperience may count as work experience.A file can be set up for active, inactive and potential volunteers. There are anumber of ways to record this information, both manually and electronically.The number of hours that the volunteer works should always be noted.Volunteer hours are pertinent to evaluating the volunteer, and it may help theDepartment to see and justify the need for more paid positions. Sometimes,computing the dollar value of a volunteer’s time is an effective measuringstick for the importance of the volunteers. Volunteer and intern liaisons shallmaintain a listing of current and past volunteers and interns for possible futureemployment verification.B. HOW TO USE VOLUNTEER RECORDSRecord keeping is vital to a good volunteer program. These are some of the“whys” and “hows” of good volunteer record keeping:– The number of hours served by volunteers may offer substantiationfor the agency when seeking additional funds and documentation ofthe need for the allocation of additional paid positions.– Volunteer hours offer another means of evaluating the volunteerservice, e.g. dependability, consistent performance of service, andaccountability.– Asking a volunteer to be responsible for reporting the number ofhours served, and expecting him/her to do it, tells the volunteer thathis/her work and position is important to the agency.– Statistics provide decision makers with the necessary information tojustify the program and evaluate the service. Legislators talk interms of money. The success of volunteer service involves morethan glowing reports of what volunteers are doing. Cost/benefitfigures go a long way in swaying decision makers who arepreparing to spend taxpayers’ money.Chapter 15Page 1 of 34/22/2010

– Statistical facts are used by the volunteer coordinator in makingstaffing and budget requests for volunteer services activities.– As the program grows and the Department benefits from increasedvolunteer services, budgets for administrative costs must also beincreased. Only with a good reporting and recording system cansuch requests be justified.– Volunteer records can be used by the Volunteer Coordinator tomonitor certain trends or activities. A sudden drop in hours ornumbers of volunteer activities during a specific month may be awarning that something is wrong. You can also tell if a certainvolunteer is over-worked or under-worked.C. RECORD-KEEPING FORMSThe Volunteer Coordinator should keep certain forms on file, which will aid inthe record-keeping system:1. a. Volunteer Application Form (Current State of FloridaApplication Form). This is a vital information sheet, which includesinformation such as name, address, telephone number, SocialSecurity number, driver’s license number and other data requiredby the Department. It must be completed by a volunteer whoprovides continuing volunteer service.b. Form for the One Time Volunteer. To be completed for groups orindividuals who provide a one-time service at your facility.2. Volunteer Job Description3. Agreement Form4. Volunteer ID CardsA helpful suggestion in keeping up with the volunteers is to keep a manilafolder or an electronic file on each volunteer. In this folder/file, you will beable to keep the times that they do volunteer work, information about thevolunteer, and other pertinent information.D. OTHER ITEMS TO BE RECORDEDRecords should also be kept on:– Volunteer job vacancies – when they are filled and by whom– Orientation and training sessions – dates that they occurred, whoattended, and the evaluation of these sessionsChapter 15Page 2 of 34/22/2010

– Community Resources File – groups to contact when volunteers areneeded, who to contact for financial or material donations (interagencyinvolvement councils, voluntary action centers and colleges are goodresources)Records are a vital part of any volunteer program and are particularly helpfulin the next step, Evaluation.Chapter 15Page 3 of 34/22/2010

Volunteer Application Form(Current State of Florida Application)A current copy of this form is available in theBureau of Personnel Forms Library.http://www.djj.state.fl.us/forms/personnel/SOF_Employment_Appl_rev02-09.pdfPage 15 -A

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMAPPLICATION FOR ONE-TIME OR SHORT -TERM VOLUNTEERApplication Date:Name:Address:City: State: Zip:Telephone Number:Email Address:Social Security Number:Volunteer Supervisor Name:Facility/Program:Address:City: State: Zip:Telephone Number:Email Address:Volunteer service(s) to be provided:From:To:Location where service(s) provided:Signatures:(Volunteer)(Supervisor)(Volunteer Liaison)Page 15-B

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER/INTERN SERVICE AGREEMENTThis Agreement forms the basis of understanding between Intern's Name and CircuitCircuit Number or HQ Branch, Florida Department of Juvenile Justice.As a VOLUNTEER, I am acknowledging certain facts and agreeing to the conditionslisted below:1. I am providing goods or services with no monetary or material compensation.2. My services are offered freely and without pressure or coercion, direct or implied,from any member of the Florida Department of Juvenile Justice.3. I am excluded from any provisions of law relating to state employment, to anycollective bargaining agreement, to unemployment compensation, or to any lawsrelating to hours of work, rates of compensation, leave time and employeebenefits.4. I agree to comply with applicable FDJJ policies and procedures and to performduties in an acceptable manner as reviewed by the designated supervisor.5. I am covered by state liability and worker’s compensation.6. I agree to sign and abide by the Code of Ethics as outlined on the attached.________________________________________________ ________________Volunteer’s SignatureDatePage 15-C

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMA. EVALUATIONSEVALUATIONS/FORMSOnce your volunteer program is in operation, allocate time for evaluations.The program and the volunteer in the program should be evaluated.Who should be involved in this process? The staff, volunteers, youth, and thecommunity may all be a part of it. A review of the program may be a groupprocess, while the review of an individual volunteer may be accomplished ona one-to-one basis.Evaluating the program can provide answers to a number of questions: Areobjectives being reached? Are volunteers supplementing the program? Areadditional resources being provided? Are staff members accepting andsupporting volunteers? And, Is recruiting, interviewing and placement goingwell? This evaluation will assist you in further developing your program.Evaluating the volunteer is important as well and should be done on a regularbasis. Like any employee, volunteers like to know how they are doing. Thiskind of review may also bring out any existing problems.Information from volunteers will tell the Coordinator how they view his/herperformance. It may also point out differences between what he/she actuallydoes and what the volunteers think he/she does. The Coordinator may alsoextract from the volunteers’ evaluation, clues to volunteer satisfaction on thejob.Make evaluations a part of your program early on, and with regularity andproper administration, they will be useful instead of threatening.Chapter 16Page 1 of 14/22/2010

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMSTAFF NEEDS ASSESSMENT FORM1. Would you benefit from volunteer services assistance?Yes, please check the appropriate boxes:A. Youth Assistance B. Staff AssistanceTutoringOne-to-one servicesCounselingRecreationInstitutional ServicesResources NetworkingTransportationJob preparation/searchAlcohol and substance abuseFamily supportArt/hobby craftEntertainmentOther:FilingRecord KeepingInformation retrievalReceptionist/Telephone CoverageTrainingFamily ServicesClericalCompleting collateral contactsNonviolent offender monitoringInvestigative reportingAdvisingInterestsOther:No (comments)2. Have you used volunteer assistance/services in the past?If yes, did you consider this experience a success? YesNoIf no, have you had the opportunity? YesNo3. Is there available space for a volunteer work area in your office?Yes No4. How many hours per week could you use volunteer assistance?? up to 2 4 6 8 or hours5. Would you like to be involved in the general training of the volunteer?Yes No6. Would you like to receive training on the benefits and use of volunteers?Yes NoComments:Name:Program:Telephone Number:Page 16-A

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMName:Supervisor:VOLUNTEER EVALUATION FORMWork Area:Date(s) of Service:3-Excellent 2-Good 1-Satisfactory 0-Unsatisfactory NA-Does not applyCheck the Appropriate Answer:1. Demonstrates knowledge of the objective of the agency and of work assignment.3 2 1 0 NA2. Works with peers/co-workers/staff/interns/volunteers to accomplish tasks.3 2 1 0 NA3. Ability to accept and carry out directions of supervisor.3 2 1 0 NA4. Ability to accept and use constructive criticism.3 2 1 0 NA5. Ability to perform tasks without direct supervision; has the motivation to learn newtasks/skills. Looks for things to do.3 2 1 0 NA6. Dependability, punctuality, attendance and completion of tasks.3 2 1 0 NA7. Displays acceptance of the youth, unit, program and activities.3 2 1 0 NA8. Works with youth in a caring manner.3 2 1 0 NA9. The youth show positive responses to the volunteer3 2 1 0 NA10. Any additional comments (might include personal growth, skills and job satisfaction)Evaluator’s Signature:Date:Volunteer’s SignatureDate:Page 16-B

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMVOLUNTEER EVALUATION OF ASSIGNMENT FORMName:Supervisor:Work Area:Date(s) of Service:3-Excellent 2-Good 1-Satisfactory 0-Unsatisfactory NA-Does not applyCheck the Appropriate Answer:1. Personal satisfaction with present job assignment.3 2 1 0 NA2. Job description complies with present duties.3 2 1 0 NA3. Orientation and training adequate for volunteer assignment.3 2 1 0 NA4. Supervisor’s instructions adequate for day-to-day activities.3 2 1 0 NA5. Comfortable relationship with assigned youth.3 2 1 0 NA6. Cooperative and positive relationship exist with staff.3 2 1 0 NA7. Cooperative and positive relationship exist with supervisor.3 2 1 0 NA8. Received adequate recognition for services.3 2 1 0 NA9. Received adequate support from Volunteer Coordinator3 2 1 0 NA10. Any additional comments (might include personal growth, skills and job satisfaction)11. If exit interview, please state reason(s) for leaving:Volunteer’s Signature:Date:Volunteer Coordinator’s SignatureDate:Page 16-C

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMVOLUNTEER DEBRIEFING AND FEEDBACK QUESTIONNAIRE1. Describe your activities with facility/program youth.2. Do you feel that youth is benefiting from your activities?3. Does youth work well with you? Yes NoIf no, explain:4. Does youth follow your suggestions for activities or suggest his/her own?5. Is youth cooperative and courteous in his/her actions? Yes No6. Does he/she stick to the pre-planned activity or request changes after leaving the facilityor program? Yes No If no, explain.If no, explain:7. Do you feel that the youth has benefited from incarceration? Yes NoIf no, state reason:8. Would you prefer to continue working with this same youth? Yes NoIf no, state reason:9. What suggestions do you have that might improve the Department’s Volunteer ServicesProgram?10. Other Comments.Page 16-D

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAM1. Describe what you do on leave.YOUTH QUESTIONNAIRE2. Was the DJJ Volunteer Services Program explained to you by a staffmember or by our assigned volunteer when you met him/her?3. In your opinion, the volunteer services provided to you were:Helpful Somewhat Helpful Not helpful at all?4. Did the staff and the volunteer appear to have a good relationship?YesNo5. What suggestions do you have that would make the volunteers servicesmore helpful to you?6. What additional services or activities do you feel a volunteer shouldprovide?Page 16-E

PROGRAM SELF-EVALUATIONA “DO-IT-YOURSELF” VOLUNTEERPROGRAM SCORECARDWant to see how your program is doing? Below are some representativequestions to help you take the temperature of your program. The questions aretaken from a form previously published by the National Information Center onVolunteerism, P.O. Box 4179, Boulder, Colorado 80306. Of course, not allquestions are equally relevant to all agencies and/or programs. You might evenwant to make up some of your own scorecard questions.Scorecard Instructions:• Place two checks on each line if its true for you II• Place one check on each line if you’re uncertain or if it’s partly true I• Leave the line blank if it’s not true for your program• Please be sure to look at all the questions.PLANNING1. We spent at least three months planning our program, before it started,carefully consulting all relevant people.2. During this time we looked into at least three national publications on thesubject.RECRUITMENT AND SCREENING3. We have written volunteer job descriptions, at least two paragraphslong. .4. We deliberately go out after the kind of people who can fill our volunteerpositions.5. At least half of our volunteers are personally and consistently involvedworking directly with clients.6. We have definite plans or efforts to involve new types of people as volunteers(e.g., minorities, younger, older, poor).7. Before accepting volunteers, we use and study a volunteer backgroundregistration Form.8. Each volunteer is interviewed at least once before acceptance.9. Each volunteer is interviewed at least twice by different people. .10. At least half of the clients we think could benefit from volunteers have them.16-FPage 1 of 4

ORIENTATION AND TRAINING11. We require at least five hours of volunteer orientation before assignment.12. Top management and/or regular staff are closely involved in volunteerorientation.13. We have in-service training meetings monthly or more often.14. Films tapes, slide shows, or role-playing are used for at least 25% of our totaltraining time.15. Each new volunteer receives and keeps a written orientation manual.16. We make a systematic effort to orient staff to working with volunteers.ASSIGNMENT & WORK ROLES17. We have at least two main alternative work roles for volunteers18. We deliberately seek maximum compatibility of volunteer and client by askingand assessing both the volunteer and client.19. In addition to intuition, we employ specific compatibility criteria such as homelocation, interest, sex, age, etc., in assigning volunteers20. Volunteers sign or explicitly consent to a work contract of specific timecommitment over a maximum period of at least eight months.21. At least 90% of our volunteers are assigned and on the job no more than fourweeks after the end of pre-service training.THE VOLUNTEER COORDINATOR22. We have a regular position of Volunteer Coordinator or Director.23. They feel they have enough time to do the job adequately.24. Volunteer Coordinator is suitably paid (unless a non-paid position).25. Our Volunteer Coordinator has attended at least three days of traininginstitute and/or conferences and has also read at least 150 pages in thisspecific area in the pasty year.26. Our Volunteer Coordinator has an office near other staff and is regularlyinvited to attend staff meetings at the supervisory level.27. We do not have more than 40 volunteers for each direct supervisor ofvolunteers.16-FPage 2 of 4

MOTIVATION / INCENTIVE28. Each volunteer has and I.D. card or lapel pin or other suitable agencyidentification.29. Certificates or some other volunteer recognition is provided to each volunteerat least once a year.30. Regular or supervisory staff are also recognized for their leadership role inour volunteer program at least once a year.31. Volunteers have a desk or other designated place to roost at the agency..32. We have provision for good experienced volunteers to move up inresponsibility and status as volunteers (e.g. head volunteer, volunteeradvisory board).33. At least one of our ex-volunteers is now on regular paid staff.34. Of volunteers who complete training, at least two-thirds are with us at the endof the Year.35. At least one-third of our new volunteers are brought in by present volunteers.RECORD-KEEPING& EVALUATION36. Within five minutes, we can tell you (a) exactly how many volunteers we have,and also (b) for any individual volunteer, current address, job and assignedclient, if any.37. Volunteers are required to report at least once a month by phone or reportform and we enforce this.38. At least twice a year we systematically ask regular staff what they think of ourvolunteer program(s).39. We also ask both volunteers and clients what they think.40. Generally, volunteers are actively involved (e.g. advisory boards) in decisionsregarding their own volunteer program.41. We have a regular statistical evaluation supervised by a professional in thearea.BUDGET & FINANCE42. We prepare a regular, carefully considered budget for the volunteer program.43. We keep good accounting books and formal records on the program.16-FPage 3 of 4

44. At least one-half of our volunteer program funding is from local sources(including below).45. At least one-half of our volunteer program funding is incorporated in regularstate or local agency budgets.PUBLIC RELATIONS46. We have a newsletter for our local volunteers, monthly or bi-monthly.47. Our main or local newspaper publishes at least three favorite articles oreditorials on our volunteer program each year.48. At least one of those articles is not deliberately requested by us.49. Regular staff are invited to talk about our program in town at least 10 timesper year.50. Agencies or organizations in similar service areas have expressed approvalof our volunteer program.SCORING YOURSELF: JUST COUNT THE CHECKSTotal Volunteer Program Score =Editors Note:There is no “right” or “wrong” score to this VolunteerProgram Scorecard. The scorecard can serve as a checklistto take the pulse of your volunteer program in areas, whichare typically found as ‘checked-off ‘with one or two checkmarks by most successful and enduring volunteer programs,which exist today.We invite your comments!16-FPage 4 of 4

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMJOB DESCRIPTIONS, TRAINING AND ORIENTATIONA. WHY VOLUNTEER?The Department of Juvenile Justice’s Volunteer Services Program is intendedto increase both the quality and quantity of all juvenile services and programsrecognizing volunteers as a significant and vital part of the total system.Through “people helping people”, volunteers will gain personal satisfaction fortheir efforts while the youth will be encouraged to lend skills and talents topeers both within the facility and upon their return to the community.Volunteers bring with them a range of talents and interests that can be wellused at your facility/program. While working, they learn about theDepartment and your facility/program and become an important liaison in thecommunity.Presently, volunteers perform many roles at a facility or Department ofJuvenile Justice funded program. These include tutors, counselors, coachesand more. With your creative thinking, the possibilities at yourfacility/program are endless.B. PLANNING FOR VOLUNTEERSYou should meet with staff, administration and, when appropriate, youth, todiscuss the volunteer program. Staff involvement is crucial because they canbest recognize the areas of need. After all, staff will be working closely withthe volunteers.The support of staff and administration is essential in developing a viablevolunteer program. A good way to maintain this support is through theexchange of information concerning the volunteer program with the entirestaff. A training session for staff and administration is advisable. Discuss themerits of having volunteers and address any negative feelings. Talk aboutwhy people volunteer. When you understand why a volunteer is motivated,you can place the person in the best position to fulfill their needs. You willthen have a motivated, satisfied volunteer, who is likely to remain with yourfacility.To make a volunteer program work, you will also want to enlist he support ofyouth. In many cases, it is desirable and effective to orient youth to volunteerinvolvement. Depending on your situation and that of the youth, thisChapter 17Page 1 of 34/22/2010

orientation can be done in small groups or one-on-one. The youth’s interestare what “determining the need” is all about, so be thorough in assessingthese needs by including staff, administration and youth.C. THE MAIN ELEMENT: JOB DESCRIPTIONSWhen discussing where volunteers are needed, be specific. These needsshould be in relationship to the facility’s goals. The volunteer is applying for ajob, just as any employee would. Drawing up a job description for eachposition is imperative. This not only gives the volunteer a clear idea of what isexpected of him or her, including the time involved, but a job description alsoclearly defines the volunteer’s role for the staff.When selecting areas where you need help, remember that volunteers like tofeel they are making a contribution and, just like you, they want interestingjobs. To ensure a long-term involvement on the volunteer’s part, do not givethe volunteer a trivial or meaningless task. Keep in mind that the volunteer’sreward is not monetary but lies in job satisfaction.D. DEVELOPING VOLUNTEER JOB DESCRIPTIONSI. Why Job Descriptions are NecessaryA. The volunteer needs them to:1. Determine what he/she is volunteering for2. See exactly what the obligations will be3. Determine if he/she has the necessary job qualifications4. Evaluate performance over a period of timeB. The Coordinator/Liaison needs them to:1. Identify the positions within the facility/program2. Organize the work to be done3. Effectively recruit and place volunteers4. Aid in the measurement of the success of each volunteer in jobaccomplishments5. Evaluate program successII. Checklist for Developing Job DescriptionsA. Is this a real job? Can its usefulness be made clear and concrete tothe volunteer?B. Can this job be done satisfactorily on a part-time basis?C. Will time required for training and for supervision be in proportion to thevolunteer time needed in actual services.D. Can essential supportive staff work be provided?Chapter 17Page 2 of 34/22/2010

E. Can staff work adjustments be made or “back-stops” be built in if thevolunteer’s other priorities make this necessary?F. Does the job take into consideration, the varied interest and skills thevolunteer may bring and the value of any community relationships?G. Are there possibilities for volunteer satisfaction in doing this job?H. Is it probable that the kind and/or number of volunteers needed for thisjob can be recruited?I. Can you imagine a person really wanting to do this job?E. PLANNING ORIENTATION AND TRAINING FOR VOLUNTEERSA big part of developing the job description is planning orientation andtraining. You should do this before the recruiting phase begins. You will wantto decide what things your volunteers should know about the facility and thejob, based on the tasks that you have described in the job description. Thestaff should be involved in planning and providing the orientation and trainingof volunteers from the very beginning. You may rely on the staff almostexclusively to actually do the training, so their investment in the instructions isimportant. The staff will also be able to ensure that the orientation andtraining is really going to equip the volunteers for the jobs they are going todo.The key to planning orientation and training programs is in remembering thatvolunteers are the best publicity that your facility/program will have in thecommunity. Therefore, the better informed, competent and involved they are,the better informed the public will become.Chapter 17Page 3 of 34/22/2010

JOB TITLE:FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMCONTACT PERSON:JOB OBJECTIVE:JOB ACTIVITIES:TIME REQUIRED:TRAINING REQUIRED:QUALIFICATIONS: (If applicable)Age:Education:Experience:Automobile:Special Skills:Other:VOLUNTEER JOB DESCRIPTIONVolunteer’s SignatureAuthorizing Staff SignatureDateDatePage 17-A

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMVOLUNTEER JOB DESCRIPTIONSAMPLE 1JOB TITLE:CONTACT PERSON:JOB OBJECTIVE:JOB ACTIVITIES:TIME REQUIRED:TRAINING REQUIRED:QUALIFICATIONS:Age:Education:Experience:Automobile:Special Skills:Education Assistant (Tutor)Facility/Program Volunteer LiaisonTo assist youth with educational assignments(example: Assist in preparation for GED)Individual or group instruction in courses suchas Math or EnglishTime is negotiableCompletion of Community Volunteer TrainingProgram(If applicable)18 years or olderAt least a high school diploma or GEDN/AMust be able to transport self to and fromfacility/programAbility to communicate clearly with youth inlearning situationOther:_____________________________Volunteer’s Signature_______________Date__________________________Authorizing Staff Signature_______________DatePage 17-B

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMVOLUNTEER JOB DESCRIPTIONSAMPLE 2JOB TITLE:Office AssistantCONTACT PERSON: Facility/Program Volunteer LiaisonJOB OBJECTIVE:JOB ACTIVITIES:TIME REQUIRED:TRAINING REQUIRED:QUALIFICATIONS:Age:Education:Experience:Automobile:Special Skills:To assist staff with office activitiesPrepare memos, letters etc; assist in filing non-confidentialinformation, answer telephone and other assigned dutiesTime is negotiableCompletion of Community Volunteer Training Program(If applicable)18 years or olderAt least a high school diploma or GEDN/AMust be able to transport self to and from facility/programTyping, filing and pleasant telephone demeanorOther:_________________________________Volunteer’s Signature_______________Date_____________________________Authorizing Staff Signature_______________DatePage 17-C

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMVOLUNTEER JOB DESCRIPTIONSAMPLE 3JOB TITLE:Physical Education/Recreation AssistantCONTACT PERSON: Facility/Program Volunteer LiaisonJOB OBJECTIVE:JOB ACTIVITIES:TIME REQUIRED:TRAINING REQUIRED:QUALIFICATIONS:Age:Education:Experience:Automobile:Special Skills:To assist staff responsible for physical education andleisure time activities through supervision and coachingactivities.Coaching youth: providing individual assistance in specialskill areas: referee games, and providing counseling in thepractice of good sportsmanship.Hours vary by type of activities. Time is negotiable.Completion of Community Volunteer Training Program.(If applicable)18 years or olderN/ASome experience in coaching or recreational services.Must be able to transport self to and from facility/program.Mature attitude, good health, patience, understanding anddependable.Other:_______________________________Volunteer’s Signature_______________Date_____________________________Authorizing Staff Signature_______________DatePage 17-D

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMA. VOLUNTEER RECOGNITIONRECOGNITION AND MAINTENANCEResponsibility - Volunteer Coordinators and Liaisons are responsible forassuring that volunteers are appropriately recognized for their services andaccomplishments.Publicity - Publicity in connection with volunteer recognition is stronglyencouraged. This may include DJJ publications, the DJJ Internet and Intranet,as well as public print and broadcast media. Dissemination of information mustbe done in accordance with the Department’s policy. For additional guidanceand suggestions, please contact the DJJ Communications Office.Activities - Activities for volunteer recognition may include awards programs,luncheons, banquets, etc. Volunteers may be presented certificates, plaques,pins, etc. in accordance with Florida State 110.1245.Special Recognition - Special recognition activities shall be designed inaccordance with department and statutory guidelines. For the most currentguidelines and statutory allowances, please contact the DJJ EmployeeRecognition Administrator in the Administrative Services Office.For additional suggestions, please read the included list titled “101 WAYS TOGIVE RECOGNITION TO VOLUNTEERS”.B. PROGRAM MAINTENANCESo now you have a volunteer program. You have faithfully gone through theprocess step by step and have arrived at this segment entitled “ProgramMaintenance”. If, at this point, you are wondering what is program maintenance,it is continuing care for your volunteer program that keeps it vital and productive.Maintenance is directly related to the success of the program and whethervolunteers can be retained or will choose to drop out. You have a responsibilityto see that the program is working toward the desired goals. You can do thingsto make the process a positive experience for staff and volunteers.You will have to determine for your program, many of the particulars in keepingyour program at or getting your program to the standard it ought to achieve. Andin your other life, you may even want to do something special.MAKE A DIFFERENCE, BE A VOLUNTEERChapter 18Page 1 of 14/22/2010

101 Ways to Give Recognition toVolunteersContinuously, but always inconclusively, the subject of recognition is discussed bydirectors and coordinators of volunteer programs. There is great agreement as to itsimportance but great diversity in its implementation.Listed below are 101 possibilities gathered fro hither and yon. The duplication at 1 and101 is for emphasis. The blank at 102 is for the beginning of your own list.I think is important to remember that recognition is not so much something you do as itis something you are. It is sensitivity to others as persons, not a strategy fordischarging obligations.1. Smile2. Put up a volunteer suggestionbox3. Treat to a soda4. Reimburse assignment relatedexpenses5. Ask for a report6. Send a Birthday Card7. Arrange for discounts8. Give service stripes9. Maintain a coffee bar10. Plan annual ceremonialoccasions11. Invite to staff meeting12. Recognize personal needs andproblems13. Accommodate personal needsand problems14. Be pleasant15. Use in an emergency situation16. Provide a baby sitter17. Post Honor Roll in receptionarea18. Respect their wishes19. Give informal teas20. Keep challenging them21. Send a Thanksgivings Day cardto the volunteer’s family22. Provide a nursery23. Say “Good morning.”24. Greet by name25. Provide good pre-service training26. Help develop self-confidence27. Award plaques to sponsoring28. Take time to explain29. Be verbal30. Motivate agency VIPs toconverse with them31. Hold rap sessions32. Give additional responsibility33. Afford participation in teamplanning34. Respect sensitivities35. Enable to grow on the job36. Enable to grow out of the job37. Send newsworthy information tothe media38. Have wine and cheese tastingparties39. Ask client-patient to evaluate thework-service40. Say “Good afternoon."41. Honor their preferences42. Create pleasant surrounding43. Welcome to staff coffee breaks44. Enlist to train other volunteers45. Have a public reception46. Take time to talk47. Defend against hostile ornegative staff48. Make good plans49. Commend to supervisory staff50. Send a valentine51. Make thorough prearrangements52. Persuade “personnel” to equatevolunteer experience with workexperiencegroupsList compiled by Vern Lake, Volunteer Services Consultant, Minnesota Dept. of PublicWelfareChapter 18-A

53. Admit to partnership with paidstaff54. Recommend to prospectiveemployer55. Provide scholarships tovolunteer conferences orworkshops56. Offer advocacy roles57. Utilize as consultants58. Write them thank you notes59. Invite participation in policyformation60. Surprise with coffee and cake61. Celebrate outstanding projects62. Nominate for volunteer awards63. Have a “Presidents Day” for newpresidents of sponsoring groups64. Carefully match volunteer withjob65. Praise them to their friends66. Provide substantive in-servicetraining67. Provide useful tools in goodworking condition68. Say “Good night”69. Plan staff and volunteer socialevents70. Be a real person71. Rent billboard space for publiclaudation72. Accept their individuality73. Provide opportunities forconferences and evaluation74. Identify age groups75. Maintain meaningful file76. Send impromptu fun cards77. Plan occasional extravaganzas78. Instigate client planned surprises79. Utilize purchased newspaperspace80. Promote a “Volunteer-of-themonth”program81. Send letter of appreciation toemployer82. Plan “Recognition Edition” ofagency newsletter83. Color code name tags to indicateparticular achievements84. Send commendatory letters toprominent public figures85. Say “We missed you”86. Praise the sponsoring group orclub87. Promote staff smiles88. Facilitate personal maturation89. Distinguish between groups andindividuals in the groups90. Maintain safe working conditions91. Adequately orient92. Award special citations forextraordinary achievements93. Fully indoctrinate regarding theagency94. Send Christmas cards95. Be familiar with the details ofassignments96. Conduct community-wide,cooperative, inter-agencyrecognition events97. Plan a theater party98. Attend a sports event99. Have a picnic100. Say “Thank you”101. “Smile”102.List compiled by Vern Lake, Volunteer Services Consultant, Minnesota Dept. of PublicWelfareChapter 18-A

FLORIDA DEPARTMENT OF JUVENILE JUSTICEVOLUNTEER SERVICES PROGRAMA. What Is Friends Of Juvenile Justice Program?Friends Of Juvenile Justice ProgramThe Friends of Juvenile Justice Program is a web-based program that provides easy accessto information concerning the Department’s Volunteer Services Program. This program alsoprovides a quick and easy way for any citizen to sign up as a volunteer in any of thedepartment’s programs/facilities.B. Registering as a Volunteer1. Anyone with access to a computer and the Internet can register to become a volunteerwith the Department by following the simple steps listed below.Go to the DJJ homepage by entering www.djj.state.fl.us in the address line.Select the “Friends of Juvenile Justice” icon.The “DJJ FRIENDS OF JUVENILE JUSTICE VOLUNTEER PROGRAM” screen willappear. This screen contains:a. A welcome message from the DJJ Secretary.b. A hyperlink to a list of specific volunteer opportunities which are available throughoutthe state.c. A hyperlink to the DJJ Boards and Councils site on the DJJ Prevention and VictimServices webpage. This page is provided for those potential volunteers who indicatethat they would like to “Become active with your local Juvenile Justice Council”.d. A general listing of services that are designed to assist the Department in carryingout its mission.2. These services are divided into two categories:a. Non-Contact Services – those services that do not require contact with a youth orparent/guardian and therefore does not require a background screening (including afingerprint check) or drug test. These services are normally one-time or short-termedservices.b. Contact Services – Those services that could possibly involve direct contact with ayouth or parent/guardian and therefore do require the successful completion of abackground screening (including a fingerprint check) and drug test before acandidate can be accepted as a volunteer.(1.) A potential volunteer can select as many categories or as few categories as he orshe desires. They can select only non-contact volunteer services or only contactvolunteer services or they may select a combination of the two.C. Selecting both Non-Contact and Contact Services1. When the potential volunteer selects both a “non-contact” and a “contact” volunteerservice(s) and he/she clicks the “Next” button, they will receive the “non-contact sheet”screen.Chapter 19Page 1 of 74/22/2019

2. The “Non-Contact Sheet” screen allows the potential volunteer the opportunity to reviewthe volunteer service selection(s) that they have chosen and to make changes to theirselection(s) if they so desire. Once the potential volunteer is satisfied with theirselection(s), they click the “Continue” button.3. The potential volunteer is provided with the screen entitled, “Requirements forVolunteers Working One-on-One with a Child or Parent”. This sheet provides thefollowing information:a. Information on the requirements and costs for a background screening whichincludes the fingerprints check.b. Information on the requirements and costs for a drug-screening test.c. Information stating that they must pay the costs for the background screening anddrug tests.d. Information on the steps involved in the background screening/fingerprint check anddrug tests.e. A link to the DJJ Inspector General’s page that provides information on the DJJpolicy on background screening.(1.) This page also provides information on the types of convictions that wouldprevent a potential volunteer from working with the Department. Information onthe procedures involved in obtaining a waiver, where permissible, is also listed.f. A hyperlinked page that lists the 20 Circuit Coordinators for the Department.4. The potential volunteer is asked to review their selections and press the “continue”button if they accept the selections listed. When the selections are accepted, thepotential volunteer receives the final confirmation page to review and to make changesas needed. The potential volunteer then selects the “accept” button to continue with theprocess.5. The potential volunteer will then be requested to enter the following information. (Itemsmarked with an asterisk, along with either the telephone number or the email address,must be completed in order for the process to continue):a. First Name*b. Middle Initialc. Last Name*d. Street Address (Line 1)*e. Street Address (Line 2)f. State*g. City*h. Countyi. Zip Code*j. Telephonek. Faxl. Emailm. Organizationn. Best time to contact you6. When the potential volunteer has completed at least all of the required fields, they canselect “Save” and their information will be forwarded to the Circuit Coordinator for theirChapter 19Page 2 of 74/22/2019

area. For the convenience of the potential volunteer, the name, telephone number andEmail address of the Circuit Coordinator for their area is automatically displayed whenthey complete the “City” field of the questionnaire.7. If “non-contact” volunteer opportunities are selected, the potential volunteer willimmediately receive the “Non-Contact “ auto reply email message which expresses theSecretary’s and the Department’s gratitude for their interest in volunteering with theDepartment. The auto reply also shows the volunteer services categories that thepotential volunteer has selected and informs the potential volunteer that a member of theDepartment will be contacting them within five working days.If “contact” volunteer opportunities are selected, the potential volunteer will receive the“Contact” auto reply message which expresses the Secretary’s and the Department’sgratitude for their interest in volunteering with the Department. The message also liststhe volunteer opportunities that were selected and provides the link to access the DJJInspector General’s policy on background screening. It also provides the name of theappropriate Circuit Coordinator.8. The Circuit Coordinator or their designee will contact the potential volunteer to assistthem with all of the necessary paperwork and to provide them with additional informationconcerning the DJJ volunteer process.D. Selecting Non-Contact Volunteer Services1. When the potential volunteer selects only non-contact volunteer services, they willreceive the “Non-Contact Sheet”, which allows the potential volunteer the opportunity toreview the volunteer service selection(s) that they have chosen and to make changes ifthey so desire. Once the potential volunteer is satisfied with their selection(s), the“Continue” button is selected.2. The potential volunteer will be taken to the “Final Confirmation” page and proceed asdescribed on page 2, Section E.E. Selecting Contact Volunteer Services1. When the potential volunteer selects only contact volunteer services, and they select the“Next” button, they will receive a screen entitled, “Requirements for Volunteers WorkingOne-on-One with a Child or Parent”. They will proceed as described on Page 2, SectionC.F. System Maintenance and Report Generation1. The DJJ Volunteer Services Administrator serves as the System Administrator for theFriends of Juvenile Justice Program. In this role, the Volunteer Services Administratorperforms the following functions:a. Adds new users to the system.b. Deletes old users from the system.c. Reviews the statewide case load screen to ensure that all entries are handledappropriately and in a timely manner.d. Serves as the Circuit Coordinator for out-of-state respondents in the system.e. Interviews out-of-state (potential) volunteers to help determine the appropriate CircuitCoordinator that they will need to contact.Chapter 19Page 3 of 74/22/2019

f. Serves as a liaison with the DJJ Management Information Systems Bureau forproblems involving the Friend of Juvenile Justice System.g. Generates system-wide reports as needed.2. The Circuit Coordinators and their designee(s) shall perform the following functions:a. Review the Friends of Juvenile Justice system daily for those respondents to thesystem that pertain to their circuit and provide appropriate assistance to thoserespondents.b. Interview (potential) volunteers to help determine their suitability for DJJ and toprovide assistance in helping them to complete the steps necessary to become avolunteer for DJJ.c. Act as a liaison between the (potential) volunteer and the appropriate headquartersemployee in those situations where the (potential) volunteer has selected a noncontactvolunteer service.d. Coordinate with Regional Liaisons and Local Liaisons to update the system asnecessary.e. Coordinate with the Friends of Juvenile Justice System Administrator to resolve allissues involving the system.f. Make every effort possible to ensure that the (potential) volunteer is not flagged inthe system. If the potential volunteer is flagged, the inquiring Circuit Coordinatormust contact the Circuit Coordinator that has flagged the information.g. Generate circuit-wide reports as needed.3. The Local (Facility/Program) Liaisons shall perform the following function:a. Assist with the coordination of the entry of volunteer information into the Friends ofJuvenile Justice System, for those volunteers who were with the Department prior tothe implementation of the Friends of Juvenile Justice System.G. Generating and Modifying Records1. The Circuit Coordinator or his/her designee must enter their User Name and Passwordto gain access to the system. If problems are encountered while trying to access thesystem, please contact the System Administrator (the DJJ Volunteer ServicesAdministrator) in the Office of Administrative Services.2. The Coordinator Case Load Screen will automatically appear when there is anincomplete response to an entry that has been generated for that circuit. The currentconfiguration of the Coordinator’s Case Load Screen is as follows:Volunteer Process # Circuit County Last Name First Name Date Submitted Contact Coordinatora. Additionally, the “EDIT” feature is also available for each of the records entered.b. The features perform the following functions:(1.)“EDIT” – This feature generates the “Response Information Screen. This screenallows the Circuit Coordinator to:(a.) Edit the potential volunteer’s demographics.(b.) Flag the potential volunteer’s record. This step is taken when the CircuitCoordinator has concerns about the potential volunteer and wishes toalert the system in case the potential volunteer tries to volunteer inanother circuit.)Chapter 19Page 4 of 74/22/2019

(c.) Enter Non-Contact information. This information includes:“Areas of Interest”“Actions Taken”“Contact Date”“Anticipated Completion Date”(d.) Enter Contact Information. This information includes:“Were the Necessary Background Screening Forms Received?”“Disqualifying Information” (when appropriate)“Qualifying Information”“Areas of Interest”“Location”“Start Date”“End Date”“Supervisor”“Responsibilities”(2.) Volunteer Process # - This feature sorts the system information based on theVolunteer Process Number that has been assigned to the response. Theinformation can be sorted by circuit and by county simultaneously. A tablerepresenting the numerical order for all of Florida’s 67 counties is available in thesystem. The Volunteer Process Number is comprised of three components.Digits one and two represent the year.Digits three and four represent the county number.Digits five through eight represent the sequential number assigned to theresponse.(3.) Circuit – This feature provides a numerical sorting of all responses by circuit inthose cases where multiple circuits are involved.(4.) Last Name – This feature provides a sorting of all responses based on the lastname provided by the respondent. This feature is helpful when the CircuitCoordinator/System Administrator is trying to determine if the respondent hasbeen previously entered into the system.(5.) First Name – This feature provides a sorting of all responses based on the firstname provided by the respondent. This feature is helpful when the CircuitCoordinator/System Administrator is trying to determine if the respondent hasbeen previously entered into the system.(6.) Date Submitted – This feature provides a sorting of all responses based on thedate that the response was entered into the system.H. System Menu Items1. The Friends of Juvenile Justice System contains the following system headings:a. Home Page – This feature will bring you back to the home page from any locationwithin the system.b. Respondents Search – This feature searches for entries during a specific timeperiod. Additional search criteria are available with this feature:Chapter 19Page 5 of 74/22/2019

(1.) Submission Date Range – A Beginning Date and an Ending Date must beentered using the calendar icons provided.(2.) Statewide – Searches the entire statewide database to see if a respondent hasbeen entered into the system.(3.) By Last Name - Must be at least two characters long and searches for all lastnames beginning with the characters provided.(4.) By County – Searches within the indicated county only.(5.) By Circuit – Searches within the indicated circuit only.(6.) By Coordinator – Searches entries made by the specific Circuit Coordinator.(7.) By Flagged Item – Searches all flagged items in the system.c. Site Maintenance – This feature is used by the System Administrator (DJJVolunteer Services Administrator) to maintain and update the system.d. Reports – This feature searches the system based on the following search criteria:(1.) Friends Circuit Coordinators Report – This feature provides a list of DJJCircuit Coordinators.(2.) Friends Detail Report – This feature provides reports in narrative form based onthe following criteria:(a.) By Statewide Entries(b.) By Coordinator(c.) By Region(d.) By Circuit(e.) By County(3.) Friends Information Report – This feature provides all information for avolunteer based on a last name search criteria.(4.) Friends Summary Report – This feature provides reports in numerical formbased on the following criteria:(a.) By Statewide Entries(b.) By Coordinator(c.) By Region(d.) By Circuit(e.) By Countye. Help – Provides information to help you navigate through the system.I. Closing Out A Record:1. When a volunteer completes a service listed under the non-contact category or when theservices of a contact volunteer terminates, the record can be closed by following thesteps listed below:a. Select the “Edit” function on the Coordinator Case Load Screenb. Under the “Response Information” box, select “Edit”c. In the “Task Completed” drop down selection box, select either the “Completed” orthe “Volunteer failed to Complete” option. Either of these selections will close out therecord and remove it from the Coordinator Case Load ScreenChapter 19Page 6 of 74/22/2019

2. If you wish to update a record but you do not wish to remove it from the CoordinatorCase Load Screen, select the “On-Going” option under the “Task Completed” drop boxas listed above. This option can be used when a volunteer selects multiple services andcompletes one or more of the services but does not complete all of them.Chapter 19Page 7 of 74/22/2019

FLORIDA DEPARTMENT OF JUVENILE JUSTICE POLICYSecretary /s/, Frank Peterman, Jr. Date: 4/22/10Subject:Department of Juvenile Justice Volunteer Services ProgramSection: FDJJ 1003.17Authority: Section 110.501, Florida StatutesRelated References:Fair Labor Standards ActBackground Screening (FDJJ – 1800)Purpose:This policy establishes standards for the recruitment, selection, orientation, training,supervision and recognition of volunteers, interns and mentors.Offices Affected by the Policy:All offices within the Department of Juvenile Justice.POLICY STATEMENT:• In keeping with the Department of Juvenile Justice’s Guiding Principle of actively seeking to developand maintain collaborative partnerships, shared responsibility and public support, the Departmentrecognizes the importance of recruiting and effectively utilizing volunteers in both residential andcommunity-based programs.• Volunteers, interns and mentors represent a vast pool of resources, providing valuable goods andservices that would not otherwise be available to the Department. They serve a vital role in helpingto increase the community's understanding of the many functions and goals of the Department whileserving to increase both the quality and quantity of juvenile justice services and programs providedthroughout the state.Page 1 of 3 FDJJ – 1003.17Effective Date: 2/6/98Revised Date: 4/22/10

FLORIDA DEPARTMENT OF JUVENILE JUSTICESUBJECT: Department of Juvenile Justice Volunteer ProgramSECTION: FDJJ – 1003.17• By serving as unpaid staff, volunteers, interns and mentors are in a unique position to demonstratethat someone cares, and thereby are helping to bridge the gap between youthful offenders, at-riskchildren, and the community.• Volunteers, interns and mentors shall be recruited from all cultural, religious and socio-economicsegments of the community. Consideration shall also be given to recruiting and maintaining adiverse volunteer, intern and mentor workforce with regard to age and gender.• In accordance with Sections 110.502 and 110.504, Florida Statutes, volunteers, interns and mentorsshall be held to the same rules, regulations, and laws as are juvenile justice employees. Volunteersshall be covered by state liability protection, workers’ compensation and protected against tort claimsfrom youth. Volunteer experience may be included as work experience on State of FloridaEmployment Applications.• All volunteers, interns and mentors shall be subject to the requirements and conditions of theBackground Screening Policy (FDJJ – 1800). Volunteers who work on an intermittent basis for lessthan 40 hours per month are not required to be screened if the volunteer is under direct and constantsupervision by staff or persons who meet screening requirements (Sections 985.644(1)(a) and (4),Florida Statutes). Background screening shall be conducted by the Department as required by law toensure that volunteers, interns and mentors meet established standards for good moral characterthereby promoting the integrity of the Department and ensuring the proper care, safety, andprotection of juveniles.• Volunteers shall be at least 18 years and older. However, volunteers under the age of 18 may be usedin non-residential programs under the supervision of a staff member or screened adult volunteer.• All approved regular volunteers, interns and mentors shall be issued a Department VolunteerIdentification Card that displays the designation "Volunteer" and the volunteer's name and photo.The Circuit Volunteer Coordinator or their designee shall assist volunteers, interns and mentors inreceiving identification cards.• The primary responsibility for the recruitment of volunteers shall be vested in the Volunteer Liaisonsand Volunteer Coordinators. Department employees shall be encouraged to develop a means of usingvolunteers to enhance services in their areas.• Volunteer job descriptions shall be developed for regular volunteers. Job descriptions shall clearlystate the duties that they will perform and the skills needed to perform those duties.• All volunteers, interns and mentors shall receive information during their orientation designed to helpthem understand their roles, the limits of their authority and all mutual responsibilities. The CircuitCoordinator or their designee shall oversee the training and orientation of volunteers, interns andmentors.• Any group or organization wishing to provide goods and/or services at a Department location shalldesignate at least one or two persons to be responsible for the group or organization. Theseindividuals shall be required to meet with facility superintendent or program supervisor in advance ofPage 2 of 3 FDJJ – 1003.17Effective Date: 2/6/98Revised Date: 4/22/10

FLORIDA DEPARTMENT OF JUVENILE JUSTICESUBJECT: Department of Juvenile Justice Volunteer ProgramSECTION: FDJJ – 1003.17providing services to receive a brief orientation on facility or program guidelines, rules andrestrictions. It shall be at the discretion of the facility/program administration to require groupleaders to receive the standardized department volunteer orientation in lieu of or in addition to thebrief facility/program orientation.• It shall be at the discretion of the Circuit Coordinator, facility superintendent or program supervisorto disapprove an individual for volunteer, intern or mentor service if the individual presents a risk tothe security and/or operation of the facility or program.• Employees of the Department shall only be allowed to serve as volunteers if 1) their volunteer servicedoes not conflict with the requirements of Fair Labor Standards Act Law, 2) they do not have arelative as a client at any of the facilities/programs, 3) their duties as an employee would not requirethem to respond differently than other volunteers in the event of an emergency,.and 4) volunteerservices performed by Department employees may, in no way, be similar to their regulardepartmental duties. Approval of volunteer service by Department employees shall be theresponsibility of the Volunteer Circuit Coordinator.PROCEDURES/MANUALS:DJJ Volunteer Coordinator Manual is located on the Department’s Approved Manuals Internet Website at:http://www.djj.state.fl.us/manuals/approvedmanuals/volcoord/index.htmlPage 3 of 3 FDJJ – 1003.17Effective Date: 2/6/98Revised Date: 4/22/10