Volunteer Background Check and Agreements

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Volunteer and Intern Agreements and Agency Policies

 

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RESPONSIBILITIES AND RIGHTS

Volunteers have the responsibility to:

1. Complete required orientation and/or training.

2. Become familiar with KRM and the written material provided.

3. Give permission to check references/run a background check when required.

4. Respect the refugees’ privacy.

5. Report hours volunteered monthly to KRM.

6. Communicate your concerns or needs with KRM volunteer lead staff.

7. Complete assigned tasks and provide timely notification of delays or absences from the commitment.

8. Promote refugee self-sufficiency as the guiding principle of your work.

Volunteers have the right to:

1. A clear job description with an opportunity for individual design when possible.

2. Know who their supervisor is and be provided with strong, honest supervision.

3. Offer suggestions and receive feedback from their supervisor.

4. Written references upon request.

5. Know when and why their services may no longer be needed.

Signature: RESPONSIBILITIES AND RIGHTS*

NON-PROSELYTIZING GUIDELINES

The purpose of this guidance is to maintain a respectful and inclusive environment and to ensure that the assistance provided is free from any form of proselytization or religious influence, allowing clients to maintain autonomy and make independent and informed decisions regarding their beliefs and practices.

All inquiries about faith practice must originate from the clients themselves. Any initiation of faith-based conversation by KRM volunteers, sponsors, or associates would be proselytization. If a client requests assistance in finding connections to a faith community of their choice, KRM requests that volunteers, sponsors, and associates assist clients if appropriate.

As a volunteer, sponsor, or associate of KRM or serving on behalf of KRM, I commit to upholding the following statements:

Prohibition of Proselytization: I refrain from any form of proselytization or religious conversion efforts with clients.

Respect for Religious Freedom: I will respect and honor the religious freedom and beliefs of clients without attempting to alter or impose religious views.

Refraining from Sharing Personal Faith: I will not share my personal religious beliefs or engage in religious conversations unless initiated by the client.

Providing Neutral Assistance: I will deliver services and support to clients in a neutral and unbiased manner, respecting the diverse cultural and religious backgrounds of clients.

Violations of these guidelines may result in termination of the partnership with KRM.

Signature: NON-PROSELYTIZING GUIDELINES*

CONFIDENTIALITY

Due to the nature of our agency, volunteers may be privy to personal client information ordinarily reserved for staff. Therefore, volunteers are expected to uphold KRM’s Confidentiality Policy that states:

It is the policy of KRM to protect the confidentiality of all information concerning clients, employees, and internal affairs of the agency. All employees and volunteers must recognize the need for confidentiality when it exists and share in the responsibility to safeguard this information. Any information concerning a KRM client may only be released to that client or upon written authorization of the client. Information includes medical, personal, and financial. Staff or volunteers outside of the office will not discuss internal affairs. No information about KRM will be released without the permission of the sub-office director.

Volunteers are additionally to refrain from posting personal information or pictures of our clients on social media.

Signature: CONFIDENTIALITY*

PERSONAL INVOLVEMENT WITH CLIENTS

If your volunteer position involves working directly with clients, it is important to maintain professional boundaries

Volunteer relationships with clients are considered professional. No volunteer will engage in a personal relationship during the first full year a client is eligible to receive services. This year is based on the arrival date in Kentucky. Contact outside the office will be limited to providing required services and addressing other case management issues such as Social Services, Social Security, medical appointments, and employment issues. Volunteers are not to accept gifts from refugee clients. The Volunteer Coordinator, along with the Sub-Office Director will address any perceived or actual conflict with this rule. Failure to comply will result in disciplinary action up to and including dismissal.

Signature: PERSONAL INVOLVEMENT WITH CLIENTS*

MEDIA RELATIONS

To ensure the confidentiality of our clients, and the quality and consistency of agency information in media sources, the following is our policy:

All media contacts are to be handled by the Executive or Sub-Office Director, or his or her designee, regardless of who the media representative is, whom he or she represents, or how seemingly innocuous the request. All press releases or other promotional materials must be approved by KRM’s Executive Director, or his or her designee, prior to dissemination. Failure to comply with this policy may result in removal from volunteer activities.

Signature: MEDIA RELATIONS*

I, (type name below) grant permission to Kentucky Refugee Ministries to reproduce the photographs taken of me, or members of my family, for the purpose of publication, education, or in any manner or in any medium.

CODE OF CONDUCT ON SEXUAL EXPLOITATION

For Staff and Volunteer Members of the Act International Alliance

The signatory below understands and is in agreement with the content of this document. Specifically, the volunteer agrees not to exploit, abuse, or mistreat clients he/she will be working with and not to engage in a sexual relationship with any clients. The signatory also accepts that any report of a violation of this Code of Conduct will result in an immediate investigation and any breach will result in disciplinary action and dismissal of the offender.

I, (type name below) agree to abide by the CWS Code of Conduct on Sexual Exploitation. I understand that a copy of this document is available to me upon request.
Signature: CODE OF CONDUCT ON SEXUAL EXPLOITATION*

ACCIDENT WAIVER AND RELEASE OF LIABILITY FORM

I hereby assume all the risks of participating in any/all activities associated with volunteering for Kentucky Refugee Ministries, including by way of example and not limitation, any risks that may arise from negligence or carelessness on the part of the persons or entities being released, from dangerous or defective equipment or property owned, maintained, or controlled by them, or because of their possible liability without fault.

I certify that there are no health-related reasons or problems that preclude my participation in this activity.

I acknowledge that this Accident Waiver and Release of Liability Form is used by Kentucky Refugee Ministries to govern my actions and responsibilities at said activity.

In consideration of my application and permitting me to participate in this activity, I hereby take action for myself, my executors, administrators, heirs, next of kin, successors as follows:

(A) I Waive, Release, and discharge Kentucky Refugee Ministries from any and all liability, including but not limited to: liability arising from the negligence or fault of the entities or persons released; for my death, disability, personal injury, property damage, property theft, or actions of any kind which may hereafter occur to me including my traveling to and from this activity.

(B) Indemnify, hold harmless, and promise not to sue Kentucky Refugee Ministries or persons mentioned in this paragraph from any and all liabilities or claims made as a result of participation in this activity, whether caused by the negligence of release or otherwise.

I acknowledge that Kentucky Refugee Ministries and their directors, officers, volunteers, representatives, and agents are NOT responsible for the errors, omissions, acts, or failures to act of any party or entity conducting a specific activity on their behalf.

I acknowledge that this activity may involve a test of a person's physical limits and carries with it the potential for death, serious injury, and property loss. The risks include, but are not limited to: those caused by terrain, facilities, temperature, weather, condition of participants, equipment, vehicular traffic, lack of hydration, and actions of other people including, but not limited to, participants, volunteers, monitors, and/or producers of the activity. These risks are not only inherent to participants, but are also present for volunteers.

I hereby consent to receive medical treatment that may be deemed advisable in the event of injury, accident, and/or illness during this activity.

The Accident Waiver and Release of Liability Form shall be construed broadly to provide a release and waiver to the maximum extent permissible under applicable law.

I certify that I have read this document and I fully understand its content. I am aware that this is a release of liability and a contract, and I sign it of my own free will.

Signature: ACCIDENT WAIVER AND RELEASE OF LIABILITY FORM*

Signature: COVID GUIDELINES AND ILLNESS PREVENTION*
In an effort to protect the health and well-being of KRM clients, we require volunteers to refrain from direct contact with clients if you are feeling unwell or displaying symptoms of contagious illness and to please notify your KRM program contact if you are scheduled for volunteer service.

Name*
Clear Signature
My electronic signature verifies that I personally have read and agreed to the above policies.

Volunteer Background Check

Background checks required for those 18+. Those younger than 18 require special KRM permission.
  1. I already have a background check from within the past 2 years.

Send the background check to KRM at: volunteer@kyrm.org and jcaminiti@kyrm.org

2.  I live in Louisville, Kentucky and need to get a new background check.

Follow this link to get a background check for $9.08.

Sign in or create a record to start a background check. Make sure to select the ‘local’ option rather than state or region so that you are not charged more than $9.08. Notify KRM once you have completed the application via above emails listed under #1 above.

3.  I have been living somewhere other than Louisville or Lexington, Kentucky.

Please get a background check from your previous county/state police department. You can usually find the numbers online. Contact KRM if you have any trouble securing this background check.

Here are the other sources for background checks which KRM also accepts.

AOC CourtNet
Website or (502) 573-1682
AOC CourtNet is a way to check your criminal history (based on court records) for $20.00. You can make this request online, by mail, or in person in Frankfort.

Kentucky State Police
Website or (502) 227-8700
Kentucky State Police offer a Background Check (criminal history – any arrests) for $20.00 as well. Choose the
“Employment” option, and submit by mail with a check and two stamped envelopes (one for KRM, one for you). You can also submit it in Frankfort – you’ll get it on the spot if you go to their office.

Federal Bureau of Investigation
Website or (304) 625-5590
The FBI will do a Criminal History Summary for $18.00, but you also have to submit a set of Fingerprints (which may need to be done by a law enforcement officer for an additional fee; check out the list here and scroll down to see Louisville or Lexington locations). Or you can try to do the fingerprints yourself; they have a guide on the FBI website.