Volunteer Policies & Procedures
Following the rules and guidelines of our program is the most essential function of our volunteers. We have a Volunteer Handbook that outlines our policies and procedures in detail, but have provided below the most frequently asked questions and tips for being successful.
1. Read thoroughly every email or document you are given. All the information you need to be successful and perform your duties is there.
2. Assignment Packet - every assignment has a packet. Each packet details:
- Where the assignment is located
- Who you report to
- Department contact information
- Uniform requirements
- Where you sign in and out
- If you need to complete additional online orientation
- If you need to attend a required department orientation before your first shift
- Position Description
- Department Orientation Checklist (completed at your first shift or at an orientation prior to first shift and turned into Volunteer Services for your file)
- New volunteers to our system will get their assignment packet in their Welcome folder.
- Continuing volunteers assigned to a new area or to view for reference, may access all assignment packets through website: www.chistjoseph.org/volunteer-assignments
3. Health/Immunization Requirements
- TB (Tuberculosis) testing is required to completed by your orientation check-in and then annually to continue as a volunteer. This is provided for FREE through a Quantiferon TB Gold blood test.
- Available for free at CHI St. Joseph Health Express Clinic -Bryan, 2010 E. Villa Maria, Bryan, TX 77802.
- You may go anytime Monday - Friday 8 am - 4:00 pm. No appointment required.
- Results are available within 48 hours and should be provided to Volunteer Services at your scheduled orientation check-in.
- Influenza vaccinations are required for everyone while volunteering between October 1st through March 31st, yearly. These are also provided for FREE at any CHI St. Joseph Express (3 locations). If you begin volunteering between Oct. 1 and March 31, then you will be required to provide proof of vaccination to Volunteer Services before beginning to volunteer.
4. What is the dress code?
- CHI St. Joseph Health logo Navy Volunteer Polo (purchased at orientation), khaki pants (NO crop pants, NO denim/jeans, NO leggings or NO shorts), ID badge worn on the chest area, closed-toe shoes with rubber sole (athletic shoes preferred), with socks or hose.
- CHI St. Joseph Health logo jacket/vest or polo, khaki pants (NO crop pants, NO denim/jeans, NO leggings or NO shorts), ID badge worn on the chest area, closed-toe shoes with rubber sole (athletic shoes preferred), with socks or hose.
Teen (summer only program):
- VolunTEEN t-shirt, khaki pants (NO crop pants, NO denim/jeans, NO leggings or NO shorts), ID badge worn on the chest area, closed-toe shoes with rubber sole (athletic shoes preferred), with socks or hose.
All AREAS: No strong perfume in clinical areas, jewelry to a minimum –earring no larger than a quarter, no visible body piercing – except ear lobes, no artificial nails
Note: Scrubs are required for Cath Lab and Sterile Prep positions only. Scrubs should not have any other company or school logo on them. No neon colored scrubs.
5. ID Badges
Your picture will be taken at your orientation check-in and badges are normally processed within a week.
Your ID badge will be ready for pick up on your first day at the Information Desk located in the main lobby of the Regional Hospital. The information desk is open Monday - Friday 8 am - 6:30 pm, Saturday 10 am - 4 pm and Sunday 11:30 am - 4:30 pm. If you are volunteering outside of the hospital, your badge will be delivered to your location.
Some departments require volunteers to have access through secure doors with their ID badge (Nursery, Labor & Delivery, Sterile Prep, Cath Lab, CCU, Day Surgery, both ER's.) A list is provided to security to add this feature to your badge. If you badge does not work, please notify Volunteer Services by email at email@example.com or contact security.
6. Volunteer Information Center
Allow you to check your schedule, number of hours, update your contact information and check internal messages.
Go to https://www.volgistics.com/ex/portal.dll/?from=6055 for direct link or access at www.chistjoseph.org/volunteer, on left side of screen, Volunteer Information Center.
- Your log in is your email address and password will be whatever you set up when you applied. If you forgot your password or did not set up a password when you applied, please click forgot password and one will be emailed to you.
- Click on tab “My Schedule” to view your schedule for the current and coming months.
Your schedule will remain the same until you request a change, or for College and Therapy volunteers, until the end of the semester.
7. How can I change my schedule?
Volunteer Services is responsible for maintaining all department schedules. Any requests for changes must by submitted by email to firstname.lastname@example.org
- Please state your current schedule, reason for change, and new availability
- We accommodate changes on a first come first serve basis
- We make every effort to fulfill your request
8. How do I record my volunteer hours?
Volunteers assigned to Regional Hospital and Medical Office building all use the Auxiliary room on the touch screen computer located on the left side of the room. The Auxiliary room is on the first floor of the hospital.
Volunteers assigned to Rehabilitation Center:
- Cardiac Rehab & Wellness use binder located a nurses station in Cardiac gym.
- Physical & speech therapy volunteers use binder located on 2nd floor
Volunteers assigned to the College Station ER use the computer located behind the registration area.
Volunteers at Cancer Center, College Station PT, Sports Therapy, and Orthopedic Associates use binder located at assignment.
Senior Enrichment use binder located in lobby of Skilled Nursing & Rehab on granite bar.
Volunteer in Human Resouces, Infection Control, and Express Clinic use provided hour log and send to email@example.com or fax 979.776.5330.
*specific instructions for each assignment is located on the cover page of your assignment packet.
9. Where can I get a record of my volunteer hours?
Volunteer Services can provide you written documentation. You have two options:
- Statement of Service – this is a detailed report of your volunteer service that includes your placement(s), each day you served and how many hours each day.
- Letter of Verification – this is a letter stating that you were a volunteer, when you served, the time frame you served, your total hours and it is signed by a Volunteer Services staff member.
You can request one or both by submitting an email to firstname.lastname@example.org or by phone 979.776.5956.
- We will email the documentation to you or your designee unless otherwise noted.
10. What if I am sick and can’t volunteer?
If you are ill, for the safety and well being of our patients, staff and yourself, please do not volunteer. Please contact your department directly. Their contact information is available on the department assignment packet cover page or access through the Volunteer Orientation Access and go to Assignments or call the main number at 979.776.3777.
- If you will be out for more than two weeks, please also notify Volunteer Services by email email@example.com.
11. Where should I park when I am volunteering?
- At main hospital – parking is available on the 4th – 6th floor of the parking garage. Do not use patient parking areas.
- Parking at the Rehabilitation Center is just regular guest parking to the right of the circle driveway.
- College Station ER – parking is available in the rear of the building. Badge access is given to ER volunteers in College Station to access these outer doors.
12. What is my volunteer pin number to sign in on the touch screen monitors?
Your pin number is your home or cell phone number without the area code (the home or cell number you provided on your volunteer application).
13. For College/Therapy Volunteers - what happens at the end of the semester?
You will be scheduled until the last official day of classes according to TAMU Academic Calendar. Those that successfully complete their commitment will be invited to return for the next semester. You will receive an email 2-3 weeks prior to the end of the semester asking if you plan to return for the next semester. Scheduling for the next semester begins at that time. Returning volunteers have first choice on the schedule before new volunteers are scheduled, so please respond as quickly as possible. Once you are a volunteer, you do not have to reapply to return. We will keep your records indefinitely. If you need to wait out a semester due to a heavy class load, then we can hold your file until the next semester.
14. How can I get a letter of recommendation?
Because most positions are not directly supervised by Volunteer Services, you will need to obtain a letter of recommendation from the staff you work with. If you need a letter, please request it at the end of the semester.