48.0 Overview
Occasionally, a volunteer may need to leave the program before their scheduled end date. Early departures may occur for several reasons, including illness, family emergencies, or program dismissal due to a Code of Conduct violation.
Regardless of the cause, all early departures must be documented to ensure accountability and accurate program records.
48.1 Communication and Approval
Voluntary Early Departures (e.g., family emergencies, illness):
-The DOVEs notify the Operations Coordinator, who informs OSSO Headquarters.
-If the Operations Coordinator is unavailable, DOVEs may contact Headquarters directly.
-DOVEs add a note explaining the circumstances to the volunteer's contact in Grid.
Dismissals or Early Program Termination:
-DOVEs report the situation to the Operations Coordinator.
-DOVEs and Operations Coordinator discuss the situation with the volunteer.
-The Operations Coordinator consults with the Volunteer Program Director before any dismissal is approved.
-If it is determined that the volunteer must leave the program, the Operations Coordinator provides the volunteer with the official Early Dismissal Form for signature. A photo of the signed form is uploaded to the volunteer’s Grid contact.
-The volunteer is removed from all OSSO WhatsApp groups.
48.2 Documentation Requirements
For all early departures, DOVEs must ensure:
-An appropriate record is created — either a Code of Conduct Violation Form or an Incident Report Form (depending on reason).
-A note is added to the volunteer’s contact record in Grid, summarizing the reason for departure.
-DOVEs complete the volunteer’s evaluation and ensure the file is complete.
48.3 Transportation and Departure Logistics
Illness or Family Emergency:
DOVEs or the Operations Coordinator arrange transportation to the airport and may accompany the volunteer if needed.
Program Dismissal:
Volunteers asked to leave the program are responsible for their own transportation and logistics once they have signed out.
OSSO does not provide transportation, housing, or financial assistance after a formal dismissal.
If the volunteer requests DOVEs to take them to the airport and the DOVEs are comfortable with it, they may accompany the volunteer to the airport.
48.4 Transportation and Departure Logistics
Volunteers who leave early, whether voluntarily or through dismissal, are not eligible for refunds of any fees paid to OSSO.
If asked, DOVEs may simply direct the volunteer to OSSO Headquarters for clarification.
48.5 Follow-Up and Record Maintenance
The Operations Coordinator confirms the volunteer’s departure and reports completion to OSSO Headquarters.
OSSO Headquarters updates internal records and ensures all documentation has been submitted.