3.0 Volunteer Service Record
DOVEs complete an evaluation for each individual volunteer after they leave the program. In the case of families, only one evaluation form needs to be filled out per family.
DOVEs are sent an email reminder shortly after the volunteer's departure with a link to the form.
3.1 Code of Conduct Violation
If a volunteer violates the Code of Conduct it is recorded using this form. These are important in case a volunteer is asked to leave the program, or if they desire to return as a volunteer in the future.
3.2 Volunteer Weekly Reflection
Every week volunteers complete a reflection. This enables quick and responsive feedback for OSSO staff to support volunteers.
3.3 Incident Report Form
Occasionally, situations may arise that require documentation and follow-up.
OSSO defines an incident as any unusual situation that occurs outside of volunteer service shifts and may require attention, documentation, or follow-up. This may include situations involving volunteers, health concerns, safety issues, or other circumstances that are out of the ordinary.
If an incident occurs, please complete the Incident Report Form as soon as possible and notify the Operations Coordinator and/or the Volunteer Program Director.
Situations or concerns that occur during volunteer service shifts should be reported in the Post-Shift Questionnaire, including concerns about children, observations about care practices, or patterns volunteers notice at the orphanage.
Examples of incidents that should be reported using the Incident Report Form include:
• A volunteer becoming ill and needing medical care, a doctor visit, or hospitalization
• An injury that occurs in volunteer housing or during personal time
• A safety concern involving volunteers outside of service shifts
• Conflicts between volunteers that require intervention
• Situations involving volunteers that violate OSSO policies or expectations
• A concerning situation observed outside of service shifts that may require follow-up
These examples are not exhaustive. When in doubt, Directors should document the situation using the Incident Report Form so that OSSO leadership is aware and can provide appropriate support.
3.4 Maintenance and Repairs Form
When repairs or maintenance need to be done, request approval and record the process using this form.
If the issue is urgent and affects the immediate health, safety, or functionality of the volunteers or the house, it may be classified as an emergency repair and addressed immediately without prior approval.
All emergency repairs must still be reported and documented as soon as possible after completion.