Assignments can end in three ways:
- The initiative is completed
- The volunteer cannot complete the initiative
- The volunteer is terminated from an assignment
When an assignment ends because the initiative is complete the Volunteer Steward will notify the VES who will send out End of Assignment Reviews to the team. The feedback from the team will be discussed with the Volunteer Steward and Team Lead as part of the initiative ending roll-up.
The Volunteer Steward can plan an assignment ending de-brief session with the volunteers on the team. During this session, the group can review the experience, and the Volunteer Steward can ensure that all volunteers understand the impact made for PEMAC, identify the strengths of the team, and praise individuals for their unique contributions.
The Volunteer Steward then contacts the VES to discuss formal recognition of the volunteer team. When any formal recognition is completed, the VES will email the volunteer and 'End of Assignment' letter that describes the volunteer's involvement and thanks them for their contributions.
Assignments that end because a volunteer cannot complete the initiative: If an assignment ends because a volunteer cannot complete the assignment, the Volunteer Steward will contact the VES as soon as they learn of the situation so an appropriate plan and potential remedies can be discussed.
The VES will meet with the volunteer to get information about the nature of the situation and see if it is possible to make a plan that will support the continued engagement of the team member. If a plan is developed, a series of check-in dates with the VES and Volunteer Steward should be created with the volunteer to ensure all is unfolding well and if further adjustments may be required. If the volunteer truly must leave the assignment early, they will be asked to complete an end-of-assignment review and depending on their contribution may be considered for formal recognition and an End of Assignment letter.
Assignments that involve discipline and/or dismissal: In rare cases where discipline or dismissal are possible, the Volunteer Steward should contact the VES immediately. The volunteer will be asked to share their side of the story as well as any other relevant stakeholders in the situation. The volunteer will be asked to refrain from assignment activities until a decision is made and the Executive Director will be consulted with the information gathered from the volunteer and relevant parties. The Executive Director, VES and Volunteer Steward will discuss the situation, assess the risks to PEMAC based on the scope and severity of the issues, and determine any remedies, disciplinary measures up to- and including- dismissal. If a volunteer is dismissed from an assignment, the Executive Director will manage how the volunteer’s membership will or will not be impacted according to the association's bylaws.
For detailed information about member discipline and termination see PEMAC bylaws Section 17: https://www.pemac.org/sites/default/files/By-Laws_RequestedAmmendments(…
Note about Dismissal vs. Termination:
- Dismissal: The volunteer may be released from their role due to their behavior, performance or other personal factors.
- Termination: Is also known as a layoff and relates mainly to the organization's relationship with paid staff in context of economic factors
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