Volunteer Program Policies and Procedures

General Conduct
While volunteering at the Estates, please do not engage in personal reading or personal tasks.  The focus must be on providing support to visitors.

Please greet visitors and interact as the situation requires.

Please use common courtesy and common sense as a general standard of conduct. As a
volunteer, you are a respected representative of the Museum. Thus, it is expected that every volunteer conduct himself in an appropriate and businesslike manner at all times.

If you are unsure of any Museum or Volunteer policies, please ask the Volunteer Coordinator for assistance. If you witness a visitor violating Museum policies, please either direct to a staff member or address with a polite and courteous reference to the policy.

Please do not answer any historical questions if you are unsure of the answer. It is far better to wait and ask a staff member than to give potentially inaccurate information.

Please do not park in any areas marked for visitors, loading zones, or staff members.

Time Commitment
All volunteers (except for seasonal volunteers when they are away or students) are asked to commit at least four (4) hours of time per week to volunteering at the Museum for a period of at least one (1) year. It is preferred that this is done in one shift: for instance– 9:00 a.m. – 1:00 p.m. & 1:00 p.m. - 5:00 p.m. Please discuss any variations on an “as needed” basis with the Volunteer Coordinator.

Signing In
All Volunteers are required to sign in and out each day they volunteer. There is a volunteer sign-in book inside the Museum on the shelf across from the interpreter table. The Sign-In book is organized in alphabetical order by last name. In order to maintain accurate records, please sign-in and out only for yourself. All docents are asked to also check-in with a staff member at the start of each shift so it is clear who is on duty/for assistance that day. Remember to round all time to the nearest quarter-hour.

Signing-in is essential for both safety purposes and accuracy of reporting your hours. It is imperative to know who is on premises should an emergency occur. We strive to maintain an accurate record of our volunteer time and request your assistance in doing so. In addition, volunteers are rewarded for the amount of time spent volunteering and this is based solely on hours that you record.

Absence/Tardiness
It is important to notify staff that you are working with and the Volunteer Coordinator that you will be absent or late as soon as possible. In addition, please remember to mark the dates you will be absent on the calendar next to the Sign-In Book in the Museum. The Estates rely heavily on volunteers to assist in the daily functions at the Museum regardless of your position. If possible, it is very helpful to assist in finding another volunteer to cover or trade shifts with you. Please do not simply show up or make-up your shift whenever you choose. All volunteers must be scheduled in advance, regardless of position or duty.

Repeated failure to serve a shift without marking down the dates in advance on the calendar in the Museum and/ or notifying the Volunteer Office in advance may result in dismissal. Three consecutive unreported absences will be considered resignation.

We strive to be as flexible as possible with volunteer shifts.  In the event that you need  to change your duties or regularly scheduled shift time, please discuss this with the Volunteer Coordinator so we can accommodate you accordingly. Your courtesy in this matter is most appreciated.

Scheduling
All volunteers are required to schedule volunteer time with the Volunteer Coordinator. Advanced scheduling is important to maintain efficiency and provide a quality experience to our visitors.  It is also necessary to make the most of your time donated to the Museum.

Seasonal Volunteers
All seasonal volunteers are kindly reminded to call the Volunteer Office when you arrive into town and before you leave town. In addition, please leave a contact address and phone number (if it will be different) so we may contact you if necessary while you are away.

Resigning
If you can no longer fulfill your volunteer duties, please contact the Volunteer Coordinator. If you have not contacted the office and no volunteer hours have been recorded under your name for a period of one year, your file will be closed.

Dismissal
Volunteers are expected to behave courteously and professionally to fellow volunteers, visitors, and staff members and remain mindful of Museum policies at all times.  The Edison & Ford Winter Estates staff reserves the right to terminate your volunteer status at any time. Please note that comments or actions of an inappropriate nature will not be accepted.

Unacceptable behavior which does not lead to immediate dismissal may be dealt with in the following manner:
                                                            Verbal Warning
                                                            Written Warning
                                                            Dismissal

Training
All volunteer positions at The Estates require either formal or on-the-job training depending on the specific duties involved and the level of knowledge and/or experience of the volunteer. The main goal of our training program is to prepare volunteers to feel comfortable and confident enough in their duties to perform their duties successfully.

Every volunteer is encouraged to read and research independently in addition to the provided training; please see our Suggested Reading List ( SEE Appendix) for further information.

Attire
            White shirt or shirt with volunteer logo
            Solid color pants, knee-length shorts or skirts preferred
Sweater or Jacket that is a solid color
            Neat and tidy appearance is appreciated.
            Volunteer ID badge must be worn at all times

Special Event Attire: When volunteering for an Estates event, please wear black pants/skirt and a white shirt for formal events (wedding, etc.) and black or khaki pants or skirt for a non-formal event.

Note:  Please dress comfortably and appropriately for the activities you will be performing and wear comfortable shoes. You may find it helpful to bring sunscreen, a hat, or an umbrella as the weather can be unpredictable. Garden volunteers may wear attire that is neat and comfortable and shirt does not need to be white.

Breaks, Eating & Smoking
Smoking is not permitted at the Estates. There are areas outside all entrances for smokers. Please use receptacles when discarding any used smoking materials.

Most volunteer shifts are 4 hours. Please feel free to bring snacks to sustain you or lunch if necessary. However, we ask that all volunteers break while eating and move to either the Banyan Café, picnic area or somewhere away from your work station. It is also preferable to tell a staff member (if appropriate) or have another volunteer cover your work station while you are away. Please do not “disappear” for periods of time without letting somebody know that you are on a break and when you will return.

Benefits
All active volunteers receive an official Estates name badge upon entrance to the Volunteer Program and a 20% discount at the Museum Store (excluding sale items).

Volunteers are invited to participate in several volunteer appreciation events and outings throughout the year.

Volunteers receive the intrinsic benefits of meeting other volunteers and visitors of the Estates.

Volunteers receive a complimentary Estates Family Membership after completing 100 hours of volunteer service. Volunteers receive free Estates Guest Passes in accordance with hours served. Gift certificates to the Museum Store and name badges stating hours served in accordance with the amount of hours donated to the Museum are also given to volunteers.

NEED TO KNOW NUMBERS
Volunteer Office 335-3673 Main Office 334-7419 We are glad that you have chosen the Edison-Ford Winter Estates to share your valuable time with. We hope you enjoy your volunteer experience with us here, we are happy to have you as a part of history.