Volunteers / Supplemental Staff

Indirect Volunteers: volunteers who are assisting NKY Health through their affiliation with another agency/program (Example: MRC, NKCAC, PACE.)

Direct Volunteers: volunteers who are selected to assist NKY Health through an application and interview process not involving a third-party.

Supplemental Staff: supplemental staff are employees of another entity who are working alongside NKY Health staff. 

It is the policy of NKY Health to encourage and support equal opportunity for all volunteers and supplemental staff without regard to age (40 or over), HIV/AIDS status, race, color, religion, sex, pregnancy, childbirth, pregnancy/childbirth related medical conditions, national origin, disability, sexual orientation, gender identity, veteran status, family status, smoker status, genetic information or any other legally protected status not mentioned here.  The availability of volunteer opportunities will be evaluated on the basis of an individual’s skills, knowledge, abilities, availability and other legitimate qualifications.

In keeping with our commitment to provide a safe workplace that is free from harassment and discrimination, to protect confidential information, and to ensure that the services we provide are offered equally to those eligible, all volunteers will be bound by the same policies and practices governing these issues as NKY Health employees.

An individual cannot be a volunteer / supplemental staff and either a current employee or a student receiving credit for coursework simultaneously.

Volunteers must be at least 18 years of age.

Following is the procedure for selecting a direct volunteer:

1. Anyone interested in becoming a direct volunteer at NKY Health must complete and submit the Volunteer Application form available from NKY Health’s website.

2. Human Resources will forward completed volunteer applications to members of Senior Staff as appropriate. Human Resources may also forward completed applications to other interested staff.

3. Senior Staff may work with managers to interview and recommend individuals as volunteer candidates for their respective divisions.

4. Recommended candidates must satisfactorily complete a criminal background check at their own expense before final selection is made.

This procedure may vary for selecting an indirect volunteer or supplemental staff  based on the requirements of / agreements with the agency / program involved.

Prior to volunteering for NKY Health in any capacity the candidate must authorize and satisfactorily complete the same criminal background check that a new employee in the same capacity would be required to complete if any of the following are true:

• They will be working with the public in any capacity

• They may be exposed to confidential/sensitive information

• They will be working on an NKY Health-owned or staffed site on an ongoing basis (i.e. longer than a week or for more than 40 hours) 

The candidate’s supervisor must work with HR to ensure that the background check is completed according to current practices.

A candidate interested in becoming a direct volunteer must pay for actual background check expenses prior to volunteering. The candidate’s supervisor is responsible for obtaining a check or money order payable to NKY Health for $10 in order to check jurisdictions and determine the total cost of the background check and a second check or money order payable to NKY Health to cover the cost of the remainder of the full amount. The payment should be and forwarded to accounting and human resources notified prior to completion of the background check.  After a direct volunteer has worked 80 hours for NKY Health, their supervisor may request that these fees be returned to them using the normal Purchase Order process.

The background check for a candidate interested in becoming an indirect volunteer will be handled according to the terms of the agreement with their sponsoring agency/program.

Fees for background checks can vary based on the number and type of jurisdictions checked.

Follow these steps to complete a background check:

1. The supervisor emails the volunteer a copy of "FCRA Summary of Rights" with a bcc to "hr@nkyhealth.org" and obtains consent from the candidate that they will pay for the jurisdiction check and the criminal background check.

2. The supervisor obtains a signed background authorization consent form.*

3. HR initiates the jurisdiction check.

4. The supervisor collects payment** from the individual and forwards it to accounting and notifies HR that it has been received.

5. The background check agency checks jurisdictions and notifies NKY Health of the cost of the criminal background check.

6. The supervisor collects payment** from the individual and forwards it to accounting and notifies HR that it has been received.

7. HR initiates the full criminal background check.

8. The background check agency sends results (usually within two weeks).

9. NKY Health evaluates the results.

*Please log into AdobeSign to access the  form. You will need to click Start from Library > Workflow > Background Check Authorization and then follow the wizard.  Be sure to enter the correct email addresses.

**The cost varies based on the number of jurisdictions associated with the individual and reimbursable using the PO process according to policy.  The minimum cost is usually approximately $50. 

Prior to working at NKY Health in any capacity, the individual must complete an orientation similar to that a new employee in the same capacity would be required to complete if any of the following are true:

• They will be working with the public in any capacity

• They may be exposed to confidential/sensitive information

• They will be working at an NKY Health-owned or staffed site

The individual must meet with the Employee Health Nurse and provide all of the following:

• Dates of immunization for measles/mumps/rubella and/or date of rubella titer and immune status.  If available, a rubella/measles titer should be provided

• Dates of Hepatitis B vaccine and manufacturer, along with date of post vaccine testing and immune status

• Date and results of most PPD/TB received within one (1) year

• Proof of COVID-19 vaccine or valid religious or medical exemption

Supplemental Staff may or may not be paid for completing the orientation depending upon the agreement NKY Health has with their employer. The time spent completing the orientation does NOT count toward the volunteer's hours.

The individual goes to the Orientation Site, downloads the appropriate checklist and follows the instructions embedded in the checklist and on the pages of the site.  

Supervisors are responsible for guiding volunteers / supplemental staff through orientation and keeping records of the orientation. 

Anyone who has an NKY Health e-mail address in the format fname.lname@nkyhealth.org can access the site from the NKY Health email. However, due to Google limitations, the videos on the site  works best when logged in from the following: 

• Gmail address: orientation.welcome@nkyhealth.org

• Password welcome2me 

Orientation can be completed from any modern computer.

All volunteers / supplemental staff must complete and submit the following forms: 

• Orientation Checklist (available form the Begin Orientation Here  page of the Orientaion Site)  - download

• Emergency Contact Information form (available from the Other Items to Complete or Acknowledge page of the Orientation Site) - complete and submit electronically

• Waiver of Release of Liability for Injury / Illness form (available from the Other Items to Complete or Acknowledge page of the Orientation Site) - complete and sign then submit electronically

Their supervisor must retain these forms in their files.

Because they do not have access to the same online system for completing the updates as NKY Health employees have, volunteers / supplemental staff will review the same modules they completed during orientation (available on the Orientation Site) and use a similar checklist to acknowledge review.

Supervisors are responsible for keeping the checklist as a record of completion as instructed at the top of the checklist.

Annually

• Update Checklist for Annual Required Training.

6/8/2023

• Added Revision Log.

11/17/2023

• Procedure for Criminal Background Check updated to include "FCRA Summary of Rights" as required by law.

7/3/2024

• Added requirement to collect fees for jurisdiction check separate from background check.