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 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 satisfactorily complete the background check prior to volunteering. 

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.

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 background check.

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

5. 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.

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 titers and immune status.  

• Dates of Hepatitis B vaccine, and or date of titers and immune status.

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

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.

Following is a list of tasks to complete prior to the individual's first day:

• Set up a folder where you will retain their personal files. At minimum include their lname, fname, and start date in the folder name.

• Coordinate logistics (start date, work days and hours, work location, etc.) with them or their supervisor (whichever is applicable).

• Email hr@nkyhealth.org with their name, start date, employer's name (if applicable) and how many hours they are expected to work each week.

• Email itdept@nkyhealth.org with to request setup of any technology they will need (email, phone, computer, etc.)

• Work with your division director to secure a workspace (if applicable).

On their start date:

• Send a message introducing them and welcoming them to the agency.

• Ensure their orientation is completed.

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 Orientation 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.

Following are procedures for offboarding a departing volunteer or supplemental staff:

1. Email hr@nkyhealth.org and itdept@nkyhealth.org with their name and last day worked.

2. Work with inormation systems to retain emails, voicemails, electronic files etc. 

3. On their last day collect their ID badge and return it to Human Resources, 

4. Add their termination date to your folder name and archive their folder.

5. Clean out the their workspace.

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.

4/29/2025

• Updated "Policy for Orientation Section" with new information from Employee Health Nurse.

• Added "Procedure for Onboarding" section.

• Added "Procedure for Offboarding" section.

5/9/2025

• Volunteer no longer pays for thier background check.