SUNSET AUXILIARY HANDBOOK

Volunteer Handbook

and

Sunset Auxiliary Guidelines

The Clifton Lutheran Sunset Home, Inc.

300 South Ave. Q

P.O. Box 71

Clifton, Texas 76634

Phone 254/675.8637 • Fax 254/675-2245

www.clsh.org

www.sunsetaux.org

Revised 5/10/2007

We welcome you and thank you for your interest in serving Sunset . Your involvement in our programs is highly valued by both our staff and our residents. Your stimulation, companionship, attentiveness and warmth add a refreshing dimension to the lives of our residents.

This handbook explains our policies and procedures. It will help you understand how to carry out your duties and give the best service to our residents. Read it carefully and thoroughly.

VOLUNTEERS

PHILOSOPHY: Volunteers are the consistent community connection for all residents served by Sunset programs. Volunteer service is encouraged to maintain the quality of life and enhance the quality of programs within the Sunset services. There are many exciting and stimulating programs that can be brought into facility life when volunteers collaborate with staff as well as the residents themselves.

3. They provide the community with daily examples of positive living in a retirement or long term care setting.

The purpose of Sunset’s volunteer program is to be of service and benefit to the residents and staff of the Sunset Nursing Facility, Luckenbach Assisted Living, and Rainbow Retirement Community. All of the assests of this organization are administered by The Clifton Lutheran Sunset Home, Inc., a qualified 501(c)(3) organization.

POLICY: Volunteer programs are formally organized and supervised by the Facility Representative and the Activity Coordinators. All volunteers to Sunset adhere to the guidelines established for volunteers whether or not they choose to become Auxiliary members.

PROCEDURE: Persons interested in volunteering shall contact either the Facility Representative , Activity Director, or designee to complete an application and/or receive their volunteer assignments.

OPPORTUNITIES: The activity program offers a wide variety of volunteer opportunities. Some opportunities are as follows:

3. Assisting in scheduled activities (i.e. outings, birthday parties, luncheons, etc.

6. Fund-raising through programs such as the Pot O’ Gold Thrift Store or the Annual Quilt Auction.

SOURCES: Volunteers are recruited from many different areas. These areas may include:

ORIENTATION: After the volunteer is accepted, he/she will receive orientation concerning policies and procedures of CLSH. An orientation packet and handbook is given to each volunteer. Orientation is a part of every auxiliary meeting and includes:

1. A handbook consisting of volunteer program information, a map of facility, an organizational chart, emergency prepardedness, and some of the do's and don'ts of volunteering;

2. Tour of the facility and introduction of personnel to whom they might come into contact;

REFERENCES AND BACKGROUND CHECKS: Sunset Administration may request references and/or conduct background checks on volunteer applicants.

Clifton Lutheran Sunset Home is striving to excel in meeting the needs of each resident.

VOLUNTEERING WITH ACTIVITIES

PURPOSE: To provide an ongoing program of activities designed to meet the interests and the physical, mental and psychosocial well being of each resident.

SCOPE: The activity program ranges from basic validation therapy and simple tasks for low-level mental and physical functioning residents, through programming for all other levels of functioning and is designed to lead to independent functioning in as many areas as possible. The program shall be individualized for each resident and shall involve all residents of the facility on a regular basis, (at least three times a week).

DIRECTION: The activity program shall be under the direction of Activity Coordinators and supervised by the CLSH administrator.

RECORD KEEPING: Activities Coordinators maintain records of resident participation for individuals in the nursing facility. The volunteer may be asked for their observation of resident participation.

ASSESSMENT OF RESIDENT NEEDS FOR ACTIVITY PROGRAMMING and PLANS OF CARE: An assessment of problems and needs, and programming to meet those needs is made for each resident. The assessment considers needs for one-to-one relationships, social group interaction, and activities related to daily living. Each resident is assessed by the Activity staff on a routine basis and ongoing goals are established as a part of the resident’s plan of care. The goals are developed within the activities level appropriate for the resident, and, if able, the resident participates in the plan of care. Plans of care are reviewed every ninety days.

ACTIVITY PROGRAM OVERVIEW

OUTLINE OF PROGRAM: The following is an overview of an activity program. An outline of the Activities Program is as follows:

6. A calendar with scheduled activities should be placed at the wheelchair level and located in a central place, which can be viewed by all residents of the facility.

ACTIVITY DIRECTOR: The Activity Program at Clifton Lutheran Sunset Home is under the direction of a certified Activity Director. Activity Coordinators provide support in meeting the recreational needs of the residents.

PROGRAMMING: There are group and individual activities planned for each month. Group activities may include residents from all levels if benefits can be received from a mixed group. However, smaller group activities shall be planned so that each level of need may be met. This is to ensure the greatest degree of accomplishment, i.e., low-level groups shall not be placed in a group activity that would lead to frustration or a lessening of a feeling of worth or capability. Each group must be able to function within the framework of the programmed activity.

Individual activities shall be offered and are to be especially encouraged for those who would benefit from one-on-one stimulation and to meet specific individual needs that cannot be met in a group situation. The activity program will strive to meet resident needs through:

RESIDENT COUNCIL

Resident Council is a group made up of the residents of the facility. This council meets at least monthly. During these meetings, the residents have the opportunity to express themselves about the facility. This may be either positive or negative with suggestions made about those things that are of interest to them and their life in the facility. The resident council may serve as a planning or steering committee for the activities and programs carried out in or by the facility. Minutes of the meetings are taken and reports given to the various departments so that the residents’ feelings and desires may be known and their ideas implemented as acceptable.

Being informed is essential in providing your best service for the residents at Clifton Lutheran Sunset Home.

MANUAL FOR VOLUNTEERS

· Place your personal belongings in an area designated by the Activity Coordinator or volunteer coordinator.

· Make your presence known and check-in with the appropriate staff or volunteer designee before leading activities.

· Keep conversations with nursing home personnel, friends and others short and brief.

· Nursing home policy states "No bare tops or feet, and no short shorts or other inappropriate clothing allowed while working."

· Converse with a resident face-to-face. This establishes a better position for hearing a low or slurred speech.

· Don't speak too fast or sound condescending. Many residents who appear confused and hard of hearing still maintain their level of mental maturity.

· When you are talking to others a resident may pick up on your conversation. Misinterpretations may result.

· Instead of asking a resident, "How are you?" and perhaps receiving a lengthy reply, you might simply say, "Good morning.”

· Instead of asking a resident, "Can you do this?" you might say, "Help me do this."

MEETING RESIDENTS NEEDS

· Encourage resident's work performance regardless of quality of work. Praise works wonders for a resident's self-esteem.

· Provide a calm atmosphere by not producing loud noises, which may irritate residents.

· Provide appropriate activities, which do not require fine motor skills. Finger sensitivity decreases with old age. Be selective in your choice of materials a resident must work with.

· Contact a nurse if a resident falls or is in trouble. Do not try to help them, but stay with them until help arrives.

BEING SENSITIVE TO RESIDENT NEEDS

· Make sure feet are in footrests and hands are on armrests before pushing the wheelchair.

· Obtain permission before taking residents out of the facility for those residing in Special Care Unit.

VOLUNTEER REMINDERS

· Please call the Activity Office when you are unable to work, if you must change your hours, or if you would like to work additional time.

· If a doctor or nurse is present with a resident, please leave the resident's room/apartment.

VOLUNTEER POLICIES

RECOGNITION: Sunset hosts an annual recognition banquet for volunteers and awards recognition certificate and/or pins to those who keep record of their hours worked.

ORIENTATION: Volunteers receive orientation and training from the Auxiliary Council, Staff Administrator, or Activity Coordinators or designee and sign the volunteer application stating they understand and agree to abide by the volunteer policies.

REGULARLY SCHEDULED MEETINGS: Please watch for posted meeting times from the Auxiliary Council, Facility Representative, or Activity Coordinators.

TERMINATION: Please notify the Activity Office if you find you must terminate your services. Causes for mandatory termination include:

GIFTS FROM RESIDENTS: You must kindly refuse gifts and money from residents.

DISASTER PROCEDURES

FIRE: Staff, residents, and visitors are notified of fire by the alarm and strobe light system activating, or by the announcement “Nurse Red.” When the alarm activates move to the nearest nurses station to learn the location of the fire, but if you are with a group of residents remain with them and a staff member will instruct you.

If you are in a unit where a fire is located, follow the instructions of the Charge Nurse, which include evacuating residents who are in the most immediate danger. Remember to remain calm. Volunteers can best assist by moving to and remaining with the residents in the “safe area” as designated by the Charge Nurse.

If you discover a fire, pull a fire alarm hand pull. They are located at the end of each hallway, at the nurses’ station, and in the larger public areas such as the dining hall and recreation room.

OTHER DISASTERS: Always remember that the Charge Nurse of the unit is responsible for direction during any emergency such as fire, tornado, or severe weather, and will provide necessary instructions.

RESPONSE PLAN

The following information is a modified version of instructions given to staff at their annual emergency training. Following these response instructions is appropriate for anyone in the facility.

Problem/Announcement	Description	Initial Response	Secondary
Fire Alarm Activates	Possible Fire	Locate Unit & Zone IF FIRE – Evacuate Call 911 IF false alarm – call Sheriff’s Office	Contain Area Remain in Safe Area until “All Clear”
“Nurse Red”	Possible Fire or Emergency	Locate Unit & Zone (Same procedure as above.)	Same as above.
“WEATHER WATCH” (Will be initiated from Office or Unit D.)	Possible Tornado	Close windows, blinds, curtains. Prepare residents for movement	Account for residents & staff. Remain in assigned area until given instructions.
“WEATHER WARNING”	Tornado sighted	Move residents to hallways, away from windows & doors. Cover with blankets.	Account for residents & staff. Remain in assigned area. Prepare for medical emergency.
Bomb Threat	Notification of bomb at facility. Usually by outside caller.	Obtain as much information as possible – Who, What, When Where.	Report to Supervisor and Administration
ON JOB INJURY	Notify Supervisor Immediately	(Basically applies to employees… but if any injury occurs while “volunteering,” do notify facility administration.)
MISSING RESIDENT	Resident unable to be located in Unit or facility.	Alert other Units via phone. Give description of resident & clothing. Contact Administration. Assign staff to look via automobile for assigned period of time. Notify units when located.	If resident not located call 911 and report missing

BEFORE YOU LEAVE

· Record your departure time and hours in the Sunset Auxiliary Log notebook or your personal log sheet.

GUIDELINES

PURPOSE: The purpose of this organization is to be of service and benefit to the residents and staff of the Sunset Home, Luckenbach Assisted Living, and Rainbow Village Retirement Community (collectively referred to in this document as CLSH). All of the assets of this organization are administered by the Clifton Lutheran Sunset Home, a qualified 501 (c) (3) organization.

Regular annual membership in the auxiliary shall be open to all adults (and qualified teenagers over 16) who are:

Willing to make application each year (including TB test and background check), attend orientation, participate, and uphold the purposes of this organization.

Each regular member shall be entitled to one vote at all regular or special elections of the auxiliary.

Associate members are individuals who participate in any form of volunteer service in any of the various activities and have promoted the purposes of the auxiliary and are recognized by the Auxiliary Council as Associate Members. Associate members will not be eligible to vote in auxiliary elections. Associate Members will need to furnish name, address, and phone number and e-mail to the chairperson of the activity in which they are volunteering.

Contributing members are individuals who are unable to participate on a regular basis but want to encourage and contribute financially to the auxiliary. A minimum contribution will be $25 annually to the Sunset Auxiliary.

MEETINGS: Regular meetings of the auxiliary membership are at 4:00 PM on the third Thursday of January, March, May, September, October, November, and December. There will not be any regular meetings of the auxiliary membership during the months of June, July and August (Changes can be made by the Auxiliary Council to avoid conflicts with holidays or special events.) The council will meet each month except June, July, and August (special meetings as needed).

The annual meeting of the auxiliary membership is in January each year. The meeting is for the installation of officers, and receiving annual reports from outgoing officers.

The president or other council member may call special meetings. All members including associates must be notified of the time, place, and purpose of these meetings in as timely a manner as possible.

OFFICERS: The officers of the auxiliary shall be a president, first vice-president, second vice-president, recording secretary, financial secretary, chairpersons as required by the number of activities that are sponsored by the Sunset Auxiliary, and the coordinator. The president shall appoint the following officers, also for a term of one year: Corresponding Secretary, Historian, Parliamentarian, and Webmaster.

Officers are nominated in November, elected in December, and installed at the January meeting for a term of one year – not to exceed three consecutive terms. (After a lapse of one year, the individual is again eligible for the same office.)

Following the nominating committee’s report during the November meeting, members eligible to vote may propose, from the floor, candidates for office - on the condition that candidates have agreed to serve.

A resignation or notification that an officer can no longer serve must be made to the facility representative.

The nominating committee shall fill any vacancies (for the length of an unfulfilled term) occurring between annual meetings.

As the chief officer of the auxiliary, the president shall serve as chairperson of the Auxiliary Council and as the auxiliary’s chief representative to the CLSH organization and shall have general management of the auxiliary.

The first vice-president shall, in the event of the absence, disability, or resignation of the president, assume the responsibilities and perform the duties of the president. The first vice-president shall be chairperson of the program committee and be responsible for any other duties as may be delegated by the president or the Auxiliary Council.

The second vice-president shall assume the duties delegated to him/her by the president and shall serve as chairperson of the membership committee and be responsible for the membership roster. He/she will maintain applications, record all volunteer hours and submit the total hours to the Auxiliary and the RSVP. (Retired Senior Volunteer Program)

The recording secretary is the recording officer of the auxiliary and the custodian of its records. The secretary shall be responsible for keeping accurate records of all auxiliary and Auxiliary Council meetings. These records shall be open to the inspection of any member of the auxiliary, CLSH administration, or the CLSH Board at all reasonable times.

The financial secretary shall be responsible, in tandem with the CLSH Financial Officer, for keeping an accurate record of all the financial affairs of the auxiliary. He/she shall receive monies and receipts and record expending of funds as approved by the Auxiliary Council and CLSH facility representative with input and proposals from auxiliary members and/or residents. The books of the financial secretary shall be open at all times for examination or audit by the CLSH administration or CLSH Board.

The different chairpersons of the various activities shall be responsible to coordinate for all the activities of that particular project. (An example would be the Pot-O-Gold resale shop). The chairperson will be responsible to keep records of all the volunteers in that activity to include their names, address, and telephone number and make these available to the membership vice-president for recording the volunteer hours. The address and telephone number (and e-mail) will be available to the coordinator for notification of upcoming meetings.

The coordinator will act as an office manager and be the liaison to the facility representative who is the CLSH administrator charged with the organization and ongoing operation of the Sunset Auxiliary. As the liaison to the facility representative, the coordinator will be responsible for organizing and scheduling orientation and training sessions for the membership. The facility representative will appoint the coordinator.

The facility representative is appointed by the President/CEO. This representative will provide support and approve all publicity and public information for the Sunset Auxiliary.

The Auxiliary Council shall consist of the president, the first and second vice-presidents, recording secretary, and financial secretary, chairpersons of the various ongoing activities, coordinator, facility representative, and the past-president. The quorum to conduct official business is six.

The Auxiliary Council shall meet monthly. The Auxiliary Council shall have the authority to act on matters that cannot be held over to the next regular meeting and shall have the authority to make recommendations as seem advisable.

All actions of the Auxiliary Council shall be reported to the membership, by the president, at the next regular meeting of the auxiliary. A record of decisions and motions should be kept by the secretary and included in the permanent record book.

Meetings of the Council may be called by the president or requested by any member of the Council.

The Council shall be responsible for providing leadership – through orientation sessions, by soliciting input, by planning, and by prioritizing actions - in order to respond to residents’ and staff needs.

There may be standing committees as are necessary to conduct the business and programs of the auxiliary. The president shall appoint, with the input and approval of the Auxiliary Council, the chairperson of each committee.

The nominating committee shall consist of three members elected from the membership at the September meeting. The facility representative will be an ex officio member.

Special committees may be created as needed, appointed by the president and terminated automatically when it’s assigned task is completed or at the direction of the Auxiliary Council.

FINANCES: The Sunset Auxiliary shall have as a purpose raising funds to be expended for the benefit of the residents of CLSH.

All programs or undertakings for raising or expending funds shall be reviewed by the administration representative of CLSH.

The CLSH Administration will make recommendations for using funds raised by the Auxiliary. The Auxiliary Council will then submit these recommendations to the membership for sponsorship.

All monies or funds received or expended by the Sunset Auxiliary shall be duly recorded by the financial secretary in coordination with the CLSH Financial Officer.

Reimbursements will be made by the CLSH administrative representative for pre-approved expenses, with receipts, that benefit residents and/or staff. A Purchase Verification form must be submitted to the financial secretary or facility representative.

The fiscal year of the auxiliary shall coincide with the CLSH fiscal year: January 1 – December 31

CONTRACTS: Contracts may not be entered into on behalf of the auxiliary without the prior review and approval of the CLSH President/CEO.

AUXILIARY GUIDELINES: Council or auxiliary members and CLSH administrators or staff may make suggestions or recommendations for change to these Guidelines. The Council or a special committee should periodically review these guidelines. An annual review by the new officers is recommended.

PARLIAMENTARY AUTHORITY: Roberts Rules of Order shall govern the conduct of all meetings of the auxiliary or any committees thereof.

VOLUNTEER CONFIDENTIALITY STATEMENT - copy

I,__________________________________, hereby agree to regard all information received in the performance of my volunteer work in this facility as confidential.

I understand that this facility respects residents' rights with regard to privacy of information and I agree to respect these rights in the performance of my volunteer duties and keep "professional" confidentiality in all my statements outside the facility.

I agree to respect residents' rights to privacy, as well as those of the family and the facility whenever I make community presentations or participate in volunteer recruitment programs. The Activity Director or designee or the Administrator will approve the content of these presentations in advance.

I HAVE READ THE VOLUNTEER MANUAL AND AGREE TO ABIDE BY THE VOLUNTEER POLICIES AS STATED.

(Note: One copy should be signed and on file at CLSH. The other should remain in the Auxiliary Notebook as a reminder to the volunteer.)