Employee Volunteer Program (EVP) 101: Policies and Procedures Sponsored by: connect. inspire. impact.

Presented by: Maurice Baker Manager, Community Relations connect. inspire. impact.

Policies & Procedures Why have a formal policy? –It is a statement of intent that: Documents the business benefits Commits the organization Drives a sustainable volunteer program Protects the organization and its employees

connect. inspire. impact. Policies & Procedures What should be in the policy? –Mission statement/program objectives –Eligibility for Volunteering –Included and excluded activities –Recruitment process –References to other documents for procedures

connect. inspire. impact. Policies & Procedures Mission statement/program objectives policy examples Company A: In addition to its commitment to carrying out business in an ethical manner, Company A strives to use its resources to support a range of nonprofit endeavors, with a particular focus on healthcare and social welfare. Company A’s aim is to work within its local community to create sustainable and long-term value. By contributing to the community in which its employees live and work, we believe the firm will: contribute to a healthier and more sustainable community for all, enhance its reputation and standing in the community, provide opportunities to support and develop its employees, and lead by example.

connect. inspire. impact. Policies & Procedures Mission statement/program objectives policy examples: Company B: -Company B believes that individuals have the ability and responsibility to bring positive change to the communities in which they live and work. Doing well in the marketplace affords us an opportunity to do good in the community. Our employees – our greatest resource – serve as ambassadors for the Company’s value of generosity of spirit, as they commit skills, passion and time as active and engaged employees and citizens. To support and encourage their commitment, Company B initiated the Volunteer Force – a benefit that provides paid time off for employees to impact their community through service during regularly scheduled work hours. Employees are encouraged but not obligated to perform community service under this policy.

Policies & Procedures Mission statement/program objectives policy examples: Company B (continued): The Volunteer Force seeks to achieve the following: A stronger ethic of citizen service in our employees Measurable and sustainable impact in communities where we live and work A strengthened internal community Opportunity to develop transferable leadership skills needed in the workplace Strengthened relationships with valued stakeholders (from friends & family to community & business partners) connect. inspire. impact.

Policies & Procedures Eligibility for Volunteering policy examples –Employees working for Company A and all its subsidiaries. (Union employees must follow current bargaining agreement) –Employee Volunteer is defined as an individual who freely chooses to contribute previously scheduled work hours to a public or private non- profit service partner to add unique value to some aspect of its operation or to measurably contribute to its organizational objectives. –Full-Time Employees, regularly scheduled to work 30 or more hours per week, receive 52 hours of Volunteer Force Time per calendar year Field Service Employees, regularly scheduled to work more than 30 hours per week, receive 24 hours of Volunteer Force Time per calendar year. All employees must have a performance rating of “Successfully Meets” or above to participate in this employee benefit.

connect. inspire. impact. Policies & Procedures Included activities policy examples: –Examples of typical volunteer activity at Company B would be: Education-related (tutoring and mentoring at local schools or after-school programs) Environmental (actively engage with the ecosystem, work to increase environmental sustainability) Community (blood drive, relay for life, food bank, disaster relief, working with elderly/disabled/homeless populations, carpentry, landscaping, painting, etc.) Non-Profit Board Stewardship (employees are encouraged to actively serve on non-profit boards) –Company A will allocate and spend its charitable budget by making strategic and targeted investments in: nonprofit organizations making significant impact on healthcare and social welfare, critical leading nonprofit organizations in our community, and nonprofit organizations which are important to its industry and its employees’ professional and leadership development. –Supported projects must meet the objectives set forth in the policy statement, support the Company’s ethical and social values, and provide opportunities for the Company and its people to add unique value. In determining eligibility for funding, all of the following criteria are considered: must be a nonprofit 501(c)(3) tax-exempt organization, must demonstrate direct employee involvement or interest, must meet important community and business needs, and must show sound management and financial capability.

connect. inspire. impact. Policies & Procedures Excluded activities policy examples –The program will not provide funding for: U.S. non-profit s not eligible for support under federal IRS code, fraternal and veterans groups, trips or tours, individuals, political organizations and campaigns, sectarian organizations whose services are limited to one religious group, organizations whose practices are not in keeping with the Company’s equal opportunity policy, nor organizations whose practices are not in keeping with the Company’s ethical and social values. –Unless it can be shown that the proposed service will benefit the larger community regardless of affiliation, Volunteer Force Time Does Not Cover the Following: Fraternal, political or lobbying organizations (i.e. Fund-raisers) Civic Memberships (Chamber of commerce, homebuilder association, etc.) Sectarian or religious programs Academic research Conferences and Exhibits Agencies that do not support the Company’s codes of conduct

connect. inspire. impact. Policies & Procedures Recruitment process policy examples –Annually, the Company initiates and executes a number of events that meet Volunteer Force guidelines and that present opportunities to lead and volunteer in the community. To ensure appropriate coverage for a department, it may not be possible to allow every interested employee to participate in a particular service event. - Employees are encouraged to participate in events that are relevant to their personal interests and business objectives Company-sponsored service events include, but are not limited to: Blood Drives, Meals on Wheels, Road to Recovery Department Service Days –Sign-Up Forms and/or Online Registration Systems will be used for Company- sponsored events. As these events are Company-sponsored, they should have full support from supervisors. However, advance notice needs be given and permission granted from your immediate supervisor prior to service, in order to ensure there will be no adverse affect on daily operations. It is essential that all employees volunteering at these activities officially “sign in” during the registration process at each such company sponsored service event.

connect. inspire. impact. Policies & Procedures Procedural Considerations –What department is responsible for the program? –Who will administer the program, a committee or a team? –How will volunteer activities be identified and approved? –Will volunteers have “release” time to participate? –How will you recruit for volunteers? –Will you track volunteer hours and how? –Will you have a recognition program for volunteers? –Are there training requirements? –Are there safety or other risk areas that should be addressed with legal or through insurance? –How will expenses be handled? –How will the program be measured? –How will the policies and procedures be reviewed and revised?

Policies & Procedures Questions? connect. inspire. impact.

Thank You! Maurice Baker Manager, Community Relations Georgia Natural Gas 817 W. Peachtree Street, Atlanta, GA connect. inspire. impact.