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OREGON YOUTH AUTHORITY







 

DIVISION 450
VOLUNTEER SERVICES
416-450-0000

Purpose
OYA will use volunteer services
to enhance programs and expand services in its close-custody facilities, substitute
care placements, and offices, as defined by these rules.
Stat. Auth.: ORS 420A.025

Stats. Implemented: ORS 420A.010

Hist.: OYA 2-1995, f. 12-19-95,
cert. ef. 1-2-96; OYA 2-2002, f. & cert. ef. 1-18-02; OYA 13-2002, f. &
cert. ef. 8-26-02; OYA 9-2004, f. & cert. ef. 7-30-04; OYA 4-2012, f. &
cert. ef. 4-3-12
416-450-0010
Definitions
(1) Close-custody facility:
Any OYA facility, including but not limited to youth correctional facilities, work/study
camps, and transition camps.
(2) Substitute care: Out-of-home
residential placement in the community that provides 24-hour-a-day care and treatment,
excluding a relative's home. Such placements include, but are not limited to, foster
care and contracted residential treatment programs.
(3) Mentor program agency: Agency
responsible for the recruitment, supervision, and training of its volunteer mentors.
(4) Office: Any parole/probation
office (field office) or administrative office operated by OYA.
(5) OYA Volunteer Coordinator:
An OYA staff member assigned to coordinate the agency's volunteer services program.
(6) Site Volunteer Coordinator:
A person assigned to coordinate volunteer services for a specific OYA office or
close-custody facility.
(7) Volunteers: Persons who
on an unpaid basis provide services to OYA, including:
(a) Mentors: Mature, trustworthy
and experienced persons who encourage an offender’s personal growth, offer
supportive friendships, act as positive role models and promote a constructive attitude
and law-abiding behavior;
(b) Work Readiness Coaches:
Persons who teach particular skills/tasks related to employment, or provide practical
work experience;
(c) Students or Interns: Persons
enrolled in a college- or university-sanctioned program who earn college credit
for their activities;
(d) Tutors: Persons who work
with individual offenders to improve the offender's academic performance; and
(e) Religious Services Assistants:
Persons who assist with religious programming or services.
Stat. Auth.: ORS 420A.025

Stats. Implemented: ORS 420A.010

Hist.: OYA 2-1995, f. 12-19-95,
cert. ef. 1-2-96; OYA 2-2002, f. & cert. ef. 1-18-02; OYA 13-2002, f. &
cert. ef. 8-26-02; OYA 9-2004, f. & cert. ef. 7-30-04; OYA 4-2012, f. &
cert. ef. 4-3-12
416-450-0020
Exclusions
The following individuals are
not considered volunteers, and are therefore excluded from these rules:
(1) Individuals under contract
to OYA;
(2) Individuals on official
business, such as an attorney for an offender;
(3)
Individuals who provide services through an on-site school and are screened, trained,
and supervised by school district personnel; and
(4) Guests invited to an OYA facility on
a one-time basis for a special program. Such guests are not allowed contact with
offenders out of the sight and hearing of OYA staff.
Stat. Auth.: ORS 420A.025

Stats. Implemented: ORS 420A.010

Hist.: OYA 2-1995, f. 12-19-95,
cert. ef. 1-2-96; OYA 2-2002, f. & cert. ef. 1-18-02; OYA 4-2012, f. & cert.
ef. 4-3-12
416-450-0030
Volunteer Coordinator
and Site Volunteer Coordinators
(1) The OYA Volunteer Coordinator
must:
(a) Maintain an agencywide volunteer
database of all OYA volunteers and their service status;
(b) Manage an agency volunteer
services communication and recruitment plan;
(c) Coordinate the volunteer
orientation and training program;
(d) Oversee retention of all
inactive volunteer records;
(e) Administer a volunteer recognition
program; and
(f) Coordinate volunteer applicant
criminal records checks.
(2) Each OYA close-custody facility
and office will assign a Site Volunteer Coordinator who is responsible for coordinating
volunteer activities on that site.
(3) The Site Volunteer Coordinator
will maintain a system of recording information about volunteers including but not
limited to:
(a) Personal information, including
references and criminal records clearance;
(b) Assignment orientation documentation;
and
(c) Service evaluation.
Stat. Auth.: ORS 420A.025

Stats. Implemented: ORS 420A.010

Hist.: OYA 2-1995, f. 12-19-95,
cert. ef. 1-2-96; OYA 2-2002, f. & cert. ef. 1-18-02; OYA 13-2002, f. &
cert. ef. 8-26-02; OYA 4-2012, f. & cert. ef. 4-3-12
416-450-0040
Application Process
(1) Volunteers will be recruited
from all ethnic, cultural, and socio-economic segments of the community.
(2) All volunteers must be screened
and approved by OYA prior to providing service. OYA holds the ultimate authority
to approve or deny a volunteer application or continue volunteer service.
(a) Applications received from
persons working within the juvenile justice system will be reviewed by OYA for possible
conflicts of interest.
(b) Applications received from
OYA employees will be reviewed by the OYA Human Resources Office for possible conflicts
of interest.
(c) Persons may not serve as
volunteers in a facility in which a relative or family friend is detained, unless
an exception is granted by OYA.
(3) All prospective volunteers
must:
(a) Be age 21 or older;
(A) Exceptions may be made for
students age 18 or older who are required to participate in such volunteer experience
to gain a college certificate or diploma or professional licensing.
(B) Exceptions may be granted
for applicants age 18 or older whose volunteer service duties will not allow direct
contact with offenders out of sight or hearing of OYA staff.
(b) Complete an OYA volunteer
service application;
(c) Provide criminal offender
information in the manner prescribed by these rules and OAR chapter 416, division
800, including an annual review of the person's criminal record;
(d) Complete the appropriate
OYA orientation, as defined by the Volunteer Coordinator; and
(e) Be reviewed annually to
ensure continued compliance with approval criteria, service performance, and need
for continued service.
Stat. Auth.: ORS 420A.025

Stats. Implemented: ORS 420A.010

Hist.: OYA 2-1995, f. 12-19-95,
cert. ef. 1-2-96; OYA 2-2002, f. & cert. ef. 1-18-02; OYA 9-2004, f. & cert.
ef. 7-30-04; OYA 4-2012, f. & cert. ef. 4-3-12
416-450-0050
Criminal Records Check
(1) The fitness standards of
OAR chapter 416, division 800 apply.
(2) OYA must conduct a criminal
records check of all persons seeking or granted volunteer status, as follows:
(a) Computerized record reviews
of volunteer applicants at the time of application.
(b) Finger-print based record
reviews at the time of application of applicants who may have limited-supervised
or unsupervised contact with offenders. These applicants may provide limited volunteer
services on a preliminary basis after a computerized criminal record review pending
a final fitness determination according to OAR 416-800-0041.
(c) All volunteers must submit
to a computerized criminal records check at the time of the annual service evaluation.
Volunteer status will be terminated if the results of these criminal records checks
do not meet the fitness standards defined in OAR chapter 416, division 800.
(3) Site Volunteer Coordinators
will notify all prospective and current volunteers of these requirements. If a person
refuses to consent to a criminal records check, the person will be disqualified
or terminated from volunteer service.
(4) Volunteers must immediately
notify OYA of all criminal arrests, and unlawful uses of alcohol or drugs.
Stat. Auth.: ORS 420A.025

Stats. Implemented: ORS 420A.010
& 420A.021

Hist.: OYA 2-1995, f. 12-19-95,
cert. ef. 1-2-96; OYA 2-2002, f. & cert. ef. 1-18-02; OYA 9-2004, f. & cert.
ef. 7-30-04; OYA 4-2012, f. & cert. ef. 4-3-12
416-450-0060
Orientation and Responsibilities
(1) OYA may place restrictions
on volunteer service to ensure safety and security of persons and facilities.
(2) The OYA Volunteer Coordinator
will ensure that an orientation is provided to each volunteer. The orientation must
include, at a minimum, the following:
(a) Safety and security procedures;
(b) Fire safety and emergency
evacuation plan;
(c) Responsibilities during
an emergency;
(d) Name of OYA staff responsible
to work with the volunteer and monitor duties, and the line of authority in the
close-custody facility or office;
(e) List of primary rules, policies
and protocols associated with the services provided, including, at a minimum, the
agency mission, confidentiality, offender rights, and appropriate relationship boundaries;
(f) OYA expectations of the
volunteer if the volunteer becomes aware of actual, suspected, or alleged abuse
of or by an offender;
(g) Time and place to report
for duty and who to contact when unable to report for duty; and
(h) Tour of relevant areas of
the close-custody facility, office or community where the volunteer will serve.
(3) All volunteers are responsible
for following OYA rules, policies and protocols.
(4) Volunteers may not perform
professional services requiring certification or licensing unless active credentials
or certificates are available and on file in the volunteer's record.
(5) Volunteers must maintain
a professional relationship with offenders.
(6) A volunteer may be terminated
at any time for violation of OYA rules, policies, or protocols, or when there is
no longer a need for the volunteer's services.
(7) Volunteers whose applications
are denied or who are terminated as a result of performance of duty may not serve
at another close-custody facility.
(8) Exceptions to any of the
standards listed in this rule must be approved using a process defined in OYA policy.
Stat. Auth.: ORS 420A.025
Stats. Implemented: 420A.010

Hist.: OYA 2-1995, f. 12-19-95,
cert. ef. 1-2-96; OYA 2-2002, f. & cert. ef. 1-18-02; OYA 13-2002, f. &
cert. ef. 8-26-02; OYA 9-2004, f. & cert. ef. 7-30-04; OYA 4-2012, f. &
cert. ef. 4-3-12
416-450-0070
Mentor Program
(1) Service delivery may be
coordinated by a mentor program agency and provided by volunteer mentors who interact
regularly with an offender in a one-to-one relationship. Mentor agencies use a case
management approach, with follow through on each case from initial inquiry through
closure. The mentor program case manager screens applicants, makes and supervises
the matches, and closes the matches when eligibility requirements are no longer
met or either party decides they can no longer participate fully in the relationship.
(2) Volunteer mentor screening
must include a written application, a criminal records check, and an extensive interview.
(3) Offender assessment must
involve a written application and interviews with the offender, the offender's juvenile
parole/probation officer (JPPO), and the substitute care provider if the offender
is in substitute care.
(4) Matches must be carefully
considered and based on the needs of the offender; abilities of volunteer mentors;
OYA and the substitute care provider preferences; and the capacity of program staff.
(5) The JPPO, volunteer mentor,
and offender must initially meet to ensure the match is appropriate and clarify
OYA expectations.
(6) JPPO supervision must be
through regular contact with the volunteer mentor, offender, and substitute care
provider when appropriate; monthly telephone contact with the volunteer mentor,
substitute care provider, or offender during the first year; and quarterly contact
with all parties during the duration of the match.
Stat. Auth.: ORS 420A.025

Stats. Implemented: 420A.010

Hist.: OYA 9-2004, f. &
cert. ef. 7-30-04; OYA 4-2012, f. & cert. ef. 4-3-12

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