Archive: Around Town

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 Lansing's Advice Column

Dear IMO,

I am a director of non-for-profit corporation. Our reception desk is staffed by volunteers. One of our volunteers always helps herself to the copier for her personal needs. The office has a policy of charging 10¢ for each personal copy made. I don’t want to offend or upset the volunteers, but do I have the right to ask the volunteers to follow the same policy as the staff?

In need of advice,
TJK

Dear TJK,

Yes, you do have the right to ask volunteers to follow office policy regarding the copy machine. Your office policies ought to apply to the volunteers. For some non-for-profits, federal and state guidelines mandate that volunteers are considered staff and must adhere to all guidelines and policies.

One that comes to mind is the Confidentiality Statement. Most likely, your volunteers answer phones, take messages, and have access to personal information such as medical records, gifts and donations, and/or office business. These and other office records must be kept confidential in order to protect the clients you serve, your staff, and the corporation.

So as not to upset any one volunteer, place a sign above the copier reminding staff and volunteers that personal copies are 10¢ a piece.

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