Contacting the Facility
Visiting the Facility
- Identification Badges
- Health Certificates
- Resident Respect
- Pet Prep
Policies
- Changes
- Log Visits/Events
- Warnings/Termination
- Leave of Absence
- Incidents/Accidents
Additional Events/Activities
Pets on Wheels Parties
Version6-05-2014
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Contacting the Facility
- We will assist you in finding a facility that’s nearby and in need of visits. This is where you will be assigned. Volunteers are responsible for visiting their assigned facility monthly. (Volunteers are encouraged to visit additional facilities, paying particular attention to those on the unused or unassigned facilities list.)
- Contact the Activity/Volunteer Director, and discuss what the volunteer team needs to do prior to visits. (ie: background check, TB test, orientation, etc.) This information is logged as a visit/hours.
- Arrange a tour/visit – ask if with/without pet
- Discuss what is expected when the POW volunteer visits: Should visits be conducted to individual rooms/in a community or activity area. How does the volunteer team sign in at the facility?
- Volunteers should be familiar with emergency procedures for each facility.
- If you contact a facility and don’t get a response, let us know.
Visiting the Facility
Volunteers may only visit facilities listed in the POW database facility map.
Identification Badges
1. Volunteers must wear their POW ID badge for all visits and events.
2. All pets must wear their POW ID tag for all visits and events.
Health Certificates
3. Volunteers are responsible for ensuring each facility they visit has a current POW health certificate. Only Pets on Wheels health certificates which are filled out completely by your vet are acceptable. No other forms or documents will be accepted. Health certificates must be completed in full regardless of what information has expired.
4. All sections of the health certificate must be completed. If a vaccination or fecal test wasn’t due at the time, this information still needs to be filled in by the vet.
All health certificates must be kept up to date at all times. This is necessary to keep the pet team insured.
5. If the health certificate expires (all info is in database), the volunteer and pet are automatically made delinquent. IF the volunteer team becomes delinquent, then the volunteers are NOT allowed to visit. Volunteers will receive reminders at 60, 30 and 14 days prior to any information expiring.
6. POW Health certificate forms are available at in the form section of the website.
7. If the volunteer fails to send updated and completed health certificates to their coordinator within 3 months, they will be automatically made inactive, and can no longer be a POW volunteer.
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Visiting the Facility (cont.)
Resident Respect
- Ask resident if they’d like you to visit.
- Introduce yourself and your pet.
3, Speak slowly and clearly.
4, Be a good listener.
5. No photos without written consent- form available on website
6. If a resident needs medical services or assistance, inform the staff on duty. Volunteers may NOT assist any residents. If you have any questions contact the nursing staff.
7. Do not bring food or drinks to residents. (Due to dietary/swallowing restrictions)
Pet Prep
1. Use soft collars and leashes- NO chains or flexi leashes.
2. Trim and file nails to avoid scratches.
3. Brush to remove debris.
4. Free of odor or bathe.
5. Keep away from food prep, dining rooms, serving areas.
6. Be prepared to clean up if your dog messes.
7. Dogs in heat may not visit.
8. Bring a towel to dry paws or place on laps for petting.
9. Do not use flea/tick meds 24 hrs. prior to visit.
10. Watch your pet to know when it’s time to leave.
Policies
- All pets must be rescreened every 3 years.
- Each volunteer may only visit with one pet at a time.
- No one else may visit with your pet.
4. Friends and family may not visit with volunteers.
5. Dogs must be leashed at all times-NO exceptions!
6. Due to the following safety reason pets may not receive treats during visits or events.
- Over-zealous pets accidentally nipping.
- Possible food aggression with other pets nearby.
- Recalled treats
- Residents may ingest a dog treat thinking that it was for them.
Changes
- If any of your contact info changes, please update in your account.
- When you need to change or cancel your visit, please contact the facility ASAP. No shows make us look irresponsible.
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Policies (Cont.)
Logging Your Visits/Event
- Volunteers must visit a facility once per month in order to keep their therapy pet team certification.
- Record each visit/event-This should be done right after each visit/event is completed. This covers the volunteer and their pet for insurance purposes. The volunteer will be less likely to forget to log the visit/event if it is recorded as soon as it is completed.
- Events are listed on the facility list under the word “event”
- Logging visits/events are used to determine assistance with funding and grant proposals.
- Calculates hours towards United States Presidential Volunteer Award
- Everything is completed online
- Volunteers access database and website with their Username and password established when they applied.
- Log in and answer each prompt-some of the menus have drop-down arrows.
Warnings
Warnings go out on the 7th of the month for the previous month.
Volunteers will be issued a warning for the following reasons:
- Volunteers who fail to visit a facility each month, and do not log that visit.
- If a volunteer receives 5 warnings, this will result in the volunteer losing the therapy pet certification, and volunteer status.
After 1 year from the date of issue, the warning will disappear.
Termination
Volunteers can be terminated at the discretion of the Pets on Wheels staff. Examples of a volunteer being terminated:
- Falsifying documents
- Falsifying visits (Logging visits that you didn’t really do.)
- Disregard for the rules listed in the orientation packet.
- Not reporting an incident/accident.
- Being involved and/or making visits with another therapy pet organization (This will cause an insurance conflict if there is an incident)
- Promoting another organization, business, or product during a Pets on Wheels event or visit.
Volunteers may not visit at their place of employment during regular work hours. This would cause an insurance conflict if there was an incident.Volunteers are prohibited from directly or indirectly solicitingduring visits or events as potential purchasers of any product, service, belief or personal agenda. Postings on social media will also fall under this category. Please remember that you represent Pets on Wheels and your comments can affect the organization.
Upon termination or resignation volunteers must return their POW ID badge, and the pet’s ID tag to their coordinator.
Please remember that the Pets on Wheels database holds confidential and proprietary information. You are not authorized to reproduce, collect, or distribute the information within it, without the expressed written consent of the Pets on Wheels Board of Directors.
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Policies (cont.)
Leave of Absence (LOA)
LOAs can only be issued prior to the 19th of each month.
- If a volunteer is unable to visit for several weeks, he/she shouldsubmit a request for a leave of absence on the website under the Volunteer Menu’s “My Absences”.
- Leave of absences will be issued for reasons relating to the health of the volunteer, their pet, or their family. They can also be utilized for extended travel, or special circumstances.
- If a volunteer knows they can’t visit during a particular month, they can request an approved LOA (leave of absence) which will bypass the warning.
The purpose of the LOA is not so the volunteer can avoid warnings for being forgetful or too busy to visit.
- Communication is very important. There’s no way for the coordinator to know what’s going on unless the volunteer informs them. Email is the best way to reach your coordinator.
Incidents/Accidents
If an incident/accident occurs during a visit or event to any person (volunteer/resident/guest/staff member) or animal such as: biting, scratching, tripping, anything out of the ordinary, etc., volunteers need to:
1. Contact the staff on duty, and the activities director. This must be done prior to leaving the facility.
2. Volunteers must notify their coordinator IMMEDIATELY!
3. Volunteers must keep a copy of any paperwork regarding the incident/accident for their records, and a copy of this paperwork will need to be sent to your coordinator as well.
Additional Events/Activities
Please try to participate in at least one event per year. This is not required but we need your help to staff events.
- Parades (blue Pets on Wheels shirt is required as “uniform”)
- Info booths
- Fundraisers
- Many events occur throughout the year and assistance is needed
POW Parties
- Holiday dinner
- Swim parties
- Picnics
- Happy Hours
- Volunteer Appreciation events
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Pets on Wheels
Orientation
I have read and understand the contents of this orientation packet and will act in accordance with these policies and procedures as a condition of volunteering with Pets on Wheels.
I understand that the email address I registered to become a volunteer with and that is associated with my Pets on Wheels account will be used for communication by administrators and by the automated database. This email address can be changed at any time under the “Account Overview” page. I understand that an email is needed to remain on file at all times in order for Pets on Wheels administrators to contact volunteers regarding volunteer status, pet’s health certificate information, upcoming events, policy changes, etc. Volunteers’ email addresses on file will not publicly be disclosed without prior approval of that volunteer.
I understand that any person who visits, is registered by, or is active under the auspices of another Therapy Dog-related visitation program, organization, or group other than Pets on Wheels will not be able to become or remain a member of Pets on Wheels.
I also understand that Pets on Wheels administrators reserve the right to update, change, or modify these policies and procedures at any time.
Volunteer Name-please print
Volunteer Signature
Date
*** Please keep a copy of the orientation packet and the current health certificate for quick reference. It is the responsibility of the volunteer to remember and adhere to the policies and procedures. A copy is available for download under the Volunteer menu and “Volunteer Information” on the Pets on Wheels website.
Version6-05-2014