Letter from the President & CEO

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2 Letter from the President & CEO Dear Volunteers, On behalf of the American Brain Tumor Association and the thousands of patients and families from across the United States, we want to thank you for your interest in becoming a volunteer. As a member of the ABTA CommYOUnity, you are a part of a network that is dedicated to supporting programs and research initiatives until no life is lost to a brain tumor. Whether you serve as a mentor, assist with administrative support or cheer on our runners at a BT5K, your contribution is greatly appreciated. Volunteers are an integral part of what we do at ABTA and we hope that your experience with us is meaningful and rewarding. Thank you again for your commitment to the American Brain Tumor Association and we look forward to working alongside you. Sincerely, Ralph DeVitto President/CEO 2

3 Table of Contents Purpose of the Handbook p. 4 About the ABTA p. 5 ABTA Programs & Services p. 6 CommYOUnity Volunteer Network p. 7 Volunteer Positions p. 8 Volunteer Training p. 9 Become an Expert Spokesperson p. 10 Stay Informed p. 12 Policies & Procedures p

4 Purpose of the Handbook This Volunteer Handbook has been created to provide you with the important information needed to help you become a more knowledgeable and confident volunteer. It begins with a brief description of the organization s history, programs and services, dives into details about the volunteer network and reviews all the must-know policies and procedures. Please consider this handbook to be one of your most comprehensive volunteer resources. While you should expect to have many of your questions answered on the following pages, no single resource can cover everything you need to know. If you have any questions, we encourage you to talk with your Volunteer Leader or any of the ABTA staff listed below. The ABTA reserves the right to change the policies outlined in this handbook without prior notice. The information and policies described in this handbook replace all prior policies or handbooks you may have received. The Volunteer Handbook does not create a contract for employment, or any rights or obligations on behalf of the ABTA. About the ABTA Founded in 1973, the American Brain Tumor Association (ABTA) was the first and is the only national advocacy organization committed to funding brain tumor research and providing information and education on all tumor types and all age groups. For more than 40 years, the ABTA has been providing comprehensive resources that support the complex needs of brain tumor patients and caregivers, as well as the critical funding of research in the pursuit of breakthroughs in brain tumor diagnosis, treatment and care. The organization office is located in Chicago, IL. Mission The Vision A future where not one life is lost to a brain tumor. Core Values Compassion. We care deeply about people impacted by brain tumors. 4

5 Community. We realize greater impact through our work with others. Empowerment. We encourage those impacted by brain tumors to make informed decisions and have their voices heard. Excellence. We offer medically sound, evidence-based programs focused on the needs of those we serve. Innovation. We support science and deliver programs that lead to innovative treatments and services. Stewardship. We are committed to fiscal responsibility, efficient use of resources, and results. ABTA Leadership Staff President & CEO Chief Advancement Officer Director, Marketing and Communications Chief Science Officer Director, Programs and Outreach Ralph DeVitto Kelly Sitkin Reginald Smith Nicole Willmarth Leticia Terry Volunteer Management Contact National Volunteer Manager Alicia Morris Role of Volunteer Management Team The Volunteer Management Team serves as a resource for all volunteer staff. Our roles is to ensure that volunteers enjoy their experience, whether it be at a day-of event or a long-term opportunity. The Volunteer Management Team is responsible for recruiting, screening and placement of all volunteers. The Volunteer Management Team can also provide volunteer leadership training in select areas of service. The Volunteer Management Team also serves as issue resolution support. There are many ways to report a concern to our team, should an issue arise, including but not limited to: 5

6 Submitting a Concerned Volunteer Form ing the National Volunteer Manager Calling the National Volunteer Manager ABTA Programs & Services ABTA website Recognized internationally as a comprehensive and trustworthy source of brain tumor information. Education Publications Publications are offered to patients, caregivers, and health care professionals at no charge by the ABTA on a range of tumor types and other brain tumor-related topics. CareLine CareLine connects patients and caregivers with information and resources that can help support them in their brain tumor journey. CareLine is staffed by caring professionals who are available Monday - Friday, 8:30 a.m. 5:00 p.m. CT. Call ABTA (2282) or abtacares@abta.org. ABTA Connections, Online Support Community A free 24/7-online support community that links patients, families and friends with each other for support and inspiration in a private setting online. TrialConnect A clinical trial matching service that connects brain tumor patients with appropriate clinical trials based on their tumor type and treatment history. This service is free, confidential and personalized. Webinar Series Free, hour-long presentations given by experts on topics of interest to brain tumor patients, families and health care professionals. National Patient and Family Conference Held annually in Chicago the conference brings patients, caregivers and health care professionals together to learn about the latest advances in brain tumor research, treatment and care from leading experts in the field. Patient and Family Meetings Patients, families and caregivers participate in this free one-day educational meeting in communities around the U.S. to gather the most up-to-date brain tumor information and network with each other. 6

7 CommYOUnity Volunteer Network Launched in 2014, CommYOUnity is the first nationwide brain tumor volunteer network dedicated to serving the brain tumor population. As an ABTA volunteer, you play an important role in fulfilling the ABTA s mission. The success of reaching more people, in more places, in more meaningful ways begins with YOU. Volunteer activities are organized under four general areas designed to provide a formal structure while allowing for flexibility based on the volunteer s availability and interest. Help advance the understanding and awareness of brain tumors by engaging with local legislators to advocate on behalf of the brain tumor cause and joining the conversation on social media. Connect with those impacted by a brain tumor for peer support and inspiration by joining our peer mentor program, CommYOUnity Connect, or participating in the ABTA Connections Online Support Community. Educate and facilitate conversations within the brain tumor community by distributing resources, facilitating community-based education meetings, representing the ABTA at health fairs or starting a local support group. Provide vital resources to patients and families and fund critical research studies by participating in one of our BT5K or Team Breakthrough events or hosting your own fundraiser. Volunteer Positions The ABTA strives to provide volunteers with programs and volunteer opportunities that are meaningful, engaging and in line with the organization s mission. The various volunteer positions allow volunteers to share their skills or work in an area of interest either remotely or in their local community. In addition to fulfilling the 7

8 position expectations, volunteers help support events and gatherings hosted or supported by the ABTA in their region. ABTA Advocate Advocates promote the interests of brain tumor patients and their families by lobbying and advocating for legislation and funding on behalf of the ABTA. BT5K Committee Member Each Breakthrough for Brain Tumors Run & Walk (BT5K) has a committee of local volunteers that help promote and plan the event. Committee members work with the ABTA to make the organization s signature fundraising event a success. Corporate Partner Corporate Partners work with the ABTA to provide meaningful ways for their company to make a difference. Companies can sponsor and volunteer at events, host their own fundraising event benefitting the ABTA or get involved in another way. Event Volunteer Event Volunteers support ABTA hosted events including the Breakthrough for Brain Tumors Run & Walk (BT5K), Patient and Family Meetings and the annual National Patient and Family Conference. Mentor Mentors provide brain tumor patient or caregiver mentees with a broad range of insight and support as well as help their mentees take full advantage of all the resources the ABTA has to offer. Outreach Specialist Outreach Specialists raise awareness about the ABTA s programs, services and resources in their community by distributing materials and representing the ABTA at conferences and local events. Skills-based Volunteer Volunteers with specific skills are often needed to help support the ABTA with special projects. There may be opportunities for graphic designers, photographers, HR experts, etc. to use their skills and talents to give back. Volunteer Event Organizer 8

9 Event Organizers take their passions and interests and turn them into unique fundraising events (i.e. golf outing, bowling event, etc.) benefitting the ABTA. It s up to the Event Organizer to plan, promote and fundraise for their own event but the ABTA can help by offering some support and resources. Volunteer Training The ABTA s goal is to provide you with the training and tools needed to be successful in your volunteer role. All volunteers are required to complete Volunteer Orientation (formerly ABTA 101) prior to completing their first activity. Select positions may require additional trainings. Trainings are open to anyone and you are encouraged to take as many as you may like. Trainings may be accessed by creating an account in the ABTA s online learning center and are available at any time. Volunteer Orientation An introduction to the ABTA s mission, history, programs and services and the Volunteer Network. Required for all volunteers. CommYOUnity Connect Mentor Training Webinar Provides guidance and tools for new patient and caregiver mentors on how to provide the best support to their mentees. This training is done via webinar every 4-6 weeks and required to become a Mentor. Community Outreach and Recruitment A required training for Community Outreach and Recruitment volunteers to learn the expectations of their role and gain valuable insight on how to find recruitment opportunities and share information effectively at a variety of recruitment events. Volunteer Leadership Workshop-Held every August in Chicago An annual workshop and volunteer training as part of the annual National Patient and Family Conference in Chicago. This training is for experienced volunteer leaders who are actively engaged with the ABTA. Information on how to get involved is typically available in January/February. Become an Expert Spokesperson General Talking Points 9

10 Your volunteer training, inspiring story and knowledge of ABTA programs and services make you an expert spokesperson for the organization. You are in a position to provide health care professionals and anyone impacted by a brain tumor with critical information about how the ABTA can help support patients and their families. Keep in mind it s best to talk about ABTA programs and services you have first-hand knowledge of because you will be able to speak about them with confidence and ease. About Brain Tumors There are nearly 700,000 people in the U.S. living with a primary brain and central nervous system tumor. Nearly 78,000 new cases of primary brain tumors will be diagnosed this year. Approximately 4,600 children ages 0 19 will be diagnosed with a primary brain tumor this year. Malignant brain tumors are the most common cause of cancer-related deaths in adolescents and young adults aged and the most common cancer occurring among year olds. About the American Brain Tumor Association The American Brain Tumor Association (ABTA) was the first and is the only national advocacy organization committed to funding brain tumor research and providing education and information on all tumor types and for all age groups. The mission of the American Brain Tumor Association (ABTA) is to advance the understanding and treatment of brain tumors with the goals of improving, extending and, ultimately, saving the lives of those impacted by a brain tumor diagnosis. Since its founding, the American Brain Tumor Association (ABTA) has funded nearly $30 million in brain tumor research. American Brain Tumor Association Information & Support The ABTA hosts webinars and regional and national conferences to provide patients, families and health care professionals with the latest information on brain tumor research, treatment and care. You can learn more on the ABTA website at The ABTA has a toll-free CareLine ABTA (2282) and (abtacares@abta.org) staffed by caring professionals who are available Monday - Friday, 8:30 a.m. 5:00 p.m. CT to help connect patients and caregivers with information and resources that can help support them in their brain tumor journey. The ABTA website, is a comprehensive and trustworthy source of brain tumor information for patients, families and health care professionals. Stay Informed 10

11 Connect with the ABTA on Social Media Facebook.com/theABTA Twitter.com/theABTA LinkedIn.com/company/American-Brain-Tumor-Association Communication Volunteers can expect to receive regular communication from the ABTA about the volunteer network, programs and opportunities. You will also receive details about any events that may need volunteer support in your community. Urgent Advocacy-related News When time sensitive action is needed on legislation that will impact federal brain tumor support or funding, you will receive a personal from Jennifer Sloan, Director of Corporate and Community Engagement, with all the information needed to take action. Often times we need you to take action in a short time frame and may ask you to use your influence to encourage others to act as well. Facebook Group A place for volunteers to share photos and stories of their volunteer efforts and see the full scope of the network s national impact. The ABTA also posts new volunteer opportunities and shares important updates to keep volunteers informed. Volunteers will be invited to join the Facebook Group after successfully completing their first activity. Policies & Procedures Volunteer Rights and Responsibilities The ABTA values its volunteers and the time and commitment they make to our organization. The ABTA strives to give volunteers meaningful volunteer opportunities, effective supervision, full involvement and participation, and recognition for work done. In return, volunteers shall agree to actively perform their duties to the best of their abilities and to remain loyal to the mission, goals and procedures of the ABTA. Purpose of Volunteer Policies The purpose of these policies is to provide overall guidance and direction to individuals engaged in volunteer activities on behalf of the ABTA. These policies are intended for guidance only and do not constitute, either implicitly or 11

12 explicitly, a binding contractual or personnel agreement. The ABTA reserves the exclusive right to change any of these policies at any time and to expect adherence to the changed policy. Changes to or exceptions from these policies may only be granted by ABTA staff and must be obtained in advance and in writing. Areas not specifically covered by these policies shall be determined by ABTA staff. Definition of Volunteer A volunteer is anyone who without compensation or expectation of compensation beyond reimbursement performs services at the direction of and on behalf of the ABTA. A volunteer must be officially accepted and enrolled by the ABTA prior to performance of the task. Unless specifically stated, volunteers shall not be considered employees of the ABTA, but are often the face of the Association. For additional information about Special Case Volunteers and/or Constituents and Relatives as volunteers, please go to the ABTA CommYOUnity section of our website at Service at the Discretion of the ABTA The ABTA accepts the service of all volunteers with the understanding that such service is at the sole discretion of the ABTA. Equal Opportunity Policy The ABTA maintains a strong equal opportunity policy. We recruit, accept, train, promote and dismiss volunteers on the basis of personal competence and position performance without regard to race, national origin, color, religion, gender, sexual orientation, age, marital status or physical or mental disability. Harassment Free Environment All ABTA volunteers have the right to a work environment free from harassment of any type. Accordingly, harassment of any type, especially harassment based on a person s race, color, gender, sexual orientation, marital status, religion, disability, age, national origin or ancestry is strictly prohibited. This prohibition applies to conduct in all ABTA-related settings and functions. Any volunteer who believes that he or she has been subject to harassment should notify the National Volunteer Manager. Any volunteer who violates this policy will be dismissed. Contractual Obligations Unless otherwise noted in writing, the ABTA maintains sole responsibility to execute contracts, agreements, permits, liability insurance and general logistics, including but not limited to, contracts with event production companies, local subcontracts and event location. Volunteers should refrain from entering into verbal or written contractual obligations on ABTA s behalf related to sponsorships, incentives, goods or services. 12

13 Media Conduct Volunteers should not represent themselves as a spokesperson of the ABTA, and all media requests for interviews should be sent to the Marketing & Communications Department at marcom@abta.org. Social Media If you wish to speak about the ABTA within your social networks, we ask that you identify yourself as an ABTA volunteer and make it clear that you are not speaking on behalf of the Association. Please ensure that your Facebook, LinkedIn, Google+, YouTube, Twitter, Instagram, Pinterest and other social profiles and related content is consistent with how you wish to present yourself and the ABTA. We do ask that social media accounts are not created to formally represent ABTA in any form or fashion. Safety/Liability The ABTA asks all volunteers to place safety among your highest priority, looking out not only for your safety, but also the safety of others. It is the responsibility of each volunteer to conduct all tasks in a safe and efficient manner, complying with all local, state, and federal safety and health regulations. Safety shall be given primary importance in every aspect of planning and performing all activities. Please immediately report any and all injuries (no matter how slight) to the National Volunteer Manager as well as any damage to ABTA property or anything that needs repair or otherwise is a safety hazard. Vehicle Insurance Coverage When the ABTA assigns a volunteer to drive a vehicle that the ABTA owns, leases, or rents in the name of the ABTA, the volunteer is covered by the ABTA s business auto liability insurance. When volunteers drive their own vehicle or some other vehicle not owned, leased or rented by the ABTA, the ABTA s automobile liability and physical damage insurance does not apply. A volunteer s personal automobile insurance policy is primary in the event of an accident occurring while a volunteer is conducting business on behalf of the ABTA. Volunteers are encouraged to discuss their personal insurance program with their insurance agent to determine what coverage is available for claims arising from their volunteer activities. ABTA will required proof of insurance coverage. Certificate of Ability Any potential volunteer who indicates that they are under the care of a physician for any physical or psychological ailment which might impede their 13

14 ability to work may be asked to present a certificate from the physician as to their ability to satisfactorily and safely perform their duties. Any volunteer who, after accepting an assignment with the ABTA, enters a course of treatment which might adversely impact the performance of their volunteer duties should consult with the National Volunteer Manager. Volunteer Conduct The lasting impression that volunteers make on those they serve and work with is a true reflection of their character. The ABTA expects volunteers to act in a professional and responsible manner: Make Realistic Commitments: We understand that volunteers have busy lives. We want you to volunteer with us whether you have 1 hour a day or 1 hour a year to give. All we ask is that once you have made a commitment, you do your very best to follow through with the opportunity. We will work with volunteers to set realistic expectations. Be Responsible, Punctual, and Considerate: Volunteers should do their best to be on time for their scheduled event or activity. If you will be late or absent, please communicate with your contact at least 72 hours before the expected reporting time. Be a Positive Role Model: Conduct yourself in a manner that positively reflects on the ABTA and respects the dignity of others. Refrain from public criticism of participants or other volunteers, and the use of profane, insulting, harassing, or otherwise offensive language. Dress Code Volunteers visibly represent the ABTA. Please be sure that your dress reflects a clean and neat appearance. On occasion, a dress code may be requested based on the activity or program. Alcohol/Drugs When participating in ABTA activities, volunteers are prohibited from purchasing, transferring, using or possessing alcohol, illicit drugs, or prescription drugs in any way that is illegal. If caught or suspected of breaking this policy, ABTA reserves the right to terminate the volunteer s service or take other action it deems appropriate. Stewardship and Expenses 14

15 The ABTA does not reimburse volunteers for out-of-pocket expenses incurred as a result of their volunteer efforts. While most volunteers consider their time and expenses to be a pa 15

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17 rt of their donation, volunteers are permitted by law to deduct their out-ofpocket expenses, including parking and the charitable mileage rate of.14 per mile, incurred while providing donated services. The ABTA will do its best to provide information about anticipated out-of-pocket expenses to the volunteer prior to the activity but cannot guarantee that all outof-pocket expenses can be predicted. It is the responsibility of the volunteer to be prepared for any potential out-of-pocket expenses that may be incurred as a result of their volunteer efforts. Please direct questions about Stewardship and Expenses to the National Volunteer Manager. This handbook is the property of the ABTA and is intended for your personal use and reference as a volunteer of the ABTA. This handbook is not intended to create a contractual relationship between ABTA and you, nor is it intended to create an employment relationship between ABTA and you. The ABTA reserves the right to change, suspend, or delete the benefits, policies and procedures explained in this handbook, or abrogate the whole handbook with or without notice. 17