Expectations and Guidelines

Volunteers can ensure a safe and trusting environment by adhering to the following expectations and guidelines when sponsoring families or individuals. Volunteers must review the CCC Volunteer Manual which they can obtain through the volunteer coordinator.

Confidentiality and personal information

Refugees’ circumstances vary, but one thing they share is that they have left their native country due to threat of harm or violence against themselves or their families. This is an ongoing threat, so it is

extremely important that their identities and location be kept confidential.

• Personal data and information must be kept confidential and cannot be shared by anyone who has not been authorized access. Personally identifiable information includes information regarding the: agency, staff, other volunteers, and clients (name, date of birth, address, etc.).

• Confidential information must be shredded before disposal and cannot be shared over personal email.

• Only core team members should handle client personal information to maintain confidentiality.

Healthy Boundaries

• Do not give or lend personal funds or valuable goods to refugee clients without first clearing it with CCC staff.

• If you see a client’s needs are not being met (housing, food, money, employment), consult CCC before acting.

• Do not give out your personal phone number. Communicate by email or use an alternate number that can be obtained through a mobile phone app like Whats App.

• Say “no” if you are asked to do a task for which you are not equipped.

• Know when to ask for help.

• Abide by the Code of Conduct found in CCC’s Volunteer Manual.

Cultural Understanding

Refugees are integrating into a culture that may be drastically different from their own. They are not only having to secure housing and basic needs, but they are also learning a whole new language and culture. Understanding a refugee’s culture can help explain certain behaviors or ways of doing things (for example, gender roles and punctuality). In addition, what may be normal and acceptable in one culture may not be in another, so it is important to learn about the culture of the individual or family, to avoid unintentional offence.

Teaching Instead of Doing

The goal of sponsorship is self-sufficiency. As a sponsor you will see your role transition from being task-oriented to becoming more of a friend and neighbor. In the beginning, there will be things that you will need to do for refugees to show them, but once you have done so, empower them to do the task themselves and offer advice or assistance only when necessary.

Assisting, guiding, and empowering is different than controlling, coddling, and enabling. Below are some examples:

Enabling/Doing Empowering/Teaching

Drive individual to all of their appointments Take the bus together or explain how to use Uber/Lyft

Call the rental office for maintenance issues Submit an apartment maintenance request together

Shop for and deliver their groceries to them each week Go to a grocery store together so they can shop and pay for food

COVID-19

Because sponsoring requires tasks in which safe social distancing may not be possible, volunteers can request a partnership with individuals or families who are fully vaccinated with the COVID-19 vaccine. CCC asks that all clients, volunteers, and guests follow the recommended precautions and risk-assessment guidelines from the CDC which are available at www.cdc.gov.

Print, Social Media, and Advertising

Social media includes all means of communicating or posting content of any sort on the internet, including to your own or someone else’s blog, personal web site, social networking site, bulletin board, or other electronic communication.

• For the safety and protection of refugees, their information MUST BE KEPT PRIVATE.

• Any advertisements or promotional materials (for example, flyers in church bulletins), must be approved by CCC’s marketing department before distribution.

• Any information for social media must be submitted to CCC staff to approve and post through CCC channels.

• Clients MUST HAVE a signed MEDIA RELEASE form on file. No personal information such as names, addresses, location, or any identifying information must ever be shared on print or social media.

Safety and Risk Management

• Be responsible for your safety and for the safety of others.

• Keep areas safe and secure and follow safety protocols (e.g. Is everyone wearing seatbelts?).

• Be aware of your surroundings (e.g. Are you alone in a house with a child?).

• Do not attempt to perform a task for which you are untrained or unfamiliar.

• The use of drugs and alcohol are prohibited.

Authorized Drivers

All CCC volunteers who will be driving clients using their own personal vehicle or a CCC vehicle must hold a valid license, be 21 years of age or older, complete all CCC required background checks, complete the defensive driving course, and complete a VIRTUS training if traveling with children.

For the defensive driving course: • Visit www.cmgconnect.org • Select RICHMOND for the Diocese • Follow the steps to register a new account • Print a certificate for their volunteer file or complete a training log

For VIRTUS training go to www.virtusonline.org.

Sexual Harassment/Abuse

CCC is committed to providing an environment that is free from all forms of discrimination and conduct that is considered harassing, coercive, or disruptive, including sexual harassment. Actions, words, jokes, or comments based on an individual’s sex, race, color, national origin, age, religion, disability, sexual orientation, or any other protected characteristic will not be tolerated. Any complaints about violations to this policy should be made to Human Resources or to the executive director.

All core team members must attend VIRTUS, which is sexual abuse awareness and prevention training. VIRTUS trains volunteers to be aware of the signs of sexual abuse of children and vulnerable adults. To ensure the safety and well-being of children or adults in your care, it is important to follow the protocols below:

• In the presence of children, there should be two unrelated adults over the age of 18 and the ratio of children to adults should be low.

• No adult should be alone with a child(ren) under 18 years old.

Mandated Reporting

If you see something, you must say something.

Although disciplinary practices vary from culture to culture, domestic violence and abuse are unacceptable. If you witness abuse of a child or vulnerable adult within the family you are sponsoring, it must be reported.

Certain professionals such as social workers, teachers, doctors, nurses, lawyers, and case workers are required to report suspected or confirmed child abuse and neglect. If anyone in your group is in a profession and classified as a mandated reporter, he or she must report abuse or neglect. The mandated reporter may report anonymously so that the investigation can proceed without his or her direct involvement or his or her reporting is not known to the offending family member.

If a member of your core team is unsure if an incident should be reported to authorities, consult your CCC case manager. If it is deemed that the incident should be reported, the person who witnessed the abuse or neglect would be advised to contact the local Department of Social Service Child Protective Services Division directly since first-hand accounts are critical in an investigation.