Loading
The Oregon Administrative Rules contain OARs filed through July 15, 2014
 
QUESTIONS ABOUT THE CONTENT OR MEANING OF THIS AGENCY'S RULES?
CLICK HERE TO ACCESS RULES COORDINATOR CONTACT INFORMATION

 

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

The official copy of an Oregon Administrative Rule is contained in the Administrative Order filed at the Archives Division, 800 Summer St. NE, Salem, Oregon 97310. Any discrepancies with the published version are satisfied in favor of the Administrative Order. The Oregon Administrative Rules and the Oregon Bulletin are copyrighted by the Oregon Secretary of State. Terms and Conditions of Use

Oregon Secretary of State • 136 State Capitol • Salem, OR 97310-0722
Phone: (503) 986-1523 • Fax: (503) 986-1616 • oregon.sos@state.or.us

© 2013 State of Oregon All Rights Reserved​