Hostelling International USA

Hello and Welcome!

On behalf of HI USA, thank you for choosing to share your time, talent and experience with us. With a rich tradition of volunteerism throughout our history, as well as a variety of volunteer opportunities, we are sure you will find HI USA a rewarding place to volunteer.

HI USA is a registered 501(c) 3 nonprofit organization whose mission is “to help all, especially the young, gain a greater understanding of the world and its people through hostelling.”

Volunteers are an essential part of fulfilling this mission and we are excited to have you as part of our team.

We hope that volunteering with us is beneficial to you as well-- that you can work towards both your personal and professional goals, meet new people and have fun!

Kassi Oliver, MSW
National Director of Volunteer Services
Hostelling International USA

p.s. For you history buffs, please click HERE if you are interested in learning more about the history of HI USA and hostelling.

Next Steps in Volunteering

1. Complete and agree to this Online Volunteer Orientation and submit your application.

2. If you have not done so already, please search for opportunities in your local area and Express Interest in the opportunity that interests you most.

3. Please note that we do not offer volunteer opportunities in every U.S. city or outside of the U.S. Please note that we also do not offer work/trade or free overnights in return for volunteering at our HI USA hostels.

4. Complete an interview with a volunteer coordinator.

Benefits of Volunteering with HI USA

● Personal and professional growth - Volunteers will have the opportunity to develop skills that will be useful in personal and professional arenas. Volunteers are encouraged to take advantage of the training and experience that comes with many of our volunteer opportunities. Volunteers will increase their ability to adapt to new situations and circumstances and better develop communication, leadership and interpersonal skills.

● Development of Cultural Competency Skills - All volunteers are encouraged to participate in our Intercultural Awareness training that is offered on a quarterly basis. In addition, volunteering with HI USA allows volunteers to develop their curiosity of other countries and cultures and an appreciation for cultural differences.

● Opportunity to share and utilize your skills and talents - With a variety of volunteer positions we you can utilize your skills and talents to help support HI USA.

● Friendships & Community - Expanding your social network is an attractive incentive for volunteers. As an HI USA volunteer, you will meet people from all over the world with many different experiences and stories to share. The like-minded volunteers and staff will become part of your social network that may prove to be a valuable source of meaningful friendships and acquaintances for many years to come.

● Improve your language skills – What better way to practice a new language, than to speak it. Travelers from around the world love to hone their English skills and are often thrilled to spend time talking in their native tongue.

● Volunteer appreciation– HI USA is committed to appreciating our volunteers through living our volunteer philosophy, hosting volunteer trainings and hosting volunteer appreciation events.

● Earn complimentary HI USA Membership & Dorm Overnights-Once a volunteer reaches 15 hours they can order a complimentary HI USA membership which gives you access to discounts at HI hostels around the world and other member benefits. Once a volunteer reaches 30 hours, they can begin earning complimentary dorm overnights at HI USA participating hostels.

Skills Gained from Volunteering with HI USA

From a recent survey volunteers shared they have developed the following skills by volunteering with HI USA:

Interpersonal skills (aka people skills) 72%
Communication skills 67%
Cultural awareness skills 65%
Adaptability to new experiences and circumstances 59%
Leadership skills 47%
Planning an prioritizing tasks 37%
Time management 33%
Travel skills 20%

HI USA Volunteer Philosophy Statement

Hostelling International USA Waiver and Release Form

All volunteer applicants and parents or legal guardians for each minor must read and agree to the following:

At HI USA, we believe in providing rewarding volunteer experiences delivered in a professional manner. The policies and standards for HI USA volunteers parallel those for our employees creating a safe and friendly atmosphere for everyone. The policies and standards are listed below for your review. If you have specific questions, please contact your volunteer coordinator.

Equal Opportunity

In principle and practice, HI USA values and seeks a diverse and inclusive volunteer base. All people, regardless of age, race, gender, creed, sexual orientation, class, color, national origin, geographic region, disability or impairment, will be welcomed as volunteers.

Discrimination and Anti-Harassment Policy

HI USA is committed to providing a work environment that is free of unlawful discrimination. Any volunteer engaging in prohibited discriminatory actions will be subject to disciplinary action, including termination and termination of any volunteer benefits. Harassment, a form of discrimination, based on an individual's sex, race, color, ethnicity, national origin, age, disability, sexual orientation, religion, or any other legally-protected characteristic will not be tolerated. Harassment, whether overt or subtle, can serve to create an offensive environment and is thus prohibited. This policy applies to volunteers and employees alike. If you feel as though you are a victim of harassment please see the Grievance Procedure section of this manual, to take necessary action.

HI USA affirms its commitment to ensuring an environment that is fair, humane and respectful. This environment must be free from all forms of discrimination and conduct which are harassing, coercive or disruptive.

The Harassment Policy prohibits any harassment based upon a person’s gender, sexual orientation, race, ethnicity, color, national origin, religion, disability, age or other status. The policy applies to any supervisor, co-worker, hosteller, vendor, fellow volunteer, client, customer or guest of HI USA. Such harassment may not only violate federal and state laws; it is also a serious violation of HI USA’s rules and policies. Any form of harassment is totally unacceptable and will not be tolerated. Unwelcome sexual advances, unwelcome flirting, unwelcome touching, requests for sexual favors, or other verbal, physical or visual conduct or communication of sexual nature will not be tolerated. If you feel as though you are a victim of harassment or have witnessed harassment you are encouraged to report this to your volunteer supervisor, or if not appropriate, to the Director of Volunteer Services, Kassi Oliver, kassi.oliver@hiusa.org. If someone does not feel comfortable reporting to the Director of Volunteer Services they may report to the VP of HR, Lisa Zhu at lisa.zhu@hiusa.org.

Non-Fraternization Policy

In order to avoid conflicts, misunderstandings and possible claims of sexual harassment, HI USA maintains a strict policy against certain interpersonal kinds of fraternization. The policy forbids HI USA volunteers to flirt, date, pursue, or maintain a romantic or sexual relationship with hostel guests actively staying in the hostel or program participants. While a volunteer may not intend for their actions to come across in a harassing way, there are situations where actions are interpreted in a different way. It is best just to avoid these types of situations all together.

Volunteer Assignments

All volunteer assignments begin with a volunteer application and an interview between the potential volunteer and the local volunteer coordinator to establish an understanding of the skills and interests of the volunteer in relation to the needs and available volunteer assignments. Volunteer assignments are established through consultation with the volunteer coordinator, who will strive to closely match your interests, skills, experience and available time. To add or change assignments please consult with your volunteer coordinator.

Security Screening

Each volunteer assignment is subject to a level of screening that is appropriate for the sensitivity of the assignment for which they are being considered. Criminal record checks may be required for any programs or activities in which volunteers may have contact with minors or other vulnerable populations. All volunteers will be asked to consent to a criminal background check prior to one being conducted.

Volunteer Resignation

HI USA recognizes that priorities and schedules change, especially when working with dynamic individuals. We would like to remind each volunteer that, for any reason, one can choose to sever the relationship with HI USA. HI USA asks for the courtesy of providing as much notice as possible of such a decision to your volunteer coordinator.

Volunteer Termination

HI USA reserves the right terminate any volunteer’s service and their benefits to the organization at its discretion with due process.

Expense Reimbursement

A volunteer coordinator may wish to provide a nominal level of support for expenses incurred by a volunteer in the performance of his or her volunteer task; however, support for expenses incurred while performing a volunteer task is the exception rather than the rule. If support for expenses incurred is important to you, please verify the practice with the appropriate coordinator before accepting a volunteer assignment.

HI USA would like to remind all our volunteers that expenses incurred for volunteering such as mileage or equipment is tax deductible like many other forms of donation, and to check with your local tax expert for specifics. Please note that volunteer hours are not tax deductible.

If a volunteer is approved for mileage reimbursement they needs to keep track of mileage and submit an HI USA Reimbursement Form. The staff member can provide this form and needs to note on the form the reimbursement is for a volunteer and approve it with a signature.

Media and Public Relations

It is the policy of HI USA when dealing with the media to refer them to the assigned HI USA staff person. No volunteer should have contact with the media unless cleared to do so.

Volunteers have the unique opportunity to shape the opinions and attitudes of hostel guests, members, and the public. You are asked to be sensitive to the importance of maintaining HI USA’s excellent reputation by being courteous in all relationships when representing HI USA.

Safety

Safety is the responsibility of each volunteer and can only be achieved through teamwork. You are always asked to practice safety awareness by thinking defensively, anticipating unsafe situations, and reporting unsafe conditions immediately.

Please observe the following precautions:

Immediately notify your supervisor of any emergency. If you are injured or become sick while performing a volunteer assignment, no matter how minor, inform your volunteer coordinator immediately.
Use, adjust and repair machines and equipment only if trained and qualified.
Please get help when lifting or pushing heavy objects.
Ensure that you understand your assignment fully and follow instructions. No question about your assignment should go unasked.

Maintaining a clean and safe work environment is everyone’s responsibility, volunteer and staff alike. You are expected to use proper care when using any HI USA property or equipment. Missing or damaged property should be reported to a supervisor at once, as should any materials or equipment that may need repair or replacement.

Hostel Sleeping Quarters

Volunteers may never enter the sleeping quarters of the hostel that they are volunteering at with hostel guests.

Personal Vehicles

HI USA recognizes that circumstances may warrant a volunteer to use his or her personal transportation to and from an assignment. However, at no time will the use of personal vehicles be permitted for transporting guests or program participants during an HI USA sponsored activity or event. If you use your personal vehicle within the scope of your volunteer assignment with HI USA, your personal automobile insurance is your primary coverage. HI USA does not reimburse for gasoline used when driving to and from your volunteer assignment.

Personal Homes

At no time may a volunteer invite or take a participant to his or her home during an HI USA sponsored activity or event.

Dress Policy

As representatives of HI USA, appropriate attire is expected from all volunteers. Please consider three facets of your assignment when choosing appropriate attire: safety, climate and activity/program. Please consult your volunteer coordinator for occasion specific dress policy.

Tips

HI USA volunteers are not allowed to accept tips from travelers. If a traveler wants to leave a tip encourage them to give a donation at www.hisua.org/donate to support HI USA programming.

Borrowing Money

Volunteers are asked to never borrow money from guests even with the intent to repay. Sometimes volunteers may need cash on an outing and they are asked to be prepared and bring what they need to their volunteer assignment.

Non-Volunteers Attending Events

Volunteers are asked not to invite friends to join during the volunteers shift, unless they are registered as HI USA Volunteers. We always welcome new volunteers and encourage our current volunteers to ask their friends if they would like to volunteer for HI USA. That said, the focus of our events should always be on guests and/or community members.

Internet Usage Guidelines

HI USA provides access to the Internet and at times electronic mail to assist volunteers in the performance of their volunteer duties. HI USA expects volunteers to use these tools responsibly. Improper use of electronic mail (e.g., spreading offensive jokes or remarks), or improper use of the Internet (e.g., excessive non-business use and/or accessing pornographic websites) will not be tolerated. Volunteers found to be abusing their Internet privileges may be subject to disciplinary action, up to, and including termination.

Grievance Procedure

A volunteer is entitled to a first and second level hearing for any volunteer grievance. The volunteer should first speak with his or her supervisor. If the grievance goes unresolved or involves the supervisor directly, the volunteer should follow up with the volunteer coordinator. If the grievance remains unresolved, the volunteer is asked to contact HI USA’s Director of Volunteer Services, Kassi Oliver at kassi.oliver@hiusa.org for further resolution. If the complaint is against the Director of Volunteer Services please submit the form to Lisa Zhu, Vice President of Human Resources at lisa.zhu@hiusa.org.

Smoking, Drug and Alcohol Policies

Our organization is committed to providing a smoke-free environment for those volunteers, employees and visitors who wish it. Smoking is only allowed in designated areas.

No volunteer shall report for an assignment, be present on organization premises or property, or engage in organization activities while under the influence of alcohol or controlled substances.

A reasonable amount of alcohol may be consumed while leading and/or participating in activities where alcohol is served, such as pub tours, events at local bars, restaurants or clubs and/or hostel events, etc., so long as the volunteer does not become under the influence of the alcoholic beverages. The volunteer must understand that the role of the volunteer to ensure hostel guests and/or community participants are safe, experiencing the local culture and meeting fellow travelers or participants to increase cultural awareness and exchange. Volunteers are required to follow all local hostel alcohol rules. The unlawful distribution, possession, sale or use of alcohol or controlled substances, while representing HI USA in any capacity is strictly prohibited.

Work/Trade Policy

HI USA does not offer volunteers the opportunity to volunteer at a hostel and in return receive free to discounted stays at our hostels.

Attendance and Punctuality

As part of a larger team whose success depends on each person being in the right place at the right time, attendance and punctuality are not just a matter of courtesy, but a necessity.

If you must be late for or absent from for an assignment, you are asked to notify the appropriate person as soon as possible before your assignment begins. This will provide the opportunity to cover the assignment with another volunteer or staff member. If you are unsure who to call, consult your assignment supervisor or the volunteer coordinator before a scheduled event is to take place.

Any volunteer absent for two assignments without notification will be assumed to no longer wish to provide volunteer service and may be removed from future scheduled volunteer activities. In addition, a volunteer who cancels with notification on a regular basis may be removed from futured scheduled volunteer activities.

On-Site while not volunteering

HI USA respectfully requests that when not involved in volunteer activity, volunteers are required to refrain from hanging out or dropping by the premises for the purpose of socializing with the guests or using hostel space.

Confidentiality and Loyalty

Business practices of HI USA are not to be shared outside the organization.

HI USA volunteers are not permitted to promote “competing” organizations or businesses while acting in their capacity as an HI USA volunteer.

Conflicts of Interest

The Conflict of Interest Policy is to help protect the interest of HI USA when it is contemplating entering into a transaction or arrangement that might also benefit the private interest of HI USA volunteers.

All organizational decisions are to be made solely to promote the best interests of HI USA without favor or preference based on personal considerations, and to provide the highest ethical conduct. HI USA respects a volunteer’s right to engage in private activities and personal business outside of their engagement with HI USA, provided such activities do not pose a conflict with acting in the best interests of HI USA during their period of volunteering, and does not involve work that competes with HI USA. In general, a conflict of interest is defined as a volunteer activity inconsistent with recognized ethical and legal standards and maintenance of HI USA's integrity, or which is competitive with or undermines HI USA's business goals. It may also be an activity that deprives HI USA of the maximum efficiency of its volunteers with respect to their roles, HI USA, and HI USA policies. Volunteers at all levels have a duty and an obligation to HI USA to be entirely free from any conflict of interest. This involves any influence, interest, or relationship that would or could conflict with HI USA's interests. It also involves engaging in activities which might be embarrassing to HI USA or which might impairs a volunteers' efficiency in performing their regular duties of their role.

In particular:

• No volunteer may benefit personally from HI USA dealings with others

• No volunteer may serve interests that compete with HI USA 15

• No outside activities may interfere with a volunteer’s performance at HI USA

Some particular situations where conflicts of interest are most likely to arise are in relationships with suppliers, contractors, or competitors of HI USA or any of its subsidiaries; acceptance of loans, excessive entertainment, business gifts, or favors from any party that may supply or seek to supply goods and services to HI USA or any of its subsidiaries; disclosure of proprietary or other confidential information; and the use of the assets and resources of HI USA or any of its subsidiaries for personal convenience or profit. Volunteers who are unsure whether an activity presents a conflict must disclose such activity to the Sr. Director of Volunteer Services. If the transactions are believed to be in the best interests of HI USA, they may be permitted. If any HI USA stakeholder has reasonable cause to believe that a volunteer has failed to disclose actual or possible conflicts of interest, it shall inform Sr. Director of Volunteer Services of the basis of such belief and the person shall be afforded an opportunity to explain the alleged failure to disclose. If, after hearing the response of the person and making such further investigation as may be warranted in the circumstances, HI USA Sr. Director of Volunteer Services determines that the person has in fact failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action as is needed in the circumstances, up to and including volunteer termination. Volunteers who encounter confidential information must not disclose or share this information. The security and integrity of all confidential data must be diligently protected. Accordingly, volunteers should not disclose or use any confidential information involving the organization for personal benefit or for any non-organization-related purposes.

Volunteer Feedback and Review

As part of our commitment to excellence, we ask current and active volunteers to complete an annual survey on our volunteer program and your volunteer experience. This survey is emailed to all active volunteers every August. In addition, we think it is important to provide feedback to our volunteers. Active volunteers in good standing will be emailed an annual review with feedback and an opportunity to meet and discuss feedback with your volunteer coordinator. There is also the possibility where a volunteer might be asked to complete a formal annual review with a required in person meeting with the volunteer coordinator and possibly an action plan.

Let’s Get Started!

Now that you are familiar with our mission, policies and standards, we hope you will be able to fulfill and accomplish your goals and meet your expectations while volunteering with HI USA. If at any time you have questions or concerns about our programs, policies, facilities, or volunteer opportunities, please feel free to contact your volunteer coordinator.