WFDF 2013 World U23 Ultimate Championships – Volunteer Policy (the ‘Policy’)

1.0 Purpose

This Policy will guide a consistent, accountable approach to volunteering that fits within the vision of Toronto Ultimate Club (TUC) and the World Flying Disc Federation (WFDF), with respect to the WFDF 2013 World Under-23 Ultimate Championships (U23). Volunteers are integral to the success of the event and will be treated with respect.

2.0 Scope

This Policy governs TUC responsibilities to its U23 volunteers, as well as the selection and placement, training, supervision, compensation and safety of volunteers. The policy also governs U23 volunteer rights and their responsibilities to TUC and WFDF.

3.0 Expectations of Volunteers

We ask our Volunteers to be enthusiastic ambassadors of Ultimate, the Spirit of the Game (SOTG), TUC and WFDF. Volunteers will act with respect for the event, and all persons, partners and organizations associated with the event.

• Volunteers are expected to take responsibility for their commitment to the event and, in particular, for being on time for their shifts and completing all tasks associated with their duties until the end of the shift.
• Unless otherwise specified, most volunteer shifts during the event will encompass a 6-hour window. The minimum shift will be 3-hours.
• Volunteers are expected to communicate regularly as required with tournament organizers and/or supervisors.
• Volunteers are expected to conduct themselves in a respectful and professional manner.
• Volunteers are expected to be well informed, courteous and helpful at all times throughout the event. All volunteers must become familiar with the site layout and the locations of amenities such as washrooms, water, and activities.
• Some volunteers may be required to participate in mandatory orientation and/or training sessions.
• Volunteers will be required to wear a Volunteer T-Shirt and tournament identification at all times while on duty. One T-shirt is provided and volunteers are responsible for ensuring it is clean, not torn, and free from any additional branding, patches, or other non-sanctioned add-ons.
• Volunteers are required to ‘sign in’ at the Volunteer Info Centre and check out at the end of every shift. Volunteer hours will be tracked by TUC.
• All volunteers agree and understand that there is zero tolerance on prohibited activities including, but not limited to, vandalism, theft, harassment, the use of, or being under the influence of, controlled drugs or alcohol while on duty.

4.0 Volunteer Amenities

• Volunteers will have access to water throughout their duties, and will be provided with one meal for each full six-hour shift completed.
• Volunteers will be provided with a Volunteer T-Shirt and identification, which must be worn while on duty. Volunteers are responsible for ensuring their T-Shirt is clean.
• Volunteers may be eligible for accommodations to be provided in close proximity to the event, provided they meet the following:
  • Volunteer for the event for a minimum of 6 full hours per day for a minimum of 4 days;
  • Are travelling from outside of the Greater Toronto Area (GTA);
  • Receive prior approval from the U23 Volunteer Director and/or Co-Tournament Directors.

Under extenuating circumstances, a limited number of volunteer accommodations may be available for volunteers who live within the GTA, at the discretion of the U23 Volunteer Director.

All volunteer accommodations must be approved prior to the Event.

Accommodations will be paid for by the volunteer, and once all volunteer duties have been fulfilled and recorded through the Volunteer Info Centre, volunteers will be reimbursed after the Event.

Volunteer accommodations will be provided at the discretion of the Volunteer Director and/or Co-Tournament Directors. Accommodations may or may not be located on the event site. Accommodations will be shared with same-sex volunteers. Each volunteer will be guaranteed a bed to themselves.

• Volunteers will be recognized at a Volunteer Appreciation Party to be held after the end of U23.

5.0 Expectations of TUC and WFDF

• Volunteers will receive an orientation and/or training as required.
• Volunteers will receive adequate levels of supervision according to their participation and skill set.
• TUC will coordinate volunteer recruitment and track hours worked.
• A Volunteer Info Centre will be available throughout the event for volunteer check-in, scheduling information, and access to other information as required.
• TUC will provide a safe, respectful and fun environment for all volunteers and participants.

6.0 Policies

• All volunteers must adhere to the following TUC policies:
  • TUC Code of Conduct
  • TUC Discipline Policy
• All volunteers must legibly complete and submit a copy of the WFDF Event Participation Agreement prior to any on-site volunteer activity for U23.
• Requests to volunteer for specific games/fields will not be accepted. We will endeavour to schedule your volunteer shifts such that you can attend as a spectator to support friends and family, however we will not schedule volunteers to work specifically for those games.

7.0 Policy Violations

In the event that a Volunteer fails to meet any of the expectations, policies or requirements outlined in this document, TUC and WFDF reserve the right to immediately relieve a volunteer of his or her duties without notice, and if necessary, remove the individual from the York University campus or any associated venues. This includes the immediate exclusion and/or removal from Volunteer Amenities, including accommodation reimbursement. The decisions to render these sanctions are at the discretion of TUC and WFDF.