Volunteer Resignation and Removal Process

There are a number of situations that can arise in which a vacancy in a volunteer position occurs, from whatever cause, prior to the expiration of a member’s term. Each volunteer vacancy likely will have a unique set of circumstances, and so each will be handled case-by-case, assuming the best intentions of all parties involved. Below are procedures for handling these situations.

These procedures apply to volunteers serving in positions with a defined position description and term, with the only exceptions being those who are elected to the Board of Trustees, for which procedures are governed by Article III and Article IV of the ACUI Bylaws.

Volunteer Resignation

Should a volunteer resign from a position, regardless of the cause, the following steps should occur:

For Selected Positions and Team Members at the Regional and Association Level:

  • The resigning volunteer should notify these individual(s) of the decision:
    1. The individual listed as “Reports to” on the position description
    2. The leader of the team on which the volunteer is serving, if not the same as “1.”
    3. The Central Office staff liaison to the position, if not that same as “1.”
  • The notified parties above shall then appoint a new volunteer to serve in the role for the duration of the term of the original volunteer in the position; or choose to not appoint a replacement, given the circumstances and timing of the resignation.
  • The position will be posted for the standard application and selection process at the same time as would have otherwise occurred. The appointed volunteer may choose to apply for a complete term, should the qualifications and term-limit requirements be met.
    • If the interim role is less than half of the term, the time will not be counted against the term limit; anything more than half of the term will count against the term limit.

For Regional Director and Regional Director-Elect:

  • The resigning Regional Director or Regional Director-Elect should notify the Central Office staff liaison of the decision.
  • Convened by the Regional Volunteer Coordinator, members of the Regional Leadership Team will convene to make a team recommendation to the Board of Trustees for a volunteer to be appointed to the position to serve the duration of the originally elected term; if Board of Trustees does not approve, it is returned to the Regional Leadership Team to make another recommendation.
  • If the Regional Director-Elect resigns prior to becoming Regional Director, the Regional Leadership Team can choose to not make a recommendation, in which case a special election will occur for the position, following standard election procedures.
  • The position will be posted for the standard application and election process at the same time as would have otherwise occurred, through which the appointed volunteer may choose to run for election for a complete term, should the qualifications and term-limit requirements be met.

Volunteer Removal

In rare instances, a situation may occur in which a volunteer shall have cause to be removed from their position. Performance-related situations such as those stated below should first be addressed between the volunteer and the volunteer advisor/supervisor through on-going feedback and evaluation discussions related to fulfilling the expectations of the position. Interactions between the volunteer advisor/supervisor and the volunteer regarding position expectations should be documented as much as possible. These situations include:

  1. Violation of the Association’s code of ethics or policies, such as: misuse of resources and/or information; impropriety and/or conflicts of interest; discrimination; and inappropriate relationships and/or harassment.
  2. If, after the volunteer has been notified of a lack of a valid Institutional Support Form (if required for the position) and/or employment/involvement (as required for the position) for more than a 90 day transitional period.
  3. Chronic absenteeism from communication and/or consistent failure to meet the agreed-upon expectations outlined in the position description and Volunteer Agreement.

 

Prior to removal, any volunteer shall be granted the opportunity to resign from his/her position, following the Volunteer Resignation procedures above. Volunteers may also choose to file a grievance regarding the removal. The grievance must be a written document filed with ACUI Volunteer and Staff Development Manager within two weeks of notification of removal. The volunteer will then be granted a two week stay while the grievance is reviewed.

Individuals wishing to address any grievances or conflicts related to the above should contact directly one of the following to discuss the situation: the individual listed as “Reports to” on the position description of the transgressing volunteer; the Association’s volunteer development coordinator; and/or the Central Office staff liaison to the transgressing volunteer. These parties will work together on a resolution. If the transgressing volunteer is the volunteer development coordinator, then the president of the Association will assign another member of the leadership team to review the grievance(s).

For selected and elected members of the Association Leadership Team other than the Board of Trustees, the volunteer development coordinator, the Central Office staff liaison to the volunteer, and the president will convene to review the case, make a decision, and communicate the decision to the parties involved.

For other selected positions and team members at the regional and Association level, the volunteer development coordinator, the Central Office staff liaison to the volunteer, and the leader of the team on which the volunteer is serving (if applicable) will convene to review the case, make a decision, and communicate the decision to the parties involved.

Vacancies resulting from the removal of a volunteer shall be filled following the procedures outlined above for Volunteer Resignation.

Any questions related to this process can be directed to the chair or staff liaison of the Volunteer Development Team.

Updated May 8, 2014