Legacy Haven Academy Volunteer Management Policy: Onboarding and Training Protocols for Volunteers

1. Purpose

The Legacy Haven Academy Foundation (the "Academy") is dedicated to creating a safe, nurturing, and educational environment for youth ages 10-18, particularly those who are orphans or homeless, through its structured programs (Legacy Haven Academy, n.d.). This Volunteer Management Policy outlines the procedures for onboarding and training volunteers who support campus projects, social events, and community outreach, ensuring compliance with federal, Arizona, and Mohave County regulations. As the Academy pursues 501(c)(3) tax-exempt status, this policy ensures that volunteer activities align with the Academy’s charitable and educational mission, avoiding private inurement or benefit (Internal Revenue Service [IRS], 2025a). Due to the vulnerable nature of the Academy’s students, mentoring and direct student development remain the sole responsibility of Academy staff, and volunteers are restricted to non-mentoring roles.

2. Scope

This policy applies to all unpaid volunteers assisting with campus projects (e.g., facility maintenance, agriculture initiatives), social events (e.g., fundraisers, community gatherings), and community outreach (e.g., awareness campaigns, conservation efforts). Volunteers do not engage in direct mentoring or student development activities. The policy ensures compliance with IRS guidelines for volunteer management in organizations seeking 501(c)(3) status (IRS, 2025b), Arizona Revised Statutes (ARS) requirements for background checks in child-serving organizations (Arizona Department of Economic Security [ADES], 2024), and Mohave County protocols for educational non-profits (Mohave County Community College District [MCCCD], 2025).

3. Definitions

• Volunteer: An unpaid individual contributing time to campus projects, social events, or community outreach, with no direct interaction with students in a mentoring or developmental capacity.
• Onboarding: The process of screening, orienting, and integrating volunteers into Academy activities.
• Training Protocols: Structured sessions covering safety, role-specific skills, and organizational policies.
• Background Check: A review including fingerprint-based criminal history, sex offender registry, and child abuse/neglect registry verification, as mandated by ARS § 36-883.02 (Arizona Legislature, 2024).

4. Recruitment

Volunteers are recruited through the Academy’s website (legacyhavenacademy.org), social media, Mohave County community partnerships, and referrals. Recruitment materials emphasize the non-mentoring, unpaid nature of roles to comply with IRS rules prohibiting deductions for volunteer time value (Cullinane, 2015). Applications, collected online, require details on skills, availability, and interest in specific projects (e.g., landscaping, event setup). The Academy prioritizes inclusive recruitment to reflect community diversity (National Mentoring Partnership [MENTOR], 2024).

5. Screening and Background Checks

To protect students, all volunteers undergo rigorous screening, even for non-student-facing roles, as required by Arizona law for child-serving organizations. Screening includes:

• A valid Level 1 Fingerprint Clearance Card from the Arizona Department of Public Safety, required before participation (Arizona Department of Child Safety [DCS], 2021).
• Annual state and federal criminal records checks, sex offender registry verification, and child abuse/neglect registry review (Arizona Legislature, 2025).
• A brief interview to confirm alignment with Academy values and awareness of mandatory reporter obligations under ARS § 13-3620 (Arizona Church Security Network, n.d.).

Mohave County educational standards, such as those for school district volunteers, require similar documentation, including photo ID (Littlefield Unified School District #9 [LUSD9], n.d.). The Academy covers screening costs to ensure accessibility. Failure to pass screenings results in denial of onboarding.

6. Onboarding

Onboarding, completed within 30 days of screening, follows best practices for non-profit volunteer programs (Research.com, 2025). Steps include:

• Orientation Session: A 1.5-hour virtual or in-person session covering the Academy’s mission, volunteer code of conduct, and restrictions on student interaction (IRS, 2025a). Volunteers receive a handbook.
• Role Assignment: Matching to specific tasks (e.g., event logistics, outreach campaigns) based on skills and program needs.
• Documentation: Signing agreements for confidentiality, liability waivers, and adherence to IRS volunteer guidelines (Nonprofit Megaphone, n.d.).

7. Training Protocols

Training ensures volunteers are equipped for their roles while maintaining a safe environment (New York State Education Department [NYSED], 2023). Initial training (6-8 hours) includes:

• Child Safety Awareness: Recognizing signs of abuse and mandatory reporting under ARS § 46-811, despite no direct student contact (ADES, 2024).
• Role-Specific Skills: Practical instruction for tasks (e.g., grounds maintenance, event setup), delivered through workshops or demonstrations.
• Academy Policies: Overview of operational protocols, including boundaries to avoid student interaction.
• Ongoing Training: Biannual 1-hour refreshers and access to online resources, with completion tracked via a digital portal. Full participation is required for active status.

Training aligns with Mohave County community program standards (Mohave County, 2024).

Training Components:

• Child Safety Awareness: 2 hours, initial and annual, linked to ARS § 36-883.02.
• Role-Specific Skills: 3-4 hours, initial, based on Academy protocols.
• Academy Policy Overview: 1 hour, initial, aligned with IRS volunteer guidelines.
• Refreshers: 1 hour, biannual, following best practices (MENTOR, 2024).

8. Ongoing Support and Evaluation

Volunteers receive monthly check-ins with coordinators for feedback and support, enhancing retention (Mission Capital, 2024). Annual evaluations use volunteer self-reports and project outcomes. Recognition events acknowledge contributions without compensation, per IRS guidelines (IRS, 2018).

9. Compliance and Termination

Records are maintained for IRS audits and Arizona reporting. Violations (e.g., attempting student contact) prompt investigation and potential termination, with appeals to the Board. The policy is reviewed annually or upon regulatory updates.