Y.E.S. KC Policies

 

Training​

1. YES KC training is required for all new volunteers prior to working their first event. The YES KC training shall be completed via Google Meets and is offered at 7:00pm on varying days during the month depending on the events schedule. See Event Calendar for specific dates. After you register a link to join a session will be emailed to you.                                   

2. Volunteers shall complete all training/certificates required for each venue they intend to work and submit proof of completion to yeskcvpschedule@yeskc.org.  A list of required training can be found under the "Volunteer Info/Forms" tab.

                  **Volunteers are expected to monitor expiration dates and renew all necessary training in order to volunteer. Each month prior to the event signup being posted, there will be a link to check your own expiration dates. Please be sure you are current on all training before signing up for a venue.

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Insurance and Waivers

Y.E.S. KC does not provide insurance. Venues are not responsible for work related injuries. Volunteers are responsible for their own medical expenses. Once Y.E.S. KC training is complete, a release of liability waiver along with an acknowledgement of our polices will be sent to your Gmail for an e-signature. ​

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Dress Code

1. Volunteers are expected to adhere to all dress code rules set by each venue. These rules are outlined on our website under the "Venues" tab for you to view at any time. Any changes or issues with dress code will be included in the email sent by the venue coordinator. Please see 

   • Dress Code Violations will result in the following:

     • initial offense will be brought to your attention by the stand lead

     • second offense will be a verbal warning by Venue Coordinator (volunteer will be required to initial receipt of verbal warning)

     • third offense will be given a written/emailed warning by VP of Operations

     • fourth offense the volunteer in violation will be sent home, fined the same day cancellation fee, and suspended from all future events at that venue for 30 days

     • following the suspension, if a fifth violation occurs, the volunteer will be sent home, fined the same day cancellation fee, and suspended from all events at that venue for the remainder of the season or longer if determined by the venue/Officers​​

 

Cancellations

We understand that unexpected circumstances can arise. When they do, we work with volunteers on a case-by-case basis. However, it is essential to treat your commitment to our group with the same respect you would a work obligation. When you sign up for an event you are committing to arrive on time and stay for the entire event. Should you be unable to fulfill your commitment, you must personally notify the appropriate venue scheduler by email.

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Late Arrivals & Early Departures

Unless pre-approved by the scheduling coordinator, arriving late may result in a venue late-fee charge. Late check-in may also result in a volunteer's inability to sign in with the venue and therefore not be paid. 

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If carpooling, please note that volunteers may have different check-in/check-out times. Volunteers must plan to wait if needed. Leaving early due to ride share is not an excusable reason for early departure.

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Fines

1. Cancellations - There will be a reminder email sent 5 days prior to the event to give volunteers an opportunity to change their signup status. Cancellation fines are as follows:  ​

   • 3 days prior to the event  - $25.00

   • 2 days prior to the event and/or gate list has been sent - $50.00

   • 1 day prior to event - $75.00 + potential venue charge of $125.00 (if unable to fill your spot)

   • Same Day - $125 + potential venue charge of $125.00 (if unable to fill your spot)

   • No Call/No Show - $200.00 + potential venue charge of $125.00 

2. Double Booking - Booking two or more conflicting venues on the same day OR placing yourself on the backup list for a venue while being scheduled at another conflicting venue shall result in a $20.00 fine.

3. Late Arrival - Arriving after latest venue check-in may result in $25.00 venue fine. 

   4. Back-Up List - By signing up on the back up list you are committing to work that day if a spot becomes available. Back ups are called upon last minute or even day of due to cancellations/illness. If you are called upon to work and your availability has changed but you didn't remove your name, all fines associated with cancellation fees will be applied.

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**Example of cancellation fee schedule: If an event is on Friday, cancelling Thursday will result in a $75.00 fine (plus venue charge if applicable), cancelling Wednesday will result in $100.00 fine, and cancelling Tuesday will result in a $75.00 fine. The latest you could cancel and not receive a fine would be Monday if the event falls on Friday.

 

Switching Venues

Once signed up, you may switch to a different venue on the same day (if spots are still available) at any time prior to when cancellation fines take effect by emailing both scheduling coordinators to confirm the switch. If it is within the cancellation fine period, a switch may be possible if:

    1. It is due to check-in time/time of event conflict.

    2. Both schedulers are in agreement that the switch is possible and isn't detrimental to either of the venues.

    3. If a switch is made within the cancellation fine period, a cancellation fee will not be assessed as long as one venue is worked that day by the volunteer.

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Reimbursement

Each volunteer can request a payment up to two times per month. Payments will be issued each Monday. In order to request a payment:

1. Volunteers must have an available receipt balance posted to their account equal to or greater than the amount they are requesting to withdraw. Allow at least two weeks for receipts to be posted to your account following submission.

2. Payment requests must be submitted by the previous Friday at 8:00am.

3. Request form must be filled out completely and accurately.

• Payments can be in the form of either a check or ACH. Checks can be mailed to the volunteer or delivered to a venue (if Treasurer is working) for volunteer pickup.​

• ​In order to request an ACH payment, an ACH payment form must be filled out and returned to the Treasurer either in person or email a scanned copy/photo of the form to yeskctreasurer@yeskc.org. The following is a link to the editable form:

• ACH transfers within Commerce Bank will be provided at no fee. ACH transfer to other financial institutions will incur a $.50 fee per transaction.

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Volunteer funds earned may cover approved expenses with valid receipts submitted via google spreadsheet (see "Procedure" tab). Items eligible for reimbursement include any item that supports our mission of youth education, sports, activities, arts, etc. The following are examples, not a complete list. For questions about specific items please email yeskcreceipts@yeskc.org. 

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Calculation of Reimbursement:

For each event day, the Y.E.S. KC Treasurer will add all revenue generated for that day (including both base donations and tip money) from every venue that had an event and divide it by the total number of hours worked to determine an hourly rate for that day. Each volunteer will then receive a donation amount according to the number of hours they volunteered that day. For example, if there is a Chiefs game in which the volunteers are there for 7 hours on the same day as a T-Mobile event in which the volunteers were there for 5 hours, all donation and tip money for both events will be added together to determine the hourly rate. ​

*** Calculated hourly rate is based on published check-in times.

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Social Media

The purpose of our social media is to share upcoming events, important information, as well as fun and interesting things going on in the group. Volunteers posting on Y.E.S. KC social media will be approved by an administrator and should always:

1. protect sensitive and confidential organizational, personal, and client information 

2. maintain professional conduct

3. use professional and respectful language

Unauthorized use of logos or copyrighted material is strictly prohibited. ​

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Y.E.S. KC social media accounts shall not be used to:

1. promote personal or political beliefs

2. report formal complaints or concerns (please see the "Procedures" tab on how to report complaints/concerns)

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Violations of these policies may result in disciplinary action including but not limited to blocking from all Y.E.S.KC social media, suspension, and removal from the group.​

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Event Schedule & Gate List Posting

It is our intention to send gate lists out 48 hours prior to an event, however, many times we have to wait on last minute information from the venue.

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It is our intention to post the event signup no less than 3 weeks prior to the start of the month. The specific date of release will be clearly communicated to all volunteers by email.

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Board/Officer/Coordinators Privileges

Y.E.S.KC board members, officers, and coordinators are volunteers and receive no additional pay for the services they provide. To offset the extra time spent, the before mentioned shall be entitled to sign themselves up (and 1 family member depending on size of venue and number of spots available) prior to signup opening to all other volunteers. Additionally, they shall be exempt from all fees/fines.

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Operating Fee

Each volunteer will have a $1.95 operating fee deducted from each event they volunteer for. This fee helps pay for general operating expenses including but not limited to insurance, banking fees, website operation, etc.