Hays County Food Bank
Feeding Hungry People Since 1984
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Volunteer Orientation Manual
Welcome to the Hays County Food Bank!
The mission of the HCFB is to feed hungry people in Hays
County.
The HCFB is a charitable, non-profit organization formed in 1984 to feed hungry
people in our community. We partner with multiple agencies in Hays County in order to
serve our community members who are in need.
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We particularly focus on helping to feed the following groups:
1. The elderly living on fixed incomes
2. Working families considered to be low-income
3. Individuals with medical or physical disabilities
4. Homeless and transient people
5. Individuals and families experiencing a temporary emergency (e.g. an illness,
injury, or loss of employment)
Why Does Hays County Need a Food Bank?
● There are 25,380 food insecure individuals residing within Hays County. This means that 1
out of every 7 individuals has difficulty getting their next meal. The Hays County Food
Bank provides an integral service in the fight against hunger--providing individuals and
families a resource for food sustainability.
Our volunteers are an invaluable resource! Each day we strive to provide food to those
most in-need, and without volunteers, we simply would not meet our goals.
Volunteering with HCFB is a wonderful way to:
- Help families get enough to eat
- Serve your community
- See the real effects of grassroots organizing
- Learn about the community
- Meet new people
- Ensure a greater sense of self, and well-being
Volunteers must be fully aware of our policies and procedures to ensure a safe and
efficient workplace. This manual will introduce you to the basics of working at the Food
Bank. Our staff is always available to provide further instruction as you perform the
important tasks associated with feeding hungry families living in Hays County.
Please feel free to ask questions and voice any concerns you might have while
volunteering here at the Food Bank.
Our staff is responsible for assigning and coordinating the daily work of all volunteers.
Our goal is to make your volunteer experience with HCFB a positive one. We ask that
you please be flexible and cooperative, as this type of work is impassioned, yet timesensitive. We believe that all people who work at the Food Bank have the right to be
treated fairly and with respect. We suggest three simple steps for success: 1. Show up
on time. 2. Have a great attitude. & 3. Work hard. Together we can enact real change!
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Food Bank Staff
Non-Discrimination Statement: The Hays County Food Bank does not discriminate against any person,
client, volunteer, worker, or staff member on the basis of race, sex, religion, political affiliation, or
national origin, etc. in the distribution of our services or in the application of our policies or procedures.
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Hays County Food Bank
Orientation Manual
I. Opportunities
The Hays County Food Bank requires enthusiastic volunteers armed with diverse sets of knowledge
and skills. Below are general areas of need with a brief outline of the required duties. This list is by no
means complete and we invite you to contact us if you have any additional skills you wish to bring to
assist the Food Bank. We want your expertise to help us better serve the community.
Office Support—We need help answering phones, filing, data entry (Word, Excel), greeting clients,
preparing promotional material, making copies, preparing mailings, and other duties as assigned.
Client Services—Provide support as a Client Intake Specialist. This requires some additional training
with specific software. Client Services volunteers will also attend various distribution locations, help
with filing, and provide additional support in an office setting.
Warehouse—Assist with food pickups, loading/unloading vehicles, distributions, food
handling/sorting, checking the condition of all foods (appearance, expiration dates, etc.), general
cleaning of work areas (including vehicles), stocking shelves, and preparing orders.
Drivers—Transport volunteers to retrieve donated food items, assist in loading/unloading vehicles,
conduct vehicle safety checks, and transport food and volunteers to Food Bank distributions.
Landscaping/Gardening—Weeding, watering, mowing, edging, pruning, assisting with various tasks
on partnering farms, and assist in maintaining various community garden sites.
Special Projects/Events—Event planning, promotion, and acting as Food Bank ambassadors by
representing the food bank to the public. On some occasions this could include wearing an
assortment of costumes at events and photo opportunities.
Speaker’s Bureau—Speak at public gatherings and meetings to promote the numerous ways
people can help the Food Bank to continue its mission. Must be at least 16 years old, have reliable
transportation, and be familiar with PowerPoint. Training and presentation materials will be provided.
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II. The Basics
Confidentiality
Volunteers may be exposed to private information about Food Bank clients or volunteers in the
regular course of their duties. To respect the dignity and privacy of all people affiliated with the Food
Bank, client and volunteer information will be used only for agency business and will be kept
confidential. Volunteers will not discuss private information about clients or other volunteers.
Workplace Violence/Harassment
The Hays County Food Bank is a bully free zone. All people working at the Food Bank have a right to
be treated fairly and with respect. No inappropriate comments about anyone or toward any one will be
tolerated. Any verbal and/or physical abuse by any person must be reported immediately to Food
Bank staff, which will investigate the matter and determine the appropriate actions to be taken.
Use Of Food Bank Resources
The Food Bank is a non-profit, public charity designed to feed hungry people. All donations become
the property of the Food Bank, and will be used to support our mission to our communities. No Food
Bank resources (money, food, property, etc.) will be used for personal reasons or gain by any
volunteer or employee. Volunteers are not eligible to take food home after completing shifts at the
Food Bank. If any volunteer is also a client of the food bank, they are allowed to attend any of our
public distribution sites in conjunction with their duties.
Personal Property
Volunteers are advised not to bring purses, backpacks, cell phones, or other valuable items to the
Food Bank or leave their property unattended. The Food Bank is not responsible for the loss or theft
of personal items.
Dress Code
All volunteers must dress in attire that is suitable to the workplace. Casual attire is appropriate but
clothes that show the midriff, low-cut blouses, muscle shirts/tank tops, short shorts, or low rise jeans
will not be allowed. No high heels, sandals, Crocs, flip flops or other types of open toed footwear will
be worn in the warehouse or processing area due to safety concerns. Staff reserves the right to ask
any inappropriately dressed volunteer to leave and change into acceptable clothing before continuing
to work their shift.
Personal Hygiene
Volunteers are expected to maintain a high level of personal hygiene so as not to intrude on the
comfort others.
Smoking Policy
Smoking is not allowed anywhere in the building, around the building, in the vehicles, at pickup points
or at any of our distribution locations. Smoking is allowed only in designated areas outside the
building, the location is the left hand dumpster at the end of the parking lot. Please help keep the
Food Bank premises tidy by making sure all smoking materials are extinguished and disposed of in
the dumpster and not thrown on the ground.
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*** Scheduling *** EXTREMELY IMPORTANT!
All scheduling is handled through our online Volunteer Information Center Network (VicNet). To login,
visit https://www.volgistics.com/ex/portal.dll/?from=205752 (also found on the Hays County Food
Bank website under the “Volunteer” tab) and sign in with your email and the password you created
when you submitted your application.
Instructions for signing up for a shift:
1. Login to VicNet using your email and the password you created on your application.
2. Click on the “My Schedule” tab
3. Click on any day in the calendar that has a “Help Wanted” label
4. Choose a shift that you know you can work, and click “Schedule Me”
5. Click “Yes” to confirm
If you need to cancel a shift for any reason, you can do so through VicNet and the “My Schedule” tab
as long as it is at least 24 hours in advance. If you need to cancel and it is less than 24 hours in
advance, contact the Volunteer Services Manager at (512) 392-8300 ext. 222.
*** Tracking Volunteer Hours *** EXTREMELY IMPORTANT!
It is important to track volunteer hours accurately because credit cannot be given for hours worked
when the following instructions are not properly followed. It is the responsibility of each volunteer to
make sure they sign in AND out at the computer check-in station using your unique PIN # that is
assigned to you. If you did NOT receive a PIN # or if you have forgotten your PIN #, contact Holly
Hood at 512-392-8300 ext. 222 and ask her to set up a new one for you. If you need a copy of your
service hour’s summary report for certification or any other reason, the Volunteer Services Manager
can print this for you upon request.
Illness
All volunteers should be fit for duty when they begin their shift. Volunteers will not be allowed to work
when sick, running a fever, or in ill health. If you are ill, please do not come to work. Staff reserves the
right to ask a volunteer who appears to be sick to sign out and leave until fully recovered.
Inclement Weather
In the event of inclement weather, the Hays County Food Bank will follow the operating guidelines of
the San Marcos Independent School District (SMCISD). Notification is usually scrolled across the
bottom of local morning news outlets, as well as located on the SMCISD website. If the district delays
the opening of schools, the Food Bank will delay opening for the same amount of time. This will allow
for the safe travel of all volunteers and staff.
Telephone and Computer Use
The Food Bank Bank’s phone system is for conducting official business. Volunteers are permitted to
make emergency phone calls, please ask for assistance and please keep the call brief and to the
point. Computer systems are reserved for official Food Bank use and are only available to those
volunteers assisting with the completion of Food Bank business.
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Breaks
You may take a 10-minute break after every two hours of volunteering--remember to notify leaders of
your intentions. Food and drinks are not allowed in the processing or warehouse areas. You are
welcome to bring food/drinks to put in the refrigerator (please label your personal items).
Substance Abuse
No person may use, possess, sell, or be under the influence of alcohol or illegal drugs while on Food
Bank premises or while conducting Food Bank related activities. The legal use of prescribed drugs is
only permitted on the job if it does not impair a person’s ability to safely and effectively perform the
essential job functions required. If any individual is threatening, causing harm to anyone or destroying
property, notify a staff member IMMEDIATELY.
Parking
When reporting for a shift at the Food Bank, please park across the street in the church parking lot
(please do not park in the pastor’s spot). This will alleviate congestion in the Food Bank parking lot,
and allow for clients, visitors, and the Food Bank vans to safely enter and exit the parking lot.
Vehicle Use
Staff and volunteers must go through the driver approval process, and be formally approved to
operate any of the Food Bank vehicles. Operating a vehicle without obtaining formal approval is
PROHIBITED. Eating food in the vehicles or using a cell phone (texting or talking) while driving is
NOT allowed. Drinks are only allowed in the vehicles if they have a cap or a secure lid.
Training
The Lead Volunteer will briefly train volunteers in their basic duties, but the majority of tasks are
learned through “on-the-job” training. A new volunteer may be assigned to work alongside an
experienced volunteer. Staff will continually educate volunteers on important issues such as Food
Safety, Workplace Safety, and the Basics of Safe Lifting.
Supervision
The Staff or a designated representative of the Food Bank will provide supervision of all volunteers
and make assignments to coordinate the daily work.
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III. Safety and Cleanliness
Facility Cleanliness
The Food Bank must maintain the highest standards of cleanliness to ensure public safety. The
facility will be cleaned daily, and staff will make cleaning assignments as needed. Always wash your
hands before and after each task when handling food products. Remember to wash your hands after
using the restroom, coughing, sneezing, or touching your face or head. Keeping surfaces (counter
tops and tables) clean between uses is mandatory to reduce the possibility of cross contamination.
Duties may include: cleaning the restroom each day, emptying trash cans when necessary, cleaning
the sinks, floor, and all other areas within the warehouse and processing areas. Staff will advise when
the break room, coolers, and freezer need to be cleaned. When washing your hands, make sure you
wash with warm soapy water for at least 20 seconds. Also, please keep an eye out for any signs of
rodent or insect infestation.
Workplace Safety
Workplace safety is a top priority at the Food Bank. In order to promote a safe working environment,
our policies need to be fully understood and followed. Violations of any of these policies may result in
disciplinary action, including dismissal. Please bring any safety concerns to the attention of a Food
Bank staff member. To promote a safe work environment, the following practices are prohibited:
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Use of cell phones within the warehouse/processing area
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Using ear buds to listen to music from any type of electronic device while working
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Mixing chemicals when cleaning
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Climbing on shelves, standing on rolling carts or using the rolling carts as skate boards
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Standing or sitting on the industrial scale
The following are best practices that must be followed when volunteering for the Hays County Food
Bank:
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Keep aisles and walkways clear and refrain from placing food items on the floor. This is
a health regulation.
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Place items only in designated areas, away from doors and high traffic areas
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Clean up spills immediately
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Use the caution signs to indicate wet floors
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Use a ladder when retrieving items above eye level
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Alert others near you of your movements to avoid collisions or other accidents
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Learn and use proper lifting procedures with loading/unloading all vehicles
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Use cleaning products as directed by manufacturer, use proper protective gear and
never store chemicals around food items. Material Data Safety Sheets (MSDS) are
available should any volunteer have a concern regarding all of our cleaning products.
These are located in a binder above the sink in the food processing area.
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All injuries, accidents and other incidents need to be reported to our Operations
Coordinator or your supervisor as soon as possible.
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It is mandatory that all carts be pulled, not pushed, through the warehouse and
processing areas of the Food Bank.
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Safe Lifting
Staff and volunteers will observe the basics of Safe Lifting as described in this training manual. A
healthy person with no physical restrictions on lifting will not pick up or move boxes weighing more
than 45 pounds by themselves. Any person with physical or medical limitations will not exceed the
limits set by their doctor under any circumstances. Volunteers are responsible to make staff aware
of any physical limitations they might have and will be reassigned to tasks that they can safely
complete.
Food Safety Rules
We are licensed as a food salvage operation. For reasons of public safety, we must handle the food
as any grocery store or restaurant would. Food Bank staff members are responsible to make sure
that food safety rules are followed AT ALL TIMES. All food will be transported and handled safely
according to Health Department regulations. Volunteers and staff must use gloves, hairnets and
aprons when handling and sorting non-packaged food items. Food must be stored at least 6” above
the ground for sanitation and pest control reasons. Cold foods must be stored at or below 40 degrees
Fahrenheit. Coolers should be closed and sealed when in use. Food storage areas for frozen foods
should be closed and locked when not in use. Do not leave freezer/coolers propped open for
extended periods. Staff and volunteers must watch for spoiled or opened food containers, dented,
swollen or rusty cans, moldy breads and sweets, and spoiled or opened meats, etc. Such items will
be disposed of properly as follows:
● Properly label repackaged food items with the current date, content in package, and a Food
Bank address label.
● All spoiled or open packages of food will be removed from the original packaging and placed in
the trash cans marked for animal feeding.
● All spoiled or open meat will be placed in the designated container in the freezer.
● Under no circumstances will food designated for animal feeding be given to any individual.
Remember: When In Doubt, Throw It Out!
IV. Volunteer Rights and Responsibilities
Volunteer Rights
Volunteers have the right to:
▪ Perform meaningful work in a healthy and safe environment
▪ Have personal information about them kept confidential
▪ Be treated fairly and without discrimination
▪ Be fully informed and trained about job duties and expectations
▪ Be recognized for their contributions to the organization
Volunteer Responsibilities
Volunteers have the responsibility to follow Food Bank guidelines. These guidelines have been briefly
summarized in this orientation packet.
Violations
Violations of Food Bank Policies and Procedures may be cause for dismissal. The Food Bank
reserves the right to ask any uncooperative volunteer not to return.
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V. Thanks for Volunteering!
We are glad you are here to help. Our faithful and hardworking volunteers are the heart and soul of
the Food Bank. We appreciate everything you do to help us succeed. Our top priority is to promote a
safe and efficient workplace for all. We thank you for your cooperation with the staff as they
coordinate the daily work of the Food Bank.
Addendum
SAFE LIFTING PROCEDURES
DO:
● Take the extra minute to lift properly
● Plan each lift – split heavy loads into two boxes if needed
● Keep a shoulder-width stance with your feet
● Tighten your stomach muscles
● Stand close to the load with your feet apart
● Bend at the knees and hips into a squatting position
● Lift with your legs, NOT with your back!
● Move your legs, DO NOT twist at the waist while lifting
● Get help when needed; use the buddy system
● Use special handling equipment as available (e.g. carts)
● Exercise and stretch to keep your back in good shape
● When lifting with another person, work together to avoid
injuries
● Inform the staff of any injury or problem IMMEDIATELY!
DO NOT:
● Lift a load that is too heavy for you (i.e. Don’t be a hero.)
● Be in a hurry
● Lift an object that you cannot move with your feet
● Reach for a load over your shoulders
● Bend or Twist at the waist while lifting
● Try to catch a falling load
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Who is the Hays County Food Bank?
● We have a 31-year history of service to the community.
● We access various sources of food and pass it along to people in need.
● We operate out of a 2,300 square foot facility with 6 full-time employees.
Why Does Hays County Need a Food Bank?
● There are 25,380 food insecure individuals residing within Hays County. This means that 1
out of every 7 individuals have difficulty getting their next meal. The Hays County Food
Bank provides an integral service in the fight against hunger--providing individuals and
families a resource for food sustainability.
Who Needs Us?
● Community members who are elderly and living on fixed incomes, who are sick and/or
disabled, and low-income families with children.
● People who earn less than a living wage, live in poverty, and who struggle with the high
cost of food, utilities, rent, and healthcare/medicine.
● Breadwinners dependent on a next paycheck to meet expenses, but who lose that pay
check.
● People experiencing temporary hardships. For the first two months of this year, the
average number of people receiving an emergency box is 207 per month.
How Much Food Did We Provide Last Year (2014)?
● 528,964 pounds of food was donated from HEB and the community.
● 38,105 families (11,897 individuals) within our agencies were served.
● 21,143 families (58,612 individuals) within our public distributions were served
What is the Bottom Line?
● A regular supply of nutritious food is crucial to overall health and quality of life. The Food
Bank has a direct impact upon the overall health and quality of life for the citizens of Hays
County.
● We provide food at no charge, and our application process only collects the basic
information required.
● Support of our Food Bank allows us to access, distribute, and develop various sources of
food--passing it along to those in need.
What’s Next?
● Now that you have read this entire orientation manual, contact Holly Hood at (512) 3928300 ext. 222 or by email [email protected] to request your PIN # for checking in
and out each day that you volunteer at the Food Bank.
We need your help, and we can’t wait to meet you!
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How NOT to pack pies for distributions.
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