Volunteer Handbook
Updated 05.2025
Purpose
This handbook provides an overview of Volunteer McKinney’s mission, vision, who we serve, and how volunteers engage with our opportunities. This handbook also explains volunteering rules, resources, expectations, and relevant organizational policies & procedures.
Table of Contents
About Volunteer McKinney
Volunteer Platform
Volunteer Resources
General Volunteer Policies
Revision Policy
The Volunteer Handbook will be revised on at least a yearly basis, with additions made on an as-needed basis.
Revisions are made by the Executive Director, and additions require the input of others on the Volunteer McKinney Board of Directors, and volunteer site supervisors.
About Volunteer McKinney
Volunteer McKinney - Serving Collin County is a 501(c)(3) volunteer center that has served our community since 1998. Currently, we support 290+ not-for-profit organizations across all impact areas, through volunteer assistance, provision of supplies, education, and collaboration.
Mission:
Connecting people to their passion through volunteerism and supporting Collin County nonprofits through education and collaboration.
Vision:
Together, we are a thriving community served by strong nonprofits and servant hearts.
Who we serve:
We Serve VOLUNTEERS. Individuals, groups, clubs, and businesses can find opportunities to express their passion through volunteering with local causes through our online volunteer match platform.
We Serve Collin County NONPROFITS: Not-For-Profits, School Districts, ISD Departments, School Campuses, PTOs/PTA’s, Service Organizations, City Departments, Churches, Faith-Based Orgs, and 501(c)(3)/501(c)(6) Nonprofits & Foundations.
We Serve our COMMUNITY: We’re here to support our amazing local community by encouraging others to get involved and join the various opportunities we present. We provide Resource Guides that educate our community on the statistics of our vulnerable populations, identify and vet the nonprofits who serve and provide opportunities for the community to give their time, talent and treasure.
About our Volunteer Portal
Volunteer McKinney Portal
We provide an online volunteer matchmaking portal that connects volunteers with nonprofit organizations serving all of Collin County and the surrounding rural areas.
Volunteers can browse opportunities without an account, but they will need to register and create a profile to actually respond to an opportunity.
Each agency will have their own process for accepting volunteers to make sure you are a good fit for them.
If you are experiencing difficulties with our platform, please contact our Site Manager at info@volunteermckinney.org.
Please note: Volunteer McKinney does not directly manage the opportunities listed on our portal, we simply advertise them. If you have specific questions about a volunteer opportunity, please contact the Site Supervisor listed in the opportunity description or check the Agency’s profile page for contact information.
Volunteer Resources
Volunteer Information
Volunteer information (name, contact details, shift history, etc.) is stored in Volunteer McKinney’s system (Get Connected by Galaxy Digital). Considered confidential information, only Volunteer McKinney employees may have access to this information. A volunteer may freely have access to their own data / profile in our system, and can download that information online on their profile here, or request a copy of that information from the Site Manager. View Galaxy Digital’s privacy policy here.
Resources for Volunteers
If you have any specific questions on how to use your Volunteer account you can find some useful resources here.
For additional questions on inquiries about our platform, please contact our Site Manager at info@volunteermckinney.org.
General Volunteer Policies
Effective Date: May 26, 2025
Last Updated: June 2025
Volunteer Registration and Commitment
Volunteers must create an account on the Volunteer McKinney platform to register for opportunities. By signing up for an opportunity, you are committing to attend and fulfill your assigned role. Volunteers must be at least 14 years old to create, access or manage an account. Children under 14 years old will be required to obtain a parental or guardian consent to use the volunteer platform.
Unregistration and Cancellation Policy
We understand that plans can change. If you need to cancel your participation in a volunteer opportunity, please follow the guidelines below to ensure nonprofits are informed and can adjust accordingly.
How to Cancel Your Participation:
- 6 or more days before the event:
Log in to your Volunteer McKinney account, go to your opportunity responses, and select ‘Unregister’ from the ‘Select an Action’ dropdown menu.- For team or group cancellations, visit the My Teams page to edit or unregister your team’s response.
- Less than 6 days before the event:
Contact the nonprofit agency directly using their preferred communication method (e.g., phone or email) to notify them of your cancellation. Afterward, log in to your Volunteer McKinney account and unregister your response on the platform.
Important Note:
Some volunteers may register directly through a nonprofit’s platform rather than through Volunteer McKinney. In that case, please be sure to follow the nonprofit's cancellation instructions and communicate with them directly if you’re unable to attend.
Timely cancellations help ensure that volunteer roles can be filled and nonprofits can continue serving the community effectively. Thank you for your commitment and consideration!
Volunteer Attendance Policy
At Volunteer McKinney, we’re so grateful for your willingness to serve. When you register for a volunteer opportunity, local nonprofits are counting on your support to help fulfill their mission. If you find you’re unable to attend, we simply ask that you unregister as soon as possible so the organization can adjust accordingly.
What Happens If You Miss a Shift Without Cancelling
We understand that things happen, but missing scheduled volunteer shifts without notifying the nonprofit can disrupt their efforts. To ensure reliability and fairness for all, here’s how we approach missed commitments:
- 1st No-Show: A note will be added to your account for tracking purposes.
- 2nd No-Show: You’ll receive a kind reminder email about the importance of communication.
- 3rd No-Show (within 12 months): Your Volunteer McKinney account may be temporarily deactivated.
Reactivating Your Account
We believe in second chances and open communication. If your account is deactivated due to three no-shows in a 12-month period, you’re welcome to request reactivation by:
- Meeting with a Volunteer McKinney team member, or
- Connecting with the nonprofit organization where the no-show occurred, or
- Submitting a written explanation for our team to review.
We’ll work with you to determine the best path forward and appreciate your continued desire to serve.
If You’re Facing an Emergency
We absolutely understand that emergencies and illnesses can arise. If that happens, please notify the nonprofit and Volunteer McKinney as soon as possible—we’re here to support you, and advance notice helps avoid any penalties.
Dress Code
As representatives of the agency, volunteers, like staff, are responsible for presenting a good image to guests and to the community. Volunteers shall dress appropriately for the conditions and performance of their duties.
Safety and Liability
Volunteers must adhere to the safety protocols established by the hosting nonprofit agency. Volunteer McKinney and its partner agencies are not liable for injuries or damages sustained while volunteering. Volunteers are encouraged to maintain their own insurance coverage where necessary.
Volunteers should immediately report any safety concerns or incidents to the nonprofit agency and Volunteer McKinney via email to info@volunteermckinney.org.
Sharing Your Volunteer Experience on Social Media
We encourage you to share your volunteer experiences on social media! Posting about your service helps shine a light on the incredible work being done by our partner agencies and supports their mission by raising awareness in the community. When posting, please be mindful and respectful of privacy. Do not share photos, videos, or personal information of clients or guests without the agency’s explicit permission. Your stories and enthusiasm are powerful — thank you for helping promote the great work happening in Collin County!
Reporting Your Volunteer Hours
Tracking your volunteer hours is essential for demonstrating the collective impact of our community's efforts. These records help Volunteer McKinney and our partner agencies assess resource needs for future projects, provide insights to emerging nonprofits about time commitments, and strengthen our case when applying for grants or seeking community partnerships.
Please note that some partner agencies may require you to log your hours in their specific systems. It's crucial to adhere to each agency's reporting requirements. We understand this might lead to duplicate entries if you're also reporting hours to Volunteer McKinney, and we sincerely appreciate your extra effort. Your diligence ensures accurate data collection, which is vital for showcasing the value of volunteer contributions and securing support for our shared mission.
Waivers and Required Forms
Most partner agencies require volunteers to complete waivers or other necessary paperwork before beginning service. These documents are designed to ensure that everyone understands the responsibilities and potential risks involved. Please take the time to carefully read and understand all waivers or forms you are asked to complete. If you have any questions or concerns, don’t hesitate to ask the agency staff for clarification. Completing these steps helps protect you and supports the agency’s ability to maintain a safe and welcoming volunteer environment.
Age Restrictions and Parent/Guardian Requirements
Some volunteer opportunities may have age restrictions based on the nature of the work or the policies of the partner agency. Volunteers under the age of 18 may be required to have a parent or guardian sign a waiver before they are allowed to participate. In some cases, a parent or guardian may also need to be present during the volunteer activity for supervision. It is important to carefully review and follow any age-related policies and requirements set by the agency you are volunteering for. These policies are in place to ensure a safe and positive experience for everyone involved.
Agency Policies and Procedures
Please be aware that the policies and procedures set by our partner agencies may differ from those of Volunteer McKinney. Each agency operates independently and may have specific rules, requirements, and expectations for their volunteers. Volunteer McKinney does not control or govern the internal policies of partner agencies. When volunteering, it is important to follow the guidelines and procedures established by the agency you are serving. If you have any questions about a specific policy, please reach out directly to the agency for clarification.
Background Checks
Some opportunities may require a background check. These requirements will be clearly stated in the opportunity description. Volunteers who do not agree to the background check may be passed the opportunity registration. Volunteers need to pay an annual fee of $19 for the background check.
Volunteer McKinney uses a third party platform to do background checks and reserves the right to verify the eligibility of volunteers as required by partner nonprofits or applicable laws. To learn more, view the Privacy Policy and Terms of Use on their Site.
Account Suspension and Appeals
Volunteer accounts may be suspended or terminated for repeated violations of these policies, including excessive no-shows.
Volunteers may appeal a suspension by submitting a written request to the Site Manager at info@volunteermckinney.org. Appeals will be reviewed within 30 days.
Policy Updates
Volunteer McKinney reserves the right to update this policy at any time. Changes will be communicated via email and posted on our platform.
Acknowledgment: By creating an account and registering for volunteer opportunities through the Volunteer McKinney platform on or after May 26, 2025, you acknowledge that you have read, understood, and agreed to comply with the Volunteer Handbook and General Volunteer Policies.
If you are registering as part of a team or group, the team leader is responsible for reviewing, understanding, and sharing the Volunteer Handbook and General Volunteer Policies with all team members. Even if only the team leader registers on the platform, these policies apply equally to each individual participating in the opportunity. By joining the volunteer activity, all team members are expected to comply with the same standards and guidelines.
For any questions or further clarification, please contact us at info@volunteermckinney.org.
Receipt & Acknowledgement
By registering to an opportunity from May 26, 2025 and moving forward, I acknowledge receipt and understanding of the following as a volunteer with Volunteer McKinney:
I understand that as I am registering to volunteer through the Volunteer McKinney Portal I am being held accountable to the policies outlined in the Volunteer Handbook.
I understand where to find Contact Information, Volunteer Resources and General Policies.
