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PUBLIC FACILITIES, RECREATION &
SPECIAL EVENTS DEPARTMENT
POLICY NUMBER 4.1
VOLUNTEER TRACKING PROCEDURES
7/31/2007
5/2009; 1/11/2014; 12/3/2020
Section 4 – Volunteers
I. PURPOSE
The tracking of volunteer hours provides a necessary means of keeping statistics and reporting
volunteer contributions. The city values volunteer contributions and honors its volunteers at an
annual celebration. Volunteer coordinators are responsible for tracking volunteer hours and
reporting totals.
II. PROCEDURE
A. Volunteer Time Sheet
A sign-in sheet is kept at the volunteer’s assignment location. (An example is attached).
The sign-in sheet contains a log for tracking volunteer hours. Volunteers are responsible
for logging hours contributed each day.
B. Totaling Volunteer Hours
1. At the end of each month, volunteer coordinators gather the volunteer logs to prepare
them for entry in to Volgistics (for training on using Volgistics, please contact Tami
Miller, Main Library).
2. Coordinators total each volunteer’s hours for the month. Total s are then entered in to
the Volgistics database. Monthly input is necessary for reporting current statistics and
most reports are generated from monthly totals as well.
C. Quarterly Reports
At the end of each quarter, run a report for your division’s tota l volunteer hours. To do this,
log in to Volgistics:
1. From the menu at the left, click ‘Print’.
2. Scroll down to the different report types and click ‘Service Summary’, then select
‘Quarterly Service Summary’.
3. At the top, a new screen reads “What would you like to do?” Click ‘Print it’.
4. From the new screen, make your selections using the drop-down menus.
5. After making your selections, click ‘Start printing’.
6. The quarterly report is sent to your Volgistics inbox.
D. Volunteer Recognition
Once a year, the city of Glendale honors volunteers who contribute 25 hours or more. The
volunteer Advisory group (V.A.G.) asks coordinators to provide the names of volunteers
meeting the minimum requirements.
2
City of Glendale
Volunteer/Intern Time Record
NOTE: Each Volunteer/Intern MUST return a completed time sheet to their supervisor, even if no hours
were logged. It is critical for our record keeping. Note: Hours for the previous month must be keyed into
Volgistics .
Name: _______________________________________________Month/Year: _____________
Department/Location: __________________________________________________________
Position Title: _________________________________________________________________
DATE
SERVICES PERFORMED
NUMBER OF HOURS
Total hours worked:
NOTE TO STAFF: Upon resignation or project completion, please indicate in the space provided the date
of the last day worked by the assigned volunteer/intern. Last day: _________
Volunteer’s Signature _______________________________________________ _______________
Date
Supervisor’s Signature _______________________________________________ _______________
Date