Common Team Leading Scenarios

Even seasoned Team Leaders might have questions about situations that arise on projects. Below you’ll find a list of common project scenarios and what to do if you experience them. If you have a question that isn’t answered below, feel free to reach out to your Leadership Coordinator or info@newyorkcares.org.  
 

I need to miss a project I’ve signed up to lead. What should I do? 

We understand that life happens, and sometimes Team Leaders are unable to make projects they’re scheduled to lead. When this happens, we ask that you: 

• Look to volunteers who are trained Team Leaders, or regular volunteers who may be able to step in for the day. These volunteers may be able to fill in for you on the day you won’t be there. If someone can substitute as Team Leader, let your Leadership Coordinator know so they can contact the replacement.  
• If you are unable to find anyone, inform your Leadership Coordinator so they can contact other Team Leaders in our network.  

If we can’t find a substitute, we may have to cancel the project. In these cases, New York Cares staff may ask Team Leaders to help contact volunteers to let them know about the cancelation. 

What should I do if I arrive to my project and the Community Partner contact is not there? 

Community Partner staff are expected to be present and are responsible for any clients on the project. If staff are not on-site and you are unable to get in touch with them, the project should be cancelled. 

• If you do not have the contact info for your Community Partner representative, or if you determine that the project needs to be cancelled, contact the New York Cares Emergency Line for assistance. 
• If you must cancel the project: apologize to volunteers who have already shown up, notify volunteers who have not yet arrived, and wait for any late-comers. Let your volunteers know that they are not penalized in their attendance when a project must be canceled. 

Contact your Leadership Coordinator as soon as you can to let them know about the situation, so New York Cares can follow up with the Community Partner. 

Can I sign a form verifying service hours for a volunteer?

Team Leaders should not sign volunteer service forms. However, New York Cares staff are happy to help with this! Let the volunteer know they can request a letter here, or reach out to our team at info@newyorkcares.org.  
 
While we don’t typically sign outside forms, we do provide the volunteer with a letter that confirms the number of hours they’ve served with us. This letter will be printed on official New York Cares letterhead and will certify our status as a 501(c)3 organization. We also recommend that volunteers attach their “Project History” from their New York Cares account to this letter. 

I noticed a volunteer posted photos from a project on social media. Is this okay? 

Volunteers can take and post photos of projects – in fact, we encourage it! However, volunteers cannot take photos of clients. 
 
Before taking or sharing photos, volunteers should check with the Team Leader to determine agency-specific requirements. If you are unsure of what is allowed at your partner agency, notify your Leadership Coordinator for more details and confirmation.  

What should I do if a volunteer arrives at a project with their child? 

For safety and legal reasons, children ages 5 - 17 are only allowed on Youth Friendly New York Cares projects, as long as they have an account.

Specifically, a parent or guardian must have a New York Cares account and register the child as a member of their Family Roster, which includes signing a one-time waiver.

Children ages 5-13 can volunteer with a parent or legal guardian on projects designated as Family Friendly. Family Friendly projects offer age-appropriate tasks for children to work alongside their parent/guardian. There is a maximum of 2 children per adult volunteer.

Teens ages 14-17 can volunteer solo on projects designated as Teen Friendly. Whether getting a group of friends together, simply passionate about a cause, or need service hours for school, all teens are welcome!

If a volunteer has brought a child that is not registered for your project, exceeds the 2 child maximum, or violates our Youth Friendly policies in any way, speak to the volunteer. Remind them of our Youth Friendly project policies, and let them know that they will not be able to serve on the project with their child.

A volunteer on my project always tries to recruit members of the group as volunteers for a political campaign, and it’s beginning to make other volunteers uncomfortable. How can I handle this? 

Volunteers should not use their participation in our projects to promote partisan politics, religious matters, or other affiliations outside New York Cares. Speak to the volunteer to remind them of this policy, and politely ask them to refrain from discussing politics while on projects. 
 
If the issue persists, reach out to your Leadership Coordinator. The Volunteer Relations team will then speak with the volunteer about our policies and appropriate behavior on projects.