Hello and welcome to the BEAT AIDS Volunteer Program. Before you begin, please ensure you have the required documents to complete your application.

For individuals completing Community Service (Probation or Court-Ordered), you will need a timesheet and your probation officer’s contact information, including phone number, email, and address.

For those applying for an Internship (College, University, or Vocational School), you will need a letter of interest and a letter of recommendation.

By clicking “Next,” you acknowledge that these documents are required to successfully complete your application.

I acknowledge that, in accordance with the Privacy Act of 1974 (Public Law 93-579) and the Health Insurance Portability and Accountability Act (HIPAA), all client information is considered sensitive and confidential. This includes all personal, medical, and administratively sensitive information related to individuals served by BEAT AIDS.

I understand that all client records, whether written, electronic, or verbal, must be securely maintained and may only be accessed, used, or shared with authorized personnel for legitimate service purposes. All physical documentation must be stored in a secure location, and all information must be handled in a manner that protects client privacy at all times.

I further understand that cellphone use is strictly prohibited in any setting where client information may be visible, discussed, or accessed. The use of personal devices to photograph, record, store, or transmit any client-related information is strictly prohibited. Any violation of this policy will/may result in immediate removal from service.

I understand that any unauthorized access, use, or disclosure of confidential information is a violation of federal law and agency policy. Such violations will/may result in disciplinary action, up to and including termination of volunteer participation, and may carry legal penalties including fines ranging from $500 to $5,000, imprisonment, or both, as permitted by applicable law.

There may come a time when a client/volunteer may feel he or she is not being treated fairly. If this circumstance occurs the client has the right to file a grievance complaint. Please follow the outline given below.

BEAT AIDS Coalition Trust encourages maximum communication between clients/volunteers at all levels. Each client should feel free to discuss with management any matter concerning his or her own or BEAT AIDS welfare. Clients/Volunteers are encouraged to put complaints and or concerns in writing for presentations to the appropriate personas as set forth below. The grievance process is described below. The grievance procedure is presented as a guideline only and does not create a contract or contractual obligations.

FIRST STEP: A discussion of the problem with the immediate supervisor should occur. The client/volunteer should discuss the problem honestly and openly, and every effort should be made by both to promptly arrive at a mutually satisfactory solution. If the solution is not satisfactory, then the client/volunteer should proceed to step two.

STEP TWO: If for some reason the client/volunteer does not wish to see the immediate supervisor, or if the results obtained do not bring satisfaction, upon a written request the client/volunteer may meet with the immediate supervisor’s supervisor. The meeting may be attended by the client/volunteer, the Department Coordinator, Program Manager, and/or Executive Director. Minutes of the meeting will be taken and a written decision will be made within three working weeks.

STEP THREE: If no satisfactory answer has been given at the second step, the client/volunteer may request to meet with the Executive Director. The client/volunteer must submit a written request stating the reason(s) for the meeting. The Executive Director will meet the client/volunteer after the request is received. A decision will be rendered in writing within 7 working days after the meeting, unless the Executive Director is involved, in which case a written (confidential) request is given to the Executive Director for the Chairman of the Board in order that a meeting is set.

STEP FOUR: The client/volunteer may request a meeting with the Chairman of the Board by contacting the Executive Director for an appointment. The client/volunteer should bring all documentation of his/her grievance and the result of the last review. At this point, if the solution is not satisfactory, the client/volunteer should proceed to step five.

STEP FIVE: The client/volunteer can ask the Chairman of the Board to set up a meeting with the full Board of Directors. The client/volunteer should bring all documentation of his/her grievance and the results thereof. Please be advised that the majority decision at this level is FINAL.

NOTE: If the grievance/concern is perceived as a conflict of interest to the Executive Director (i.e. nepotism), the grievance will be reviewed by an objective party. An uninterested party (e.g. lead agency representative) will be appointed by the Board of Directors to resolve the grievance. Please be advised that the majority decision at this level is FINAL.

By signing this form, you acknowledge that you have read, understand, and received a copy of your rights.

Volunteer Acknowledgment & Agreement

By signing below, I acknowledge and agree to the following terms while participating in any Community Service, General Volunteer, or Internship activities with BEAT AIDS:

• I understand that cellphones are prohibited at any time during my service. If I am seen using my cellphone, I will/may be asked to leave.
• I understand that I am expected to remain actively engaged and productive throughout my assigned service hours.
• I understand that my volunteer file will/may remain active for 90 days from the date of registration, and failure to return within that timeframe will/may result in termination of my file.
• I understand that BEAT AIDS cannot be held liable for lost timesheets, and that only the most recent record provided at my last visit of service will be retained.
• I understand that only the Volunteer Coordinator is authorized to verify and sign off on my service hours.
• I understand that if my timesheet is signed by an unauthorized individual, my file will/may be terminated.
• I understand that I am expected to follow the assigned dress code, presenting myself in a manner that is clean, appropriate, and aligned with a professional service environment.
• I understand that I am expected to maintain professionalism at all times, including respectful communication with staff, clients, and community members.
• I understand that I am required to demonstrate a non-judgmental attitude, supporting all individuals with dignity and respect regardless of background, identity, or circumstance.

Thank You for Your Submission

Thank you for completing the Volunteer Application. Your submission has been successfully received by BEAT AIDS. Shortly, you will receive an email with your Unique ID and our Policies and Procedures Manual. Please be sure to review all materials prior to your attendance.

All volunteers are required to participate in an HIV 101 session, coordinated by the Prevention Team on the second and fourth Monday of every month. The HIV 101 must be completed prior to completing any service hours and/or before beginning General Volunteer activities. A certificate of completion is required.

In addition, all volunteers are required to complete Cybersecurity and Confidentiality Training prior to working with any client information or participating in services.

Our team will review your application and follow up if any additional information is needed. Please note that submission of an application does not guarantee placement. We appreciate your willingness to serve and support our mission.