📝 Soup Angels Volunteer Hours Tracking & Verification Policy

1. Purpose of This Policy

Soup Angels relies on volunteers to prepare, package, and deliver meals to neighbors across Dallas. This policy establishes clear, consistent procedures for tracking, verifying, and reporting volunteer service hours for individuals, corporate groups, schools, and community partners.

2. Scope

This policy applies to:

All Soup Angels volunteers
Corporate, hospitality, and community service partners
Students completing required service hours
Court‑ordered or employer‑required service participants

3. Eligible Volunteer Activities

Soup Angels recognizes service hours for the following activities:

Meal Production & Kitchen Support Soup preparation, chopping, cooking, portioning, labeling, and safe food handling.
Meal Packaging & Assembly Packing outreach meals, Blessing Baskets, pet food packs, and pantry kits.
Delivery & Route Support Driving assigned routes, doorstep delivery, loading/unloading, and route communication.
Event Support Setup, breakdown, guest assistance, donation intake, and hospitality roles.
Administrative or Program Support Sorting donations, inventory support, data entry, or special projects approved by the Soup Angels team.

Only activities authorized by Soup Angels leadership qualify for service hour credit.

4. Volunteer Sign‑In & Sign‑Out Requirements

To ensure accurate records, all volunteers must:

Sign in upon arrival using the official Soup Angels Volunteer Log (digital or paper).
Sign out when the shift is complete.
Record the type of service performed.
Provide accurate contact information for verification purposes.

Volunteers who do not sign in and out may not receive credit for hours.

5. Tracking Procedures

Soup Angels maintains a secure record of volunteer hours that includes:

Volunteer name
Date of service
Start and end time
Total hours served
Service role(s) performed
Supervisor initials or digital approval

Records are stored for a minimum of three years for auditing and reporting purposes.

6. Verification of Hours

Soup Angels provides verification in the following formats:

Signed service hour forms (school, employer, or court‑issued)
Soup Angels Service Verification Letter
Digital confirmation email
Corporate group summary reports for team volunteer days

Verification is issued only for hours recorded through the official sign‑in system.

7. Corporate & Hospitality Partners

Businesses such as hotels, restaurants, and corporate teams may:

Send individual volunteers or groups
Request customized verification summaries
Request supervisor signatures for internal HR systems
Coordinate recurring volunteer shifts

Soup Angels will designate an on‑site supervisor to confirm hours for each shift.

8. Accuracy & Integrity Standards

To protect the integrity of the program:

Volunteers may only claim hours they personally served.
Altering or falsifying hours is grounds for dismissal from the program.
Supervisors may adjust hours if sign‑in/out times are incomplete or inaccurate.

9. Confidentiality

Volunteer records are confidential and will only be shared with:

The volunteer
Authorized school or employer representatives
Court or probation officers (when applicable)
Soup Angels leadership

10. Policy Review

This policy is reviewed annually by Soup Angels leadership to ensure compliance with nonprofit best practices, food safety standards, and partner requirements.