Effective date: March 8, 2026

Welcome and Purpose

Thank you for your interest in volunteering with the Ovilla Texas Historical Society (“Society”). This policy explains how we work with volunteers, what to expect, and how we protect our collections, visitors, and each other.

Scope

Applies to all volunteers, interns, and docents serving the Society, whether on-site, remote, or at off-site events.

Eligibility

Residency or historical ties: Volunteers should live in Ovilla and their address must be an Ovilla address or the prospective volunteer must have verifiable historical ties to Ovilla through an immediate family member (parent, grandparent, sibling, spouse, or child) with Ovilla residency, or documented involvement in a historically significant Ovilla event within the last 40 years. The Society will verify eligibility during screening and exceptions will be made on a case by case basis by the founders and board of directors.

Age: Volunteers must be at least 14 years old. Volunteers aged 14–15 require a signed parental/guardian consent form and must be supervised; certain duties may be restricted. Volunteers aged 16–17 also require parental/guardian consent and may have role limitations.

How to Apply and Screening

Application: Complete a volunteer application.

Interview and placement: We’ll meet with you over the phone or in person to discuss interests and match you to suitable roles.

Background checks: For positions involving collections, finances, or working with minors, a background check may be required. The Society will cover the cost at its discretion.

Approval: Volunteer placements are approved by the Society and may be adjusted to fit needs and skills.

Orientation, Training, and Supervision

We provide orientation and role-specific training. Volunteers will be supervised until they are comfortable and authorized to work independently.

You’ll receive a written description of duties and a staff contact for questions.

Volunteer Responsibilities and Conduct

Be friendly, punctual, and reliable. Follow staff instructions, safety procedures, and rules for handling collections.

Respect visitors, staff, fellow volunteers, and donors. The Society does not tolerate discrimination, harassment, or retaliation. Concerns will be addressed promptly and fairly.

Confidentiality and Use of Materials

Volunteers may see nonpublic information (donor lists, volunteer records, restricted collection notes). Please keep such information confidential and use it only for authorized purposes.

Do not reproduce, publish, or distribute images, scans, or other collection material unless given written permission.

Collections Care and Intellectual Property

Follow handling, photography, and reproduction rules for artifacts and archival materials. Do not remove items from Society premises without written authorization.

If you create or contribute materials (research, transcriptions, photos), you grant the Society a nonexclusive license to use them for preservation, education, and outreach, unless otherwise agreed.

Health, Safety, and Incident Reporting

Safety is important. Follow posted procedures and staff guidance. Report accidents, injuries, theft, or other incidents immediately to a staff supervisor.

You are encouraged to carry personal health insurance; volunteers work at their own risk.

Liability and Insurance

The Society does not provide liability or health insurance for volunteers. By volunteering you acknowledge and accept that you are responsible for your own health, medical expenses, and personal property. The Society does not assume legal responsibility for volunteer injuries except as required by applicable law.

Reimbursement and Recognition

Volunteer service is unpaid. The Society may reimburse pre-approved expenses (mileage, supplies) with prior authorization and receipt. We appreciate and recognize volunteer contributions through thank-you events, letters of service, and other acknowledgments.

Time Commitment and Scheduling

Volunteer schedules are flexible and based on mutual availability. Let us know if you need to change or cancel a commitment as soon as possible (when possible). Regular attendance helps us plan effectively.

Termination and Changes

Either the volunteer or the Society may end the volunteer relationship at any time. The Society may suspend or reassign volunteers if needed for safety, performance, or policy reasons.

Recordkeeping and Privacy

We keep volunteer records (applications, training, incident reports) secure and access is limited to authorized staff. Records are retained per our Records Retention Policy.

Conflicts of Interest and Outside Activities

Let us know about any relationships or activities that could present a conflict of interest. Volunteers engaged in outside work for the Society (sales, contracted services) must follow the Conflict of Interest Policy.

Media and Public Statements

Please check with the communications director or a board member before speaking to media on behalf of the Society. When using social media, identify personal opinions as your own and avoid sharing confidential information.

Changes to the Policy

We may update this policy from time to time. Volunteers will be notified of significant changes.

Acknowledgment

Volunteers must sign an acknowledgment confirming they have read and agree to follow this policy before starting.

Contact Information

Ovilla Texas Historical Society

Email: volunteers@ovillahistoricalsocity.org

Phone: 214-931-7223