LETTER OF REC POLICY
Purpose:
Rock Medicine offers Letters of Recommendation to selected volunteers whose commitment to the organization goes above and beyond their peers. Every year, there are a select number of volunteers who donate hundreds of hours of their time, work with leadership to take on special projects, and take on tasks before being asked when something needs to be completed. These volunteers often, but not always, move into leadership roles. They provide excellent patient care to our patients, are courteous to each other, and do their best to teach new members and share the best parts of the organization with new volunteers.
As such, before we agree to author a letter, we want to ensure you meet the above criteria, both by meeting the hours requirements, but ensuring that when we ask your leads to comment on your performance during your time with the organization, they know who you are, have seen you work, and can adequately comment on your abilities, work ethic, and attitude.
*As a note, letters of recommendations are at the discretion of senior management and are not guaranteed to everyone who meets the hour requirement.
General Notes about Requesting a LOR from Rock Medicine
- Submit your request as early as you can -- this helps us meet your request deadlines
- Complete the LoR Request Sheet which can be found on HelpHub, which is available on the top bar of MainMed. As part of the LoR Request Sheet, you will be asked to upload a copy of your personal statement, as well as some questions about your time in Rock Medicine. Instructions for this can be found here.
-The first time we hear from you should not be when you request your letter; please make an effort to get to know other volunteers, including event leads and Rock Med management so we know you as a person and can offer a personalized letter.
Who qualifies?
Current Rock Medicine volunteers who have met the following:
- Have participated in at minimum 375 hours of volunteer service.
- A least 25 hours must be above normal volunteering including helping to lead an event, supporting an orientation, creating or assisting with a course, working on a RockMed improvement project, participating in a training, or helping on another project. If this is a concern, please reach out to Michelle early and we will work with you to find a project. Exceptions may be made for extenuating circumstances.
- Have been with Rock Medicine for minimum of 6 months (Preferably 1 year).
- License and certification(s) are active in MainMed.
- Volunteer is in good-standing with Rock Medicine.
- Volunteers who have met the standards set forth in the Volunteer Code of Conduct
- Volunteers without disciplinary actions noted in their account.
What is the Process?
- Meet above volunteer qualifications.
- Submit request for LOR (see form on MM) by deadline - at minimum six weeks before your deadline.
All forms must be submitted at minimum two month before the letter is needed. The earlier the better.
What is the Timeline?
Forms will be submitted to HelpHub with at minimum six week notice.
- Once forms are submitted, an email confirmation will be sent to the address used to submit the request, verifying the request and required forms were submitted and received.
- if you do not receive an email confirmation that your form has been received within 1 week of your submission, please email us to follow up.
Hour Requirement Changes:
In August of 2020, the hours requirement for Letter of Recommendations (LoR) was changed and emails were sent out via MainMed and the following was posted on this document: Volunteers who had been tracking hours for a LoR before August 7th, 2020, and submit their LoR request form before January 1st, 2020, will only be required to complete the pervious requirements of 275 hours and no project time.