1. This program will commence on November 1, 2015.
2. Participation is not mandatory.
3. Volunteer hours worked prior to the beginning of this program cannot be applied retroactively (because they were not recorded and tracked)
4. Only non-acting hours count towards achieving status levels and receiving the rewards associated with them
5. Actors are eligible for monthly actor drawings and smile drawings.
6. Acting hours are defined as any hours completed by a performer in a rehearsal or performance, from arrival time until departure time.
7. All other hours are considered non-acting hours.
8. Paid talent and staff may not record volunteer hours for paid work: (i.e. paid directors, paid musical directors, paid choreographers, paid stage managers, paid performers, etc.) unless they are contributing extra work outside of the responsibilities of their paid position (i.e. a paid director sewing costumes, a paid musical director building props, a choreographer painting the set, etc.)
9. At the outset of the program only, volunteers (including actors) who have been regularly volunteering at CWP for at least one year will be given a one-time only option to be “grandfathered in” at the “Bronze Volunteer” level, so that they do not have to start at the very beginning.
10. While this option allows them to begin the program at “Bronze Volunteer” level, they will not receive the rewards for that level as part of this one-time offer. They will begin receiving the rewards portion of the program when achieving their next level (“Silver Volunteer”)
11. Some volunteers may choose not to take this option, so they can earn the rewards associated with all of the levels, starting at the beginning.
12. Volunteers will be responsible for accurately entering all hours on their log sheet (estimating/guessing is not acceptable), kept in a binder in the green room at the theatre.
13. Log sheets must remain in the binder, and may never be taken home.
14. The binder is to remain in the green room at all times.
15. Hours should be recorded on the day they were worked whenever possible. The deadline for recording hours is no later than one week after they were worked, or the end of the month, whichever comes first.
16. Hours should be “signed off”/approved by a board member or other approved project manager as soon as possible, but must be approved no later than two weeks after they were worked, or the end of the month, whichever comes first.
17. Volunteers must record their own hours on their log sheet.
18. No person except board members or other approved project managers may record hours for another person.
19. Unapproved hours or hours recorded not in accordance with the deadlines and policies listed here will be discarded.
20. Incomplete log entries will be discarded.
21. Volunteers who are completing work off-site must record their hours following the policies above and if unable to record hours by the deadline, should ask a board member or an approved project manager to record and approve the hours for them.
22. Ultimately, it is each volunteer’s responsibility to see that his or her hours are recorded according to the policies listed here.
23. Volunteers are asked to round up or down to the nearest quarter hour when recording their hours. All times entered should end with :00, :15, :30 or :45.
24. Each log entry must represent an overall “shift.” For example, if a volunteer works on set building for 4 hours on a Saturday, that is one entry, not five individual entries for each thing they worked on during that work session. This is important, as log entries will count as entries in monthly reward drawings.
25. All volunteer hours worked, whether on-site, virtual, or off-site, must be associated with a project that is either considered “generally approved” or “specifically approved.”
26. Examples of projects considered to always be “generally approved” include rehearsing at an official production rehearsal, performing in a show, working front of house, participating in a set build day, volunteering at an event, participating in a theatre-organized work day, working crew, running lights or sound, working on costumes or props for a specific show, attending a committee meeting or completing specific work authorized or assigned by a committee, and working box office.
27. Projects that are not considered “generally approved” must be “specifically approved” in advance by a board member or approved project manager.
28. Examples of projects that must be “specifically approved” in advance by a board member or approved project manager include, but are not limited to, doing research, writing a script, working on a proposal for a project or show, working on a proposal to the board, or any other “not generally approved” project that you make the decision to undertake as an individual without consulting a board member or approved project manager in advance. Volunteers may not “make up” projects to earn hours without first consulting an authorized CWP leader.
29. In rare cases only, a board member ONLY may use his or her good judgment to retroactively approve hours that were worked on a project that was neither “generally approved” or “specifically approved” if the resulting work ultimately proves to be beneficial to CWP.
30. Some Carrollwood Players related activities will be considered NEVER eligible for volunteer hours. Examples include, but are not limited to, attending a performance as a non-working audience member, auditioning for a show, attending a board meeting as an observer, attending the Annual General Meeting, participating in a cast party, spending time buying/making show gifts, running lines, songs or choreography or practicing for your part outside of official rehearsals, reading the script for a show you are cast in, etc.
31. Volunteers who have any question or doubt about whether or not hours would be eligible for this program are responsible for consulting with and/or gaining approval from a board member or approved project manager in advance.
32. Board members and approved project managers have the authority and responsibility to use their good judgment to only approve hours in accordance with these rules.
33. Board members and other “approvers” must not approve hours that are unfairly excessive. For example, a volunteer shouldn’t be allowed to claim 4 hours for ironing one shirt.
34. Board members are not required to have a signature approval for their own log entries, but their entries will be periodically reviewed by the volunteer committee for accuracy/legitimacy/fairness.
35. Board member hours count towards achieving status levels, but current board members are not eligible to receive any monetary reward items or to be entered into any reward drawings.
36. CWP Membership is not required to participate in this program.
37. Complimentary show tickets are subject to seat availability and may be limited to certain performance dates at the discretion of the Box Office Manager and the Volunteer Committee.
38. If a specific reward or prize is not available, the Volunteer Committee reserves the right to substitute a similar reward or prize of approximate equal value.
39. Participation in this program constitutes full acceptance of and agreement with the rules.
40. The Board of Directors, or its designated Volunteer Committee, may, at any time, revise and/or discontinue this program, with or without notice.
41. The Carrollwood Players Board of Directors will have the final say regarding any disputes arising in connection with this program.

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