Accommodation Policy

Food Bank Procedures - Brantford

Approving Authority: Vice-President: Programming & Services Brantford

Administrative Responsibility: Director, Policy Research & Advocacy

Original Approval Date: April 25th, 2025

Date of Most Recent Review/Revision:

Related Policies, Procedures, and Documents:

Volunteer Standards and Performance

1. Introduction

1.1. Food Bank is a volunteer service run by the Students’ Union that exists to provide parcels, emergency hot meals and food wellness education on Wilfrid Laurier University’s Brantford campus. The committee operates as an essential service focused on the food insecurity of undergraduate students.

2. Purpose

2.1. The purpose of this procedure’s manual is to help Food Bank volunteers understand their roles and the operations of the service.

3. Volunteer Expectations

3.1. If a volunteer expects to miss a scheduled shift, they are responsible for finding another volunteer to fill their vacancy.

3.1.1. Any shift coverage change must be communicated to the Operations Executive.

3.1.2. Any missed shift will be reported to the Coordinator, who will determine any required action, guided by the Volunteer Standards and Performance Policy;

3.1.2.1 Emergency or unforeseen circumstances will be properly considered when applicable.

3.2. General Volunteers

3.2.1. General volunteers are expected to shift at least twice a month.

3.2.1.1. This expectation is subject to change, depending on General volunteer numbers.

3.2.2. General volunteers are expected to fill out and submit via email their monthly availabilities as specified by the Operations Executive or Coordinator.

3.2.2.1. Shift availability expectations will be set by the Coordinator and Operations Executive.

3.2.2.2. Volunteers who fail to provide shift availability options will be assigned shifts as needed, and it is that individual’s responsibility to sort out schedule conflicts.

3.2.2.3. General volunteers are not permitted to be scheduled for more than 3 shifts in a 5-day period.

3.2.2.4. Any shifting schedule in excess of these limitations must be approved by the Operations Executive in consultation with the Coordinator.

3.3. Operations Executive

3.3.1. It is the responsibility of the Operations Executive or Coordinator to distribute a completed monthly schedule before the first Saturday of each month.

3.3.2. The Operations Executive and Coordinator are responsible for ensuring volunteers are scheduled according to their indicated availability.

4. Parcel Operations

The following procedures must be followed for the preparation and distribution of all Food Bank parcels:

4.1. Parcel Packing

4.1.1. Parcels must be packed according to the student’s submitted request, following the guidelines outlined in Section 8: Parcel Requirements and Email Templates

4.2. Labelling

4.2.1. Each completed parcel must be clearly labelled with the last four digits of the student’s student number to ensure they pick up the correct parcel.

4.3. Locker Placement

4.3.1. Once packed and labelled, the parcel must be placed in an assigned locker for secure, contactless pickup.

4.4. Pickup Notification

4.4.1. An email must be sent from the official Food Bank email account to notify the student that their parcel is ready for pickup. The message should include the locker number and pickup instructions.

4.5. Unclaimed Parcels

4.5.1. Parcels not claimed within three (3) business days must be removed from the locker. Unclaimed items should be returned to inventory for future parcels.

4.6. Documentation

4.6.1 All packed parcels must be recorded in the Excel spreadsheet housed on the shared Teams channel.

4.6.2. Documentation must include the date of packing, type of parcel, student number, and locker number.

4.6.3. Any parcels not picked up within three (3) business days marked as unclaimed must be recorded in the Excel log

5. Committee Space and Food Bank Closet Guidelines

5.1. The primary use of the Committee Space is the operation of Students’ Union operations, committees, and services. The primary use of the Food Bank Closet is to serve as a designated storage and packing space for Food Bank supplies and parcels.

5.2. Volunteers are not permitted to use these spaces for personal activities, including but not limited to studying, socializing, or engaging in sexual activity.

5.3. Volunteers are permitted to access the Committee Space for meetings or brainstorming sessions with their coordinator or fellow committee members, however they must have an approved booking to utilize the space.

5.4. The Food Bank closet may be accessed for parcel packing, however should not be used for personal use.

5.5. The following items are not permitted in the Committee Space or Food Bank closet:

5.5.1. Any intoxicating substances, including but are not limited to alcohol, opiates, hallucinogens, or cannabinoids (e.g. cannabis);

5.5.2. Weapons;

5.5.3. Any material that may express or contain non-inclusive or discriminatory imagery or text.

5.6. Language used must be inclusive, non-discriminatory, and avoid the use of slurs, swears or profanity.

5.7. Volunteers must recognize the Committee Space is a multi-use room and be respectful of other users by maintaining a reasonable volume level.

6. Partner Services

6.1. Dean of Students Office

7. Parcel Requirements and Email Templates

7.1. Grab and Go Parcels

7.1.1. Each student is entitled to receive one of each item they have indicated on the request form.

7.1.2. If a student has specified a request for multiples of a particular item in the comment section, this should be honoured where possible.

7.1.3. The total number of items provided per Grab-and-Go Parcel must not exceed six (6) items in total.

7.2. Grocery Parcel

7.2.1. Students should receive one of each item requested.

7.2.2. In extenuating instances where a small number of requested items are unavailable, volunteers may substitute by including multiples of other available items.

7.3. Hygiene Parcel

7.3.1. If requested, each Hygiene Parcel must include a total of twenty (20) menstrual products:

7.3.1.1. Either ten (10) tampons and ten (10) pads,

7.3.1.2. Or twenty (20) of a single type (pads or tampons), based on student preference.

7.3.2. If requested, four (4) condoms and/or dental dams must be included.

7.3.3. All other hygiene items requested should be provided in quantities of one (1) per item.

8. Email Template for Downstairs Lockers

Hey there!

The Food Bank Parcel you requested is ready to be picked up in the Wilfrid Laurier University Students’ Union building. The locker with your parcel is located on the basement level. When you walk in from the Darling St. entrance, you can either take the stairs through the door on your left to the basement, and find the lockers on your right, or you can take the elevator down and through the door on your left will be the lockers.

Locker Number: XX

Locker Combination: 3-5-7-2

Due to high service usage, you have 3 business days to take your parcel from your assigned locker before it is removed and unpacked. Should you need more time than this, please email me so we can make a note to keep your parcel in the locker longer.

If you have any questions, concerns or suggestions please contact the Vice President: Programming and Services Brantford at skarda@wlu.ca

Follow @campuslifebrantford on Instagram to see more updates on the Laurier Brantford Food Bank.

If you require additional food assistance, please consider looking at the following options:

Laurier Dean of Students

8.1. Website

8.2. Email: deanofstudentsbr@wlu.ca

8.3. Phone: 519.756.8228 x 5716

8.4. Office Location: OM 207-40

Best regards,

Food Bank

9. Email Template for Upstairs Lockers